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Trade Show Exhibitors' Page

Thank you for registering to be an exhibitor for the 2018 AAW International Symposium in Portland. Below is important information you will need as you prepare.


Checklist of Important Deadlines

Exhibitors should be familiar and comply with the important deadlines on deadlines the exhibitor checklist. View/download checklist.


Important Exhibitor/Vendor Communications

Click to View
Topics Covered
February 1, 2018 Trade Show Exhibitor/Vendor Message From Phil McDonald Lodging, vendor parking, loading dock, event logistics, trade show insurance, sustainability agreement, trade show security, Friday opening hours, Portland tax information
December 7, 2017 Symposium Hotel Scam Symposium hotel scam
December 6, 2017 AAW Portland Trade Show Exhibitor/Vendor Message From Phil McDonald Hotel reservation scam
November 20, 2017 AAW Portland Trade Show Exhibitor/Vendor Message From Phil McDonald Exhibitor checklist, hotel, contact information for event logistics and on-site management, Portland tax information


Official Exhibitor's Logo

Download this logo and use it on website and social media pages. Instructions: Hover, right-click, "Save Image As."



Driving Directions

Map and driving directions for getting to the Oregon Convention Center from various regions of the Portland area. View/download map.


 Click image to enlarge.

Exhibitor Parking

Special arrangements have been made for vendor parking at the Oregon Convention Center in the I-5 lot exclusively for AAW. This lot is conveniently located immediately adjacent to the loading docking and it provides you with overnight, uncovered parking access for larger vehicles. Parking passes will be distributed during vendor check-in at the loading dock on move-in day.




Portland Tax Information

Good news! Oregon is one of the very few states that does not have a sales tax or require exhibitors to file taxes during the show. All selling vendors will be required to possess a Business Permit to sell during the show (you are exempt if you already have this permit). Vendors will need to submit the Temporary Business Permit form and payment to the local tax agency. The total cost of the permit is $10 per day of the convention. The form can be emailed, faxed or mailed to the following: City of Portland Business License Tax & Multnomah County Business Income Tax, 111 SW Columbia, Suite 600, Portland, OR 97201, fax 503-823-5192, office 503-823-5157, TDD 503-823-6868. Link to business license form.

Convention Center

Layout of the exhibit hall level for the convention center. View/download map.

Sustainability Guidelines

The Oregon Convention Center is a certified LEED Platinum facility. Facility rules require strict adherence throughout the event to their waste diversion policy to prevent as much waste material as possible through recycling, composting and donating left over goods. Arrangements are being made for facility staff to have a process for collecting wood shavings. All vendors are required to comply with the Waste Diversion Policy.  View/download guidelines.


Over concern about plastic bags left on the floor and filling garbage bins, this year we ask all vendors to refrain from distributing plastic carry bags.


Non-compliance could result in financial and/or other penalties. 


IMPORTANT: Safety Regulations

Safety Articles

General Liability Insurance

As a standard requirement in the AAW contract with all symposium exhibitors, it is necessary for you to provide proof of general liability coverage from an insurance company in good standing with minimum policy limits of $1,000,000 per occurrence and $2,000,000 in aggregate. If you do not presently have insurance coverage in place, as noted above, AAW has made arrangements for all of our exhibitors to acquire this coverage at significant savings by purchasing as part of a group for $65.

Proof of alternative coverage satisfying these minimums, or secured coverage through the link provided above must be in place prior to your scheduled move-in date. You will not be allowed to move-in/exhibit without proper insurance coverage in place.



USDA Information

to safely bring raw or unprocessed wood and wood products into Oregon. Read requirements and learn details.

Oregon State Quarantine for the Emerald Ash Borer

What is quarantined?

  • ALL ASH (Fraxinus) SPECIES


Federal Quarantine for Oak Wilt Disease

What is quarantined?

  • OAK (Quercus spp.)
  • CHESTNUT (Castanea spp.)
  • CHINQUAPIN (Castanopsis spp.)
  • TANOAK (Notholithocarpus densiflorus)


Federal Quarantine for Sudden Oak Death

What is quarantined?

  • OREGON MYRTLE (Umbellularia californica)
  • MAPLE (Acer spp)
  • MADRONE (Arbutus menziesii.)
  • MANZANITA (Acrostaphylos sp.)
  • SWEET CHESTNUT (Castanea sativa)
  • EUROPEAN BEECH (Fagus sylvatica)
  • TANOAK (Notholithocarpus densiflorus)
  • ASH (Fraxinus sp.)
  • BAY LAUREL (Laurus nobilis)
  • DOUGLAS-FIR (Pseudotsuga menziesii)
  • OAK (Quercus spp)


Symposium Contacts

 Advertising  Sales &

Booth Contracts

Convention Center Facility, Decorator, Dock
Betsy Pierre
Ad Sales Mgr
Office 763-295-5420
Erica Nelson
Ad Sales Rep
Office 763-497-1778
Noelle Grinley
Conference Direct
Office 727-224-6019



More information coming soon.


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