December 4-7, 2025
Washington State Fair Events Center
2025 Vendor Kit
Everything you need to "know before you show". Please note that this page is constantly being updated and for the best information, you should check back periodically.SCAM ALERT FOR EXHIBITORS
As per our privacy policy, Marketplace Events is a permission-based email sender. We do not share, rent, or sell any email lists. WE ARE CONSTANTLY UPDATING THE KIT WITH 2025 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.
Kindness is Contagious!
VENDOR DECORUM: We ask all vendors to uphold a professional demeanor during the event. If any issues or concerns arise, please bring them to our attention at the show office for resolution. Our aim is to maintain a positive and respectful environment, free from gossip or negativity. Early tear down of your booth space is a breach of contract and will result in a ban from all MPE shows. Your cooperation in fostering a professional atmosphere is greatly appreciated.
Christmas Show Checklist
Use this handy Getting Ready Checklist to ensure you are set to go for the show!
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 4 10:00 am - 8:00 pm
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Friday, December 5 10:00 am - 8:00 pm
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Saturday, December 6 10:00 am - 8:00 pm
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Sunday, December 7 10:00 am - 6:00 pm
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MOVE IN
MOVE IN MAP
To view the Move-In map with designated load-in areas, (coming soon,,,). 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.
Tuesday, Dec 2: 8:00am - 8:00pm
Wednesday, Dec 3: 8:00am - 8:00pm
All exhibits must be in place no later than 8:00 pm on Wednesday, December 3rd. 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 4th. 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 7: 6:01pm - 10:00pm
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.
We would like to kindly inform our vendors that the pick-up window for remaining materials from the site will be available on Monday from 8:00 AM to 12:00 PM. Please note that Monday is not designated as a move-out day, and all booths should be fully torn down by Sunday evening. Alternatively, booths must be consolidated by Sunday evening to allow contractors to begin dismantling the storefronts.
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.
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.
CLICK HERE for A grounds and parking map.
MOVE IN/OUT CAR SECURITY TAG:
Please print and complete the Security Hang Tag below to help alleviate congestion at the service gate. This tag is specifically for move-in and move-out purposes and allows you one hour for unloading. Once your vehicle is unloaded, please park it in the Blue or Gold Lot and return to complete the setup of your booth. This process is designed to ensure a smooth and efficient experience for all participants.
CLICK HERE.
FORKLIFT SERVICES
Marketplace Events does not provide fork lift services for move-in or move-out. Due to insurance policies along with the facility requirements, all fork lift service must be contracted through the Show Decorator. Please contact: Trade Show Supply House at 360-624-4498.
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.
A Vendor badge will be required to enter the show floor. All loading dock doors will be closed and there will be no access granted during show hours. 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 1 hour before show open with an exhibitor badge to restock. Exhibitors may be subject to a search prior to entering the facility. This can include bags, backpacks, purses, briefcases, etc. Please be prepared for this on opening day and arrive early.
If you require access to the premises earlier than one hour before the show, you must obtain authorization from Show Management the day prior. Security personnel will not permit access without this authorization. If the facility requires special arrangements for extra security during this early access, the cost of this security will be charged to the exhibitor.
Booth Planning 101 Video:
better! The shoppers are feeling festive!
Expectations:
Flooring
Flooring is not included in the cost of your exhibit booth. It is mandatory that all exhibit booths are carpeted or have some type of clean, professional-looking floor covering that covers 100% of the booth’s square footage. You may bring your own or rent from Trade Show Supply House. Some approved examples include, carpeting, interlocking foam tiles, astroturf, hardwood, tile, vinyl flooring etc.
All edges of carpeting must be secured using double-sided tape on the underside of the carpet. Please bring your own double-sided CARPET tape to secure. Duct tape is not permitted. Any tape or residue left on the floor after moving out is subject to a fee.
Protective material must be placed on the floor before laying bricks, patios, etc. Do not drill holes, nail glue or affix flooring to the Park Expo & Conference Center flooring. Any damage (including unremoved tape) to the facility's flooring will be repaired at the Vendor's expense.
CLICK HERE for more information on flooring.
Table Skirting
It is mandatory that all tables are properly skirted. Skirting must go from the edge of the table to the floor on all four sides. All skirting must be pressed and neat. Use of plastic tablecloths, sheets, shower curtains or any type of “makeshift” tablecloths is not permitted. We strictly enforce this and will skirt all incorrectly skirted tables at the Vendor’s expense. All inventory and personal items must be stored COMPLETELY OUT OF SIGHT. Your booth should look professional and inviting to the attendee. Trade Show Supply House is available to rent tables that will be properly skirted if needed for an additional charge.
CLICK HERE for more information on table skirting.
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.
**Please note the facility policy forbids the hanging of signage from the building structure.
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 Trade Show Supply House or bring your own.
