An experienced and dedicated Event Manager will be assigned to your event. They will work with you from initial planning until event conclusion. The Event Manager can answer any questions you may have about the venue, policies and procedures, decorations, catering, set up and tear down. They will take full responsibility for your event, communicating your needs and requirements to all involved—audio/visual, electrical, food and beverage, operations, and security. The Event Manager is there to make sure things run smoothly for your event from beginning to end.

As part of your exhibition hall or meeting room rental, EOTEC’s operations staff will set movable walls, tables, chairs, stages and other equipment as needed for your event. Discuss your set up needs with your Event Manager 30 days in advance.  If you are having rental equipment brought in from other vendors, be sure to advise your Event Manager of the delivery/pick up schedule and location for placement of items upon delivery.

Your Event Manager will be present to answer any questions and provide guidance while you are decorating for your event. They will coordinate forklifts or other heavy equipment that may be required for set up, and let you know what the charge is for these additional services. Availability for decorating is dependent upon adjacent events, but typically, the exhibit hall or meeting rooms will be available for decorating as outlined below:

Day Before Decorating: Is sometimes available.

Great Room Access: Room access beginning 4 hours before event starts the day of the event.
Meeting Room Access: Room access beginning 2 hours before the event starts the day of the event (each room).

As part of your exhibition hall or meeting room rental, EOTEC’s operations staff will set movable walls, tables, chairs, stages and other equipment as needed for your event. Discuss your set up needs with your Event Manager 30 days in advance for large functions, 15 days for smaller functions. If you are having rental equipment brought in from other vendors, be sure to advise your Event Manager of the delivery/pick up schedule and location for placement of items upon delivery.

A number of items are included with our exhibit hall or meeting room rental, including:

• Tables and chairs
• Stanchions

Amenities available for rent include:

• Coffee services
• Table linens
• Table toppers
• Napkins
• Audio-visual equipment (projector, screen, mic).

An ADA ramp is available to access stages. The ramp will not be installed unless requested. There is no charge to install the ramp.

Our event center has a full kitchen available for rent where caterers, chefs, or family and friends can prepare appetizers, meals and desserts for serving to your guests. If food for your event is being prepared elsewhere and you need basic kitchen access—prep tables, cold storage, portable carts, etc.—consider renting what we refer to as half the kitchen, which includes all kitchen amenities except the stove and dishwasher. Servers are provided by the person or organization renting the venue.

EOTEC is responsible for the administration of the sale and service of alcoholic beverages in accordance with the Oregon State Liquor Commission's regulations. Therefore, in compliance with state law, all liquor, beer and wine must be supplied by EOTEC. Due to the exclusive nature of this contract, alcoholic beverages can be provided and served only by EOTEC staff members. 

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EOTEC’s custodial staff will keep the public areas clean and presentable during your event. They will also refresh meeting rooms between sessions. Please inform your Event Manager about special cleaning schedules or restricted areas. Any convention, trade show or exhibitor that produces a large amount of refuse (over twenty yards) will incur additional disposal charges. Shows anticipating large amounts of trash should advise the Event Manager in advance so that additional dumpsters may be ordered and set in place. Any clean up caused by bringing vehicles or exhibits into the facility will be charged to show management. This includes custodial time to remove snow, ice, slush, water, etc., or any spill or leaks from equipment or exhibits.