WASHINGTON STATE FAIREVENTS CENTER
Briefy written to advise you of your rights, restrictions and requirements.
Please read carefully and save for future reference.
2018 WASHINGTONSPORTSMEN’S SHOW®
Show HoursWednesday, January24 / 12:00pm to 8:00pm
Thursday, January25 / 12:00pm to 8:00pm
Friday, January26 / 12:00pm to 8:00pm
Saturday, January 27 / 10:00am to 8:00pm
Sunday, January28 / 10:00am to 4:00pm
Show Office: 253-841-5298
Portland, Oregon 97280-1750
I.SHOW PREPARATION...... 1-3
Showplex Exhibition Center | Booth # 100-800 Series
Fork Lift Services
Additional Puyallup Area Hotels
- EXHIBITORPASSES,TICKETS ...... 3-4
Will Call Instructions
- FLOOR PLAN...... 5
- EXHIBITS...... 6-8
Exhibitor Re-Stock and Early Admittance
V. PARKING...... 8
VII. CITY,COUNTYSTATEREQUIREMENTS...... 11
State Sales Tax Requirements
VIII. MOVE-OUT...... 12
Fork Lift Services
Move-Out Shipping Services
IX. DIRECTIONS TO FAIRGROUNDS...... 12
X. LOCAL SERVICES & ADDITIONAL HOTELS...... 13
XI. MAP TO FAIRGROUNDS …………………………………………………………………………………………14
XII. FIRE MARSHAL REGULATIONS...... 15
FINAL PAYMENT REMINDER-November 10th,2017
Final Payment was due on or before November 10th, 2017.Pleasemakearrangements as soonas possible ifyourbalance is outstanding.Your exhibitorcredentialswillnot be given out untilpaymenthasbeen received in full andmust be picked up at the show office during move-in.
MOVE-IN DAYS - Monday,January 22nd Tuesday, January 23rd
Move-in willbefrom12:00 noonto 8:00 pm Monday, January22ndandfrom8:00 amto 8:00 pmTuesday,January23rd.Allexhibitsmustbein placeno laterthan 8:00pmon Tuesday,January 23rd. Novehiculartraffic will beallowedinthebuildingafter thattime.Therewill be no placing, moving,altering or dismantlingof a displayafter10:00 amon Wednesday,January24th. Ifyoucannot adhereto thisschedule, please contact ShowManagementimmediately.
Showplex Exhibition Center Exhibitors: (Booth #100-800Series)
For move-in and move-out, all Showplex Exhibition Center Exhibitors (Booth#100-800series)must use theOrange Gate entrance and exit offof9thAve SW. Please refer tofloor plan/map(page 5).
Expo Hall Exhibitors: (Booth #900 Series)
For move-in and move-out, all Expo Hall Exhibitors (Booth #900series)mustuse the entrances andexits offof9thAve SW. Pleaserefer tofloor plan/map (page 5).
Pavilion Hall Exhibitors: (Booth #1000-1100Series)
For move-in and move-out, all Pavilion Hall Exhibitors (Booth #1000-1100series)must use the OrangeGate entranceand exit off of 9thAveSW.Pleaserefertofloor plan/map (page 5).
Centennial Building Exhibitors: (Booth #1300Series)
Formove-in and move-out,Centennial Building Exhibitorsmust use theServiceGateentrance off of5thst SW.Pleasereferto floor plan/map (page 5).
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.
Fork Lift Services
Attention:O’Loughlin Trade Shows 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 at360-624-4498.
Ifyouhaveany display items thatrequire special handling duetosize, weight,etc., and feeltherewill be problemsduringyourmove-in,pleasecontactShowManagementnow.Theshowdoesnot supplyhand-trucks,dollies,brooms or vacuums.
