13th Annual Colorado Country Christmas Gift Show – November 4–6, 2016
Produced by: Showcase Events, Inc.
Thank you for participating with us this year. To prepare for the event please review the information below. Make sure to take advantage of the discount deadlines for ordering early. After the deadline you may still order but prices will increase.
Table of Contents:
|3||Decorator: Coast to Coast Trade Show Services: 303.991.2791||10-24-16|
|3-4||Denver Mart: 800.289.6278, 303.292.6278, fax 303.297.8473
451 East 58th Avenue, Denver, CO 80216
Mart services: See attached forms for electricity, furniture, shipping & Wi-Fi
· Showroom Key Deposit $10 (reimbursed when key returned)
|4||Fire Permits: Denver Mart 303.292.6278 or 800.289.6278
· Questions regarding permits please contact Traci Anderson ext. 5290
· You must have a permit to light or burn.
|4||Health Department & Food Sampling:
· Tri-County Health Department www.tchd.org or 303.288.6816.
· Questions: Gilbert Cazier, 303-439-5921 or email@example.com.
· Permits are required for potentially hazardous foods such as roasted nuts, meats, dairy, etc.
DoubleTree Hilton (Stapleton): 6.6 miles from the Mart. 800.222.8733 or in house 303.321.6666. $94 single / $99 double / $109 triple / $114 quad – includes breakfast. Group reservation link –http://doubletree.hilton.com/en/dt/groups/personalized/D/DENSNDT-CCC-20161102/index.jhtml?WT.mc_id=POG Group name: Colorado Country Christmas Gift Show.
Quality Inn: Located 1 mile from the Mart at 200 W 48th Ave. 303.296-4000.
Reference: Colorado Country Christmas group block. $82 per night includes full hot breakfast and free shuttle service every hour on the hour.
|2||Move-In & Move-Out Procedures:|
|2||Parking at the Mart: FREE. Exhibitors must park East of the Denver Mart off 58th Avenue on Washington Street by the Fire Station.|
|4-5||Registration & Exhibitor Guidelines: Booths and badges|
|2||Show Dates / Show Office: Temporary show office is located in Forum Room #2 West of Exposition Hall I & South of the Plaza. Phone 206.484.0880.|
|5||Tax and Licensing: Colorado State Tax 303.238.7378 / www.taxcolorado.com
Everyone must have a Special Event Sales Tax License before the event. See attached instructions “Colorado Sales Tax Information”.
|Tax filing deadline 12-20-16|
|WiFi: $9.99 per day. Instruction sheet “Wireless Internet Service” attached.|
Show Dates / Move-In & Move-Out Procedures
PLAN ON SELLING ALL 3 DAYS!
|10am to 8pm
9am to 8pm
10am to 5pm
Move-In and Move-Out:
|Move-In:||Thursday, Nov. 3rd – 8am to 10pm
ALL BOOTHS MUST BE SET UP BY THURS., NOV. 3rd AT 10PM
Sunday, Nov. 6th – 5:15pm to 12am
Monday, Nov. 7th – 8am to noon
|You may come in any morning at 8am to restock or clean your booth.|
|Move-In Expo Halls I, II & III Instructions:||EXHIBITORS MUST UNLOAD AT THE DOCK AND MOVE YOUR VEHICLE IMMEDIATELY, BEFORE YOU TAKE YOUR PRODUCT TO YOUR BOOTH. Security personnel will be managing the move-in area. The main Mart door entry is hand carry only, please no hand-trucks or carts.|
|Move-in Plaza Instructions:
|Exhibitors in the Plaza must check in with Registration to obtain your badges. Registration is located inside the loading dock at the east end of the Exposition building. Plaza load in doors are located on the North side of the building, on the back side of the Mart.|
|Move-Out Instructions:||Exhibitors may not dismantle or remove exhibit materials before 5:15pm on Sunday when the show closes. This policy will be strictly enforced. Any exhibitor violating this rule may not be permitted to exhibit in future shows. Exhibitors must move your entire booth and contents to the staging area of the dock before pulling up your vehicle.|
|RV, Oversized Vehicles and Exhibitor Parking:||Oversized Vehicle & Exhibitor Parking: During show hours all exhibitors must park East of the Denver Mart off 58th Avenue on Washington Street; unless prior arrangements have been made. This parking lot is next to the Fire Station.
