Exhibitor Packet

Colorado Country Christmas Gift Show
Denver Merchandise Mart
November 7th – 9th, 2014
Exhibitor Packet – Information Subject to Change

We would like to thank you for participating with us this year. To help you prepare for the event please review the information below. Make sure you are aware of the items which pertain to you to take advantage of our early bird discount deadlines.  

Host Hotels:
DoubleTree Hilton (Stapleton): 6.6 miles from the Mart     800.222.8733 or 303.329.5225
$84 single / $89 double / $94 triple / $99 quad – includes breakfast.  Group reservation link –
Group name: Colorado Country Christmas Gift Show.  Group Code: CCC.
DoubleTree Hilton (Westminster): 7.9 miles from the Mart   303.427.4000
$96 single to quad – includes full hot breakfast & limited shuttle service – once to Mart/once back
Quality Inn: Located 1 mile from the Mart at 200 W 48th Ave.    303.296-4000
$79 per night includes full hot breakfast and free shuttle service every hour on the hour

Other hotels in the area: La Quinta Inn 303.458.1222 & Howard Johnson 303.433.8441

Move-In & Move-Out Procedures:  You will be responsible for this information – Page 2

Freight Receiving – Page 2-3

Denver Merchandise Mart Services:  – Page 3
Questions:  303.292.6278 or 800.289.6278, Fax 303.297.8473 (for electrical fax 303.531.6976)
Electrical Service Order Form (attached – no charge 500 watts)…………………………………………………………………………………………….Deadline October 23, 2014
Equipment Order Form (attached – no charge for exhibitors)………………………………………………………………………………………………..Deadline October 23, 2014
Telephone Service Form (attached – Expo building only)………………………………………………………………………………………………………Deadline October 16, 2014
Shipping to the Mart within 10 days of the show – Page 2
Wireless Internet Access (attached form with pricing and instructions)
Showroom Key Deposit $10 (reimbursed when key returned)

Decorator Services:  Page 3 
Coast to Coast TSS (add’l costs involved) Questions: 303.991.2791 Ask for Customer Service…………………………………………………………….Deadline October 27, 2014

Audio/Visual: PRG (additional cost) see attached                                      
Questions: 404.214.4800 or order at https://orders.prg.com Code: CCC141024…………………………………………………………………………….Deadline October 24, 2014

Tax & Licensing:  Page 3

Everyone must have a Temporary Business License
Everyone must have a Special Event Sales Tax License before the event.
Colorado State Tax 303.238.7378 / www.taxcolorado.com.   Tax filing………………………………………………………………………………………….Deadline Dec. 22, 2014

Health Department & Food Sampling: Page 4
Tri-County Health Department www.tchd.org or 303.288.6816……………………………………………………………………………………………………Deadline October 22, 2014
Questions: Ben Metcalf, 303-439-5911 or bmetcalf@tchd.org
Permits are required for potentially hazardous foods such as roasted nuts, meats, desserts, etc.

Exhibit Guidelines:  Page 4-5


NEW – Showcase Events is offering online ticketing through Eventbrite on our public website at


Fire Marshall: Any Open Flames/Lit Candles/Products Using Fuel:  Page 6
You must have a permit to light or burn.  Questions: Traci Anderson 800.289.6278 X 5290

Page 2

Move-In Day and Exhibit Set-Up:

Move-In Schedule:

Move in begins Thursday, November 6, 2014. Exhibit set-up deadline is Friday morning at 9:30a.m.

Move-In: From: To:
Thursday, November 6 8:00a.m. 10:00p.m.
Friday, November 7 (hand-carry only) 8:00a.m. 9:30a.m.
Move-Out: From: To:
Sunday, November 9 5:15p.m. 12:00a.m. midnight
Monday, November 10 8:00a.m. 12:00p.m. (Plaza only has another show moving in on Monday)
Show Days: From: To:
Friday, November 7 10:00a.m. 9:00p.m.
Saturday, November 8 9:00a.m. 8:00p.m.
Sunday, November 9 10:00a.m. 5:00p.m.

Due to a conflict in scheduling, another show is moving in to the Expo Halls on Monday November 10th at 8am.  The Mart is making adjustments for us to be able to move out until Midnight on the 9th as well as opening the Plaza from 8am to noon on Monday.  If needed you can move your product over to the Plaza Sunday night and load out from there on Monday morning. We apologize for the inconvenience.

Move-In EXPO I, II & III Hall 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.

You will not be charged for parking on move-in day November 6, 2014. 

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.

