EXHIBITOR HANDBOOK
BASIC SHOW INFO
Show Hours
Saturday, February 22, 2020
10:00 AM - 3:00 PM
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All booths must be set up by Saturday at 9:30 AM.
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No booths are to begin tear down until Saturday at 3:00 PM.
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Failure to comply may result in fees.
Location
Agriplex at Washington State Fair Event Center
500 15th Ave SW
Puyallup, WA 98371
Venue Phone: 253-845-1771
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 February 15th or plan to deliver your items to the venue on Friday 21st between noon and 2 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) 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 - if you require an electrical outlet for your booth, please contact us to let us know prior to the show. This venue charges a $50 fee to setup power to your booth. We cannot guarantee electrical outlets without advance notice. Additional fees apply for special electrical needs or late requests.
Exhibitor Services, Add-Ons & Support
Decorator/Expo Setup
If you desire additional furnishings, special decor, or help setting up your booth, we have decor rental companies joining us for the show that you can contact for additional services.
Exhibitor Check-in, Set-up, & Teardown
All Exhibitors and participants must check-in prior to setting up at the show. We will have a set-up day on Friday, February 21st beginning at 1 PM as well as time on Saturday morning beginning at 7 AM.
Check-in Days/Times
Friday, February 21st
1 PM - 4 PM: Exhibitor/Vendor check-in/set-up
Saturday, February 22nd
7:00 AM – 9:30 AM: Exhibitor/Vendor check-in/set-up
All booths must be set up no later than 9:30 AM on Saturday.
Check-in Instructions
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ALL exhibitors and participants must check-in at our Exhibitor Check-in Desk upon arrival.
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Please do not leave cars parked at load-in/out doors for extended time. Once your car is unloaded, please repark in the parking lot in front of the Agriplex building.
Badges
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Badges will be provided at Check-in and must be used to gain access to the exhibit halls during the event
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Each regular booth is provided 2 badges for access
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Any additional passes must be reserved in advance by (2/15) emailing us at contact@weddingandeventmagazine.com and requesting additional badges.
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Any badges that need to be picked up during show hours needs to do so at the ticketing counter
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Any additional badges not reserved in advance will need to purchase tickets for entrance.
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Set-up
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Set-up will run from 1 PM - 4 PM on Friday and 7 AM - 9:30 AM on Saturday, doors open at 10 AM.
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Please remember that all cardboard must be emptied from your booth during set-up per our requirements of show aesthetics AND fire marshal regulations.
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No 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) .
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Please review the Terms and Conditions of the registration contract for additional set up instructions.
Tear down
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Tear down begins at 3:00 PM
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There is no move-out available on Sunday
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Tear down and move-out ends at 7 PM
Venue and Event Policies
Outside Food & Food Sampling
The Washington State Fair Event Center does not allow outside food to be sold for consumption. 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. Any exhibitor not manufacturing, processing or distributing food in their normal course of business may need to obtain a temporary food permit. Please Note: The selling of food or beverage for onsite consumption is prohibited.
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 Pierce County Health Department regulations, please visit: http://www.tpchd.org/food/. 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 Puyallup.
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
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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.
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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.
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!
