2025 Vendor Kit

SHOW MANAGEMENT 
Portland Holiday Market is produced and managed by: 
Marketplace Events LLC
2000 Auburn Dr., Ste 200 
Beachwood, OH 44122 
www.marketplaceevents.com | www.portlandholidaymarket.com

SHOW OFFICE

The Show Office is located at the entrance of Hall E.

MOVE IN

WEDNESDAY, NOVEMBER 12 : 12PM TO 6PM

THURSDAY, NOVEMBER 13 : 8AM TO 8PM

• Main move in will be happening in the back of the Expo buildings, there are large roll up doors at each Hall that you can access.

• No vehicles are allowed in the building without prior approval. Carts will be available through the Decorator and are free of charge. A valid ID must be used when checking out carts. There will be no placing, moving, altering or dismantling of a display after 10am on Friday, November 14th. If you cannot adhere to this schedule, please contact Show Management immediately.

• Large and accumulated shipments arriving by major carriers in large trucks are encouraged to arrive as early as close to 10 AM  Wednesday November 12th.

• The show decorator will provide material handling at the Portland Expo Center during move-in. If you need forklift services or shipping/material handling, please contact Trade Show Supply House, Inc. at 360-624-4498. 

After 8 pm, the building is locked down.  You may continue to work in your booth; however, you cannot leave your display area.  Once you leave the building, you cannot re-enter. 

ALL BOOTHS MUST BE SET UP BY 8 PM. THURSDAY NOVEMBER 13th!

MOVE OUT

SUNDAY, NOVEMBER 16th - 6:01PM - 10PM

ALL EXHIBIT HALL D VENDORS MUST MOVE OUT ON SUNDAY, NOVEMBER 16TH.   

ANYONE FOUND DISMANTLING THEIR DISPLAY, PACKING UP OR MOVING OUT BEFORE 6:01 ON SUNDAY, NOVEMBER 16TH WILL BE FOUND IN VIOLATION OF THEIR CONTRACT AND SUBJECT TO RENEWAL RESTRICTIONS FOR THE FOLLOWING SHOW.

• The Expo Center has notified us that after 4:00 PM, there will be no additional charges for trailers or vehicles. However, before 4:00 PM, you will need to pay for trailers and any extra vehicles. We’ve attached a map with the designated lot for trailers and vehicles not previously onsite, so please review it to ensure a smooth move-out.

ADDITIONAL DETAILS:

• The show decorator provides a minimal number of handcarts to help with move-in; however, exhibitors are strongly advised to bring their own dollies and handcarts.  Please remember to label all your personal property – such as handcarts and tools.  

• MOVE-IN & MOVE-OUT - CHILDREN NOT ALLOWED For safety reasons during the move-in/move-out hours, children under 16 years of age (this includes infants) are prohibited inside and around the show halls and parking lot. This precaution is taken due to vehicles operating in the building, including forklifts and machinery that are dangerous. Injuries to children would not likely be covered by insurance because of this regulation.  THIS WILL BE STRICTLY ENFORCED! 

Each booth receives up to 5 badges for exhibitor staff, which gains access to the building on show days. Please pick your badges during move-in at the Show Office.  All exhibitor personnel must be 16 years of age or older. Do not rotate badges at Will Call, which is for one-time pick up only. 

Once picked up, you are responsible for distributing the badges to your staff prior to entering the building. 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, 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. 

• Final Payment:
  The full and final payment for exhibit space is due by October 15. 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.

• Signage:
  All signage must be tasteful, professional, and consistent with the show’s standards. The use of handwritten signs, paper banners, large discount pricing cards, or similar materials is prohibited. Signage should not obstruct neighboring booths and must be clear and informative. Signs exceeding 8 feet in height are not allowed, and booth displays or signs should not block official show signage or displays.

• Floor Covering:
  Vendors are encouraged to order carpet from the Show Decorator or provide their own flooring to enhance the professionalism of their booth. The entire booth area, from corner to corner, must be covered, with all edges securely taped down using double-sided tape. Please note that duct tape is prohibited, and any tape residue left behind will incur a cleanup fee.

• Table Coverings:
  Table coverings must be clean, pressed, and extend to the floor. "Makeshift" or plastic tablecloths are not acceptable. You may order coverings or skirting from the Show Decorator or bring your own.

• Display Requirements:
  All exhibits must be free-standing and self-supporting. Bulletin boards, signs, and similar items may be used as long as they do not obstruct visibility of other exhibits. Unfinished sides or backgrounds should be properly draped. Racks and display shelves should not block or obstruct neighboring exhibits. Tables must be professionally skirted, with floor-length skirting on all visible sides (no plastic coverings).

