Exhibiting FAQ

See all the searchable FAQ articles for exhibiting at the conference, and other event questions.

Exhibit Hall floorplan

Our interactive Exhibit Hall listings shows the current list of exhibitors and exhibit hall layout.

Exhibit space rates include

• 6′ draped table,
• 2 chairs,
• wastebasket,
• identification sign,
• 8’ high pipe and drape back wall and 3’ high pipe and drape side rail (black),
• listing on the conference mobile app, and
• non-expiring 30% discount on select Exhibitor/Sponsor passes (does not include edu/gov/nonprofits, student, or tour passes).

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

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 January 2023.

Exhibitor contract

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

LeadCapture tools

Exhibitors may purchase the following lead generation tool directly from the Exhibitor Management Portal (where you can update your mobile app and virtual exhibit space profile).

• LeadCapture | Bring Your Own Device License: The license is $249 for the first one and $149 for any additional licenses. Your booth staff downloads the Cvent LeadCapture app on their own devices in order to scan leads, providing an easy way to capture, qualify, and rate leads onsite. Add custom questions so you collect information most important to your business. Export leads on-demand, import directly into your CRM, and quickly prioritize the best leads for your sales teams for more relevant and effective follow-up. Have a clearer understanding of the ROI of your participation at the event.

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, many 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…

Monday, March 27:

• 4:00 PM – 7:00 PM | Welcome Reception

Tuesday, March 28:

• 8:45 AM | Exhibit Hall opens to attendees (exhibitors may access starting at 7:00 am)
• 9:15 AM – 10:30 AM | Morning attendee break
• 12:00 PM – 1:15 PM | Lunch
• 2:45 PM – 3:30 PM | Afternoon attendee break
• 4:30 PM – 6:00 PM | Happy Hour Reception

Wednesday, March 29:

• 8:45 AM | Exhibit Hall opens to attendees (exhibitors may access starting at 7:00 am)
• 9:15 AM – 10:30 AM | Morning attendee break
• 12:00 PM – 1:15 PM | Lunch
• 2:45 PM – 3:30 PM | Afternoon attendee break
• 3:30 PM | Hall closes

Exhibit display height limits

Display height limits have increased for 2023. They are:

• 10×10 & 20×10 exhibit displays = 10 feet (3 meters) tall
• 20×20 peninsula/island displays = 12 feet (3.7 meters)

NOTE: The 10 foot height on smaller displays may be maintained on the sidewall of your booth up 4 feet (1,219.2 mm) from the back wall of the booth. The 6 feet (1,828 mm) of sidewall closest to the front aisle may be no higher than 3 feet tall (914 mm).

Because the pipe and drape behind all booths is eight feet tall, any display that exceeds this height and is visible from the aisle or adjoining exhibits must be made presentable by the Exhibitor. The back and sides of a display that exceeds the height of the pipe and drape must be attractive and finished and not have any company branding so as to not infringe on any exhibitor in adjoining spaces.

Displays not satisfactory in the opinion of Management shall be made presentable at the Exhibitor’s expense.

All displays, no matter the height, must meet our Safety, Fire, Environment, and Health policies outlined below, and be deemed safe by Management, OCC, Fern Expo, and/or any other governing body deemed appropriate by Management.

Overhead hanging signs

Overhead hanging signs and banners are allowed for exhibit spaces that are 20×20 or larger. The signs must not hang higher than 16 feet (4.87 meters) off the ground, measured from the floor to the top of the sign. A recommended height is 14–15 feet off the ground. All signs and banners must be a minimum of double-sided and ideally viewed from at least three sides. Hanging signs must hang over your purchased exhibit space and are not allowed to exceed the outline of your space, and are not allowed to hang over another exhibitor’s space or over the public aisle space. You may order hanging signs (graphics and rigging) in the Exhibitor Kit.

