PACIFIC NORTHWESTEXHIBITOR FAQs

Your booth display must fit into your purchased space. This includes any weights that secure your tent down, display items, vehicles, and trailer (if applicable). 

QUIET HOURS: Quiet hours start at 10 pm and are strictly enforced.  

MUSIC: Very low volume music is acceptable, but do not disturb your neighboring exhibitors. 

DISPLAY: Your display must be a family-friendly exhibit. Absolutely no profanity, no sexual content (including innuendo), no scantily clad “spokespersons” either in person or in pictures, and no copyright infringement upon the Overland Expo logo / brand is allowed. 

GENERATORS: Exhibitor Generators are allowed as long as they are quiet. If your generator is loud, you will be asked to turn it off during show hours. If you are camping in your booth, your generator must be turned off by 10 p.m. If you are carrying extra fuel in your booth for the generator, you are also required to have a fire extinguisher. 

EXHIBITOR LOAD-IN FOR ALL EXHIBITORS: 

• Wednesday, June 25, 2025, Noon to 6pm: No early arrivals will be allowed in until NOON, other than large semis. If you will be bringing a semi for your booth space or product, then please contact your sales representative before the event so they may expect your arrival. If you have a trailer that is part of your booth display, we highly encourage you to arrive and place the trailer in your booth space on Wednesday. 
• Thursday, June 26, 2025, 8am to 6pm: Load-in will continue.
• SEMI RIGS need to arrive by 9am on Wednesday to get placed before we start load-in at noon.  
• Moving in or setting up will not be allowed on Friday before gates open. All exhibitors must be moved in and set up by Thursday 6:00 p.m. 

EVENT HOURS: 

• Friday – 8am-5pm 

• Saturday – 8am-5pm 

• Sunday – 9am-3pm 

Exhibitors are to be in their booths and ready to go before Event opens. We suggest that you arrive no later than 30 mins before Event opening to be prepared for the crowd. 

DISPLAY VEHICLES: 

• Display vehicles are vehicles that are part of a booth display, that fit into the booth dimensions and have been designated with a “Display Vehicle” hang tag. 

• If the vehicle does not go into your display space, then it does not come into the show area.  All other exhibitor vehicles must be parked in the designated exhibitor parking lot and are required to have a parking pass. If in need of a parking pass, please purchase one in the Show Office.  

• Display Vehicles will be allowed to enter the show area for booth space placement from 6 a.m. – 7 a.m. on event days (7 a.m. – 8 a.m. on Sunday).   No other vehicles are permitted to enter the show gate / area on event days other than the display vehicles with display vehicle hang tags.  

• No vehicles will be permitted to enter the show area after 7 a.m. on any event day.  There will be no exceptions.  Any display vehicles arriving after 7 a.m. on an event day (8 a.m. on Sunday) will only be permitted to park in the designated exhibitor parking lot.  

• Display Vehicles are not permitted to leave the show area until an hour after the event has closed to the public due to safety purposes.  

• It is highly encouraged to leave any Display Vehicle in your booth all weekend (instead of driving this vehicle back and forth into town/hotel) to avoid any issues with getting your Display Vehicle back in your booth space. 

THURSDAY, FRIDAY, AND SATURDAY FROM 5 – 7 PM: All nightly Happy Hour events will take place at the Oasis Bar & Food Court. Show your exhibitor badge to receive a free drink ticket to the bar. Alcoholic and non-alcoholic options are available.  

Arrival documents will be available approximately 30 days out from the event. We will send them out to the main contact email that is registered within the exhibitor portal.  

If you need to change your main contact in the system, please contact your sales representative to take care of that for you. 

PRODUCT PICKUP: If you have sold an oversize item that your customer will need help bringing to their campground / car, then call this number and a member of our staff will be able to assist with a shuttle / cart.   

AFTER-HOURS SECURITY: If you are in need of assistance from security after show hours (overnight), then call this number and our roaming security will immediately assist you on-site. 

You must inform Show Management of any intent to host a gathering that includes the distribution of alcohol on venue premises and obtain a permit. Any serving of alcohol must be organized and managed through the event venue.   

Due to liquor licenses and rules set by the Alcohol and Beverage Commission in each state, there are strict rules on distribution of alcohol.  Any organized party not registered with Show Management and not complying with the rules will be considered illegal and dealt with by the County Sheriff and will be shut down immediately.  There is no distribution of alcohol allowed on venue premises via any other channel other than the event venue’s alcohol provider. 

For Set Up Before the Show:    

• Please break down all the cardboard and leave it at the end of your aisle.  The clean-up crew will come by and grab it prior to opening the next day.     

• Any additional trash that is not cardboard can be placed in dumpsters and trash cans surrounding the event.     

• Trash cans will be located at the end of aisles, so that no exhibitor has a trash can in their booth.   

• If you would like an Overland Expo Foundation trash bag to keep in your booth, please inquire at the Show Office.   

For Tear Down at the End of the Show:   

• Please break down all the cardboard and place it in your booth space.   

• Please do NOT leave behind concrete blocks, sandbags, wood chips or gravel.  If you do not want to take them with you, please place them in a dumpster.  

Parking is complimentary at the Deschutes County Expo Center however exhibitors will be provided with parking passes to access a special exhibitor parking lot.  

Display Vehicles (vehicles that will be on display in your booth) will receive a hang tag to enter/exit the event gates.  Please see Display Vehicles rules under “Load-In & Event Hours.” 

Exhibitors who attempt to leave early damage the show, create a dangerous environment for attendees, and harm attendance prospects for future shows. There are attendees that purchase Sunday passes, expecting to see a full show, and we must provide them with the same event and exhibitor experience.   

Early departures will mean you will forfeit your space for future shows. Keep in mind, we are a sold out event, plus waitlisted 200+ exhibitors. If you personally are not attending the show, then please make sure your staff is aware of this. We will have staff on hand to record any early departures.