Terms and Conditions.
Purposes:
Butler Seattle, LLC. (Butler Events) is the producer and coordinator of Northwest Event Show (NWES) scheduled for April 3-4, 2024 (two days of Education and Trade Show) at Seattle Convention Center Summit building (referred to below as “The Summit”) in Seattle Washington. Exhibitor wishes to participate in Northwest Event Show and/or Northwest Wedding Show and has received Butler Event’s approval of Exhibitor’s presentation of exhibit. Both NWES and all Exhibitors are subject to certain requirements of the Seattle Convention Center (SCC). The Parties further desire to set forth the agreement between them. Butler Seattle, LLC reserves the right to move the date(s) of the Northwest Event Show and/or Northwest Wedding Show in cases of Acts of God or where attendees and/or exhibitors experience may be impacted by acts not under the control of Butler Events to include Acts of God, or issues that directly or indirectly including but not limited the health and well being of said parties. Butler Events complies with guidelines and recommendations of the City of Seattle, Washington State, and the CDC accordingly and will only move the date of the Northwest Event Show to ensure the safety and wellness of all parties involved or to better enhance the success of the show(s). In consideration of these purposes and the mutual terms and conditions set forth below, the Parties agree as follows:
For the NWES:
For the Northwest Event Show in-person event, City of Seattle License Fees apply: In order to participate in temporary events in the City of Seattle, it is mandatory for each Exhibitor to have either a City of Seattle Business License or a temporary event license. A city ordinance requires NWES to provide the City of Seattle with a complete list of all Exhibitors participating in the NWES and pay the fee for all Exhibitors without a Seattle Business License.
Exhibitor’s Booth Equipment: NWES will provide the Exhibitor’s booth(s) with: one 8’ tall draped backdrop, two 3’ tall side drapes (one side drape for corner booths) except in the case of free standing island booths and/or activity areas (i.e. 20’ x 20’ booths), and one single line 7” by 44” identification sign. One 8’ draped table per 10’ by 10’, two 8’ draped tables per 10’ by 20’ booth space, or one 8’ draped table per all other sized booths not described above. A list of exhibitor’s personnel is due on 3/1/2024. Badges will be available at exhibitor check at the front doors of the show on Monday & Tuesday during Show move-in and Wednesday, pre-show. Upon request, Exhibitor may obtain additional décor, tables, linens, chairs or risers as well as arrange for booth cleaning through the NWES’s show decorator. Electrical, audio visual and internet orders can be placed through the Seattle Convention Center (SCC). A complete list of these items and the applicable charges will be set forth on the vendor information page on www.nweventshow.com.
Occupancy: Exhibitor agrees to have its exhibit ready for public viewing and Fire Marshall inspection no later than Wednesday, 8:00am, April 3, 2024. Exhibitor also agrees to occupy and maintain its exhibit space at the NWES during advertised show hours April 3-4, 2024.
Move-In: Exhibit materials can be delivered to the Seattle Convention Center (SCC) Summit on Monday, April 3, 2024 from 6pm to 8pm for vehicles or trailered items, and Tuesday, April 4, 2024 8:00am to 8:00pm. Exhibitors will not have access to setup outside of these hours.
Display Removal: No exhibit or part of an exhibit may be removed from the Seattle Convention Center Summit building during show hours. A penalty of $500.00 dollars will be accessed if any part of their display is disassembled during show hours.
Move-Out: Exhibitor agrees not to disassemble their display until April 4, 2024 starting at 4:00pm. Exhibitors agree not to place anything in aisle ways until the show decorator removes aisle carpet. In the event Exhibitor has not entirely removed all display items before Thursday, April 4, 2024, at 8:00pm, NWES shall be authorized to remove (at the sole cost and expense of the Exhibitor) any and all items remaining on the property without liability for any resulting damages or losses.
