2026 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

VENDOR RULES & REGULATIONS 

It is required all vendors read through the Portland Holiday market  Rules and Regulations.

MISSED PAYMENTS 

After three (3) missed payments, your contract is subject to cancellation without a refund, and your booth space will be released. If you wish to restart payments, monthly payment plans will no longer be available. Your only options will be a 50/50 payment split or payment in full. Please note that your original booth space may no longer be available, and you will need to select from the remaining options

FINAL PAYMENT 

The full and final payment will automatically charge your card per the original contract, please ensure funds are available within the required timeframe. Any outstanding contracts after the show cycle will be automatically forwarded to collections. The vendor will remain responsible for the booth space fees and will be prohibited from exhibiting in future Marketplace Events.

For any questions regarding payment, please contact Emily Bedient at  Emilyb@mpeshows.com or 503-567-5712.

STORAGE 

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.

Please contact  EmilyB@mpeshows.com for more information.

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.

EXHIBITOR BOUNDIRES 

Nothing, including carpet or banners may extend beyond the designated boundaries of your booth into the aisles, above your pipe & drape, or into adjacent booths. Solicitation outside your booth parameters is strictly prohibited.

DISTRACTING DEVICES 

Attention-attracting devices such as noisemakers, flashing lights, movies, music, broadcasting, or drawings are subject to Show Management approval. Show Management will promptly ask any vendor to remove any attention attracting and/or distractive devices being used without prior approval. 

Devices that are deemed distracting or disruptive to other exhibitors will not be permitted. Hardwall systems must be used for stereo equipment to minimize noise.

EXHIBITOR CONDUCT 

Show Management reserves the right to refuse admission or ask any exhibitor or exhibitor’s employee to leave the facility if they are deemed unfit, intoxicated, or disruptive to the show.

Click Here for The 2025 Move In Map

MOVE IN

While the load-in areas are clearly labeled, please be aware that they are subject to change depending on weather conditions. We recommend checking for updates closer to the event.

Upon ARRIVAL, please pick up your badges at the show office located in the lobby of E hall. Look for signs labeled "Show Office".  Aisle carpet will be installed in both halls during Move-In.  All aisles must be kept clear during set up. 

WEDNESDAY NOVEMBER 4 -
12 p.m. – 6 p.m. 

After 6 p.m. the building is locked down, you may continue to work on your booth; however you cannot leave your display area. Once you leave the building there will be no reentry.

THURSDAY, NOVEMBER 5 -
8 a.m. – 8 p.m. 

After 8 p.m. the building is locked down, you may continue to work on your booth; however you cannot leave your display area. Once you leave the building there will be no reentry.

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. Access through Lobby is hand carried only. NO CARTS ALLOWED on lobby carpet. 

• 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 6th. 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 4th.

• 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. 
  

ALL BOOTHS MUST BE SET UP BY 8 PM. THURSDAY NOVEMBER 4th!

MOVE OUT 

SUNDAY NOVEMBER 8
 6:01 PM - 10:00 p.m. Booth teardown can begin at 6:01 pm on Sunday November 8th. DO NOT pack up your booth before show closing, customers are still on site to make purchases. Please respect your fellow vendors and valued attendees by adhering to this enforced policy.

Starting Sunday morning, vendors may begin parking extra trailers or vehicles in Lot 5 to prepare for move-out. Parking in Lot 5 is first come, first served.

• The decorator will begin rolling up the carpet as soon as the show closes.  PLEASE KEEP AISLES CLEAR. Please do not roll carts over the carpet – hand carry only. This usually takes approx. 1.5 hours after show closing. All booths must be moved out of the building by 10:00 pm on Sunday.
  
  
• Access through Lobby is hand carried only. NO CARTS ALLOWED on lobby carpet. 

•  Before leaving, exhibitors must remove all garbage and place in the provided receptacle bins. Failure to do so can result in fines issued by Show Management. 
  

