2026 Speaker Frequently Asked Questions

This document contains all the information you need to make your speaking engagement at NWFGF a success!

The FAQ will be updated periodically based on new information and speaker feedback/questions.

Upload Headshot and Important Documents

Upload Revised Headshot (due Sept 24), W9/W8ben and ProTips Here (due by Jan 30, 2026)

Headshots

  • If your headshot has changed since your original submission, please upload below by September 24

W9/W8ben

  • If you were not a speaker in 2025, we need a W9 or W8ben to pay you. Please upload by January 30, 2026
  • If you were a speaker in 2025 and your W9 or W8ben has changed since last year, please upload your new form by January 30, 2026
  • Uploads are secure and only used for payment purposes
  • Please submit your name and email along with the files for faster processing

ProTips (session handouts)

  • Due by January 30, 2026
  • Please submit your name and email along with the files for faster processing
  • See “Can I prepare a handout for attendees?” in the Preparing for Your Presentation section of the FAQ for more info
 

Promoting Your Appearance at the Festival

2026 Festival Theme: Spring Parade

Find Me@The Festival! Campaign
  • For 2026 we are doing a “Find Me@The Festival” campaign that we would like all speakers to participate in… 
  • More information and assets will be available early October
  • The general idea is to get potential attendees thinking about the show in Fall 2025 so they can plan ahead to attend – particularly out-of-town attendees
  • Local speakers and garden designers will be invited to a high-profile kick-off event in January, 2026
  • Out-of-Town presenters will get several mailings (beginning mid-October) that can be opened on Social Media
  • The show is sponsoring an all expense paid trip for two (continental US and Canada) contest that will run mid-October to early December
  • Stay tuned for more info! 
Save the Date! New Speaker + PR & Social Meeting Jan 13, 2026
  • Save the date for the New Speaker & PR/Social Media meeting Jan 13, 2026
  • This is a Zoom meeting. An invitation will be sent closer to the date
  • This meeting is for all speakers… the first part will be about PR & Social Media tips & tricks everyone can use to promote the show
  • The second half will be a Q&A for new speakers 
What is the website for the Festival?
  • GardenShow.com
Where can I get graphic assets to promote the Festival?
  • We will have graphic assets available here mid-October, 2026
  • If you’d like additional assets or have some fun promo ideas in mind, please reach out to NWFGFSeminars@mpeshows.com
What are the Festival's social channels?
  • facebook.com/nwfgs
  • instagram.com/nwfgs
What are the 2026 hashtags?

#NWFGS
#NorthwestFlowerAndGardenFestival
#NWFGF26
#SpringParade
#GardenShow
#FindMe@TheFestival

And if you are a GardenComm member:

#GardenComm

Are there tips or times to best promote the Festival?

Tickets will go on sale October 15.

There are a number of promotions (Black Friday/Cyber Monday) that happen with special pricing. Then we hit the holidays which is a great time to suggest tickets as holiday gifts.

If your followers are all over the country, and you want to encourage them to see you at the show, do some early (October/November) promotion so flights and hotels can be arranged. 

The new “Find Me@The Festival” campaign we’ll be revealing mid-October will help with this effort.

Early January is a great time to ramp up your efforts to promote the show. And the 3-4 week period just before the show is a great time to promote in earnest. Our social media maven, Corene, will repost your content. If you want to make NWFGF a collaborator on IG, she will accept those collaborations. 

As we get closer to the event, you can ramp up your social posts. People love the behind the scenes as you’re getting ready for the show! Consider doing an IG live with another presenter to talk about the show and everything you’re looking forward to! If you have ideas you want to explore, Corene or LaManda will be happy to discuss with you!

If you have a newsletter, this is also a great way to promote the show from now until February. If you want any assets for your newsletter that are a specific size (header, graphics, etc.) just let us know and we’re happy to provide them!

And don’t forget ticket giveaways! These are best done the two weeks leading up to the show.

