2024 Vendor Kit

Dear Vendors,

This Vendor Kit has been created by your show team to help our vendors have a great show! Please review the vendor kit below and let us know if you have any questions as you prepare. 

The kit is easy to navigate. Click on the table of contents or icons below to navigate to the corresponding information.

We look forward to a great show this year! 

     Taylor Withrow              Stephanie Davisson              Hannah Lewis               Jennifer Smetana

    Show Coordinator          Exhibit Sales Consultant       Operations Manager             Show Manager

SCAM ALERT FOR VENDORS

As per our privacy policy, Marketplace Events is a permission-based email sender. We do not share, rent, or sell any email lists. 

Table of Contents

1. General Information
2. Facility & Utility Services
3. Decorator Services
4. Move In & Move Out
5. Food Sampling
6. Parking
7. Booth Guidelines 
8. Rules & Regulations
9. How to Set up your Exhibitor Listing
10. Sales Tax 
11. Social Media
12. Vendor Badges
13. Show Hotel
14. Show Insurance
15. Questions
16. Scam

General Information

Facility & Utility Ordering and Information

Edlen Electrical Exhibition Services provides The BJCC's facility services.

Plumbing & Electrical - Conveniently order your plumbing and electrical online by CLICKING HERE, or by filling out this form. Once filled out please email the completed form to Birmingham@edlen.com. For more information on ordering online and Terms & Conditions, please click here. If you have questions, please call Edlen Electrical at (205) 458-8898.

If you intend to power equipment via a battery, please note that restrictions apply. Any device that is not UL listed, is not self-contained, can accept a 2 or more pronged plug and/or is intended to power anything than larger than a small electronic device, such as a tablet or cell phone, is not allowed on the show floor. For more information, please click here.

**PLEASE NOTE the deadline to receive advance pricing is 10/16/2024**

STORAGE

Storage is available in select locations in increments of 5' x 10' space. A maximum of 4 spaces can be purchased by each vendor. The area is not closed off and is simply taped-off spaces, so please note you will need to bring your own supplies to cover your storage area if preferred. Storage can be purchased through the Show Office on-site beginning Tuesday, November 5th, 2024 at 7:00 am. Only credit/debit cards will be accepted. No cash or checks will be accepted as a form of payment. Storage is available on a first-come, first-serve basis, and very limited spaces are available.  Each space is $20 for the duration of the the show

Please note: If you arrive at 7 AM for storage, your drive on access to move-in will not be changed. 

INTERNET & PHONE INFORMATION

Ethernet connection, hardwires, and phone services are available through The BJCC. Here is some more information:

• Weekly ethernet service can be purchased at a rate of $450.00 for the whole show
• You may upgrade the quality of your connection
• **Customer provided equipment such as switches, routers, access points and other network devices may not be connected to the BJCC network without prior discussion and approval of the BJCC. Connecting customer provided equipment without prior arrangements will result in your network drop being disabled and will require a BJCC representative reset your port. The BJCC will not be responsible for downtime during your event as a result of connecting unauthorized equipment.**
• The BJCC requires all customers showcasing their wireless products to contact the BJCC 21 days prior to the show move-in so that we may engineer a cohesive network operating without interference (all approvals will incur a site survey fee). DEADLINE TO ORDER ETHERNET AND PHONE SERVICES: SUNDAY, NOVEMBER 3, 2024

Click HERE for The BJCC Hardwire Internet & Phone Service Order Form.

If you have requirements for your event that are not listed, or have questions regarding the information in this section, please call (205) 458-8737 or e-mail The BJCC's Information Technology Department.

WiFi can be purchased daily through the network at the facility. Here are a few tips:

• Purchase the WiFi on the device you plan to access internet using. WiFi access is only valid on a single device and may not be transferred
• Each WiFi access pass is only valid for 24 hours
• Pricing:
  • Daily Standard Wifi (25 MB): $14.95/day
  • Daily Enhanced Wifi (50 MB): $24.95/day

Click HERE for The BJCC self-purchase WiFi Instructions.

SHOW DECORATOR SERVICES

SHIPPING & FREIGHT INFORMATION

Click HERE for more information from the show decorator for the shipping and receiving  
Please note: All shipments will incur shipping and labor charges (no exceptions). Courtesy labels included in the link above.

