SCAM ALERT FOR VENDORS

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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. 

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General Information

SHOW MANAGEMENT 
The Christmas Gift & Hobby Show is produced and managed by: 
Marketplace Events LLC
2000 Auburn Dr., Ste 200 
Beachwood, OH 44122 
800.395.1350
www.marketplaceevents.comwww.christmasgiftandhobbyshow.com
Contact Us


SHOW FACILITY
Indiana State Fairgrounds
1202 E. 38th St. | Indianapolis, IN 46205
P: 317.927.7500
www.indianastatefair.com/fairgrounds

SHOW OFFICE
Our show office will open on Monday, November 4, 2024, at 9:00am EST. When you arrive to move-in, please  check in and pick up your vendor badges. The Show Office will remain open through the end of the Show, on Monday, November 11, 2024, at 3:00pm EST. The office is in the NE corner of the West Pavilion. 

SHOW HOURS 
Wednesday, November 6, 2024        10:00am – 7:00pm
Thursday, November 7, 2024            10:00am – 7:00pm 
Friday, November 8, 2024                 10:00am – 8:00pm 
Saturday, November 9, 2024             10:00am – 8:00pm 
Sunday, November 10, 2024             10:00am – 5:00pm

SECURITY
Show Management provides 24-hour security with a reputable security provider, for the show floor during  move-in, move-out, show hours and overnight. However, neither Show Management nor the Indiana State Fairgrounds is responsible for lost, damaged or stolen articles. We encourage you to take all valuables with  you when the show closes each evening. A tarp/sheet covering your booth after show hours goes a long way in securing your belongings.
Most thefts happen during move-in, move-out and within 30 minutes of show closing. Staff your booth accordingly and when the show does close, wait for the attendees to clear out.
Report anything of a suspicious nature to Show Management and/or Security. Leads can be followed up to avoid incidents of theft.
Ensure you are adequately insured.

FINAL PAYMENT
Final payment for exhibit space must be made by October 15, 2024. Show management reserves the right to refuse entry to any vendor whose account has not been paid in full. Any vendor not paid in full by the deadline  will NOT appear in the official show program listing. 

MERRY MONEY
Merry Money is one of our features for the show. If you receive a merry money certificate, please bring it to the show office  during the show with a receipt of purchase and your company will receive $25.00 cash reimbursement. Merry Money is  intended for your customers, vendors are not allowed to sign up to win Merry Money. 

 

Facility Ordering and Information

Electric
ERMCO Electrical
P: 317.780.2923

There will be an electrician on duty during limited show hours.

Each booth will be supplied with one 500-watt electrical outlet.  Spotlights are not provided in the exhibit spaces but can be ordered through the show electrician.

Ample general illumination is provided in the hall; however, spotlights add special distinction to your booth.

All wiring must be installed by ERMCO Electric Co. as they are the electric contractor and hold the contract for the Indiana State Fairgrounds.
Division of Indiana State Fire Marshal office states that multiple extension cords plugged into extension cords is prohibited. Residential extension cords are also prohibited.  Electrical cords must be “Hard Service” 3 wire grounded type (SO, SPT, SJO, etc.) and free of damage.

If you cannot obtain proper cords for your booth, they are available to rent from the ERMCO Electric. Please come to our show office on the NE corner to order.
Rental Charges: Extension Cords- $30.  If cord is not returned at end of show, there will be additional $50 charge.

Additional Electrical Order Form - CLICK HERE    General Do's & Don'ts - CLICK HERE

Telephone & Wi-Fi
Indiana State Fairgrounds
P: 317.927.7500
accounting@indianastatefair.com

Gas Hook-Up
If you need a gas hook-up for your exhibit space, please contact Michelle Leavell, Indiana State Fairgrounds 317.927.7530 for availability and rate, gas is an additional charge and must be paid prior to show opening.

WIFI INFORMATION

To order Wi-Fi please CLICK HERE

SHOW DECORATOR SERVICES

Vendors are responsible for flooring (required for all booths.) You may supply your own tables and chairs or rent from the show decorator. ADVANCE ORDER DISCOUNT DEADLINE: Friday, October 18, 2024

As a vendor, you will automatically receive an introduction email from Fern with instructions on creating your password in OneView.

After you’ve logged on and created an account you will be able to order services online using OneView.  Please e-mail Fern Exhibitor Services at exhibitorservices@fernexpo.com should you have any questions or if you need to have the introduction e-mail resent. 

Click Here  for a video tutorial of Fern's OneView.

Flooring Information CLICK HERE.

