APA 2024 Rules, Regulations, and Policies/Contractual Agreement

It is understood that the following information is accepted as part of the contract between the American Psychological Association (APA) and those who secure exhibit space in the APA 2024 Solutions Center.

It is agreed that the exhibitor will abide by all APA convention and APA Solutions Center rules, regulations, and policies (hereinafter collectively referred to as Rules or The Rules) before, during, and after APA 2024, and by other reasonable Rules deemed necessary by APA or the Seattle Convention Center provided that The Rules do not materially alter the exhibitor’s contractual rights. All matters and questions not covered by The Rules are at the decision of APA convention management. The Rules may be amended at any time by APA convention management and all amendments so made shall be equally binding upon publication on all parties affected by them, as are the original Rules. The APA 2024 exhibit space application and any agreement incorporated in it shall be governed by the laws of the city of Seattle, WA.

Exhibitors are expected to plan their APA 2024 participation in accordance with all APA Solutions Center rules, regulations, and policies and with the official dates and hours of the APA 2024 Solutions Center—including exhibitor move-in and move-out (e.g., exhibitor booth personnel, travel dates/times, flight, and hotel reservations, etc.). At no time are APA exhibitors at liberty to adjust any portion of APA 2024 or APA 2024 Solutions Center official hours or rules, regulations, and policies to suit individual schedules or preferences. In the event of unexpected/unavoidable circumstances, exhibitors must notify Carol Hall, Senior Manager, Event Sales, chall@apa.org, or Jodi Ashcraft, Senior Director, Media and Event Sales, jashcraft@apa.org.

Solutions Center Location

Seattle Convention Center
Arch at 705 Pike, Halls 4A and 4B
705 Pike St. Seattle, WA 98101-2310

Solutions Center Official Schedule

NOTE: All times are Pacific Time

Exhibitor Move-In

• Wednesday, August 7
  8:00 a.m. – 8:00 p.m.

• Thursday, August 8
  6:00 – 8:00 a.m.; Booth set-up must be complete by 8:00 a.m.

Solutions Center Official Dates and Hours

• Thursday, August 8, 2024
  10:00 a.m. – 6:00 p.m.
  5:00 p.m. – 6:00 p.m. — Opening Reception; Unopposed hour for attendees to visit the Solutions Center

• Friday, August 9, 2024
  9:00 a.m. – 5:00 p.m.

• Saturday, August 10, 2024
  9:00 a.m. – 5:00 p.m.*
  10:00 a.m. – 11:00 a.m. — Unopposed hour for attendees to visit the Solutions Center
  *See Exhibit Booth Dismantling section below

Exhibitor Move-Out

• Saturday, August 10
  5:01* – 8:00 p.m.
  *See Exhibit Booth Dismantling section below

• Sunday, August 11
  8:00 a.m. – 12:00 p.m.
  Exhibitors are encouraged to complete their move-out on Saturday, but four additional hours on Sunday morning are provided for those who may not be able to do so.
  

Exhibit Booth Displays

All APA Solutions Center exhibit displays must provide adequate see-through visibility to neighboring exhibitors. Walls, partitions, signs, decorations, or any other displays may not be erected or positioned in ways that obstruct sight lines to neighboring exhibitors. Tall displays may not be placed in the front of a booth and must be placed within 5’ of the back of the booth.

Exhibit Booth Staffing

APA convention policy requires that all booths be staffed by at least one exhibitor representative during all official exhibit dates and hours of the APA 2024 Solutions Center. At no time during official exhibit dates and hours should a booth be unstaffed. Neither APA nor the Seattle Convention Center is responsible for items removed from unstaffed exhibit booths.

Exhibit Booth Dismantling

At 5:00 p.m. Pacific Time on Saturday, August 10, 2024, APA will make an announcement to confirm the official closing of the APA 2024 Solutions Center. Until that announcement by APA has been made, and for liability reasons, APA exhibitors are strictly prohibited from vacating their exhibit space or dismantling any portion of their exhibit booth, including the packing of materials, removal of items form the exhibit booth, and so forth. Violations of this policy may negatively impact the exhibitors’ participation in the APA 2025 Solutions Center.

