2019 AGREEMENT

The Oregon Christian Home Education Conference

The Oregon Christian Home Education Conference is a ministry of the Oregon Christian Home Education Association Network (OCEANetwork).  OCEANetwork exists to serve the Lord Jesus Christ through supporting and encouraging Christian home education and protecting and advancing private home education in Oregon for all.

OCEANetwork has contracts with the Linn County Expo Center (the facility) and FERN Exposition Services (the decorator). Only OCEANetwork has the authority to authorize confirmation of a vendor or exhibitor. Space is reserved and booth assignments are made on a first-paid, first- served basis and in the interest of continuity of the exhibit hall for the benefit of the public.  

PLEASE NOTE: After June 3rd, booth purchases must be pre-approved before ordering.

Booth configuration:  Each 10’ x 10’ booth is decorated with 8’ back and 3’ side draping and includes a skirted, 8-ft. table. The booth has an identification sign with the company name (which you have indicated on this agreement). Linn County Expo provides free WiFi dedicated to show management and vendors (separate from the public WiFi).  Electrical outlets are available when paid for in advance as part of this exhibitor’s agreement.  Booth amenities purchased at the event will incur a higher cost.

Each booth purchase includes admission for two adult exhibitors and their children under age sixteen into the exhibit hall.  Exhibitors taking shifts at the booth are each considered as separate exhibitors.  Additional exhibitors not registered for the conference must purchase exhibit hall passes (they may be ordered in advance for $20 on your contract or purchased at the door.  Pre-orders will receive printed exhibitor name badges, purchases at the door are blank exhibitor badges with space for names to be written).

All fire regulations are enforced. Fire lines are clearly marked. All stock, displays and furniture must be inside your booth.  All tablecloths in your booth must be fire-retardant. Violation of fire regulations is cause for cancellation of this agreement without refund.

Exhibitor workshop areas are available for 50-minute time slots during the conference.  These are draped areas set aside for exhibitor presentations.  Theater-style seating is provided.  Electricity, screen, and projector are available for an additional fee.

Exhibitor workshops are subject to approval by the OCEANetwork conference committee.  OCEANetwork reserves the right to cancel any workshops not deemed appropriate for our attendees or consistent with our mission and purpose.  Workshop fees will be refunded in this case.  Exhibitor workshops may be recorded for quality purposes and select recordings may be available for sale at the conference and/or on OCEANetwork’s website. 

Please be sure to include your workshop title and brief descriptive paragraph for each workshop.  The information you provide will be included on our website and in our printed program.  Lengthy titles and/or descriptions may be shortened or omitted at the editor’s discretion.

Giveaway Extravaganza – OCEANetwork is pleased to offer vendors an opportunity to participate in a promotion designed to draw attendees to your booth! Pre-printed postcard-sized cards with a limited number of participating vendors and their booth numbers will be distributed one-per-family to attendees at registration. Adult attendees must visit each booth listed on the card and listen to a two-minute presentation by the booth workers to get their card stamped. Completed cards will be submitted for entry into a drawing at the conference and the winner will take home a Kindle Fire HD!  The first 14 companies to submit their completed contract and payment with the Giveaway checked will be included in this promotion. The cost for this sure-fire (pun intended) promotion is $50.  This is an especially helpful promotion for lesser-known businesses in order to get customers to stop at your booth.

Prizes will be awarded in promotions prior to the conference, at the conference, or included in a silent auction benefitting OCEANetwork.  If you would like to donate products for these prizes, please notify us by June 1st and we will list your company/donation on our website and in our program.  We will also list your company among our donors on our slide presentations prior to general sessions.  You may notify us by using the comment field in your registration or email vendors@oceanetwork.org.  You may send donations in advance (address provided in the contract details) or bring them with you when you check-in.  Gifts should have a value of $25 or more.  Please do not donate coupons or partial gift certificates requiring a purchase (e.g. certificates which only cover part of the cost of a class or service).  Those are best used at your booth for those already interested in your product or service.

Program advertisement space may be purchashed in the registration process.  Click here for more details.

Music (live or recorded) and other devices producing sound may be used conservatively with consideration of the surrounding exhibitors.  OCEANetwork show management may require exhibitors to limit volume if it results in complaints from attendees or nearby exhibitors.  No pulic address systems may be operated from an exhibit space.

