EXHIBITOR HANDBOOK

BASIC SHOW INFO

 

Show Hours

Sunday, January 26, 2020

10:00 AM - 3:00 PM

  • All booths must be set up by Sunday at 9:30 AM.  

  • No booths are to begin tear down until Sunday at 3:00 PM. 

  • Failure to comply may result in fees.

Location

The Olympia Farmers Market

700 Capital Way North

Olympia, WA 98501

Venue Phone: 360-352-9096

SSWS Staff Phone: 360-961-9076

Sending product/brochures to SSWS for gift bags

If you are providing materials for our gift bags ($45 insert fee per show), please send your items no later than January 15th or plan to deliver your items to the venue on Saturday setup on January 25 between 4 and 6 PM.  Drop off/ pick up of special items can also be coordinated, please email us to arrange contact@weddingandeventmagazine.com .

Please mail/ship to:

Bird + Duck / SSWS

Att: Nadine Kohler

1505 S. Sheridan Ave

Tacoma, WA 98405

Show Prizes

If you are providing a prize for a show, you have the option of running your own giveaway at your booth or providing your giveaway item to us for the Prize Booth table.  Each guest will receive a general raffle ticket at the door and be able to enter to win prizes at our Prize Booth. 

If you are providing a certificate for the Prize Booth, please send us your certificate at least one week prior to the show to be included- we will also need to know the value.  If you have a physical item, please send us an email (at least one week prior to the show) listing out the contents of your physical item and the value.  Any question, please email us at contact@weddingandeventmagazine.com .

            * PLEASE REMEMBER:  We do not consider coupons or discounts on services as prizes.                   All "prizes" offered at the shows MUST be stand-alone gifts.  Feel free to offer coupons/                   discounts from your booth to all attendees and/or as a bag insert.

Directory Publication & Ads

Your participation in the show includes a complimentary listing in our online directory!  To be included in our online directory, please be sure you send us your logo and/or high res marketing image.

To purchase and add a web ad to your 2020 package, please email us at...

 contact@weddingandeventmagazine.com or finance.birdandduckmedia@gmail.com.

Click here for Ad Specifications!

 

EXHIBITOR SET UP & INSTRUCTIONS

Basic Booth & Set up Details

Our basic booths are 8x10 in size (10 ft wide and 8 ft deep or 8ft wide and 10ft deep depending upon location at the market) and have 8 foot pipe and drape backdrops, and 3 foot sidewalls (some corner positions do not have both or either side walls).  Booth pipe and drape is white or gray.  Your booth will only include table(s) and chairs if you ordered them on your registration form.  If you need to add tables/chairs, please contact us immediately to add.  Extra tables will not be guaranteed at set up.  We DO NOT provide additional furnishings, carpet or special flooring, or dedicated hard lines at your booth.

Electrical - all booths at the Olympia Farmers Market venue have complimentary electrical access.  They have a 20 amp maximum.

In the past vendors have been cold due to open doorways for setup and then traffic into the event.  All vendors are welcome to bring in a fire-safe heater.  No items can be near the heater and if venue deems unsafe, you may be asked to turn the heater off for safety reasons.  

 

 

 

 

Exhibitor Services, Add-Ons & Support

Decorator/Expo Setup 

 If you desire additional furnishings, special decor, or help setting up your booth, we have two decor rental companies joining us for the show that you can contact for additional services.

PJ Hummel

American Party Place

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Catering and Ice – 

Outside food is allowed to be served at  the Olympia Farmers Market, however, you must have the necessary licences and permits to fully serve and/or sell food at the event.  We encourage food sampling from food related vendors ONLY.  All vendors serving or sampling food must follow Thurston County permitting and food safety regulations. 

Market Food Vendors

For the convenience of guests and vendors, we have invited a few of the regular market food vendors to open during the event.  These vendors will have food items for sale but may not remain open for the entire show duration.  

