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• ADHESIVES

Licensee and exhibitors shall be responsible for utilizing Shur Tape or Bron Tape BT-100 or BT-105. Use of other tape not approved by the Oregon State Fair and Exposition Center will result in additional labor charges to remove adhesive residue from facility carpet and/or concrete floors.

• ALCOHOL CONSUMPTION

The consumption of alcoholic beverages is restricted to the licensed area and only during those times as concession stands are open or through the contracted in-house food and beverage company. For safety reasons, alcohol consumption is not permitted during set-up and move-in/move-out times.

• ANIMALS

Pets or other animals, with the exception of guide dogs, are not permitted in OSFEC buildings except as an approved exhibit, activity or performance legitimately requiring use of animals. The request for approval for such animals to be in the premises must be received in writing in advance and be approved by the OSFEC Director or designee.

• AUDIO/VISUAL SERVICES

Limited in-house Audio/Visual services are available. We can handle basic meeting room needs. For price quotes and detailed information reflecting your specific event needs, please contact your Event Representative.

• BALLOONS

No lighter than air balloons shall be permitted in the facility without the express written permission by the OSFEC Director or designee.

• BROADCAST RIGHTS/RECORDING

OSFEC reserves the right to video tape and record events for its own records, publicity and promotional purposes.

The Licensee may not engage in any broadcasting, telecasting, video-taping, audio recording or transcription activity, without written permission from the OSFEC Director, provided all such recording is for business associated with the stated event functions. The Licensee is responsible for all costs associated with such broadcast and/or recording rights. The Licensee shall make all arrangements for such recording and notify the Event Representative in writing, of all arrangements.

• CANCELLATIONS

Refer to the appropriate sections of your Facility Use Permit for details pertaining to cancellations of building space. Should you have any questions or require clarification, please contact your Event Representative.

• CEILING HANG POINTS FOR EXHIBIT HALLS AND BALLROOM

All loads and methods of suspension must be pre-approved by the OSFEC. A rigging plan showing loads and method of suspension is required for such approval. Any rigging that is found to be incorrect or unacceptable for any reason will be made safe at the expense of the contractor responsible. Technical information and load capacities are available by contacting your Event Representative.

• CHANGEOVERS

Any changes to the initial meeting room set during the term of an agreement will be subject to an additional labor charge. Each meeting room will be provided with a specific size of skirted staging (based on availability), a head table with draping, heating/cooling as required, lighting within the room, one standard microphone and lectern, tables, chairs, one easel and one daily cleaning at no additional cost.

• COMPUTERIZED TICKETING

OSFEC may have an exclusive computerized ticket provider that you will be required to use. Please check with your Event Representative.

• DELIVERIES

OSFEC cannot accept freight shipments on behalf of exhibitors before or during scheduled move-in times. Show Management will be responsible for consignment of all freight shipments. Show Management is responsible for all arrangements and related costs for off-site storage before, during and following the period outlined in the Permit. Should you have special requirements for deliveries, please contact your Event Representative.

• DECORATORS/DISPLAY COMPANY

Display companies are required to set-up and tear down within the dates and times specified in the Permit with OSFEC. Any damage, rental or other costs incurred by display, decoration or labor contractors is the responsibility of the Permittee.

• ELECTRICAL CABLES

All electrical cables must be secured and matted to conform to electrical/safety standards. Suppliers providing and installing their own matting will be inspected by OSFEC staff to assure electrical safety standards compliance.

• ELECTRICAL SERVICE

Electrical services are supplied exclusively through OSFEC. Contact your Event Representative for details.

• EVENT REPRESENTATIVE

Once a Permit has been issued, an Event Representative will be assigned to work with you. The Event Representative will assist in organizing staff and services available through OSFEC to ensure your event requirements are fully met.

• EVENT STAFF

Event Staff requirements, i.e., banner hanging, forklift use, etc., should be reviewed with the Event Representative a minimum of 30 days prior to the event date. Your Event Representative will be able to assist with determining appropriate staffing levels.

• EXHIBITS

All exhibits are to be transported in and out of OSFEC via the loading door during designated move-in/move-out times.

