We would like to thank you for participating with us this year. To help you prepare for the event please review the information below. Make sure you are aware of the items which pertain to you to take advantage of our early bird discount deadlines.
Show Dates / Move-In & Move-Out Procedures: - Page 2
Hotels: (Mention you are with the Tacoma Holiday Show to get a discount.)
Show Decorator: DWA Trade Show & Exposition Services - Page 3
Shipping to the Dome Options: - Page 3
Show Electrical, Lights & Power: Hollywood Lights - Page 4
Fax: 206.215.9370 or 660 S Dakota St., Seattle, WA 98108-5226 Deadline 10-14-09
Concessionaires and Food Sampling Exhibitors: - Page 4
Tacoma/Pierce County Health Department classes, questions 253.798.6460 www.tpchd.org
* Concessionaires write $1,100 check payable to Centerplate & mail to Showcase Events by 9-21-09
* Please do not write this check to Showcase, it must be written to Centerplate. Thank you.
* All concessions and sampling applications due 14 days prior to event Deadline 10-07-09
WA State Health Department Food Worker Card Required
Fire Department: - Pages 4-5
All exhibitors cooking, having lit candles or any flame producing devices must meet all restrictions and requirements of the Tacoma Fire Department (253) 591-5740 or online www.tacomafiredepartment.org.
UBI Numbers/Tax Rate: – Page 5
Required for every company & is your responsibility. Please call Trina Grey at 206.956.3090 for your license. Submit your UBI number to Admin@ShowcaseEvents.Org or call 425.889.9494. Current Sales Tax Rate: 9.3% until 9-30-09.
Sales Tax Charts: www.dor.wa.gov Deadline 10-07-09
Placing an ad in the Show Directory: - Page 6
XpoPress - Phone: (877) 621-6143 or email: xsupport@xpopress.com Deadline 9-21-09
Your Booth / Marketing / Security: - Page 6
Phone & Internet Lines: - Page 7
Order through the Tacoma Dome contact Wendy Scott 253.272.3663 or wscott@tacomadome.org Deadline 10-14-09
Parking at the Dome: - Page 7
Show Office Phone Number at the Dome during Show Dates Only: 253.314.0526
Move-In Schedule: Move in begins Tuesday, October 20, 2009. Exhibit set-up deadline is Wednesday morning at 10:00a.m.
| Move-In: | From: | To: |
| Tuesday, October 20 | 8:00a.m. | Midnight |
| Wednesday, October 21 | 8:00a.m. | 10:00a.m. (hand-carry only) |
| Move-Out: | From: | To: |
| Sunday, October 25 | 5:15p.m. | 11:00p.m. |
| Monday, October 26 | 8:00a.m. | 12:00p.m. |
| Show Days: | From: | To: |
| Wednesday, October 21 | 11:00a.m. | 8:00p.m. |
| Thursday, October 22 | 10:00a.m. | 8:00p.m. |
| Friday, October 23 | 10:00a.m. | 9:00p.m. |
| Saturday, October 24 | 10:00a.m. | 9:00p.m. |
| Sunday, October 25 | 10:00a.m. | 5:00p.m. |
* PLEASE NOTICE – THIS YEAR ONLY, NO EARLY MOVE-IN ON MONDAY IN THE DOME – this is a special situation so please call for details *
Exhibition Hall only can move in Monday at noon or after as per previous years, but you cannot access through the Dome this year. No Decorator services will be available on this day. Time is subject to management approval.
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 WILL 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.
Be sure you know your booth number upon arriving to unload and move to your booth space. Your booth number will be on the company sign in your booth when you arrive.
Move-out begins Sunday evening at 5:15. Moving out sooner is dangerous to the public and could result in legal action. No carts will be allowed on the floor until the carpets are removed. No hand-carried move-out will be allowed prior to show closing.
Do not move out early; this is the Tacoma Dome and the Fire Marshall policy. 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.
Do not bring small children to Move-In or Move-Out !!!! It is very dangerous for them and we will ask you to remove them from the hall. This liability affects the show management, the show decorator, the Tacoma Dome and the city of Tacoma.
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 4th for discount pricing. Please order online at their web site www.dwatradeshow.com, select “Online Ordering”, select show location “Tacoma”, enter the show “Tacoma HFG” and enter the show code “7TSVLUY.”
Shipping product may be accomplished either through the Tacoma Dome via common carrier or through DWA Trade Show & Exposition Services via UPS Freight or the carrier of your choice.
If you plan to make a shipment. Please follow the instructions below and be aware of the deadlines.
1.) Tacoma Dome direct shipping:
Shipments must not arrive before Monday, Oct. 19, 2009. No C.O.D.
| Consign your shipment to the Tacoma Dome Must be labeled as follows: (Must arrive no sooner than Oct. 19th) |
Tacoma Dome Include on your label: Tacoma Holiday Food & Gift Festival Your Name |
2.) Advance Shipping Through DWA Trade Show & Exposition Service: (must arrive prior to Oct. 12th)
| Consign your shipment to: UPS Freight |
c/o DWA Trade Show & Exposition Services 3720 NW Yeon Ave. Include on your label:
Tacoma Holiday Food & Gift Festival |
You must complete and return the “Material Handling Order Form” in the DWA Trade Show & Exposition Exhibitor Kit prior to shipping. Make sure you review the “Shipping Instructions / Material Handling Information” sheet for complete information.
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.
Complete Hollywood Lights Electrical Services Rental Order Form: Request from Showcase office if you need:
Every exhibitor selling/serving/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. Please review the TPCHD information on their web site.
