Exhibitor Information

Have your TRACKING NUMBER readily available!

IF YOU USE FEDEX, EXHIBITORS CAN SHIP DIRECT TO THE ALASKA STATE FAIRGROUNDS!

Please arrange for your shipment to arrive April 30th - May 4th, 2021.  All freight shipped via FedEx will be held at the FedEx Anchorage Hub and delivered directly to the Alaska State Fairgrounds by container on May 5th. There is no forklift available at the Alaska State Fairgrounds so you must package your freight so that it is able to be moved by pallet jack and hand truck. If you are shipping large freight, you need to use Alaska Event Services as your freight forwarder, (907) 345-8789 or info@alaskaeventservices.com 

​Specify on the Air bill: "NO SIGNATURE REQUIRED."   List your company name and booth number as the recipient, in conjunction with the Gathering FedEx shipping address.

​Example:      Company Name - Booth Number

                        Great Alaska Aviation Gathering

                        6050 Rockwell Avenue

                        Anchorage, AK  99502

Please also include a point of contact on the outside of your shipment. If you are using FedEx Ground, allow 10 working days for your delivery to reach Alaska.  This means you must ship by April 21st at the latest.

VERY IMPORTANT!  If you are using another freight company or shipping large freight, you need to use Alaska Event Services as your freight forwarder, (907) 345-8789 or info@alaskaeventservices.com.  This insures that your freight will arrive and depart without getting lost.   Show management and FedEx will not be responsible for your lost shipments.  No shipments will be accepted at the Alaska State Fairgrounds unless special arrangements have been made prior to the show.  Please email us at accounting@alaskaairmen.org with any questions.

Return shipping by FedEx will be available to exhibitors at the close of the show.

Booth specifications:

• • 8 x 10 ft. Indoor Booths include a table, table skirt, and chair. If access to an electrical outlet is needed, contact Alaska Event Services at (907) 345-8789 or info@alaskaeventservices.com. 
  • Outdoor Booths include a 10x10 ft. tent with walls, table, table skirt, chair and an electrical outlet.  Electricity is not available at the airport.  
  • Wi-Fi Service is available throughout the Alaska State Fairgrounds, but is not available at the airport.  
  • 24 hour security provided
  • Note: there is a limit of 2 booths per booth type. Consider multiple booths throughout the venue for maximum exposure

Price and terms:

• • Booth reservations at the Alaska State Fairgrounds are $800 per booth.  Outdoor booths at Palmer Municipal Airport are $500 per booth
  • A signed application and payment in full will guarantee your booth reservation. 
  • Floor plan is subject to change
  • Gathering exhibitor participation is limited to aviation related companies, all exhibitors subject to approval.

Marketing:

• • Direct mailing to all pilots, mechanics and commercial operators in Alaska.
  • Internet, website, radio, news advertising, state and national press releases.
  • Extensive media coverage

Equipment Rental:

Alaska Event Services, Inc. has been selected as the show service contractor for the 2021 Great Alaska Aviation Gathering, to be held May 8th and 9th, 2021 at the Alaska State Fairgrounds and Palmer Municipal Airport in Palmer, AK.

​Note: Any electrical power MUST be arranged through Alaska Event Services, (907) 345-8789 or info@alaskaeventservices.com. 

If you require additional services such as freight handling, electrical service, additional tables and chairs, etc., please refer to Alaska Event Services, Inc.

​DEADLINE FOR REGULAR PRICING: April 21st

**PRICES SUBJECT TO CHANGE**

Visiting Palmer, Alaska? CLICK HERE

The Alaska State Fairgrounds and Palmer Municipal Airport are located 45 miles north of Anchorage on AK-1 Glenn Highway. The towns of Palmer and Wasilla are the largest in the area (referred to as the Matanuska Susitna Valley) and offer lodging nearest to the venue. However, the easy 45-minute commute makes Anchorage a great choice for lodging, as well.

Airline and Car Rental Discounts: CLICK HERE

The Alaska Airmen's Association has been provided exclusive lodging discounts at multiple locations in Anchorage and the Mat-Su Valley! To access our exclusive discounted rates, please CLICK HERE.

Our recommendations based on proximity to Venue:

• Best Western lake Lucille Inn - $106.99 per night - 14.9 miles from venue
  • 1300 West Lake Lucille Drive, Wasilla AK, 99654

• Grand View Inn – $141.99 per night – 11.0 miles from venue
  • 2900 East Parks Hwy, Wasilla, AK, 99654, US

• Alaska Select Inn Wasilla – $101.99 per night – 12.4 miles from venue
  • 3451 East Palmdale Drive, Wasilla, AK, 99654, US

Our recommendations in Anchorage: 

• Courtyard Anchorage Airport - $105 per night - 45 miles from venue
  • 4901 Spenard Road Anchorage, AK 99517
  • CLICK HERE to reserve
• SpringHill Suites Anchorage University Lake - $105 per night - 41 miles from venue
  • 4050 University Lake Drive Anchorage, AK 99508
  • CLICK HERE to reserve
• The Lakefront Anchorage - $119 per night - 45 miles from venue
  • 4800 Spenard Rd, Anchorage, AK 99517
  • CLICK HERE to reserve

If you have any questions or concerns please contact accounting@alaskaairmen.org

Do I need a Special Event Business License?

