Show Dates / Move-In & Move-Out Procedures: - Page 2
Hotels: (Mention you are with the Tacoma Holiday Show to get your discount.)
Show Decorator; DWA Trade Show & Exposition Services: - Page 3
Shipping to the Dome Options: - Page 3
Show Electrical, Lights & Power; Hollywood Lights: - Page 4
Fax: 206.215.9370 or Hollywood Lights, 660 S Dakota St., Seattle, WA 98108-5226.........................................................Deadline 10-10-12
To order on-line, please go to www.hollywoodlights.biz. click "Order Forms" and use code THFG12.
Concessionaires and Food Sampling Exhibitors: - Page 4
Temporary Food Establishment Requirements & Applications, questions 253.798.4709 www.tpchd.org
All concessions and sampling applications due 14 days prior to event..................................................................................Deadline 10-02-12
WA State Health Department Food Worker Card Required
Fire Department: Page 4-5
All exhibitors cooking, having lit candles or any flame producing devices must meet all restrictions and requirements of the Tacoma Fire Department (253) 591-5740 or online www.tacomafiredepartment.org.
UBI Numbers/Tax Rate: - Page 5
Required for every company & is your responsibility. Please call Mark Bader at 206.727.5327 for your license. Provide your UBI number to Admin@ShowcaseEvents.Org or call 425.889.9494. Sales Tax Charts: www.dor.wa.gov ..................................................Deadline 10-02-12
Placing an ad in the Show Directory: - Page 6
Swarner Communications along with The Ranger, Airlifter & Weekly Volcano - Phone: (253) 584-1212..................................Deadline 10-03-12
Your Booth / Marketing / Security: Page 6
Phone & Internet Lines: - Page 7
Call Cynthia Davis at 253.272.3663 or email CDavis2@TacomaDome.org...........................................................................Deadline 10-10-12
Parking at the Dome: - Page 7
Show Office Phone Number at the Dome during Show Dates Only: 253.314.0526
Move-In Schedule: Move in begins Tuesday, October 16, 2012. Exhibit set-up deadline is Wednesday morning at 10:00a.m.
| Move-In: | From: | To: |
| Tuesday, October 16 | 8:00a.m. | 10:00p.m. |
| Wednesday, October 17 | 8:00a.m. | 10:00a.m. (hand-carry only) |
| PLEASE NOTICE – NO EARLY MOVE-IN ON MONDAY IN THE DOME | ||
| EXHIBITION HALL: only can move in Monday noon until 6pm or after as per previous years, but you cannot access through the Dome. No Decorator services will be available on this day. Time is subject to management approval. |
||
| Move-Out: | From: | To: |
| Sunday, October 21 | 5:15p.m. | 11:00p.m. |
| Monday, October 22 | 8:00a.m. | 12:00p.m. |
| Show Days: | From: | To: |
| Wednesday, October 17 | 11:00a.m. | 8:00p.m. |
| Thursday, October 18 | 10:00a.m. | 8:00p.m. |
| Friday, October 19 | 10:00a.m. | 9:00p.m. |
| Saturday, October 20 | 10:00a.m. | 9:00p.m. |
| Sunday, October 21 | 10:00a.m. | 5:00p.m. |
* You may come in any morning at 8am to restock or clean your booth.
The Dome security will be using a numbering system to route trucks to the load-in areas. THE FIRST 200 VEHICLES TO ARRIVE WILL “TAKE A NUMBER” AND WILL BE STAGED IN ORDER TO UNLOAD.
If you do not need to drive your vehicle to a loading door, you will not need a number. You can simply hand truck your products to your booth.
Be sure you know your booth number upon arriving to unload and move to your booth space. Your booth number will be on the company sign in your booth when you arrive.
Move-out hours begin Sunday at 5:15pm. Moving out sooner is dangerous to the public and could result in legal action. No carts will be allowed on the floor until the carpets are removed. No hand-carried move-out will be allowed prior to show closing.
Do not move out early - a Tacoma Dome and Fire Marshal policy. If you have an emergency, please let the Show Management know and we will make arrangements for you. Moving out early is a breach of your contract; section 2E- Merchandise Removal and will be handled as such.
Do not bring small children to Move-In or Move-Out !!!! It is very dangerous for them and we will ask you to remove them from the hall. This liability affects the show management, the show decorator, the Tacoma Dome and the city of Tacoma.
DWA Trade Show & Exposition Services provides our decorator service. You may order tables, chairs, carpet, labor or forklift services from DWA at reasonable prices. You are also welcome to bring whatever you need from your home or business to create an attractive display.
To order, make arrangements and payments directly to DWA and order by October 3rd for discount pricing. Please order online at their web site www.dwatradeshow.com, select “Online Ordering”, set up an account, enter show code HFG2012 and you’ll be directed to a show information page where you will enter your company name and booth number to get started.
