Exhibitor Rules and Regulations for PRGE 2024

The 2024 Portland Retro Gaming Expo [herein referred to as PRGE 2024 or Expo or Show] is organized by Retro Gaming Expo Inc., an Oregon-based 501(c)4 non-profit cooperative organization [herein referred to as PRGE] dedicated to creating awareness of, and appreciation for classic video and arcade games through the presentation of events and conventions that celebrate the historic contribution video games have made and continue to make in popular culture.

All vendors and exhibitors [herein referred to as Exhibitor(s)] must abide by the following rules. By exhibiting at PRGE 2024 you agree to these rules.

Limitation of Liability

Exhibitor agrees to indemnify and hold harmless PRGE and the sponsor, owner, exhibition hall facility, and city in which this Exhibition is being held, and each of their respective officers, agents and employees, against all claims, losses, suits, damages, judgments, expenses, costs (including, without limitation, reasonable legal fees) and charges of every kind arising out of or resulting from its execution of this License or its occupancy of the space herein contracted for by reason of personal injuries, death, property damages or any other cause sustained by any persons or others. PRGE shall not be responsible for loss or damage to displays or goods belonging to Exhibitor, whether resulting from fire, storms, acts of God, air conditioning or heating failure, theft, pilferage, mysterious disappearance, bomb threats or other causes. All such items brought to the Exhibition are displayed at Exhibitor’s own risk, and should be safeguarded at all times. Exhibitor agrees that PRGE shall not be liable in the event of any errors or omissions in Exhibitor’s Official Directory listings or in any promotional material. PRGE makes no representations or warranties with respect to the number of Exhibition attendees or the demographic nature of such attendees.

If Exhibitor’s booth is not occupied by the time set for completion of installation of displays, such space may be possessed by PRGE for any purpose it may see fit. If Exhibitor breaches any of its obligations or covenants under this License, including without limitation any Exhibition rule or regulation promulgated pursuant to this License, PRGE may, without notice, terminate this License. In the event of such default, PRGE may thereupon direct Exhibitor forthwith to remove its employees, agents or servants, and all of its articles of merchandise and other personal property from the space licensed and from the Exhibition Hall. Your payment will be subsequently forfeited.

Exhibitor-caused damage to any Oregon Convention Center facilities or property is the sole responsibility of that exhibitor. Exhibitor is liable for any damage caused to building floors, walls or columns, or to standard booth equipment, or to other exhibitors‘ property. Exhibitor may not apply paint, lacquer, adhesives, or other coating to building columns and floors or to standard booth equipment. Only blue painter’s tape is acceptable for adhering to any walls at the Convention Center and only commercial gaffer tape may be used to adhere materials or equipment to the floor.

Retro Gaming Expo Inc. will make reasonable efforts to protect merchandise during the show. Retro Gaming Expo Inc. has a 24-hour security presence for the safety of our staff and volunteers, Exhibitors, attendees, and the facility.

Inquiries about these rules and regulations can be made to the Exhibitor Coordinator rick@retrogamingexpo.com

Cancellation Policy

In the event Exhibitor seeks to cancel this License or withdraw from the Exhibition, Exhibitor may do so by notifying and receiving confirmation from the PRGE Exhibitor Coordinator rick@retrogamingexpo.com. The date of cancellation, withdrawal or downsize in space as applicable shall be the date the Exhibitor coordinator confirms the cancellation. Cancellation entitles you to a refund amounting to 50% of your total payment If PRGE is able to resell the space. If PRGE is unable to resell the space, your entire payment is forfeited, and no refund shall be due. The refund policy may be adjusted at the discretion of the PRGE Exhibitor coordinator.

Exhibitor Options and Hours

At PRGE 2024 we have two options for our Exhibitors:

  • Three-Day Weekend of Friday, Saturday, and Sunday in Hall C
    Your setup must be completed by Friday noon!
    Your Exhibitor floor will be for open for attendees:
    - Friday noon until 10:00 PM
    - Saturday 9:00 AM to 5:30 PM
    - Sunday 10:00 AM to 5:00 PM
  • Two-Day Weekend of Saturday and Sunday in Hall D
    Your setup must be completed by 9:00 AM on Saturday morning!
    Your Exhibitor floor will be for open for attendees:
    - Saturday 9:00 AM to 5:30 PM
    - Sunday 10:00 AM to 5:00 PM

