2025 EXHIBITOR GUIDE

Everything you need to know, to be ready for the show!

Be sure to read through the Exhibitor Guide below for key details about participating in the upcoming Puyallup Wedding Show.

If you have any additional questions, please email us at info@puyallupweddingshow.com or give us a call at (253) 948-5900.

Updated 12/16/24

General Show Information

Bag Stuffers

Additional Exhibitor Info

Directions & Parking

Move-in & Move-out

Event & Venue Policies

general show information

Location

Agriplex at the Washington State Fair Events Center

5th Ave SW, Puyallup, WA 98371

Show Dates

February 22nd & 23rd, 2025

Move-in Hours

Friday - 2/21/25 - 11am - 2pm (sponsors only)

Friday - 2/21/25 - 2pm - 8pm (all vendors)

Saturday - 2/22/25 - 6am - 9am (all vendors)

Sunday (Reset/Restock) - 2/23/25 - 10am - 11am

The gates will not be open and no access will be granted to the Fairgrounds prior to 11am on Friday, 6am on Saturday or 10am on Sunday.

Move-out Hours

Sunday - 2/23/25 - 3pm - 7pm

Public Show Hours

Saturday - 2/22/25 - 10am - 4pm

Sunday - 2/23/25 - 11am - 3pm

Show Colors

Floor - Concrete

Aisle Carpet - None

Back & Side Drape - White

Table Linen - White

Ticket Information

$15 plus tax and fees (in advance)

$20 inc. tax and fees (at the door)

Automatic $5 discount per ticket when purchasing 2 or more tickets.

$5 off discount codes given to all vendors.

Quantity and Vendor discounts may be combined.

Show Management

Affinity Media LLC DBA Puyallup Wedding Show

PO Box 73212

Puyallup, WA 98373

(253) 948-5900 (this number also accepts text messages)

Travis Engelhart, Producer - travis@puyallupweddingshow.com

Show Decorator

Grand Event Rentals

Email info@grandrents.com

Phone 425-462-7368

If you desire additional furnishings, special decor, or help setting up your booth, you may contact them for additional services or complete and submit their Vendor Order Form. All decor orders must be submitted by Monday, February 17th, 2025.

directions & parking

Attendee Parking

FREE parking will be available for all attendees in the Green Lot on Saturday and Sunday.

Access to the Fairgrounds and the Agriplex building will be via the Green Gate.

See the Exhibitor Move-in & Move-out section for vendor parking information.

Directions

From Hwy 512 take the Exit for Meridian St S.
Go south on Meridian St S to 15th Ave SW.
Turn Right onto 15th Ave SW.
Turn Right onto 9th Ave SW / Fairview Dr
Entrance to the Green Parking Lot is on the Right.

bag stuffers

If you are providing materials for our swag bags (bag stuffer fee applies, free for sponsors) you have 3 options:

1. Drop off your items to the check-in booth at the show entrance on Friday, February 21st, between 9am and 5pm.

2. Mail or ship your items to us. Our mailing address is: The Puyallup Wedding Show, PO Box 73212, Puyallup, WA 98373. If mailing, please account for holiday shipping/mailing delays.

3. Drop off or pick up of special items can also be coordinated, please email us at info@puyallupweddingshow.com to arrange.

4. We will not accept bag stuffer items on Saturday, February 22nd.

We will be handing out 200 swag bags to the first 200 couples each day. Please provide 400 items/brochures.

check-in, move-in & move-out

Exhibitor Check-in

A vehicle pass is required by The Fair in order to drive onto the Fairgrounds. Exhibitors will be emailed a vehicle pass on Thursday, February 20th, 2025. You will need to print and fill out the pass prior to your arrival at the Fairgrounds. Upon arrival you will need present your pass to the Gateman. Please place your pass on your dash while inside the Fairgrounds.

If you do not receive your pass, are unable to print it, or you don't have it with you when you arrive for move-in you will need to park in the parking lot and walk up to check-in desk to get a pass.

Before setting up your booth, please check-in at the front desk to obtain your vendor badge(s).

All vendors MUST be checked in by 8am on Saturday, February 22nd in order to keep their booth space.

Move-in Parking

FREE parking will be available for all vendors in the Agriplex Lot via the 15th Ave SW entrance (5th St Gate.)

Drive-up access to the Agriplex at the Washington State Fair Events Center will be available from the 15th Ave SW entrance (5th St Gate.) To load in/out you may either park in the Agriplex Lot and walk up to the Agriplex or drive onto the Fairgrounds and park at the Agriplex.