Shipping product may be accomplished either through the Tacoma Dome via common carrier or through DWA Trade Show & Exposition Services via UPS Freight or the carrier of your choice.
If you plan to make a shipment through DWA Trade Show & Exposition Services, please follow the instructions below and be aware of the deadlines.
1.) To consign your shipment to the Tacoma Dome it must be labeled as follows: (Must arrive no sooner than Oct. 15th, 2012.)
| Consign your shipment to the Tacoma Dome Must be labeled as follows: |
| Tacoma Holiday Food & Gift Festival YOUR COMPANY NAME – BOOTH # Tacoma Dome 2727 East D Street Tacoma, WA 98421 |
2.) Advance Shipping Through DWA Trade Show & Exposition Service: (Must arrive prior to October 10, 2012.)
| Consign your shipment to: |
| Tacoma Holiday Food & Gift Festival YOUR COMPANY NAME – BOOTH # c/o DWA Trade Show & Exposition Services 3721 NW Front Ave. Portland, Oregon 97210 Call DWA 503-228-6800 if you have any questions |
You must complete and return the “Material Handling Order Form” in the DWA Trade Show & Exposition Exhibitor Kit prior to shipping. Make sure you review the “Shipping Instructions / Material Handling Information” sheet for complete information.
Your booth is provided with 500 watts of electricity (1 double outlet) and a flood light over your booth. We dim the ceiling lights in the Dome Arena which adds to the festive atmosphere.
Complete Hollywood Lights Electrical Services Rental Order Form: (Request from Showcase office if you need):
Concessionaires and Food Sampling Exhibitors
Please go to: http://www.tpchd.org/food/temporary-food-establishment/
& download all the forms to make a complete packet
Every exhibitor selling/serving/sampling any type of food or drink must submit a Temporary Food Establishment (TFE) application to the Tacoma-Pierce County Health Department (TPCHD) along with payment if required. Your TFE application and payment must be received 14 days before the event to avoid paying late fees. Please review the attached TPCHD information.
The “Turf Room” behind the entertainment stage wall will have dedicated sinks for the following: Food Washing, Hand Washing and a 3-compartment sink for utensil washing. These dedicated sinks will be supplied with hot and cold water. Anyone who will be handling food in any capacity, either serving or sampling, will be required to have a temporary hand washing station within their booth as well (water temperature 100°F – 120°F). The only exceptions are exhibitors sampling coffee, tea, or cider without dairy products. Failure to meet this requirement will result in a $120.00 re-inspection fee.
Every sampling exhibitor must have a valid Washington State Food Workers card. For Tacoma/Pierce County Health Department classes, please go to www.tpchd.org or with questions call Amanda Peters 253.798.7677, or Food worker card class online www.foodworkercard.wa.gov.
Onsite classes are no longer being offered for out of town exhibitors as the classes can be taken online. A PIC will be required to be in your booth at all times, therefore you may need one or more persons to obtain a food worker card.
The Fire Marshal would like all exhibitors to be mindful to limit the number of electrical cords plugged into multi-tap power strips. Discontinue use of frayed and worn electrical cords and just because a cord has three outlets doesn’t mean they should all be used to power high amperage equipment.
Your booth must be flame retardant. The following information is from the Bureau of Fire Prevention:
“All decorations, drapes, signs, sails, acoustical material, hay, straw, moss, split bamboo,
plastic cloth and similar decorative materials shall be flame retarded to the satisfaction
of the Fire Department by either a State Fire Marshall’s certification of flame retardant
or the ability to pass a field flame test.”
Anyone cooking or using an open flame in their booth will be inspected by the Fire Marshall. This includes any of the following:
All those who are cooking or using a flame please be prepared and abide by the following:
All those burning candles in their booth: The Fire Department will ask you not to keep an open flame burning in your booth. Lit devices, when displayed, must be lit on a non-combustible surface i.e. glass, metal, or stone. A flame retardant surface will not suffice. Any exhibitor making an unauthorized increase in the number of lit devices after receiving approval may be asked to shut down. Customers absolutely must not be allowed to touch a flame producing device while it is lit. Please be sure that you abide by these procedures. There is no sprinkler system in the Dome Arena and we must take precautions.
You must have a UBI number registered with the State of Washington. It is your responsibility to call Mark Bader at the Dept. of Revenue, 206.727.5327, to obtain a temporary or permanent UBI Number.
This UBI number must be reported to the Showcase Events office at 800.521.7469 or email your UBI information to Admin@ShowcaseEvents.Org by October 3, 2012. We are required to report your business and UBI number to the state.
9.5% Sales Tax Chart: www.dor.wa.gov – select “Find taxes & rates” (on the left side),
Under “Sale & use tax rates” (in the middle), select “Tax rate charts”, select 9.5. Please note, this
rate may change before our show dates. The appropriate rate will be indicated on the Temporary
Registration Certificates that Mark Bader will send out to each of our vendors.