ADDTIONAL DETAILS 

• Starting Sunday morning, vendors may begin parking extra trailers or vehicles in Lot 5 to prepare for move-out. Parking in Lot 5 is first come, first served. Once Lot 5 reaches capacity, overflow parking will be directed to Lower Lot 1. Before 5:00 p.m on Sunday, trailers and extra vehicles parked in Lower Lot 1 will incur a fee. After 5:00 p.m, there will be no additional charges for trailers or vehicles in either lot.

• 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 handcart's.  Please remember to label all your personal property – such as handcarts and tools.  
  

• For safety reasons during the move-in/move-out hours there are NO CHILDREN ALLOWED under 16 years of age (including infants). Children are prohibited inside, 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 will be covered by insurance because of this regulation. THIS WILL BE STRICTLY ENFORCED! 

VENDOR BADGES 

Vendor Badges are required for entry during show days. Please pick up your badges during move-in at the Registration Desk in the Show Office located in the lobby of Hall E.

DO NOT LEAVE YOUR BADGE IN YOUR BOOTH. Replacement badges are $7/ea if badge is lost or left in booth

• Each booth receives up to 5 badges for exhibitor staff, which gains access to the building on show days. You are responsible for distributing the Badges to your booth personnel. Do not rotate badges at Will Call, which is for one-time pick up only. If you need more badges than the alotted amount, please contact EmilyB@mpeshows.com 
  

• All exhibitor personnel must be 16 years of age or older.
  

Daily Vendor entry is behind hall D and E by upper parking lot 4. 

8 a.m - 9a.m, Vendors can enter through NW E hall door and SW D hall. Please look for signs that say VENDOR ENTRY. 

***There will be NO vendor access to the building prior to 8am.  ***

SECURITY 

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 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 or vaping allowed inside the building

BOOTH PLANING 101 

We know from experience that booths with on theme  decor do best! Watch the video below for inspiration and guidance as you plan for the show:

Expectations

HOLIDAY DECOR REQUIRED 

This is Winter Holiday event, all vendors are expected to plan their booth décor accordingly. Think of your booth like a picture window at a department store, proper set up and decoration will make turn an attendee your customer! Lights, trees, garlands, and ornaments are just a few suggested ways to transform your space. 

We offer Locally grown Poinsettias for $12/ea. To order, email the amount of Poinsettias desired to  EmilyB@mpeshows.com.

FLOORING 

It is mandatory that all exhibit booths have flooring that covers 100% of your booth's square footage. 

• All flooring must be clean, and professional looking. Approved flooring types include carpeting, interlocking foam tiles, astroturf, hardwood, tile, vinyl flooring
  
• You may bring your own or rent from Trade Show Supply
  House
  
• All floor edges must be secured with double sided tape on the underside of the carpet. 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.  Any damage (including unremoved tape) to the Tacoma Dome flooring will be repaired at the Vendor's expense. 

TABLE SKIRTING AND COVERINGS 

It is mandatory that all tables are properly covered and skirted. To ensure your booth looks professional and inviting to the attendee, all inventory and personal items must be stored COMPLETELY OUT OF SIGHT.

• 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.
  
• Trade Show Supply House is available to rent tables that will be properly skirted for an additional charge

**all incorrectly skirted tables at the Vendor’s expense. 

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PIPE AND DRAPE 

All inline exhibit spaces will have three 'walls' made of 8’ high pipe with black drape, one on each side and one at the back. 

Corner booths will have two sides of 8' high, black drape, open on the corner.

End cap booths will have black pipe and drape on the back wall.

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SIGNAGE 

All signs must be tasteful and professional. All signage should fit within your square footage and be no higher than your 8' pipe and drape.

• 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. 
  
• The use of handwritten signs, paper banners, large discount pricing cards or other such material is not permitted.

**Please note the Tacoma Dome policy forbids the hanging of signage from the building structure.  

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BOOTH LIGHTING 

Due inconsistent overhead lighting throughout the dome, all vendors need plan for additional lighting in their booth, especially those on the inline and perimeters. The Tacoma Dome’s overhead lighting will not be adjusted on show days. 

Adequate lighting will not only enhance visibility but also highlight your display beautifully!

• Reminder that one 500 watt 120-volt duplex receptacle will be provided for each booth. Receptacles are shared, located around the back of each booth. Do not move receptacles from installed location, these must be accessible to neighboring booths.

