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. 

Dear Vendors,

This Vendor Kit has been compiled to help you and your staff with complete details about all phases of the exhibition process at the Southern Christmas Show. We strongly urge that you pass along this manual to those responsible for your participation in the show.

The 20 minutes you take now to review this information will save you time and money when preparing and setting up at the show.  Your future self will thank you!

After reading the information below, CLICK HERE for a concise checklist to assist in your preparations.

Merrily,

Your show team ~ Hannah, Lindsay, and Jennifer

NAVIGATING THE VENDOR KIT

Click on any category or image in the table of contents below to be directed to that section in the vendor kit. 

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 Tips
12. Ticket Information
13. Marketing Opportunities
14. Exhibitor Badges
15. Show Hotel
16. Show Insurance
17. Questions
18. Scam

General Information

SHOW MANAGEMENT 
The Southern Christmas Show is produced and managed by: 
Marketplace Events LLC
2000 Auburn Dr., Ste 200 
Beachwood, OH 44122 
484.854.9084
www.marketplaceevents.com | www.SouthernChristmasShow.com

MUST READ

CLICK HERE to review the Fire & Safety Regulations for the Southern Christmas Show.  These regulations are STRICTLY enforced.  

Click the links below for more information on each.

• General Electrical Do's & Don'ts
• Emergency Evacuation Points
• Merchandise Policies

----- Merchandise Policy -----
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.

Facility Ordering and Information - Electricity, Wi-Fi, or Water

1. Order Wi-Fi.  (Recommend ordering by Oct. 21, 2025 to save time AND money!)
2. Once on show site, go to the building services desk to pick up your Wi-Fi code(s).
3. When picking up your Wi-Fi code, make sure to let them know that you will be using the Wi-Fi for a square device.  By doing this, they will provide a special version of the Wi-Fi code to make it compatible with both your device and your square.

**Please Note: You do not have to use Square as your POS system or purchase WiFi for the Southern Christmas Show at The Park Expo if your business does not require the use of it. This is merely a disclaimer for those who currently and already have the Square POS system in use for their company.

SHOW DECORATOR SERVICES

Southern Exhibition Services is the Show Decorator. Vendors use them for essential supplies and services such as, flooring/carpet, furniture, freight & shipping, signage and other booth decor items.

2025 Decorator Services Order Form - 

Download the form  above and email order in to place order

flooring/carpet, furniture, freight & shipping, signage and other booth decor items.**

** Order by October 21, 2025 for advance discount pricing

DIRECT SHIPMENTS (SENDING MATERIALS TO THE SHOW) & FORKLIFTS:

Shipments to the Park Expo and Conference Center should be scheduled to arrive no earlier than Monday, November 10, 2025.  

• Make sure all shipments are properly marked for shipping. Incorrectly marked packages may be returned to sender.  

• Use the following template for shipments:

Name of your Representative at the Show 
Your Company Name and Booth #
Southern Christmas Show
The Park Expo and Conference Center
800 Briar Creek Road
Charlotte, NC 28205

• Shipments arriving on a skid/pallet require arrangements in advance with the show decorator (SES).  Refer to the Decorator Kit Order Form for pricing or call the show decorator. If this is not arranged in advance you will be billed additional fees by the show decorator and will need to visit the SES service desk at the show.  SES will deliver shipment to the booth directly since it won’t go to the freight room.  

• The Package Room is only open from 11:00am – 3:00pm beginning on Tuesday, November 11. The Package Room is located just inside Independence Hall on the left. 

• The Package Room is not storage.  Packages received should be picked up within 24 hours or it may be returned to the sender.
• Access to package pickup is not allowed outside of assigned hours.

FORKLIFT: Exhibitors requiring forklifts should make these arrangements with the Show Decorator prior to move-in. Contact SES for rates. 

2025 MOVE-IN SCHEDULE

All exhibits must be fully setup by Wednesday, November 12 at 12:00 p.m.

Doors to the show open at 5:00 p.m., Wednesday, November 12 and there is usually a crowd waiting at the door to start shopping!

ALL VENDORS:

Olde Towne Shops Only (shops #1 - #50)*:

*Tent vendors (booths #100-125) may begin setting up Monday, along with all vendors schedule.