  • We’ll be providing a link closer to October 15 when tickets officially go on sale
  • This link will provide $3 off regular adult tickets and is active until midnight, Feb 17th, 2026 (the night before the show opens)
  • By using this link, we’ll be able to track the collective efforts of our 2026 speakers in driving attendees to the show! 
Can I do a ticket giveaway?
  • Yes, please!
  • Every speaker is given five (5) digital tickets to share with friends or use in social giveaways
  • We will send each speaker five (5) digital ticket codes to distribute at your discretion to friends or giveaway winners in February
  • If you need additional comps for giveaways, just let us know
Who do I talk to if I have a social media promo idea?
  • Corene Caley – CoreneKC@Outlook.com
  • LaManda Joy – NWFGFSeminars@mpeshows.com
Will there be a Press Room to discuss story ideas with the Festival publicist?

If you’re looking for a place to hang out, you can store belongings and chill out as much as you like in the staffed VIP Speaker & Influencer lounge on the Seminar Center level just past the Hood Room.

The press room is for press projects only.

  • The Press Room is located in Room 310 on the 3rd level of the Convention Center
  • Hours are 9am-2pm Wednesday to Saturday. The press room is closed on Sunday
  • Publicists are available to discuss story ideas
  • Wifi is available to post to your socials
  • The Press Room isn’t secured for the storage of your belongings and isn’t meant to be a lounge

Our press contact is:

Revolution PR 

Carolyn Riesinger

503-312-4265

carolyn@revolutionpr.com

Preparing For Your Presentation

New to Speaking at NWFGF?
  • We are committed to helping new speakers flourish at NWFGF and beyond
  • If you need any assistance with your presentation, need suggestions on layout, have general questions or need support, send a note to NWFGFSeminars@mpeshows.com 
  • There are resources and individuals available to help you get ready for your first show!
  • For 2026 we have scheduled many new or first time speakers in the Adams Room. It is a little smaller (250 seats) and more intimate space than our larger rooms
  • We welcome you to the roster of excellent horticultural communicators that NWFGF is renown for!
What about hotels?
  • Here’s the discount link for Grand Sheraton Seattle
  • 2026 rate is: $168/night
  • Included in rate:– Complimentary Wi-Fi– 15% Discount at – Fountain Bar, excluding Happy Hour and alcohol– 25% Parking discount– Waived $25 destination fee
  • These discount rooms fill up fast so don’t procrastinate!
  • Here’s the link to OTHER HOTELS contracted for the show (but the Sheraton is next door to convention center and the best rate)
Who is the audience?
  • The Festival is highly regarded for its strong commitment to well researched and presented horticulture education
  • Audiences range from deeply-rooted plant fanatics who effortlessly recite botanical Latin, to budding “grewbies” just beginning their adventures in gardening
  • Most attendees garden in Zones 7 – 8, coming predominately from Washington, Oregon and British Columbia but also from California, Idaho, Alaska and Montana, and other areas around the country. In 2025 we had visitors from 36 states as well as overseas guests
  • Important: if you’re not from the Pacific Northwest, check out Great Plant Picks to see if you can find appropriate substitutions for plants you might have in your seminar that are not hardy in our region. This list contains tried and true plants, usually available at PNW nurseries
Can I talk about my product or service?
  • No infomercials please!
  • Attendees are excited to learn from you – not to be sold to
  • Show staff will introduce you and mention your book, booth location and/or business name
  • Please refrain from logos and contact info on each slide – save that for the concluding slide
  • The optional ProTips you can provide (digital handouts available on GardenShow.com after your presentation) are an excellent opportunity to talk about your book and/or business
  • You should absolutely include contact info, your social handles, book or business information, etc. on your concluding slide and leave that up when you are answering questions so attendees have a moment to grab your information
  • Presenters that don’t respect the educational nature of the seminars will not be invited back
How much time do I have for my presentation?
  • All seminars are 60 minutes. Allow five (5) minutes for the staff to introduce you, brief sponsor messages and other updates
  • We recommend you leave 5-15 minutes for audience questions
  • Room docents will signal you when you have 10 minutes remaining
  • Sessions cannot run over – please be courteous to the presenters following you
  • Rainier Room has 30 minutes between sessions
  • Hood Room has 15 minutes between sessions
  • Adams Room (new for 2026!) has 30 minutes between sessions
  • DIY Stage has 45 minutes between sessions (except the first session of each day)
  • Main Stage (4th floor) has varied times between sessions – the producer will reach out in advance for instructions
  • It is imperative you conclude your presentation during the 60 minute timeframe to allow the smooth flow of attendees and presenters
  • If you are an author, please proceed immediately after your session to the Third Place Books book signing station. Often attendees will follow you over there to continue asking questions as they get their books signed
  • For speakers who are not (yet!) authors… we will have a Meet & Greet space available immediately after your session so you can meet your attendees and fans
How big are the rooms and what is the AV set-up in each?