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 Freight Receiving below)

Shipping Label must include the following information:
Name (personnel on site to receive freight)
Denver Merchandise Mart
451 E. 58th Avenue
Denver, Co   80216

Colorado Country Christmas & Colorado Cookin’ (Name of Event)
Nov. 7 – 9, 2014 (Date of Show)
Expo Hall I, II, III or the Plaza (state the building where your booth is located)
Company Name & Booth Number

Freight receiving for a fee and forklift service:

Freight receiving for a fee and forklift service: Advance Shipments through Coast to Coast Trade Show Services.  Shipments may be received at their warehouse beginning October 6 until October 27, 2014.  (Shipments scheduled to arrive October 28th 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.

Page 3

Denver Merchandise Mart Exhibitor Friendly Services:

Denver Merchandise Mart Equipment:

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.)

Electrical Services:

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.

Showroom Key Service:

A $10 deposit is required at the show for the key to lock the door and is refundable at the end

Decorator Services:

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 contact the above number to reserve your order.  Deadline October 27, 2014 or 10 days prior to show for discount.

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.

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”.

Page 4

Health Department Guidelines:

Tri-County Health Department: 303.288.6816 or www.tchd.org– Click on “Restaurant Inspections” on left side menu and then to “Temporary Food Events Frequently Asked Questions” to see if you will need to complete the temporary food event forms.

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.

There will not be a 3 compartment sink available for use this year.  If you are doing extensive food preparation in your booth please make sure you have a hand washing station in your booth. 

Exhibit Guidelines:

Exhibitor Registration & Information:  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.  Show management will be on the show floor to help facilitate your move in, however, if you need immediate assistance please check with exhibitor registration to let them know of your needs and they will contact show management.  We will assist you as soon as possible.

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.  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.  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.

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.  All merchandise and materials must be contained within the exhibit space for the duration of the show.  This is a FIRE CODE REQUIREMENT.

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.

Each showroom glass front should be decorated.  All merchandise and materials must be contained within the exhibit space during the show.  This is A FIRE CODE REQUIREMENT.

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

Flooring:  The floor of the Merchandise Mart is carpeted in Expo I, II, III and in the Plaza.  You may cover the existing carpet with your own, if you wish, or rent carpet from the show decorator.

Booth Requirements & Marketing: It is required to decorate your booth in a holiday theme and we encourage you to make your booth inviting and attractive to draw in your customers.  Increased sales will result from making the effort to display your product and to decorate your space in this way.

Be prepared to meet your customer.  Make sure to price your product 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.  Make sure you have business cards, order forms or web site information for residual sales.

This is not a table top show, no sale signs, close out or discount signs are allowed.  All signs must be tasteful.  There is no dress code at this event; however, professional comfortable attire is requested.

Restocking: 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.

Storage:  Additional storage will be available in designated areas of the Denver Mart.  The main storage area is located in Forum Room #1 where the show office has previously been located south of the Plaza and West of Expo Hall I.  There is also storage in the far eastern corners of Expo Hall III.  All empty boxes which are left outside your booth or showroom will be taken and disposed of by the Mart for your convenience.

Page 5

Exhibitor Parking:

NEW – the Mart will be charging $5 for parking in their lots.  Showcase Events has made arrangements with the Mart for our exhibitors to have one free parking spot in the lot across Washington Street from the east loading dock.  Each exhibitor will be provided with 1 parking pass for a standard size vehicle so please plan accordingly.  If you have support staff, more than one vehicle, trailers, etc., the additional vehicles will have to pay for and park in the Mart’s lots.

Please refer to the recent email we sent out on 9-8-14 to inform you of the new policy and what is expected.  A copy of the original email is included with the attachments to this Exhibitor Kit.

Oversized Vehicle & Exhibitor Parking:  During show hours all exhibitors must park East of the Merchandise Mart off 58th Avenue on Washington Street; unless prior arrangements have been made.  This parking lot is next to the Fire Station and have reduced rates for oversized vehicles.  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.

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 16th.  No permits will be issued within 10 business days of the event.  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 4270, Denver, CO 80216-8470.

Please be sure to include your contact information as well as your booth number with the sample to be tested.

Referral Rewards

Receive a $50.00 credit when you refer someone to us and they are accepted as an exhibitor in one or more of our shows. (If they are already listed in our data base, the above may not apply.) Simply call us or send us their contact info and the products(s) they would display. We will take it from there.

Contact Numbers: Kim Peck

Long Distance: 800.521.7469
Show office (Move in & show hours) 303.292.3916
E-Mail: Denver@ShowcaseEvents.Org
Showcase Events, Inc., P.O. Box 2815, Kirkland, WA 98083-2815

To Our Valued Exhibitors,

It is our commitment to produce a well attended, quality festival which will continue to be a tradition in the Denver market.  Thank you for being a part of this event; we are looking forward to seeing you at the show.


                                                                         Kim Peck and The Staff at Showcase Events, Inc