Everything your team needs to plan your Showcase presence: deadlines, hours, shipping, setup, display rules, and policies. Please read this page in its entirety; all Industry Partners are expected to follow the guidelines here. Questions at any point: events@accis-wa.org or 360-706-1806. A downloadable PDF for your team is coming soon.
Your Partner Checklist
Dates That Matter
| Deadline | Action Required |
|---|---|
| Aug 28, 2026 | Split registration deadline (two organizations sharing one partnership) |
| Aug 28, 2026 | Refund cutoff: partnerships canceled before this date receive a 50% refund; none after |
| Sep 3, 2026 | Final logos and company materials (high-resolution or vector) due to events@accis-wa.org |
| Sep 27, 2026 | Hotel room block closes |
| Sep 25, 2026 | Partner pass registration deadline (every attending staff member) |
| Oct 2, 2026 | Presenter slides due (presenting tiers) |
| Oct 15, 2026 | All fees paid in full. Registrations with an outstanding balance after this date are subject to cancellation. |
| Oct 14–16, 2026 | Shipping arrival window at the resort (earlier arrivals may incur storage fees) |
Setup, Hours & Teardown
| Phase | When |
|---|---|
| Setup | Monday, October 19 · [time TBD]. That evening's opening reception is part of the attendee program. |
| Required · Full Day | Tuesday, October 20 · [hours TBD]. Required for all partners. The Showcase runs alongside the conference program, with attendee traffic during breaks, meals, and between sessions. |
| Required · Full Day | Wednesday, October 21 · [hours TBD]. Required for all partners; partners must remain through the close of Wednesday. |
| Half Day | Thursday, October 22 · [hours TBD]. A half day to close out the Showcase. |
| Teardown | [Teardown windows TBD]. Pack up only during a set window, after your last Showcase block. |
Stay Through Wednesday
Partners must be present for the entirety of Tuesday and Wednesday; please don't pack up while the Showcase is open. Early teardown or departure may affect your partnership standing and your presence at future ACCIS conferences. Teardown windows will be confirmed to registered partners.
Tabletop Exhibit Guidelines
Every partnership includes a 6-foot draped table with two chairs and complimentary conference Wi-Fi. The Showcase is a tabletop environment; there are no floor booths, and you have full functional use of the space behind and around your table. (Final table spec and placement are confirmed to registered partners.)
- Pop-up banners are welcome as long as they stay within your tabletop footprint, no more than about two feet beyond the table edge in any direction.
- Large banners, backdrops, and floor displays are not permitted, keeping sightlines and aisles clear for every partner.
- All signage must be self-supporting (easels and freestanding stands are fine). Nothing may be affixed to walls or ceilings, and no tape or adhesives on resort surfaces.
Power & the Whova Passport Program
Showcase Power
An electrical drop and power strip at your table for device charging, demos, and equipment. Included at the Knowledge tier and above; Showcase partners may add it for $150. Must be selected at registration to guarantee availability; it can't be added day-of.
Whova Passport Program
The conference's sole endorsed lead-capture method, run through the Whova app. When an attendee's passport is scanned at your table, their contact information is shared with you directly. Attendees who complete their passport are entered into a final-day prize raffle, keeping traffic moving through the Showcase. Complimentary at Knowledge and above; $500 for Showcase partners, selected at registration.
Want to donate a prize for the Passport raffle? Email events@accis-wa.org; donated prizes are featured in event promotions and Showcase signage.
Partner Passes
Partner Passes provide access to conference sessions, the Showcase, and networking events. Passes are not included in any partnership and are purchased separately at $350 per person (Step 2 of registration), with no sales tax on passes and a minimum of one per partnership and a maximum set by your tier. Up to 2 additional passes beyond your maximum may be available, subject to approval. Each staff member needs a unique individual email address, and all passes must be registered by Sep 25, 2026. Pass registration also collects each person's ADA accommodation needs, food allergies, and emergency contact information, so have those details ready. Register from the Partner Registration page.
Shipping Your Materials
To ship materials ahead of the conference, send packages to the address below. Include the event name and your organization name on every package so the resort can identify and hold them for your arrival.
Attn: Trixie Misenar, Convention Services Manager
ACCIS Fall Conference 2026 / [Your Organization Name]
2402 Auburn Way S.
Auburn, WA 98002
- Arrival window: Wednesday–Friday, October 14–16, 2026. The resort can hold materials up to 5 days before the conference; allow one business day of processing after delivery before your items are available. Items arriving before the window may incur daily storage fees.
- Return shipping: pre-label, pre-pay, and package your items, then leave them at the designated point; the resort ships them out per its standard process.
- Freight, pallets, or special arrangements: contact events@accis-wa.org before shipping.
Load-In Requirements
- All exhibits and deliveries must use the resort-designated loading areas only [loading dock location TBD]; please don't bring carts or freight through the main lobby.
- Move vehicles to parking immediately after unloading and before setting up your table; complimentary garage and valet parking is available.
- Partners provide their own dollies, carts, and handling equipment.
- Keep all pathways and emergency exits clear throughout load-in.
- Coordinate any technical setup needs with the events team during the setup window.
Giveaways, Gifts & Food
Giveaways Welcome
Promotional items and giveaways are welcome at your table. Attendees are public employees subject to Washington State government ethics gift limits, so please plan your giveaway values accordingly [per-item value limit TBD].
No Outside Food or Beverage
Outside food or drink may not be brought in or distributed; all food and beverage must come through the resort. This is a standard venue requirement that applies to all partners [final policy confirmed with the resort].
Overnight Security
Overnight security arrangements for equipment and materials left in the Showcase space are being finalized with the resort and will be confirmed to registered partners. In the meantime, plan to take valuables (laptops, demo hardware) with you overnight, and contact events@accis-wa.org in advance if your setup has special security needs.
Payment & Cancellation
- Payment is due in full by Oct 15, 2026 (or before arrival). Registrations with an outstanding balance after that date are subject to cancellation.
- Credit card: charges appear on your statement as e3 Creative, the conference's event management company.
- Invoice / purchase order: a commitment to pay within 30 days of the invoice, emailed automatically when you register. Missing yours? Email events@accis-wa.org.
- Check: payable to ACCIS · Attn: E3 Creative, PO Box 6104, Olympia, WA 98507. Returned checks and chargebacks incur a $35 processing fee.
- Cancellation: partnerships canceled before Aug 28, 2026 receive a 50% refund; cancellations on or after that date are non-refundable, and no-shows forfeit all fees.
- Transfers: partnership fees may be transferred to another organization or representative; email events@accis-wa.org to arrange one.
- If ACCIS must cancel the conference due to unforeseen circumstances, registration fees are refunded in full.
Attendee-side policies and the full registration terms are on the FAQ page.
Logistics current as of the latest update. Venue-specific details (dates, shipping, loading dock, hours) are confirmed directly to registered partners as they are finalized.