We are making some changes to the seminar floor for 2026 to accommodate new features!

Rainier Room:

  • Located on the 3rd floor seminar (Tahoma) level
  • Seats 425+
  • Has two screens, dual projection
  • Podium or lavalier mic available
  • Lectern, table, clock and bottled water provided
  • Overhead lights kept at 40% so audience can take notes

Hood Room:

  • Located on the 3rd floor seminar (Tahoma) level
  • Seats 450+
  • Has one screen, one projector
  • Podium or lavalier mic available
  • Lectern, table, clock and bottled water provided
  • Overhead lights kept at 40% so audience can take notes

Adams Room – New for 2026!:

  • Located on the 3rd floor seminar (Tahoma) level
  • Seats 250+
  • Has one screen, one projector
  • Podium or lavalier mic available
  • Lectern, table, clock and bottled water provided
  • Overhead lights kept at 40% so audience can take notes

DIY Stage:

  • Located on the 3rd floor seminar (Tahoma) level
  • Seats 200
  • Camera projects image of work surface onto courtesy monitors flanking the stage so audience can see overhead view
  • No other projection or screens available – this stage is for hands-on demos only
  • Podium and headset mic for presenter
  • Two eight foot tables for plenty of work space
  • Clock, tissues and bottled water provided
  • 10x20ft unsecured storage space available for seminar materials

Main Stage:

  • Located on the Main (4th) Show Floor
  • Seats 350
  • Camera projects image of work surface onto courtesy monitors flanking the stage so audience can see overhead view
  • No other projection or screens available – this stage is for hands-on demos only
  • Headset mics are provided for presenters, hosts use handheld mics
  • Two eight foot tables for plenty of work space
  • Clock, tissues and bottled water provided
  • Lot of unsecured storage space is available for seminar materials

Traveler’s Tea 3A/B:

  • Seats 120
  • Located on the third floor
  • Has one screen, one projector
  • Podium or lavalier mic available
  • Lectern, table, clock and bottled water provided
  • No VCR or overhead projectors available

