Our intent is to make the conference an enjoyable and productive event for all sponsors and exhibitors. Please check out the helpful info below and don’t hesitate to contact abby@sound-planning.com with logistics questions.

What are the sponsor/exhibitor options?

Please download the Sponsor/Exhibitor packet for detailed options.

What info/materials will I need to register?

You will be asked for the following information during registration:

  • Company/Organization information
  • Contact person information
  • Attendee Information – Name, Email, Phone (If necessary, this info can be updated later.)
  • Power/Internet Needs at the Conference (These have extra costs).
    • Please note: There will be general Wi-Fi in the conference facility. You need to request and pay for additional Wi-Fi access if you need a dedicated line at your table.
  • Company Logo (for publicity) – high-resolution esp, tif or pdf
  • Please be sure to know if your attendees will want a meat entrée or a vegetarian entrée at lunch (both options will be gluten free).

EXHIBITOR REGISTRATION

What is the general exhibitor timeline on Tuesday, May 21, 2019?

In addition to these schedule highlights listed below, attendees will have time between conference sessions to drop by the main hall and explore your offerings. All plenary/keynote sessions take place in the exhibit space on the first floor of the Meydenbauer Center.  This schedule is subject to change.  The final schedule will be emailed out to all exhibitors approximately two weeks prior to the event.

6:00 – 7:00 AM  Exhibitor SET-UP TIME. Coffee will be served. 

7:00 – 8:00 AM Visiting with Exhibitors + Networking

1:15 – 2:00 PM Visiting with Exhibitors + Networking

3:30 – 4:00 PM EXHIBITOR BREAKDOWN + MOVE OUT TIME

5:00 PM Conference Ends

Where will my booth be located?

Your booth will be located on the first floor of Meydenbauer Center in Center Hall. Exact booth location and number will be emailed approximately two weeks prior to the event.

Will I have wireless access and electricity at my booth?

There will be general internet available in the conference facility. You can request and pay for dedicated Wi-Fi access and a power drop to your table during registration.

How do I submit my logo artwork for recognition?

Sponsor logos for use in conference marketing and on screen during the conference should be submitted in high-resolution esp, tif or pdf format during registration for maximum exposure, and by April 15, 2019 at the latest for inclusion in the conference acknowledgements. Please email events@washingtonnonprofits.org.

What are the fee payment terms?

Exhibitor fees are expected with the completed registration form. Please contact us if you need alternative payment options. A 50% deposit will hold your space. A full amount must be received by April 17, 2019.  Please note that exhibitor booth space is assigned by price level and then on a first-come, first-served basis.

What is the cancellation policy?

Cancellations received by April 1, 2019 will receive a refund minus a $25 cancellation fee. Cancellations received after April 1, 2019, are non-refundable, unless a suitable replacement Exhibitor is found prior to May 1, 2019. Replacements and cancellations should be communicated to abby@sound-planning.com

Can I share my booth with another organization/company?

Any Exhibitor space can be shared among organizations or companies. With the exception of the Half Table registration option, it is your responsibility to coordinate payment and communication of needs between organizations. Please have one main contact for the shared exhibitor space. However, please tell us all the names of the organizations so they can be listed in the program.

What if I need more people at my booth?

Note that the Basic packages (full and half table) include one registration and the Prime package includes two registrations. Additional people that come to help set up a table do not have access to food, workshop sessions, or activities outside of the exhibition area. Any person desiring to have full conference access with breakfast, lunch & coffee breaks may do so by paying a $150 additional registration fee.

Will I receive attendee information?

A list of attending organizations will be posted to the conference website by the week prior to the conference. The organization list will indicate the number of attendees from that organization. Please note: Individual attendee names will not be distributed at the conference.  Exhibitors/Sponsors are welcome to collect contact information at booths.  However, please be sensitive to the evolving and tightening “General Data Protection Regulations” that now exist in the EU and are being considered in US States. These regulations give individuals wide rights/power relative to their personal data use and storage. 

What is the conference solicitation policy (as shared with attendees)?

We kindly ask all Exhibitors/Sponsors to consider the no solicitation policy we share with attendees. This is the spirit with which we approach the conference day. “The Washington State Nonprofit Conference seeks to bring together the leadership of the entire charitable community. To maintain the spirit of this unique meeting ground – where leaders from grant making organization and leaders from grant seeking organizations can come together as peers – we ask that you respect the no solicitation rule. Please feel free to network, talk about your organizations and follow up when you return to your office. However, we request that during today’s conference you do not bring proposals or ask funders if they will fund your organization. Funders should encourage leaders to talk about their programs, invite people to follow up with them after the conference and politely remind others about this rule should they be faced with a direct request.”

Where and when can I ship my booth/table materials?

Packages can arrive at the conference center as early as Sunday, May 19. Packages that arrive prior to Sunday, May 19 at the conference center will incur storage fees that will be charged to the exhibitor.

Send your materials to arrive on or after Sunday, May 19:

Meydenbauer Center Attn: WA State Nonprofit Conference

11100 NE 6th Street, Bellevue, WA 98004

Dropping off materials on or after Sunday, May 19:

Drop off at the Meydenbauer Loading Dock, located on the North Side of the building just off of 112th Avenue Northeast.