Show Office – Ground Floor of Fairview Club Building
The Show OfficeislocatednexttothePavilioninthe Fair ViewClub Building -GroundFloor(samelocation aslast year). Thetelephone number will be 253/841-5298, effectivenoonMonday,January 22nd.TheShow Officewill not pageany individual or firmduring public show hours.The ShowOffice phoneis forincomingcalls only. There arenooffice supplies,faxmachine,copymachine,stationery or cleaningequipmentavailable at theShowOffice.The Show Officeis openeach day of the show from8:00amuntiltheclosinghourofthe show.
TheWashington State Fair Events Center willbeopenduringshowdays one (1)hourprior to the publichours for exhibitors withcredentials only. Electrical power will be turned on atthattime. Ifyou have acircumstance that requiresadmittance at anearlier time,youmustsign the next day’s early admittance listby stopping by theShow Office beforeclosingthe night before.Toenterthe grounds before publicshow hours,comethroughtheExhibitor’sEntrancelocated at theGold Gate,onthecornerof 9th Aveand Meridian.
Ordering Show Services
TheShowwill be using redand whitedrapes in the Expo Hall and Pavilion,blue and white drapes in the Showplex. If you would likespecial colordrapesotherthan thosefurnished byShow Management, a charge will be madetoyou by theShow Decorator.The Show Decorator is Trade Show Supply House, Inc. You may contact themat 360-624-4498 for rental ofcarpets, furniture,sign-makingandcleaning of displays. Please be advised, if notordered inadvance, servicesandequipmentwill be subjectto“floor order”rates.Seeencloseddecoratorpacket.
Each boothand bulkspace is furnished with one(1) fused 120-voltduplex receptacle outletof up to5 AMPScapacitywithoutcharge.Foradditionalelectrical requirements, contacttheWashington StateFair EventsCenterat 253-841-5018.Ifnotorderedinadvance,services andequipmentwillbesubjectto“floororder"rate.
For additional needs please contact Hollywood Lights at 206-838-5063 or complete the enclosed lighting services order form.
Foradditionalsoundand visualequipmentneedsplease contactAudio Visions Plus at541-312-6464orcomplete the enclosedaudio-visual service order form.
TheWashingtonStateFairEventsCenterwillinstallindividualbusinesstelephonelines ifyou desire.To inquire,please call 253-841-5018 or complete theenclosed form.Your ordermust beplaced15 days in advanceoftheshow.
TheWashingtonStateFairEventsCenterprovidesDSLservice.For a securedline you mustcomplete theenclosedtelephone orderformand returnittotheFairOfficeororderthrougha localprovider.Ifyouhavequestionsplease call theFair Office at253-841-5018.
The WashingtonStateFairEventsCenter offers open WIFIaccess but doesn’t provide technicalsupport. The WIFIisfreetouseand no passwordisrequired. Foraccess please look for “Fair Guest” on the Washington State Fair Centerswebsite.
TheWashington Sportsmen’s Show-“HostHotel” - Hampton Inn and Suites
151 S Meridian
Puyallup, WA. 98371
Additional Puyallup Area Hotels:
Best Western Park Plaza Holiday Inn Express
620 S Hill Park PL 812 Hill Park Dr.
Puyallup, WA 98373 Puyallup, WA. 98371
253-848-1500 253-848- 4900
1412SMeridian St202 15th Ave SW
Pleasereferencethe WashingtonSportsmen’sShow when making your reservation.Makeyour reservations early.
As per theTerms and Conditions section of the show contract (see item 18) each exhibitorshallsecure and maintainliability insurance. Shahinian Insurance Services Inc.ispleasedtooffer youdiscountedexhibitorliability coverage whileparticipatinginany O’LoughlinSportsmen’s showevent.Thisprogramisaffordableandeasy to purchase. To expeditecoverage, pleasecall Shahinian Insurance Inc. at800-457-2231 or complete theenclosed form.