Anyone who leaves their car parked outside the move-in entrance for the duration of the show will be asked to move their car. There will be a parking lot attendant on site. Close up parking surrounding the Mart and the Plaza is for customers only! Violators may be towed.
Please be aware of your surroundings as you go out to your vehicles at night. Do not leave anything of value in your car or trailer unattended.
Show Decorator: Coast to Coast Trade Show Services – 303.991.2791 Ask for Customer Service for any additional booth needs, table skirts, padded chairs, services such as drayage, labor and cleaning are available. Please refer to the decorator packet or contact the above number to reserve your order. Discount deadline October 24, 2016.
Freight receiving at no charge:
To Ship Directly to the Mart:
Shipments will be accepted within 10 business days before the event. Freight delivered more than 10 business days before the event may be refused. Please note – having a tracking number on site is vital. (Shipments intended to be received prior to the 10 business days need to be arranged with Coast to Coast Trade Show Services. Please see page 4)
Shipping Label must include the following information:
Name (personnel on site to receive freight)
Colorado Country Christmas Gift Show (Name of Event)
Instructions for shipping out of the Mart, please see the “Shipping Instructions” sheet attached.
Freight receiving for a fee: Advance Shipments through Coast to Coast Trade Show Services. Shipments may be received at their warehouse beginning October 3 until October 28, 2016. (Shipments scheduled to arrive October 25th and closer to the event should ship direct to the Denver Mart for free drayage and delivery to your booth). More shipment information is included in the Decorator Kit attached. Any questions please contact Customer Service at Coast to Coast TSS at 303.991.2791.
|Electrical, Lights & Power
Show Management is providing all booth spaces with 500 watts of power for FREE. If you need additional power or overnight power you need to fill out the attached Denver Mart Electrical Service Order Form and submit it to the address provided on the form. You are responsible for any additional costs. Showcase Events, Inc. is not liable. The Denver Mart Electrical Service Order Form must be returned to the Mart no later than 10 business days prior to the event for best rates.
Questions please call Debbie Reed at 303.292.6278 ext. 5202. Email Debbie@denvermart.com or fax order form to attention Debbie Reed: 303.531.6976. Deadline 10-25-16.
Undecorated tables, chairs, waste baskets, risers & clothing racks are offered at no cost to you. Please refer to the Denver Mart Equipment Order Form. The form must be returned to the Mart no later than 10 business days prior to the event. (Please do not return Mart forms to Showcase Events, Inc.)
|Health Department Requirements
Tri-County Health Department: 303.288.6816 or www.tchd.org – Under the “Environmental Health” tab click on “Food Safety” and then “Temporary Food Events” for guidelines.
Specialty food exhibitors, if your product requires refrigeration, heating, re-heating, cooling, etc. please call the Tri-County Health Department or go to their web site to complete a Vendor Application for Temporary Food Events. All meat and dairy should be below 41 degrees or above 135 degrees Fahrenheit at all times during the event.
If you are doing extensive food preparation please make sure you have a hand washing station in your booth. Please wear gloves if handling food, unless using tissue paper or utensils.
|Fire Code & Permits
All merchandise and materials must be contained within the exhibit space throughout the duration of the show. This is a fire code requirement. You may not extend your display into the aisle, stand or sit in the aisle.
Open Flames & Candles
A permit is required for any device using an open flame, including candles, however only candles that are lit require a permit. Before a permit can be issued, a sample of the candle will need to be submitted to Traci Anderson with the Mart for review and testing. To allow time for testing (not every device meets code requirements) the samples should be submitted no later than October 4, 2016. No permits will be issued within 10 business days of the event. If a request for a permit is not made within the 10 business days of the event, an exhibitor may have candles in their booth, but will not be allowed to burn them. The cost for a permit is $55.00. A copy of the permit and an “ABC” fire extinguisher are to be kept in the booth.
For assistance or questions regarding permits contact Traci Anderson at 800-289-6278 ext. 5290. Samples for testing should be sent to The Denver Mart, Attn: Traci Anderson, 451 E. 58th Ave. Suite 2490, Denver, CO 80216-8470. Please be sure to include your contact information as well as your booth number and the location of the candles within your booth with the sample to be tested.
|Taxes & Licensing Required
You are required to obtain a Special Event Sales Tax license prior to the event using Sales Tax Special Event Application form DR 0589. Online application is not possible so the paper form must be used. Complete the form and mail in with your check in the amount of $4.