NOTE: APA understands that unexpected circumstances may arise. In such instances, exhibitors that are unable to comply with this rule should immediately contact Carol Hall, chall@apa.org or Jodi Ashcraft, jashcraft@apa.org so that other booth dismantling arrangements may be made.

Acceptance of Exhibits and Exhibit Content

APA 2024 exhibit space applications must be submitted via the online APA exhibitor portal in accordance with the following schedule:

12:00 p.m. ET, February 14, 2024, to 5:00 p.m. ET, February 21, 2024

One-week priority period for APA 2023 exhibitors

APA 2023 exhibitors receive a one-week priority period in which to submit their exhibit space applications via the APA 2024 exhibitor portal. Applications received from APA 2023 exhibitors after 5:00 p.m. ET on January 17, 2024, are not eligible for priority assignment.

February 22, 2024 to July 19, 2024

All prospective exhibitors may submit APA 2024 exhibit space applications. Applications submitted by prospective first-time exhibitors are subject to review. The review process takes approximately 2-7 business days, depending on the type of product or service to be displayed/promoted. The online application portal closes at 5:00 p.m. ET on July 19, 2024..

After July 19, 2024

Requests for APA 2024 exhibit space received from previous year exhibitors or prospective first-time exhibitors will be considered on a case-by-case basis, pending space availability and/or the degree of application review necessary for acceptance.

Exhibit Space Application Review

All APA 2024 exhibit space applications are subject to review and approval as detailed in Acceptance of Exhibits and Exhibit Content. Before a final decision is reached, additional information may be requested/required about the exhibiting company and/or the products/services to be promoted.

Applications received from prospective first-time APA exhibitors are subject to review and approval by the APA convention management team. The review process takes approximately 5-7 business days to complete. Although exhibit space will not be assigned/confirmed until the application has been approved, the application will maintain hold on its assignment order per the date/time that APA received it.

Exhibit Space Assignment

APA 2024 exhibit space applications that have been accepted by APA are processed and assigned on a first-come, first-served basis by the APA Media and Event Sales department on behalf of the Senior Director, Meetings and Events. Priority of space assignment will be based on the date and time that APA receives the application. If multiple applications are received simultaneously then they will be sub-ranked according to the total number of booths/square footage being requested.

Prior to assigning exhibit space, APA reviews and makes every effort to honor exhibitor requests regarding their booth location preferences–including requests to be located near to or far from another exhibiting company. However, such requests are not guaranteed.

In circumstances when none of an exhibitors’ preferred booths are available, APA will contact the exhibitor and provide two business days for the exhibitor to confirm another booth choice. If after the two business days APA has not received a response from the exhibitor, then, to avoid lengthy delays in the APA 2024 booth assignment process, APA will, on behalf of the exhibitor, assign another booth within closest proximity to the original booth preferences noted on the submitted exhibit space application, and will send the exhibitor a confirmation letter detailing the APA-selected booth number and location.

After booth space has been assigned and the confirmation letter has been sent, APA exhibitors may view the Solutions Center floor plan to confirm their neighboring exhibitors. If concerns arise, then exhibitors have the option of relocating to another booth location. In such cases, exhibitors that wish to relocate should submit their request in writing to Carol Hall, Senior Manager, Event Sales, chall@apa.org..

Exhibit Space Payment Policy

Upon assignment of exhibit space APA exhibitors will receive a confirmation letter and invoice. Payment instructions are provided on the invoice in accordance with the payment schedule noted below.

Applications received by or before March 15, 2024

50% payment is due upon confirmation of assigned exhibit space and receipt of invoice. Remaining balance is due by May 15, 2024.

Applications received after March 15, 2024

100% payment is due upon confirmation of assigned exhibit space and receipt of invoice.

NOTE: APA reserves the right to cancel and return to open inventory booths for which timely payments are not received. To avoid a booth cancellation by APA of APA 2024 exhibit space due to non-payment, exhibitors that are unable to submit payment upon receipt of invoice should immediately notify Carol Hall, Senior Manager, Event Sales, chall@apa.org to request payment accommodations.