EXHIBITOR PASSES, TICKETS
Exhibitor Credentials – Wrist-Bands & Work Passes
Exhibitors will be providedExhibitorWrist Bands designedtoweararoundeither wristfortheduration of theshowand One-timeWorkPasses. The wrist band mustbe securelyattached aroundthewrist in orderforthegateattendanttoallowyouentry into show. No Exceptions!If wristbands are used bypersons otherthanthoseimmediately connectedwithstaffingof exhibits,thosepersons will be askedtoleave.
The numberofExhibitorWristBandsandOne-timeWorkPasseswill be issuedasfollows:the first10'x10'boothspace willreceive four(4)ExhibitorWristBandsandfive (5)One-timeWork Passes;one
(1)additional wrist band for each additional10'x10'of spacewillbeissuedthereafter.TheWrist Bands & One-time WorkPasses are valid forthis showonly!
Bulk, Outside and Larger space Exhibitors:yoursalesrepresentativewillbe contacting you to requestthenumber of staffmembers workingyourexhibit space.Thenumber of Exhibitor Wrist Bands and One-time WorkPasseswill be agreed uponat thistimewithyoursalesrepresentative.
Wedo notmailExhibitorWrist Bands andWork Passes.Both forms of credentialsmust be pickedupattheShow Office Monday,Tuesday and Wednesdayduring move-in hours. Wrist Bands and One-timeWorkPasseswillnotbeissueduntilexhibitorspaceispaidinfull.
Please Note:After12:00 pm openingday, January 24th, nomore ExhibitorWrist Bands or One-timeWorkPasseswillbeissued unless priorarrangementshavebeen made aheadofyourlatearrivaltime.If you needadditional passes youwillhaveto purchaseGuest Passes at the showofficeduringshowhours.
ORGANIZATIONS, ASSOCIATIONS AND NON-PROFITS
A list of the staff working your booth must be broken down by day. No more than 6 people per day! ID will be required for entrance to the show at the Will Call booth located at the Gold Gate. This list must be submitted to the Show Office or to your sales rep during regular move-in hours before the opening day or mailed/emailed to our office prior to the show. Your sales representative will provide you a “WILL CALL” form that list time slots for each of the show days.
“BE MY GUEST”TICKETS
You, the exhibitor,may purchase these discounted tickets for anyinterestedcustomerswho would like to returntoyourdisplay to further discuss your products, services, etc. Thetickets will be available at theShowOfficeallshowdaysfor$5.00each.Theseticketsmaybe used at anyof the 2018 O’LoughlinSportsmen’sShows – No Refunds.
WILL CALL INSTRUCTIONS
1.Wristbands, Passes, or Special Guess Ticketsmustbeplaced in a sealedenvelope. O’Loughlin Trade Shows has printed a NEW “Will Call” envelope available at the Show Office or use one(s) that you have furnished. Noloose wristbands, passesortickets willbeaccepted.
2.Each envelope isfor a single pick-upand allcontentswill be giventotheperson requestingtheenvelope.
3.Theperson’snameandcompanywhoisto receivethe wristbands, passes or ticketsistobeprintedontheenvelope.
4.No wristbands, passes, ticketswill be heldintheShowOfficeaftermove-in. Youareentirely responsiblefortheirdistribution.TheShow Managementwillnot be responsiblefor wristbands, passes or ticketsoncetheyhave been pickedup and signed for.
5.WillCallis locatedattheGold Gateonthecornerof9th Ave.andMeridianand is open one (1)hour priortoShow opening.
Standard Booth Definition: One or more standard 10’x 10’booth(s) in a straight line. Each booth is furnished with one (1)
5 ampelectrical outlet.
Display rules and regulations specify what an exhibitor can and cannot do with their booth space.These are based on the physical characteristics of the Exhibit Hall, the intent to be equally fair to all exhibitors and the concern for the safety of all attendees.Show Management has provided the following design layouts to make sure each exhibitor is withinshow guidelines.Aquick review of these booth regulations can save you costly and potentially embarrassing changes on site.
- Booth back walls may not exceed 10’height, plus 2’for signs (the backside of any such signs must be properly covered).