2025 MOVE-OUT INFORMATION

Vendors should not begin to move-out or dismantle any part of their exhibit before 6:00 p.m, Sunday, November 23rd. Any vendor whose display is not intact at 6:00 p.m. will MARKED and not invited to return the following year. If you have an emergency, please come to the show office during the event to discuss. 

Tent Booths (Booths #100-125)

ALL REMAINING VENDORS

Dismantling your booth prior to show close at 6:00pm on Sunday is strictly prohibited.

FOOD & BEVERAGE POLICY

ALL food products and sales must receive prior authorization from both Show Operations Manager AND The Park Expo & Conference Center.  Pending review, an additional fee may be required.  

North Carolina requires foodservice operators at the Southern Christmas Show to obtain a permit from the local health department, to prepare and sell food to the public.  A permit is NOT required for sampling or food prepared off-site.

PARKING

WHERE DO I PARK DURING MOVE-IN?

Once you have unloaded your vehicle, you can park in the general parking lot outside of the entrance. Parking is free during move-in and move-out.

WHERE DO I PARK DURING THE SHOW?

You have multiple options for parking during the show.

• Discounted parking in 6-acre lot. Discounted parking passes will be available for pick-up at exhibitor check-in. The 6-acre lot is located beside Chantilly Montessori School on Briar Creek Road. Pick up your discount during move-in at the Exhibitor Check-In Desk. 
• General parking in the main lot. The cost for the general lot is $10 per day.
• You may purchase a designated parking space from The Park Expo for the show. Please note that there are limited spaces available, and they are sold on a first-come, first-served basis. You can find out more information and pricing on this option under Facility. 

Booth Guidelines

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

 

 

BOOTH HEIGHT

Show management will provide a basic pipe and drape arrangement for your booth display based on the corresponding hall.  Exhibit booth height draping and color will vary based on the hall location of your booth.

Below are examples of the drayage provided in each hall by Marketplace Events
Building	Drape Color	Back Drape Height	Side Drape Height
Liberty Hall	Green	8’	8’
Independence Hall	Red	8’	3'
Freedom Hall	Green	8’	3'

 

    

Vendors are allowed to build their booth to a maximum height of 8 feet high.  Please note height restrictions for your display as outlined in the diagrams above.  This includes the back wall. If your display includes a sign attached to the back wall, the following rules apply:

• TOTAL HEIGHT OF SIGN MUST NOT EXCEED 2 FEET FROM TOP OF DRAPE LINE (drape line is 8ft tall).
• Sign must be single-sided, professionally finished on the back side, and no PVC pipe allowed.
• If you are using side walls as part of your display, they must be finished on BOTH sides.  No exposed wires or frames must be visible to your neighbor.  Unfinished sides will be covered at the Vendor’s expense.

 

SIGNAGE 

• Vendors will be supplied with one (1) standard 7” company identification sign at the top of the booth.
• We encourage you to bring your own tasteful signage for the booth/company.
• Sign must be single-sided, professionally finished on the back side, and no exposed materials.
• Handwritten signs or banners are NOT allowed – USE PROFESSIONAL SIGNS ONLY.
• TOTAL HEIGHT OF SIGN MUST NOT EXCEED 2 FEET FROM TOP OF DRAPE LINE.
• Signs cannot be attached to facility walls or pillars. You may use S hooks to the pipe and drape.

 

VEHICLES IN BOOTH

Vehicles are not allowed on the show floor and are not permitted to be used as part of your booth display.

 

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. If you are in violation of this rule, your company may not be permitted to exhibit with us in the future.

 

 

 

Rules & Regulations

BUILDING REGULATIONS: The Park Expo & Conference Center

Smoking Regulations

Smoking (including e-cigarettes) is strictly prohibited within the Park Expo and Conference Center. A designated smoking area is marked outside of Freedom Hall.

Animals

Animals/pets are not permitted in The Park Expo & Conference Center unless it is a service animal. Owner must have proper papers on them at all times of the service animal’s certification.

SECURITY

 Show Management provides 24-hour security for the show floor during move-in, move-out, show hours and overnight.  However, neither Show Management nor The Park Expo & Conference Center are 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 the 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.

