Frequently Asked Questions
More 2019 information will be posted soon.
Bookfair Exhibitor FAQs
Q: Where is the bookfair located?
A: The Oregon Convention Center address is 777 NE Martin Luther King, Jr. Blvd, Portland, OR 97232. The telephone number is (503) 235-7575. Visit the Oregon Convention Center website for more information.
Q: What are the exhibitor move-in and move-out hours?
A: Move-in is from noon to 7:00 p.m. on Wednesday, March 27, and from 8:00 a.m. to 9:00 a.m. on Thursday, March 28, through Saturday, March 30. Move-out is from 5:00 p.m. to 6:00 p.m. on Saturday, March 30.
Q: What are the bookfair operating hours?
A: The bookfair is open to registered conference attendees from 9:00 a.m. to 5:00 p.m. from Thursday, March 28, through Saturday, March 30.
Q: When must I leave the bookfair exhibit hall?
A: All attendees and exhibitors must leave the bookfair exhibit halls by 5:00 p.m. each day. Re-entry after that time is prohibited.
Q: Does everyone need to be registered to attend the bookfair?
A:Yes, everyone attending the bookfair, including the exhibit staff, must be registered for the conference and bookfair. The registration options, including a Saturday-only badge that is only available for purchase onsite, may be viewed on the registration overview page.
Q: Are children allowed to attend the bookfair?
A: Yes, children are allowed in the bookfair during show hours. They are not permitted in the bookfair during move-in and move-out hours for safety reasons. Please note: Children under the age of eighteen years old must be attended by a parent or guardian at all times.
Q: How many complimentary registrations are included with the purchase of my exhibit space?
A: Each exhibit space comes with two (2) complimentary conference registrations. These are referred to as bookfair setup access registrations (BSAs). The BSA functions as a regular conference registration in addition to granting the holder access to the exhibit hall during move-in and move-out hours. To ensure the safety and security of all exhibitors, additional BSAs are not available for purchase. BSAs must be assigned in order to be used.
Q: Who should be assigned the BSAs for my exhibit space?
A: BSAs should be assigned to the individuals responsible for setting up your exhibit space. The exhibit purchaser is responsible for identifying and maintaining contact information for BSA holders on the Exhibit Space Management page of his/her AWP user account. BSAs must be assigned to exhibit staff by March 13, 2019, or they will be forfeited. Only individuals with BSAs, and registered conference attendees escorted by a BSA holder, are permitted to enter the bookfair exhibit halls during move-in and move-out hours.
Q: Why is access to the exhibit hall during move-in and move-out hours restricted to BSA holders and those they escort?
A: Access is restricted for the safety and security of our exhibitors and their merchandise, and to ensure that exhibitors can quickly and safely set up their exhibit spaces.
Q: Does the BSA holder need to be present at the exhibit space during bookfair operating hours?
A:The BSA holder needs only to be present during move-in and move-out hours, or to escort registered staff during move-in or move-out hours.
Q: Are BSAs transferrable?
A: BSAs are only assigned to a specific individual by the exhibit space manager, however, the exhibit space manager can change the BSA assignments until March 13, 2109. All BSA changes are made on the Exhibit Space Management page of the exhibit manager’s AWP user account.
Q: May more than one person use an BSA or bookfair staff registration?
A: Registration sharing is not allowed. All conference attendees, including exhibitors, must be registered. As noted above, BSAs can only be transferred by the exhibit manager on the Exhibit Space Management page of his or her AWP user account. If you have questions about your registration status, please check your AWP user account or contact us at firstname.lastname@example.org.
Q: May I share my exhibit space with another vendor?
A: Yes. Two separate organizations may share a table or a booth. Instructions for adding an organization to your purchased space are on the Exhibit Space Management page of the exhibit manager’s AWP user account. If you have questions or need assistance, please contact us at email@example.com.
Q: How do I pick up my conference registration?
A: All pre-registered exhibitors must bring their individual registration code (sent by email) to print their BSA, bookfair staff registration, or bookfair student registration at the kiosks onsite. Please see the registration area of our website for check-in hours. No one is allowed to enter the exhibit hall without a registration.
Q: May I request to be placed next to another exhibitor?
A: Because the online system allows you to select your own exhibit space, you will need to coordinate in advance with the other exhibitors you wish to be near. AWP cannot coordinate placement for you due to the self-select feature. Any changes to your placement after the time of purchase are subject to availability.
Q: Do I have to pay taxes on items I sell?
A: All exhibitors are required to abide by applicable state and federal laws governing sales tax. Please visit the tax information page in the bookfair section of the AWP website for more information. Submission of sales tax information is the responsibility of the exhibitor.
Q: Where do I ship my exhibit materials?
A: Shipping instructions are provided in the exhibitor services kit, which will be emailed to registered exhibitors on December 1, 2018. Items shipped to the hotel or to AWP will be refused.
Q: Is there wireless Internet access available?
A: Free Wi-Fi is available throughout the exhibit hall. You may also elect to purchase a dedicated internet connection through the Oregon Convention Center provider.
Q: May I serve food or beverages (including alcoholic beverages) at my exhibit space?
A: No. The Oregon Convention Center does not permit serving food or beverages in your exhibit space unless the items are purchased and supplied by pacificwild Catering, the exclusive food and beverage provider. Please note: Exhibitors who violate the center’s food, beverage, and alcoholic beverage regulations risk removal from the exhibit hall.
Q: May I display posters in my exhibit space?
A: Yes, as long as they do not interfere with another exhibitor or encroach on aisles or public space. Exhibitors may not erect any decorations or use adhesive materials, including tape, on any walls, ceilings, floors, and facilities in the convention center, including in restrooms, hallways, and meeting rooms. Please do not affix posters or other materials to any of the walls, doors, and other surfaces in the convention center. Violation of the Oregon Convention Center rules covering exhibition space may result in removal from the exhibit hall.
Q: Where can I unload my items?
A: The Oregon Convention Center has loading docks available to personally owned vehicles for loading and unloading hand-carry items into the exhibit hall. Specific information will be provided closer to the conference dates.
Q: I have a question that is not covered in these FAQs. Who can I contact for assistance?
A: Please consult our other conference FAQs (above), the conference overview page, the bookfair overview page, or the exhibitor services kit. If these materials do not address your question, please send an email to firstname.lastname@example.org or call (301) 226-9721.