House of Plants

  • Located in the North Hall Plant Market at space 2618
  • Seats 50
  • Voice amplifier provided
  • A small table will be provided in case you want to showcase something or do a quick demo
  • Clock, tissues and bottled water provided
Do I need to bring my own computer?
  • Yes, please
  • If you don’t have a laptop computer, please let us know ASAP
  • If you have a Mac, please bring an HDMI adaptor
  • Our AV tech (Fred the Fabulous) will assist you in setting up your computer
  • Please bring your power charger – an extension cord will be provided
  • It is wise to bring a back up USB drive just in case
  • And, one more reminder, there is no wifi on the seminar floor. Your presentation cannot stream in any way. It must all be self contained on your computer
Is there wifi available in seminar rooms?
  • There is no wifi available in seminar rooms which means live streaming is not possible
  • Presentations cannot be Google Slides or other formats requiring a wifi connection. This is VERY IMPORTANT. There were some serious delays (and freak outs) in 2025 because presenters did not follow these directions. You don’t want to live in infamy… please cooperate
What format/software should I use for my presentation?
  • PowerPoint or Keynote
  • Do not use PDF files
  • Do not use Google Slides or any program requiring a wifi connection for you to present
  • Presentations should be set up 16:9
  • Music and videos should be embedded in your presentation – not separate files
  • It is wise to bring a back up USB drive just in case
Should I prepare a handout for attendees?
  • We call attendee handouts ProTips
  • To conserve paper, we provide your ProTip on the show website (GardenShow.com) for attendees to download at their convenience
  • Your ProTip will appear on the website after your presentation
  • ProTips are greatly encouraged and very appreciated by attendees
  • They can be any length or format (portrait or landscape) as long as they are a PDF
  • ProTips are a great place to promote your business, book, courses, etc.
  • We must receive all ProTip PDFs by January 30, 2026 via upload (do not email them, please)
  • Please do not bring paper copies to your session as this causes confusion for the attendees (they expect everyone to provide paper copies and get mad when they aren’t available) plus extra work for the room docents and wasted paper
  • Upload your ProTip at the top of this FAQ by January 30, 2026
Can I include video or music in my presentation?
  • Yes but video and music must be embedded in your presentation – not separate files
  • Remember there is no wifi on this level so streaming of any kind is not possible
What do I need to know about the loading dock for my DIY stage materials?
  • The loading dock is available for DIY presenters
  • Separate instructions and DIY stage producer contact info will be shared closer to the show
Why are some seminars designated as WSU Master Gardener continuing ed credits?
  • NWFGF provides the list of seminars to the Washington State University Extension Service
  • Seminars are selected by WSU for Master Gardener continuing education (CE) credits by a panel of educators
  • NWFGF has no input regarding which seminars are selected for CE credits
  • The show website and various printed materials will designate which sessions are WSU Extension CE approved

For Authors

Bookstore Partner: Third Place Books

About Third Place Books:
Third Place Books is the deliberate and intentional creation of a community around books and the ideas inside them. Founded in 1998 in Lake Forest Park, we opened a store in the Ravenna neighborhood of Seattle in 2002, and another in the Seward Park neighborhood in 2016. Third Place Books is a general interest bookstore with over 200,000 new, used, and bargain books in Lake Forest Park and over 40,000 books in Ravenna. It is a fun, comfortable, and safe place to browse, linger, lounge, relax, read, eat, laugh, play, talk, listen, and just watch the world go by.

When/where will my book signing be?
  • There is a Bookshop and Book Signing Station on the third floor near the seminar rooms – you can’t miss it!
  • You don’t need to do anything other than show up and smile – books will be ordered and sold without anything required of you
  • Your most recent book will be in stock at the bookstore as well as any backlist titles you may have that are still available/in print based on Third Place Book’s discretion
  • Bring your favorite pen!
  • A schedule will be provided on the NWFGF website for book signings but, in general, your book signing will be immediately following your seminar UNLESS you are speaking on the Main Stage or Traveler’s Tea in which case we have added 15 minutes to the schedule to allow time to get from the main floor to the seminar level on floor three.
  • Please proceed quickly from your seminar to the book signing station – there are opportunities to answer additional questions from attendees during the book signing process
Can I bring self-published books to sell?
  • Self published books are included on a case-by-case basis at the discretion of Third Place Books. If you are a self-published author, let us know and we will make an intro 
I have written many books - which ones will be sold at the bookstore?
  • NWFGF provides a list of each year’s speaker’s most recent books to Third Place Books. Backlist titles are also ordered at the discretion of Third Place Books. If your book is out-of-print it will not be available
Can I schedule other book signings (or speaking engagements) during the show?
  • Absolutely!
  • If an exhibitor would like to highlight your book or you have an opportunity to speak at another venue during the show… go for it! 
  • Just makes sure none of the extracurricular activities conflict with your scheduled NWFGF sessions or book signings

