5th Annual Colorado Country Christmas Gift Show in Colorado Springs
November 10–12, 2023
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 by ordering early. After the deadline you may still order but prices will increase.
Table of Contents:
|Building: Colorado Springs Event Center – 719.301.6238, 3960 Palmer Park Blvd., Colorado Springs, CO 80909. Offering rentals of 8’ tables, linens and foldout chairs. Visit https://exhibitorsrentals.com/product-category/colorado-springs-event-center/table-chair/
|Decorator: LVE – Contact Jessie Rivers, phone 720.917.6099, email email@example.com. Shipping & furniture rentals see Exhibitor Service Manual.
|Oct. 27, 2023
FREE – 500 watts of electricity provided by Showcase Events. To order additional electrical order online https://exhibitorsrentals.com/product-category/colorado-springs-event-center/electrical-service/
|Fire Codes: NO LIT CANDLES OR PROPANE ALLOWED, all displays must be flame retardant.
|Health Dept & Food Sampling: El Paso County Public Health – www.elpasocountypublichealth.org. For questions call Kara Cohen 719.339.4882 or
KaraCohen@elpasoco.com. Permits required for potentially hazardous foods and a temporary hand-washing station is required in every booth sampling.
|Insurance: Showcase Events highly recommends all exhibitors carry Liability Insurance coverage for the show.
|Move-In & Move-Out Procedures:
|Parking at the Colorado Springs Event Center: Exhibitor parking and entryway are behind the building. RV’s and oversized vehicles park in back along the fence.
|Registration & Exhibitor Guidelines: Booths and badges
|Shipping: cost and instructions see page 3
|Show Dates / Show Office and Phone: The temporary show office is located along the front of Hall B. The temporary Show Office Phone is 425.406.0965. It will be available during the event only or you may call our main office at 800.521.7469 Mon – Fri 8:30am – 4:30pm, closed Sat & Sun.
|Taxes: Every exhibitor must have a Colorado State temporary event license https://tax.colorado.gov/sites/tax/files/documents/DR0589_07-2022.pdf and a City of Colorado Springs Temporary Sales Tax license https://coloradosprings.gov/sites/default/files/inline-images/application_for_temporary_sales_tax_license.pdf. More detailed information about State & City taxes are found on page 5.
For questions on the State tax, call 303.866.5643 or DOR_SpecialEvents@state.co.us
|Tax filing deadline
|WIFI: FREE – Showcase Events will provide free WIFI. At registration you may request a WIFI voucher to access the CSEC Vendor server. One voucher per device.
Show Dates / Move-In & Move-Out Procedures
Show Dates: Friday, Nov. 10th 10am to 5pm
Saturday, Nov. 11th 10am to 6pm
Sunday, Nov. 12th 10am to 5pm
Move-In and Move-Out:
Thursday, Nov. 9th – 8am to 9pm
Friday, Nov. 10th – 8am to 9:30am – Hand carry only
Sunday, Nov. 12th – 5:15pm to 12am
Monday, Nov 13th – 8am – 12pm
You may come in any morning at 8am to restock or clean your booth – entry at back only
|No parking on the loading dock.
At the back of the building there is a loading dock with ramp.
Front entry doors will be available for move-in.
|No parking on the loading dock.
Hall B has a large truck height loading dock with steps (if you are in the building it is back by the restrooms), the smaller loading dock with steps is difficult to navigate a narrow right-hand turn with carts.
Front entry doors will be available for move-in, but the roll up doors will remain closed.
|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’s and Oversized Vehicles:
|RV’s and Oversized Vehicles: You may park your vehicle in the back of Hall A against the fence.
Please be aware of your surroundings as you go out to your vehicles at night. Do not leave visible valuables in your car or trailer unattended.
Decorator: LVE will layout the floor and setup booths with 8’ back and 3’ arms.
LVE will also rent to you skirted tables, carpet, chairs, tackboard, grid wall, easels, clothing racks etc. Please review their information in the Exhibitor Service Manual. All forms must be returned by fax 702.248.4113 or emailed to firstname.lastname@example.org.
LVE has a cart service. For $127.50 you can rent a cart and a helper from LVE to assist with move-in/out.
This price is for 2 trips maximum.
It is less expensive to bring your own furniture, but if you need to rent a chair or 8’ table they are also available through the Colorado Springs Event Center by going to www.exhibitorsrentals.com. The Event Center will provide garbage cans on the aisles only, not at individual booths.
Shipping direct to the CSEC: using FedEX, UPS or DHL (do not use USPS) – Shipments are accepted within 5 days of the show Mon – Fri 9am – 4pm. There is a charge for storage of $25/day/package or $50/day/4X4 pallet regardless of how much is on it.
Small/non-palleted shipments direct to CSEC, scheduled for move-in day will not incur a fee.