• All vendors planning to sell products or services at the event must be licensed with the City of Palmer.  The easiest method is to obtain a Special Event Business License.  The application is included in the Vendor Registration form (page 11) and can be processed by the Alaska Airmen’s Association on your behalf.
  • If you choose this method, fill out the application and return with your event registration.  The $10 fee required by the City of Palmer will be added to your vendor registration fees and the physical license will be included in your Exhibitor Packet upon arrival at the event.  
  • You can also file the application directly to the City of Palmer by mailing or emailing the application and payment information ($10 fee).  The application can be found here:  https://www.palmerak.org/finance/page/2021-special-event-business-license
• If your booth exhibit is informational only, no application is required.  You will be covered under the license obtained by the Alaska Airmen’s Association.  
• If your business is already licensed in the City of Palmer, no additional licensing is required.  

Do I need to collect sales tax?

• The City of Palmer requires sales tax be collected on products and services sold within the city limits. The first $1,000 of any sale/transaction is taxed at 3%. You will never collect more than $30.00 per transaction.
  • Certain types of transactions are excluded.  Examples are shown below and a full list can be found in the municipal code: https://palmer.municipal.codes/PMC/3.16.030
  • Examples of exclusions: 
    • Dues or fees to nonprofit clubs, labor unions or fraternal organizations.
    • Sales, rentals and services by or to the United States government, the state of Alaska, or any of their agencies, instrumentalities or any political subdivisions and federally recognized Indian tribes
    • Sales of newspapers or other periodicals.
    • Sales of air, train, boat, cruise line or bus tour transportation, car rentals, accommodations, or admission to entertainment events, where the service is provided outside the city, and fees or commission related to such sales.
    • Sales of aviation fuel (Jet A, Jet B, low lead and others) at the Warren “Bud” Woods Palmer Municipal Airport.

How do I collect sales tax?  

• Sales tax can be added as an additional line item or included in the price of an item.  If included in the price, it should be noted on the invoice and any signage.  See official verbiage from the City of Palmer below: 
  • Sales tax may be collected in one of two methods and notice of the sales tax collection must be posted at seller’s premises:
    • The seller shall add the sales tax to the price or charge for the sale, rental or services, showing the tax as a separate and distinct item on any receipt, invoice, statement of account, or other records of transaction. The sales tax on more than one separately priced item may be shown as a total on the aggregate price of all items sold or rented, or services rendered, in a single transaction.
    • The seller shall include the tax in the sale or purchase price and remit to the city an amount equal to the seller’s gross receipts divided by 1.0 (sales tax number) and multiplied by the sales tax percentage in lieu of stating sales tax separately and adding it to the sales price. If a seller chooses this method, a notice to customers must be displayed, stating, “All prices include the (percent) city of Palmer sales tax.”

How do I remit sales tax?  

• A Sales Tax Remittance Form will be provided in your Exhibitor Packet or can be found here:  https://www.palmerak.org/finance/page/special-event-sales-tax-remittance-form
• Sales Tax Remittance Forms and payment are due in the city office by 5pm on the last business day of the month following the month being reported. They must be in the Palmer office, not just postmarked. For example, Sales Tax from this event would be due in Palmer no later than 6/30/21.  
• Sales tax has to be paid to the city with cash or check only, no credits or debit cards.

More information: 

• The complete Sales Tax Code for the City of Palmer: https://palmer.municipal.codes/PMC/3.16.030
• Contact Information for the City of Palmer Finance Department
  • Phone: 907-745-3271
    Fax: 907-745-0930
    Email: financedepartment@palmerak.org
  • Hours:
    Monday - Friday
    8:00am - 5:00pm AKST

The Alaska Airmen’s Association is here to assist you!  If you have any additional questions or need help processing forms, please contact us at 907-245-1251 or accounting@alaskaairmen.org

CANCELLATION AND REDUCTION POLICY – Cancellation of exhibit space must be made in writing. Exhibitor cancellation notices received by Alaska Airmen’s Association before March 15^th 2021, will be processed promptly and paid exhibitor fees will be refunded. Cancellations made on or after March 15^th 2021, are subject to the Alaska Airmen’s Association approval and will be issued a maximum refund of 80%. NO REFUNDS will be made if cancellations are made within 10 days of event.

Call us at 907-245-1251  or email as at accounting@alaskaairmen.org.

General Parking Directions and Entrance to Event (Red Parking Lot)

Alaska State Fairgrounds to Palmer Municipal Airport

Fairgrounds Layout

Raven Hall Floorplan

Craig Taylor Pavilion Floorplan