Our Exhibitor Policies
Welcome!
Below are our policies for exhibitors and vendors onsite participating in events from large trade shows to managing a sponsor table. These policies are in place to ensure 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.
Questions about our Exhibitor Policies?
Load-in/Out
Deliveries/Shipping
Due to limited space, the Lynnwood Event Center cannot accept advance freight shipments more than 48 hours 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 Event Center within 48 hours of the show date.
Deliveries arriving during move-in or show days will be delivered after the quarantine period. 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 Event Center and delivered to client’s event space. Lynnwood Event Center does not take responsibility for incomplete or mislabeled shipments, un-packing, or 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.
Loading Dock
The Lynnwood Event 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 Event Center staff.
Load in/out should occur through the loading bays only, not through the front entrances. The Lynnwood Event 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.
Load-out
It is the sole responsibility of the exhibitor/vendor to pack and arrange shipment out of the Lynnwood Event 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 Event Center by the expiration of the License Agreement.
All items to be shipped out of Lynnwood Event Center must be labeled and have a scheduled pick up within 24 hours of the contracted event end date. Items left more than seven days after contracted event end date will be disposed.
Oversized Vehicle Parking
Oversized vehicle parking, including large delivery vans, is in the northwest corner of the parking lot between Chuck-E-Cheese and Olympus Spa. Oversized vehicles should not park in the parking stalls immediately adjacent to the Lynnwood Event Center.
Storage
The Lynnwood Event 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.
Shipping Address
Lynnwood Event Center
ATTN: (EVENT NAME / EVENT DATE /EXHIBITOR NAME / BOOTH #)
3711 196TH Street SW
Lynnwood, WA 98036
BOOTH GUIDELINES
Booth Setup
Clear aisles and pathways must be maintained on tradeshow floors. As such, exhibits must stay within the booth space and cannot 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.
• Decor 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
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 Event Center. Due to the Lynnwood Event 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.
Electrical Services
Power in your trade show booth may or may not be included and questions should be directed to the Event Organizer directly. All requirements must be given no later than two weeks prior to the event. Licensee will have final approval of all orders five business days before the event.
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.
Housekeeping
The Lynnwood Event 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.
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 must be empty. Draining of the tank shall not occur in the Event 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.