The public spaces of OSFEC may not be obstructed by exhibits or closed to general public access. Doors, windows, fire hose cabinets, pull stations, fire extinguishers or house lighting attachments may not be covered or obstructed. All exhibit layouts require the advance approval of OSFEC. Contact your Event Representative for pre-approved usage areas.

• EXHIBITOR ACCESS

During move-in and move-out, exhibitors and contracted suppliers enter OSFEC via the north, south and east entrances unless other arrangements have been made between OSFEC and Show Management. Contact your Event Representative to coordinate.

• EXHIBITOR STORAGE

OSFEC storage space is limited; therefore the facility cannot receive goods prior to move-in or store them past the contracted move-out time. Any goods arriving prior to the authorized move-in times will be refused and required to return at the scheduled move-in time.

Show Management is responsible for the arrangements and related costs for off-site storage before, during and following the permit period as outlined in the Permit.

• FIRE REGULATIONS

Section l General Fire & Life Safety Regulations

1. No display, vehicle, exhibit or electrical appliances shall be installed or operated that will interfere in any way with clear access to any exit, or the visibility of any exit, or any exit sign. Access to exits includes both inside and outside any building.
2. No display, vehicle, exhibit, or electrical appliances shall block access to any fire fighting equipment, including fire extinguishers, fire hose cabinets, fire system controls, fire department connections, and fire hydrants. A clearance of a minimum of 36 inches shall be maintained around all fire fighting equipment. Either the local fire department or the State Fire Marshal may require additional clearance.
3. Designated public walkways inside or outside buildings shall be maintained to a minimum of 8 feet clear width. Any public walkway designated as an exit passage shall have a minimum of 10 feet clear width. Additional width may be required by the State Fire Marshal.
4. All exits from any booth, exhibit, building, or other designated area are to be maintained and must meet the approval of the State Fire Marshal.
5. All trash containers shall be constructed of non-combustible materials or be treated with an approved fire retardant. Exception: Trash containers used outside buildings.
6. All fabrics and paper materials used in decorations must be fire resistive or treated with a fire retardant solution prior to use. Documentation is required.
7. Each booth or exhibit is required to have a 2A-10BC rated fire extinguisher that has had annual maintenance within the past 12 months. The annual maintenance tag must be attached to the fire extinguisher. The State Fire Marshal may require additional fire extinguisher requirements depending on the activities associated with the booth.

Section ll Smoking Prohibited

1. There shall be "NO SMOKING" inside any buildings, livestock areas, horse barns, tents, canopies or exhibit booths.

Section lll Vehicle Parking

1. There shall be NO PARKING of motorized vehicles and recreational vehicles, including camp trailers, inside any building, including livestock barns, and any other designated "No Parking" area.
2. Designated fire lanes outside buildings shall be maintained to a minimum of 20 feet in width and 13 feet 6 inches in height. There is to be NO PARKING of any vehicles, or placement of tents, or exhibits inside the designated fire lanes. Fire lanes are marked with red lines.

Section IV Extension Cords, Relocatable Power Taps, Appliances

1. A nationally recognized testing laboratory, i.e. UL, FM or NTL, must approve all electrical cords, appliances, relocatable power taps, and other electrical equipment.
2. All electrical appliances are to be used in accordance with the manufacturer's instructions. Light bulbs shall not exceed the manufacturer's maximum wattage for the fixture or appliance.
3. Extension cords and relocatable power taps shall be maintained in good condition without splices, deterioration or damage. No electrical appliance, power tap, or extension cord shall be used if it is damaged or altered in any way.
4. Any appliance or extension cord that goes through an area of public access must be either protected by an approved foot traffic cover, or be extended overhead at least eight feet above floor level. At no time will any decorations, signs, or other items be placed on or attached to overhead extension cords. Overhead extension cords shall not be attached to overhead sprinkler pipes or pipes supplying standpipe systems.
5. Extension cords and relocatable power taps shall be intended for heavy-duty use, a minimum 14 gauge, polarized, grounded type, with 3-prong plug. The use of non-grounded, multiple plug, or any extension cord 16 gauge or less ("zip cord") is prohibited.
6. Extension cords used in livestock areas and horse barns shall be intended for heavy-duty use, a minimum of 12 gauge, polarized, grounded type, with 3-prong plug.
7. Each extension cord shall be plugged directly into an approved receptacle. A relocatable power tap may have one extension cord, minimum of 12 gauge, grounded type, with 3-prong plug, connecting the power tap to an approved receptacle.
8. A relocatable power tap shall not be plugged into another relocatable power tap.
9. All relocatable power taps must have an internal circuit breaker.
10. The length of extension cords shall reach from the appliance to the nearest permanent outlet. Extension cords shall not be coupled together to extend the length of the power source.
11. Multi-plug cube adapters and other devices that increase the number of outlets are not acceptable unless equipped with internal circuit breakers.
12. Regular 14 gauge extension cords shall not be used on any appliance that has a rated capacity exceeding 12 amps.
13. Extension cords for refrigerators, freezers, or microwave ovens are to be a minimum 12 gauge, polarized, grounded type, with 3-prong plug, intended for heavy-duty use.
14. Coffee makers and cooking/warming appliances are to be unplugged at the end of the day. Coffee makers shall have an "Auto Shut-Off" as part of the manufacturing of the device, or be a commercial grade equipped with a heavy duty limiting switch for when the pot becomes overheated.