ADVANCE WAREHOUSE SHIPPING - All shipments must be pre-paid. Collect shipments will not be accepted.
Shipments must arrive before Wednesday, October 30, 2024.
Advance Warehouse receiving hours are Monday - Friday 9am to 3pm.

TO: (Name of Exhibitor & Booth Number)
C/O Veal Convention Services, Inc. for Christmas Village 2024
3016 Reverend Abraham Woods Jr Blvd.
Birmingham, AL 35203

DIRECT SHIPMENTS - Must arrive no earlier than Tuesday, November 5. Show site receiving hours: 9am - 3pm.

TO: (Name of Exhibitor & Booth Number)
C/O Veal Convention Services, Inc. for Christmas Village 2024
BJCC: 2100 Richard Arrington Blvd
Birmingham, AL. 35203

For more information shipping to/from the show, contact Veal Convention Services at 1-800-844- 8325.

2024 MOVE IN SCHEDULE AND MAP

Please click on the following images to view, download, or print the 2024 Christmas Village Festival Move-In Map. Locate your booth number and note down your assigned move-in time according to your booth's color and the map's legend.

Drive-In: As indicated on your acceptance letter, move-in is on November 5, 7:00 a.m. - 7:00 p.m. 

MOVE-IN & MOVE-OUT ASSISTANCE

The Christmas Village Festival is pleased to collaborate with Alabama Teen Challenge to provide support during the move-in and move-out phases. Their team will assist in transporting item from vehicles at the loading dock to your booth space.

Please be aware of the following guidelines regarding their assistance:

• Scope of Assistance: Alabama Teen Challenge volunteers are available solely for transporting items between the loading dock or your vehicle on the show floor to your booth. They are not available to volunteer or be hired for any services, such as setup, booth supervision, or teardown services before, during, or after the event.
• Vendor Responsibilities: Vendors must bring their own equipment, such as wagons, dollies, and carts, to manage heavy or large items.
• Service Availability: Assistance is offered on a first-come, first-served basis. Given the limited availability, we advise you to plan accordingly and arrange for additional support as needed.
• Gratuities: Cash tips for their assistance are greatly appreciated.

We appreciate your understanding and cooperation. Should you have any questions or need further assistance, please contact our Show Team.

2024 MOVE-OUT INFORMATION

YOU MAY BEGIN BREAKING DOWN YOUR BOOTH IMMEDIATELY FOLLOWING THE CLOSE OF THE SHOW. After your booth is packed and ready to load into your vehicle you may pick up a drive-in pass at the loading dock door where you drove in on set-up day. DO NOT COME TO THE SHOW OFFICE TO PICK UP A PASS.

Dismantling your booth prior to show close at 5:00pm on Sunday is strictly prohibited.

All belongings must be removed from the facility BEFORE 11:59pm on 11/10.

Please note: Any materials left in the facility by the vendor will be removed at the vendor's expense.

FOOD & BEVERAGE POLICY

If you are giving food samples from your booth you are required to complete the Birmingham County Temporary  Food Service Questionnaire and Guidelines. (Click HERE to download the form). Please return the form to the address on the form a minimum of fourteen days in advance of the show.

All food exhibitors must meet the operating codes of the Jefferson County Department of Health. Compliance with the Health Department must be completed prior to the opening of the show. All food must be provided in sample sizes 3.5 oz or less. 

PARKING

Parking is available at various lots and garages around the convention complex. With the purchase of a Vendor Parking Pass from the Christmas Village Festival, vehicles can be parked after your move-in time, on Tuesday, November 5th in the Marshalling Yard (located at the top of the map). Click HERE for parking map.  

Click HERE to submit your weekly parking pass order form in advance.

THE MARSHALLING YARD PARKING PRICES:

Pricing for parking in The Marshalling Yard is as follows:

• Daily Vehicle (Car/SUV) pass: $10/day
• Weekly Vehicle (Car/SUV)  pass: $50/week
• Daily Trailer or Box Truck pass: $12/day
• Weekly Trailer or Box Truck pass: $60/week

WHEN CAN I PURCHASE PARKING PASSES?

