 "VCF24")
SCAM ALERT FOR EXHIBITORS
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WE ARE CONSTANTLY UPDATING THE KIT WITH 2024 INFORMATION AS IT BECOMES AVAILABLE. PLEASE CHECK BACK OFTEN.
Use this handy Getting Ready Checklist to ensure you are set to go for the show! This coincides with all the information below and makes sure you do not miss anything.
DOWNLOAD HERE
----- NEW Political Merchandise Policy for 2024 -----
As we enter a highly volatile political environment in advance of the 2024 General Election, Marketplace Events (MPE) wants to make clear its position on what content will not be permitted on its exhibit floors in all its US consumer home and holiday shows effective January 1, 2024. MPE shows are welcoming environments built solely to encourage face-to-face commerce. Creating respectful, safe marketplaces where our attendees and exhibitors can come together to learn, shop, compare pricing and do business together is our highest priority.
MPE’s acceptability standards do not permit political candidates, parties or other groups promoting issues or ballot initiatives to participate as exhibitors. In addition, the display or sale of any products or services that are political/partisan in nature or that can be interpreted to promote, incite, or glorify hatred, violence, racial, sexual, or religious intolerance are prohibited. MPE’s judgment in applying these standards will be final.
MPE maintains these policies to ensure a welcoming environment for all attendees and exhibitors.
General Information
SHOW MANAGEMENT
Victorian Country Christmas Festival is produced and managed by:
Marketplace Events LLC
2000 Auburn Dr., Ste 200
Beachwood, OH 44122
www.marketplaceevents.com | www.avictoriancountrychristmas.com
SHOW OFFICE
Thursday, December 5 10:00 am - 8:00 pm
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Friday, December 6 10:00 am - 8:00 pm
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Saturday, December 7 10:00 am - 8:00 pm
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Sunday, December 8 10:00 am - 6:00 pm
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EARLY ACCESS
After the first day of the show, the Washington State Fair Events Center will be open during show days one (1) hour prior to the public hours for exhibitors with credentials only. Electrical power won't be available earlier than Vendor access. If you have a circumstance that requires admittance at an earlier time, you must sign the next day’s early admittance list by stopping by the Show Office before closing the night before. To enter the grounds before public show hours, come through the Exhibitor’s Entrance located at the Gold Gate only, on the corner of 9th Ave and Meridian.
VENDOR ENTRANCES DURING SHOW HOURS
A Vendor badge will be required to enter the show floor. If you need to restock your booth with supplies, please do it one hour before the show opens. Security is permitted to stop any Vendor from entering or exiting through the side entrances or loading dock doors. There is no smoking allowed inside the building. On show days, exhibitors can enter the building at 9 am with an exhibitor badge to restock (through the gold gate).
SECURITY
➢ Do not leave your booth unattended during set-up, show, or move-out
➢ Do not leave small items, electronics, one-of-a-kind special samples, prototypes, generated leads, or extremely valuable merchandise in your booth overnight.
➢ 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 or sheet.
FINAL PAYMENTS
Full and final payment for exhibit space must be made by November 15. Show Management reserves the right to refuse entry to any Vendor whose account has not been settled and paid in full.
Important Dates
Final Booth Payment Due (MPE Contracts) | November 15th, 2024 |
Exhibitor Services Discount Deadline | November 21st |
Exhibitor Services Advance Shipment Ordering | November 21st |
Move-In: | Tuesday, Dec 3: 8:00am - 8:00pm Wednesday, Dec 4: 8:00am - 8:00pm PLEASE USE THE SERVICE ENTRANCE ON 5TH ST. FOR MOVE IN. |
Show Days | Thursday, December 5 - Sunday, Dec 8 |
Move-Out | Sunday, Dec 8: 6:01pm - 10:00pm Monday, Dec 9: 8:00am - 12:00pm Location details to come.... |
MOVE IN & OUT INFORMATION
ALL EXHIBITORS MUST USE THE SERVICE GATE ENTRANCE ON 5TH STREET FOR MOVE IN, CLICK HERE FOR GATE LOCATION. DETAILS ON MOVE OUT LOCATION ARE COMING SOON.
GROUNDS AND PARKING MAP:
Free Parking is available for all vendors in the Blue and Gold Parking Lots on South Meridian Street, directly across from the show. Please note that overnight parking is not permitted in these lots. Handicap parking spaces are located at the front of both lots for your convenience. Trailers requiring parking for show days or overnight will be directed to the Green Lot. To view a grounds and parking map, please CLICK HERE.