Please do not leave cars parked at load-in/out doors for extended time. Once your car is unloaded, please move your vehicle to the Agriplex parking lot.

On Saturday, all vehicles must be parked outside the gate by 9:00am.

Directions

From Hwy 512 take the Exit for Meridian St S.
Go south on Meridian St S to 15th Ave SW.
Turn Right onto 15th Ave SW.

Turn Right onto 5th St SW.
Turn Left into the Agriplex Lot or continue straight through the gate to the Agriplex.

Move-in Hours

Friday - 2/21/25 - 11am - 2pm (sponsors only)

Friday - 2/21/25 - 2pm - 8pm (all vendors)

Saturday - 2/22/25 - 6am - 9am (all vendors)

Sunday (Reset/Restock) - 2/23/25 - 10am - 11am

The gates will not be open and no access will be granted to the Fairgrounds prior to 11am on Friday, 6am on Saturday or 10am on Sunday.

Move-out Hours

Sunday - 2/23/25 - 3pm - 7pm

No booths are to begin tear down until Sunday at 3:00 PM. Any vendor who begins teardown before Sunday, February 23rd at 3:00pm will be assessed a $250 fee, as this is a disservice to the attendees and your fellow exhibitors. All vendors must be off-site no later than 7pm.

Vendor Badges

All exhibitors must provide a list of personnel working in their booth during the show. The deadline is February 7th, 2025. https://www.puyallupweddingshow.com/order-vendor-badges

We are not limiting to the number of badges per booth, however it is recommended that you have 5 feet of aisle frontage for each person who will be working in your booth at one time. For example: 10 x 5 = 1, 10 x 10 = 2, 10 x 15 = 3, etc.

We will not provide badges to anyone we deem a potential customer unprepared to work in a booth.

Badges will be available for pick-up at the check-in desk and will be your pass to enter the Agriplex during the event.

Badges must be worn by all vendors while at the Puyallup Wedding Show. You do not need a Vendor Badge during move-in.

If you lose your badge or need additional badges, please visit the check-in desk.

Carts

Please bring your own carts to expedite your move-in and move-out.

additional exhibitor information

Wi-Fi

The Fair has an open access public Wi-Fi service (noted as Fair Guest on browser) that is generally available for vendors and guests. Our past experience says this Wi-Fi is not reliable and may not even be accessible in certain parts of the building.

We will have Wi-Fi available for vendors via The Fair's private Wi-Fi network. We utilized this last year for our staff and a handful of vendors. While it seemed to work well, we do not recommend relying on this as your only option. If you will need internet access we highly suggest providing your own hotspot, at least as a backup. AT&T, Verizon Wireless and T-Mobile all have cell towers on the Fairgrounds and while it can get congested at times we have had good luck with cellular data in the Agriplex.

Food & Beverage

The Fair has scheduled several food & beverage vendors to offer refreshments for attendees and vendors during the show.

Fisher Scone Wagon
Bean Hut Espresso
Kama'aina Grill
Branks BBQ Truck

Electrical

All booths will have 500 watts of electrical power. Additional fees apply for special electrical needs or late requests.

Booth Details

Most of our booths are 10' x 10' in size (10 ft wide and 10 ft deep) and will have 8 foot pipe and drape backdrops, and 3 foot sidewalls (corner or end booths may have only one or no sidewalls.) Booth pipe and drape will be white. You may hang items from the pipe, but please do not pin or attach anything to the drape.

Your booth will include one 8-foot skirted table and 2 chairs. (10 x 5 booths will include one 4-foot skirted table and 1 chair.)

Extra tables will not be guaranteed at set up. We DO NOT provide additional furnishings, carpet or special flooring, or dedicated hard lines at your booth.

If you do not need your table and/or chairs you may place your table and/or chair(s) in the aisle way during setup and we will remove them.

Garbage

There is no booth garbage service available for the show. Each exhibitor is responsible for having necessary garbage cans and to keep the garbage at their booth under control during the event / show hours and after the event.

Dress Code

We believe exhibitors' professional presentation plays a significant role in the overall success of the show. While business attire is encouraged, business casual is perfectly acceptable as long as it reflects a polished and professional image.

Conflicts

If you have a conflict with an exhibitor or attendee, please contact show management at the check-in desk.

Leads List

The Puyallup Wedding Show does not sell a leads list. If you receive any offer to purchase a leads list, it is not from us and it is a scam.

We offer two different leads lists to our exhibitors:

Sponsors receive our Happily Ever Offers subscriber list in advance and after the show. This list is people who have signed up to receive discounts or special deals from our vendors. Not all of these leads will or have attended the show.