• Besides festive Christmas lights, CLICK HERE to brose some lighting options for your booth 

• You can rent lighting equipment through Trade Show Supply House for a convenient solution

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DISPLAYS 

Only products agreed upon in the signed contract can be sold and displayed in your booth. 

No structure can go above your 8ft pipe and drape. 

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.

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12 COMMON BOOTH 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. 

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 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! 

SHOW DECORATOR 

Trade Show Supply House, Inc
360-624-4498
Bryan@thedecorator.net

CLICK HERE for PHM 2025 Trade Show Supply House form and send completed document to Bryan@thedecorator.net

Discount Deadline: TBD

The Show will be using black drape and red aisle carpet. If you would like special color drapes other than those furnished by Show Management, you may order them for an additional fee.

• If not ordered in advance, services and equipment will be subject to “floor order” rates.
  
• Show decorators work standard 9am - 5pm hours during move in and out. The show decorator will have limited availability during show days.

EXHBITOR SERVICES & SHOW ELECTRICIAN 

Discount Deadline: TBD

• Advance rates deadline TBD
• Standard rates apply to orders received after the advance rate deadline.
• Late rates apply to orders received seven days prior to the first event move-in day.

Exhibitor Services and Electrician  Ordering Link: https://www.expocenter.org/exhibit

• Select “Go to Store” next to your event on the calendar.
• Select “Sign Up” and set up your account.
• Add desired Items to your Cart.
• Upload floorplans or custom order notes to your order and pay securely online.
• We will contact you if we have any questions.

Exhibitor Desk Main Line: 503-736-5260

Exhibitor Services Email: Portland Expo PECExhibitorServices@edlen.com

PROOF OF GENERAL LIABILITY INSURANCE

All Marketplace Events shows require show insurance. Coverage dates must include Move-In through Move-Out, November 4th-8th, 2026. Liability requirements are $1,000,000.

It is mandatory that we are listed on your policy as additional insured:

Marketplace Events LLC
2000 Auburn Dr Ste 200        
Beachwood, OH 44122

Please email a copy of your certificate to  MichelleD@mpeshows.com prior to show open. Neither Show Management nor the Portland Expo Center will accept responsibility for injury to persons, loss of or damage to products, exhibits, equipment, or decorations, by fire, accident, theft, or any other causes while in the building.

Exhibitors, or their agents, must provide adequate insurance for their own personnel, the public, exhibits and materials against all such hazards.

RECOMENDED INSURANCE PROVIDORS

There are several companies which offer short term insurance for events, such as Insurance Canopy, John Buttine Insurance, ACT insurance, or Hartford Insurance.

Even though we have security on duty, Marketplace Events, LLC and the Portland Expo Center will not accept responsibility for loss or damage of merchandise during the move-in, show, or move-out of the Portland Holiday Market. 

ALL FOOD AND DRINK FORMS MUST BE SUBMITTED TO ZMORRISON@LEVYRESTAURANTS.COM BEFORE OCTOBER 20, 2026.

FOOD

CLICK HERE for Alcoholic Beverage Policy Please read through this document carefully to ensure a smooth process. Complete the Authorization Request Form and submit along with the required Certificate of Insurance (follow sample in policy) and Special Event Alcohol License issued by OLCC to Levy by emailing to Zee Morrison at ZMorrison@Levyrestaurants.com All forms must be submitted by October 20, 2026 or exhibitor may be disallowed sampling and selling from their booth during the event.

Follow this link for more information on obtaining a Special Event Liquor License (SEW, SEG, SED or TSL) Cannabis and Alcohol Management Program (CAMP).

ICE 

DAILY PARKING 

Portland Expo Center
2025 N Expo Rd, Portland, OR 97217

All Parking first come, first served.

• Location: Dedicated vendor parking is available in Upper Lot 4 behind the Expo Center off Force Ave. Overflow parking is in front of the building.

3-Day Parking Pass Options:
Pass holders skip daily payments, enjoy efficient entry, and have re-entry access (space permitting). All parking is first-come, first-served.

