1st Annual Colorado Country Christmas Gift Show in Colorado Springs
November 8–10, 2019
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:
Colorado Springs Event Center: 816.233.2845, 3960 Palmer Park Blvd., Colo Springs, CO 80909
CSEC services: Free 500 watts electricity, Wi-Fi and parking
Decorator: Brady’s Rental: 719.596.6406 or Justin@BradysRental.com. More details page 3
FREE – Showcase Events is providing 500 watts of electricity to every booth. This is 110 volts/15 amps. If you require 120/30 amps or 220/50 amps the ordering instructions are on page 4.
No lit candles or propane. More information found on page 5.
Health Dept & Food Sampling: El Paso County Public Health (719)578-3199
www.elpasocountypublichealth.org. More information on page 4
Questions: Bex Petro – RebeccaPetro@elpasoco.com or (719)578-3199
Permits are required for potentially hazardous foods such as roasted nuts, meats, dairy, etc.
A temporary hand-washing station is required in every booth.
MCM Elegante’ Suites: 6 miles from CSEC at 6450 N Academy Blvd. No deadline
719.590.1111. Reference: Colorado Country Christmas Gift Show.
$69 single queen studio, $79 double full studio, $99 one bedroom suite,
$109 king & queen one bedroom suite. Breakfast included.
Sonesta ES Suites: 2.5 miles from CSEC at 3880 N Academy Blvd. Deadline 10-22-19
719.574.0370. Reference: Colorado Country Christmas Gift Show.
King studio suite $89, 2 bedroom suite $129. Includes breakfast, free wifi,
an evening social with light meal & drinks 3 nights a week.
Radisson: 5 – 5.8 miles from the CSEC at 1645 Newport Rd. Deadline 10-06-19
719.597.7000. Reference: Colorado Country Christmas Gift Show.
Single/double occupancy $106. Includes full breakfast buffet, free nightly
beverage in lounge, 20% discount in dining room and wifi. Indoor heated
swimming pool, gym and outdoor hot tub.
WoodSpring Hotels Colorado Springs Airport: 3.3 miles from CSEC at Deadline 11-01-19
555 Airport Crk. Pt. 719.597.2138. Nightly rates (1-3 nights) One bed
suite $63 per night plus tax, two beds suite $72 per night plus tax. Includes
wifi, free local calls, full kitchen & work area.
Insurance: Showcase Events highly recommends all exhibitors carry Liability Insurance coverage for the show.
Marketing: page 6
Move-In & Move-Out Procedures: page 2
Parking at the Colorado Springs Event Center: FREE. Pages 2-3
Registration & Exhibitor Guidelines: Booths and badges, see page 5
Shipping: cost and instructions see page 5
Show Dates / Show Office and Phone: The temporary show office is located upstairs behind the concession stand in Hall A. Phone 206.939.1963 is available during the event only or call our main office at 800.521.7469 Mon – Fri 8:30am – 4:30pm. See page 2
Storage: page 6
Taxes: Colorado State Tax 303.866.5643 or email DOR_SpecialEvents@state.co.us or website
www.colorado.gov/tax. Sales tax is 5.130%. More information found on page 5.
Everyone must have a Special Event Sales Tax License before the event. See attached instructions “Form DR 0589 – Vendor Special Event License Application for Single or Multiple Events”. Any questions about this requirement please call 303.866.5643. Tax filing DEADLINE 12-20-19
Wifi: FREE – Showcase Events is providing vendors with free wifi. If you need wifi access please let us know at the registration booth. You will be given a wifi voucher. Each voucher is good for one device. You will find CSEC as an available internet option then use the voucher code to access.
Show Dates / Move-In & Move-Out Procedures
Friday, Nov. 8th – 10am to 7pm
Saturday, Nov. 9th – 10am to 7pm
Sunday, Nov. 10th – 10am to 5pm
Move-In and Move-Out:
Thursday, Nov. 7th – 8am to 9pm
ALL BOOTHS MUST BE SET UP BY FRI., NOV. 8th BY 9:30AM
Loading dock areas, concourse areas and parking lots are considered hazardous work areas during move-in/out. For safety reasons children under the age of 14 years are prohibited from these areas.
Sunday, Nov. 10th – 5:15pm to 12am
Monday, Nov. 11th – 8am to noon
You may come in any morning at 8am to restock or clean your booth.