 

PACKAGE & FREIGHT DELIVERY INFORMATION

Exhibit materials being shipped before move-in should be marked as follows - THIS REQUIRES AN ADDITIONAL FEE

Attn: Tina Rembusch
Christmas Gift and Hobby Show
Fern Expo
1147 S. White River Pkwy E. Drive
Indianapolis, IN 46225
Booth # & YOUR Company Name & Onsite Contact

Exhibit materials being delivered direct to Show Site should be marked as follows - DO NOT DELIVER PRIOR TO NOVEMBER 4, 2024
Indiana State Fairgrounds
West Pavilion
1202 East 38th Street Indianapolis, IN 46205
Attention: Christmas Gift & Hobby Show
Booth # & YOUR Company Name & Onsite Contact
All shipments must be prepaid and should be clearly marked with your company name, booth number and Building Name. Special arrangements may be made with Fern Expo. on items that need special care.

Show Management is not responsible for your packages; please do not send packages before your arrival as you MUST be present to sign for them.

Please make arrangements to dispose of or store shipping crates with the show decorator.

2024 MOVE IN SCHEDULE 

SundayNovember 3, 20249:00am-5:00pm
MondayNovember 4, 20249:00am-6:00pm
TuesdayNovember 5, 20249:00am-8:00pm NO DRIVING IN

The following booths will be the last-in and first-out:

Booth #’s 379, 385, 389, 395
Booth #’s 460 – 477
Booth # 673

These booths will not be allowed to move-in until after 12pm on Monday, November 4th and must be removed by 7pm on Sunday, November 10th .

Due to installations of carpet in the aisles, all large items must be places inside your booth on or before Tuesday, November 5th. YOU WILL NOT BE ABLE TO DRIVE ON TO THE SHOW FLOOR on TUESDAY, NOVEMBER 5th .

Vendors requiring forklift or drayage service should make arrangements with the Show Decorator prior to move in. Call Fern Expositions at 317.635.9606 for verification of the rate for your needs or any other questions.

Move-in must be completed by 8:00pm on Tuesday, November 5, 2024. NO Wednesday am setups allowed.

2024 MOVE-OUT INFORMATION

Sunday

November 10, 2024

5:01pm - 9:00pm

Monday

November 11, 2024

8:00am - 3:00pm

NO EXHIBIT CAN BE REMOVED, EVEN IN PART, UNTIL IT IS ANNOUNCED OVER THE PUBLIC-ADDRESS SYSTEM THAT IT IS PERMISSIBLE, LISTEN FOR THE ANNOUNCEMENT - IT WILL BE LOUD AND CLEAR!
Aisle carpet will be removed on Sunday night immediately after closing. After aisles are clear of carpet, vehicles may enter the building for loading of heavy items.

During Move-Out everything that your company brought to the Show must be removed or disposed of after the Show. If not, there will be a charge to your company for cleanup.

 

FOOD & BEVERAGE POLICY

Please review prior to the show to ensure you are following the building guidelines for sampling and selling.

*Food & Beverage Sampling Form - COMING SOON

*Temporary Food Application Form - COMING SOON

*Sampling forms must be complete and returned to Carrie Stadtmiller, cstadtmiller@indianastatefair.com by September 272024.

PARKING

A $10.00 parking fee will be charged to any vehicle without a pass. Indiana State Fairgrounds vendor parking passes will be issued at the Show Office. These passes are required by order of the Indiana State Fair Board.

Two (2) Parking passes will be issued per each contracted exhibit space.

All box trucks and trailers (not vans) are required to park in the following lots: Monon Campgrounds or across 38th street.

Vehicles may unload their product, equipment, etc. at the building, but quickly move to these designated  areas after unloading. Throughout the scheduled event, if trucks need to restock, opportunities for unloading will be accommodated.

No parking will be allowed adjacent to occupied buildings. Painted striping along the asphalt and other measures will assist in designating no parking areas.

No parking between West Pavilion and Expo Hall once the show opens, all parking between buildings becomes  HANDICAPPED PARKING, if you park in between buildings, you will be towed at your expense. For any questions concerning parking, call Parking & Security at 317-927-7681. 

CLICK HERE FOR PARKING MAP

 

Rules & Regulations

ELECTRICAL SERVICES POLICIES

The official show electrician is ERMCO Electric Company. Their phone number is 317-780-2923. There will be an electrician on duty during limited show hours.

Each booth will be supplied with one 500-watt electrical outlet. Spotlights are not provided in the exhibit spaces but can be ordered through the show electrician.

Ample general illumination is provided in the hall; however, spotlights add special distinction to your booth. All wiring must be installed by ERMCO Electric Co. as they are the electric contractor and hold the contract for the Indiana State Fairgrounds.

Division of Indiana State Fire Marshal office states that multiple extension cords plugged into extension cords is prohibited. Residential extension cords are also prohibited. Electrical cords must be “Hard Service” 3 wire grounded type (SO, SPT, SJO, etc.) and free of damage. If you cannot obtain proper cords for your booth, they are available to rent from the ERMCO Electric. Please come to our show office on the NE corner to order. Rental Charges: Extension Cords- $30. If cord is not returned at end of show, there will be additional $50 charge.