The “Turf Room” behind the entertainment stage wall will have dedicated sinks for the following: Food Washing, Hand Washing and a 3-compartment sink for utensil washing. 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 $100.00 re-inspection fee.
Every concessionaire and sampling exhibitor must have a valid Washington State Food Workers card. There will be a class the first morning of the show, Wednesday the 21st, at 7:45am in the room above the show office for anyone requiring a Food Worker card who is not able to obtain one before the event.
Each Person In Charge (PIC) will need to pay $10.00 cash. Be sure to bring picture ID and pass the test obtain your card. A PIC 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.
* Concessionaires – please write a check to Centerplate in amount $1,100 and mail to Showcase Events, Inc., P. O. Box 2815, Kirkland, WA 98083-2815 no later than 9-21-09 *
Your booth must be flame retardant. The following information is from the Bureau of Fire Prevention:
“All decorations, drapes, signs, sails, acoustical material, hay, straw, moss, split bamboo,
plastic cloth and similar decorative materials shall be flame retarded to the satisfaction
of the Fire Department by either a State Fire Marshall’s certification of flame retardant
or the ability to pass a field flame test.”
Anyone cooking or using an open flame in their booth will be inspected by the Fire Marshall. This includes any of the following:
All those who are cooking or using a flame please be prepared and abide by the following:
All those burning candles in their booth: The Fire Department will ask you not to keep an open flame burning in your booth. Lit devices, when displayed, must be lit on a non-combustible surface i.e. glass, metal, or stone. A flame retardant surface will not suffice. Any exhibitor making an unauthorized increase in the number of lit devices after receiving approval may be asked to shut down. Customers absolutely must not be allowed to touch a flame producing device while it is lit. Please be sure that you abide by these procedures. There is no sprinkler system in the Dome Arena and we must take precautions.
You must have a UBI number registered with the State of Washington. It is your responsibility to call Trina Grey at the Dept. of Revenue, 206.956.3090, to obtain a temporary or permanent UBI Number.
This UBI number must be reported to the Showcase Events office at 800.521.7469 or email your UBI information to Admin@ShowcaseEvents.Org by October 7, 2009. We are required to report your business and UBI number to the state.
Sales Tax Chart: www.dor.wa.gov – select “Find taxes & rates” (on the left side), Under “Sale & use tax rates” (in the middle), select “Tax rate charts”, select current sales tax rate. Please note, this rate may change effective 9-30-09. The appropriate rate will be indicated on the Temporary Registration Certificates that Trina Grey will send out to each exhibitor.
For the second year we are partnering with XpoPress in producing the best show program hand out ever. This is a classy, four-part full color pamphlet. Our show program and floor plan, along with your sign name, booth number and brief product description will appear in the XpoPress. This advertising is FREE for our exhibitors and is presented to the attendees as they enter the show.
XpoPress offers the opportunity to place a personal ad in the show program. If you would like to take advantage of this service, please contact XpoPress at 1(877) 621-6143 or xsupport@xpopress.com. The deadline is September 21, 2009.
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 drapes on the sides. Corner booths are usually set without this 3’ high side on the aisles. You may request a 3’ high side if you require it. There will be a sign with your requested sign name and your booth number. An overhead flood light and one 500 watt electrical outlet (2 plugs) will be provided for each booth. YOU MUST CARPET YOUR SPACE OR USE SOME TYPE OF FLOOR COVERING. Carpet can be rented from the show decorator; see DWA information, Page 3.
You may cover up the drapes 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. 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 your booth.
Five badges per booth will be provided for your company. (If you require more badges than what is allotted, they can be purchased at $15 each). Badges may be retrieved at the Exhibitor Registration booth. 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.
Booths must be decorated in a holiday theme and should reflect the holiday spirit. Any portion of the floor available to the public must be covered with carpet or decorative flooring. You may be asked to close your booth space until theme decorated.
We ask that everyone decorate in a holiday theme and encourage you to make your booth inviting and attractive to draw in your customers. Increased sales will result from what you do 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 an adequate staff to meet your customer and demonstrate your product.Make sure to price your product 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.
The Dome is secured both day and night by guards. A guard is also hired to patrol outside around the RV Parking areas. Theft has not been a serious problem at the show. You should cover your products at night with a sheet or completely close the front of your booth.
The Tacoma Dome and the Show Management are not responsible for loss 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 telephone or internet line for your booth, return the attached Voice and Internet Service Order Form to Wendy Scott, Tacoma Dome, 2727 East D St., Tacoma, WA 98421 or fax to 253.593.7620. If you have questions, call Wendy at 253.272.3663 or email wscott@TacomaDome.Org. Pre-order deadline is Oct. 13th.
To place your order, please have the following:
Move-In Date: Tuesday Oct. 20, 2009
Location: Tacoma Dome
2727 East D street
Tacoma, WA 98421
Your Info: Your name
Your company Name and sign name (if it is different)
Your booth number
You do not need to be present when lines are installed. Our staff will direct the technician to your booth if you are not on site.
Parking is $8.00 per day. You may purchase a Parking Pass on Move-In day or pay per day. A parking pass allows you to leave and return without paying again.
Move-In day: Park for free
Overnight Parking: Storage vans, trailers, etc. pay $8.00 per day per space.
Overnight RVs: RVs with people sleeping in them are $20.00 per night.
Self Contained: Pay to the Tacoma Dome on Move-In Day.
RV Full Hook Up: $30.00 per night. Pay on Move-In Day.
Reserve with Dawna Wakefield at 1-800-521-7469. Waiting list only.
FREE PARKING during show dates – please see our web site www.ShowcaseEvents.Org for off site City parking lots!