Information for Exhibiting at the NW Fire & Rescue Expo:

Potential Exhibitors – Sign up for a booth space by submitting the 2019 Fire Expo Exhibitor Contract to  nwfireexpo@gmail.com.  Want to know more about what is offered to exhibitors at the show? Read the 2019 Fire Expo Brochure.


Current Exhibitors – scroll down for all of the necessary exhibitor information, as well as the order forms for service providers.


Show Office Location & Hours

The Show Office is located in Meeting Room D101 at the north end of the Hall D lobby.

Office hours
Wednesday, May 15, from 8:00 a.m. to 6:00 p.m.
Thursday, May 16, from 7:30 a.m. to 4:30 p.m.
Friday, May 17, from 7:30 a.m. to 2:30 p.m.

Exhibitor Food Options
Lunch tickets will be included with exhibitor name badges. These can be redeemed at the concession stand for a free lunch option each day of the show.

Donuts and coffee will be supplied on both Thursday and Friday morning in the Exhibitor Lounge located in D201, upstairs in the lobby of Hall D.


Important Dates

March 10, 2019 – Remaining booth rent due (invoices sent in February)

April 12 – Deadline for articles/advertisements for Show Edition of The 5th Alarm.

April 15 – Exhibitors are encouraged to make motel reservations.

April 15 – Exhibitor form deadline! Turn in forms for Name Badges & Parking Passes.

April 20 – Early Order discount deadline for Show Contractors (date subject to change)

April 25 – Show Edition of The 5th Alarm printed and mailed out.

May 15 – Show Set-Up and Move-In

May 16-17 – 2019 Northwest Fire & Rescue Exposition


Booth Construction & Arrangement
No part of an exhibit shall extend outside of the exhibit space boundary. All materials and display products and services must be contained within space assigned to the exhibitor per the completed agreement.

The Portland Fire & Rescue safety regulations in conjunction with the insurance carriers must be observed.

Combustible materials, flammable oils or gases and explosive materials are not permitted without the written approval of the Fire Marshal.

No exhibit space may span an aisle by roofing or floor covering without the prior arrangement with the Northwest Fire & Rescue Exposition Show management.

All floor space must be protected from any possibility of damage to floor finish, i.e., oils or other substances that could drip from apparatus and/or portable motors. In addition, for the safety of the public, spray-on polish enhancement products (for tires, vinyl or rubber) may NOT be used in any building.

There are no height restrictions as long as the display is within the exhibit space and does not block the view of adjoining booths.


Booth Equipment
Each 10 x 10 booth includes the following equipment:

        • 8′ high drape back wall and 3′ high draped side rails.
        • (1) 8′ table with white table cloth
        • Two (2) chairs are provided for each booth
        • One (1) 5 amp 120-volt receptacle provided. If you have special electrical needs, fill out the Electrical Services Rental Order Form found under Exhibitor Services. Special electrical hook-ups will need to be paid directly to Hollywood Lights.


Subletting of Exhibit Space
Exhibitors may not assign, sublet, or apportion the whole, or any part of the space allotted to them. Exhibitors may not advertise, or display goods and/or services other than those manufactured or sold by them in the regular course of business without the consent of the Northwest Fire & Rescue Exposition show management.


Cancellation of Exhibit Space
If written cancellation of space is received by February 1, 2019 a full refund will be made. No refunds are made for cancellations after February 1, 2019. Space not claimed or occupied by 8:00 a.m. Thursday, May 16 may be resold or reassigned without obligation on the part of the Northwest Fire & Rescue Exposition show management.


Cleaning Exhibit Space
Aisles will be cleaned daily and aisle trash containers are emptied. Each exhibitor must maintain the space assigned to him or her in good order.


Food and Beverage
No outside food or beverages may be distributed by exhibitors except individually wrapped candies.


Booth Move-In & Set-Up
Booths will be available for move-in and set-up by 8:00 a.m. Wednesday, May 15. You may drive in and unload your equipment and materials at your booth until 11:30 a.m. At 11:45 a.m. you will be ask to remove all vehicles from the exhibit halls so that the apparatus can be moved in. You may continue to have materials moved to your booth by the forklift. A forklift and driver will be available all day to assist you in moving and lifting materials. We will be open for move-in and set-up until 6:00 p.m.


Booth Dismantling
No packing of equipment, literature or dismantling of exhibits until after the official closing of the show at 2:00 p.m., Friday, May 17. Failure to comply will cost your place on the Priority List and/or your exhibit space for the 2020 Fire Expo. As soon as the large apparatus is off the floor, crates will be delivered by forklift to your booth and exhibitors will be able to drive other vehicles into the exhibit halls for loading. All equipment and apparatus must wait for the aisle carpet to be removed before exiting the building.

