EXHIBITOR INFORMATION

Deadline for Exhibitor Registration & Payment: 12 noon PDT on Thursday, October 2, 2025
 

 BOOTH PRICING & INCLUSIONS

$2,500 per Exhibit Booth

Each exhibit booth purchase includes:

• 10’x10’ booth space
• Drapery (8’ H backwall & 3’ H side dividers)
• (1) 6’ Skirted Table
• (2) Chairs
• (1) Wastebasket
• 5-amp electrical service
• Basic Wi-Fi connection
• (1) Individual all-inclusive conference registration with name badge, program book, & PDH Certificate for the primary registrant
• Company/Organization listing in the conference program book and mobile app

Booths will be numbered. No named signage will be provided; however, this can be ordered through the contracted decorator for a fee.

The Spokane Convention Center can assist exhibitors with A/V, furniture, extra tables, electrical requirements beyond 5 amps, and/or advanced Internet needs.
 

EXHIBIT STAFF REGISTRATION

All personnel who will support their company’s exhibit booth during conference hours must register for the conference, regardless of the duration of their involvement. Exempted from the registration requirement are those whose support is strictly limited to the setup and/or teardown of the display. Furthermore, sharing name badges amongst booth personnel is strictly prohibited.

Two tiers of registration are available to exhibit staff:

     a) Exhibit Staff Full Access – This registration fee allows an exhibit staff member to attend technical sessions and includes a conference program book.

     b) Exhibit Staff Booth Only – This registration fee restricts exhibit staff’s participation to the exhibit hall and does not allow admission to the technical sessions.

Registration Type:

Early Bird
(if paid in full by 9/11)

Regular
(if paid in full 9/11–10/14)

On-Site
(after 10/14)

Full Access:

$650

$950

$1,075

Booth Only:

$450

$750

$875

Both types of exhibit staff registration include: 

• Lunch on October 28, 29, & 30 
• Admission to the Welcome Reception on Monday, October 27 
• Admission to the Exhibitor Showcase on Tuesday, October 28 
• Admission to the Networking Social on Wednesday, October 29 
• Scheduled coffee & refreshment breaks 
   

RECEPTION PASSES

Anyone who enters the exhibit hall must be registered for the conference and display a name badge, regardless of the duration of their visit. Exhibitors may purchase single reception passes for current or potential clients who are not attending the conference. This pass allows admission to the exhibit hall only for one evening reception during the conference (attending presentations is not permitted). A conference program book is not included. Reception passes are $100 each. To purchase a pass, please utilize the online registration form and select “Single Reception Pass” as the registration type. Note: These passes may not be purchased for exhibit staff as an alternative to registration.

EXHIBIT HALL SCHEDULE

Dedicated exhibit hours have been established as follows:

  Monday, October 27

9:00 am–4:00 pm:
5:00–7:00 pm:

Exhibitor Move-In
Welcome Reception (exhibits open)
 

  Tuesday, October 28

10:30 am:
11:30 am–1:15 pm:
4:45–7:00 pm:

Hall Access for Exhibitors
Lunch & Exhibit Time
Exhibitor Showcase (exhibits open)
 

    Wednesday, October 29

10:30 am:
11:30 am–1:15 pm:
4:45–6:00 pm:
6:00–10:00 pm:

Hall Access for Exhibitors
Lunch & Exhibit Time
Networking Social (exhibits open)
Exhibitor Move-Out*
 

     Thursday, October 30

8:00–10:00 am:

Exhibitor Move-Out (continued)*
No exhibits on this day
 

* Exhibitors are requested to move out on Wednesday evening; however, for those who need additional time, 2 additional hours are provided on Thursday morning.
 

Please Note: Exhibitors are asked to refrain from holding functions and/or encouraging attendees to engage in activities outside of the exhibit hall during the above exhibit hours.

SUITCASING

All commercial exchange during the 2025 Western Protective Relay Conference is restricted to the 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.
 

Booth Assignment

A map of the exhibition hall, with booths indicated by number, may be found below. Exhibitors are invited to indicate up to 4 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 during the week of August 25.

Exhibit Floor Plan as of June 13:

NON-COMPETITIVE PLACEMENT

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.