We are partnering with Swarner Communications in producing a highly visible show program to bring more sales to your booth. Our show program and floor plan, along with your sign name, booth number and brief product description will appear in the Swarner publication. This advertising is FREE for our exhibitors and is presented to the attendees as they enter the show.
Swarner offers the opportunity to place a personal ad in the show program. If you would like to take advantage of this service, please contact Swarner at (253) 584-1212 or email bw@FtLewisRanger.com. The deadline is October 3, 2012.
When you arrive, your booth will be set with 8’ high rod and drape as a backdrop of red and white panels. There are 3’ high red drapes on the sides. Corner booths are usually set without this 3’ high side on the aisles, but you may request a 3’ high side if you require it. There will be a sign with your requested sign name and your booth number. An overhead flood light and one 500 watt electrical outlet (2 plugs) will be provided for each booth. YOU MUST CARPET YOUR SPACE OR USE SOME TYPE OF FLOOR COVERING. Carpet can be rented from the show decorator; see DWA information, Page 3.
You may hang a banner over the back drape using “S” hooks over the tops of the rods. Please do not pin anything to the drapes. 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 the front half of your booth.
Five badges per booth will be provided for your company. (If you require more badges than what is allotted, they can be purchased at $15 each). Badges may be retrieved at the Exhibitor Registration booth. You may take all badges and distribute them to your staff or you may have them pick up their badges as they come in each day to the show. If you have multiple individuals coming and going throughout the week, it might be best to return the badges to registration at the end of each day. Our staff will re-file them for your use.
Booths must be decorated in a holiday theme and should reflect the holiday spirit. Before the show opens the flooring of your booth space must be covered with either carpeting, matting or decorative flooring ensuring that no visible concrete is showing. You may be asked to close your booth space until theme decorated. Please, no signs over 8 feet. You may be asked to bring it down as it blocks show signage & displays.
We ask that everyone decorate in a holiday theme and encourage you to make your booth inviting and attractive to 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.
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. This is not a table top show, no sale signs, close out or discount signs are allowed.
The Dome is secured both day and night by guards. A guard is also hired to patrol outside around the RV Parking areas. At the end of each day you should cover your products at night with a sheet or completely close the front of your booth.
The Tacoma Dome and the Show Management are not responsible for loss or stolen articles. If you should find something missing, let us know so we can alert Dome security and have them file a report.
To request a telephone or internet line for your booth, return the attached Voice and Internet Service Order Form to Cynthia Davis, Tacoma Dome, 2727 East D St., Tacoma, WA 98421 or fax to 253.593.7620. If you have questions, call Cynthia at 253.272.3663 or email cdavis2@TacomaDome.Org. Pre-order deadline is Oct. 10th.
To place your order, please have the following:
Move-In Date: Tuesday Oct. 16, 2012
Location: Tacoma Dome
2727 East D street
Tacoma, WA 98421
Your Info: Your name
Your company Name and sign name (if it is different)
Your booth number
You do not need to be present when lines are installed. Our staff will direct the technician to your booth if you are not on site.
Parking is $10.00 per day. You may purchase a Parking Pass on Move-In day or pay per day. A parking pass allows you to leave and return without paying again
Move-In day: Park for free
Overnight Parking: Storage vans, trailers, etc. pay $10.00 per day per space.
Overnight RVs: Self-contained RVs are $20.00 per night. (Rate includes 2 stalls. Add $10 for each additional stall taken up by your RV) Pay to the Tacoma Dome on Move-In day. No reservations are needed.
RV Full Hook Up: $40.00 per night. Pay on Move-In Day, exact change or check only. Waiting list only - reserve with Dawna Wakefield at 1-800-521-7469.
Contact Numbers: Michael Pelosi, General Manager, or Don & Love Myers, co-managers
Locally: 425.889.9494
Long Distance: 800.521.7469
Tacoma Dome show office: 253.314.0526 (during show only)
To Our Valued Exhibitors,
It is our commitment to produce a well attended quality show which will continue to be a tradition in the Tacoma area. Thank you for being a part of this event and we look forward to seeing you there.
Sincerely,
Michael Pelosi, Don & Love Myers and the staff at Showcase Events, Inc.
Dates Next Year:
Tacoma Holiday Food & Gift Festival October 16-20, 2013
Colorado Country Christmas Gift Show November 8-10, 2013
Salt Lake Family Christmas Gift Show November 15-17, 2013
Colorado Arts & Gourmet Foods Festival April 19 – 21, 2013
Be sure to sign up at the show to receive the early bird discount for 2013.
Coming in 2013!
Seattle Christmas Gift & Gourmet Food Show – November 8 & 10, 2013