Bridging the Future: Innovations in Design, Construction, and Maintenance

EXHIBITOR INFORMATION

Exhibitor Registration & Payment Deadline: 12 noon PDT on Wednesday, July 22, 2025

Companies, organizations, and individuals are invited to display their products and services during the 2025 Western Bridge Engineers' Seminar, to be held at the Greater Tacoma Convention Center in Tacoma, Washington, from September 2–5.

The exhibit hall is located in a high-traffic area adjacent to conference registration. Meals and receptions will take place in the exhibit area to drive audience engagement.

    $1,350 per Exhibit Booth 

    Each exhibit purchase includes:

• 10' x 10' Booth Space with an 8' H backwall drape and 3' H siderail drape
• (1) 6' Table w/skirt
• (2) Chairs
• (1) Waste Receptacle
• (1) 7" x 44" ID Sign

     Also Included:

• One (1) all-inclusive complimentary registration
• Listing on the conference website, in the conference program, and in the event's mobile app

ADDITIONAL STAFF

All exhibit personnel must register for the conference.

     Early Bird Rate:
          $625/person (if registered & paid by 12 noon PDT on 7/01/25)

     Regular Rate:
          $725/person (if registered & paid between 7/01/25–8/12/25)

     On-Site Rate:
          $775/person (after 8/12/25)

EXHIBITOR SCHEDULE

Tuesday, September 2

12 noon–5:00 pm:
6:00–8:00 pm:

Exhibitor Registration / Move-In / Set-up
Icebreaker Reception (exhibits open)

Wednesday, September 3

7:30–8:30 am:
10:00–10:30 am:
12 noon–1:30 pm:
3:00–3:30 pm:
5:00–7:00 pm:

Breakfast & Exhibit Time
Session Break (exhibits open)
Lunch & Exhibit Time
Session Break (exhibits open)
Exhibitors' Reception (exhibits open)

Thursday, September 4

7:30–8:30 am:
10:00–10:30 am:
12 noon–1:30 pm:
1:30–3:30 pm:

Breakfast & Exhibit Time
Session Break (exhibits open)
Lunch & Exhibit Time
Exhibitor Teardown / Move-Out

Friday, September 5

No Exhibits on this Day

EXHIBITOR HOTEL

Exhibitors are strongly encouraged to utilize one of the two conference hotels (Marriott Tacoma Downtown or Hotel Murano) for their lodging. Complete hotel information, including reservation information, may be found here.

BOOTH SELECTION

A map of the exhibition hall, with booths indicated by number, may be found below. Exhibitors are invited to indicate up to 3 location preferences on their registration form. Sponsors will receive priority placement, and all others will be assigned on a first-come, first-served basis. Due to availability, it is not always possible for every company to be placed according to their preference; however, event management will do their best to satisfy expectations. Booth assignments will be announced the week of July 7, 2025.

As conference presentations will be given at the Marriott, registration will take place in the pre-function area of the Convention Center, and meals will be served inside the ballroom (attendees will enter the ballroom via the pre-function space), traffic will flow naturally between the pre-function area and the ballroom.

Exhibit Floorplan as of February 7, 2025:

Exhibitors are asked on their registration form to indicate any companies/organizations who, for reasons of competition, should not be placed immediately adjacent to their booth. Event management will do its best to accommodate such requests for non-competitive placement. Should this not be possible, you will be consulted prior to final booth assignment.

SHIPPING & DECORATING

The 2025 WBES will utilize the services of Fern Expo as its official decorating company. All shipping, as well as requests for furniture, carpeting, and storage, must be organized through Fern. Registered exhibitors will be contacted by a service representative from Fern regarding their individual needs and will be given access to Fern’s online exhibitor service portal for order placement.

STORAGE

As part of their service, Fern Expo will remove and store empty containers and will return them at the conclusion of the event. Please Note: There is no on-site storage space at the Convention Center for exhibitor boxes, crates, or pallets.

EXHIBIT GUIDELINES

Details included here address the most frequently asked questions regarding exhibits but do not constitute a comprehensive list of rules and regulations. Exhibitors are required to review the complete Exhibit Guidelines (PDF) found on the GTCC Exhibitor Website.

EVENT SECURITY

The Greater Tacoma Convention Center has security personnel within the building 24 hours/day. The building and ballroom will be locked during all non-conference times and all reasonable precautions will be taken. No overnight security personnel will be provided specifically within the exhibit hall. Exhibitors may, at their expense, coordinate uniformed security guards through WSU Conference Management to monitor their exhibit space.

AUDIO/VISUAL EQUIPMENT

Exhibitors requiring audio/visual equipment or telecom services must order such items through Encore Global, the in-house supplier of audio/visual services, at least thirty (30) days prior to the event.

ELECTRICITY

Exhibitors requiring basic electrical connections must order this through the GTCC at least thirty (30) days prior to the event.

INTERNET

Complimentary basic Wi-Fi is provided in the Convention Center. If Internet is crucial to the success of your exhibit display, it is recommended that you purchase a wired Internet connection though the GTCC (select “Operations-Utilities > GTCC - Utilities” from the menu on the left). This must be ordered at least thirty (30) days prior to the event.