Labeling Instructions: Colorado Springs Event Center
Colorado Country Christmas Gift Show
Your Company Name & Booth #
ATTN: Jennifer Fennell
3960 Palmer Park Boulevard
Colorado Springs, CO 80909
Deliveries arrive at the back of the building at the top of the ramp with the yellow handle.
If you need to ship from the Event Center: pallets must be wrapped and dropped off near the CSEC storage shop in Hall A. Please see the building’s Operations team for assistance. There is a charge of $25/day/per package or $50/day/pallet after the event. Shipments must be scheduled within 5 days of the event for pickup Mon – Fri between 9am – 4pm.
Any questions regarding direct shipping to/from the facility refer to Jennifer Fennell at (720)275-0508.
` ` ` ` ` ` ` ` ` ` ` ` ` ` ` ` ` ` ` ` ` ` ` ` ` ` ` `
Shipping Consigned to LVE: warehouse deliveries received Oct 9 to Nov 3 (warehouse hours 8am – 3:30pm) or direct to show in c/o LVE Nov 8th from 8am – 5pm only.
Label Instructions: (labels available on pages 14 & 15 of Exhibitor Service Manual)
Outbound Shipping After the Show:
Exhibitor shipping out items after the show may ship with a carrier of their choice or use LVE. Contact a LVE representative at the show. You will need to complete an Outbound Material Handling Agreement. Please see instructions on page 16 of the Exhibitor Service Manual. For questions contact Jessie Rivers at 720.917.6099 or email@example.com.
Shipment Pick up Address from Event Center:
Colorado Springs Event Center
3960 Palmer Park Blvd.
Colorado Springs, CO 80909
|Electrical, Lights & Power
Show Management is providing all booth spaces with 500 watts of power for FREE.
If you require more than the standard 110 volts /15 amps of electricity you will be responsible for the costs and will have to order it from the Colorado Springs Event Center.
§ Any 30 amp /120 V = $50 per outlet per event day
· These must go through Exhibitors Rental Portal (instructions below)
§ Any 50 amp /240 V = $75 per outlet per event day
· These must go through Exhibitors Rental Portal (instructions below)
Ø Exhibitor rental instructions:
o Open your browser to https://exhibitorsrentals.com/product-category/colorado-springs-event-center/electrical-service/, Select your product – 30AMP/120V or 50AMP/220V Single Outlet
o Click CSES “Choose an option” and select our show – Colorado Country Christmas Gift Show
No open flames allowed
All merchandise and materials must be contained within the exhibit space throughout the duration of the show.
All displays (decorative materials) shall be provided with flame retardant.
All electrical equipment, wiring, devices, appliances, or other equipment shall be utilized accordingly. Multi-plug adapters (such as cube adapters), unfused plug strips or any other device not complying with NFPA 70-National Electrical Code shall be prohibited. Extension cords and flexible cords shall not be affixed to structures, extended through walls, ceilings, or floors, or under doors or floor coverings, nor shall such cords be subject to environmental damage or physical impact. Extension cords shall be used only with portable appliances. Extension cords shall be plugged directly into an approved electrical receptacle / outlet, power tap or multi-plug adapter and except for approved multi-plug extension cords, shall serve only one portable appliance. The ampacity of the extension cords shall be not less than the rated capacity of the portable appliance supplied by the cord.
|Health Department Requirements
El Paso County Public Health Dept.: www.elpasocountyhealth.org – Under “Services” tab click on “Food Safety”, for flyers and booklets with information.
Any questions please call Kara Cohen at 719.339-4882 or email KaraCohen@elpasoco.com. Samplers are not required to fill out an application. Samples are to be no larger than 2 oz.
A temporary hand-washing station is required in every booth. You may fill your hand-washing stations from a sink that is located past the concession area in Hall A on the right side, corner. Please wear gloves if handling food, unless using tissue paper or utensils.
Please note: No concession related food or beverage can be plated or served for onsite consumption without written approval by your show manager. Every specialty food product must be pre-packaged and prepared for home consumption.
· MCM Elegante’ Suites: 6 miles from CSEC at 6450 N Academy Blvd. 719.590.1111. Single Queen studio – $69, Single King or 2 queens’ studios – $79, Queen 1-Bdrm Suite – $89, King 1-Bdrm Suite – $99. Free breakfast and WIFI. Booking link: https://reservations.travelclick.com/95763?groupID=3988348. Deadline 11-8-23
· LaQuinta by Wynham: 7 miles from CSEC at 12750 Geyser Drive, Colorado Springs South Airport. 719.527.4788 extension 5. Reference: Showcase Events. Standard single king or two double beds, $79. Includes breakfast & free WIFI. Booking link: https://www.wyndhamhotels.com/laquinta/colorado-springs-colorado/la-quinta-colorado-springs-south-ap/rooms-rates?&checkInDate=11/06/2023&checkOutDate=11/13/2023&groupCode=CG2316. Deadline is 10-13-23.
