·         For freight handling, carpet or furniture orders, forklift orders and freight handling see https://www.cortpartyrental.com/tacoma-holiday-food-gift-festival-2022.

10-03-22

·         Additional electrical must be ordered from CORT. Go to https://www.cortpartyrental.com/tacoma-holiday-food-gift-festival-2022 to discern your electrical needs and retrieve their order form – email to customercare@cort.com.

·         Electrical will be turned on 30 minutes prior to show opening and off at show closing. 24 hour service may be requested.

Cancel deadline:

72 hrs. prior to  installation

High-speed FREE public Wi-Fi!  Connect to Dome-Public to access.

Majestic Mobile Manor is 10 minutes away and offers nightly standard rates of $74.30 including tax or Good Sam rate is a little cheaper.  RV full hook up 30 & 50-amp, cable TV & Wi-Fi, laundry, restrooms & showers.  Book early 253.845.3144, 7022 River Rd E., Puyallup 98371.

Show Dates / Move-In & Move-Out Procedures

PLAN ON SELLING ALL 4 DAYS!

Friday

Saturday

Sunday

Oct. 21st

Oct. 22nd

Oct. 23rd           

10am to 7pm

10am to 7pm

10am to 6pm

Move-In and Move-Out:

NO EARLY MOVE-IN ON TUESDAY IN THE MAIN DOME AREA

ALL BOOTHS MUST BE SET UP BY 10PM WED. OCT. 19th             

Plan to check in at registration and collect your badges on Wednesday the 20th   

Sunday, Oct. 23^rd – 6:15pm to 11pm (parking is free during move-out)

Monday, Oct. 24^th – 8am to noon

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 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 from Gates A and F.

Be sure you know your booth number upon arriving to unload and move into your booth space.  A sign with your booth number and company name will allocate your booth location on-site.

Move-out hours begin at 6:15pm Sunday.  Moving out sooner is dangerous to the public and could result in legal action if anyone is harmed.  Moving out early is against the Tacoma Dome’s and Fire Marshal’s policy.  No carts will be allowed on the floor until the carpets are removed.  No hand-carried move-out is allowed prior to show closing.

If you need to use one of the loading areas at move-out, first pack up your booth.  After you have packed up your booth, contact a member at the Allied desk by the roll up doors to check your booth and they will then give you a move-out number.  If you do not need to use the loading area, you may pack up your booth and proceed moving out.

(Please note: exceptions can be made in cases of emergency.  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.)

CORT Party Rental provides our decorator service.  You may order tables, chairs, carpet, labor or forklift services from CORT at reasonable prices.  You are also welcomed to bring whatever you need from your home or business to create an attractive display.

Please refer to their Decorator Packet attached, or go to https://www.cortpartyrental.com/tacoma-holiday-food-gift-festival-2022.  Discount pricing is offered through October 3, 2022.

Shipping product may be accomplished either through the (1) Tacoma Dome via common carrier or (2) through CORT Party Rental via UPS Freight or the carrier of your choice.

(1)  If you plan to ship directly to the Dome, please put in care of 24-Hour Security to arrive on October 19th – 20^th only.  The Dome’s forklift is not available.  Showcase Events, Inc. will not be held responsible for any lost shipments.

Example:      Tacoma Holiday Food & Gift Festival

YOUR COMPANY NAME – BOOTH #

c/o 24 Hour Security

Tacoma Dome
2727 East D Street
Tacoma, WA 98421

If after the show you need to ship from the Dome, box up your product, attach a shipping label (CORT can supply labels) and call your carrier to schedule a pickup.  Your boxes should be left in the NE corner of the arena floor.  (Note: if your carrier has not picked up your shipment by noon on Monday it may be with CORT Party Rental as they clear out the Dome after all exhibitors have broken down their booths.  If that happens contact them at 425.493.6969 to arrange shipping).

(2)  If you plan to make a shipment through CORT Party Rental Service you have 2 options.  You can either ship early to their warehouse or ship directly to the Dome under their care. Please follow the instructions below, be aware of costs and discount deadlines. Refer to the CORT Decorator packet.

a.    To consign your shipment to CORT Party Rental it must be labeled as follows: (Must arrive no sooner than Tuesday Oct. 18th, 2022 during official exhibitor move-in hours only).