Exhibit Space Cancellation Policy

Cancellations of APA 2024 exhibit space must be submitted in writing to Carol Hall, Senior Manager, Event Sales, chall@apa.org. Refunds for APA 2024 exhibit space cancelled by an exhibitor will be made in accordance with the following schedule:

• Cancellations received by or before April 12, 2024
  100% refund
  
• Cancellations received April 13, 2024 – June 14, 2024
  50% refund
• Cancellations received after June 14, 2024
  No refund

Exhibit Booth Staffing

APA convention policy requires that all booths be staffed by at least one exhibitor representative during all official exhibit dates and hours of the APA 2024 Solutions Center. At no time during official exhibit dates and hours should a booth be unstaffed. Neither APA nor the Seattle Convention Center is responsible for items removed from unstaffed exhibit booths.

Exhibit Booth Dismantling

At 5:00 p.m. ET on Saturday, August 10, 2024, APA will make an announcement to confirm the official close of the APA 2024 Solutions Center. Until that announcement by APA has been made, and for liability reasons, APA exhibitors are strictly prohibited from vacating their exhibit space or dismantling any portion of their exhibit booth, including the packing of materials, removal of items form the exhibit booth, and so forth. Violations of this policy may negatively impact the exhibitors’ participation in the APA 2025 Solutions Center.

NOTE: APA understands that unexpected circumstances may arise. In such instances, exhibitors that are unable to comply with this rule must contact Carol Hall, chall@apa.org or Jodi Ashcraft, jashcraft@apa.org so that other booth dismantling arrangements may be made during hours when the Solutions Center is closed and void of APA 2024 attendees.

Canvassing, soliciting, demonstrating, and/or the distribution of advertising or promotional materials by APA exhibitors is restricted to the APA exhibitors’ booth inside the APA Solutions Center.



At no time during APA 2024 may APA exhibitors canvass, solicit, demonstrate, or distribute advertising or promotional materials in areas of the Seattle Convention Center that are outside of the APA Solutions Center or in hotels that have been contracted for APA 2024, including in hotel meeting rooms or hallways, or other areas. Exhibits, displays, and/or advertising/promotional materials of any kind are not allowed in APA 2024 hotel rooms or hallways unless approved in advance by APA’s Senior Director, Meetings and Events.

APA exhibitors should be considerate of neighboring exhibitors when soliciting attendees to visit their exhibit booth. Aisles in front of the exhibit booths must be kept clear. Enough space must be allocated within each exhibit booth for attendees to browse or watch product demonstrations. Any activity that causes attendees to congregate in the aisle or in adjacent exhibit booths will be curtailed or eliminated.

Upon contracting to exhibit, the APA exhibitor expressly releases the American Psychological Association (APA) or any of its officers, directors, employees, or committee members; the APA Board of Convention Affairs; or the owners, employees or representatives of the Seattle Convention Center (hereinafter collectively referred to as the APA and the Center) from any responsibility or liability for any injury, loss, or damage that may occur to the APA exhibitor or to the exhibitor’s employees or property prior to, during, or subsequent to the period covered by the APA exhibitor’s contract, including, but not limited to, any responsibility for liability for negligently caused injury, loss, or damage; and, further, the APA exhibitor agrees to hold harmless and indemnify the APA and the Center against any and all claims made against the APA and/or the Center by any person and arising out of the APA exhibitor’s acts or omissions. If the APA Solution Center is canceled due to circumstances beyond the control of the American Psychological Association or the Center, then all payments submitted by APA exhibitors for APA 2024 exhibit space will be refunded.

APA exhibitors are not permitted to use the APA logo and/or the APA 2023 logo in any public or private promotional materials. In addition, the Walter E. Washington Convention Center logo may not be used in any public or private promotional materials without written consent from the Walter E. Washington Convention Center.

Access for Persons with Disabilities

APA works to provide an ac­cessible convention for attendees with disabilities and believes that per- sons with disabilities should be given the opportunity to participate and interact to the fullest extent possible. APA exhibitors are encouraged to plan their exhibit space to accommodate persons with disabilities. This entails simple alterations to remove or modify physical barriers and to provide accessible promotional materials. APA exhibitors should set up their displays to allow persons who use wheelchairs or electric scooters to easily access the booth and the materials. This can be done by lowering displays or counters and ensuring that there is ample entrance space in the display area. APA exhibitors should provide order forms or promotional materials in alternate formats such as large print, Braille, or computer disk for persons who are blind or with low vision. Additionally, any videos shown should be captioned for persons who are deaf or who are hard-of-hearing.