Set Up, Load In, Teardown and Load Out

The Exhibitor hall will be open for Exhibitor load-in and setup during the following hours:

  • 9:00 AM to 10:00 PM on Thursday, September 26, 2024
  • 9:00 AM to 10:00 PM on Friday, September 27, 2024 (for Sat-Sun Exhibitors)
  • 9:00 AM to noon on Friday, September 27, 2024 (for Fri-Sat-Sun Exhibitors)
  • 6:00 AM to 9:00 AM on Saturday, September 28, 2024
  • 8:00 AM to 10:00 AM on Sunday, September 29, 2024

The part of the Exhibitor hall that is open for attendees on Friday is NOT available for Exhibitor setup during those hours! If you are a Three-Day Weekend Exhibitor (Fri-Sat-Sun) then your setup must be completed by Friday noon!

The arcade portion of the expo and the Fri-Sat-Sun Exhibitor hall will be open to the public on Friday, September 27. It will be separated from the Sat-Sun Exhibitor hall by an air wall until Saturday morning when the wall will be opened to conjoin the arcade and Exhibitor halls into one. Once you have completed your booth setup on Friday, your exhibitor badge will grant you access to the arcade side of the show up until 10:00pm.

Exhibitors may also choose to set up on Saturday: the Exhibitor hall will open for Exhibitors at 6:00 AM on Saturday. All setups must be completed by the time the doors open to attendees at 9:00 AM on Saturday.

Only show staff and Exhibitors will be permitted in the show hall prior to 9:00 AM on Saturday when the show hall officially opens to attendees. No unaccompanied minors are permitted on the show floor outside of general attendee hours.

Exhibitor agrees to remain fully set up for the entire duration of the show. Early teardowns and packing up of merchandise prior to the official closing time are not permitted. Exhibitor staff always need to be present at the booth.

Exhibits must be removed from the building by the time specified in the Exhibitors timetable. In the event Exhibitor fails to remove its exhibit in the allotted time, PRGE reserves the right, at Exhibitor’s expense, to ship the exhibit through a carrier of PRGE choosing or to place the exhibit in a storage warehouse subject to Exhibitor’s disposition or to make such other disposition of the exhibit as it may deem desirable without any liability to PRGE.

Exhibitor Check-In and Exhibitor Badges

All Exhibitors must check in upon arrival to receive your table assignment and badges prior to unloading. If you have any questions about Exhibitor setup, please contact rick@retrogamingexpo.com. You will be able to purchase additional Exhibitor badges at check-in.

Exhibitor Parking

Special Exhibitor parking passes are available from the Exhibitor Coordinator rick@retrogamingexpo.com. Exhibitor parking is very limited and sells out quickly!

Late Arrivals and No-Shows

It is unsafe for Exhibitors to load in their booth after the Exhibitor hall doors have opened for our attendees. If you absolutely cannot be set up in time, please contact the PRGE staff ahead of time to work something out. We will do our best to accommodate you at our discretion. There will be no refunds for late or no-show Exhibitors, and we reserve the right to reallocate your space in the event of a no-show.

Booth Sharing, Subletting, Re-Assigning, Splitting Etc.

Booths cannot be shared, sublet, split, re-assigned etc. without prior written permission by Retro Gaming Expo Inc. Please clearly state shared or split arrangements when applying for a booth. In the case of multiple parties sharing one exhibit space, the person whose name appears on this contract assumes full responsibility for that space as specified here.

Booth Signage, Visibility, Layout

Blocking visibility of other Exhibitors with merchandise or signage is prohibited. Keep aisles free and don’t impinge on adjoining booths. Be nice to your neighbors!

Booth layouts and hall floorplans have been approved by the Oregon Convention Center's Fire Marshall and cannot be altered. Moving tables, adding tables or other layout alterations are strictly prohibited.

Flyers, Posters, Pamphlets, Coupons Etc.

Any advertising or marketing materials, such as flyers, posters, pamphlets, coupons etc. need to be restricted to your booth. Distribution of these materials outside of your booth, for example wild posting and distribution of flyers at the show, are not permitted.