WEEKLY PASSES for cars & trailers can be purchased in advance of the show by completing this form. 
Passes purchased online in advance, prior to October 25, 2024, will be sent via email and must be printed at home prior to your arrival to The Marshalling Yard. Passes purchased online in advance between October 25 - October 29, 2024 can be picked up at Vendor check-in (located at the Show Office for vendors in The North Hall/downstairs or located at Will Call for vendors in The East Hall/upstairs) and must be PICKED UP PRIOR to arriving at The Marshalling Yard. Any Vendor wishing to purchase a weekly parking pass after October 29, 2024, may do so on site at the Show Office.

Please Note: By completing the weekly pass order form, it does not guarantee you a weekly space. Only upon payment is your reservation complete for the requested weekly parking.

Weekly passes can also be purchased on site at the show office. Weekly passes purchased on site will need to be paid for and picked up from the show office prior to arriving at The Marshalling Yard. Only debit/credit cards will be accepted. No cash or check will be accepted as payment.

DAILY PASSES can be purchased at the Show Office only. Daily passes will only be available for November 5th - 10th.*We strongly recommend purchasing a daily pass for Saturday, November 9^th as there will be a UAB game. This will be the cheapest parking available to vendors as area lots will have event parking rates for the game.

Only debit/credit cards will be accepted. No cash or checks will be accepted as payment.

***Please note that daily and/or weekly passes must be pre-purchased and PICKED UP PRIOR to arriving at The Marshalling Yard.***

THE MARSHALLING YARD PARKING LOT HOURS**:

• Tuesday, November 5th: Following your move-in time - 11:00 PM
• Wednesday, November 6th: 7:00 AM - 5:00 PM
• Thursday, November 7th: 7:00 AM - 8:00 PM
• Friday, November 8th: 7:00 AM - 8:00 PM
• Saturday, November 9th: 7:00 AM - 8:00 PM
• Sunday, November 10th: 9:00 AM - 6:00 PM

**Parking will open two hours prior to show start and close one hour after show close. Those with weekly parking passes may leave their vehicle and/or trailer in the lot overnight, HOWEVER please know that you will not be able to access your vehicle or trailer overnight. The lot will be locked, so you will have to wait until the next morning when the lot reopens. Marketplace Events and The BJCC do not assume liability for vehicles or trailers parked overnight.**

Please Note: If you are assigned a 7:00 am drive-in time on November 5th, Vendors may park in the lot on Monday afternoon, November 4th, between 3:00 pm and 7:00 pm. We offer this time as a courtesy while UNLOADING ONLY. You may return to park after your move-in time on November 5th. You must arrive by 7:00 pm on November 4th or 7:00 pm on November 5th to pick up your weekly Marshalling Yard pass. If picking up your parking pass causes you to miss your move-in time scheduled at your dock space, you will have to dolly into the convention center from the parking area.

The BJCC Marshalling Yard is located at:

The BJCC Marshalling Yard
1301 F. L. Shuttlesworth Drive
Birmingham, Alabama 35203

PARKING LOT MAP

SHUTTLE

Shuttle services are provided by Rare Transportation.

For your convenience, a free shuttle will be provided between The BJCC Marshalling Yard and The BJCC on show days. This service will make continual runs between The Marshalling Yard and Docks 2 & 4 of The BJCC throughout the show day. The shuttle will begin running two hours prior to show start and remain open until one hour after show close. If you need to be picked up at The BJCC and taken to The Marshalling Yard to retrieve items from your vehicle, restock, etc., please contact the shuttle driver for that specific day**. 

**Please note: This service is only available to those who park in The BJCC Marshalling Yard. Also, please keep in mind that the shuttle driver will change throughout show week and will provide their number for pickup on a daily basis. The shuttle will not run on either move-in days, Monday, November 4th or Tuesday, November 5th.

SHUTTLE SCHEDULE:

• Wednesday, November 6th: 7:00 AM - 5:00 PM
• Thursday, November 7th: 7:00 AM - 8:00 PM
• Friday, November 8th: 7:00 AM - 8:00 PM
• Saturday, November 9th: 7:00 AM - 8:00 PM
• Sunday, November 10th: 9:00 AM - 6:00 PM

Please Note: The shuttle route will change on Saturday, November 9th, 2024 due to the UAB game at Protective Stadium. Transportation and parking may take longer than usual on this day. Please plan accordingly.

