Please read carefully as the purchase of a Trade Show Booth (“Booth”) and/or Sponsorship (“Sponsorship”) and/or Individual Registration (“Individual Registration”) is acceptance of these Terms and Conditions and applies to all Exhibitors, Sponsors and Attendees at WineVit® (“event”) and the WineVit® Trade Show (“event” and/or “Trade Show”). Acceptance of Terms and Conditions: Payment for a Booth by an exhibitor (“Exhibitor”), Sponsorship by a sponsor (“Sponsor”) or Individual Registration by an attendee (“Attendee”) constitutes acceptance of the following terms and conditions outlined below. Upon acceptance of your purchase by the Washington Winegrowers Association (referred to hereafter as “Winegrowers”), this agreement shall constitute a binding contract for the purchased Booth, Sponsorship or Individual Registration, as applicable, at WineVit®, the Winegrowers Annual Convention and Trade Show.

Cancellation/Refunds: Sponsors and Exhibitors may cancel their respective Trade Show booth; however, Winegrowers (i) will only provide refunds of 75% of the total fee for booth cancellations requested and approved prior to 10/31/23 at 11:59pm, and (ii) Winegrowers will provide no booth refunds for cancellations requested on or after 11/1/23 at 12:00am.   Sponsorships will not be refunded regardless of the date of request.  Note: Those with a booth as part of a Sponsorship package will NOT receive a refund, regardless of the date of cancellation. 

Cancellation/Refunds: Attendees may cancel their respective Individual Registration at any time. However, Attendee registrations will not be refunded regardless of the date of request.  NOTICE: Transfer of registration to another attendee is allowed at any time.

Exhibitors must contact Winegrowers by email to tradeshow@wawinegrowers.org for all booth cancellation requests. Cancellation requests are not processed until Winegrowers has confirmed receipt of your request. The date the cancellation is processed and confirmed will be the official cancellation date. For questions regarding this policy, call 509-782-8234. Winegrowers may reassign any booth space not occupied during the Trade Show, or for which special arrangements have not been made with approval by Winegrowers staff by 7:30 am Tuesday.

This policy applies if the event is cancelled for any or no reason, whether by Winegrowers or the venue, including, but not limited to, weather, pandemic, epidemic, or government rules or regulations. For clarification, no refunds will be provided by Winegrowers after 10/31/2023 even if Winegrowers is the party cancelling the Booth, Sponsorship or Individual Registration and whether Winegrowers cancels the entire event or just a portion of the event.

Non-Contracted Booth Space: Participating Exhibitors have the exclusive right to promote or sell goods or services at the Trade Show at their designated booth. All other parties who attempt to make sales solicitations will be removed from the event. Exhibitors are asked to report any infraction to Winegrowers staff so action can be taken.

Sharing Booth Space: Exhibitors are not allowed to share or sublet booth space. Exhibitors that share owners/staff/etc. are required to purchase separate booths. Note: manufacturer representatives do not constitute booth sharing or subletting.

Restricted Booth Activities: Exhibitors are allowed to demonstrate their equipment in their Booth with the exception of equipment that interrupts neighboring exhibitors as a result of noise level, or any other nuisance. If any Exhibitor complains of a neighboring Exhibitor’s noise or nuisance, immediate action will be taken and the offending Exhibitor will be prohibited from demonstrating such equipment.

End Caps and Side Walls: Exhibitors are not allowed to block visibility to Booths in front of, behind or near their Booth.

Alcohol or Food Service: If your product or service necessitates alcohol samples, please contact the Winegrowers office before October 1 to complete a Request to Serve form. A state permit is required. Unauthorized outside food or beverage service is not allowed.

Unattended Booths: Booths must be attended at all times during open hours. Booths left unattended for more than 60 minutes are considered “abandoned” and may be resold at the discretion of Winegrowers.

Distribution of Marketing Material and Marketing-Related Activities: Circulars or advertising materials of any description may be used or distributed only within the Booth assigned to the Exhibitor presenting such material. Only Sponsor literature published or approved by Winegrowers may be distributed at the registration area, meeting rooms, or Trade Show areas.

Terms of Payment: Sponsorships, Trade Show Booths, and attendee registrations must be paid in full within 30 days of registration. Winegrowers reserves the right to cancel unpaid Booth reservations at 31 or more days after registration.