Honorarium *Updated*

When do I get paid for my speaking engagement(s)?
  • We will no longer be distributing honorariums during the show
  • Honorariums will be mailed within 30 days of the show closing (February 22, 2026)
  • Unless you tell us otherwise, checks will be made out and sent to the information provided on the W9 you submitted
  • Direct deposit is not available at this time except for speakers from outside the United States
Do I need to submit a W9 or W8ben?
  • Unless you spoke at NWFGF in 2025, you will be required to submit a W9 (US) or W8ben (Canada/UK)
  • You will be asked to submit your W9 or W8ben during the acceptance process but if that isn’t possible please upload at the top of this FAQ by January 30, 2026
  • All uploads are secure and used for payment purposes only
  • We cannot pay you without the W9 or W8ben
  • For returning speakers, if you have a change to your W9 or W8ben, please submit a revised W9 at the top of the FAQ by January 30, 2026
Are there other speaker perks?
  • Show access for all five (5) show days
  • Five (5) digital comp tickets for friends or giveaways
  • Discounted hotel rate at Sheraton Grand Seattle or other local hotels
  • 10% discount on all Convention Center purchases (food, beverage, etc.)
  • Access to VIP Speaker & Influencer Lounge sponsored in 2026 by Epic Gardening
  • Special speaker swag and gifts provided by various cool sponsors
  • Ticket to the (now legendary) Botanical Bash on Friday, Feb 20, 2026
  • Fame and glory… 

At The Show

What is the Seattle Convention Center address?
  • 705 Pike Street, Seattle 98101
Parking at the Seattle Convention Center
  • Parking at the Convention Center fills up early – often by 10am
  • CLICK HERE for a map of the Convention Center Parking: 
  • There are several public parking garages within three blocks of the Convention Center. They are the least expensive parking option other than limited street parking
  • Here is a link to those parking garages
  • Hotel parking is an option but it is expensive
  • Street parking is FREE on Sundays
How do I get into the Festival? * Updated *
  • We will no longer be sending speaker packets prior to the show
  • A Welcome Package will be waiting for you at Will Call at the main atrium entrance
  • The Press Room does not have your Welcome Package – they will direct you to Will Call
  • Proceed to the Seminar Center level (3rd floor) and go to the VIP Speaker & Influencer lounge (just past the Hood Room) to check in for your seminar
  • Swag, goodies, comfy chairs, work area plus a secure place to drop your belongings are available in the VIP Speaker & Influencer lounge
  • We can’t wait to see you!
How early should I arrive before my seminar?
  • Plan to arrive at the show at least 90 minutes before your seminar. The show is really big and you’d be surprised how long it takes to navigate through it to get to the escalators to the 3rd floor
  • Rainier and Adams Room: You will be able to set up your computer 30 minutes prior to your seminar
  • Hood Room: You will be able to set up your computer 15 minutes prior to your seminar
  • DIY stage set-up can begin 45 minutes prior to your seminar
  • Main Stage set-up varies. You will receive instructions at a later date
Who do I check in with when I arrive?
  • Proceed to the VIP Speaker & Influencer Lounge located past the Hood Room on the 3rd (Seminar) floor
  • The VIP Speaker & Influencer Lounge is located past the Hood Room
  • Epic Gardening is sponsoring the lounge in 2026
  • Check in with the staff, drop your belongings, relax and get some swag
  • LaManda Joy, our seminar and judging manager, will be delighted to meet and assist you as will the staff at the VIP lounge
Where are the seminar rooms located?
  • Rainier Room, Hood Room, Adams Room, DIY Stage plus Third Place Book’s Book Shop and Signing Station can be reached by crossing the SkyBridge to the North Hall. Turn right and follow signs to the Conference Center. Use the escalator or elevator to go down one level. While you’re there, enjoy the Conference Level Cafe!
  • Main Stage is located at the back of the North Hall
  • House of Plants can be found in the North Hall Plant Market at space 2618
  • Traveler’s Tea is located on level three (Room 3 A/B). Follow signs at the Convention Center entrance
  • Download speaker map HERE

