·         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/

KaraCohen@elpasoco.com. Permits required for potentially hazardous foods and a temporary hand-washing station is required in every booth sampling.

For questions call Colorado State Tax 303.866.5643 or DOR_SpecialEvents@state.co.us

www.colorado.gov/tax.

12-20-22

Show Dates / Move-In & Move-Out Procedures

You may come in any morning at 8am to restock or clean your booth.

Hall A

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. 

Hall B

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 (opposite of the building from the larger one – towards Palmer), and then a walk-up ramp for carts and such next to yet another semi height dock in the middle of the two.

You will not be allowed to use the front glass door entrances. 

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:  Coast to Coast will layout the floor and setup booths with 8’ back and 3’ arms.  Coast to Coast will also provide skirted tables at an equitable price, carpet, padded chairs, risers, grid wall, easels, clothing racks etc. please review their information in the decoration packet. You may also contact Kay Defiore at kay.defiore@coasttocoastttas.com or call 303.991.2791 for questions. All forms must be returned by fax 303.991.2794 or emailed to exhibitservices@coasttocoasttss.com.

It is least expensive to bring your own furniture, but if you need to rent a chair, 8’ table and/or linens 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.

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: Tony Maldonado or Naomi Gomez

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.

Shipping Consigned to Coast to Coast: (received Friday 9/30 to Monday 10/31 M- F 8am – 4pm)

Label Instructions: (labels available on page 15 of decorator packet)

                                                            Coast to Coast TSS, Inc.
                                                            3999 Holly Street
                                                            Unit 14
                                                            Denver, CO  80207

 
                                                            Exhibitor Name
                                                            Exhibitor Booth Number
                                                            Colorado Country Christmas Gift Show

Outbound Shipping After the Show:

Exhibitor shipping out items after the show may ship with a carrier of their choice or use Coast to Coast’s carrier Logistics Company, Event Service Solutions. Contact a Coast to Coast representative at the show. All Bill of Lading forms must be given to Coast to Coast. For questions regarding Event Service Solutions 800.577.3929 or estimate@eventservicesolutions.com fax 702.826.5536.

Shipment Pick up Address from Event Center:

Colorado Springs Event Center

3960 Palmer Park Blvd.

Colorado Springs, CO 80909

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)

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.

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 – $65, Single King – $75, Double – $80, Queen 1-Bdrm Suite – $89, King 1-Bdrm Suite – $95. Free breakfast and WIFI.  Link:   http://bookings.ihotelier.com/bookings.jsp?groupID=3456572&hotelID=95763

·         Sonesta ES Suites: 2.5 miles from CSEC at 3880 N Academy Blvd.  719.574.0370. Reference: Colorado Country Christmas Gift Show.

King studio suite $89, 2 bedrooms loft $119.  Includes breakfast & free WIFI

·         Radisson: 5 – 5.8 miles from the CSEC at 1645 Newport Rd.  719.597.7000. Reference: Colorado Country Christmas Gift Show.  Call Melinda and ask for best rate at time of booking (719) 638-3344.  Free breakfast buffet, free WIFI.  Indoor heated pool, outdoor hot tub & gym.

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.  Get your DR0589 License Application https://tax.colorado.gov/sites/tax/files/documents/DR0589_07-2022.pdf. 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.  Direct your questions to Jamie Nocolelli 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.

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 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 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.

Booth floor covering is not required this year. 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.

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 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.”

                                  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.

                                Sincerely,

                                Diana Keener and the staff at Showcase Events, Inc.

Dates Next Year:

Tacoma Holiday Food & Gift Festival                 October 19-22, 2023

                        Salt Lake Family Christmas Gift Show               November 9-11, 2023

                        Colorado Country Christmas – CO Springs       November 10-12,2023

Be sure to sign up at the show to receive the returning vendor incentive for 2023