Section V Liquefied Petroleum Gas (LPG)

1. The storage and use of liquefied petroleum gas (LPG) is prohibited inside all buildings, portable concessions, or tents. Exception: The use of approved LPG fueled cooking appliance inside approved food concession stands.
2. All LPG tanks shall be located on the exterior of buildings, booths, portable concessions, or tents. All LPG tanks shall be secured in an approved manner, rigidly supported by brackets, or secured upright with chains, or other approved method to prevent the tanks from tipping over. The use of ropes or bungee cords to secure LPG tanks is not permitted.
3. All LPG tanks are to be upright DOT rated tanks. The use of ASME tanks is prohibited, except for permanent installations.
4. Regulators are to be secured to the tank with vents turned downward and pointing away from buildings, booths, portable concessions, or tents.
5. Fuel lines that penetrate a portable concession booth are to be protected from damage.
6. LPG tanks that are exposed to vehicle traffic shall be suitably protected in a manner approved by the State Fire Marshal.
7. LPG tanks shall be a minimum of 10 feet from combustible vegetation and trash containers.
8. The filling of LPG tanks is to be completed prior to the public opening of the fairgrounds, usually 10:00 a.m.

Section VI Additional Guidelines for Specific Use Events, Exhibits, Etc.

1. Food Concession Stands
   1. Each food concessionaire where cooking is being conducted shall provide and have readily accessible a 40B:C rated fire extinguisher that has had annual maintenance within the past 12 months. Additional fire extinguishers of the same type and rating may be required to ensure that no employee will have to travel more than 30 feet to obtain a fire extinguisher. All employees in the booth will be familiar with the use and location of fire extinguishers.
   2. Portable food concession stands shall maintain a minimum, of 10 feet clearance from other stands on two sides and shall not be located within 10 feet of amusement rides or devices.
   3. Any cooking device that creates grease-laden vapors shall be provided with an approved wet chemical hood extinguishing system, or be the type with a self closing lid or other form of self extinguishment.
   4. A portable fire extinguisher having a "K" rating is required in any food concession stand that uses deep fat fryers utilizing the high temperature combustible cooking oils.
   5. All hood-ventilating systems are required to be cleaned daily or more often if needed, to prevent the build-up of grease.
   6. All public seating and means of egress shall be approved by the State Fire Marshal prior to occupancy.
2. Car Shows and Recreational Vehicle (RV) Displays, Vehicle Competitions and Demonstrations
   

   Vehicles on static display inside a building, such as car shows and RV shows, must meet all of the following requirements:

   1. The fuel tanks will be at a level of less than one quarter of the tank capacity, or 5 gallons, whichever is less.
   2. Vehicles shall not be fueled or defueled inside a building.
   3. Any and all fuel spills shall be cleaned up immediately.
   4. Fuel tank openings shall be locked or sealed to prevent tampering.
   5. Batteries shall be disconnected.
   6. Propane (LPG) tanks on RVs shall be empty and ALL valves closed.