PROHIBITED ITEMS

Exhibits may not include propane, flammable liquids, solid fuels, pressurized gases, heating devices, fireworks, or open flame. Also prohibited are balloons, confetti, chains, ice chests/hard-sided coolers, bullhorns, air horns, or other noisemakers.

EXHIBITOR GIVEAWAYS

Giveaway samples may not include self-adhesive decals of any sort, balloons, yardsticks, or any item that could be considered a weapon of any type. Alcoholic beverages, as well as non-alcoholic beer wine, may not be served by exhibitors. Those wishing to serve alcohol must make arrangements through the Greater Tacoma Convention Center.

EXTENSION CORDS

If extension cords are used, a minimum of 14-gauge grounded cord is required. If the cord on the appliance being powered is larger than 14-gauge, the extension cord shall be at least the same gauge as the power cord. Electrical installation shall be in accordance with nationally recognized safety practices. No ungrounded zip cords are allowed.

TAPE

The use of single-sided or double-stick foam tape, single-sided or double-stick cellophane tape, or masking tape is prohibited on any surface. Failure to comply will result in cleaning or replacement fees including labor. Painter’s tape or UHU tac are acceptable for use on wall surfaces. Gaffer’s tape may be used for placement on flooring. Exhibitors are responsible for removing all taped materials from their booths at the conclusion of the event.

TRIPPING HAZARDS

Cords, wires, ropes, or other obstructions shall not be strung across the floor where people normally travel.

LIABILITY

Neither the Western Bridge Engineers’ Seminar committee, Greater Tacoma Convention Center, Fern Expo, Washington State University, nor any member of the above named will be responsible for any injury, loss, theft, or damage that might occur to the exhibitor’s employees or property from any cause whatsoever. The exhibitor, on registering for exhibit space, expressly indemnifies, holds harmless, and releases the aforementioned from any and all claims for such loss, damage, or injury.

SUITCASING POLICY

All commercial exchange during the 2025 Western Bridge Engineers’ Seminar is restricted to the advertised exhibit hall during scheduled exhibit periods. It is prohibited for attendees who are not registered as exhibitors to approach other attendees with the intention of promoting or selling products, services, or causes (also known as “suitcasing”). Anyone found to be in violation of any portion of this policy may be suspended or ejected from the event without refund or recompense. For more egregious behavior, conference organizers may, at their reasonable discretion, temporarily or permanently ban the registrant from attending future programs.

STUDENT SCHOLARSHIPS

The WBES planning committee believes that attending this conference can be of great value to students, as it can help them to gain technical knowledge and network with industry professionals.

Is your company or organization willing to make student attendance possible by sponsoring a student or group of students? We would love to discuss this with you further! Please let us know of your interest by sending an email to Rachel Ashton, WSDOT Bridge and Structures Office, at AshtonR@wsdot.wa.gov.

ATTENDEE LISTS

Due to privacy concerns as well as WSU policy, a list of conference attendees will not be made available. With this in mind, we encourage vendors to plan accordingly and implement their own lead capture system. Unfortunately, QR code technology is unavailable for this event.

A list of conference attendees who opt in during registration will be available to conference registrants within the conference mobile app. Clicking on the chat bubble within each attendee’s profile will allow you to send a direct message to them.

CANCELLATION & REFUND POLICY

It is hoped that every exhibitor who registers for the 2025 Western Bridge Maintenance Conference will be able to attend; however, event organizers know that extenuating circumstances do occur that necessitate cancellation. Therefore, the following cancellation policy applies:

• All cancellations and requests for refunds must be received in writing to conference management via email at WBES@wsu.edu.
   
• As a courtesy to conference organizers, registrants should communicate with conference management as soon as the need for cancellation is known. Please do not contact members of the conference planning committee regarding refund requests.
   
• If a personnel substitution must be made, please communicate with conference management via email at wbes@wsu.edu. Substitutions may be made without a fee until 12 noon PDT on Tuesday, July 1, 2025. Substitutions made between 12:01 pm PDT on Tuesday, July 1, 2025, and 12 noon PDT on Tuesday, August 12, 2025, will incur a $50 substitution fee. No substitutions may be made after 12:01 pm PDT on Tuesday, August 12, 2025.
   
• Exhibitor registrations which are cancelled before 12 noon PDT on Tuesday, July 1, 2025, are eligible to receive a full refund, less a $500 USD cancellation fee. Exhibitor registrations which are cancelled between 12 noon PDT on Tuesday, July 1, 2025, and 12 noon PDT on Tuesday, August 12, 2025, are eligible to receive a full refund, less a $750 USD cancellation fee. Refunds will be returned via the original payment method. No refunds will be offered after 12 noon PDT on Tuesday, August 12, 2025.
   
• Registrations for additional exhibit staff members which are cancelled before 12 noon PDT on Tuesday, July 1, 2025, are eligible to receive a full refund, less a $75 cancellation fee. Registrations for additional exhibit staff which are cancelled between 12 noon PDT on Tuesday, July 1, 2025, and 12 noon PDT on Tuesday, August 12, 2025, are eligible to receive a full refund, less a $150 USD cancellation fee. Refunds will be returned via the original payment method. No refunds will be offered after 12 noon PDT on Tuesday, August 12, 2025.

Exhibitor Registration & Payment Deadline:
12 noon PDT on Wednesday, July 22, 2025