Animals/Service Animals

Except service animals that accompany persons with disabilities, no live animal, reptile, fish or bird is allowed in the Seattle Convention Center, unless proper precautions have been made to control and restrain such animal, reptile, fish or bird, and for which written permission has been provided by APA and the Seattle Convention Center.

Batteries

The use of portable or car batteries for powered booth displays is not allowed.

Booth Cleaning Services

Inside the Solutions Center, APA will provide general cleaning of aisles, lounges, and public areas.

Booth cleaning services are not included in the price of exhibit space. Interior booth cleaning, vacuuming, and trash removal is a chargeable cost to the exhibitor. Booth cleaning personnel will not clean the interior of an exhibit booth without a written order. Exhibitors may arrange for booth cleaning services through Fern Exposition Services. Booths with food and beverage sampling must order porter service.

Carts

Exhibitors should bring their own carts to expedite their work. The Seattle Convention Center has a limited number of flatbed carts that are available on a first-come, first-served basis. Carts can be checked out at Hand Carry Services during published hours. Please return the cart when finished. Carts are not released until the end of the show after the aisle carpet is rolled up.

Catering

Aramark is the exclusive provider of food and beverage services within the Seattle Convention Center.

Exhibitors that do not manufacture, process or distribute food as their normal course of business and that would like to distribute food items must purchase these items from Aramark Food Services. Please contact Seattle Convention Center Exhibitor Services at (206) 694-5015 to make these arrangements or to purchase food and beverage from the exhibitor menu.

Catering orders must be placed before the published advanced ordering deadline in order to receive advanced pricing rates. A six-week lead time is needed to guarantee special order requests. Exhibitors are prohibited from selling food or beverages.

Popcorn machines and/or popcorn, peanut roasters, cotton candy machines, or equivalent items are prohibited.

Children and Minors

For safety reasons, children under the age of 16 are NOT permitted on the Solutions Center show floor during exhibitor move-in and move-out times. No exceptions will be made.

Contract Labor

Exhibitors may hire their own contract labor for booth installation and dismantling (I&D) but must complete an Exhibitor Appointed Contractor (EAC) form and provide APA and Fern Exposition Services a copy of an insurance certificate. The EAC form is available in the “OneView” Exhibitor Portal provided by Fern Exposition Services.

All contract personnel will need to sign in at the Seattle Convention Center Staff Entrance. A valid photo ID is required in order to be issued a work badge. Exhibitors who do not hire I&D labor from Fern Exposition Services for booth installation and dismantling may be required to notify APA of the names of their I&D staff. Access for I&D staff must be coordinated through Fern Exposition Services.

Copyrights of Proprietary Material

ASCAP, BMI, dramatist fees, copyright license fees, patent fees, or any other fee or royalty attached to copyrighted or proprietary material are the responsibility of the APA exhibitor. Neither APA nor the Seattle Convention Center is responsible for any violation of infringement of the rights of any owner or presented material.

Decorations, Balloons, Stickers/Decals, Glitter/Confetti, Chewing Gum, Etc.

Decorations may not be affixed to any surfaces in the building. Holes may not be drilled, cored, or punched into the building. All equipment used must be stable without bolting or anchoring to floors or walls. Flammable decorations/items of any type are not permitted (see list below). Damage resulting from the improper and/or unauthorized installation of materials will be charged directly to the exhibitor.

All materials used for decorating, including drapes, curtains, table coverings, skirts, carpet, etc. must be flameproof retardant, or treated with an approved fire-retardant solution. Fire retardancy certificates are required and must always be on site. The Seattle Fire Marshal may periodically perform random testing.