· Sonesta ES Suites: 2.5 miles from CSEC at 3880 N Academy Blvd. 719.574.0370. Reference: Colorado Country Gift Show. King studio suite $89, 2 bedrooms loft $119. Includes breakfast & free WIFI. Deadline 10-5-23. Call 1(800)SONESTA to make reservation – give the location, dates and group name/code 110923COLO.
· Radisson: 5 – 5.8 miles from the CSEC at 1645 Newport Rd. 719.597.7000. Reference: COS Country Christmas Gift Show. Block code: 1123CONTRY. Free WIFI. $139/night premium 2 queen beds, single occupancy. $10 each additional adult. Breakfast is not included, but can be purchased for $15 per day. Indoor heated pool, outdoor hot tub & gym.
|Taxes & Licensing Required
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.” Once you have received your Special Event Sales Tax License, please call Diana at 800.521.7469 or email COSprings@ShowcaseEvents.org with the number.
Tax and Licensing: Total taxes to collect & pay this year is 8.2%
· Everyone must have a Special Event Sales Tax License before the event. The “Special Event Sales Tax Application” Form DR 0589 is attached. After the event follow instructions on “Colorado Sales Tax Information” to file your taxes with the State of Colorado. NOTICE – new 2-year cycle on licenses. $12 for Multiple events and $8 for single event. You may file your taxes online or fill out form DR0098, attached. Direct your questions to Jamie Nicolelli at 303.866.5643 or DOR_SpecialEvents@state.co.us. State sales tax is 5.13%.
· Everyone must file City Tax – by reporting to the Home Rule City of Colorado Springs. Questions call 719.385.5903. City sales tax is 3.07%.
Attention Specialty Food Vendors – Everyone must possess a Special Event License even though some of you do not collect taxes. Vendors with foods available for immediate consumption (such as cookies, popcorn, bakery items etc.) will need to collect a sales tax to submit when filing your return. Vendors selling pre-packaged products such as jams, dips, butters, or any other foods intended for home consumption will not collect a sales tax – NOTE you will still file a return to indicate how much you sold but marked as “not taxable” or “0” taxes collected.
|Registration and Exhibitor Guidelines
Booth & Badges: BOOTH FEE MUST BE PAID IN FULL and your contract signed front & back before arrival.
All exhibitors are required to register with show management at the Exhibitor Registration booth located inside the front entrance of Hall B. 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 personnel badge distribution. Badges are intended to be rotated among your staff only. You may wish to leave your extra badges at Exhibitor Registration for your staff to obtain them there. Please be sure to have your staff enter through 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. Exhibitors are responsible for all other aspects of their exhibit space including the ordering of additional electrical and decor.
YOU MUST COVER YOUR BOOTH’S CONCRETE FLOOR SPACE WITH SOME TYPE OF CARPETING, MATTING OR DECORATIVE FLOOR COVERING. You may provide your own floor covering or rent carpet from the show decorator.
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 or displays over 8 feet – you may be asked to bring it down as it blocks show signage and other vendor’s displays.
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 to their neighbor. 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 in the first 5’ of your booth. Please refer to your Booth Confirmation for your sidewall approval or contact your show manager.
All booths must be decorated in holiday theme and should reflect the holiday spirit. 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.
Help your customers feel safe – keep hand sanitizer at your booth
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. (We will supply a $2 off coupon for you) Post our coupon on your preferred social media platform for your customers to receive a discount off their tickets. Inform them of your booth number so they can find you easily.
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.
You may restock each morning between the hours of 8:00am and 9:30am by using the shipping & receiving entrances at the back of the building. The front entrances will not be available during this time.
There is limited on site storage located in Hall B by the sinks and restrooms. Look for the large closet labeled “Vendors Only.”
The storage area for Hall A is along the North wall.
Contact Numbers: Diana Keener
Temporary show office: TBD
Kirkland, WA office: 425-889-9494 M-F 8:30a – 4:30p
Long Distance: 800-521-7469 M-F 8:30a – 4:30p
To our valued exhibitors,
It is our commitment to produce a well attended quality show which will continue to be a tradition in the Colorado Springs market. Thank you for being a part of this event and we look forward to seeing you there.
Diana Keener and the staff at Showcase Events, Inc.
Dates Next Year:
Salt Lake Family Christmas Gift Show November 14-16, 2024
Colorado Country Christmas – CO Springs November 15-17,2024
Be sure to sign up at the show to receive the returning vendor incentive for 2024
Be sure to sign up at the show to receive the returning vendor incentive for 2023