Exhibitor Packet

·       Order Online http://www.dwatradeshow.com, select “Online Ordering”, set up an account, Show Code HFG2018.

·       To order online, please go to www.hollywoodlights.biz, hover over “Event Services”, select the location of the event, click on our event, click on the big green button that says “Order Power” for the event order form.  Event code HFGF18.

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

·       HOST – Best Western: 253.272.7737, Single queen sngl/dbl occ $119.99 / trip $129.99 / quad $139.99.  2 beds sngl/dbl occ $129.99 / trip $139.99 / quad $149.99. (Mention “Holiday Food & Gift Festival – Vendor Rooms” to obtain group rate) or go to https://www.bestwestern.com/en_US/book/hotel-rooms.48166.html?groupId=8T1BB4K3, change the dates and book.

·       La Quinta Inn: 253.383.0146 X 5.  Reference “Holiday Food & Gift Show”  Single/double $109.  Complimentary breakfast.  No shuttle service.

09-25-18

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

Majestic Mobile Manor is 5 minutes away and offers nightly standard rates of $62.43 including tax or Good Sam rate $56.18 including tax.  RV full hook up 30 & 50 amp, cable TV & WiFi, 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. 19^th  

Oct. 20^th    

Oct. 21^st                   

10am to 8pm     

10am to 8pm

10am to 6pm

Move-In and Move-Out:

NO EARLY MOVE-IN ON TUESDAY IN THE DOME AREA

ALL BOOTHS MUST BE SET UP BY 10PM WED. OCT. 17^th

Plan to check in at registration and collect your badges on Wednesday the 17^th

Sunday, Oct. 21^st – 6:15pm to 11pm (parking is free during move-out)

Monday, Oct. 22^nd – 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.

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 Staff Pro 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.)

DWA Trade Show & Exposition Services provides our decorator service.  You may order tables, chairs, carpet, labor or forklift services from DWA at reasonable prices.  You are also welcome to bring whatever you need from your home or business to create an attractive display.

To order, make arrangements and payments directly to DWA and order by October 5^th for discount pricing.  Please make your order online at http://www.dwatradeshow.com .  Under the “Exhibitors” tab select “Online Ordering.” Set up an account, if you don’t already have one, and enter show code HFG2018 to be directed to a show information page where you will enter your company name and booth number to get started.

Shipping product may be accomplished either through the (1) Tacoma Dome via common carrier or (2) through DWA Trade Show & Exposition Services via UPS Freight or the carrier of your choice.

(1)  If you plan to ship directly to the Dome please consign to the 24 Hour Security to arrive on October 17^th or 18^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

(2)  If you plan to make a shipment through DWA Trade Show & Exposition Services, please follow the instructions below and be aware of costs and discount deadlines.

Tacoma Holiday Food & Gift Festival

YOUR COMPANY NAME – BOOTH #

c/o DWA

Tacoma Dome
2727 East D Street
Tacoma, WA 98421

Tacoma Holiday Food & Gift

YOUR COMPANY NAME – BOOTH #

DWA Trade Show & Exposition Services
6700 NE 59^th Place

Portland, Oregon 97218

Please call DWA at 503-228-6800 if you have any questions about their services and costs.  DWA 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 DWA before shipping.

Hollywood Lights:  206.292.2353 / fax 206.215.9370 / HollywoodLights.biz

Your booth is provided with 500 watts of electricity (1 double outlet) and a flood light over your booth. We dim the ceiling lights in the Dome Arena which adds to the festive atmosphere.  On show days electricity will be turned on 30 minutes prior to show opening and off at show closing.

You may order online at www.hollywoodlights.biz using online code THFG18 or complete Hollywood LightsElectrical Services Rental Order Form, attached if you need:

–  Overnight power in your booth.

–  Additional power beyond 500 watts

–  Pre-order deadline date:  September 18, 2018

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

& download all the forms to 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 utensil washing will be located in the NE corner of the Dome underneath the bleachers in section 102.  These dedicated sinks will be supplied with hot and cold water.

Anyone who will be handling food in any capacity, either serving or sampling, will be required to have a temporary hand washing station within their booth as well (water temperature 100°F – 120°F).  The only exceptions are exhibitors sampling coffee, tea, or cider without dairy products.  Failure to meet this requirement will result in a $145.00 re-inspection fee.

Every sampling exhibitor must have a valid Washington State Food Workers card.  For Tacoma/Pierce County Health Department classes, please go to www.tpchd.org or with questions call Amanda Peters 253.798.7677, or food@tpchd.org, or Food worker card class onlinewww.foodworkercard.wa.gov. A PIC (Person In Charge) will be required to be in your booth at all times, therefore you may need one or more persons to obtain a food worker card.

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.  If you are not already registered, you may register online by going to the following link – www.washingtonregisteredagent.net/washington-ubi-unified-business-identifier-number.html. 

Any questions contact Chuck Strode with the DOR at 206.727.5327 or email him at ChuckS@dor.wa.gov.  Temporary UBI’s are free (good for 2 events per year), permanent UBI #’s registered by name only are $19, by name and trade name are $24. 

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.

10.1% Sales Tax Chart:  www.dor.wa.gov – From top menu click “Find taxes & rates”.  Select from the drop down menu “Sales & use tax rates”, click on “Tax rate charts”, select 10.1.

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

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.  An overhead flood light and one 500 watt 120-Volt Duplex Receptacle will be provided for each 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 carpet can be rented from the show decorator; see DWA 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 such as shelving, grid, furniture, décor, etc.  Anyone with a High Wall will also 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 3’ high the first 5’ of the front half 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 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. 

Marketing:

Booths must be decorated in a 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 customers.  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 web site information for residual sales.  Have adequate staff to greet 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 on your website or Facebook page for your customers to get a discount off their tickets.  Inform them of your booth number.

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”.   (Double check that I have this right)

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 hard line internet drop or phone line you will need to call to schedule installation through Century Link (855)891-4083 at least 2 – 3 weeks prior to event start date of October 18th.

 High-speed FREE public Wi-Fi!  The Wi-Fi is open to everyone.  Connect to Dome-Public to use this free service.  If you feel more comfortable processing credit card sales using a hard line contact Century Link.  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.

 Locally:                                             425.889.9494 M-F 8:30a – 4:30p

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

 Email:                                             Tacoma@ShowcaseEvents.org

                                                           or  Lauren@ShowcaseEvents.org

Tacoma Dome 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 Tacoma area.  Thank you for being a part of this event and we look forward to seeing you there.

Sincerely,

Paulette Deckers, Lauren Anderson and the staff at Showcase Events, Inc.

 Dates Next Year:

                        Tacoma Holiday Food & Gift Festival            October 17-20, 2019

                        Colorado Country Christmas Gift Show        November 1-3, 2019

                        Salt Lake Family Christmas Gift Show          November 15-17, 2019

Be sure to sign up at the show to receive the returning vendor incentive for 2019.