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Exhibitor Policies

Welcome to the Lynnwood Convention Center!

Below are our policies pertinent to exhibitors and vendors onsite participating in events from large tradeshow to managing a sponsor table. These policies are in place to ensure first and foremost the safety and security of those attending and working the events, as well as the building. We ask that each exhibitor/vendor take a moment to review these policies to ensure they are compliant and to ensure the success of all event participants.

If you have questions about any of the information, please contact Lynnwood Convention Center Vendor Services at
vendor-services@lynnwoodcc.com.


LOAD-IN/OUT


Load-in/out times are dictated by the Event/Tradeshow Organizer. Any special accommodations must be requested through the organizing contact and not through the Lynnwood Convention Center.

During the unloading and loading times for your event, the Lynnwood Convention Center will provide a Vendor Services Representative. This person will be located either on the Loading dock for all tradeshows on the Upper Floor or by Lower Front Door for all tradeshows on the Lower Floor. The Vendor Services Representative will assist vendors in finding their booths, securing additional power or equipment and assist with general inquiries about the building.

Loading Dock
The Lynnwood Convention Center Loading Dock is located on Level 2 immediately adjacent to Room 2DE. There are two standard height bays with dock levelers and one ground level load in door available. Bay 3, the ground-level roll door, is the most convenient option for smaller load-ins. The raised loading bays are best for vehicles higher than six to nine feet (6’-9’). Because of limited space, vehicles should unload/load as quickly as possible in the loading dock then move to the parking lot. Except during active loading/unloading, vehicles are prohibited from parking in the loading dock area without the express written permission of the Lynnwood Convention Center staff.

Load in/out should occur through the loading bays only, not through the front entrances. The Lynnwood Convention Center provides a limited number of flatbed carts on a first-come, first-served basis. To avoid congestion and delays, clients/exhibitors are encouraged to bring their own wheeled equipment to help with freight movement.

Only the freight elevator should be used to move materials between the floors. The passenger elevator should not be used for this purpose. The freight elevator is located on the east side of the loading dock and can be accessed through the roll doors. This elevator has a 10,000 lbs. capacity with 8’x8’ door opening and a 12.5’ deep landing.

Over-sized Vehicle Parking
Oversized vehicle parking, including large delivery vans, is in the Northwest corner of the lot between Chuck-E-Cheese and Olympus Spa. Oversized vehicles should not park in the parking stalls immediately adjacent to the Lynnwood Convention Center.

Deliveries/Shipping
Due to limited space, the Lynnwood Convention Center cannot accept advance freight shipments more than one (1) business day before the official move-in date. Exhibit freight should be directed to the contracted show decorator or freight handler with instructions to deliver to the Lynnwood Convention Center within 24 hours of the show date.

Deliveries arriving during move-in or show days will be directed to the on-site representative of your contracted freight service.
In the event the Event Organizer does not have a contracted show decorator or freight service, all deliveries arriving during the period of the License Agreement will be received by the Lynnwood Convention Center and delivered to client’s event space. Lynnwood Convention Center/SMG does not take responsibility for incomplete, mislabeled shipments, un-packing, opening of crates and disposal. If a vendor is shipping weight restrictive items, it is the responsibility of the Exhibitor/Vendor to arrange assistance with these types of items.

If you are planning on shipping items to the Lynnwood Convention Center, please notify the Vendor Services Team by completing the Vendor Shipping Form.

Shipping Address
Lynnwood Convention Center
ATTN: (EVENT NAME / EVENT DATE /EXHIBITOR NAME / BOOTH #)
3711 196TH Street
Lynnwood, WA 98036

Load-out
It is the sole responsibility of the exhibitor/vendor to pack and arrange shipment out of the Lynnwood Convention Center in a timely manner immediately following the event. Please inquire with the Event Organizer if you have any special requirements. All remaining event materials must be removed from the Lynnwood Convention Center by the expiration of the License Agreement.
Storage

The Lynnwood Convention Center has no facilities for the storage of exhibitor or show management freight. During show day(s), empty cases and crates must either be stored offsite or kept inside your booth space, and are subject to Fire Regulations. Cases, crates and boxes cannot be stored on the loading dock.


BOOTH GUIDELINES


Additional Services
Should your booth require additional services above and beyond those provided by the Event Organizer, please complete the Vendor Services Order Form at least two (2) weeks prior to the event date. Be advised that day-of requests have a 25% surcharge.

Booth Setup
Clear aisles and pathways must be maintained on tradeshow floors. As such, exhibits must stay within the booth space and should not bleed into the aisles or other public spaces.

Décor
The following decor items are permitted within a booth:
• Latex Balloons – If balloons escape into the ceiling, a removal fee will be charged.
• Candles inside a vase or within a hurricane cover. The top of the candlewick must be at least 1 inch below the top of the vase or hurricane.
• Centerpieces Materials: including flowers, feathers, picture frames, chargers, bottles, etc.
• Specialty Linen

The following décor items are prohibited within a booth:
• Mylar Balloons
• Fire/Free Standing Candles
• Glitter/Confetti
• Pop-up Tents/Free standing structures with ceilings
• Dirt
• Hay
• Chalk
• Smoke/haze machines

If you have any questions about a specific item, contact vendor-services@lynnwoodcc.com.