   Motorized vehicles being used in competition or for demonstration inside a building must meet all of the following requirements:

   1. Fuel for vehicles or equipment shall be stored in an approved location.
   2. 2. All fueling operations shall be done outside the building in an approved location.
   3. 3. Any fuel spills, oil leaks, etc. shall be cleaned up immediately.
   4. 4. Location of vehicles or equipment shall not block any exit
3. Livestock Areas and Horse Barns - Additional Requirements
   1. Livestock areas and horse barns are considered hazardous areas due to the accumulation of hay, straw, etc. and NO SMOKING is strictly enforced.
   2. Portable heaters are prohibited in livestock buildings. Heat lamps for newborn animals must be secured and protected in an approved manner.
   3. Portable gasoline-powered generators shall not be operated in livestock areas or horse barns.
   4. Other electrical appliances may only be used in designated and approved areas.
   5. Electrical extension cords shall be a minimum of 12 gauge, polarized, grounded type, with 3-prong plug, intended for heavy-duty use.
   6. Any fabric or paper used inside stalls, horse barns or show barns must be of fire resistive type or treated with a flame-retardant material. Documentation is required.
   7. Any areas used for sleeping must be approved by the State Fire Marshal. All areas used for sleeping shall have approved smoke alarms installed in accordance with State laws and rules.
4. Pellet and Wood Stove Exhibits
   1. All chimney pipes shall be protected to prevent burn injury.
   2. Clearance from the display stove(s) to other combustibles shall be in accordance with the manufacturer's installation instructions.
5. Booths, Tents, Canopies and Temporary Membrane Structures
   1. The sidewalls, drops, and tops of booths, temporary membrane structures, tents, and canopies shall be composed of flame resistant material or shall be treated with a flame retardant in an approved manner. The use of thin, non-treated polyethylene tarpaulins is prohibited during the hours the fairgrounds is open to the public.
   2. All tents and canopies shall have a permanently affixed label indicating the following information:
      1. Type of tent, size, fabric, or material type.
      2. B. Trade name and type of flame retardant.
      3. C. Name of the person and firm who applied the flame retardant.
      4. D. Date fire retardant was applied.
   3. Each tent shall have at least one exit. Tents having an occupant load of more than 10 persons shall have a second exit; more than 199 persons shall have a third exit.
   4. All guy wires, guy ropes, and other support members shall not cross an exit way at a height of less than eight feet.
   5. All cooking or heating appliances used in tents shall be a minimum of 10 feet from the exits or any combustible materials.
   6. Tents, canopies and temporary membrane structures where cooking appliances are being used shall be separated from other tents, canopies, temporary membrane structures, buildings, property lines, parked vehicles, or internal combustion power sources by a minimum of 20 feet. For the purpose of determining required distances, support ropes and guy wires are considered part of the tent, canopy, or membrane structure.
   7. Hay, straw, and similar combustible materials shall not be stored within 30 feet from a tent or canopy being used for cooking or public assembly.
   8. All combustible vegetation shall be removed within 30 feet of a tent or canopy.
6. Booths, Displays, or Exhibits Using an Open Flame
   1. Unprotected open flames are not permitted in tents or in buildings.
   2. Open flames may be used in a canopy. To be classified as a canopy, it must be open without drops or sidewalls on at least 75% of its perimeter.
   3. In booths where an open flame is being used, the walls shall be contiguous to other exhibitors and must be tight to the floor or ground.
   4. Any open flame torch must be supported and maintained in a fixed position. If hand held, it must be so equipped that when letting go of the nozzle, the torch will shut off.
   5. All approved torches are to be used over a noncombustible surface area.
7. Internal Combustion Power Sources
   1. Fuel tanks of internal combustion power sources shall be of adequate capacity to permit uninterrupted operation during normal operating hours.
   2. Refueling of internal combustion power sources for amusement rides shall be only when the ride is not in use.
   3. Refueling of internal combustion power sources shall be isolated from contact with the public by physical guards, fencing, or an enclosure.
   4. Fuel tanks, generator, or other power sources shall be at lest 20 feet from any tent or temporary membrane structure.
   5. A minimum of one fire extinguisher with a rating of not less than 2-A: 10B-C shall be provided within 75 feet of the internal combustion power source.

