40th Annual Tacoma Holiday Food & Gift Festival – October 20 –23, 2022
Produced by: Showcase Events, Inc.
Thank you for participating with us! 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:
|Buidling: Tacoma Dome – 253.272.3663, 2727 East “D” Street, Tacoma, WA 98421|
|3-4||Decorator: CORT Party Rental – For questions call 425.496.6969. Fax 425.493.1227 or email all orders to CustomerCare@CORT.com. Discount prices require payment in full.
· For freight handling, carpet or furniture orders, forklift orders and freight handling see https://www.cortpartyrental.com/tacoma-holiday-food-gift-festival-2022.
|4||Electrical / Lights & Power: CORT Pro Services – Each booth is provided with 500 watts of electricity (1 double outlet) FREE.
· 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 email@example.com.
· Electrical will be turned on 30 minutes prior to show opening and off at show closing. 24 hour service may be requested.
|Pre-order deadline: 10-03-22
72 hrs. prior to installation
|5||Fire Department: call Lt. Vincente Robles with your questions at 253.594.7911 or email firstname.lastname@example.org. No open flames allowed. Go to www.tacomafiredepartment.org for more information.|
|4-5||Health Department / Specialty Food Exhibitors: Amanda Peters 253.649.1703 or email email@example.com for food permit questions. A Food Worker Card is Required visit www.foodworkercard.wa.gov. Temporary Food Establishment Requirements Fees & Guidelines & Sampling Courtesy Application or attached or visit www.tpchd.org/healthy-places/food-safety/temporary-events||10-06-22|
|Insurance: Showcase Events highly recommends all exhibitors carry Liability Insurance coverage for the show.|
|8||Internet Lines / Phones: Hard line internet drop or phone line is provided by Mobilitie. Contact John McClees, JMcclees@tacomavenues.org, to schedule installment 2-3 weeks prior to event and inquire about costs.
High-speed FREE public Wi-Fi! Connect to Dome-Public to access.
|2-3||Move-In & Move-Out Procedures|
|2||Parking at the Dome: No overnight parking allowed. (See page 2 for free parking days, RV parking options and parking pass information)|
|6-7||Registration: Booths and badges|
|3||Shipping to the Dome Options:|
|2||Show Dates / Show Office: Temporary show office phone 206.939.1963 used during events only or call our office at 800.521.7469, Mon-Fri 9:00am–4:00pm.|
|7||Storage & Security:|
|5-6||Tax Reporting / UBI Numbers / Tax Rates: Register by phone or email for a free temporary UBI# Devon Shaw 206.727.5327 or DevonS@DOR.WA.GOV. A UBI number is required, submit your UBI number to firstname.lastname@example.org or call Dawna 425.889.9494. Sales Tax Chart: https://webgis.dor.wa.gov/taxratelookup/SalesTax.aspx|
|Parking at the Dome
|Move-In Day Only:||Parking is free|
|Parking:||Parking is $10.00 per day, per space. You may purchase a Parking Pass or pay per day. A parking pass allows you to leave and return without paying again. 4-day parking passes may be purchased inside the NE entrance of the Dome from 8am – 5pm on Wednesday and 8am – 4pm on Thursday. ($40 rate includes 1 space).|
|Storage vans, trailers, etc. pay $10.00 per day per space. No one can sleep or stay overnight in any Dome lot.|
|RV’s:||The Tacoma Dome does not offer RV (full hook up or self-contained) overnight parking in any of their lots.
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!
|10am to 7pm
10am to 7pm
10am to 7pm
10am to 6pm
Move-In and Move-Out:
|Move-In Dome Only:||Wednesday, Oct. 19th – 8am to 10pm
NO EARLY MOVE-IN ON TUESDAY IN THE MAIN DOME AREA
ALL BOOTHS MUST BE SET UP BY 10PM WED. OCT. 19th
|Move-In EXPO Only:||Exhibition Hall only can move in Tues., Oct. 18th, approximately from 2pm until 10pm, no access through the Dome. Time is subject to Show Decorator’s schedule. No Decorator services will be available on this day.
Plan to check in at registration and collect your badges on Wednesday the 20th
Sunday, Oct. 23rd – 6:15pm to 11pm (parking is free during move-out)
Monday, Oct. 24th – 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 on-site.
|Do not bring small children to Move-In or Move-Out!!! It is very dangerous for them and you will be asked to remove them from the hall. This liability affects the show management, the show decorator, the Tacoma Dome and the City of Tacoma|
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 to The Dome Options
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 – 20th 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
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
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.
|Electrical, Lights & Power
CORT Pro Services: 425.493.6969 / fax 425.493.1227 / email@example.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 firstname.lastname@example.org.
|Health Department Requirements For Food Sampling Exhibitors
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 email@example.com 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 firstname.lastname@example.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)
· 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).
|Washington State Temporary ID # and Sales Tax
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.
|· HOST –Comfort Inn (across the street): 253.272.7737, Single king $124, 2 queen beds or 2 double beds $134 all occupancies. Reference “Tacoma Holiday Food & Gift Festival” and link –||10-3-22
|· La Quinta Inn: 253.383.0146. Reference “Holiday Food & Gift Festival” Single king/2 doubles $99. Breakfast, Wi-Fi, free parking. No shuttle services. Booking link – https://www.wyndhamhotels.com/laquinta/tacoma-washington/la-quinta-tacoma-seattle/rooms-rates?&checkInDate=10/18/2022&checkOutDate=10/24/2022&groupCode=CGHO10||10-5-22
|· Holiday Inn Express & Suites: 253.299.0205, king or double queen $124. Ask for “Tacoma Holiday Food & Gift Festival block”. Hot buffet breakfast each morning, a 24-hour gym, on site coin laundry, and an indoor pool and hot tub. Booking link: https://www.hiexpress.com/redirect?path=hd&brandCode=EX&localeCode=en®ionCode=1&hotelCode=SEASU&_PMID=99801505&GPC=HGF&cn=no&viewfullsite=true||9-27-22
|· Courtyard by Marriott Tacoma Downtown: Valerie 253.904.0257, $149 per night – room type not guaranteed until reserved. $17/night self-parking at Convention Center lots across the street or $19/night for valet parking. Reference “Tacoma Food & Gift Festival”. Booking link: Book your group rate for Tacoma Food & Gift Festival||9-18-22|
|Registration / Your Booth / Badges
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 & Security
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”.
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.
|Internet & Phone Lines: (Cell phones will work in the Tacoma Dome)
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.
|Contact Numbers: Dawna Wakefield, Show Manager
Local Office #: 425.889.9494 M-F 8:30a – 4:30p
Long Distance: 800.521.7469 M-F 8:30a – 4:30p
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.
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.