| Oregon Ghost Conference 2025 Speaker/Instructor Letter |
| Well, it is almost here! The Oregon Ghost Conference starts Friday, March 21st! We have been working hard to plan this event and we hope you are ready for a great weekend of Ghosts at the Coast! |
| Friday, March 21st, 2:30pm – Sunday, March 23rd, 4pm Seaside Civic and Convention Center 415 First Avenue, Seaside, OR.
(Link to Map of the Building) |
| WHEN YOU ARRIVE- CHECK IN @ SPEAKER/INSTRUCTOR CHECK-IN AREA IN THE MAIN LOBBY |
| This is where you will get your GA Passes (Vendor Badges) for the weekend. If you are also a Vendor, we will need to go over a few things with you at Check-in regarding that as well. |
| TECHNOLOGY NEEDS: |
| All Speakers and Instructors will have access to a microphone and visual projection for their presentations. |
| SPEAKERS: |
| (OregonHealthcare.gov MAIN STAGE ONLY) |
| Bring your presentation on a Flash Drive. |
| Speakers start on the hour and fill 50 minute time slots (50 minutes of speaking time with 10 minutes for transition/set-up between speakers). Speakers will be compensated $100 for speaking and will get a free General Admission Pass to the Vendor and Speaker area for the conference weekend. (Speakers will not be given free booth space) (Co-Speakers will split the $100 stipend) (Speakers who do not fill their entire time slot (50min) will only be paid $50 and will not be entitled to their entire $100 Stipend) |
| BEFORE YOUR TALK: |
| Check in at the SOUND BOOTH in the Pacific Room at least 25 minutes before speaking with your flash drive and presentation ready to go. |
| All Speakers who are speaking on the main stage should also check in and meet our MC, Tom Geil at the Ghoul Gallery Booth on the West side of the Pacific Room (Booth 5&6 in the Main Vendor Area) closest to the stage about 5-10 minutes before going on stage. He will be the one introducing you and reading your BIO on stage. This would also be a good opportunity to make sure he knows who you are and to make sure your name is being pronounced correctly. Tom will be reading the small BIO that you submitted with your original application. |
| CLASS INSTRUCTORS: |
| (Bring your Laptop, PC or MAC with VGA Connection or HDMI Connection (HDMI is preferred). (Please bring your own Adaptors/Dongles and Cables) (There are a limited number of dongles that can be checked out to instructors through the Main Office of the Convention Center.) |
| Instructors attend and teach on a voluntary basis but are entitled to 50% of the class fees from their class and the other 50% will go to the Oregon Ghost Conference to help cover the costs of the conference and the venue. (If your class has more than one instructor, the check will be written to the instructor who filled out the application. That instructor can split the check with their co-instructors. However if the total amount is over $200 we will write out a separate check to each of the instructors. Instructors/Entertainers will need to fill out a W-9 for tax purposes for any payment from Oregon Ghost Conference/NW Walking Tours LLC exceeding $600 total (if applicable) (This will mainly apply to those who are Class Instructors) |
| Check-In: |
| Instructors will need to check in with Oregon Ghost Conference when they arrive. Check in for instructors starts at 1pm on Friday, March 21st. All Instructors need to Check-In on Friday between 1-3pm at the Box Office. If you are not arriving on Friday between those times, please check in with the Box Office at minimum 3 hours before your class. Oregon Ghost Conference Instructors attend and teach on a voluntary basis but are entitled to 50% of the class fees from their class and the other 50% will go to the Oregon Ghost Conference to help cover the costs of the conference and the venue. Instructors will also get a free General Admission Pass to the Vendor and Speaker area for the conference weekend. Classrooms will be empty 45 minutes prior to your class. Please be in your classroom 30-45 minutes before your class, so you can set up for your presentation. Setting up your presentation in your classroom is fairly easy and should be something you can do yourself, if you are able to hook up to HDMI. If you are having issues with projecting your presentation, please make sure your laptop settings are correct for “mirroring”. If you need Technology Help you may ask the Convention Center staff at the Sound Booth in the Pacific Room or text Kristen or Rocky at the phone numbers below. (Please do not wait 10 min before your presentation to do that.) |
| For more detailed Tech Information please view the attached: Seaside Tech Talk handout. |
| Class Attendance: |
| Instructors will be expected to track attendees in your class. We will be printing out class lists for you to pick up at the box office. This will allow you to check in your class attendees. If your class or event has over 25 attendees, OGC Staff will try to arrive at your class prior to the start time to help check or scan tickets. If someone comes to your class who is not on your list, it is possible they purchased a ticket after the class list was printed. Each attendee should have proof of their tickets on their phone. If not, we can most likely text you an updated list. (Our phone numbers are below) |
| Class Evaluations: |
| All instructors will be given a stack of class evaluation forms to give to attendees. Attendees of your class should return class evaluation forms to the Box Office Booth and they will receive a free Raffle Ticket for the Oregon Ghost Conference Raffle Drawing. Put the “Ticket” portion in the envelope of the prize you want to win at the Raffle Table in the front lobby. Keep the side of the ticket that says “Keep this Coupon”. Raffle drawing will take place on the OregonHealthcare.gov Main Stage at 3pm on Sunday, March 23rd. |
| EXITING THE ROOM after your class/event: |
| Please make sure that you and your attendees are out of the room 5-10 minutes after the class, so the next instructor has plenty of time to set up for their class. |
| RAFFLE- |
| Every year we ask for donations to the Oregon Ghost Conference Raffle. If you are interested in making a basket, gift certificate or have an item to donate, please bring it to the box office any time after 1pm on Friday. In past years, we have had everything from Crystals, Books, Jewelry, Ouija Boards, Psychic Readings and so much more. This raffle helps support the Oregon Ghost Conference as we continue to grow. Guests can buy 1 ticket for $1, 6 for $5 and 13 for $10. Please make sure to fill out the raffle form so we know who donated each item and can announce that during the drawing. Raffle drawing will take place on the OregonHealthcare.gov Main Stage at 3pm on Sunday, March 23rd. |