• FLOOR TYPE

Exhibit Halls - Concrete (treated with sealer)

Meeting Rooms - Carpet

During move-in and move-out, those carpeted areas used to transport freight must be protected. (See Vehicle Ingress.)

• FOOD AND BEVERAGE SERVICE

Food and beverage services are provided exclusively by OSFEC's contracted in-house caterer.

All food and beverages operations at OSFEC are exclusive to OSFEC and the Permittee shall not share in any revenues generated.

Contact your Catering Sales Manager for menu selections, payment policies, guarantee and additional catering services. Menus are available from the Catering office. (503-371-2399)

A guaranteed attendance figure for all catered food and beverage functions is required 72 hours prior to each function (not including weekends or holidays), otherwise the estimated number will be taken as the guarantee and invoiced accordingly.

• FOOD AND BEVERAGE SAMPLING

Food and beverage sampling is permitted with the prior approval of the OSFEC Director. All sampling of food and beverage products is subject to compliance with generally accepted standards of health, safety and sanitation and the specific requirements of the City of Salem Health Department and also, where applicable, the Federal Department of Health and Agriculture. Sampling of some products will be limited to a sample size and may be limited by the facility's Corporate Sponsorship agreements. Please discuss your plans with your Event Representative at the earliest time possible.

• FOG/SMOKE/LASER LIGHTS

No fog, smoke effects or laser light shows shall be permitted without the express prior written approval by the OSFEC Director or designee. If approved, such devices may incur additional staff costs as require by the Fire Marshal's Office.

• GARBAGE REMOVAL/RECYCLING

Please identify any specialized waste removal needed for your event. This includes debris from theme décor set ups (e.g., trees, plants, bark, mulch) or as a result of your events activities (e.g., food sampling, non-reusable crates/wrapping). There may be some chargeable costs. The Event Representative will be able to advise you in greater detail.

• HAZARDOUS SUBSTANCES

Permittees, exhibitors, customers and other participants are prohibited from bringing hazardous materials into OSFEC. If such materials are found and cleanup is required (under ORS 465.200(9), (11), the Permittee will be responsible for any costs involved with removal, cleanup and disposal of such products.

• HOUSEKEEPING

Housekeeping and cleaning of contracted areas is included in the basic room rental. However, depending on the nature of these events, additional housekeeping costs may be incurred. The Event Representative will be able to assist in identifying areas that have potential cost implications. OSFEC is not responsible for the cleaning of carpeted aisles in exhibit type shows/events.

Cleaning of exhibitors' booths will be the responsibility of the Permittee or his/her exhibitors.

Client/exhibitors are asked to remove all signage or exhibit materials by the end of their contracted move-out time.

OSFEC is not responsible for any items left beyond the contracted move-out time.

• INDEMNIFICATION

Please refer to the appropriate sections of your Permit for details pertaining to insurance coverage. Should you have any questions or require clarification, please contact your Event Representative.

• KEYS

Keys may be obtained through the Event Representative with advance notice. Keys must be returned on the last day of the event. There is a $50.00 charge for each standard key not returned.

• LICENSES

Permittee is responsible for obtaining all licenses, permits and approvals from the appropriate regulatory boards and authorities that may be required for but not limited to staging the event (including business licenses, special occasion and special events licenses). The cost of these licenses is the responsibility of the Permittee.

OSFEC operates under its own liquor license through its exclusive food and beverage provider.

• LIGHTING

Lighting during move-in, set-up and move-out will be at levels suitable for working. Any specialty lighting requirements should be discussed with your Event Representative.

• LOADING FACILITIES

Exhibitor and freight entry to OSFEC is via the Red Gate off 17th Street. The loading area consists of one roll-up door. Measurements of roll-up doors are as follows:

Jackman-Long Building - 16'8" x 16'8"

Columbia Hall - 19' x 19'

Due to commitments to other events and building requirements, not all bays and load-in areas will be available at all times. One loading door must be kept clear during normal business hours for in-house deliveries.

Vehicles may not park in the loading area at any time.

Freight may not be stacked nor stored in the loading area, or against fire exits, fire pull stations or fire hose cabinets.