- All display fixtures over 4’in height and placed within 10’of an adjoining exhibitor must be confined to an area that is at least 5’from the aisle.The back of any such sidewalls must be covered so as not to appear unsightly.
- Exhibitorsusingcanopiesorfalseceilingsovertheirexhibitmayuseverticalsupportsupto3”inwidthinthecornerof their space. Vertical supports that are strictly decorative will not be permitted if in conflict with the rules stated above.
- Nothing may be suspended from the ceiling in a standard booth.
Intent:Each exhibitor is entitled to a reasonable sight line from the aisle regardless of the space size. Exhibitors withlarger space (30’or more) should also be able to effectively use as much of the total floor space as possible as long as they donot interfere with the rights of others.
No space dividers or drapesarefurnished.
Proper Aisle Flow
The aisles are propertyofthe ShowManagement and mustbefree for easy flow of trafficthroughout theentireshow.Aislesmust not beobstructedat anytime.
Noise levelfromany demonstrations orsoundsystemsmust be kept to a minimum. Under no circumstanceswillthefollowing be allowed intheShow:megaphones,loudspeakers,microphones, sideshowtactics, or undignifiedmethodsofattracting attention. All soundsystems and demonstrationsmustbestrictlyapproved by ShowManagement priorto the show.No exceptions!!!
Nosignsareto be hung over the aisles asthey are the property of theShowManagement. No double-faced
signs allowedfor exhibitors in both areas, 10x10, 10x20, etc.. No Helium Balloons.
If youare sellingitemsthat areto behandcarried,please issueyourcustomer aBill of Sale.Thiswillserveasproof of ownership in the eventof questioningbya doorman.
Exhibitor Re-Stock and Early Admittance
If you needto re-stock your booth or to be present at your boothpriortoshowtime,theexhibitorearlyadmittancebegins one(1) hour priortoshowtime onadaily basis. Also,youmustsigntheearly admittancelist thenightbeforeattheShow Officeifan earlier entry timeisneeded.
Extensioncords shallnotbe usedas a substituteforpermanentwiring.Minimum 14gaugeextensioncords shallbe used toextend electrical service. Fire Marshalregulations,noexceptions!
- Extension cord shallonlybe used with portable applianceswhile suchappliances are inimmediate use.
- Extension cordsshallbe plugged directly intoanelectrical outletand shall,exceptforapprovedmulti-plug extensioncords,serve only oneportableappliance.
- The amperage of the extensioncords shallnot be less than the ratedcapacity of the portableappliancesupplied by the cord.
- Extensioncords shallbe maintainedingood conditionwithoutsplices,deterioration ordamage.
- The extensioncords shall be grounded when servicing grounded portableappliances.
Liquid and Gas Fueled Vehicles and Equipment
Displayof liquidand gas fueled vehiclesandequipment insideanassembly occupancyshall be inaccordance with UPC2505.2 andshallmeetthe following requirements:
- Batteriesshall be disconnectedinanapproved manner.
- Vehicles or equipment shallnotbe fueled or have fuel removed within any building.
- Fuel tanks shall notbe morethan ¼fullnorexceed 5 gals.,whichever is less,andfuelsystemsshallbeinspected forleaks.
- Fuel tanks shall be locked or sealedwithtape to preventescape of vapors. UPC Section2505.2.3.4
- The location of vehiclesorequipment shallnotobstruct or blockexits.
Failure to comply with any of the above requirements or any other requirements of the Puyallup municipal code constitutes cause for appropriate legal action.
Allboats must be completelydrainedoutside. No boatsareallowedinthe buildingwith waterinthem.
Walls and Floors
Pleasedo notattachanytypeoftape,tacksornails onthewallsorfloorsinanyoftheWashingtonStateFairEventsCenter buildings.
If you areplanningto be accompanied byyour dog or pet,pleasebe responsible andclean-up waste dischargedanywhere on the Washington State FairEventsCenter. Your effort is appreciated!