VEHICLES IN EXHIBITS
If you plan on having a vehicle in your booth as part of your display, please contact Show Management for approval and
move-in instructions. All vehicles must be marked on the floorplan by show management for fire marshal approvalahead of the show.

SMOKING REGULATIONS
Smoking is not permitted in the buildings at any time.

ANIMALS
Service animals are allowed inside the building during event hours of the event. Personal pets are not allowed unless pre authorized by show management.

DEADLY WEAPONS
Deadly weapons of any kind are prohibited on the Fairgrounds unless such weapon is intended for sale or trade at an event (Gun & Knife Show). Firearms must be secured in a locked compartment, not visible to passersby. This does not apply to federal, state, or local law enforcement officers or a person providing security services.

SALE OF MERCHANDISE AT THE SHOW
All Vendors are reminded that to sell products "cash and carry" during the show, you must comply with all rules and regulations as required by the City of Indianapolis and the State of Indiana. Vendors are responsible for obtaining any such permits as required. Only merchandise approved by the show may be sold. No food or drinks may be sold without the approval of the show management. All vendors should provide a paper or electronic receipt for all proofs of purchase.

FIRE REGULATIONS
· All material used in the construction and decoration of an exhibit must be flame retardant. This includes scenery, backdrops, drapes, table and dust covers.
· No hazardous material will be permitted in an exhibit.
· No vehicles or other apparatus, which has a fuel tank, will be permitted as a display without written permission from show management.
· Helium tanks for balloons ARE NOT ALLOWED in any Fairground Building by order of the Indiana State Fair Board.
THE FIRE MARSHALL OF THE STATE OF INDIANA RESERVES THE RIGHT TO MAKE ANY FINAL DECISION REGARDING THE ABOVE REQUIREMENTS. NOTE: ALL ABOVE REGULATIONS ARE REQUIRED UNDER THE FIRE CODES OF THE STATE OF INDIANA.

HEALTH AND SAFETY
As a vendor, you must ensure the health, safety and welfare of your employees, contractors and visitors as far as is reasonably practical throughout the Show. You should also check that any contractors, suppliers, agents, etc. that you may be using have a Health & Safety Policy, suitable to the vendor environment.

Maintain emergency aisles through and to the center of the hall during move-in, show, and move-out.

  • All materials must be flame resistant. This includes, but is not limited to, drapes, curtains, table coverings, etc.
  • The building’s fire extinguishers, fire hoses and sprinkler closets must be visible and accessible even if they are in your booth.
  • Ensure portable electrical tools are used with the minimum length of trailing leads and that such equipment is not left unattended with a live power supply to it.
  • Forklifts are not to be used by anyone other than fully trained operators.
  • Chemicals and flammable liquids must be removed from the exhibition venue after use by the user or, in exceptional circumstances, brought to the attention of the venue cleaning department for safe and proper disposal. Such products must not be placed in general garbage bins.
  • All electrical work within the Hall to be carried out by the Organizers’ nominated contractor. Compliance with the OSHA Electricity at Work Regulations is mandatory.

PARKING

All box trucks and trailers (not vans) are required to park in the following lots: Monon Campgrounds or across 38th street.

Vehicles may unload their product, equipment, etc. at the building, but quickly move to these designated areas after unloading. Throughout the scheduled event, if trucks need to restock, opportunities for unloading will be accommodated.

No parking will be allowed adjacent to occupied buildings. Painted striping along the asphalt and other measures will assist in designating no parking areas.

No parking between West Pavilion and Expo Hall once the show opens, all parking between buildings becomes HANDICAPPED PARKING, if you park in between buildings, you will be towed at your expense. For any questions concerning parking, call Parking & Security at 317-927-7681.

Booth Guidelines

Booth Planning 101 Video - Tips and Tricks about planning your booth space.

Booth Expectations
Please don’t forget company is coming! This is Christmas 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!


Flooring
Click here for an informational sheet
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. Carpeting, Astroturf, hardwood, tile, vinyl flooring etc., may be used. Visqueen must be placed on the floor before laying bricks, patios, mulch, etc. Do not drill holes, nail glue or affix flooring to the concrete floor. Any damage to the Indiana State Fairgrounds floor will be repaired at the vendor's expense.


Table Skirting
Click Here for an informational sheet
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. Fern Expo is available to rent tables that will be properly skirted if needed for an additional charge.


CHRISTMAS DECORATIONS
Christmas Decorations are mandatory, add flair, increase sales, and add to the quality of the show. So, plan to decorate in the spirit of the holiday show. Exhibits not properly decorated may not be invited back to future shows.