The following decorations/items are prohibited in the Seattle Convention Center and/or the APA 2024 Solutions Center:

• Helium balloons; helium tanks
• Crepe paper
• Cellophane
• Chewing Gum
• Confetti
• Cornstalks; sheaves of grain; hay bales; leaves; evergreen boughs/trees
• Cotton
• Glitter
• Paint
• Popcorn/Popcorn Machines; Peanut Roasters; Cotton Candy/Cotton Candy Machines; or equivalent items
• Pressure-adhesive stickers and/or decals
• Streamers; straw; paper or any flammable items

Exhibitors that fail to comply with any part of the decorations policy are responsible for all costs associated with the cleanup related to the unauthorized use of these or equivalent items.

Destruction of Property

All property destroyed or damaged by an exhibitor must be replaced in the original condition by the exhibitor or at the exhibitor’s expense. Nothing may be taped, nailed, tacked, or otherwise affixed to ceilings, painted surfaces, fire sprinklers, columns, fabric, or decorative walls.

Electrical Equipment

Edlen Electrical is the exclusive service provider of electrical services for the Seattle Convention Center.

Electrical equipment must meet applicable National Electrical Codes. All electrical equipment displayed or used must be UL certified, and properly wired and tagged as to type of current, voltage, phase, cycle and horsepower. Electricians may verify UL certification before providing power to any equipment. The Seattle Convention Center reserves the right to refuse connection to any exhibitor whose equipment is deemed unsafe by Seattle Convention Center electrical supervisors.

Use of open clip sockets, latex or lamp cord wire, unapproved duplex or triplex attachment plugs, and Romex cable is prohibited. All 120-volt extension cords must be a 3-wire grounded type.

Utility panels and mechanical equipment rooms may not be blocked. Only Seattle Convention Center staff are authorized to access electrical floor boxes and make electrical connections/disconnections.

Elevators and Escalators

Passenger/public elevators and escalators are not to be used for freight or exhibit materials. For safety reasons, the appropriate service elevators must be used.

Exits

Exit doors may not be obstructed, locked, or held open. Nothing may be placed within 15 feet of a means-of-egress doorway. Exit signs may not be obstructed by booths, decorations, or any other objects or hanging materials.

Fire Regulations (Also reference Hazardous Materials and Chemicals section)

Exhibitors must strictly follow all fire, safety and Seattle Convention Center regulations. All decorations, drapes, curtains, hangings, items such as carpeting, turf used in the vertical position, combustibles, etc., must be flame retardant. A copy of the Certificate of Flame Resistance for the item must be left in the booth.

All exhibits and/or displays are subject to inspection by the Seattle Fire Department. Exhibitors are responsible for the proper and safe construction, materials and maintenance of their exhibits/displays.

Without exception, the following items are prohibited for display, use, or storage in the APA 2024 Solutions Center:

• Open flame devices such as lighted candles, lighters, or sparklers
• Propane, butane, acetylene or other flammable or explosive materials
• Compressed gases
• Flammable liquids/Aerosols
• Pyrotechnics
• Hazardous materials and/or chemicals
• Haze, Fog, and/or Smoke Machines, or other similar devices
• Lasers

Floor Loads

The allowable floor load is 250 lbs. per square foot. Any heavy equipment, water tanks, or displays must be pre-approved by APA. Contact Carol Hall, Senior Manager, Event Sales, chall@apa.org.

Floor Tape

The use of foam tape, cellophane tape, duct tape or packing tape is prohibited on any surface in the Seattle Convention Center.

Furniture

Exhibitors are not permitted to use Seattle Convention Center furniture in their booth, including tables and chairs. All booth furnishings must be ordered through Fern Exposition Services.

Giveaways

Exhibitor giveaways may not include stick-on decals or helium balloons.

Gratuity

Gratuities should not be offered to Seattle Convention Center employees.

Hand-Carried Items

Passenger elevators and escalators at the Seattle Convention Center may not be used for transporting freight. Exhibitors with hand-carried freight must transport via Arch South Hand-Carried Freight (HCF). Details regarding Arch South HCF access will become available in spring 2024.

The Seattle Convention Center cannot accept deliveries for exhibitors. There is no onsite storage. Exhibitors must coordinate freight storage needs with Fern Exposition Services.