All exhibits must be dismantled, packed and cleared from the Exhibit Hall by 7:00 p.m. Friday, May 17.


Apparatus Move-In/Move-Out
All apparatus will be cleaned before leaving the staging area and ready one hour before move-in, which is scheduled to begin at 12:00 noon. The washing area is located in the loading docks located at the rear of Hall D. For your convenience, hoses and water will be available in the staging area. NO silicon based cleaning products will be allowed in the Exhibit Halls!

The staging area will be located in the rear parking lot behind the Expo hall. The staging officer will be lining apparatus up in the order they will be entering the exhibit halls. Check with the staging officer for your place in line. Please be on time.

Area A, B, and F South Door Move-in
Area J North Door Move-in
Area G, C, and D South Door Move-in
Area K North Door Move-in
Area H and E South Door Move-in
Area L North Door Move-in
Area I, O, and P South Door Move-in
Area M North Door Move-in

Outside apparatus space will be available for additional units not in the exhibit halls, equal to the amount of space purchased in the exhibit halls, as well as used equipment. Final placement of outside space will be under the direction of the Expo Staff and will be done after all inside apparatus is in the exhibit halls.

Staging information will be sent out to all large space exhibitors prior to the show. When received, please review this information, as it will be different from past years due to the change in exhibit halls.

Apparatus will move-out of the buildings in reverse order from move-in. Do not drive over aisle carpet


Fire Regulations
Displayed motorized vehicles shall comply with the following and may also have to comply with any additional rules and regulations required by the Fire Marshal:

              • No vehicle may be started or operated within any assembly building during show hours.
              • Vehicles displayed inside a building or tent cannot contain more than ¼ tank of fuel or five (5) gallons of fuel whichever is less.
              • All fuel tank openings shall be locked or sealed in an approved manner to prevent escape of vapors.
              • Batteries shall be disconnected. Connections shall be taped to prevent arching. A master battery disconnect switch is acceptable.
              • Adding or removing fuel, on site, is prohibited.
              • Liquid petroleum fuel tanks shall be removed.
              • Vehicles shall not be moved during show hours.
              • Tents or trailers inside the exhibit hall must have a working smoke detector.


Exhibit Inspections
The Portland Fire & Rescue will conduct compliance inspections during event. These inspections may include:

              • A walk-through inspection with show management or it’s authorized representatives prior to the move in/set-up period.
              • Inspection of the exhibits during move-in/set-up period.
              • Once the exhibit has opened, periodic inspections may be made to insure compliance with all fire regulations.

NOTE: Complete set of Fire Safety Requirements available in the show office. Fire Regulations subject to change. Companies found in violation of the Fire Safety Requirements may be fined.


Outside perimeter security is provided on the following schedule:

Wednesday, May 15, 6:00 p.m. until
Thursday, May 16, 7:30 a.m.

Thursday, May 16, 4:00 p.m. until
Friday, May 17, 7:30 a.m.


Decorator Service
DWA Trade Show Services will provide decorator service.  DWA Order Form


Drayage Service
Drayage service will be provided through DWA Trade Show Services. Contracts and instructions for shipping your booth materials to and from the Expo Center are enclosed. DWA Trade Show Services will handle any forklift operations required to move your shipment from the carrier to your booth space. If you are shipping by private truck or by another carrier, materials and supplies cannot arrive before Wednesday, May 15.


Electrical Service
Hollywood Lights, of Portland, will provide electrical service. Each booth will come equipped with a 5 amp 120 volt outlet. For special electrical need above what is provided, see the Electrical Services Rental Order Form


Lead Retrieval Service
Action Registration will be handling our registration services again this year. If you would like to use their Lead Retrieval Service, their order form:  NWFire_OrderForm_18.


Exhibitor Lodging
A block of rooms have been reserved for exhibitors at these hotels:

              • Portland North Harbour – Courtyard
                1231 North Anchor Way, Portland, OR 97217
                503-735-1818, 800-321-2211. – rate: $142/night
              • Portland North Harbour – Fairfield Inn & Suites
                1200 North Anchor Way, Portland, OR 97217
                800-228-2800. –  rate: $124/night
              • The Best Western Inn at the Meadows
                1215 N. Hayden Meadows, Portland, OR 97217
                503-286-9600. – rate: $108/night

Exhibitors are encouraged to make motel reservations prior to April 15, 2019

NOTE: be wary of any third party attempting to make hotel reservations for you, they charge additional fees and are not sanctioned by the NW Fire & Rescue Expo.


Exhibitor Forms

2018 Name Badge Form

2018 Parking Pass Form

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