• Holiday Décor:
  As this is a holiday-themed event, we invite you to decorate your booth with festive holiday décor, including lights, trees, and other seasonal decorations. Studies from past shows have shown that decorated booths perform better with shoppers, who are in the holiday spirit. We encourage you to create an inviting booth atmosphere that mirrors a holiday shopping experience, similar to a department store’s festive window display. Please ensure your décor reflects the holiday spirit and flows seamlessly into your booth space.

• Booth Pipe and Drape:
  Inline exhibit spaces will have three sides of 8-foot high black pipe and drape. Corner booths will feature two sides of 8-foot high black drape. Each booth will be provided with one 500-watt, 120-volt duplex receptacle.

• Booth Lighting:
  Given that the drape is black, we strongly recommend incorporating additional lighting to create an inviting and vibrant atmosphere in your booth. You can rent lighting equipment through Tradeshow for a convenient solution or purchase your own. We have provided an Amazon link to lighting options that may enhance your display. Proper lighting not only boosts visibility but also beautifully highlights your products and exhibits.

• Storage (NEW for 2025):
  Vendors can purchase a 5x10 storage space for $50 to facilitate easy access for restocking during the event. Please note that space is limited, so reserve early to ensure availability.

• Mascots:
  Please be advised that vendors are not permitted to bring their own mascots, such as Santa Claus or the Grinch, as we have a contracted Santa Claus for the event.

• 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 page 4 of 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.

For additional details, please review the Exhibitor Terms and Conditions.

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!

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 (which no one wants for their wedding).  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.  If you want to just hand out literature, you should participate in the Bride Bag.  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 their big day. 

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.  Yes, we send you the attendee list after the show, but some of these customers may not be in need of your service.  Ensure you are capturing the details of people who are interested in what you have to offer and give them an easy digital from 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.  It's one thing to have access to the attendee list of your hot leads from the show, it's another thing to use them.  It's also another thing to rely solely on that list vs people that are specifically interested in your product or service.  Be sure to follow up with brides and customers within the 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!  Sort them by wedding date and create a system for yourself where you can follow up with them as their wedding date approaches as well.  Brides and Grooms have a lot going on before the wedding, they may need some reminding.

SHOW 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:

*Order forms coming soon...

SHOW INSURANCE

Proof of General Liability insurance in mandatory for our shows. Coverage dates must include Move-In and Move-Out, November 12-17. 
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 ACT insurance, or Hartford Insurance.

If you have any questions about insurance please contact Kendra Reilly Monahan:

There is dedicated vendor parking off Force Ave. in the back of the expo center, overflow parking for vendors will go to the front of the Expo Center.

• Vendor three (3) Day Parking Pass: $41.00 per space online (includes service fees). If purchased online, you will show your digital pass from your phone to the parking booth and they will give you a parking pass to hang in your car.
• Or you can purchase a Vendor three (3) Day Parking Pass onsite for $39.00 per space in the lobby of E Hall outside of Show Office or at the main Expo Center Office during Move-In.
• This parking pass allows for an efficient entry into the Expo Center parking lots. Instead of paying each day, you will only need to show the cashier your parking pass so the pass number can be recorded and are first come first serve. Also, this pass allows for vehicle re-entry as long as there is space available in the Expo lots.

• All restock truck and trailers are required to park in the Force Ave lot behind the Expo buildings, the cost will be $41.00 per occupied space online or $39.00 if purchased onsite. This is an unsecured lot and is poorly lighted, so please plan accordingly.

• Behind the Expo Center – First Come/First Serve until lot is full. This lot will be locked the duration of the show.

• There is no parking for cargo trailers or any other transport equipment vehicle at the East End of the lower Expo Center parking lot for exhibitor storage. See Bone Yard listed above.

WIFI INFORMATION

The Expo Center provides free Wi-Fi. It is fast, reliable, and should be sufficient for most companies exhibiting. However, there is no guarantee of upload or download speeds.   Please see below for login details:

Network: TBC

Username: TBC

Password: TBC

Click on hotel name for reservation link. 

503-735-1818

Another option:

Oxford Suites

12226 N Jantzen Dr., Portland, OR 97217
503-283-3030

FOOD

Sponsorship Opportunities and Booth Traffic Drivers - Get some extra bang for your buck at the Portland Holiday Market! Work with us to get more people to your booth.

Guest Passes - All Exhibitors will receive 6 complimentary tickets per company mailed to them! 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 10 tickets provided, additional passes can be purchased for only $10.00 each. Contact pipern@mpeshows.com or purchase on-site at the Show Office.

Click Below to download a fly 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...