Frequently Asked Questions

Agenda

How do I submit a presentation for possible inclusion in the educational panels?

We will issue a Call for Speakers in early fall 2020.

Do you have a printable educational agenda?

Not we do not.

Do you offer continuing education credits?

Yes, but only in Track 3 panels. Receive 1.5 AIA/CES HSW LUs or 0.15 ICC credits per Track 3 panel session.

Exhibit

What is the exhibit space cancellation policy?

Cancellations made up to end of day January 6, 2021 will be subject to a $200 cancellation fee. The exhibitor’s fee will not be refunded after January 6, 2021. In the event of cancellation, Management has the right to use the space for its own convenience, including selling the space to another Exhibitor, without rebate or allowance to the canceled Exhibitor.

How do I ship booth and conference materials in advance?

If Exhibitor needs to ship displays and other materials in advance, please see the Exhibitor Kit (available first of January) for more information on shipping to the Fern Expo warehouse.

What are the official Exhibit Hall hours?

While the Exhibit Hall is open all day and exhibitors and attendees are free to come and go as they please, most attendees are in the educational sessions across from the Exhibit Hall when not at meals or breaks. Here is the schedule for Exhibit Hall open times and for when the bulk of attendees are in the Exhibit Hall…

Tuesday, March 30:

Wednesday, March 31:

  • 9:00 am — Exhibit Hall opens to attendees (exhibitors may access starting at 7:00 am)
  • 9:45 am – 10:30 am — Morning break
  • 12:00 pm – 1:15 pm — Lunch
  • 2:45 pm – 3:30 pm — Afternoon break
  • 5:00 pm – 6:30 pm — Happy Hour Reception

Thursday, April 1:

  • 9:00 am — Exhibit Hall opens to attendees (exhibitors may access starting at 7:00 am)
  • 9:45 am – 10:30 am — Morning break
  • 12:00 pm – 1:15 pm — Lunch
  • 2:45 pm – 3:30 pm — Afternoon break

Where can I find the Exhibitor Contract?

All exhibitors must agree to the Exhibitor Contract and do this via a checkbox acknowledgement when registering for an exhibit space. You can access it here.

What is the move in and move out schedule?

Fern Expo and the Oregon Convention Center needs set up plans from any exhibitor with displays over 3,000 pounds. Exhibitors are allowed to set up their own booth display, but are not allowed to do any rigging or use their own forklift. Equipment and labor may be ordered in the Exhibitor Kit, or at the showsite service desk. If exhibitors want a third party other than Fern Expo to help with set up of their booth, they must complete and submit the Exhibitor Appointed Contractor Approval Form included in the Exhibitor Kit (available first of January).

Move in schedule:

  • Monday, March 29: 1:00 pm – 7:00 pm
  • Tuesday, March 30: 8:00 am – 4:30 pm

A Welcome Reception will take place in the Exhibit Hall starting at 5:30 pm Pacific on Tuesday, so Exhibitors must be set up and ready by this time.

Move out schedule:

  • Thursday, April 1: 5:00 pm – 10:00 pm

Exhibit space must be completely cleaned and exhibits cleared from the Convention Center by 10:00 pm Pacific.

Where can I find the Exhibitor Kit?

Carpet, electricity, phone lines, A/V equipment, additional furniture, labor and materials handling, and other needs are available at an additional charge through Fern Expo and the Oregon Convention Center via the Exhibitor Kit (available early January 2021).

What is included with an exhibit space fee?

  • 6′ draped table,
  • 2 chairs,
  • wastebasket,
  • identification sign,
  • 8’ high pipe and drape back wall and 3’ high pipe and drape side rail,
  • free premium listing on the Exhibit Hall interactive floorplan,
  • free listing on the conference mobile app, and
  • non-expiring 30% discount on attendee passes for employees of your company (the discount does not apply to the full pass for edu/gov/nonprofits or the student pass, or tour passes).

Exhibit space fees do NOT include attendee passes, which must be purchased separately for every person occupying your exhibit space.

May I share my exhibit space with another company?

No, sharing of spaces is not allowed.

What are the Exhibit Hall ceiling height and floor weight restrictions?

Ceiling height is 30 feet (9.1 meters) tall. The Exhibit Hall floors are rated for 350 lbs (.45 kilograms) per square foot (.093 square meter).

