2026 Fall Conference Vendor and Exhibitor Terms and Conditions

Policy version: July 14, 2026

Conference: Adult Family Home Council of Washington State 2026 Fall Conference

Conference dates: September 24–25, 2026

Location: Tulalip Resort Casino, Tulalip, Washington

These Vendor and Exhibitor Terms and Conditions (the “Terms”) govern vendor and exhibitor registration for the 2026 Adult Family Home Council Fall Conference (the “Conference”). “AFHC” means the Adult Family Home Council of Washington State. “Vendor” means the organization or individual identified during registration and checkout.

By checking the acceptance box and submitting a vendor registration, the person completing the registration confirms that they have read and agree to these Terms and are authorized to bind the Vendor. The selected vendor package, price, included items, registration information, and order confirmation are incorporated into these Terms.

1. Vendor Registration and Included Items
   1. Vendor will receive only the exhibit space, registrations, furnishings, listings, promotional opportunities, and other items expressly stated on the selected vendor product or registration page, at checkout, in the order confirmation, or in a later written approval from AFHC.
   2. Vendor opportunities are limited and are generally confirmed on a first-paid, first-confirmed basis.
   3. Unless expressly stated otherwise, vendor registration does not include sponsorship benefits, speaking time, attendee contact information, category exclusivity, electrical service, internet service, shipping, storage, material handling, or additional venue services.
   4. AFHC may make reasonable changes to the Conference schedule, hours, format, floor plan, exhibit layout, speakers, or method of delivering an included item.
2. Payment and Confirmation
   1. Full payment is due at checkout unless AFHC approves invoicing or another payment schedule in writing.
   2. A vendor registration is not confirmed until AFHC receives payment or expressly approves another arrangement.
   3. If payment is not received by the stated deadline, AFHC may cancel the pending registration and release the space to another vendor.
   4. Vendor is responsible for returned-payment charges, chargebacks, and any processing fees disclosed before payment.
   5. Vendor is responsible for any applicable taxes legally imposed on taxable goods or services included with the registration.
3. Exhibit Space and Placement
   1. AFHC controls the Conference floor plan and assignment of tables, booths, and exhibit locations.
   2. Placement requests may be submitted during registration and will be considered when reasonably possible, but are not guaranteed unless AFHC confirms the placement in writing.
   3. AFHC may relocate or reconfigure exhibit space when reasonably necessary for safety, accessibility, attendance flow, venue requirements, or Conference operations.
   4. Vendor may not transfer, share, sublicense, or resell exhibit space without AFHC’s prior written approval.
   5. Only the registered Vendor and any organizations expressly approved by AFHC may promote products or services from the assigned exhibit space.
4. Setup, Staffing, and Teardown
   1. Vendor must follow all setup, exhibit, and teardown times communicated by AFHC.
   2. Vendor must complete setup before exhibit hours begin and keep the exhibit appropriately staffed during published exhibit hours unless AFHC approves otherwise.
   3. Vendor may not dismantle or substantially remove its display before the authorized teardown period.
   4. Vendor is responsible for bringing sufficient personnel and equipment to install, operate, and remove its display safely.
   5. Property left after the teardown deadline may be removed, stored, shipped, or discarded at Vendor’s expense, subject to venue policies.
5. Display Standards
   1. Displays must remain within the assigned exhibit space and may not block aisles, entrances, exits, fire equipment, signage, neighboring exhibits, or accessibility routes.
   2. Vendor must comply with AFHC instructions, venue policies, fire and safety requirements, accessibility requirements, and applicable laws.
   3. Signs, structures, equipment, cords, lighting, sound, demonstrations, and promotional activities must be safe, professional, and suitable for the Conference environment.
   4. AFHC may require Vendor to modify or remove any display, activity, material, product, or equipment that is unsafe, unlawful, disruptive, misleading, offensive, discriminatory, infringing, or inconsistent with Conference standards.
   5. Vendor may not attach materials to venue walls, floors, ceilings, fixtures, or furnishings except as permitted by the venue.
   6. Open flames, hazardous materials, weapons, excessive noise, smoke, fumes, and activities creating a safety or sanitation concern are prohibited unless expressly approved by AFHC and the venue.
6. Products, Services, Demonstrations, and Sales
   1. Vendor may promote only lawful products and services that are reasonably consistent with the Vendor information submitted during registration.
   2. AFHC may prohibit or restrict products, services, claims, demonstrations, or activities that it reasonably determines are unsafe, unlawful, misleading, inappropriate, or inconsistent with AFHC’s mission or the Conference audience.
   3. Direct sales, order taking, payment processing, product demonstrations, equipment operation, and distribution of samples require compliance with applicable laws, venue rules, and any instructions from AFHC.