SOLICITING, DEMONSTRATIONS & GIVEAWAYS

Displays, demonstrations or distribution of samples, souvenirs, promotional material and soliciting of business must be confined to the vendor’s booth space.  Such activities are not permitted in any other part of the show such as the aisles, lobby, entrance areas, hallways, or other exhibits. Sponsorship opportunities are the only exception.  If you’d like to discuss promotional opportunities, please contact Hannah Lewis, hannahl@mpeshows.com

No calling, pulling, grabbing, etc., of visitors to booths will be tolerated and may lead to immediate dismissal from the show. It is against show policy for any Vendor or Vendor representative to sit, stand, hand out samples, literature, obtain leads, etc. in the aisles of the show, in restrooms, in concession areas, or outside the doors of the venue. This activity must be done inside your booth. This is also meant to prohibit the handing out of literature from within your booth in such a way that will block or divert the flow of traffic.

Giveaways to Show Guests

• No stickers, pressure adhesive, etc. can be used or given away by Vendors.
• No helium-filled balloons may be distributed at any time.
• No food (including popcorn) or beverages may be distributed by Vendors inside the Park Expo & Conference Center unless approved by Marketplace Events and the Park Expo & Conference Center.
• If you plan to use a drawing for prizes or provide giveaways during the show, you must receive prior authorization from Show Management before the show opens.

MICROPHONES, AUDIO EQUIPMENT AND MUSIC:

No music, microphones, audio equipment, or musical instruments are permitted in the show.  Only exception is if that equipment is approved to be sold at the show. If Show Management receives a complaint, you will be asked to turn the sound off with no questions. Any music used in your booth must be licensed or approved for public usage.

PHOTOGRAPHS & OTHER COPYRIGHTED/TRADEMARKED MATERIAL:

Each Vendor is responsible for obtaining all necessary licenses and permits to use photographs or other copyrighted and trademarked material in Vendor’s booth or display. No Vendor will be permitted to use any copyrighted/trademarked material, such as photographs, collegiate logos or other artistic works, without first presenting to Marketplace Events proof that the Vendor has, or does not need, a license to use such copyrighted/trademarked material. Marketplace Events reserves the right to remove from the exhibit all or any part of any booth or display that incorporates copyrighted and/or trademarked material and for which the Vendor fails to produce proof that the Vendor holds all required licenses. The Vendor shall remain liable for all claims, causes of action, suits, damages, liability, expenses, and costs, including reasonable attorney's fees, arising from or out of any violation of infringement (or claimed violation or infringement) by Vendor, Vendor's age or employees of any patent, copyright or trade secret rights or privileges.

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 at all times even if they are located 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.
• 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.

FIRE REGULATIONS

Material used in exhibits (such as drape and table coverings, banners, props, wood chips and mulch) must be constructed of flameproof material. Certification for the flame proofing must be available, upon request, to the Charlotte Fire Department personnel.

Precautions must be taken to prevent the general public from coming in contact with anything that may cause burn or injury. Any product that will be WARM—WARMER—OR HOT to the touch must be placed at the back of your booth, away from the aisle. For those with bulk 20'x20' peninsulas, islands or larger, these products must be positioned in the middle/center area of your space, again, as far away from the aisle(s) as possible. Warning signs ("CAUTION! HOT SURFACE") must be placed prominently on all such surfaces, horizontal and perpendicular.

  EXTENSION CORD & POWER STRIP MANDATE

CLICK HERE FOR DETAILED REQUIREMENTS

Links to some approved items are below for your convenience. We will also have approved items available for purchase on show site. (while supplies last)

EXTENSION CORDS

• Lowe’s 10-foot
• Amazon 15-foot
• Home Depot 25-foot

  Please adhere to the following reminders to help ensure a safe show:

  1. Do not use an extension cord with signs of any damage or wear and tear.
  2. Do not hook into your neighbor’s extension cords or electrical box. This may cause an overload.
  3. Do not place extension cords underneath materials. (i.e. – décor, carpet, boxes, etc.)
  4. Do not daisy chain extension cords together.
  5. Do not plug extension cords into surge strips/protectors. They should be plugged directly into your power source.
  6. Do not plug surge strips into extensions cords. They should also be plugged directly into your power source.

WHEN IN DOUBT, READ THE PRODUCT SPECIFICATIONS. SEEEXAMPLEBELOW:

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.
To see some samples, visit the Interactive Exhibitor List section of the website. 

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

Sales Tax

All Vendors are reminded that to sell "cash and carry" products during the show, you must comply with all rules and regulations as required by the City of Charlotte, Mecklenburg County and State of North Carolina. 