Petsarenotallowedinthebuildings.Cityordinanceprohibits anypetsbeinglooseontheEvents Centergroundsunless they are part of a show display.
Pleasedo not bringchildrentomove-in or move-out as you are personally responsibleifthey areinjured or iftheydamageanother person’s property.
TheWashington StateFair Events Centercharges allexhibitors$15.00aday/$75.00 for 5 days-per vehicleto parkinsidethe FairEvents Center during show days. Thisparkingpass maybe purchasedat the Show Office during movein days. If a vehicleis on the grounds without a parkingpassitwill be towed, no questions asked. Trailers areallowed tobeleft onthegroundsatnocharge. Single day parking passes will not be sold, especially on Sunday, January 28th.
Free parking isavailablein theBlueand Gold ParkingLotsonSouthMeridian Street, across fromthe show. Noovernightparking is allowedinthese lots.
Recreational VehicleOvernight Parkingisavailablethroughouttheyearinthe Orange RVlotonly. This RV lot offers full hook up services – power, water and sewage. Anyone wishingtoreserveanRV space must register in advancewiththeWashingtonStateFairEventsCenter.TheAdministrationOfficeis open during businesshoursMonday throughFriday.For use of a RVsite,the Faircharges adaily feeof$30.00in advanceor$38.00atshowtime. Youmaypre-register by phoneat253-845-1771 or mail requeststothe Washington StateFairEvents Center,POBox 430, Puyallup, WA98371.
If you have further questionsin regards to parking, pleasecontact the Washington StateFairEventsCenter at253-841-5057.
Receipt of Exhibits
DIRECT SHIPMENTSJanuary 22nd23rdOnly
The WashingtonStateFairEventsCenter will notreceive any shipments prior toFriday, January 19th, 2018.Itmustbe addressed to:
Booth Number andBuildingWashingtonSportsmen’sShow
C/O WashingtonStateFairEvents Center110 9TH Ave SW
If you needto make an earliershipment,pleasecontact TradeShow Supply House, Inc. at360-624-4498 orfax
360-576-9224 or call theWashingtonStateFairEvents Centerat 253-841-5057.All shipments must beprepaid.
TheWashingtonStateFairEventsCenterwillnotdiscardpalletsyouwanttoleavebehind.Youareresponsibleforyourpallets and will be charged $8.00for each pallet left behindin your exhibit space.
TheWashingtonStateFairEventsCentercrewwillsweepthebuildingat9:00amon opening day,WednesdayJanuary24th. It ismandatorythat all packing casesbe removedand vitally important that you observethis“cleanup” deadline as debris not ready for removalby this hourwill be picked upat your expense.
NeithertheWashington StateFairEvents Center norManagement has brooms or vacuumcleanersavailable.
Washington’sClean Indoor Law (RCW70.160)requiresNo Smoking in publicplaces andwithintwenty-five (25)feet or less ofentrances,exits, openedwindows and ventilation intakeswheresmokingis prohibited.Thisappliesto theWashingtonStateFair Events Center.
LIQUOR & FOOD
Only licensed caterersandselectedconcessionairesmay bring orserve foods,alcoholic or other beverages onthepremises of the Washington StateFair Events Center. Ifyou haveany questions, pleasecontactWashington State FairEventsAdministration Office at253-845-1771.