MOVE IN MAP
To view the Move-In map with designated load-in areas, please CLICK HERE. While the load-in areas are clearly labeled, please be aware that they may be subject to change due to weather conditions. We recommend checking for updates closer to the event. Thank you for your understanding and flexibility.
MOVE IN
Tuesday, Dec 3: 8:00am - 8:00pm
Wednesday, Dec 4: 8:00am - 8:00pm
All exhibits must be in place no later than 8:00 pm on Wednesday, December 4th. No vehicle traffic will be allowed in the building unless previous arrangements have been made. There will be no placing, moving, altering or dismantling of a display after 9:00 am on Thursday, December 5th. If you cannot adhere to this schedule, please contact Show Management immediately. During move in, please make sure to breakdown any cardboard for the facility staff to pick up.
MOVE OUT
Sunday, Dec 8: 6:01pm - 10:00pm
Monday, Dec 9: 8:00am - 12:00pm
Exhibits cannot be disassembled or moved out until the Show is over at 6:01 pm. The public pays to see an entire Show. On move out you will not be allowed to move your vehicles close to the buildings until all of the attendees have left and vehicles can move safely about.
No vehicle traffic will be allowed in the buildings unless previous arrangements have been made. Please be courteous and do not block the truck entrances or doors. Your patience is appreciated as some displays and carpet must be removed before any vehicles and/or trailers can come into the buildings.
Important: During the hours of move-in and move-out all the grass areas are strictly forbidden to be driven on. If you are found parked or driving on the grass you will be billed any cost associated with the repair or replacement of the grass, per Washington State Fair Events Center regulations.
Please do not bring young children to move-in or move-out, as you will be personally responsible if they are injured or if they damage another person’s property.
FORK LIFT SERVICES
EXHIBITOR STANDARDS
- Floor Covering Required: You can order carpet from the Show Decorator or bring your own flooring materials - order your decorating needs by Nov. 21 to receive the best price. It should be professional-looking and clean and must cover your entire booth floor corner to corner. No partial floor coverings are permitted. All edges of a carpet must be taped down – double sided tape is acceptable. Duct tape is not allowed to secure the flooring. Any Vendor leaving tape remnants will be charged a fee for cleanup.
- Display: All exhibits must be free standing and self-supporting. Free standing bulletin boards, signs, etc. may be used providing exhibits are not hidden from view. Unfinished sides or backgrounds must be draped. Racks and display shelves must not unduly obstruct visibility of adjacent exhibits. Tables must be professionally skirted (no plastic) with floor-length skirting on all visible sides.
- Table Coverings Required: Table coverings must be clean and pressed, and extend all the way to the floor. 'Makeshift' or plastic tablecloths are not permitted. You can order coverings/skirting from the Show Decorator or bring your own - order your decorating needs by Nov. 21 to receive the best price.
- Holiday Decor Required: This is Christmas event, and we ask you to plan your space accordingly with holiday décor. We ask that everyone decorate their space to include décor, specifically live looking garland for the exterior of your booth, lights, trees, etc. We know from other shows that those booths that are decorated do better. All booths must be decorated in a holiday theme and should reflect the holiday spirit. Think of your booth like a picture window at a department store and decorate appropriately, with an easy flow into your booth space.
- Dress Code: The dress code is so important for the overall theme of the show. The dress code plays a vital role in bringing our theme to life, and your contribution will enhance everyone’s enjoyment of the show. Explore some inspiration on Amazon for both Womens & Mens attire. Let’s come together and celebrate our theme in style! No Denim.
- Booth Pipe and Drape: All exhibits spaces will be set up with a Victorian style wood facade. All exhibit spaces will have 8’ high pipe with black drape. Corner booths do not have side walls. One 500 watt 120-volt duplex receptacle will be provided for each booth.
- Booth Lighting: Given that the drape is black, we strongly recommend incorporating additional lighting to ensure the space feels inviting and vibrant. You can rent lighting equipment through Tradeshow for a convenient solution by Nov. 21 to get the best price. If you prefer to purchase your own, we’ve provided an Amazon link with some great options to consider: CLICK HERE. Adequate lighting will not only enhance visibility but also highlight your displays beautifully!
- Storage: Any and all stored items, ranging from inventory to personal effects, must be stored completely out of sight.
