2026 Vendor Kit

SHOW MANAGEMENT

REQUIRED READING

Click here to review the 2026 Rules & Regulations

It is required all participating Vendors review the full Vendor Kit along with the show Rules and Regulations. This document has detailed descriptions on everything you need to plan for the show, and where you can find the answers to most questions that may arise. 

For questions or clarification contact EmilyB@mpeshows.com.

MISSED PAYMENTS

After three (3) missed payments, your contract is subject to cancellation without a refund, and your booth space will be released. If you wish to restart payments, monthly payment plans will no longer be available. If your product category has not been capped, Your only options will be a 50/50 payment split or payment in full. Please note that your product category may be capped, or original booth space may no longer be available.

FINAL PAYMENT 

The full and final payment will run automatically per the original contract on October 15th. Any outstanding contracts after the show cycle will be automatically forwarded to collections. The vendor will remain responsible for the booth space fees and will be prohibited from exhibiting in future Marketplace Events. For any questions regarding payment, please contact Emilyb@mpeshows.com or 503.567.5712.

STORAGE 

Vendors can purchase a 5x10 storage space for $50 to facilitate easy access for restocking during the event. These spaces are located in back corner of Hall D.  Please note that space is limited, so reserve early to ensure availability. Please contact EmilyB@mpeshows.com for more information or to reserve a spot.

MASCOTS 

We are pleased to feature a contracted Santa Claus and Mrs. Claus who will be available in a designated area for photo opportunities during the event. Guests will be directed to this area to enjoy their visit with these beloved holiday figures.

To maintain the integrity and flow of the event experience, only the official Santa and Mrs. Claus will be present in character roles. As such, vendors are kindly asked not to include mascots or additional holiday characters in their displays.

POLITICAL MERCHANDISE POLICY 

Marketplace Events (MPE) wants to make clear its position on what content will not be permitted on its exhibit floors in all its US consumer home and holiday shows effective January 1, 2024.

MPE shows are welcoming environments built solely to encourage face-to-face commerce. Creating respectful, safe marketplaces where our attendees and Vendors 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 Vendors. 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.

BOOTH BOUNDARIES 

DISTRACTING DEVICES 

Attention-attracting devices, such as noisemakers, flashing lights, feather flags, movies, music, broadcasting, or drawings, are subject to Show Management approval. Show Management will promptly ask any vendor to remove any attention attracting and/or distractive devices being used without prior approval. Devices that are deemed distracting or disruptive to other exhibitors will not be permitted. Hardwall systems must be used for stereo equipment to minimize noise.

EXHIBITOR CONDUCT 

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

Check back this summer for the 2026 Move In Map. While the load-in areas are clearly labeled, please be aware that they are subject to change depending on weather conditions. 

Click Here for The 2025 Move In Map

MOVE IN

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

WEDNESDAY NOVEMBER 4 -
12 pm – 6 pm

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

THURSDAY, NOVEMBER 5 -
8 am – 8 pm

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

Main move in will be happening in the back of the Expo buildings, there are large roll up doors at each Hall that you can access. Access through Lobby is hand carried only. NO CARTS ALLOWED on lobby carpet. 

• No vehicles are allowed in the building without prior approval. Carts will be available through the Decorator and are free of charge but are limited. Do not depend on these carts being available the moment you need them. A valid ID must be used when checking out carts. There will be no placing, moving, altering or dismantling of a display after 10 am on Friday, November 6th. If you cannot adhere to this schedule, please contact Show Management immediately.

• Large and accumulated shipments arriving by major carriers in large trucks are encouraged to arrive as early as close to 10 am on Wednesday, November 4th.

• The show decorator will provide material handling at the Portland Expo Center during move-in. If you need forklift services or shipping/material handling, please contact Trade Show Supply House, Inc. at 360-624-4498. 
  

All booths must be set up by 8pm on Thursday, November 5th

MOVE OUT 

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

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

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

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

ADDTIONAL DETAILS 

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

• The show decorator provides a minimal number of handcarts to help with move-in; however, exhibitors are strongly advised to bring their own dollies and handcart's.  Please remember to label all your personal property – such as handcarts and tools.  
  

• For safety reasons during the move-in/move-out hours there are NO CHILDREN ALLOWED under 16 years of age (including infants). Children are prohibited inside, around the show halls, and parking lot. This precaution is taken due to vehicles operating in the building, including forklifts and machinery that are dangerous. Injuries to children will be covered by insurance because of this regulation. THIS WILL BE STRICTLY ENFORCED! 

VENDOR BADGES 

Show Badges are required for entry during show days. Please pick your badges during move in at the Show Office located in the lobby of E Hall. Once picked up, you are responsible for distributing the badges to your staff prior to entering the building. DO NOT LEAVE YOUR BADGE IN YOUR BOOTH. Replacements are $7 each if badge is lost or left in booth.