What are the rules about signs, displays, and decorations?

The Oregon Convention Center Sustainability Guide for Exhibitors states that foam core signage is banned, unless it is designed to be reused and/or the decorator brings it in and out. All signs, displays or decorations are subject to conference staff and Oregon Convention Center approval. No signs, banners, displays or exhibits permitted in public areas of the Convention Center without prior conference staff or hotel approval. All decorations must meet approval of the Fire Department. Flammable substances are not permitted in the building or anywhere on Oregon Convention Center’s premises. The Convention Center will not permit affixing anything to the walls, floors, or ceiling with nails, staples, adhesives, or any other substance without prior conference staff and Convention Center approval. See the Exhibitor Contract for complete rules and regulations.

What are the rules for unloading displays that I bring to the Oregon Convention Center?

If you’re bringing your display with you by car, truck, or trailer, and have a lot to unload, please see the Convention Center’s staging, loading, and unloading guidelines. Fern Expo and the Oregon Convention Center needs set up plans from any exhibitor with displays over 3,000 pounds. Exhibitors are allowed to set up their own booth display, but are not allowed to do any rigging or use their own forklift. Equipment and labor may be ordered in the Exhibitor Kit, or at the showsite service desk. If exhibitors want a third party other than Fern Expo to help with set up of their booth, they must complete and submit the Exhibitor Appointed Contractor Approval Form included in the Exhibitor Kit (available first of January).

General Information

How do I contact the organizer?

Call Julie Parmley at (406) 540-2430 or use our contact form.

What are the dates, location, and hours of the conference?

March 30 – April 1, 2021, in Portland, Oregon, USA, at the Oregon Convention Center. Show hours are…

Tuesday, March 30:

Wednesday, March 31:

  • 6:30 am — 8:00 am: Breakfast
  • 8:00 am – 5:00 pm: Presentations and Exhibit Hall
  • 5:00 pm – 6:30 pm: Happy Hour Reception in Exhibit Hall

Thursday, April 1:

  • 6:30 am — 8:00 am: Breakfast
  • 8:00 am — 5:00 pm: Presentations and Exhibit Hall

What are the rules regarding photography, videography, and audio recordings?

Attendees may not photograph, record, or videotape any portion of the conference educational presentations. Working members of the press and/or approved professional photographers and videographers must check-in at registration.

Show Management or its authorized representatives may take photographs and/or videotape at the conference. Exhibitors and attendees grant to Show Management and its authorized representatives the absolute right and permission to use their likeness, voice, content of any interview, image and/or photograph in any manner or media. See the Event Policies for more information.

What are the Event Policies?

All attendees must agree to and abide by the official Event Policies.

Who produces the conference?

Forest Business Network and WoodWorks-Wood Products Council.

How can I stay updated on the latest conference news and information?

We publish a conference newsletter (typically goes out each Monday) that details important deadlines, early bird discounts, agenda updates and changes, new speaker announcements, and much more. Sign up today.

Hotels & Travel

Do you have a map of Portland showing the location of the convention center and the official hotels?

Yes, you can see that here.

What are the official conference hotels?

The two official event hotels are…

  • Hotel Eastlund
  • Hyatt Regency Portland at the Oregon Convention Center

Learn more

Poster Presentations

How do I submit a proposal for a poster presentation?

Please use our poster presentation submission form, available fall 2020.

What is the deadline for poster abstract submissions?

February 10, 2021.

What are the eligibility requirements for displaying posters?

University and college students only. However, representatives of other efforts tied to higher education projects and research are considered on a case-by-case basis.

What is the maximum poster size and recommended font?

The maximum size for posters is 3 foot or .91 meter (width) by 4 foot or 1.2 meter (height). Please make sure your poster is in portrait orientation.

Text size should be no smaller than 18 pt. and that text should be readable from a 6 foot (1.8 meter) distance. Please try to use sans serif fonts such as Arial, as these are easier to read at a distance.

What is provided for approved poster presenters?

Poster display board space, and supply of push pins for the poster boards.

An attendee pass is NOT included but is required for admission to the event. You must purchase a student attendee pass. We have discounted student passes to only $115 (over 85% off the full rate) and these passes include most meals for the 2-day conference. Register here.