All vendors will receive our attendee list shortly after the conclusion of the show. This list will be generated from our ticket sales information as well as any other methods used to collect attendee information at the show. This list is opt-in so not all attendees will be included on this list.

Advertisting & Promotional Information

The 2025 Puyallup Wedding Show has an extensive marketing campaign lined up, ensuring heightened public awareness of businesses in the wedding industry. We advise incorporating your involvement in your advertising and social media posts throughout January and February. For instance, you can showcase your presence with a message like, "JOIN US AT THE PUYALLUP WEDDING SHOW on February 22nd & 23rd, held at the Washington State Fair Event Center." This strategic approach will effectively promote your business at the event. Additionally, you can access Puyallup Wedding Show logos and banners for both print and online use by visiting https://puyallupweddingshow.com/media.

event & venue policies

Food Sales & Samples

The Washington State Fair has exclusive contracts and control of all food and beverage concessions within the grounds. No food or beverage items may be offered for sale for consumption on the grounds.

Food sampling is permitted for those in the food and/or beverage industry and must abide by all regulations. All samples and giveaway food items must obtain the necessary Health Department permits. The Washington State Fair has full authority on what type of food items can be distributed at the Fair. Any item considered by the Fair as a concession item will not be permitted to be given away. Alcoholic beverages are not permitted to be sampled or distributed under any circumstances.

Exhibitors may sell certain foods that are pre-packaged in sealed containers and intended to be consumed off the grounds.

For more information on how to apply for permits, please visit https://tpchd.org/healthy-places/food-safety/temporary-events/

All exhibitors selling or distributing a consumable food must have a Commercial General Liability Policy which shall be effective throughout their occupancy of the premises which shall be $1,000,000 each occurrence with a minimum of $1,000,000 Products/Completed operations and $2,000,000 General Aggregate. Affinity Media, LLC shall be named insured on the policy and the Washington State Fair shall be named certificate holder and the WASHINGTON STATE FAIR shall be named additional insured on all certificates. Certificates of Insurance must be turned into Show Management no later than Monday, February 10th, 2025 so it can be provided to the Washington State Fair Administration Office.

Health permits

The Pierce County Health Department requires that anyone who sells or gives away a consumable food must meet state law standards and obtain an itinerant permit no later than ten days before the event. In addition, employee handling a food item may be required to have a valid health card. Health cards can be obtained by attending a presentation on
environmental health and completing a written, open book test. For more information on Itinerant Permits and Health Cards, contact the Department of Food and Community Safety at the Tacoma-Pierce County Health Department, 3629 South D Street, Tacoma, WA 98408, (253) 798-6460. Exhibitor selling or giving away a consumable food must have the necessary permits displayed in their booth during all operating times.

Insurance

All exhibitor's are required to procure and maintain Comprehensive
General Liability insurance, which shall include contractual liability coverage, with limits of not less than 1,000,000 per occurrence for bodily injury and property damage, combined single limit. Exhibitor’s insurance will name Affinity Media LLC as additionally insured. Certificates of Insurance must be turned into Show Management no later than Wednesday, January 15th, 2025.

Animals

With the exception of service animals, animals will not be allowed on the Fairgrounds.

State Sales Tax

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.

Registered to sell in Washington State?

Promoters of special events must verify that vendors participating in such events are registered to do business with the Department of Revenue before the event begins. Special event promoters that don’t comply with the law face penalties.

Promoters must verify that all vendors who will make or solicit sales of tangible property or services have an open tax registration number with the Washington Department of Revenue. Vendors not registered with the Department of Revenue cannot participate in the special event.

Promoters must keep a record of the date and place of each special event and the name, address and Washington tax registration number of each vendor.

Promoters must provide the above-noted event and vendor information to the Department of Revenue within 20 days of receiving a written request from the Department.

Vendors can register with the Department of Revenue by:

Filing a Business License Application online at https://dor.wa.gov

Submitting a Business License Application by Mail.

All participating businesses must be a licensed business. We are required by the State of Washington to verify that you have an active business license in the State of Washington and provide that verification upon request. Vendors without an active business license will not be allowed to participate in the show.

It is the responsibility of each business to know what licensing they are required to have to do business and what taxes they owe.

Smoking

Smoking is prohibited in all public buildings and within 25' of entrances, exits, windows that open and ventilation intakes.

Chalk, Tape, & Decorations

No portion of any Fair property may be damaged, marred or defaced.