• Each booth receives up to 5 badges for vendor staff, which gains access to the building on show days. You are responsible for distributing the badges to your booth personnel. Do not rotate badges at Will Call, which is for one-time pick up only. 
• All personnel must be 16 years of age or older.
  
• To pick up badges during show dates, please instruct your workers to go directly to the Show Office in the lobby of E Hall. 
• If you need more badges than the allotted amount, please contact EmilyB@mpeshows.com 

Daily Vendor entry is behind D, and E Hall in upper parking lot 4. 

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

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

SECURITY 

A Vendor badge will be required to enter the show floor. All loading dock doors will be closed and there will be no access granted during show hours. If you need to restock your booth with supplies, please do before the show opens. Security is permitted to stop any Vendor from entering or exiting through the side entrances or loading dock doors.

There is no smoking or vaping allowed inside the building.

BOOTH PLANING 101 

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

HOLIDAY DECOR REQUIRED

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

We offer locally grown Poinsettias for $12/ea. To place an order, email the number of Poinsettias desired to EmilyB@mpeshows.com.

FLOORING 

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

• All flooring must be clean, and professional looking. Approved flooring types include carpeting, interlocking foam tiles, astroturf, hardwood, tile, vinyl flooring.  You may bring your own or rent from Trade Show Supply House.
• All floor edges must be secured with double sided tape on the underside of the carpet. Duct tape is not permitted. Any tape or residue left on the floor after moving out is subject to a fee.
• Protective material must be placed on the floor before laying bricks, patios, etc. Do not drill holes, nail glue or affix flooring.  Any damage (including unremoved tape) to the Expo Center flooring will be repaired at the Vendor's expense. 

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TABLE SKIRTING AND COVERING

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

• Skirting must go from the edge of the table to the floor on all four sides. All skirting must be pressed and neat.
  
• Use of plastic tablecloths, sheets, shower curtains or any type of “makeshift” tablecloths is not permitted.
  
• Trade Show Supply House is available to rent tables that will be properly skirted for an additional charge.

**all incorrectly skirted tables will be covered and skirted at the Vendor’s expense. 

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PIPE & DRAPE

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

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

End cap booths will have black pipe and drape on the back wall. There is no furniture or flooring included with your booth price. Please see Decorator & Electrician Order Forms section of the vendor kit to rent any additional booth items.

SIGNAGE

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

• Signage may not impede adjacent booths.
• Any booth signs or product should not block show signage or other displays.
• The use of handwritten signs, paper banners, large discount pricing cards or other such material is not permitted.

Avoid these common mistakes when exhibiting and see your engagement increase!

1. Not enough space in your booth.  When you inquire about booth space, always tape out the dimensions on your floor before coming down to the show to get an idea of how much room you have, and how you want to lay out the space so you are better prepared. 

2.  No goals/measurable results.  Set yourself a goal for the event, whether that's booking 10 appointments/consultations or handing out all your marketing materials with a conversation.  This will keep you accountable and driven.  

3.  Forgetting the "three second rule".  You only have 3 seconds to make an impression on a customer walking by.  That means your display has to be something that intrigues them, as well as you have to appear available to them.

4.  Bad Signage.  Don't make it a guessing game as to what your booth is offering.  If you have bad signage in your booth or hand written signs, you are advertising that you aren't professional or prepared enough.  Plan your display out in advance and print things out professionally or from your printer and put them in a nice frame/display.   

5.  Booth design that acts as a barrier.  If you can't invite someone into your booth for a conversation, that means they are lingering in the aisle where they are going to get pushed around and more likely to keep walking.  Don't put a table right at the front of your booth, leave room for them step into your space and chat with you.

6.  Inexperienced staff.  You are at the show to sell/market your services.  If you have inexperienced staff at your booth, that's what you are advertising to your customer, that you are inexperienced.  Prepare your staff ahead of time to be able to answer questions and train them appropriately for the event.  

7.  Passing out literature instead of having a conversation. People can read about your company online, they come to the show to have a conversation and to be told why you are the right vendor for. 

8.  Talking and not listening.  Let the customer ask their questions and listen to what they want.  If you are always sales pitching, you may miss important details to know if they are the right client for you or not.

9.  Sitting in the back of the booth.  You look disinterested and hard to approach, be sure to check in with your body language and be approachable.

10.  Eating, being on your phone, working on computer etc.  By being unavailable you miss the opportunity to talk with someone.  Be sure to have a team member there who can cover for you if you need to eat your lunch or take a call.  If you aren't present and available to chat, you are going to miss potential sales.