 

Holiday Vendor List Thumbnails

ENHANCE YOUR COMPANY'S ONLINE VENDOR LISTING

Your basic listing will be uploaded to the website when you book your booth. Within 24 hours you will receive an automated email to enhance your listing. This link can be used multiple times and you can make updates and changes to your listing. If you have any questions regarding the online vendor listing or do not receive the link, please email our digital support rep, JenK@mpeshows.com

Need help with your listing?
View the tutorial video -  https://youtu.be/ecSxq1oKuYg and the FAQs.

Learn more about the benefits of creating your enhanced listing.
Go from basic to ENHANCED!

Sales Tax

Local Indiana Sales tax is 7%.

Retail Merchants Certificate/Sales Tax Forms - CLICK HERE

 

Social Media Tips

Click to read up on our Social Media Tips and find out lots of great ways to use Social Media to promote your presence at the Christmas Gift & Hobby Show!

SOCIAL MEDIA
#LetsGetSocial

Share your show pics or your holiday décor and celebrations with us.

Facebook icon   Instagram icon

Hashtags: #IndyGiftHobbyShow #ChristmasGiftAndHobbyShow


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.

Click Here for the Social Media Marketing Kit

Ticket Information

COMPLIMENTARY TICKETS
Ten (10) complimentary tickets will be issued for each 100 square feet of space purchased, with a maximum allotment of 20 tickets per company. Tickets can be picked up at the Show Office, during move-in. Tickets will be mailed out upon request only and will only be mailed out if your account has been settled in full. If you need additional tickets, a discount application is enclosed. Discounted tickets are $7.00 each compared to the regular adult admission price of $14.00 per ticket. THEY ARE NOT FOR RESALE.

COMPLIMENTARY TICKETS ARE NOT PERMITTED TO BE DISTRIBUTED AT THE ENTRANCE TO THE SHOW. If complimentary or discounted tickets are given to visitors in these areas the vendor will not be allowed to exhibit in future events and may be asked to leave the current show immediately.

Use your tickets to invite potential customers to the show, as a thank you to good customers and for friends and family. 

 

WILL CALL
Will Call will be in the Show Office in the NE corner of the West Pavilion (please look for the sign).

Please leave your tickets in INDIVIDUALLY marked envelopes with FIRST AND LAST NAME for your guests. VENDOR BADGES ARE FOR VENDORS, THEY ARE NOT TICKETS TO THE SHOW. THEY SHOULD NOT BE LEFT AT WILL CALL TO BE PICKED UP BY ATTENDEES OR PEOPLE WORKING IN YOUR BOOTH.

INVITE YOUR CUSTOMERS TO SHOP THE SHOW!
CLICK HERE to download the photos that can be used for social media, email blasts, and website to promote your company's participation at the 2024 Christmas Gift & Hobby Show.

Click on the photos to enlarge picture. Right-click on the image and select save-as to save onto your computer.

 

VENDOR BADGES

Vendor badges will be distributed by the vendor picking them up during move-in. Vendor badges are required to identify yourself as an authorized vendor. Vendors will not be allowed access during show days without a badge. All personal working the show must be registered and supply credential/badges provided by Show Management for daily admittance to the show. Vendor badges are not required during move-in. Vendor badges are only for principals and employees working in the exhibit.


Five (5) vendor badges are provided for each 100 square feet of space purchased, with a maximum allotment of 15 badges per company.

There will be and $10.00 charge for each additional vendor badge ordered. Click Here for the additional badge order form.


You are encouraged to drop off your badge each night in the Show Office, so that your company does not run out of badges. Badges can be used one time per day.


Vendor badges MUST BE PRESENTED TO DOOR GUARDS STARTING AT 9:00AM November 6, 2024, AND

THROUGHOUT THE DURATION OF THE SHOW. 

 

HOTEL INFORMATION

Coming Soon!

INSURANCE

Show Management is insured against public liability and property damage claims arising out of the conduct of the show. This insurance does not cover vendors’ property, which is placed on display at the vendor’s risk. Every reasonable precaution will be taken to protect vendors’ properties, but Show Management assumes no responsibility for any losses due to fire, theft, robbery, damage, accident or other causes. Please refer to items #4 and 5 on your vendor contract/application or contact Show Management if you have questions.
VENDORS MUST PROVIDE ADEQUATE INSURANCE FOR THEIR OWN PERSONNEL, EXHIBITS AND MATERIALSAGAINST ALL SUCH HAZARDS.

Click Here to purchase vendor insurance. Questions? Contact - kmonahan@risk-strategies.com

 

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.

MPE Exhibit/Product Acceptability Standards For 2024 (USA)

As we enter a highly volatile political environment in advance of the 2024 General Election, 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.

MPE maintains these policies to ensure a welcoming environment for all attendees and exhibitors.