Where can I safely store my belongings?
  • The VIP Speaker & Influencer Lounge is located past the Hood Room on the Seminar Center level.
  • Epic Gardening is sponsoring the lounge in 2026
  • You can safely leave your belongings, get some swag, chill out and network with the other presenters and local influencers
Is there a place to hang out before/after my seminar?
  • The VIP Speaker & Influencer Lounge is located past the Hood Room on the Seminar Center level.
  • Epic Gardening is sponsoring the lounge in 2026
  • You can safely leave your belongings, get some swag, chill out and network with the other presenters and local influencers
  • Snacks will be provided
Who do I contact in case of emergency?
  • Prior to the show, please email NWFGFSeminars@mpeshows.com
  • During the show, the seminar team can be reached via text or call. The number will be provided later
What are the guidelines for shipping something to the Seattle Convention Center?
  • The window for accepting materials shipped to the show is Thursday, February 12 – Tuesday, February 17, 2025
  • Notify us if you are shipping items with the name of the provider (UPS, FedEx, etc.) and number of packages so items can be tracked down during move-in and set aside for you

Ship all materials to:

Seattle Convention Center 

705 Pike Street, Seattle, WA 98101-2310

C/O Northwest Flower & Garden Festival, ROOM 401

Attn:  Jeff Swenson, Show Manager

Things to Know About The Seattle Convention Center

Does the Seattle Convention Center accept cash?
  • The Convention Center no longer accepts cash
  • Exhibitors DO accept cash
Are there reusable water bottle filling stations available?
  • Yes and refillable water bottles are a great idea as the cost for bottled water from the Convention Center is high
  • There will also be a water bubbler in the VIP Lounge
Are there discounts available for speakers at the Seattle Convention Center?
  • Your badge/lanyard will get you a 10% discount on all Convention Center food and beverage purchases (alcohol not included)
  • Alcoholic beverages are sold at select areas on the show floor and you can walk around the show with your purchased drinks. You cannot bring your own or leave the show with an alcoholic beverage

Other Fun Stuff

NEW for 2026!
  • We’re designing a Find Me@The Festival campaign so speakers have a format to talk about their involvement in the show earlier in the Fall
  • The Rainier Room is going to be split in half so it is smaller and more intimate. It will now seat 425 attendees while maintaining the double screen A/V set-up
  • The popular panel discussions from 2023, hosted by Jennifer Jewel from NPR’s Cultivating Place, will be returning in 2026
  • Authors will be happy to hear that the bookstore will be moved closer to the escalators so book signings can’t be missed!
  • Non-authors will have an opportunity to have attendees meet them after their presentations at the Meet & Greet Cafe where you can visit, have photos taken at a Step & Repeat and socialize with your seminar attendees and other fans
  • We’re reconfiguring the 3rd floor seminar area to also include a new room called the Adams Room. This 250 seat space is a little smaller and more intimate and designed for speakers that are new to the show or new to speaking in general
  • Plant Academy, while popular, was too noisy in the SkyBridge lobby so we will be integrating plant-specific topics in the regular 3rd floor schedule

VIP Speaker & Influencer Lounge
  • The VIP Speaker & Influencer Lounge is located just past the Hood Room on the 3rd Floor Conference Center level – you can’t miss it!
  • Epic Gardening is sponsoring the VIP lounge in 2026
  • You will receive a badge that allows entry in your Welcome Package that you pick up at Will Call on your first day at the show
  • You can safely leave your belongings, get some swag and snacks, chill out and network with the other presenters and local influencers
  • Guests you may bring are welcome… 
Will there be a GardenComm gathering during the show?
  • The GardenComm meet up will be Friday, Feb 20 from 10-noon in Room 3A/B
  • GardenComm is planning many fun activities during the 2026 NWFGF. Contact Erica Grivas for more detail. 
Will there be an Amazon Spheres tour available this year?
  • NWFGF won’t be coordinating a tour for speakers in 2026 but the show dates line up with public open days for The Spheres
  • You can sign up on your own for public visits on Saturday, February 21
  • Find information about self-registering to visit The Spheres HERE