11.  No means of gathering contact info.  Be sure to have a method of capturing potential leads.  Ensure you are capturing the details of people who are interested in what you have to offer and give them an easy digital form to fill out.  Don't leave it up to them to contact you by just taking your card.

12.  Poor follow up or no follow up.  Be sure to follow up with customers within the days of the show so you are fresh in their minds.  Don't just do it once either, follow up with them again the month after to remind them! 

Advanced Order Discount Deadline: TBD

SHOW DECORATOR 

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

Check back this summer for the updated 2026 order form. CLICK HERE to view last year's from and see what will be available. 

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

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

Advanced Order Discount Deadline: TBD

SHOW ELECTRICIAN

Edlen Electric 
503-736-5260
PECExhibitorServices@edlen.com
Click here to order Exhibitor Services: www.expocenter.org/exhibit

• Find Portland Holiday Market on the event Calander and select "Go to Store"
  
• Select “Sign Up” to set up your account.
• Add desired Items to your Cart.
• Upload floorplans or custom order notes to your order and pay securely online.
• Exhibitor services will contact you directly if they have any questions.
• If not ordered in advance, services and equipment will be subject to “floor order” rates.

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

FREE WI-FI 

Network: Expo

Username: TBD

Password: TBD

PROOF OF GENERAL LIABILITY INSURANCE

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

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

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

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

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

RECOMENDED INSURANCE PROVIDORS

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

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

FOOD

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

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

ICE 

DAILY PARKING 

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

• Location: Dedicated vendor parking is available in Upper Lot 4, behind the Expo Center off Force Ave. Parking $15/a day.

3-Day Parking Pass:
Pass holders skip daily payments, enjoy efficient entry, and have re-entry access (space permitting). All parking is first-come, first-served. $45 per space (includes service fees).

• Check back later this summer to purchase parking online. Simply show your digital pass to the attendant in the booth to receive a hang tag for your vehicle.

• To Purchase onsite go to Hall E Lobby (outside Show Office) in Expo Center Office during Move-In. Please note that the Expo Center works standard business hours 9 am- 5 pm

RESTOCK TRAILERS 

All trucks and trailers used for daily restocking must park in the designated in Upper Lot 4 behind the Expo Center on Force Ave. This lot is unsecured and has limited lighting — plan accordingly for safety and vehicle protection. $45 per occupied space for the weekend (includes service fees). A Truck and Trailer will need one pass each. 

• Check back later this summer to purchase online.  You can also purchase on site in E Hall Lobby (outside Show Office) during move in. 

SUNDAY - UPPER LOT 5 

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

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

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

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

PUBLIC TRANSIT 

RV & OVERNIGHT PARKING

No RV parking, utility hookups, or overnight parking onsite at the Expo Center.

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

UPGRADE YOUR VENDOR LISTING TODAY 

You should have received an automated email providing a link to elevate your listing with 24 hours of signing your contract. This link gives you the flexibility to make updates and changes to your listing as frequently as you like until one day after the show ends. Your listing will stay active for as long as you participate in the show.

If you have any questions regarding the online vendor listing or if you do not receive the email with the link, please email our digital coordinator at JenK@mpeshows.com.

For any assistance with your listing, please consult the FAQ section.

We believe this opportunity will greatly benefit your business and we are excited to assist in maximizing your presence at the show.

Learn more about the benefits of creating your enhanced listing.
GO FROM BASIC TO ENHANCED!

CLICK HERE for a video tutorial.

Click here for more information about sponsoring the Portland Holiday Market  

Get some extra bang for your buck at the Portland Holiday Market! Follow the link above to see how you can get involved. 

Our approach and process is this...
We are consultative in providing marketing solutions to you or in support of your clients' needs. This means that we want to know about your marketing objectives, strategies and brand positioning so that we are truly on your team of solution providers. We care about your experience in our events and your outcomes.

Contact our team today for more information

Visit the Marketplace Events corporate site for more info and to see our event schedule, MarketplaceEvents.com.

BOOTH EXCELLENCE AWARDS 

AWARD CATAGORIES 

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

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

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

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

Check back for the 2026 Hotel Partner Rates!

Rate: TBD

Oxford Suites
1.9 miles to Expo Center

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

RATE: TBD

#LETSGETSOCIAL WITH SOCIAL MEDIA 

Click Here for the Social Media Marketing Kit

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

Click the icons below for our profile pages  

Hashtags: #pdxholidaymarket
In efforts to protect potential joint customers from fraudulent events and scammers, we request that you do not create your own Facebook Event. This helps us manage ticket sales for the event, and ensures that our team are available to support both exhibitors and potential attendees with any questions, comments, or concerns that they have. Please feel free to reach out to your show manager or show marketing manager with your companies’ Facebook page and we can add you as a co-host to the official event.

Check back for the official 2026 Facebook Event