Move-In Instructions: Hall A – No parking on the loading dock.
At the back of the building there are 2 docks. One is a loading dock with ramp and the other a 4’ dock you may back up to in order to bring your items in through double doors.
You will not be allowed to use the front glass door entrances.
Move-In Instructions: Hall B – No parking on the loading dock.
There are 2 entrances, one in front & one in back of the building. At the back there is a small loading dock with steps up to the door and in the front, there is a large roll up door.
You will not be allowed to use the front glass door entrances.
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’s and Oversized Vehicles: Please park your vehicles in the back of Hall A, against the fence to leave parking of all standard size vehicles.
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: Brady’s Rental– 719.596.6406 For booth needs such as tables, table linens, chairs, and carpeting, please refer to the attached Brady’s Exhibitor Order Form. Email your completed form to Justin@BradysRental.com. For questions please call the above number.
Shipping direct to the CSEC – Shipments are accepted within 5 days of the show Mon – Fri 8am – 4pm. There is a $25 charge per 4X4 pallet for storage.
Small/non-palleted shipments direct to CSEC, scheduled for move-in day do not incur a fee.
Labeling Instructions: Colorado Springs Event Center
COLORADO COUNTRY CHRISTMAS GIFT SHOW
Your Company Name & Booth #
ATTN: Operations Manager Tony Maldonado
3960 Palmer Park Boulevard
Colorado Springs, CO 80909
Deliveries arrive at the back of the building in Hall A.
Shipments going out after the show are dropped off near the CSEC storage shop in Hall A. Please see the Operations team for assistance. There’s a $25 charge per pallet after the event and must be scheduled within 5 days of the event for pickup Mon – Fri between 8am – 4pm.
|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 120/30 amp = $50 per outlet per event day
· These must go through Exhibitors Rental Portal (process below)
§ Any 220/50 amp = $75 per outlet per event day
· These must go through Exhibitors Rental Portal (process below)
Ø Exhibitors rentals instructions:
o Navigate to exhibitorsrentals.com
o Select YOUR Venue – Colorado Springs Event Center
o Select your product category – Electrical Service
o Select your product – 30AMP/220V Single Outlet
o Click “Choose an option” and select your show – Country Christmas Gift Show
o Enter your booth number (if known)
o Click Add to cart
o Verify Cart – Click Proceed to Checkout
o Enter your Billing Details and CC Information then click Place order.
o You’ll receive an email with your receipt.
|Health Department Requirements
El Paso County Public Health Dept.: 719.578.3199 or www.elpasocountyhealth.org – Under “Services” tab click on “Food Safety”, for flyers and booklets with information.
Any questions please call Bex Petro at 719.578.3199 or RebeccaPetro@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 stand on the right side, corner. Please wear gloves if handling food, unless using tissue paper or utensils.
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.
|Taxes & Licensing Required
You are required to obtain a Special Event Sales Tax License prior to the event using the attached “Vendor Special Event License 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 $8.
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”.
Any questions please contact Jamie Nicolelli at 303.866.5643 or DOR_Specialevents@state.co.us
|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 at the back of Hall A, 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. 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 Brady’s Rental.
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.
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.
Nothing may be attached to the walls. Driving nails, tacks, staples or the use of tape on the walls will not be permitted. Charges may be incurred if damage is done.
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.
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. 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.
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 9:30am by using the shipping & receiving entrances at the back of the building. The front roll-up door in Hall B 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”.
|Contact Numbers: Kim Peck and Aimee Harless
Kirkland, WA office: 425-889-9494 M-F 8:30a – 4:30p
Long Distance: 800-521-7469 M-F 8:30a – 4:30p
Temporary show office: 206.939.1963 (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 Colorado Springs market. Thank you for being a part of this event and we look forward to seeing you there.
Kim Peck, Aimee Harless and the staff at Showcase Events, Inc.
Dates Next Year:
Tacoma Holiday Food & Gift Festival October 22-25, 2020
Colorado Country Christmas – Denver November 6-8, 2020
Colorado Country Christmas – CO Springs November 13-15, 2020
Salt Lake’s Family Christmas Gift Show November 13-15, 2020
Be sure to sign up at the show to receive the returning vendor incentive for 2020