The following are not considered as or permitted for use with hand-carried items: loads that require wheeled dollies, carts, hand trucks, and/or hotel bellman’s carts; materials or equipment that require two or more people to carry; and so forth.

Hazardous Chemicals and Materials (Also reference Fire Regulations section)

The use of hazardous chemicals and materials is strictly prohibited in the APA Solutions Center.

Hotel Accommodations and Exhibitor Registration

APA 2024 Hotel Accommodations
Information regarding APA 2024 hotels will become available in spring 2024. 

Exhibitors receive a brief priority period in which to submit their hotel requests. The priority period is provided to exhibitors by APA as a courtesy so that hotel accommodations may be secured prior to the housing and site becoming available to all APA 2024 attendees.

Email updates will be sent to exhibitors as housing dates and details are confirmed.

Exhibitor Registration
X-CD Technologies, Inc. is the official contractor for APA 2024 registration. Details regarding exhibitor registration will be sent in spring 2024.

Confirmed APA 2024 exhibitors receive a total of four (4) complimentary registrations per 10’x10’ booth secured. The complimentary exhibitor registrations provide access to all APA 2024 programming except for those with an associated fee, such as CE Workshops.

lnsurance

General Liability Insurance

lncluded in APA 2024 booth pricing is General Liability insurance through Rainprotection lnsurance. The

coverage period is August 7-11, 2024, and includes the following coverage and limits:

1. General Aggregate: $2,000,000.00

2. Each Occurrence: $1,000,000.00

3. Products / Completed Operations: $1,000,000.00

4. Personal/Advertising lnjury: $1,000,000.00

5. Damage to Rented Premises (Fire Damage): $ 300,000.00

6. Host Liquor: Included

7. Deductible: None

Rainprotection lnsurance is authorized by APA to provide General Liability insurance for exhibitors. APA will provide exhibitor email addresses to Rainprotection lnsurance for the sole purpose of sending APA2024 exhibitors their Certificate of Insurance (COl) prior to the APA 2024 event. Upon cornpletion of that process, Rainprotection lnsurance will return to APA the exhibitor email addresses that were provided. Rainprotection lnsurance does not retain exhibitor data.

Property lnsurance

APA 2024 booth pricing does not include insurance coverage related to theft or damage of exhibitor property, displays, or fixtures, including transit to and from the event location. Exhibitors and/or any of their officers, agents, employees or other representatives are responsible for insurance coverage for their property. APA will provide security guard service throughout the entire event, including the official periods of exhibit installation and dismantling. However, the furnishing of such a service is in no case to be understood or interpreted by exhibitors as a guarantee against loss or theft of any kind. Neither APA nor the Seattle Convention Center is liable for theft of or damage to exhibitor property.

Third Party Liability lnsurance for Contract Labor

Exhibitors that secure third party labor for installation and/or dismantlement of their exhibit booth space are required to provide APA with a copy of the Certificate of Liability lnsurance no later than Thursday, August 1, 2024. Send to: Carol Hall, Senior Manager, Event Sales, chall@apa.org.

Workers' Compensation Insurance

APA 2024 booth pricing does not include Workers' Compensation insurance. Exhibitors and/or any of their officers, agents, employees or other representatives shall maintain Worker's Compensation as required in Seattle and/or by the Seattle Convention Center.

Internet, Network, Wi-Fi, and Telecommunications

SmartCity is the exclusive provider of wired and wireless internet and networking for the Seattle Convention Center. Exhibitors that require internet, Wi-Fi, and/or telecommunications services in their booth may order them from SmartCity via the “OneView” Exhibitor Portal by Fern Exposition Services.

WiFi will be available in the APA 2024 Solutions Center, but APA cannot guarantee connectivity. Exhibitors that require a reliable internet connection for their exhibit should place an order for it with SmartCity.

The following two WiFi options are available:

• Option 1: Exhibitors can access the Wi-Fi in the trade show area for $79.99 per connection for one day. The speed is 3Mbps per device, which is intended for browsing and similar activities, not commercial transactions. Connect by choosing Exhibitor Internet on your internet-enabled device and then following the prompts.
  
  
• Option 2: For more robust connectivity and expert onsite support, SmartCity has scalable networks to meet exhibitor needs. 