Exhibit Hall ceiling height and floor weight restrictions

Ceiling height is 30 feet (9.1 meters) tall. The Exhibit Hall floors are rated for 365 lbs (166 kilograms) per square foot (.093 square meter).

Move in and move out

Fern Expo and the Oregon Convention Center needs set up plans from any exhibitor with displays over 3,000 pounds (1,361 kilograms). 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 and/or teardown of their booth, they must complete and submit the Exhibitor Appointed Contractor Approval Form included in the Exhibitor Kit (available January 2023) at least forty-five (45) days prior to the Event’s Exhibitor move-in date and at that time also provide to FBN: (i) a written statement setting forth the identity and intended use of the EAC, and (ii) a certificate of insurance coverage which has named Fern Expo and FBN as additional insureds on the EAC’s policies.

Move in schedule:

• Sunday, March 26: 1:00 PM – 7:00 PM
• Monday, March 27: 8:00 AM – 3:30 PM

A Welcome Reception will take place in the Exhibit Hall starting at 4:00 PM Pacific on Monday, so Exhibitors must be set up and ready by this time.

Move out schedule:

• Wednesday, March 29: 3:30 PM – 10:00 PM

Exhibitors are not allowed to begin tearing down or moving out before 3:30 PM on Wednesday, March 29. Move-outs or tear downs before 3:30 PM on Wednesday, March 29, may result in Management no longer allowing the offending company to exhibit at the International Mass Timber Conference in future years. Exhibit space must be completely cleaned and exhibits cleared from the OCC by 10:00 PM Pacific on Wednesday, March 29, 2023.

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 will be permitted in the 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 the Oregon Convention Center’s premises. The Convention Center will not permit the affixing of 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.

Materials sent in advance

If Exhibitor needs to ship displays and other materials in advance, please see the Exhibitor Kit for more information on shipping to the Fern Expo & Events warehouse.

Unloading displays you haul 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.

Drive traffic to your booth

Invest in a sponsorship opportunity (or several) and drive traffic to your exhibit display and to your calls to action. There are many investment opportunities to fit a wide variety of marketing budgets. Learn more.

Cancellations & Refunds/Credits

Cancel your exhibit spaces at any time through December 31, 2022. Cancellations are subject to a $500 cancellation fee. The exhibit space fee will not be refunded after December 31, 2022. Cancel your Exhibitor/Sponsor passes at any time through March 10, 2023. There are no refunds for attendee passes after March 10, 2023.

To cancel spaces and passes, click the “modify/cancel” link in the confirmation email sent to each individual Attendee, or click the link at the top of the registration form that says “ALREADY REGISTERED? Click to modify or cancel,” and then follow the steps on your account page. In the event of an Exhibitor’s cancellation, Management has the right to use the exhibit space for its own convenience, including selling the space to another Exhibitor, without rebate or allowance to the canceled Exhibitor. Both FBN and Management assume no responsibility for having included the name or description of the canceled Exhibitor in programs, news releases, publicity, or other material.

If the in-person format for the Event is canceled by FBN before the Exhibitor cancellation deadline of December 31, 2022, for whatever reason, in its sole discretion, and converted into a virtual only format, then Exhibitor’s exhibit space registration, fees, and attendee pass(es) will be automatically rolled into the corresponding virtual only Event, and Exhibitor will then become a virtual exhibitor and virtual attendee as part of such virtual format. Exhibitor will receive a credit for the difference between the amount that Exhibitor paid for the in-person exhibit space minus $1,000 that can be used for attendee passes for the current year or toward an exhibit space and attendee passes the next year.

If the Event moves to virtual only after the cancellation deadline of December 31, 2022 and Exhibitor does not want to participate as an exhibitor in the virtual event, then Exhibitor will receive a credit for the exhibit space fee and/or attendee passes that can be used for attendee passes for the current year or toward an exhibit space and attendee passes the next year.

FBN reserves the right to postpone the Event at any time for up to six (6) months after the Event Dates first stated above and the fees due hereunder shall remain payable in the event of such postponement.