Exhibitor Guidelines
Exhibitor policies, procedures, & requirements
This section provides key policies and operational details that apply throughout your event, including advance planning, on-site setup, and post-event breakdown. Following these guidelines helps ensure safe, efficient operations for all exhibitors and vendors.
Before You Arrive
Delivery timing & scheduling
- Shipments may arrive up to 3 days prior to the event
- Early or late deliveries require prior approval
- Peak move-in windows may impact access timing
Shipping address & labeling requirements
Wenatchee Convention Center
121 N. Wenatchee Ave.
Wenatchee, WA 98801
All shipments must include:
- Group name and contact
- Event name
- Total number of items
Return shipping & pickup planning
- Exhibitors and vendors are responsible for:
- Return shipping arrangements
- Scheduling post-event pickup
- Call tags must be attached to packages for outbound shipments
Storage limitations
- The Convention Center is not responsible for shipping or storage
- Arrangements must be made if items are not picked up the next day
- Non-standard or delayed pickups may incur service charges
Utility & technology services
- Internet, electrical, air, water, and drain services are provided exclusively by the Convention Center
- Requests must be submitted before the event
- Extension cords and specialty plugs are not provided
- Exhibitors and vendors must bring compatible equipment
Banner hanging & structural requests
- Written requests required
- Four weeks’ advance notice required
- Charges apply for approved services
Additional exhibitor services
- Internet, electrical, air, water, and drain services are provided exclusively by the Convention Center
- Requests are processed in the order received
- Availability is subject to event schedules and venue capacity
Catering & concessions policies
- Outside food and beverage sales are not permitted.
- All food service must be coordinated through WCC Catering.
- Licensed food sponsors require prior approval.
Vendor billing & approvals
- Vendors are not billed directly.
- All services must be approved by the conference planner and charges are applied to the master account.
During Setup & Breakdown
Loading access & move-in coordination
- Arrival times are coordinated in advance.
- Exhibitors and vendors should follow event-specific move-in instructions.
- Questions about logistics should be directed to the Catering Office.
Equipment & material handling
- Forklifts and pallet jacks are not provided.
- Carts handling 50 pounds or less may be available through the Catering Office.
- Large or oversized items require seven days’ advance notice.
Doors, corridors & access points
- Doorposts may not be removed without approval. Only Convention Center staff or City maintenance may remove posts or operate lifts.
Protecting the facility
- No alterations may be made to walls, ceilings, windows, furnishings, or equipment.
- Power drops, electrical boxes, and sound or AV systems may not be tampered with.
Wall displays and approved materials
- Painter’s tape and poster putty are permitted.
- Duct tape, nails, tacks, and masking tape are not permitted.
- Fees may apply if adhesives cause damage.
Assistance and cleanup
- Banquet staff assistance may be available.
- All materials must be removed after the event.
Gas-powered vehicles
- Fuel tanks must be empty.
- Vehicles must have a locking gas cap or sealed tank.
- Battery cables must be disconnected and taped.
- Protective covering is required beneath vehicles.
Propane & equipment safety
- Propane tanks may not exceed two gallons.
- All equipment must be UL approved and AGA approved for engines.
- Installation requires pre-approval.
Post-event removal & pickup
- Items must be removed promptly after the event.
- Delivery and loading areas must be cleared.
Storage limitations
- The Convention Center is not responsible for shipping or storage.
- Arrangements must be made if items are not picked up the next day.
- Non-standard or delayed pickups may incur service charges.
We’re here to support exhibitors.
If questions come up about move-in, schedules, or special arrangements, reach out to our team for clear guidance and next steps.