Registration

Can I update my registration information?

Attendees may update, transfer, and cancel their registration(s) at any time via the “modify” link in the confirmation email sent to each individual attendee. If you need help, please use our contact form or call Julie Parmley at +1 (406) 540-2430.

What is the refund policy?

Cancel your pass(es) and/or exhibit space(s) at any time until March 16, 2021 by clicking the link in the confirmation email sent to each individual attendee and following the steps on your account page. There are no refunds on passes on or after March 16, 2021. There is a refund service fee of $30 for each Full pass, $15 for Edu/Gov/NGO and 1-Day passes, and $5 for Student passes. The refund fee for exhibit spaces is $200 or full price after January 6, 2021. Sponsorships have a 10% refund service fee or full price depending on date refunded (per specific contracts). All other refunded items are charged approx. 3% per item.

Do I have to bring a printed ticket or proof of registration to the event?

No. We have your registration information at the Registration desk (located in front of Hall B in the Oregon Convention Center). Sharing passes is not allowed and your name must match the name listed in the registration. (Show Management may check your ID in order to verify identity.)

Do you offer group registrations?

Yes. Purchase 3 or more passes per company and get 10% off each pass (on select passes only when all passes are ordered at once). All group registrants must work for the same company. Event staff may further verify the identity and employment status of any registrant before authorizing the order.

The name on the registration does not match the attendee. Is that okay?

No, the name on the registration and the attendee’s name must match. Sharing passes is not allowed.

Is my registration transferable?

Yes. Attendees may update, transfer, and cancel their registration(s) at any time via the link in the confirmation email sent to each individual attendee. Sharing passes is not allowed.

What is the schedule for early bird discounts?

  • July 13, 2020 – January 13, 2021 = 30% off select passes
  • January 14, 2020 – March 10, 2021 = 20% off select passes
  • March 11, 2021 – through the end of conference = full price

Do you check name badges at the door?

Yes. You must have your name badge on you at all times.

Will you reprint my name badge if I lose it or leave it in my hotel room?

We will not reprint name badges except for very limited circumstances such as a misspelled name, incorrect job title, etc. Leaving your name badge in your hotel room does not qualify for a reprint of the name badge. Your name badge is your ticket to access the conference, so you must have it with you at all times.

What are the event policies?

All attendees must abide by the official Event Policies.

Speakers

How do I submit an idea for a presentation?

Submit your presentation ideas via our Call for Speakers form, which goes live early fall 2020.

Sponsorships

What sponsorships are available?

Follow the link for a list of available sponsorships. If you have questions or wish to propose a sponsorship not listed, please use our contact form or call Arnie Didier at +1 (406) 544-1552.

Who may I contact regarding sponsorship?

You may use our contact form, or call Arnie Didier at +1 (406) 544-1552.

Tours

What tours are available this year?

We have three tours available. Learn more.

What type of clothing should I wear on the tours?

All tours involve at least one stop at an active construction site. Attendees must wear long pants and sturdy, close-toed shoes such as hiking or work boots. Anyone wearing short pants, skirts, dresses, raised heels, tennis shoes, open toed shoes or other attire not appropriate for an active construction site may be excluded from certain stops. Additional required protective equipment provided by conference organizers.

May I drive my own car to and from the tour sites?

All tour attendees must ride on the provided buses. No riding to and from tour stops in separate vehicles is allowed.

What are the check-in times for the Building Tours?

The Tours are Tuesday, March 30 from 7:00 am – 5:00 pm. The check-in and start times for each of the tours vary according to the schedule below…

TOUR #1: Portland Buildings

  • Check-in: 7:00 am – 8:00 am outside Exhibit Hall B, Oregon Convention Center
  • Bus departs promptly at 8:00 am.

TOUR #2: Mass Timber Technical Academy

  • Check-in: 6:00 am – 7:00 am outside Exhibit Hall B, Oregon Convention Center
  • Bus departs promptly at 7:00 am.

TOUR #3: Mass Timber Equipment Mftg & Buildings

  • Check-in: 6:00 am – 7:00 am outside Exhibit Hall B, Oregon Convention Center
  • Bus departs promptly at 7:00 am.