   4. Vendor is solely responsible for all licenses, permits, registrations, disclosures, warranties, taxes, payment processing, refunds, and consumer obligations associated with its sales or business activities.
   5. AFHC is not a party to transactions between Vendor and Conference participants and is not responsible for Vendor products, services, claims, payments, deliveries, warranties, or disputes.
7. Food, Beverage, Samples, Drawings, and Giveaways
   1. Food or beverage distribution, including samples, must receive prior approval from AFHC and the venue and must comply with health, sanitation, catering, and licensing requirements.
   2. Drawings, raffles, contests, games, and giveaways must comply with applicable law and may require advance AFHC approval.
   3. Vendor is responsible for official rules, eligibility requirements, winner selection, prizes, required disclosures, and all tax or reporting obligations related to its promotions.
   4. Vendor may not require an attendee to provide more personal information than reasonably necessary to participate in an approved drawing or giveaway.
8. Shipping, Storage, Utilities, and Venue Services
   1. Vendor is responsible for all shipping, drayage, material handling, storage, labor, equipment rental, electrical service, internet service, and other services not expressly included with the selected package.
   2. Vendor must follow all AFHC and venue instructions for incoming shipments, labeling, delivery timing, storage, and outbound shipping.
   3. AFHC does not guarantee the availability, performance, speed, or security of venue internet, electrical, telecommunications, or other third-party services.
   4. Vendor is responsible for all charges assessed by the venue or third-party service providers for Vendor-requested services.
9. Vendor Personnel and Conduct
   1. Vendor is responsible for the conduct of its owners, employees, contractors, representatives, and guests.
   2. All Vendor representatives must wear required Conference credentials and follow AFHC and venue instructions.
   3. Vendor representatives must behave professionally and may not harass, threaten, discriminate against, or create unsafe or materially disruptive conditions for attendees, staff, speakers, other vendors, or venue personnel.
   4. Vendor may not solicit outside its assigned space in a manner that obstructs traffic, disrupts sessions, or interferes with another vendor.
   5. AFHC may revoke credentials or require the removal of any representative whose conduct violates these Terms or Conference standards.
10. Vendor Information, Listings, and Materials
    1. Vendor must provide accurate contact information, its approved public-facing name, website address, logo files, descriptions, attendee names, and other requested materials by AFHC’s deadlines.
    2. If Vendor misses a production or submission deadline, AFHC may delay, reduce, substitute, or omit the affected listing or benefit when it can no longer reasonably provide it. Missing a deadline does not create a right to a refund.
    3. AFHC may reject or request changes to submitted materials that are inaccurate, unlawful, infringing, misleading, defamatory, discriminatory, unsafe, or reasonably likely to harm AFHC’s reputation or mission.
    4. Vendor’s submission of a name, logo, trademark, advertisement, or other branded material is subject to AFHC’s separate Vendor Logo and Trademark Use Authorization.
11. Attendee Information and Privacy
    1. Vendor registration does not automatically include attendee contact information.
    2. Vendor may collect information directly from attendees only with appropriate notice and consent and may not misrepresent AFHC’s involvement in the collection.
    3. Vendor is responsible for complying with applicable privacy, data-security, telemarketing, and commercial-email requirements and for honoring unsubscribe and opt-out requests.
    4. Vendor may not photograph, record, scan, or collect information from an attendee who has declined or withdrawn consent.
    5. Any attendee information provided by AFHC may be used only for the purpose for which it was provided and may not be sold, rented, transferred, or disclosed without AFHC’s written approval and any required attendee authorization.
12. Security and Personal Property
    1. Vendor is responsible for safeguarding its display, equipment, inventory, samples, money, electronic devices, and personal property.
    2. AFHC and the venue do not guarantee continuous security for exhibit areas.
    3. AFHC is not responsible for loss, theft, disappearance, or damage to Vendor property except to the extent directly caused by AFHC’s negligence or willful misconduct.
    4. Vendor should remove or secure valuable items whenever the exhibit space is unattended.
    5. Insurance
    6. Vendor is responsible for maintaining insurance appropriate to its activities, personnel, products, equipment, and risks.
    7. AFHC may require evidence of commercial general liability insurance, product liability insurance, workers’ compensation coverage, automobile coverage, or other insurance when reasonably appropriate to Vendor’s activities.
    8. If requested, Vendor must provide a certificate of insurance by AFHC’s stated deadline and name AFHC and any required venue parties as additional insureds when specified.
    9. Failure to provide required insurance may result in cancellation or restriction of Vendor’s participation without refund.
13. Vendor Representations