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.
Holiday Decor Required
This is a holiday event, and we ask you to plan your space accordingly with holiday décor. We ask that everyone decorate their space to include décor, lights, trees, etc. We know from other shows that those booths that are decorated do better! The shoppers are feeling festive! 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.
Each booth will feature a charming Victorian storefront façade, adding a nostalgic and festive touch to the event atmosphere. To enhance the visual appeal and maintain a cohesive holiday theme, vendors are required to bring garland to decorate their store front. The garland must look authentic—evoking the traditional style of the Victorian era with natural greenery, classic ribbon, or vintage-inspired accents. Creative interpretations are welcome, but decorations should complement the historic aesthetic and contribute to the immersive ambiance. For setup, vendors should bring their own staple gun or appropriate tools to securely attach the garland to their store front.
Booth Pipe and Drape:
All inline exhibit spaces will have three sides of 8’ high pipe with black drape. Corner booths will have two sides of 8' high, black drape. End cap booths will have black pipe and drape on the back wall.
Booth Lighting
Given that the drape is black and the facility has unique lighting and isn't evenly distributed across the floor, especially the perimeters. We strongly recommend incorporating additional lighting to ensure the space feels inviting and vibrant. You can rent lighting equipment through Trade Show Supply House for a convenient solution. If you prefer to purchase your own, we’ve provided an Amazon link with some great options to consider: CLICK HERE. One 500 watt 120-volt duplex receptacle will be provided for each booth. Receptacles are shared at the back of each booth. Do not move receptacles from installed location, these must be accessible to neighboring booths. Adequate lighting will not only enhance visibility but also highlight your displays beautifully! Adequate lighting will not only enhance visibility but also highlight your displays beautifully!
12 MOST COMMON MISTAKES:
Avoid these common mistakes when exhibiting and see your engagement increase!
1. Not enough space in your booth. When you inquire about booth space, always tape out the dimensions on your floor before coming down to the show to get an idea of how much room you have, and how you want to lay out the space so you are better prepared.
2. No goals/measurable results. Set yourself a goal for the event, whether that's booking 10 appointments/consultations or handing out all your marketing materials with a conversation. This will keep you accountable and driven.
3. Forgetting the "three second rule". You only have 3 seconds to make an impression on a customer walking by. That means your display has to be something that intrigues them, as well as you have to appear available to them.
4. Bad Signage. Don't make it a guessing game as to what your booth is offering. If you have bad signage in your booth or hand written signs, you are advertising that you aren't professional or prepared enough. Plan your display out in advance and print things out professionally or from your printer and put them in a nice frame/display.
5. Booth design that acts as a barrier. If you can't invite someone into your booth for a conversation, that means they are lingering in the aisle where they are going to get pushed around and more likely to keep walking. Don't put a table right at the front of your booth, leave room for them step into your space and chat with you.
6. Inexperienced staff. You are at the show to sell/market your services. If you have inexperienced staff at your booth, that's what you are advertising to your customer, that you are inexperienced. Prepare your staff ahead of time to be able to answer questions and train them appropriately for the event.
7. Passing out literature instead of having a conversation. People can read about your company online, they come to the show to have a conversation and to be told why you are the right vendor for them.
8. Talking and not listening. Let the customer ask their questions and listen to what they want. If you are always sales pitching, you may miss important details to know if they are the right client for you or not.
9. Sitting in the back of the booth. You look disinterested and hard to approach, be sure to check in with your body language and be approachable.
10. Eating, being on your phone, working on computer etc. By being unavailable you miss the opportunity to talk with someone. Be sure to have a team member there who can cover for you if you need to eat your lunch or take a call. If you aren't present and available to chat, you are going to miss potential sales.
11. No means of gathering contact info. Be sure to have a method of capturing potential leads. Ensure you are capturing the details of people who are interested in what you have to offer and give them an easy digital form to fill out. Don't leave it up to them to contact you by just taking your card.
12. Poor follow up or no follow up. Be sure to follow up with customers and customers within seven days of the show so you are fresh in their minds. Don't just do it once either, follow up with them again the month after to remind them!
- Final Payment:
The full and final payment for exhibit space is due by November 15th. Show Management reserves the right to refuse entry to any vendor whose account has not been fully settled by the deadline. If you have authorized Marketplace Events to automatically charge your card per your original contract, please ensure that the necessary funds are available within the required timeframe. For any inquiries regarding the payment process, please contact Piper Newman at pipern@mpeshows.com or 206-756-0930. Outstanding contracts after the show cycle will be sent to collections, and the vendor will remain responsible for paying the booth space fee. Vendors with outstanding balances will not be permitted to exhibit at future Marketplace Events.