Display Restrictions: No signs, partitions, apparatus, shelves, etc., may extend more than eight feet above the floor along the rear of an exhibit or more than 50% the distance from the back of the booth toward the front without express written approval by NWES/Butler Events. Exhibitor agrees not to obstruct aisles or access to neighboring booths, nor conduct or operate its exhibit so as to cause interference with, annoyance or endangerment to other exhibitors or visitors. This restriction applies to but is not limited to, volume of P.A. systems, persons, musical instruments or any device which volume might be objectionable to NWES/Butler Events. The distribution of any samples, souvenirs, publications, or other sales or promotional activities shall be conducted only from within the Exhibitor’s booth. Exhibitor, and its agents, employees, business invitees and assigns shall comply with the rules and regulations set forth in the Exhibitor’s Packet.
Damage or Defacement of Seattle Convention Center Summit building: Exhibitor shall not injure, mar, or deface the center or the grounds outside the center. Exhibitor shall not drive any nails, hooks, tacks, or screws in any part of the center, nor shall it make any alteration of any kind therein. Upon demand of the Seattle Convention Center or NWES, Exhibitor shall pay to Seattle Convention Center or NWES such sums as shall be necessary to restore the premises, center, or grounds to their original condition if any portion thereof shall be damaged by the act, default, or negligence of Exhibitor.
Transportation of Materials: The Transportation Management Plan shall govern Exhibitors move-in/out at the SCC. NWES may amend the plan and guidelines when NWES shall deem the amendment or modification to be in the best interest of the Northwest Event Show. After notice, Exhibitor agrees to comply with the amendments. The Transportation Management Plan will be set forth in the Exhibitor Packet.
Food Sale and Distribution: Licensed caters exhibiting at the NWES may not sell food or beverages in the Seattle Convention Center without the written consent from NWES. Exhibitor is responsible for purchasing a permit from Seattle & King County Public Health to cover all licensed caters who have completed the appropriate paperwork for sampling during trade show hours on Wednesday & Thursday, April 3-4, 2024 Exhibitor is solely responsible for completing food sampling forms to be posted online at www.nweventshow.com. (*Sample size non-alcoholic drinks are limited to maximum three (3) ounce containers and food items are limited to three (3) ounces or bite size portions.) Exhibitor must fulfill all Seattle & King County Public Health requirements to include hand washing stations and maintenance of proper food temperatures (a full compliance list is available at: Temporary Food Establishment Guidelines & Fee Schedules). Food and/or beverage items served by exhibitors other than licensed caterers as traffic promoters (i.e., popcorn, coffee, bar service) must be purchased through Aramark, the Seattle Convention Center’s exclusive caterer.
Alcoholic Beverages: The Northwest Event Show complies with all WSLCB regulations and laws. For alcoholic beverage service requests please contact NWES management directly. Exhibitors not in the business of manufacturing/distilling alcoholic beverages may not serve or dispense alcoholic beverages. Exhibitor is solely responsible for obtaining the necessary licenses and paying any necessary fees, if required, to the Washington State Liquor Control Board and completing the food/beverage sampling form posted online at www.nweventshow.com. (*Sample sizes are limited to maximum two (2) ounce portions for beer or wine and ½ ounce portions for distilled liquor.)
Floor Plan/Relocation: NWES reserves the right to alter the number of booth spaces in the Seattle Convention Center, limit the number of Exhibitors in each business category, and reserves the right to relocate Exhibitor for the sole purpose of consolidating traffic flow. Floor plans are subject to change without notice.
For NWES and NWWS:
Use of Space: Exhibitor’s use of display booth(s) and/or virtual booth(s) shall be limited to merchandise and/or services included in show and guide contract, and shall be used for no other purpose without the prior written consent of Butler Events. Butler Events reserves the right to reject or remove/take down any display or presentation that in its sole discretion deems inconsistent with the use set forth on this participation & advertising agreement, or which otherwise fails to comply with terms of this agreement.
Lotteries and Contests: Exhibitor shall be solely responsible to ensure that any drawings, lotteries or contests held by Exhibitor on the premises are conducted in strict compliance with the law.
Dispensing of Advertising Materials: The NWES reserves the right to restrict or remove signs, literature, and business cards of businesses or person’s not leasing/contracting separate exhibit space in the Northwest Event Show or Northwest Wedding Show. An Exhibitor may only display signs and distribute literature and advertising materials pertaining to their particular business within their booth space. This applies to, but is not limited to, any advertising containing businesses, which, in the opinion of NWES, could lease/contract separate exhibit space in the show.