• LOST AND FOUND

All lost and found articles are stored for 90 days. After that period, all articles are disposed of at the sole discretion of OSFEC. (This does not include booth/display items left behind by exhibitors.)

Any inquires regarding lost and found items should be directed to 503-947-3247 or to the Event Representative.

• MOTORIZED VEHICLES

All motorized vehicles owned by OSFEC are to be operated by authorized OSFEC personnel only.

Vehicles that are on display are subject to the following conditions: gas tanks are less than 1/4 full, gas caps locked or sealed, batteries disconnected, drip pans under vehicles, and vehicles are clean and dry. Please consult the Event Representative if you have any concerns or question.

• PARKING

The on-site parking is managed by OSFEC and City Center Parking. Attendees are charged upon entry at the prevailing rate per space. Some overnight parking (self-contained) is available in gravel lot off 17th Street.

The exhibitor lot has in-and-out privileges for exhibitors once an exhibitor pass is purchased. Contact your Event Representative with questions.

Parking is not permitted in the loading bay areas except for the purpose of loading or unloading.

• PASSES (Parking)

The Event Representative will provide not more than 20 authorized passes for show management use. Passes are to be displayed on the dashboard of vehicle.

• PHOTOGRAPHY

OSFEC retains the right to take photographs of the event for its own records and for publicity purposes.

• PORTABLE WALLS

In Cascade Hall, portable walls extend from floor to ceiling and are sound buffers.

• ROOM CAPACITIES

Room capacities will vary widely depending upon the specific function requirements such as staging, lighting and audio/visual set-up. Please discuss your proposed function details with Event Representative to ensure safe and appropriate allocation of space. General room capacity information is available here.

• SECURITY

Should you wish Security Staff within your contracted event space, a list of security companies can be acquired through the Event Representative. All costs for this are the responsibility of Permittee.

• SET-UP INSTRUCTIONS

OSFEC will require complete information on the physical set-up of your event a minimum of 45 days prior to your event. Your Event Representative will contact you to obtain these details.

Placing your Event Representative on your exhibitor and/or delegate mailing list will keep them better informed and enable staff to anticipate many aspects of your event.

OSFEC does not restrict exhibitors from carrying in their own material or from setting up their own exhibits.

Contracted Security Staff may be employed for traffic and security control during move-in/move-out periods. Costs for this are chargeable at the prevailing rate.

Bicycles, skateboards, roller blades, roller skates or other types of recreational transportation are not to be used in the facility at any time.

All vehicles, once unloaded, are requested to exit immediately from the exhibit area.

Exhibitors are requested to bring their own tools, ladders, brooms, dollies and other items required to build or transport their exhibit. Tools, carts, etc. cannot be loaned to anyone.

• SHIPPING AND RECEIVING

See Deliveries.

• SIGNS AND SPECIAL DECORATIONS

Signs, banners and posters may not be physically attached to any part of OSFEC without approval

The Permittee will remove all signs, show bills and posters that OSFEC finds objectionable.

All decorative materials must be effectively flame proofed before installation.

All materials not removed by the Permittee by the end of the move-out period will be removed by OSFEC and all associated costs will be the responsibility of the Permittee.

• SMOKING

OSFEC is a non-smoking facility. Smoking is only permitted outside of the buildings.

• SOUND SYSTEM

OSFEC is equipped with public address sound systems in the majority of its space. It is required that set-up staff set up and handle all OSFEC owned equipment and systems. For trade and consumer shows, the Permittee will receive a general public address set-up as part of the rental agreement.

The sound system in each of the three Cascade Hall rooms is designed for speech reproduction as well as background music. It is possible to connect the room systems together to provide one combined system

For detailed information specific to your event needs, please contact the Event Representative.

• TELEPHONE

Digital phone lines are available in the Jackman-Long show office and horse show office. There is a $45.00 per event fee for use of this service. Local and credit card calls only.

• WATER/UTILITIES

Cold water service is available in exhibit halls. However, due to restricted access to water sources on the exhibit floor, it is crucial that the Event Representative is notified immediately of any plumbing requirements.

• WEB PAGE: www.oregonstateexpo.org

The OSFEC web page contains information about on-site services, room capacities, upcoming events and exhibitor and attendee information. Events are listed chronologically, with permission, on the calendar page.