NAME OF EVENT

YOUR COMPANY NAME

YOUR BOOTH NUMBER

c/o CORT Party Rental

Tacoma Dome
2727 East D Street
Tacoma, WA 98421

b.    Advance Shipping for crated freight only through CORT Party Rentals Service. Last date for shipments received at CORT is October 14, 2022. Product can be received and stored for approximately 30 days prior. Refer to the CORT Decorator packet for more information.

NAME OF EVENT

YOUR COMPANY NAME

YOUR BOOTH NUMBER

CORT Party Rental

6101 Associated Blvd #102

Everett, WA 98203

c.    After the Show Outgoing Shipments: Shipping information, bills of lading and labels will be made available at the CORT Party Rental Service Desk. Exhibitors must make their own arrangements for pickup. CORT Party Rental can store at their warehouse for up to 30 days. Call CORT with questions at 425.493.6969.

CORT Pro Services:  425.493.6969 / fax 425.493.1227 / customercare@cort.com

Your booth is provided with 500 watts 5amp 120V duplex electrical outlet.  On show days electricity will be turned on 30 minutes prior to show opening and off at show closing.

Please complete the CORT Electrical Order Form, attached if you need:

–  Overnight power in your booth.

–  Additional power beyond 500 watts

–  Pre-order and paid deadline date:  October 3, 2022

To order, email your completed form to customercare@cort.com.

Please go to:  https://www.tpchd.org/healthy-places/food-safety/temporary-events  to apply and pay fee online for the Temporary Food Establishment application or see attached and combine with the Sampling Courtesy Application attached and email to food@tpched.org 14 prior to event.

Every exhibitor selling or 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.  Use the Temporary Food Establishment to help you discern whether you need to complete the Courtesy Application Form attached and email food@tpchd.org.  

Please note: No concession related food or beverage can be plated or served for onsite consumption. Every specialty food product must be pre-packaged and prepared for home consumption unless approval can be made by the Dome through your show manager.

A 3-compartment sink for hot and cold water will be by the roll up doors in the NE corner of the Dome. These dedicated sinks will be supplied with hot and cold water.

All questions regarding fire prevention please contact: Lt. Robles, Tacoma Fire Dept. 253.591.5762.  See www.tacomafiredepartment.org  for additional information.  No open flames allowed.

Your booth must be flame retardant:  The following information is from the Bureau of Fire Prevention:

“All decorations, drapes, signs, banners, plastic displays, split bamboo, items such as carpeting, artificial turf used in the vertical position, combustibles, etc. within 18 inches of ignition sources, such as light fixtures, heaters, electrical outlets, electrical connections and flame-producing devices must be flame retardant.  Curtains, drapes, hangings and other decorative materials suspended from walls or ceilings must be flame resistant.”

No candle burning: No open flames are allowed in the Dome and Exposition Hall for any reason.

Surge Protectors/ Power Taps:

·   Surge protectors / power taps shall be of the polarized or grounded type, equipped with over current protection, and shall be listed in accordance with UL 1363.   (IFC 605.4.1)

·   Power supply for surge protectors/power taps shall be directly connected to a permanently installed receptacle. (IFC 605.4.2) DO NOT use extension cords to power a surge protector.

·   Power tap cords shall not extend through walls, ceilings, floors, under doors or floor coverings, or be subjected to environmental or physical damage. (IFC 605.4.3)

Extension Cords:

·   Please discontinue the use of frayed and worn electrical cords.  A high-quality minimum gauge grounded cord is required.  No ungrounded zip-cords are allowed. Extension cords and flexible cords shall not extend through the ceiling, floors, and walls or under doors or floor covering. (IFC 605.5).

·   Power supply for extension cords shall be plugged directly into an approved receptacle, power tap or multi plug adapter except for approved multi plug extension cords serving only one portable appliance (IFC 605.5.1)

·   The ampacity of the extension cords shall not be less than the rated capacity of the portable appliance supplied by the cord (IFC 605.5.2).

 You must have an UBI number registered with the State of Washington.  Any questions contact Devon Shaw with the DOR at 206.727.5327 or email her at DevonS@dor.wa.gov. Temporary UBI’s are free (good for 2 events per year, with a 10-day window to file after the event).  Permanent UBI #’s registered by name only are $90, by name and trade name are $95.  Permanent UBI’s are good for as many shows as you want to do throughout the state.  It’s a one-time fee as long as you keep filing your returns.  If you go more than 2 years without filing you will lose it.  If you have a Permanent UBI, you will file your taxes quarterly or annually.