Wi-Fi is available on-site for free.  The password will be provided when you arrive.  Please note: the Wi-Fi is provided by the facility.  OCEANetwork has no control over the reliability of this service.  If you are highly dependent on Internet access, it is advisable to bring a "back-up" Internet access device in the event the facility Wi-Fi is interrupted or inadequate. 

Parking is free.  Overnight RV parking with hookups is available for a fee through the Expo Center. You can reserve a space here.

If you need to ship materials directly to the venue, please let us know in advance. Materials shipped to the venue must arrive no more than three days prior to the event, and must be clearly marked with the event name and date.  If shipments are large enough to require more than a few minutes of handling, there will be a handling fee imposed. Please email vendors@oceanetwork.org for shipping arrangements.

Shopping bag advertising will be available through the Alliance Bags this year.  You are welcome to sign-up for advertising inserts through them.  We will hand out shopping bags to the first 500 families attending the conference.  The deadline for Alliance Bags to receive your material is June 1st, and there is an approval process on their site prior to shipment, so early sign-up  is essential.

Shopping hours: Tentative shopping hours are Friday, 10:15 a.m. to 6:30 p.m. and Saturday, 9:30 a.m. to 6:00 p.m. Your exhibit is expected to be presentable and available to the public during the entirety of those hours.  In consideration of the exhibitors around you, please do not close-down your booth prior to the exhibit hall closure.  (Note: these hours are subject to change.  Please refer to the final schedule which will be sent with your move-in details two weeks prior to the conference.  Hours will also be posted on our conference website - http://oregonhomeschoolconference.com)

Move-in and move-out are done through a loading dock. Move-in is between 2 and 6:00 p.m. on Thursday.  There is ample dock space to accommodate multiple exhibitors at one time.  Exhibitors may arrive any time between 2 to 6 pm.  Move-out time is from 6:00 p.m. to 8 p.m. Saturday.  Certain event volunteers may be available to assist in move-in and move-out, but it is not the responsibility of the event management to assure that the exhibitors are moved in or moved out on time.  Parking is free.  Exhibitors are asked to move vehicles to parking lot while setting-up, after unloading.

Used curriculum materials are not welcome in booths on the exhibit floor. In the interest of the event and of those companies who support the event by having consistent and up-to-date material each year, we ask that leftover stock, or deeply discounted, out-of-date stock be called to our attention before this agreement is accepted to avoid conflict with companies who represent the publishers of like-titled books and materials.

A few multi-level marketing companies or companies offering business opportunities in addition to their products may be invited.  These companies are only invited for the purpose of selling materials and services deemed appropriate for this event.  Promoting distributorship or sales opportunities (including hosting product parties) is strictly prohibited unless special arrangements have been made with the event coordinators in advance.  Exhibitors who do not comply may be required to leave the exhibit hall with no refund given.

We do not include exhibitors featuring products with health claims, including but not limited to: essential oils, vitamin supplements, herbal supplements, or treatments or remedies.

If the nature of your business has changed since our initial invitation, please contact us before you register.  Your invitation was based on the information you initially provided. If the products and/or services you offer have changed in nature, we will need to re-evaluate your business.  OCEANetwork reserves the right to cancel your registration if it does not reflect the originally approved business.

This conference is a forthrightly Christian event.  All materials displayed must be acceptable to the Christian community.  OCEANetwork reserves the right to require exhibitors to remove potentially offensive materials from their displays.  Proselytizing for any specific church or religion is not permitted. Exhibitors who do not comply may be required to leave the exhibit hall with no refund given.

It is OCEANetwork's policy to promote private (i.e. not publicly funded), Christian home education; therefore, companies who actively solicit home education families to participate in programs funded by public education monies are not permitted.  Exhibitors who do not comply may be required to leave the exhibit hall with no refund given.

If for an unforeseen reason you must cancel your exhibit hall registration, . OCEANetwork will refund your registration upon written notification of cancellation on or before April 15th, minus a $25 processing fee. From April 16th to May 15th, 50% of registration will be refunded upon written notification. Refunds will not be issued after June 1, 2018.

All activity related to your business must be confined to your booth.  Business solicitation at this event, including passing-out fliers, gathering petition signatures, etc. outside of your booth is strictly prohibited.  Violators will be asked to leave with no refund given.

Please keep a copy of this to reference during move-in. (Home office: PLEASE forward a copy of this to your exhibit staff.)