Late Set Up/Early Tear-Down: Setting up a Booth late or tearing down early not only disrupts the Trade Show and detracts from neighboring booths, but does not comply with fire marshal rules. For this reason, NO ONE is allowed to set up a Booth after 9:00 am Tuesday, or tear down a Booth before 4:00 pm Wednesday. A fine of $250 will be assessed for late set up and/or early tear-down, to be paid for by Exhibitor. Failure to pay the fine(s) may result in denial of participation in the following year’s Trade Show. Heavy equipment (equipment requiring a hand truck or forklift to move in) must be moved in Monday between 10:00 am and 5:00 pm.

Booth Change Fee: A fee of $75 will be assessed for any Booth location changes that are requested by Exhibitor and approved by Winegrowers after January 1, 2024.

Compliance with Laws/Standards. Each Attendee, Sponsor and Exhibitor will ensure that each of its employees, agents and contractors, comply with all federal, state, and local laws, rules, standards, regulations and ordinances ("Laws"). Each Attendee, Sponsor and Exhibitor shall be solely responsible for obtaining any necessary licenses, permits or approvals required under any Law and for paying all taxes (including all sales taxes), license fees, use fees, or other fees, charges, levies or penalties that may become due to any governmental authority in connection with participation in WineVit® and the Trade Show. 

Indemnification and Waiver. Each Exhibitor, Sponsor and Attendee (each, an “Indemnifying Party”) agrees to indemnify, defend, and hold harmless Washington Winegrowers Association and Winegrowers’ employees, directors, officers, contractors and agents from and against any claims, actions, lawsuits, proceedings, damages, penalties, losses, expenses, costs or liabilities including reasonable attorney fees, related to or arising out of (i) an act, omission, negligence or willful misconduct of Indemnifying Party or its employees, contractors or agents, (ii) an actual or alleged violation of any law, policy or rule applicable to the trade show by Indemnifying Party or its employees, contractors or agents (iii) the actual or alleged infringement of any third party intellectual property rights by Indemnifying Party or its employees, contractors or agents. This provision shall survive any termination or expiration of the Agreement.

By attending WineVit® and/or the Trade Show as either an Exhibitor, Sponsor or Attendee, each Exhibitor, Sponsor and Attendee voluntarily assumes the risk that such Exhibitor, Sponsor and Attendee and its employees, agents and contractors may be exposed to or infected with COVID-19 and that such exposure or infection may result in personal injury, illness, permanent disability, and death. Each Exhibitor, Sponsor and Attendee understands that the risk of becoming exposed to or infected by COVID19 at WineVit® and/or the Trade Show may result from the actions, omissions, or negligence of others, including but not limited to Winegrowers’ employees and other guests. On behalf of each Exhibitor, Sponsor and Attendee, such Exhibitor, Sponsor and Attendee hereby releases, covenants not to sue, discharges, indemnifies, and holds harmless Washington Winegrowers Association, their officers, directors, employees, agents, representatives, and assigns of and from the all liabilities, claims, actions, damages, costs, or expenses of any kind arising out of or relating to COVID-19.

Liability for Damage. Exhibitor will be liable for any damage caused in any manner, including by fastening displays or fixtures to the building floors, walls, columns or ceilings. Exhibitor may not apply paint, lacquer, adhesive or any other coating to building walls and floors. Winegrowers is not responsible for the safety of or any loss, theft, destruction or damage to property, or for any injury to, Exhibitors, Sponsors or Attendees or any of their employees, agents or contractors for any reason, including without limitation, due to theft, fire, water, vandalism or other causes. Exhibitors, Sponsors and Attendees waive all claims against Winegrowers, and releases Winegrowers from all liabilities, with respect to same. It is each Exhibitor’s, Sponsor’s and Attendee’s responsibility to insure its property against loss and theft. Security personnel will be on duty at the Trade Show after official Trade Show hours. Winegrowers will use commercially reasonable efforts to ensure that only persons with proper identification badges shall be allowed in the Trade Show until the Trade Show becomes open to the public during the free admission period after lunch each day.

Acceptance of Terms and Conditions:  

By accepting the terms and conditions, the Participant agrees to abide by all of the governing terms and provisions described above. Additionally, the Participant acknowledges having read and understood the terms and conditions. The Participant must acknowledge his or her agreement to abide by the terms and conditions by executing electronically or, if otherwise instructed by the Washington Winegrowers Association, by printing and signing a paper copy, and returning it to the appropriate Washington Winegrowers Association representative.