 This UBI number must be reported to the Showcase Events office at 800.521.7469 or can be emailed to Admin@ShowcaseEvents.Org.  We are required to report your business and UBI number to the state.

The DOR will send you a form in the mail to report the taxes collected from the show. The tax return is specific for the Tacoma show and you will have 10 days to remit the tax money with the form. The DOR goes by the postmark date, not when received, should there be late fees incurred.

Sales Tax Chart:  https://webgis.dor.wa.gov/taxratelookup/SalesTax.aspx  – input Tacoma Dome address – 2727 East D. Street, Tacoma, WA 98421.

https://www.choicehotels.com/reservations/groups/SH66E3

Booth & Badges:  BOOTH FEE MUST BE PAID IN FULL AND YOUR CONTRACT SIGNED FRONT AND BACK before arrival and receiving badges.

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 set without this 3’ high side drape on the aisles, but you may request a 3’ high side if you require it. There will be a sign with your company name and your booth number.  One 500 watt 120-Volt Duplex Receptacle will be provided for each booth.

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 been approved for “High Walls” you are responsible for providing the materials necessary for your high wall display such as shelving, grid, furniture, décor, etc.  Anyone with High Walls will be required to provide an attractive back to their display fixture facing the neighboring booth.  If you are approved for “Low Walls” you can construct an 8’ high X 5’ display in the back half of your booth.  Low wall displays must be no higher than a 3’ high in the front 5’ of your booth.

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.

Five badges per booth will be provided for you and your business.  Badges may be retrieved at the Exhibitor Registration booth all day Wednesday & Thursday morning 8 – 9:30am.  The registration desk is located at the North East entrance of the main Dome arena. You may take all badges and distribute them to your staff or you may have them pick up their badges at the registration desk 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. If you require more badges than what is allotted, they can be purchased at $10 each.

Booths must be decorated in a holiday theme and should reflect the holiday spirit. Make your booth inviting and attractive to draw the customer in.  Increased sales will result from your efforts to make your space interesting and appealing.

Create a visually attractive display.  Think of your booth like a picture window at a department store and decorate appropriately. Create an easy flow into your booth space.                                     

Be prepared to meet your customer.  Make sure you have business cards, order forms or website information for residual sales.  Have adequate staff to greet 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. Make customers feel welcome coming into your booth. Educate customers about your products.

Share our Exhibitor Coupon with your customers.  We will send this prior to the event in an email. Post our coupon on your website or Facebook page for your customers to get 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.

No signs over 8 feet high are allowed in your booth.  You may be asked to bring down the sign or product if it blocks show signage & other displays.

Storage:

Storage is available on a first come first served basis and is located in the locker rooms.  Please see registration for location.  Locked storage areas are located in locker rooms “A” & “E”, dry storage in locker room “C” and empty box storage areas are located in locker rooms “B” & “D”.

Security:

The Dome is secured both day and night by guards. At the end of each day, we suggest that you cover your booth, tables and products with a covering or completely close off the front of your booth with some sort of tarp, sheet or covering.  Lock up or take your highly valuable items with you. Don’t leave valuables visible in your vehicle.

The Tacoma Dome and the Show Management are not responsible for loss of stolen articles or products.  If you should find something missing, let us know so we can alert Dome security and have them file a report.

To request a hardline internet drop or phone line you will need to call to schedule installation with the Tacoma Dome 2 – 3 weeks prior to event start date of October 20th. Contact John McClees with the Tacoma Dome at JMcclees@tacomavenues.org or at 253-593-7628 for installation and costs.  Hard lines are provided by Mobilitie.

High-speed FREE public Wi-Fi!  The Wi-Fi is open to everyone.  Connect to Dome-Public to use this free service.  If you prefer processing credit card sales using a hardline contact John McClees with the Tacoma Dome.  If you are using a square or another type of credit card processor the firewall at “square” or at the processor should be enough to keep credit card numbers secure.

                        Local Office #:                                          425.889.9494 M-F 8:30a – 4:30p

                        Long Distance:                                          800.521.7469 M-F 8:30a – 4:30p

                      Email:                                                        Tacoma@ShowcaseEvents.org

                      Contact# During Set Up & Show:          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 Tacoma area.  Thank you for being a part of this event and we look forward to seeing you there.

Sincerely,

Dawna Wakefield 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.