 

Exhibitor Check-in, Set-up, & Teardown 

All Exhibitors and participants must check-in prior to setting up at the show.  We will have set-up begin at 6:00 AM the day of the show, on Sunday, January 26.  All booths must be ready by 9:30 AM.  No visible cardboard boxes or storage boxes are permitted at your booth space.​  

Badges

  • Badges will be provided at Check-in and must be used to gain access to the exhibit halls during the event 

  • Each regular booth is provided 2 badges for access

    • Any additional passes must be reserved in advance by (1/15) emailing us at contact@weddingandeventmagazine.com and requesting additional badges.

    • Any badges that need to be picked up during show hours needs to do so at the ticketing counter 

    • Any additional badges not reserved in advance will need to purchase tickets for entrance.

Set-up

  • Set-up will run from 6 AM to 9:30 AM on Sunday prior to the doors opening at 10 AM.  

  • Please remember that all cardboard must be emptied from your booth during set-up per our requirements of show aesthetics AND fire marshal regulations. 

  • No helium balloons are permitted (there is a significant fee from venues for bringing in helium balloons which will charged to your account if policy not adhered to) .

  • Please review the Terms and Conditions of the registration contract for additional set up instructions.​​

 

Tear down

  •  Tear down begins at 3:00 PM

  •  There is no move-out available on Monday

  •  Tear down and move-out ends at 7 PM

 

​Venue and Event Policies

Outside Food & Food Sampling

Food Sampling is permitted for those in the food and/or beverage industry and must abide by all regulations.

Show Sampling/ Cooking

For any booths choosing to share food samples and/or cook at their booth, please see that the basic policy states...

Exhibitor Food Samples Subject to Event Coordinator approval, those who manufacture, process or distribute food in their normal course of business and wish to distribute food samples, may be allowed to do so. Food samples must be no larger than bite-size and beverage sizes no larger than three (3) ounces. Please contact the Event Coordinator prior to the event for approval of food distribution if you are not sure if you are approved.  An exhibitor distributing food samples may need to obtain a temporary food permit.  

Anyone handing the food samples must wear plastic gloves to comply with the Health Department.

 

Health Department Permits

If you will be sampling or serving food of any type, you will need to bring a copy of your Health Department Permit with you to the event.  If you have questions about food safety and Thurston County Health Department regulations, please visit: https://www.co.thurston.wa.us/health/ehfood/index.html.   Having proper food handling permits is the responsibility of the exhibitor/vendor.

 

Garbage

There is no booth garbage service available for the show.  Each exhibitor is responsible for having necessary garbage cans and to keep the garbage at their booth under control during the event / show hours and after the event. 

 

Selling, Taxes, & Licensing

All event participants are required to abide by the sales, tax, and licensing rules of Washington State and the City of Lacey. 

 

Registered to sell in Washington State?

The Washington State Department of Revenue requires that vendors selling in the State of Washington must be registered with the Department of Revenue in Washington and that they have a UBI# and that they must collect and remit sales tax on taxable sales occurring at the event.  You may qualify to register on a temporary basis, see the Temporary Registration page. If you have an active tax registration in Washington, then you should be good to go!  For a regular (non-temporary) registration visit…http://bls.dor.wa.gov/file.aspx for information on filing this license to do business in Washington State.

 

Vendors can also register with the Department by:

◆ Filing a Master Application online at http://www.dol.wa.gov/forms/700028.htm.

◆ Visiting any of the Department’s local offices or Unified Business Identifier (UBI) service locations.

◆ Calling the Telephone Information Center at 1-800-647-7706.

 

Tax Information - Sales made at special events

  • Sales of tangible personal property at special events are generally subject to sales tax. Vendors must collect and remit the applicable combined state and local sales tax rate to the Department of Revenue.

  • The combined state and local tax rate varies throughout the state, depending on the location where the sales are made. For the correct tax rate to charge for a specific location, see our online Tax Rate Lookup Tool at: http://dor.wa.gov/content/findtaxesandrates/salesandusetaxrates/lookupataxrate/default.aspx.

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Licensing

All participating businesses must be a licensed business.  It is the responsibility of each business to know what licensing they are required to have to do business and what taxes they owe. 

 

 

If you have any other questions for our team, please do not hesitate to let us know.

Thank you for joining us  this year for the South Sound Wedding Shows!

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Tacoma, WA 98405

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Bird + Duck Media, LLC

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