Vendor represents and warrants that:

• • The person accepting these Terms is authorized to bind the Vendor.
  • Vendor owns or is authorized to use all names, logos, trademarks, advertisements, images, copy, products, and other materials it submits or displays.
  • Vendor’s products, services, claims, displays, statements, demonstrations, and activities will comply with applicable law and will not infringe or violate another person’s rights.
  • Vendor will not imply that AFHC endorses, certifies, recommends, or guarantees Vendor or its products or services.
  • Vendor will obtain all permissions, licenses, permits, approvals, and insurance required for its Conference activities.

15. No Endorsement or Guaranteed Results
    15. Participation as a Vendor does not constitute AFHC’s certification, recommendation, or endorsement of Vendor or any product, service, claim, or viewpoint.
    16. AFHC does not guarantee attendance, audience demographics, exhibit traffic, leads, sales, revenue, media coverage, or any other business result.
    17. Attendance estimates, floor plans, and promotional projections are informational and may change.
16. Vendor Cancellation and Refunds
    15. If Vendor cancels, withdraws, fails to attend, arrives too late to participate, or does not use available exhibit space or included items, amounts paid or due are nonrefundable unless AFHC agrees otherwise in writing.
    16. Vendor may not transfer or resell its registration or space without AFHC’s written approval.
    17. Failure to submit materials, personnel information, insurance, or other required documentation by a deadline does not create a right to a refund.
17. Conference Changes, Cancellation, and Force Majeure
    15. AFHC may reasonably change Conference dates, hours, location, format, agenda, floor plan, exhibit schedule, or other operational details.
    16. If the Conference is postponed, AFHC may apply Vendor’s registration to the rescheduled Conference.
    17. If AFHC cancels the Conference and does not reschedule it, AFHC will determine an appropriate refund or credit after accounting for benefits already delivered and nonrecoverable Conference expenses, to the extent permitted by law.
    18. AFHC is not liable for delay, change, interruption, or cancellation caused by circumstances beyond its reasonable control, including severe weather, natural disaster, fire, epidemic, pandemic, labor disruption, utility or technology failure, government action, civil disorder, transportation interruption, venue unavailability, security threat, or similar event.
    19. AFHC may modify the Conference or provide substitute opportunities when reasonably possible in response to such circumstances.
18. Removal or Termination by AFHC
    15. AFHC may suspend, restrict, or terminate Vendor’s participation for nonpayment, material breach, unsafe conduct, unlawful activity, misrepresentation, failure to follow instructions, failure to provide required insurance, or conduct reasonably likely to harm attendees, the venue, AFHC, or the Conference.
    16. When a curable issue does not create an immediate safety, legal, or operational concern, AFHC may provide Vendor a reasonable opportunity to correct it.
    17. AFHC may require immediate removal when reasonably necessary to protect safety, legal compliance, Conference operations, or AFHC’s reputation.
    18. If AFHC terminates Vendor for breach or misconduct, Vendor is not entitled to a refund and remains responsible for unpaid amounts and costs caused by the breach.
19. Indemnification