Music and Sound Regulations

Amplified music systems are prohibited in all exhibitor booths except with explicit approval from PRGE show management. Mechanical or electrical devices which produce sound must be operated so as not to disturb other exhibitors. PRGE reserves the right to determine the placement and acceptable sound level of all such devices and may determine at what point sound constitutes interference with others and must be discontinued. No megaphones or other voice amplifiers.

Food and Beverage Vending, Outside Food and Beverages

The Oregon Convention Center assesses a catering buy-out fee for Exhibitors selling prepared food or beverages. PRGE 2024 has nothing to do with this fee. Please contact us prior to the event for details and we will connect you with OCC for a fee schedule.

Outside food and beverages are not allowed at the Oregon Convention Center. More details can be found in the Oregon Convention Center house rules.

Electrical Access

Electrical power is not included with any booth but can be ordered directly from the Oregon Convention Center for an additional fee.

Wi-Fi Internet Access

Paid Wi-Fi internet access is available for a daily fee through the Oregon Convention Center. To sign up, connect to the "OCC WiFi" wireless network (SSID) - available facility wide. Once connected, open a web browser, choose a plan and click the 'Buy Now' button to begin the purchasing process. If you depend on internet access for your payment processing or other aspects of your business while at PRGE 2024, it is recommended that you purchase the "business class" package ($50 per day). In our experience, the "basic" package ($12 per day) is unreliable for business-critical applications. PRGE 2024 does not have any stake in the internet services sold at the Convention Center.

Fire Code

The Portland fire code specifies certain rules for Exhibitors at the convention center. All Exhibitors should familiarize themselves with the Oregon Convention Center's Fire Marshall Regulations in the OCC's Client Services Guide (see page 7). Exhibitors must ensure all of their equipment and merchandise remains within the boundaries of their designated exhibitor space. At no time may an exhibitor obstruct an aisle in the show hall. Fire Extinguishers, Hose Cabinets, Fire Exits or Fire Alarms cannot be blocked or covered. Booths with complete or partial covers/roofs will be inspected by the Fire Marshall and Exhibitors need to be prepared to implement changes at the Marshall's request.

Use of Battery Devices

If you intend to power equipment via a battery, please note that restrictions apply. Any device that is not UL listed, is not self-contained, can accept a 2 or more pronged plug and/or is intended to power anything larger than a small electronic device, such as a tablet or cell phone, is not allowed on the show floor. See this flyer for examples.

Reproduction Video Games

The following items may not be sold at PRGE:

  1. No North American released game may be sold as a reproduction unless there are major changes in the coding very early in the game play.
  2. Reproductions of games from other regions should be specifically in a North American cartridge shell.
  3. No optical disc-based reproductions of North American games may be sold that do not require a modified or developer system to play.
  4. Reproduction games on optical media discs must have a "REPRODUCTION" mark easily noticeable in the image of the disc label.

Bootlegs and Counterfeit Items

The sale of these items is prohibited at PRGE 2024. This includes but is not limited to videogames, media, art, and all related items.

Prohibited Materials

PRGE does not allow the sale of real weapons or of weapon reproductions sufficiently functional to cause harm. This includes but is not limited to replica swords, knives, throwing stars or blades of any kind. Furthermore, items such as pepper spray, Tasers, and projectile weapons such as arrows, cross bows, and blow guns are not allowed. If you are unsure if an item you intend to sell is banned from PRGE, please email rick@retrogamingexpo.com with a description and picture of the item in question for determination.

AI-Generated Art Policy

The Portland Retro Gaming Expo respects and supports the artist community and the creators of original art. We do not allow the sale of AI-generated art at the show.


Only clearly marked ADA Service Animals are allowed into the Oregon Convention Center unless specifically invited by PRGE 2024. Be prepared to show proper proof and certification.

More details can be found in the Oregon Convention Center house rules.

PRGE 2024 is a Family-Friendly Event

Harassment or inappropriate behavior of any kind is not tolerated. More details are in our Conduct & Harassment Policy. Adult materials of any kind need to be kept out of sight and reach of minors and cannot be sold or distributed to minors. PRGE reserves the right to determine whether the character and/or attire of booth personnel are acceptable for attendees. Illegal drug use, smoking, vaping, or similar activities, or drinking alcohol is not permitted at the Oregon Convention Center. Intoxicated or impaired people will be removed from the show.

More details can be found in the Oregon Convention Center house rules.

License Acceptance

Submission of your check or payment constitutes acceptance of this License.