Booth Guidelines

Booth Expectations - Holiday Decorations

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 is not included in the cost of your exhibit booth. While flooring is not required this year in the booth it is strongly encouraged for you and your customer's comfort. Please ensure any flooring is some type of clean, professional-looking floor covering that covers 100% of the booth’s square footage. All edges must be secured. You may bring your own or rent from the show decorator, VEAL. You can also consider interlocking foam tiles as a neat, but inexpensive flooring option.

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. General Exposition Services is available to rent tables that will be properly skirted if needed for an additional charge. Limited storage options are available.

Pipe & Drape

A 10x10 booth has an eight-foot-tall pipe frame with black curtains in the back of the booth only. No side drape or separation between vendors. 

Signage

We encourage you to bring your own tasteful signage for the booth/company.
Signs cannot be attached to facility walls or pillars. You may use S hooks to the pipe and drape.
TOTAL HEIGHT OF SIGNAGE MUST NOT EXCEED 2 FEET FROM TOP OF DRAPE LINE (drape line is 8ft tall).

Booth Staffing

All Vendors are expected to be in their booths during all published show hours, as we do receive consumer complaints about un-manned displays. Our visitors pay an entrance fee and expect to be able to do business with our vendors at any time during show hours. 

Booth sitters: A complimentary service for limited short planned breaks on a sign-up basis.

• We will have 1 booth sitter upstairs and 1 booth sitter downstairs. 
• Booth sitter's availability begins 2 hours after the show opens in only 20-minute increments.  This service ends 1 hour before the show closes. 
• Sign-up sheet is located in the show office.   

Vehicles In Booth

Vehicles are not allowed on the show floor during the show.  They are not permissible to be used as part of your booth display

Security

Security is provided by The BJCC. A guard is roaming 24 hours guard during the show. While precaution will be taken to protect Vendors’ property, Show Management assumes no responsibility for any losses due to fire, theft, robbery, damage, accident, or other causes.   

Please take the following suggestions under advisement: 

➢ Do not leave your booth unattended during set-up, show, or move-out.
➢ Do not leave small items, electronics, one-of-a-kind special samples, prototypes, or extremely valuable merchandise in your booth overnight.

Code of Conduct

At the Christmas Village Festival, we are committed to fostering a safe and respectful environment for all participants, including our valued vendors, show guests, volunteers, and staff. As such, we expect our vendors to adhere to the following guidelines to ensure a positive experience for all participants:

• Profanity: Use of offensive language or inappropriate/hateful remarks.
• Substance Use: Consumption of alcohol or drugs.
• Inappropriate dress: Attire that is deemed unprofessional or offensive.

The purpose of these guidelines is to create an atmosphere of respect and support, essential for the well-being of all involved. Unprofessional conduct not only undermines the event's environment but also risks the well-being of our volunteers, staff, and show guests.

We appreciate your cooperation in adhering to these standard and contributing to a successful and enjoyable show for all. Should you have any questions or need further clarification on these policies, please contact our event support team.

Rules & Regulations

MERCHANDISE PLACEMENT - New From the Fire Marshal

The Fire Marshall will not approve any booth that goes over the rented space. This means not even a button can be over the line. If your wall touches the line and you hang an item on the wall, it will NOT be approved.
If you have participated in the show for many years this is a change. The inspection is at random. If the vendor is not present during the inspection and the product is in the aisle, it will be moved at the vendor's risk and expense. Any vendor that continues to cross their booth line with product will not be invited back the following year or required to move out immediately.  

MERCHANDISE REGULATIONS

Click HERE for more information on Marketplace Events Merchandise Policies.

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.  

