IANDS 2026 CONFERENCE EXHIBITORS INFORMATION RULES/ EXPECTATIONS: Booth spaces include a 6’ table and two chairs. A cocktail reception will be held in and around the exhibit area. The exhibit area will be shared by the IANDS bookstore. To reserve an exhibit space, please complete the application that will be reviewed. IANDS is looking for exhibitors who are mission-consistent with the work that the organization is promoting. Specifics about Exhibiting: Exhibitor Hours: Set Up: Wednesday August 26th at 9:00 am Exhibit Hours: Thursday, Aug. 27th, Friday, Aug. 28th, and Saturday, Aug. 29th, from 9 am to 7 pm, and Sunday, August 31st, from 9 am to 3:00 pm. We expect your vendor table to be staffed during open hours. If the table needs to be left completely unattended, please keep it to an hour or less. You may bring an extra person(s) to assist at your vendor table. The vendor ticket does not include conference registration and events. You may purchase a registration ticket separately for conference events, which is designated by a special Conference Name Badge. This Conference Name Badge may be shared (alternated) with the person who assists staffing your booth. (Extra events not covered in the registration include Lunch with Speaker, Healing Sessions, Fundraising Banquet and Workshops. They may be purchased separately.) INCLUDED IN VENDOR BOOTH: Includes 6’ table and two chairs w/ table cover/cloth & trash can, Electricity not included. May bring battery powered lights – tabletop lamps, etc., WiFi connection provided, Ship to hotel (not recommended) Shipment and storage to hotel will be at vendor’s expense. Visibility on the IANDS Exhibitor section of the conference website App, conference.iands.org, including: * Your logo * Description of your business * Your Website link * Contact info for your business * Photo(s) of items or store (optional) (please send the above if you have not already given to us with your application) Your logo will be rotated on the screen during conference Live Stream intermissions and included in post-conference Video on Demand recordings. Also, your logo with URL link will be displayed on the image rotation carousel of our conference website. We expect your vendor table to be staffed during open hours. If the table needs to be left completely unattended, please keep it to an hour or less. You may bring an extra person(s) to assist at your vendor table. The vendor booth does not include conference registration and events. You may purchase a registration ticket separately for conference events, which is designated with a Conference Name Badge. This Conference Name Badge may be shared (alternated) with the person who assists staffing your booth. (Extra events not covered in the registration include Lunch with Speaker, Healing Sessions, Fundraising Banquet and Workshops. They may be purchased separately). Restrictions / Exclusions: No Music/sound, PA/speakers No candle, incense burning, or diffusers No distracting/obtrusive/flashing lighting No wall hangings – must have their own display system (nothing allowed on walls) You are responsible for following the sales tax requirements for Bellevue, WA. Liability: Exhibitor assumes all responsibility for damages to the exhibit area caused by their negligence. The exhibitor agrees to keep and hold harmless the hotel, IANDS, their management, agents and employees from any and all claims, liabilities and losses for injury to persons or damage to property arising in connection with the exhibitor’s use of the exhibit space. Neither the hotel, IANDS, nor any staff or volunteer member of the above will be responsible for the safety of the exhibits from theft, damages by fire, water, vandalism or other causes. However, all reasonable precautions will be taken by show management to protect the exhibits from such losses. ITEMS SHIPPED AND STORED AT HOTEL WILL BE AT VENDOR’S EXPENSE. Information for shipping to the hotel and hotel policies for exhibiting are included in the next section below. IANDS Refund Policy for Exhibitor tables: Written cancellations received Ninety (90) days or more prior to the event a full refund will be given less a $100.00 processing fee. Sixty (60) days to eighty-nine days (89) days prior to the event a fifty (50) percent refund. Fifty Nine (59) days or fewer priors to the event there is no refund. No-shows are not refundable. Other Items: The vendor ticket does not include conference registration and events. You may purchase a registration ticket separately for conference events, which is designated with a Conference Name Badge. This Conference Name Badge may be shared (alternated) with