Participant Details/ Exhibitor Handbook
Saturday, March 3rd, 2018
VIP Bump Lounge 10 AM - 4PM (doors open at 9:45)
General Admission 11 AM - 4 PM
All booths must be set up by Saturday at 10:30 AM.
No booths are to begin tear down until Saturday at 4 PM.
Failure to comply may result in fees.
Greater Tacoma Convention Center
Tacoma, WA 98402
Venue Phone: 253-830-6601
Kx2 Staff Phone: 253-533-0967
Out of Area Travel
For our March show in Tacoma at GTCTC, we are only 20-30 minutes away from the Sea-Tac International Airport. For more location details visit our About Location Page which includes information for nearby hotels as well as directions.
The two closest/convenient hotels are listed on our Fall Location page linked above and offer a discounted rate for our event. We recommend booking your room early.
Sending Product to Kx2
If you are providing prize packages, giveaways, or materials/product for a special feature at the show, please send your product no later than February 14th. For all other shipping (including your booth setup and booth products), please see vendor shipping info below in Exhibitor Services.
Please mail/ship to:
Att: Matt Kohler
711 Commerce St., Suite 12
Tacoma, WA 98402
Ad work for Publication
For our Spring/Summer Issue, please provide your ad no later than January 15th.
email completed ads to:
To purchase an ad in our program, please email us at...
Basic Booth & Set up Details
Our basic booths are 10x10 in size 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. We include one 6 foot table with white table cloth, two chairs, small garbage can, and small booth sign with your booth package. Wifi is provided as well. We DO NOT provide additional furnishings, carpet or special flooring, electrical outlets, or dedicated hardlines at your booth.
Exhibitor Services, Add-Ons & Support
Decorator/Expo Setup – Grand Event Rentals
Your booth as listed above comes with pipe and drape, a table with a table cloth, and two chairs, so there is no need to order those initial items from our decorator. If you desire an extra table or additional furnishings from Grand Event Rentals, you can use the form here to make arrangements for those. Grand Event Order Form
Material Handling and Shipping
All freight being delivered for your booth must be managed with the convention center (GTCC).
To make arrangements to send directly to the convention center, click here
Electrical – GTCC Exhibition Services
Electrical booth outlets are available through the convention center directly (not provided in a basic booth purchase). Be sure to order early for best rates. Click here for information.
Audio Visual Services – PSAV
For any AV needs and services, please contact PSAV.
Shawn Norman, Director of Event Technology
Catering and Ice – Aramark
Outside food is not allowed to be served at GTCTC (unless participating in sampling- see food sampling policy below). For any food catering or purchasing ice for your booth, please contact Aramark at GTCTC.
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, March 2nd beginning at noon as well as time on Saturday morning beginning at 7 AM.
Friday, March 2nd
Noon - 6 PM: Exhibitor/Vendor check-in/set-up
6 PM - 8PM: Additional set-up time
Our Exhibitor/Vendor check-in desk will be closed, but exhibitors can continue to unload and set up booths.
If needed, we can make special arrangements in advance for a late check-in between 6 PM and 7 PM.
Saturday, March 3rd
7:00 AM – 9:30 AM: Exhibitor/Vendor check-in/set-up
All booths must be set up no later than 10:30 AM on Saturday, March 3rd.
ALL exhibitors and participants must check-in at our Exhibitor Check-in Desk upon arrival!
Unloading available from the "F- LOT" on Market Street (see more unloading instructions below)
Look for Exhibitor Check-in Desk near unloading area
Hand carried freight can be brought in from any entrance (but you still must check-in at Exhibitor Check-in Desk)
Carts are available but limited.
Complimentary parking is provided in the unloading/loading zone, but vehicles must be moved as soon as possible for other exhibitors
Badges will be provided at Check-in and must be used to gain access to the exhibit halls during the event
Each 10x10 booth are provided 2 badges for access
Any additional passes must be reserved in advance by (2/15/18) emailing us at email@example.com and requesting additional badges.
Any badges that need to be picked up during show hours needs to do so at the ticketing counter (near 15th street main building entrance)
Any additional badges not reserved in advance will need to purchase tickets for entrance.
Unloading available from the "F- LOT" on Market Street (see map and directions)
Parking in this loading lot will be provided for free while you unload and then your vehicle must be moved
Limited carts are available at the convention center for use (first come first serve)
You may NOT drive your vehicle onto the loading dock
Any need of a fork lift or pallet jack must be arranged for in advance and do have additional fees
Set-up will run from noon - 8 PM on Friday.
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 balloons are permitted (there is a significant fee from GTCTC 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.
Parking is complimentary DURING UNLOADING/LOADING
Lot "F" on Market Street
Cars must be moved after unloading your vehicle
Parking lots and garages are about $6 for four hours or less, and $12 for all day. Click here for parking and directions.
For completely free parking, park your car at the Tacoma Dome Station and ride the Tacoma Link Light Rail for free to the Convention Center Station. Click here for more info.
Teardown begins at 4 PM
There is no move-out available on Sunday
Teardown and move-out ends at 8 PM
Outside Food & Food Sampling
GTCTC 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 the GTCTC Exhibitor Handbook pages regarding food at the venue (click here). 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. Any exhibitor not manufacturing, processing or distributing food in their normal course of business who would like to distribute food items, must purchase these items from the GTCTC caterer, Aramark Food Services. Please contact Aramark at 253.830.6671 to make arrangements or to purchase food and beverage from the exhibitor menu. An exhibitor distributing food samples may need to obtain a temporary food permit. See the next paragraph for details. Please Note: The selling of food or beverage 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 Policy 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.
One small garbage can will provided for each booth. You can order additional garbage cans as well as service to help dump the garbage throughout the show through Triumph.
Selling, Taxes, & Licensing
All event participants are required to abide by the sales, tax, and licensing rules of Washington State and the City of Tacoma.
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.
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 in the beautiful state of Washington this year for the Savvy Family and Baby Bump Expos!