Showcase guidelines

Related: code of conduct and presenter guidelines. Questions at any point: events@accis-wa.org or 360-706-1806.

Your partner checklist

• Select power and Whova Passport add-ons during registration (Showcase tier; included at Knowledge and above).
• Submit your final logos and company materials (high-resolution or vector) by September 3, 2026.
• Book hotel rooms by September 27, 2026 in the ACCIS block.
• Register every member of your on-site team (Partner Passes, $350 each) by Tuesday, October 13, 2026 at 5 p.m. Pacific.
• Submit presenter slides by October 2, 2026 (presenting tiers; see the presenter guidelines).
• Pay all fees in full by October 15, 2026.
• Plan shipments to arrive October 14–16, 2026 to avoid storage fees.
• Make sure everyone attending on your behalf has read the code of conduct.
• Plan to staff your table for the entirety of Tuesday and Wednesday; early teardown may affect future participation.

Dates that matter

Setup, hours, and teardown

Stay through Wednesday. Partners must be present for the entirety of Tuesday and Wednesday; please don't pack up while the Showcase is open. Early teardown or departure may affect your partnership standing and your presence at future ACCIS conferences.

Tabletop exhibit guidelines

Every partnership includes a 6-foot table dressed in standard black spandex, with two chairs and complimentary conference Wi-Fi. The Showcase is a tabletop environment; there are no floor booths, and you have full functional use of the space behind and around your table. Table placement is confirmed to registered partners.

• Pop-up banners are welcome as long as they stay within your tabletop footprint, no more than about two feet beyond the table edge in any direction.
• Large banners, backdrops, and floor displays are not permitted, keeping sightlines and aisles clear for every partner.
• All signage must be self-supporting (easels and freestanding stands are fine). Nothing may be affixed to walls or ceilings, and no tape or adhesives on resort surfaces.

Power and the Whova Passport Program

Showcase power

An electrical drop and power strip at your table for device charging, demos, and equipment. Included at the Knowledge tier and above; Showcase partners may add it for $150. It must be selected at registration to guarantee availability and can't be added day-of.

Whova Passport Program

The conference's sole endorsed lead-capture method, run through the Whova app. When an attendee's passport is scanned at your table, their contact information is shared with you directly. Attendees who complete their passport are entered into a final-day prize raffle, keeping traffic moving through the Showcase. Complimentary at Knowledge and above; $500 for Showcase partners, selected at registration.

Want to donate a prize for the Passport raffle? Email events@accis-wa.org; donated prizes are featured in event promotions and Showcase signage.

Attendee list and usage policy

The Whova Passport Program is the conference's sole endorsed lead-capture method: a scan at your table is that attendee's opt-in, and their contact information is shared with you directly. The pre-event attendee list is released one week before October 19, and the post-event list is released following the close of the conference. Any attendee list ACCIS provides is for reference, planning, and comparison against your Passport scans only. It is confidential, and it may not be used for pre-event or post-event outreach, marketing, or distribution of any kind. The one-line version: a scan is a lead; a name on a list is not.

Misuse of attendee data is a breach of your registration terms and affects partner standing and participation in future conferences. The full data-handling policy, including follow-up rules for your Passport scans, is in the code of conduct.

Partner Passes

Partner Passes provide access to conference sessions, the Showcase, and networking events. Monday’s city and county collaboration sessions at 3:40 p.m. through the members’ dinner are for ACCIS members. On Thursday, members-only programming starts with Copilot Studio: Show Me What You Built at 10:30 a.m. and continues through the rest of that day. Partners may remain in the conference center for conversations and teardown, but may not enter members-only meeting rooms. Passes are not included in any partnership and are purchased separately at $350 per person, with no sales tax on passes, a minimum of one per partnership, and a maximum set by your tier. Each staff member needs a unique individual email address, and all passes must be registered by Tuesday, October 13, 2026 at 5 p.m. Pacific.

Shipping your materials

To ship materials ahead of the conference, send packages to the address below. Include the event name and your organization name on every package so the resort can identify and hold them for your arrival.

Muckleshoot Casino Resort
Attn: Trixie Misenar, Convention Services Manager
ACCIS Fall Conference 2026 / [Your Organization Name]
2402 Auburn Way S.
Auburn, WA 98002

• Arrival window: Wednesday to Friday, October 14–16, 2026. The resort can hold materials up to 5 days before the conference; allow one business day of processing after delivery before your items are available. Items arriving before the window may incur daily storage fees.
• Return shipping: pre-label, pre-pay, and package your items, then leave them at the designated point; the resort ships them out per its standard process.
• Freight, pallets, or special arrangements: contact events@accis-wa.org before shipping.

Load-in requirements

• All exhibits and deliveries must use the resort-designated loading areas only (ask the events team for the designated loading area before arrival); please don't bring carts or freight through the main lobby.
• Move vehicles to parking immediately after unloading and before setting up your table; complimentary garage and valet parking is available.
• Partners provide their own dollies, carts, and handling equipment.
• Keep all pathways and emergency exits clear throughout load-in.
• Coordinate any technical setup needs with the events team during the setup window.

Giveaways, gifts, and food

Giveaways welcome

Promotional items and giveaways are welcome at your table. Attendees are public employees subject to Washington government ethics gift rules: treat $50 per attendee per year as the ceiling, keep items modest, and clear any prize over $50 with the events team first. Many county and city agencies set stricter limits; the full rule is in the code of conduct.

No outside food or beverage

Outside food or drink may not be brought in or distributed; all food and beverage must come through the resort. This is a standard venue requirement that applies to all partners. Contact the events team before arranging any food or beverage distribution.

Overnight security

Overnight security arrangements for equipment and materials left in the Showcase space are being finalized with the resort and will be confirmed to registered partners. In the meantime, plan to take valuables (laptops, demo hardware) with you overnight, and contact events@accis-wa.org in advance if your setup has special security needs.

Conduct and enforcement

Most enforcement at an ACCIS conference is a quiet word at your table, by design; if something isn't working, we'd rather hear from you first. The events team is at the registration desk all week, at events@accis-wa.org, and at 360-706-1806.

Serious or repeated violations can escalate to removal from the conference and exclusion from future events. The full policy, including expected conduct, Washington ethics and recording rules, and what removal means for fees, is in the code of conduct, which every partner agrees to as a condition of participation.

Payment and cancellation

• Payment is due in full by October 15, 2026 (or before arrival). If you have an invoice or purchase order on file, your registration will not be canceled for an outstanding balance. Please pay by credit card where possible.
• Credit card: charges appear on your statement as e3 Creative, the conference's event management company.
• Invoice or purchase order: a commitment to pay within 30 days of the invoice, emailed automatically when you register. Missing yours? Email events@accis-wa.org.
• Check: payable to ACCIS, mailed to Attn: e3 Creative, PO Box 6104, Olympia, WA 98507. Returned checks and chargebacks incur a $35 processing fee.
• Cancellation: partnerships canceled on or before August 27, 2026 receive a 50% refund; cancellations on or after August 28, 2026 are non-refundable, and no-shows forfeit all fees.
• Transfers: partnership fees may be transferred to another organization or representative; email events@accis-wa.org to arrange one.
• If ACCIS must cancel the conference due to unforeseen circumstances, registration fees are refunded in full.

Attendee policies and the full registration terms are in the FAQ.

Showcase Guidelines v1.1, effective August 5, 2026. Venue-specific details (dates, shipping, loading dock, hours) are confirmed directly to registered partners as they are finalized.