Fire Proofing
All decorations, drapes, signs, banners, plastic displays, split bamboo, items such as carpeting, artificial turf used in the vertical position, combustibles, etc. within 18 inches of ignition sources, such as lights fixtures, heaters, electrical outlets, electrical connections and flame-producing devices must be flame retardant. Curtains, drapes, hangings and other decorative materials suspended from walls or ceilings must be flame resistant. Certificate of Flame Resistance must be on-hand for booth set up and through-out the duration of the event.

Electrical Services
Power in your tradeshow booth may or may not be included and questions should be directed to the Event Organizer directly. Edlen Electric is the exclusive provider of exhibitor and show management electrical service for the Lynnwood Convention Center, However, all power needs can be coordinated through the Lynnwood Convention Center by completing the Vendor Services Order Form. All requirements must be given no later than two weeks out prior to the event. Licensee will have final approval of all orders five business days before the event. All equipment pricing and services are per event, includes set up and strike labor and is subject to Washington State sales tax. Be advised that day-of requests have a 25% surcharge.

Rigging
Rigging is allowed in 2DE and 1DEF and a few areas on the Upper and Lower Concourses. Rigging must have approval prior to the event date and must be installed by certified and insured contractors.

Vehicle Displays
Vehicles can be displayed in Rooms 2DE. If you plan to display vehicles, let your Event Manager know so they can work with you on the layout of the room. The rules for displaying vehicles are as follows:
• Car must have at least 6’ of spacing between cars.
• No vehicle may be started or operated within any assembly building during the event hours.
• A visqueen or other liquid-proof barrier must be placed under each car to catch any leaking fluids.
• All fuel tank openings shall be locked or sealed in an approved manner to prevent escape of vapors. Where it is not feasible to seal or lock the opening the fuel tank will be empty. Draining of the tank shall not occur in the Convention Center building.
• Adding or removing fuel on site is prohibited (must be done outdoors).
• A vehicle key for each vehicle must be on-site at all times with an individual with authority to move it in case of emergency.
• Fuel in the fuel tank shall not exceed one quarter of the tank capacity or 5 gallons (18.9 L), whichever is less.

Drones
For proprietary reasons and for the safety of our guests and the building structure drones, unmanned aircraft systems (“UAS"), unmanned aircraft ("UA"), remotely operated aircraft ("ROA"), unmanned aerial vehicles ("UAVs"), and other similar devices, including Radio-Operated Blimps, are not permitted inside the Lynnwood Convention Center. Due to the Lynnwood Convention Center's proximity to major freeway access points and interchanges, as well as to Paine Field, drones and unmanned aircraft are not permitted anywhere on the Center’s property including exterior walkways and parking areas.

Plumbing Guidelines
Limited plumbing services are available at the Lynnwood Convention Center. Exhibitors requesting these services must make arrangements for such services through the Lynnwood Convention Center by completing the Vendor Services Order Form. All requirements must be given no later than two weeks out prior to the event. Licensee will have final approval of all orders five business days before the event.

The Lynnwood Convention Center does not provide equipment for ongoing service needs (i.e. spa or pool filtering or heating systems). A drain service will consist of the simple emptying of a container into a city storm drain. The water must be uncontaminated, untreated, and not cause a hazard to the environment. Water supply and drain service fees are based on gallons of usage. The exhibitor assumes all risk and responsibility for damage caused by water, sewer, and drain leaks.

Housekeeping
The Lynnwood Convention Center will maintain all common lobbies and rooms. You are responsible for cleaning up your event materials and décor. Additional housekeeping costs may be incurred for extraordinary cleaning requirements.
Arrangements for the disposal of any anticipated large trash or recycle quantities, or handling of specialized waste removal such as food waste, shipping crates, pallets, large volumes of packaging materials, etc. should be made in advance. Appropriate fees may be assessed for large or specialized waste volumes.

Pallets/Crates
All event related pallets and crates must be removed from the facility by the end of the contract load-out time. A disposal fee for each remaining empty pallet and/or crate will be added to the final invoice, as well as any damage due to the improper use.


FOOD AND BEVERAGE


The Lynnwood Convention Center is the exclusive food and beverage provider within the venue. Outside food and beverage is strictly prohibited. Exceptions in the case of tradeshow exhibitors can be made for distribution of food and beverage samples upon written authorization. The Authorization Request Form must be submitted a minimum of five (5) business days prior to the event date(s). The Lynnwood Convention Center offers a wide assortment of menu selections and options sure to satisfy any pallet for the purpose of increasing booth traffic.
• No selling of food or beverage is permitted.
• All items are limited to samples sizes and must be distributed from the assigned exhibit space only:
o Non-alcoholic beverage samples are limited to a maximum three (3) ounce container.
o Food items are limited to two (2) ounces or bite size portions.
o Beer and wine, if permitted by the event host, is limited to two (2) ounce pours.
o Distilled liquor, if permitted by the event host, is limited to half (0.5) ounce pours.
• Exhibiting organization must be a licensed food service business, and those serving/distributing the food and /or beverage must have valid food handlers permits.
• Alcohol sampling requires submission of a Class-8 Permit, obtained for the WSLCB; and all bartenders must be permitted.
o All items distributed in the exhibit space must be products manufactured, processed or distributed by the exhibiting company.
• No cooking of raw food is permitted on site.
• Proof of Commercial General Liability coverage, naming Lynnwood Convention Center as additional insured, shall be provided at least five (5) business days prior to Event.
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