The Colorado Department of Revenue has provided detailed instructions on how to obtain a Special Event Sales Tax license along with fees and specific instructions on how to file and pay your special event sales tax return online after the event. Please refer to attachment, “Colorado Sales Tax Information”.
|Registration and Exhibitor Guidelines
Booth & Badges: BOOTH FEE MUST BE PAID IN FULL and your contract signed front & back before you can move in or pick up your badges.
All exhibitors are required to register with show management at the Exhibitor Registration booth located just inside the shipping and receiving dock on the East side of the building. You will receive your exhibitor badges as well as additional show information.
Exhibitor badges must be worn for exhibitor admission to the event during all hours of the show. Exhibitor badges can be picked up at Exhibitor Registration beginning on move-in day. Each exhibitor will receive five exhibitor badges per booth space. You are responsible for badge distribution. Badges are intended to be rotated among your staff members only. You may wish to leave your extra badges at Exhibitor Registration for your staff to obtain them. Please be sure to have your staff go through the loading dock door, not the front doors. Exhibitors or staff will not be allowed onto the show floor without a badge.
The show provides an 8-foot high pipe and drape in the back of the booth and a 3-foot drape on the sides of the booth. Each exhibit space is supplied with a 500-watt electrical outlet and is carpeted (for additional electrical or supplies see Denver Mart Services, page 3). Exhibitors are responsible for all other aspects of their exhibit space including the ordering of additional lighting and decor. Decorator and electrical information are included in this packet.
The show provides a one line exhibitor identification sign with your company name on the back drape of your exhibit space. You may hang your own banner or sign using “S” hooks over the tops of the rods, but please do not pin anything to the drapes. Please, no signs over 8 feet. You may be asked to bring it down as it blocks show signage & displays.
Sidewalls that are 10’ wide and over 4’ tall must have prior approval from Show Management. If you have approved “High Walls” you are responsible for providing the materials necessary for your high wall, such as shelving, grid, furniture, décor, etc. Anyone with a High Wall will also be required to provide an attractive backing. If you are approved for “Low Walls” you can construct an 8’ high X 5’ display in the back half of your booth. Low walls must be no higher than 3’ high the first 5’ of your booth. Please refer to your Booth Confirmation for your sidewall approval or contact your show manager.
Showroom Exhibit Guidelines: All showrooms are approximately 12’ wide and 20’ deep unless otherwise stated. All showrooms are supplied with 500 watts of electricity, lighting and carpet. The show provides a hanging one line exhibitor identification sign with your sign name and number on the outside of your showroom.
Make sure that you are aware of the rules and regulations supplied by the Mart in this packet. Absolutely nothing may be attached to the wall. Driving nails, tacks, staples or the use of tape on the walls will not be permitted. A tacking strip can be found along the top of the back wall to attach a banner or other light weight items. Charges may be incurred if damage is done.
All booths and showroom glass fronts must be decorated in a holiday theme and should reflect the holiday spirit. You may be asked to close your booth space until theme decorated. Decorating your booth in a holiday theme and making your booth inviting and attractive will draw in your customers. Increased sales will result from your efforts to make your space interesting and appealing.
Be prepared to meet your customer. Make sure you have business cards, order forms or web site information for residual sales. Have adequate staff to meet your customers and demonstrate your product.
Interact with your customers. Avoid sitting in the corner of your booth and using screen devices when you have customers in your booth. Smile or say “hello” to shoppers as they approach your booth. Sell yourself just as you would sell your product.
Share the Exhibitor Coupon with your customers. Post our coupon for your customers to get a discount off their tickets on your website or Facebook page. Tell them your booth number.
Price your products so your customers can make an easy purchase decision. Have a return policy and make customers aware of it upon purchase. Accept credit cards if possible. This is not a table top show, no sale signs, close out or discount signs are allowed.
Create a visually attractive display. Think of your booth like a picture window at a department store, draw the customer in and make it look attractive. Create an easy flow in to your booth space. Observe the flow in to your booth and arrange your products to fit that flow.
For more tips on having a successful show, please see the Showcase Tips for Success document attached.
You may restock each morning between the hours of 8:00am and 10:00am (8:00am until 9:00am on Saturday) by using the shipping & receiving entrance or you may hand carry only through the front doors.