RECEPTION DRINK TICKETS

A no-host bar will be offered during the Welcome Reception, Exhibitor Showcase, and Networking Social. WPRC will provide non-alcoholic beverages during these events. Vendors are invited to purchase drink tickets for alcoholic beverages to hand out to special clients or to drive engagement at their booths. If this is of interest to you, Alexis Ojeda, Catering Sales Coordinator at the Spokane Convention Center, can work with you directly. Alexis can be reached by email at AOjeda@levyrestaurants.com or by phone at (208) 371-6275.
 

Shipping

DE Expo & Event Services is the contracted shipping company for this event. All shipments must be coordinated through DE Expo & Event Services. DE Expo & Event Services must receive your order form no later than Monday, October 6, and must receive your freight no later than Monday, October 20. If an exhibitor misses these deadlines, this letter outlines the process and fees associated with direct delivery to the Spokane Convention Center. Any shipments send directly to the Convention Center without prior arrangement will be refused.  

Any exhibitors planning to deliver their own freight must make arrangements through WSU conference management well in advance of the event.
 

Audio-Visual & Decor

DE Expo & Event Services is the contracted decorator for this event and is standing by to assist exhibitors with their A/V and decor needs. Click here to view their order form.
 

Electrical & Internet

If your needs exceed the provided 5 amp electrical and/or basic Wi-Fi service, this may be ordered from the Spokane Convention Center. Complete instructions may be found here. Your booth number(s) must be included on your order form and, as noted above, booth assignments will be announced the week of August 25.
 

Liability

Neither the Western Protective Relay Conference committee, Spokane Convention Center, DE Expo & Event Services, Washington State University, nor any member of the above named will be responsible for any injury, loss, or damage that might occur to the exhibitor’s employees or property from any cause whatsoever. The exhibitor, on registering for exhibit space, expressly releases the aforementioned from any and all claims for such loss, damage, or injury.
 

HOTEL

Exhibitors are strongly encouraged to utilize the conference hotel (DoubleTree by Hilton–Spokane City Center) for their lodging. Complete hotel information, including reservation information, may be found here.
 

ATTENDEE LIST

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

A list of conference attendees who have opted in during registration will appear within the conference mobile app. Clicking on the chat bubble in each attendee’s profile will allow you to send a direct message to them. Please look for a separate email announcement with instructions on how to download the app to arrive 2 weeks before the conference.
 

Cancellation & Refund Policy

It is hoped that every exhibitor who registers for the 2025 Western Protective Relay 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 refund requests must be received in writing to conference management via email at WPRC@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. 
   
• Exhibitor registrations which are cancelled before 12 noon PDT on Thursday, September 11, 2025, are eligible to receive a full refund. Exhibitor registrations which are cancelled between 12 noon PDT on Thursday, September 11, 2025, and 12 noon PDT on Tuesday, October 14, 2025, are eligible to receive a full refund, less a $150 USD cancellation fee. 
   
• No refunds will be offered after 12 noon PDT on Tuesday, October 14, 2025, unless in accordance with the Emergency Circumstances provision below.
  
  Emergency Circumstances – Registrant is eligible to receive a full refund of all registration fees paid under the following circumstances:
  
  a) Registrant is unable to attend the conference due to the death of an immediate family member or significant other (domestic partner or spouse).
  b) Serious illness/debilitating health condition of Registrant, a direct family member, or significant other which necessarily restricts travel and full conference 
       participation by the Registrant.
  c) The conference is cancelled.
  d) Registrant is unable to travel due to a lockdown enforced by Registrant’s country of residence or travel restrictions imposed by Registrant’s institution,
       company, or organization due to a global pandemic.
  e) Registrant is unable to travel due to Visa restrictions related to a global pandemic.
  f) Other extraordinary circumstance (e.g., the death of a service animal on which a disabled Registrant's attendance is predicated). 
   
• Refunds will be returned via the original payment method. 
   
• Leaving the conference early, for any reason whatsoever, will not result in a refund, and no refunds will be made for any unused portions of the event. Likewise, refunds will not be granted for no-shows.
   

SUBSTITUTION / TRANSFER POLICY

Participants unable to attend the conference may transfer their registration to another individual within the same company or organization without cost until 12 noon PDT on Thursday, September 11, 2025. A transfer fee of $100 USD per person will apply for substitutions made between 12 noon PDT on Thursday, September 11, 2025, and 12 noon PDT on Tuesday, October 14, 2025. No substitutions are allowed after 12 noon PDT on Tuesday, October 14, 2025. Requests for substitution must be received in writing to conference management via email at WPRC@wsu.edu.