| UNLOADING/LOADING- |
| Unloading spaces are limited. If you are just unloading small items, we ask that you park on the street or in the Public Parking Lot to the West of the building. The Convention Center has a limited supply of carts available to use to assist in unloading large items or boxes. Please use the carts to transport items to your booth as quickly as possible so that others may use them as well. The Main Entrance Turn Around Area can be used for unloading. We ask that you unload your vehicle as quickly as possible and that you move your vehicle immediately after unloading so others can pull in. |
| PARKING- |
| Speakers and Instructors are expected to park in the Public Parking Lot to the west of the Convention Center after unloading or find street Parking. |
| FOOD & DRINKS- |
| There is a Concession Stand onsite for food that will have a variety of breakfast and lunch/dinner options. The concession stand will be open same hours as the Vendor Area. (The Concessions will also be open on Friday at 2pm while Vendors are setting up.) (Outside food and drinks are not allowed in the Convention Center) |
| STILL NEED A HOTEL? |
| Oregon Ghost Conference is held during Oregon’s Spring Break. Even though there are many Hotels in Seaside, they can fill up quickly. We recommend that you contact our partner Hotels first to see if the Oregon Ghost Conference Group rates are still available. For more information from our partner hotels visit: |
| Inn at Seaside: http://www.oregonghostconference.com/Inn_at_Seaside.html
Saltline: http://www.oregonghostconference.com/Saltline.html
River Inn: http://www.oregonghostconference.com/River_Inn.html
Ebb-Tide: http://www.oregonghostconference.com/EbbTide.html
Hi-Tide: http://www.oregonghostconference.com/HiTide.html
Rivertide Suites: http://www.oregonghostconference.com/RivertideSuites.html |
| RULES AND REGULATIONS: |
| a) No Refunds b) Guests are not permitted to bring any outside food/beverages into the Seaside Civic and Convention Center. c) Topics, discussions, vendor booths or presentations should be secular (not religious based) and should be geared to a diverse audience and age group. d) Conference participants must install, arrange and conduct their exhibits in a manner which does not present a safety hazard to the public, volunteers, or employees, and only in the space allotted to them by the organizers in a neat and orderly manner and in such a way as to not be a menace or nuisance to other vendors. e) All audio/visual needs must be arranged prior to the event. The undersigned must work with event staff to set up any audio/visual equipment and ensure it is working prior to use and in a manner which does not present a safety hazard to the public, volunteers, or employees, and only in the space allotted to them by the organizers. f) All Conference presentations, vendors, classes and speakers must be appropriate for a family friendly venue. No profanity, promotion of violence, illegal activity, weapons, alcohol consumption or other subjects that may be found offensive in the view of the organizers will be permitted. I understand that Conference organizers have the final say on items sold or displayed, in keeping with the focus of the Conference. g) Vendors agree not to handle or sell any commodity not mentioned in their application. Helium balloons are prohibited inside the Seaside Civic and Convention Center. h) All Conference participants agree not to sell or distribute any item with the Oregon Ghost Conference, Northwest Ghost Tours or Haunted Seaside name and/or logo without prior written permission. i) Vendors agree not to sell any raffle tickets, event tickets or have any silent auction at the Conference Site without permission of the Conference Director. j) No sharing or subletting of your time slot or vendor booth is allowed without the consent of the organizers. k) Northwest Walking Tours LLC, Seaside Civic and Convention Center and the Oregon Ghost Conference, their employees and/or volunteers will not be held responsible for any personal injury, loss, theft, damages, or attachment of other worldly entities incurred by the Conference attendees at, in or around the Conference. l) The undersigned and all members of the business or group listed on this application agree to be courteous to the attendees, audience, organizers, employees and/or volunteers and the staff of the venues. m) If all rules and regulations are not followed the Oregon Ghost Conference Director has the right to ask, and expect, the Conference attendee to vacate the premises immediately without refund. n) Speakers, Panelists, and Class Instructors agree not to use allotted time as a commercial to promote or sell any goods or services without permission of the Conference Director. Sales are confined to Vendor Booths. 0) Excessive garbage left by a Conference participant will be cleaned by the organizers at the expense of the participant. p) Helium balloons, lit candles & open flames are prohibited inside the Seaside Civic and Convention Center. |
| CHECK-OUT- |
| Speakers and Instructors can start checking out on Sunday. Speakers and Instructors who have completed their presentations, and do not have vendor spaces, can begin checking out at 2pm. Everyone else can check-out after 4pm. |
| ALL CHECKS WILL BE WRITTEN AT CHECK OUT ON SUNDAY ONLY. If for some reason you must leave before Check-Out time, your check will be mailed to the address on your original application. |
| HELP us promote the Oregon Ghost Conference! |
| Promote your CLASSES and PRESENTATIONS on your social media pages and tag or link to Oregon Ghost Conference! Find your class or talk on the schedule and link ticket page for your class or link the website below for people to attend this event! Instagram: https://www.instagram.com/oregonghostconference/?hl=en |
| IF YOU NEED HELP WITH YOUR TECH SET-UP First check the Seaside Tech-Talk handout attached to this email. |
| IF YOU HAVE ANY QUESTIONS- TEXT KRISTEN AT 503-421-5039 OR ROCKY AT 503-679-4464. |
| We look forward to seeing you next week! Rocky Smith TEXT: 503-679-4464 Oregon Ghost Conference Director |