the person who assists staffing your booth. (Extra events not covered in the registration include Lunch with Speaker, Healing Sessions, Fundraising Banquet and Workshops. They may be purchased separately.) No refunds will be issued. Substitutions are acceptable with a $25.00 processing fee. IANDS Right to Cancel: If IANDS determines it to be impractical or inadvisable to hold the event for any reason, including terrorism, acts of war, or other events commonly categorized as force majeure, IANDS shall have the right to cancel the event. Written request for refunds or to transfer funds to the next show will be honored for a 100% refund in the event IANDS cancels the event. If IANDS changes the venue thirty (30) days or less before the event all written requests for a 100% refund will be honored. Refunds refer to the amount of money IANDS received from your company for purchasing booth space. GUIDELINES FOR SHIPPING AND RECEIVING BUSINESS PACKAGES AND MATERIALS Please feel welcome to send any business packages or materials to the hotel prior to your arrival. We will receive them on your behalf and have them in safekeeping until your check in, at which point you can request they be brought up to your room or event space. INBOUND RECEIVING/SHIPPING: As a guide, please address the package(s) as follows: ATTN: YOUR NAME & Hold for Arrival (date) Hyatt Regency Bellevue 900 Bellevue Way NE Bellevue, WA 98004 All business packages should also include a label with the following information: • Company name • Your name • Event name • Tradeshow dates • Function room • Event Planning Manager (Larry Cooper) • If shipping multiple boxes please label 1 of 10, 2 of 10 etc. 1. Bring Tracking Numbers with you! These are critical to locating a package or determining if they are in transit. 2. Come prepared with all pertinent shipping information (carrier, company, name on package, quantity, basic description, etc.). This will aid in the location of your packages in a timely manner. 3. It is highly recommended you create and bring with you the return shipping labels to make shipping your items back a smoother process at the conclusion of your event. 4. If you are a guest of the hotel and wish to pick up your package upon check-in please label the package(s) as a Guest Package with your name only (do not reference the event). The package(s) will be stored by the front desk for you to request at time of check-in. 5. If you would like your package(s) delivered to the exhibit area you must label as noted above with event information. The hotel will make every effort to deliver your package(s) by setup time to the exhibit area based on vendor lists and maps provided by event management. 6. If at any time you need your package(s) please ask for an Event Set-up representative or Meeting Concierge and they can assist in pulling your package(s). 7. Deliveries for events will be accepted 5 business days prior to the event. All vendors will be responsible for their own shipping/receiving charges as follows in addition to charges incurred through shipping provider (i.e. FedEx, UPS, etc.). They will also be subject to the following handling fees: $10.00 per box weighing less than 25lbs, $15.00 per box weighing 25- 100lbs, $30.00 per box weighing more than 100lbs, $200 for each pallet the hotel ships and/or receives. Storage of both boxes and pallets is complimentary for up to 5 days prior to the start date and following the event end date. Additional days will be charged $5 per day per box and $25 per day per pallet and will be stored only if secure storage space is available (this space is limited). DRAYAGE COMPANIES\FERN: 1. When groups ship through a drayage company, those packages, pallets etc., are handled exclusively by them. Please make sure you have their contact information to coordinate the delivery of the packages to the event space. Hyatt Shipping & Receiving personnel do not have access to this information. SHIPPING COMPANIES: To schedule pickups with FedEx and UPS: FedEx 1-(800)742-5877 UPS 1-(800)463-3339. Deliveries are Monday – Friday throughout the day. OUTGOING SHIPPING PROCEDURES AND INFO: 1. It is highly recommended you create and bring with you the return shipping labels to make shipping your items back a smoother process at the conclusion of your event. a. Paper shipping forms for FedEx\UPS are available if needed. b. All hand written paper shipping labels must include account information for payment. c. It is the responsibility of the shipper to keep their copy of the shipping label for tracking purposes. d. Hyatt does not have the ability to track outgoing shipments that are not on our accounts. e. After you have securely packaged your boxes and labeled them you may leave them at your booth/table and we will relocate them to the loading dock to be shipped out. f. ONLY packages which are clearly labeled with payment information will be shipped. g. If shipping out through FedEx or UPS, it is the responsibility of the shipper to schedule a pickup online or call for a pickup of your packages. 