• Online: $44 per space (includes service fees). Show your digital pass at the booth to receive a hang tag for your vehicle. To Purchase- CLICK HERE.

• Onsite: $42 per space. Purchase in the E Hall Lobby (outside Show Office) in Expo Center Office during Move-In. Please note that the Expo Center works standard business hours 9 a.m - 5 p.m

RESTOCK TRAILERS 

All trucks and trailers used for daily restocking must park in the designated in Upper Lot 4 behind the Expo Center on Force Ave. This lot is unsecured and has limited lighting — plan accordingly for safety and vehicle protection.

• Online: $44.00 per occupied space (includes service fees). A Truck and Trailer will need one pass each. 
  
• Onsite: $42.00 per occupied space (A Truck and Trailer may need one pass each). Available at E Hall (outside Show Office) or at the Main Expo Center Office during Move-In.

SUNDAY ONLY - UPPER LOT 5 

Starting Sunday morning, vendors may begin parking extra trailers or vehicles in Lot 5 to prepare for move-out. This lot will be locked for the entire duration of the show until 6 p.m, You will not have access to this vehicle during the show. Parking in Lot 5 is first come, first served. 

Once Lot 5 reaches capacity, overflow parking will be directed to Lower Lot 1 and parking will be $14

• To ensure a smooth move-out process, please review the map provided in "Move Out" information for lot locations and access points.

• Security: This lot will be locked for the entire duration of the show until 6PM

RV & OVERNIGHT PARKING 

No overnight parking is availible on site. No RV parking or utility hookups onsite.

Two RV parks are located within close proximity to the Expo Center and offer full hookup services for your convenience. Details can be provided upon request.

CLICK HERE for more information.

FREE WIFI 

The Portland Expo Center provides free Wi-Fi throughout the facility. It is fast, reliable, and should be sufficient for most companies exhibiting. However, there is no guarantee of upload or download speeds.   

Network: Expo

Username: TBD

Password: TBD

UPGRADE YOUR VENDOR LISTING TODAY 

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.

You should have received an automated email providing a link to elevate your listing with 24 hours of signing your contract. 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.

BOOTH EXCELLENCE AWARDS 

We are pleased to recognize vendors who go the extra mile in creating exceptional booth experiences. To be eligible for a booth award, vendors must meet high standards which include: festive holiday decor,  flawless floor coverings, professional signage, an inviting layout, and strict adherence to booth boundaries.

AWARD CATAGORIES 

Best Holiday Decor
Celebrates the booth that best captures the festive spirit of the season. This award honors creative use of seasonal decorations that bring warmth, charm, and holiday cheer to the event.

Jolly Award
Recognizes the vendor who brings joy and positivity to the show. Awarded to the team that creates a welcoming atmosphere through friendly interactions, enthusiasm, and a cheerful presence.

Best Product Display
Highlights the most effective and visually appealing product presentation. This award goes to the booth that showcases its products in a clear, organized, and engaging way that draws in attendees.

Social Butterfly
Rewards the vendor with outstanding social media engagement. Given to the booth that actively promotes their presence online, interacts with attendees digitally, and creates buzz through creative content.

Best In Show
The highest honor for overall excellence. Awarded to the vendor who excels in all aspects—booth design, decor, product display, engagement, and professionalism—setting the standard for others to follow.

ADVANCED SHIPMENTS 

DIRECT SHIPMENTS 

• Unless you, the exhibitor, sign for and are responsible for your shipment when it arrives at the freight door (for freight handling charges, see enclosed decorator packet). If your freight requires a forklift you must make prior arrangements with the Show Decorator.
•  Shipments will be refused if they are not consigned to Trade Show Supply House or if the exhibitor is not at the freight door to receive them. In this case, the exhibitor will need to make arrangements for redelivery.
  

Check back for the 2026 Hotel Partner Rates!

503-735-1818

Rate: TBD

Oxford Suites

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

RATE: TBD

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.

GET SOCIAL WITH US!

Share your planning process and show pics with us to help build hype for the event!

Click the icons below for our profile pages  

Hashtags: #pdxholidaymarket

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