BJCC RULES AND REGULATIONS

The Birmingham Fire and Rescue Departments require the following regulations be observed at all times throughout the Complex:

• Flammable decorations or flammable decorative materials are prohibited.
• All draperies, drops, curtains, and table coverings used are to be noncombustible, inherently flame resistant, or treated and maintained fire resistant.
• The Fire Marshall may require proof that the materials used are fire resistant or have been treated to be fire resistant.
• Open flame, candles, torches, etc. are prohibited.
• No covered structures, such as tents, roofs, or overhead coverings, are allowed on any display in a building equipped with fire sprinklers without prior approval of the Fire Marshall.
• All utility panels, fire hose cabinets, standpipes, fire extinguishers and fire alarms must remain visible and accessible at all times.
• Drapes, decorations, buntings, and other decorative materials must be fire retardant and/or properly treated to meet the requirements of flameproofing.
• Cotton batting (whether natural, artificial or manufactured) straw, dry vines, leaves, hay, pine needles and sawdust are prohibited unless treated to be fire retardant. The use of cut trees, such as Christmas trees, must have prior approval of the Fire Marshal
• Flammable liquids of any sort are prohibited in public buildings
• Five-pound bottles of L.P. gas may be used for demonstration purposes only if approved by the Fire Marshall.
• Cooking Displays: Displays involving cooking with a pan or deep-frying must have a 2A-10BC rated fire extinguisher in the booth. No L.P. gas cooking is allowed.
  

ENHANCE YOUR COMPANY'S ONLINE VENDOR LISTING

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!

Sales Tax

Contact:

City of Birmingham Tax - 4% Titania Brown, 205-254-2198, Titania.Brown@BirminghamAL.gov
Jefferson County Tax - 2% Contact: Tracye Gaston, 205-731-2945, gastont@jccal.org
Alabama State Tax - 4% Contact: Sheneka Hall, 205-733-2745 

SOCIAL MEDIA
#LetsGetSocial

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

Hashtags: #ChristmasVillageFestival

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 for a short video on the 4 C's of Social Media.

Click Here to go to our Facebook Event.

INVITE YOUR CUSTOMERS TO SHOP THE SHOW!

Click on the photos below to download the full-size image and upload to your social media, email blasts, and website to share where your company will be in November 2024!

VENDOR BADGES

As a part of your registration, you will receive 6 vendor badges. Two additional Vendor badges may be purchased anytime throughout the show for $15.00 each. Vendor badges for North Hall (downstairs) vendors may be picked up the Show Office during check-in on move-in days. Vendor badges for East Hall (upstairs) may be picked up at Will Call during check-in on move-in days. Any unclaimed or remaining badges needed after move-in can be obtained at the will call office. 

HOTEL INFORMATION

The Sheraton Birmingham Hotel is connected via skywalk to the convention center. 

October 11, 2024, is the last day to receive a discount rate at our show hotel.

Rates start at $169.00 + taxes & fees

The rate has limited availability and is first come, first serve. You can make your reservation online by clicking the link below.

Click HERE for the Christmas Village Festival room block.

You may call the Sheraton Birmingham Hotel at (205) 324-5000 as well. Please tell them you are with Christmas Village Festival.

INSURANCE

• Comprehensive General Liability and All Risk Property insurance
• Coverage must be from the start of move in to the end of move out
• Coverage of at least $1,000,000 for each separate occurrence
• Name Marketplace Events LLC and the venue as additional insured
• Provide a copy of the certificate of insurance (COI) to MPE if requested
  

Exhibitors may purchase event insurance through Risk Strategies Domestic Exhibitor Insurance. Click HERE for a simple way to establish insurance for the show.

Please note: 
Vendors will have to pick the show from a drop-down list that includes shows other than just those run by MPE. 
Marketplace Events is not selling this insurance and doesn’t profit from it in any way.  This is simply a resource for those vendors who don’t already have the required insurance coverage per their contracts. 

Show Management is insured against public liability and property damage claims arising out of the conduct of the show. This insurance does not cover exhibitors’ property, which is placed on display at the exhibitor’s risk.

QUESTIONS?

Taylor Withrow, Show Coordinator
205.947.0942 | TaylorWi@mpeshows.com

Stephanie Davisson Exhibit Sales Consultant
704.969.6817 | StephanieD@mpeshows.com

Jennifer Smetana, Show Manager
704.448.9422 | JenniferW@mpeshows.com

Hannah Lewis, Operations Manager
704.969.6802 | HannahL@mpeshows.com

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.  

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.