Motorized Vehicles

Except for motorized vehicles driven to transport disabled guests or APA staff, motorized vehicles such as scooters or flatbed carts are not permitted in public areas or meeting rooms. The use of such motorized vehicles is restricted to the Solutions Center and/or the Seattle Convention Center loading dock and must be coordinated with Fern Exposition Services to ensure compliance with all regulations within the convention center.

Noise

Objectionable sound devices may not be operated in the APA Solutions Center. Engines or any other type of equipment may be operated only with the consent of APA’s Senior Director, Meetings and Events. APA exhibitors should be considerate of neighboring exhibitors when operating a sound system of any type.

Overhead Signage

Overhead hanging signs are allowed only for APA exhibitors that have secured an Island Booth configuration and are permitted to a maximum height of 20’ (measuring from the exhibit hall floor to the top of the sign). The maximum dimensions for overhead hanging signs are 10’ wide by 4’ high.

Overhead hanging signs/materials must comply with all fire regulations within the Seattle Convention Center.

Parking

Complimentary parking is available to exhibitors in Arch South Hand-Carried Freight (HCF) only if you exit within one hour. Exhibitors can have their parking ticket validated at the HCF Service Desk. Exhibitors who remain in the garage will be charged normal rates. No parking is allowed at the loading dock.

Personal Protective Equipment (PPE)

All APA exhibitors, service providers and APA staff members working on or within the vicinity of the show floor during move-in and move-out are required to wear closed-toe footwear and comply with all APA 2024 and Seattle Convention Center health and safety protocols (ref. Operating the Exhibits).

Sales Tax Nexus Laws: Washington State

APA 2024 exhibitors that sell merchandise from their booth are fully responsible for complying with all Washington State and City of Seattle sales and tax permit laws and requirements regarding the sale of merchandise inside the APA 2024 Solutions Center. 

IMPORTANT! Out of State Business Reporting Threshold and Nexus
Exhibitors that plan to sell merchandise from their booth and that do not have offices in Seattle or elsewhere in the state of Washington are required to complete a Business License Application to register their business with the Washington State Department of Revenue and other Washington State agencies.

For tax assistance, contact:
Washington State Department of Revenue Tax Information Office
(360) 705-6705

Telephone Information Center Hours: Monday to Friday from 8:00 a.m. PT to 5:00 p.m. PT

(except closed Wednesday’s from 8:00 a.m. to 9:00 a.m.).

Exhibitors that have registered their business with the Washington State Department of Revenue may accept check or credit card payments in their booth provided that:

a) All transactions are conducted in accordance with Seattle, WA and Washington State sales and tax
   permit laws and requirements.

b) All transactions are conducted in a manner consistent with the scholarly and professional nature of the
   APA convention. Cash transactions are strongly discouraged.

For every sales transaction, exhibitors must provide the following to the purchaser:

• A sales receipt that includes the exhibiting company name, address, and contact information as indicated on their APA 2024 exhibit space application.
  
• Information that confirms the return and refund policies for the purchased product(s).

Smoking/Vaping

The Seattle Convention Center is a smoke-free environment. This includes vaping, e-cigarettes or other similar devices. Smoking is prohibited in all areas of the facility, including parking garages, exit stairwells, and loading areas. Outside of the Seattle Convention Center, smoking is allowed 25 feet or more away from any doorway.

Solutions Center Security

As a courtesy, APA will provide security for the APA Solutions Center on a 24-hour basis during the entire APA 2024 exhibit period, including move-in and move-out dates. The furnishing of such a service is in no way to be understood or interpreted by exhibitors as a guarantee to them against loss or theft of any kind. Neither the APA nor the Seattle Convention Center is liable for, or carries insurance on, exhibitor property, displays, or fixtures. For this reason, exhibitors are encouraged to carry insurance coverage on their goods, including during transit to and from the show location.

After the official opening of the APA 2024 Solutions Center on Thursday, August 8, 2024, no one—including exhibitors—will be allowed to access the APA Solutions Center prior to 7:30am (this excludes the days designated for exhibit installation).