2. All arrangements with private carriers are the responsibility of the individual exhibitor. Please ensure you have made the appropriate arrangements including a pick-up time on the last day of the event. 3. Your package(s) must be relocated to the loading dock and will need to be picked up the morning after your event if arrangements cannot be made day of due to the carrier or show hours. Note: The only shipping materials available on-site are FedEx and UPS bill of ladings. The hotel does not have shrink wrap, packing tape, packing foam, etc. available for exhibitor use. LOADING DOCK INFORMATION • Hyatt Shipping \ Receiving Hours of operation: Monday-Friday 6:30am – 3:30pm. Loading dock gates are closed daily between 11:00pm and 5:00am. If the gate is closed, please contact security by pushing the button located at the gate for access. • Hyatt Shipping\Receiving is at the bottom of the ramp straight ahead. Look for the sign “Hyatt Shipping\Receiving” and park next to either side of the yellow painted walls. This is level P2. • The south side of the loading dock belongs to Bellevue Collection, therefore all Hyatt deliveries need to unload in one of the two bays that belong to Hyatt. • The hotel has a loading dock lift gate for use. Maximum weight capacity is 5,500 lbs. • Truck Size Limitations: 40ft Truck without adjustable axle, 48ft Truck with adjustable axle. Loading Dock Policies: • Loading Dock is for loading/unloading vehicles only. No long-term parking on the loading dock is permitted. • The hotel does not own a fork lift or lend any equipment (electric or manual pallet jacks, hand carts, flatbed carts etc.) No deliveries are permitted via the front drive of the hotel or at the front desk. DIRECTIONS TO THE LOADING DOCK There are three (3) freeways that access the hotel. I-90 (East-West) I-405 (North, South) State Route 520 (East-West) If you are approaching the hotel from a location North or South of Bellevue, take I-405. If you are approaching from downtown Seattle, take I-90 or State Route 520 (East-West). I-405: I-90 EASTBOUND: Take NE 8th Street westbound. Take I-405 North. Take NE 8th Street westbound. S.R. 520 EASTBOUND: Take I-405 South. Take NE 8th Street westbound. HYATT REGENCY BELLEVUE 900 Bellevue Way Northeast | Bellevue, WA 98004 | 425.462.1234. From I-405: ▪ Turn right onto 106th Avenue, after taking NE 8th Street exit heading west ▪ The loading dock entrance will be on your left hand side before you get to NE 10th St. ▪ Head down the steep ramp, which will read “Bellevue Place” ▪ Drive straight ahead to the double gray doors that read “Hyatt Regency Bellevue” (you are now located on level P2) ▪ Freight elevators for the Olympic Tower, Evergreen Ballroom 1st Floor and Grand Ballroom 2nd Floor, are located on the right hand side. Freight elevators for the Cascade Tower, Cedar and Regency Ballrooms 2nd Floor, are located straight through the grey double doors then to your left. PARKING INFORMATION Parking entrances are located on NE 8th Street, Bellevue Way NE and NE 10th Street. Parking validation is provided by Hyatt for up to 3 hours of complimentary self-parking. Valet is not included. Parking is complimentary beginning Friday after 8:00pm through Sunday at midnight. Oversized Vehicles: • Vertical clearance inside the garage is 6’10” • Vehicles more than 14’ long cannot access the parking garage • The garage cannot accommodate trailers of any size • Alternate parking for oversized vehicles can be arranged if notification is received at least one week in advance. Self-Parking Rates: * Friday and Saturday night stays: Complimentary * Other stays, with in and out privileges $35.00 daily * Valet Parking Rates: In and out privileges $45.00 daily ADDITIONAL SIGNAGE INFORMATION Hyatt Regency Bellevue’s display rules and regulations are based on a philosophy that all Exhibitors should be given an equal opportunity to present their product to their audience in an effective manner. The following applies to all Exhibits: Adhesives – No pins, tacks or adhesives of any kind are permitted on any wall, door or column. Signs/Banners – All hanging signs must be professionally made and conform to show management rules, regulations and ceiling limitations.