Adhesive tape is not to be used on building floors and walls. Any tape used on the floor must be thoroughly and completely removed at the end of the event.

Stickers and adhesive-backed decals are not to be given out in or around the facility.

Helium Balloons are not to be used without written permission from the Fair.

Nails and screws are not to be driven into any building floor, wall, ceiling or equipment.

The use of shoe polish on the floor is strictly prohibited.

Fire Marshall Requirements

Extension cords shall meet the following requirements:

Be a minimum of 14 gauge with a maximum length of fifty (50) feet.
Be grounded and maintained in good condition without splices, deterioration or damage.
Shall be affixed to the structure in an approved manner, not extended through walls, ceilings or floors, under doors, or be subject to environmental damage.
Power taps/multiplug adapters shall be UL Listed and have internal over-current protection. Power taps shall be directly connected to a permanently installed receptacle.

Compressed Gas Cylinders:

All cylinders shall be secured from tipping over with chain, cable or approved manner and affixed to a solid object. Quantities as approved by Fire Marshal.

Liquid and Gas Fueled Vehicle & Equipment Display:

All vehicles displayed inside a building of public assembly shall have their batteries disconnected and fuel caps locked or sealed with duct tape (to prevent escape of vapors).
No vehicle shall be fueled or de-fueled inside of such buildings, and shall not exceed one quarter of the tank capacity or 5 gallons whichever is less.
All vehicles shall be inspected for leaks.
All vehicles containing propane tanks shall remove the propane tanks and/or their 10% valves.
A means of identifying vehicles meeting all Fire Department requirements shall be affixed by show management.

Wedding-Oriented Products Only

To guarantee a focused and relevant experience for attendees, the Puyallup Wedding Show exclusively features vendors specializing in weddings and wedding-related events. Products or services that are not directly or indirectly used for the planning of a wedding or wedding related events will not be permitted in the show.

Sublet and Combined Exhibits

Under the terms of your "Exhibitor Agreement," exhibitors cannot sublet or combine any portion of their exhibit space without written approval from show management.

Dispensing of Advertisting Materials

No exhibitor will be allowed to distribute literature or merchandise outside their exhibit area. Exhibitors may only display signs and dispense literature and advertising materials about their contracted business and service. Show Management will remove any materials related to companies or persons not contracted with the show and eliminate the offending Exhibitor from future shows.

Occupancy of Booth Space

Your exhibit space must be staffed during the advertised show. Only the Exhibitor's goods and services contracted with the show can be exhibited in the booth space. Any exhibits not staffed during show hours may not be accepted as exhibitors in future shows.

Aisle Restrictions

No exhibit can obstruct the aisles, encroach on neighboring booths, or operate its presentation, causing interference, annoyance, or endangerment to other exhibitors or visitors. Exhibitors, agents, employees, and business invitees may only conduct business within their assigned exhibit space unless authorized in advance by show management.

Microphones, Amplification, & PA Systems

No exhibitor is allowed to use a microphone, music amplification, or PA system in their display area.

Sound

As an exception to the above rule, Disc Jockey and Live Entertainment vendors may use sound systems provided:

They are placed toward the back of the exhibit space.
Sound levels are kept to a conversational volume that does not interfere with others.

The use of sound systems or equipment producing sound is an exception to the rules, not a right. If you are unsure, please ask your neighbors if the volume is too loud. Show management reserves the right to determine at what point the sound interferes with others and must be discontinued.

Height Restrictions & Sidewalls

Exhibits may not exceed 8' in height. If you plan to exceed 8' in height or cover your booth with a tent or fabric, you must obtain permission from Show Management in advance.

Exhibitors are entitled to a reasonable sightline from the aisle regardless of the size of the exhibit space. Please be mindful of tall displays and place them within the back half of your booth space. No part of your display along a shared sidewall may exceed 8' in height. The back of sidewalls and displays must also be aesthetically pleasing to neighboring booths. No presentation or product can protrude into the aisle ways.

Consumer Complaints

As the Puyallup Wedding Show, we strive to ensure a smooth and positive experience for both attendees and vendors. To achieve this, we encourage open communication and address any concerns swiftly.

While we cannot act as mediators for consumer complaints, we value feedback. If a consumer reaches out to us with a concern about your service or product, we'll contact you to understand the situation and connect you directly with the attendee.

We believe in ethical business practices. Exhibitors found to engage in unethical practices like misrepresentation or non-delivery of services will risk losing their participation in the show.

Remember, happy couples make for a successful show! By prioritizing fair and transparent business practices, we create a thriving environment for everyone involved.