Storage of Exhibitor Freight / Materials

Goods/materials may neither be delivered in advance of the show’s official move-in time nor left after the show’s official move-out time. There is no onsite storage at the Seattle Convention Center.

Repacking material, empty boxes, cardboard or other combustible storage is prohibited throughout exhibit areas. No flat or empty cardboard boxes can be stored within or behind your booth. Full boxes of brochures and other literature for distribution may be stored underneath a table fronting the booth space.

Additional storage needs may be arranged by contacting Fern Exposition Services.

Subletting of Exhibit Space

APA exhibitors may not assign, sublet, or apportion all or any part of the exhibit space allotted to them by APA. Without written consent from APA’s Senior Director, Meeting and Events, materials other than those manufactured or distributed by the confirmed 2024 exhibitor in the regular course of business may not be displayed and/or promoted by the exhibitor or allowed by the exhibitor to be displayed and/or promoted by other persons or firms.

Union Jurisdictions

Exhibitors may unload/install/dismantle their own display material, provided they are full time employees. Should additional labor be required, labor for hire may be arranged through Fern Exposition Services, the APA 2024 official service contractor.

Loading docks are restricted for use only by Fern Exposition Services for the receipt and delivery of show freight. Loading docks are not available for use by exhibitors for the delivery of booth materials.

Official General Services Contractor, Decorator, Drayage Firm

The official general services contractor, decorator, and drayage firm for APA 2024 is Fern Exposition Services. 

Fern Expo Exhibitor Services: (800) 774-1251, ext. 1

Exhibitor Shipments

Exhibitor freight shipments must be sent prepaid and consigned to Fern Exposition Services. Shipping information for both advance shipments and direct-to-show shipments are available in the “OneView” Exhibitor Portal provided by Fern Exposition Services.

Advance Shipments to the Warehouse

Advance shipments to the warehouse are encouraged and must be shipped to arrive at the warehouse per the schedule and shipment address noted below. Exhibitors are responsible for ensuring that their advance shipments arrive at the warehouse by or before August 2.

July 8, 2024:            First day that the warehouse will accept advance shipments.

August 2, 2024:       Last day that the warehouse will accept advance shipments.

Advance shipments to the warehouse should be sent to the following address:

Advanced Freight
Fern Expo
RE American Psychological Association, Booth #_____
12610 Interurban Ave. S., #120
Seattle, WA 98168

Direct-to-Show Site Shipments: Wednesday, August 7

Information regarding Direct-to-Show Site shipments are included in the “OneView” Exhibitor Portal provided by Fern Exposition Services. Exhibitors may also contact Fern Expo Exhibitor Services for information, (800) 774-1251, ext. 1.

Exhibitor Booth Orders / “OneView” Exhibitor Portal

The “OneView” Exhibitor Portal is provided to exhibitors by Fern Exposition Services and will become available in spring 2024.. 

IMPORTANT:

• When the “OneView” Exhibitor Portal becomes available, an email from exhibitorservices@fernexpo.com will be sent to the Booth Contact that was designated by the exhibitor on their APA 2024 exhibit space application.
  
  
• APA 2024 booth space pricing does not include booth carpet, WiFi, electrical outlets, tables, chairs, or other booth furnishings. APA requires booth carpet. Exhibitors are responsible for ordering all items needed for their booth and displays. Please plan accordingly to avoid delays with your onsite booth set-up.
  
  
• The “OneView” Exhibitor Portal will include information, deadlines, pricing, and order forms regarding the following:
• Booth carpet (required by APA)
• Booth furnishings (tables, chairs, wastebaskets, etc.)
• Booth catering (provided by Aramark, the exclusive catering provider at the Seattle Convention Center)
• Shipping deadlines and addresses
• Union jurisdictions and regulations
• Internet and Wi-Fi services (Provided by SmartCity, the exclusive networking and telecommunications provider at the Seattle Convention Center)
• Audio Visual equipment rental
• Lead Retrieval (provided by X-CD Technologies, Inc.)
• Special work (such as carpentry, painting, additional signs, electrical work, etc.)
• Plant and floral options
• Payment terms
• Other details and links to information that are relevant to the exhibitors’ participation