- Mascots:
We are pleased to feature a contracted Santa Claus and Mrs. Claus who will be available in a designated area for photo opportunities during the event. Guests will be directed to this area to enjoy their visit with these beloved holiday figures. To maintain the integrity and flow of the event experience, only the official Santa and Mrs. Claus will be present in character roles. As such, vendors are kindly asked not to include mascots or additional holiday characters in their displays.
- Political Merchandise Policy: 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.
- Exhibit Boundaries:
Exhibits must remain within the designated booth boundaries. Carpet and other materials may not extend into aisles or neighboring booths. Solicitation outside of your booth space is strictly prohibited.
- Display Vehicles:
For information regarding the inclusion of display vehicles in your booth, please refer to the Rules and Regulations.
- Distracting Devices:
Attention-attracting devices such as noisemakers, flashing lights, music, videos, and other similar devices are subject to approval by Show Management. Any device deemed distracting or disruptive to other exhibitors will not be allowed. Hardwall systems must be used for stereo equipment to minimize noise disturbances.
- Exhibitor Conduct:
Show Management reserves the right to refuse admission or request the removal of any exhibitor or exhibitor's employee who is deemed unfit, intoxicated, or disruptive to the event.
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!
CLICK HERE for a video tutorial.
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:
CLICK HERE. Please order by Nov. 20th.
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.
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
Proof of General Liability insurance in mandatory for our shows. Coverage dates must include Move-In and Move-Out, December 2 - December 8, 2025. 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.
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.
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 for early access before 9 AM. If you need earlier access please contact show management.
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. Due to the limited availability of parking passes, we kindly ask that these be purchased only if you have specific mobility needs or require access for onsite restocking trailers. We appreciate your understanding and cooperation in helping us ensure that these passes are allocated appropriately. Your respect for this policy will greatly assist us in managing the limited spaces. This parking pass MUST be purchased at the Show Office during move-in days.
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 $42.00. If you have any questions or would like to pre-register please call the Washington State Fair Events Center at 253-845-1771.
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.
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202 15th Avenue SW Puyallup, Washington 98371 |
Victorian Christmas Festival Vendor Guest Rooms | Fairfield by Marriott Puyallup, WA or by calling the hotel directly at 253-770-3100.
Reservations must be made online/by individual call in no later than November 7th, 2025
OTHER HOTEL OPTIONS:
Best Western Plus Puyallup, WA
Website: Best Western Plus Plaza Hotel & Conference Center | Hotel Rooms
Phone: 253-848-1500
Holiday Inn Express Puyallup, WA
Website: Holiday Inn Express & Suites Puyallup (Tacoma Area) - Puyallup, United States
Phone: 253-848-4900
The Hampton Inn & Suites Puyallup
Website: The Hampton Inn & Suites Puyallup
Phone: 253-770-8880
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
All samples of food given away at an event must be approved by the Washington State Fair Events Center Administration Office, at (253) 845-1771, in advance of the event and must obtain the necessary Health Department permits.
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.
The Washington State Dept. of Revenue requires every exhibitor who participates at the show to provide a UBI number (WA State Tax ID) to conduct business in the state of Washington, or they will not be allowed to exhibit.
The show must submit all UBI numbers to the state. Please email your UBI number to pipern@mpeshows.com.
If you are an out of state/country exhibitor and need a temporary number, register online at dor.wa.gov/contact/temporary-registration-certificate. For questions, please call 253-382-2000 for assistance. A "temporary business” is a business that has no more than two events per year in Washington, with each event lasting no longer than one month. Each temporary registration certificate is valid for one event only. You are not charged for obtaining a temporary registration certificate.
Persons who make sales in Washington outside of the two events may be responsible for additional tax liability and may be required to get a “tax registration endorsement” instead of a temporary registration certificate. Visit dor.wa.gov/education/industry-guides/out-state-businesses-reporting-thresholds-and-nexus for more information on registration and tax reporting requirements.
Once a number has been assigned to you, please email the number to pipern@mpeshows.com. Please note that you need to report all revenue from the show to the state 10 days after the close of the show.
Sales Tax Chart: webgis.dor.wa.gov/taxratelookup/SalesTax.aspx. Input Washington State Fair Events Center 110 9th Ave SW, Puyallup, WA 98371.
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 8 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 6 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!
Ticket Promo QR code flyer coming soon...
Poinsettias!
NEW! We offer Poinsettias to help elevate your booth!
GET SOCIAL WITH US!
Share your show pics or your planning process with us. Click the icons below for our official profile pages
Hashtags: #VictorianChristmas #VCC25
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 2025.
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 Exhibit Sales Consultant SusieB@mpeshows.com 253.260.6514 | HILARY FORMAN Operations Manager HilaryF@mpeshows.com 425.231.3279 | STEPHANIE GATZIONIS Show Manager StephanieG@mpeshows.com 253.204.2340 |