StateLawrequiresthatallfood demonstrationsmeet HealthDepartmentstandardsandobtainnecessary permitsfromtheTacoma-PierceCountyHealthDepartment.Itistheresponsibility of theLesseetoinformtheexhibitorsof therequirements.For the safetyof thepeople attendingyourevent any exhibitor not complyingwith HealthDepartmentruleswill be shutdown. (See page 11)
All samples of food givenaway atan eventmust be approved by the Washington StateFair Events CenterAdministrationOffice in advance of the event and mustobtain thenecessaryHealth Departmentpermits. (Seepage 11)
Exhibitorswill be allowedto sellfoodsthatarepre-packagedinsealedcontainersand are intendedto be consumedoffthe Fairgrounds. Exhibitorsselling pre-packaged fooditemsshould contact theHealth Department forpermitinformation.TheFair Administrationreservesthe right tolimit orprohibitthesaleorsellingofselectedpackagedfoods and setminimumquantityrestrictions on itemssold. (Seepage 11)
Youmustnotplaymusicinanyformwithouttheproper license of copyrightedmusic.You,the exhibitor,shallprotect, defend,indemnify and hold harmlessthe ShowManagement andtheWashington State FairEvents Center fromandagainstanyandallclaims,damages,losses and expenses including attorneyfeesarisingoutof orresulting fromperformance of liveor recordedmusic or othercopyrighted works withthe exhibit, or the offices,contractors,licenses, agents,employees, guest,invitees, orvisitorsofExhibitors.
Youareexpected to arrangeforstorageofemptycrates offpremises atyour ownexpense.Fire MarshalRegulationsprohibitthestorageofboxes,crates,packingmaterials, etc.andnotmorethanoneday’ssupplyof literatureinyourdisplay.
TheShowManagement requests thatyou do notdistributeyardsticks or otheritemsinthe categoryinordertoavoidpossibleinjury.Dueto buildingregulations,no heliuminflatedballoons norgummedstickers are allowedin thebuilding.
TheWashington StateFair Events Center willprovide necessarywatchmenduring the lifeof theshow.No otherpersonswill be permittedinthebuildingafter theclosinghour. Show ManagementandtheWashington StateFairEventsCenter cannot guarantee against lossof any nature.(Pleaserefer toyourinsurancepolicyand theback oftheshowcontract).Be sureto packaway smallandvaluableitemseachnight.
If you needwateror anyotherutility servicefordisplaypurposes,please contacttheWashingtonStateFairEventsCenter at 253-845-1771.
Youaresolelyresponsible forthespaceyou have leased.PleasereadtheTerms and Conditionsontheback ofyourcontract. You haveagreedto reimbursethe WashingtonStateFairEventsCenter foranydamagetothefloors, walls or equipment occurringin thespaceyou have leased.Automobiles,trucks andsimilar conveyanceshall have a drip pan or protectivematerial underthemtosafeguardthe floor fromdirt, oil stains,etc. Allmatters notcoveredin these conditionsaresubjecttothedecision of theShow Management.
STATE SALES TAX
AllVendorswhowillmakeorsolicitsalesoftangiblepersonalpropertyorservicesatthiseventmusthavean opentaxregistration number.This numberiscalledtheWashington StateUnifiedBusinessIdentifier(UBI)numberandhas NO COST. All exhibitors must register withthe Washington State Department ofRevenue including non-profits, promotions, educational, governmental agenciesandassociationsetc. To obtain this UBI number, please contact theDepartment of Revenue at800-647-7706.
Register online atdor.wa.gov. Click on the “DoingBusiness”link, then to”Business Types”and then to
“Temporary Businesses”. You may also writetheWashingtonState DepartmentofRevenue:
6500 Linderson Way SW,Tumwater,WA 98501.
Ifyou have anyquestions,calltheDepartment of Revenueat800-647-7706.
The PierceCounty Health Departmentrequires that anyonewho sellsor givesawaya consumablefoodmustmeetstatelawstandardsand obtainatemporarypermit no laterthanten (10) days before the event.Inaddition, anyemployeehandling a fooditemisrequiredto have a validhealth card. Healthcardscan be obtainedby attendinga presentationon environmental healthand completing awritten,openbooktest. Formoreinformationon Itinerant Permitsand HealthCards,please contact the Departmentof FoodandConsumerSafety at the Tacoma-PierceCounty Health Department,3629South D Street, Tacoma, WA 98418 orcall253-798-6460. Any exhibitor selling or giving awaya consumablefood withoutthe necessary permitsdisplayedintheir booth will be shutdown.