• 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 and The Park Expo & Conference Center. 
• All Vendors making sales at the show are required to have a NC Retail Sales License and pay a NC and Mecklenburg County combined rate of 7.25%. To apply for a license, contact the NC Sales and Use License Office, PO Box 25000, Raleigh, NC 27640. Telephone 877.252.3052.

In order to be compliant with tax laws for the City of Charlotte, Mecklenburg County and State of North Carolina, the Southern Christmas Show submits a Vendor list to the North Carolina Department of Revenue prior to the show opening.  

SOCIAL MEDIA

Share your show pics or your holiday décor and celebrations with us. Tag us in photos or videos with the products you will be bringing to the show!

Hashtags: #SouthernChristmasShow

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 the Social Media Marketing Kit

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

COMING SOON - Click Here for the 2025 Facebook Event.

Ticket Information

Each Vendor will receive complimentary tickets when they check in at the show.* Use your tickets to invite potential customers to the show, as a thank you to good customers, and for friends and family.

100 sq. ft. receives: 5 complimentary tickets
200 sq. ft. receives: 10 complimentary tickets
300 or more sq. ft. receives: 5 complimentary tickets for every 100 sq. ft.

 If you’d like your complimentary tickets mailed, please contact show management by September 15, 2025.

 DISCOUNTED TICKETS – Need to purchase additional tickets?

Vendors can purchase tickets in advance of the show at a discounted price of $9.00 in increments of 10.  Please contact Hannah Lewis (hannahl@mpeshows.com or 704.969.6802 to place order).

WILL CALL

Will Call will be in the lobby of the show entrance at the front of Liberty Hall.  

Write the LAST NAME, FIRST NAME on INDIVIDUALLY marked envelopes.

COMPLIMENTARY TICKETS ARE NOT PERMITTED FOR DISTRIBUTION AT THE ENTRANCE TO THE SHOW. USE WILL CALL TO LEAVE TICKETS.   

Invite your customers to shop the show!

Images Coming Soon!

Upload the photos above to your social media, email blasts, and website to promote your company's participation at the SHOW NAME!

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 are required to identify yourself as an authorized Vendor.  Vendors will not be allowed access during show days without a badge. Show vendors do not need an admissions ticket for the show, only a vendor badge.  Vendor badges are not required during move-in.

Vendor badges can be picked up at Vendor Check-In, which is located in the central lobby of The Park Expo and Conference Center (look for the purple awnings!)

100 sq. ft. receives: 5 badges
200 sq. ft. or more receives: 10 badges

If you have multiple employees changing shifts at the show, encourage them to leave their badge at Vendor Check-In before leaving for the day if they will not be returning. If you require more than 10 badges, please email Hannah Lewis, hannahl@mpeshows.com by October 1st.

HOTEL INFORMATION

The Southern Christmas Show enjoys partnering with local accommodations to extend special room rates.

Below are the 2025 Partner Hotels in Charlotte.  

4808 Sharon Road, Charlotte, NC 28210

• $105 / night + fees & taxes - 1 King Bed or 2 Queen Beds options
• Complimentary Parking, Free WiFi, Pet Friendly, On-site Restaurant 
• 15-20 minutes from the venue
• Walking distance to shopping and local restaurants

Please only call Casey at 704-277-1802 if you are having trouble booking. The link above is the best option for booking all discounted rates!

404 S Mint St, Charlotte, NC 28202

CLICK HERE TO BOOK YOUR ACCOMMODATIONS < Best way to book

• $143 / night + fees & taxes - Studio, 1 Queen, Sofa bed 
• Room includes a full kitchen and living room furnishings
• Free Hot Breakfast, Free high-speed internet, On-site Restaurant, Pet Friendly with fee
• 5-10 minutes from the venue in the heart of Uptown Charlotte
• Walking distance to local restaurants

If you are encountering an issue booking online, please call the following number and mention the Christmas Market Show discount rate: Phone: 704-340-4000.

INSURANCE

COMING SOON - Show Insurance Made Easy - A simple way to establish insurance for the show. Click HERE

A few things to be aware of:

• 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. 

The Insurance clause is #5 on the Terms and Conditions page of all booth space contracts. You may use any insurance company for insurance but it must meet the following requirements: 

• 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

QUESTIONS?

Click HERE to see contact information for the Show Team

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.