- Signage: All signs must be tasteful and professional. The use of handwritten signs, paper banners, large discount pricing cards or other such material is not permitted. Signage may not impede adjacent booths. Signs identifying your booth, company or products must be clear and informative. No signs over 8 feet high are allowed. Any booth signs or product should not block show signage or other displays.
- Exhibit Boundaries: Nothing, including carpet, may extend past the outer boundaries of an exhibit into the aisles or an adjoining booth. Solicitation in the aisles and other public areas other than your booth is strictly prohibited.
- Display Vehicles: Please refer to page 4 of the Rules and Regulations.
- Distracting Devices: Any attention attracting devices, such as noisemakers, flashing lights, movies, music, broadcasting, television, drawings, etc., are subject to Show Management approval. Devices which are obviously distracting and annoying to exhibitors are prohibited (Hardwall systems must be used for stereo equipment to reduce noise).
- Exhibitor Conduct: Show Management reserves the right to refuse admission or ask to leave the facility to any exhibitor or exhibitor's employee who is deemed by Show Management to be unfit, intoxicated, or is in any way creating a disruption to the show.
ENHANCE YOUR COMPANY’S ONLINE VENDOR LISTING
Maximize your business’s exposure and attract more customers by upgrading your vendor listing. As a vendor, you have a basic listing live on the website, and now you can Enhance It! This is included in the contracted space cost and is no additional charge.
Within 24 hours, you will receive an automated email providing a link to elevate your listing. This link gives you the flexibility to make updates and changes to your listing as frequently as you like until one day after the show ends. Your listing will stay active for as long as you participate in the show.
If you have any questions regarding the online vendor listing or if you do not receive the email with the link, please email our digital coordinator at JenK@mpeshows.com.
For any assistance with your listing, please consult the FAQ section.
We believe this opportunity will greatly benefit your business and we are excited to assist in maximizing your presence at the show.
Learn more about the benefits of creating your enhanced listing.
GO FROM BASIC TO ENHANCED!
Poinsettias!
NEW! We offer Poinsettias to help elevate your booth!
DECORATOR
The Show will be using black drape and red carpet. If you would like special color drapes other than those furnished by Show Management, a charge will be made to you by the Show Decorator. The Show Decorator is Trade Show Supply House, Inc. You may contact them at 360-624-4498 for rental of carpets, furniture, sign-making and cleaning of displays. Please be advised, if not ordered in advance, services and equipment will be subject to “floor order” rates.
Click below for order form:
Pre-Order discount deadline: November 21.
ELECTRICITY
Electrical power won't be available earlier than Vendor access. Each booth and bulk space is furnished with one (1) fused 120-volt duplex receptacle outlet of up to 5 AMPS capacity without charge. If you need addition power, please fill out the order form below and email to Daniyelle Villyard at daniyellev@thefair.com. If not ordered in advance, services and equipment will be subject to “floor order" rate.
CLICK HERE for order form.
ELECTRICAL PERMIT
You will need to obtain a permit from the State of Washington L & I Electrical inspection department if you intend to connect to electricity at the grounds and will be using your OWN electrical distribution system (feeder panel). (This does not apply to vendors that are plugging into a Fair provided receptacle with an approved extension cord or multi-strip adapter.) https://lni.wa.gov/licensing-permits/electrical/electrical-permits-fees-and-inspections/purchase-permits-request-inspections
WiFi & Internet Access
The Washington State Fair Events Center offers open Wi-Fi access but doesn’t provide technical support. The Wi-Fi is free to use and no password is required. For access please go into your phone settings and select “Fair Guest”. Make sure you wait and select “Accept Terms” when prompted.
You can also connect your POS systems to a personal hotspot for reliable internet access. This ensures seamless transactions even when traditional WiFi is unavailable.
The Washington State Fair Events Center does not provide DSL service. For a secured line you must order from Lumen and complete the telephone order form (see above) and return it to the Fair Office or order through a local provider. If you have questions please call Brenda at the Washington State Fair Events Center at 253-841-5057.
FOOD SAMPLING REQUIREMENTS
Food Demonstrations
State Law requires that all food demonstrations meet Health Department standards and obtain necessary permits from the Tacoma-Pierce County Health Department. (See page 11)
Giveaways
Pre-packaged Foods
Exhibitors will be allowed to sell foods that are pre-packaged in sealed containers and are intended to be consumed off the Fairgrounds. Exhibitors selling pre-packaged food items should contact the Health Department for permit information. The Fair Administration reserves the right to limit or prohibit the sale or selling of selected packaged foods and set minimum quantity restrictions on items sold.