To the fullest extent permitted by law, Vendor will defend, indemnify, and hold harmless AFHC and its directors, officers, employees, contractors, agents, volunteers, and representatives from third-party claims, damages, liabilities, losses, fines, penalties, and reasonable legal expenses arising from or related to Vendor’s products, services, sales, displays, materials, personnel, demonstrations, negligence, willful misconduct, violation of law, infringement of another party’s rights, or breach of these Terms. AFHC will promptly notify Vendor of a covered claim and reasonably cooperate in the defense. Vendor may not settle a claim in a manner that admits fault by, imposes obligations on, or fails to fully release AFHC without AFHC’s written approval.

20. Limitation of Liability
    20. To the fullest extent permitted by law, AFHC will not be liable for indirect, incidental, special, exemplary, punitive, or consequential damages, including lost profits, lost sales, lost opportunities, or loss of data, arising from Vendor’s registration or participation.
    21. Except for liability that cannot legally be limited, AFHC’s aggregate liability arising from Vendor’s registration or participation will not exceed the amount actually paid by Vendor to AFHC for the applicable registration.
    22. Nothing in these Terms excludes liability for AFHC’s willful misconduct or any liability that cannot be excluded under applicable law.
21. Independent Parties and Tax Treatment
    20. Vendor and AFHC are independent parties. These Terms do not create a partnership, joint venture, agency, franchise, employment, fiduciary, or exclusive relationship.
    21. Vendor may not bind AFHC or make commitments on AFHC’s behalf.
    22. AFHC makes no representation regarding the tax treatment or deductibility of any vendor registration payment or expense. Vendor should consult its own tax advisor.
22. Notices

Notices from Vendor relating to cancellation, legal claims, breach, or other formal matters must be sent to:

Adult Family Home Council of Washington State
3309 Capitol Blvd. SW Ste. 1
Email: info@adultfamilyhomecouncil.org
Phone: 1-360-754-3329

AFHC may send notices to the email or mailing address provided by Vendor during registration.

23. Governing Law and Dispute Resolution
    23. Washington law governs these Terms without regard to conflict-of-law rules.
    24. The parties will first attempt in good faith to resolve disputes through direct discussion.
    25. If a dispute is not resolved, any legal action must be brought in a state or federal court with jurisdiction in Thurston County, Washington, unless applicable law requires otherwise.
    26. The prevailing party in an action to enforce these Terms may recover reasonable attorneys’ fees and costs to the extent permitted by law.
24. General Terms
    23. These Terms, the selected vendor product information, checkout details, order confirmation, Vendor Logo and Trademark Use Authorization, and any later written approval from AFHC constitute the entire agreement concerning Vendor’s Conference participation.
    24. If a provision is unenforceable, it will be modified only to the minimum extent necessary, and the remaining provisions will remain in effect.
    25. Failure to enforce a provision is not a waiver.
    26. Headings are for convenience and do not limit the meaning of these Terms.
    27. AFHC may assign its rights and obligations in connection with the administration or production of the Conference. Vendor may not assign its registration or obligations without AFHC’s written approval.
25. Electronic Acceptance and Records

Vendor agrees that checking the acceptance box and submitting the registration constitutes Vendor’s electronic acceptance of these Terms. Vendor consents to the use of electronic records for this transaction. AFHC may retain the registration information, order details, acceptance date and time, policy version, and related transaction records as evidence of the agreement.

Acceptance: By checking the required box during registration and submitting the order, the person registering certifies that they are authorized to bind the Vendor and that the Vendor agrees to these Terms.