• Fern will email you an online tool called OneView that you will use to order goods and services.  Please see pages 3-4.

9-30-21

5pm PDT

Email order form to customercare@cort.com or fax to 425.493.1227  

• Your booth is provided with 500 watts of electricity (1 double outlet) FREE.
• If you need more electricity than what is provided you will need to order from CORT.  See the attached “CORT Cover Letter” for determining electrical needs and “Electrical Order Form”.
• On show days electricity will be turned on 30 minutes prior to show opening and off at show closing.

Cancellation deadline:

72 hrs. prior to show installation

No open flames allowed.  Go to www.tacomafiredepartment.org for more information.

·         Temporary Food Establishment Requirements & Applications, questions or visit www.tpchd.org.  Applications due 14 days prior to event.

·         WA State Health Department Food Worker Card Required

Visit www.foodworkercard.wa.gov.

·         HOST – Tacoma Dome Hotel “Comfort Inn”: 253.272.7737, Single queen with sofa sleeper $109.99, 2 queen beds $119.99 / triple add $10 / quad add $20.  Reference “Holiday Food & Gift Show – Vendors”.  Online booking link – https://www.choicehotels.com/reservations/groups/TP03L8

·         La Quinta Inn: 253.383.0146 X 5.  Reference “Holiday Food & Gift Festival” Single king/2 doubles $99.  Breakfast, Wi-Fi, free parking.  No shuttle services.

09-28-21

09-28-21

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 $73.78 including tax or Good Sam rate $66.40 including tax.  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. 22nd    

Oct. 23rd

Oct. 24th           

10am to 8pm      

10am to 8pm

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. 20th             

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

Sunday, Oct. 24^th – 6:15pm to 11pm (parking is free during move-out)

Monday, Oct. 25^th – 8am to noon

You have access to enter the building daily 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 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.

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.)

We will follow all current state and county orders for Covid-19. Orders may change prior and during the show.  Keep updated on current orders for the Tacoma Dome and Pierce County by going to www.tacomadome.org/dome-info/covid_reopening or Pierce County’s Health website at www.tpchd.org and click on current guidelines.

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

Fern Expo will email you directly an online too called OneView to order their products and services. The email will come from ExhibitorServices@FernExpo.com.  Please check your junk email as the email may be in there. Pre-orders and discount pricing must be made to Fern by September 30th.   Please see their statement below.

Important Exhibitor Information regarding booth furnishings and services.

The General Service Contractor for the Tacoma Holiday Food & Gift Festival is Fern Expo. All confirmed exhibitors will automatically be receiving an introduction email from Fern Expo with instructions on setting up your password so you can order all show services and items for your booth online. Please email the Fern Expo Exhibitor Services Department at exhibitorservices@fernexpo.com should you have any questions or if you need to have the introduction email and instructions for online ordering re-sent to you.

Shipping product may be accomplished either through the (1) Tacoma Dome via common carrier or (2) through Fern Exposition 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 – 21st 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 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 Fern Exposition Services as they clear out the Dome after all exhibitors have broken down their booths.  If that happens contact them at 503.228.6800 to arrange shipping).

(2)  If you plan to make a shipment through Fern Expositions, please follow the instructions below and be aware of costs and discount deadlines.

YOUR COMPANY NAME

c/o Fern Expositions

Tacoma Dome
2727 East D Street
Tacoma, WA 98421

Tacoma Holiday Food & Gift Festival

Booth #……….

YOUR COMPANY NAME

C/O Fern Expositions
12610 Interurban Avenue S., #120

Seattle, WA 98168

Tacoma Holiday Food & Gift Festival

Booth #……………..

Please call Fern Expositions at 503-228-6800 if you have any questions about their services and costs.  Fern can receive your show freight and deliver it to your booth space.  Please read the Freight Handling forms for further information and for Freight Handling rates.  Be sure to complete and return the Freight Handling order form to Fern before shipping.

Electrical, Lights & Power

CORT Pro Services:  877.939.7368 / 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:

q  Overnight power in your booth.

q  Additional power beyond 500 watts

q  Pre-order and paid deadline date:  October 7, 2021

To order, email your completed form to customercare@cort.com or fax to 425-493-1227.

Please go to:  https://www.tpchd.org/healthy-places/food-safety/temporary-events

& apply online or download all the forms to mail in and make a complete packet

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.  Your TFE application and payment must be received 14 days before the event to avoid paying late fees.  The Temporary Food Establishment application & payment can be done online.  (The Tasting/Sampling Courtesy Application cannot be done online and does not require a payment.  Please download to complete and turn in 14 days prior to event).

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. Ken Hansen, 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.

10.3% Sales Tax Chart:  www.dor.wa.gov – From top menu click “Taxes & rates”.  Select from the drop-down menu “Sales & use tax rates”, click on “Look Up a Tax Rate”, input Tacoma Dome address.

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 MUST COVER YOUR BOOTH’S CONCRETE FLOOR SPACE THAT IS VISIBLE TO THE SHOPPER WITH SOME TYPE OF CARPETING, MATTING OR DECORATIVE FLOOR COVERING. You may provide your own floor covering or rent carpet from the show decorator; see Fern Expositions 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 display such as shelving, grid, furniture, décor, etc.  Anyone with High Walls will be required to provide an attractive backing 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 walls must be no higher than a 3’ high display at the front 5’ of your booth.

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.  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. Sell yourself just as you would sell your product.

Share the Exhibitor Coupon with your customers.   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 are allowed in your booth.  You may be asked to bring it down as it blocks show signage & displays.

For more tips on having a successful show, please see the Showcase Tips for Success document attached.

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.

The Tacoma Dome and the Show Management are not responsible for lost 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 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 21st. 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.

Contact Numbers:  Lauren Anderson, Show Manager

                        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,

Lauren Anderson and the staff at Showcase Events, Inc.

Dates Next Year:

                        Tacoma Holiday Food & Gift Festival            October 20-23, 2022

                        Colorado Country Christmas – Denver          November 11-13, 2022

                      Colorado Country Christmas – CO Springs   November 4-6, 2022

                        Salt Lake Family Christmas Gift Show          November 10-12,2022

Be sure to sign up at the show to receive the returning vendor incentive for 2022.