EXHIBITOR BADGES
Each booth receives up to 5 badges for exhibitor staff, which gains access to the buildings on show days. Please pick your badges during move-in at the Show Office. The Show Office is located in the back of the Showplex, with access between booths 913 + 951 - Ground Floor. If you need to leave badges for staff, they can be picked at Will Call at the Gold Gate.
Once picked up, you are responsible for distributing the badges to your staff prior to entering the fairgrounds. DO NOT LEAVE YOUR BADGE IN YOUR BOOTH. Replacements are $7 each if badge is lost or left in booth.
If you need more badges than will be allotted to you it is at the show staff's discretion, please contact pipern@mpeshows.com.
PARKING
Free parking is available to all exhibitors in the Blue and Gold Parking Lots on South Meridian Street, across from the show. No overnight parking is allowed in these lots. Handicap spots are available at the front of both of these lots.
Inside parking on the Fairgrounds has limited availability. Once you are parked inside the fairgrounds you must remain there until the end of the show each day. The Washington State Fair Events Center will charge $80.00 per vehicle for the days of the show. This parking pass MUST be purchased at the Show Office during move-in days.
Vendors may only enter through the Gold Gate on the corner of 9th Ave. and Meridian and will be open for Vendor access one (1) hour prior to Show opening. No Vendor access will be granted at the Blue Gate. If you need earlier access please contact show management.
Recreational Vehicle Overnight Parking is available throughout the year in the Orange RV lot only. This RV lot offers full hook up services – power, water and sewage, however, water may be turned off during freezing weather. Anyone wishing to reserve an RV space must register in advance with the Washington State Fair Events Center. The Administration Office is open during business hours Monday through Friday. For use of a RV site, the Washington State Fair Events Center charges a daily fee of $40.00. If you have any questions or would like to pre-register please call the Washington State Fair Events Center at 253-845-1771.
SHOW INSURANCE
Proof of General Liability insurance in mandatory for our shows. Coverage dates must include Move-In and Move-Out, December 3 - December 9, 2024. Liability requirements are $1,000,000.
Please email a copy of your certificate to pipern@mpeshows.com to keep on file prior to show open.
It is required that we are listed on your policy as additional insured:
Marketplace Events LLC
2000 Auburn Dr Ste 200
Beachwood, OH 44122
Don't have an insurance provider? There are several companies which offer short term insurance for events, such as John Buttine Insurance, ACT insurance, or Hartford Insurance.
Marketing Opportunities
Sponsorship Opportunities and Booth Traffic Drivers - Get
some extra bang for your buck at the Victorian Country Christmas Festival! Work with us to get more people to your booth.
Guest Passes - All Exhibitors will receive 10 complimentary tickets per company!
Send guest show tickets to your clients, prospects and friends. Pick up your guest passes during move-in from the Show Office. If you would like to order more than the 10 tickets provided, additional passes can be purchased for only $10.00 each.
Click Below to download a flyer to have at you place of business to
hand out to your loyal customers and they will receive a $2.00 discount
off ticket prices!
CLICK HERE to download a Ticket Promo QR code flyer.
GET SOCIAL WITH US!
Share your show pics or your planning process with us. Click the icons below for our official profile pages
Hashtags: #VictorianCountryChristmas #VCC24
In efforts to protect potential joint customers from fraudulent events and scammers, we request that you do not create your own Facebook Event. This helps us manage ticket sales for the event, and ensures that
our team are available to support both exhibitors and potential attendees with any questions, comments, or concerns that they have. Please feel free to reach out to your show manager or show marketing manager with your companies’ Facebook
page and we can add you as a co-host to the official event.
Click Here to go to our Facebook Event for 2024.
Click Here for the Social Media Marketing Kit and some images you can share
SCAM WARNING
There have been a number of spam emails offering our attendee lists. These are scams and the senders are unauthorized to use the Marketplace Events’ name. These scammers are attempting to receive monies from exhibiting companies without providing anything in return. These emails are not approved by Marketplace Events, and Marketplace Events would never ask for bank information or other sensitive information over email.
CLICK HERE for more information.
Still have questions? Contact Us!
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| PIPER NEWMAN Show Coordinator PiperN@MPEshows.com 360.480.7943 | SUSIE O'BRIEN BORER 253.260.6514
| STEPHANIE GATZIONIS Show Manager StephanieG@mpeshows.com 253.204.2340 | JEFF SWENSON Group Manager JeffS@mpeshows.com 206.569.4656 |