Hall of Flowers | B2B Premium Cannabis Trade Show
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SEPTEMBER 18th - 19th, 2019
SONOMA COUNTY FAIRGROUNDS

 

EXHIBITOR’S MANUAL

 
 

IMPORTANT SUBMISSION DATES


ASAP
- Submit deposit (50% of invoice) per contract & send brand logos to ops@hallofflowers.com

August 18th - Arena Booth Rendering & Design Submission 

August 21st - Boutique #2 & Boutique Plus Meter Board Graphics Due

September 4th - Eventbrite Promo Codes for Exhibitor Tickets Released to Primary Contact 

September 4th - Load-in Information will be sent to Exhibitors

September 11th - Booth ID Registration Due (see p 2)

September 11th - Certificate of Insurance due (see p 13) 

September 11th - Electricity orders for Boutique & Boutique Plus booths are due

September 16th - Exhibitor Ticket Registration Deadline 

September 16th - Arena Booth Set Up begins

September 17th - Set Up for all Exhibitors 

September 18th - 19th Hall of Flowers Show Time 

 

SHOW DETAILS

Sonoma County Fairgrounds
1350 Bennett Valley Road, Santa Rosa, CA 

Wednesday, September 18th  11AM - 6PM
Thursday, September 19th  11AM - 6PM

Arena Booth Set Up
Monday, September 16th 4PM - 8PM

Boutique & Boutique Plus Booth Set Up
Tuesday, September 17th 12PM - 6PM

Breakdown / Load Out
Thursday, September 19th  6PM - 8PM
*should you need additional time for breakdown, please contact us in advance for pre-approval 

 

BOOTH ID REGISTRATION

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On Monday, August 26th you will be sent a form in which you will submit the text of your Exhibiting Brand name/s to be printed on your Booth ID sign. Please submit this form by Wednesday, September 11th

  • Boutique Booth are able to list up to 2 brand names

  • Boutique Plus Booths are able to list up to 4 brand names. Two brands will be on the left-hand side. The other two on the right. 

 

EXHIBITOR & GUEST PASSES 

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Promo codes will be released on Wednesday, September 4th for you to redeem your allotted tickets through our website via Eventbrite. This code will be sent to the primary email / point contact as listed on your contract. 

  • Boutique booths will receive (4) Exhibitor passes and (2) Guest passes

  • Boutique Plus booths will receive (8) Exhibitor passes and (2) Guest passes

  • Arena booths will receive (12) Exhibitor passes and (4) Guest passes

Deadline to redeem your tickets is Monday, September 16th at 8pm. If you do not register your tickets by then, there will be an onsite penalty fee. Please note that if you purchase a ticket rather than using the provided promo code, we are unable to grant reimbursements. 

 

BOOTH DISPLAY RULES

The following regulations are set to keep the show floor clean & consistent. Exceptions are only allowed when pre-approved in writing by show management.

 
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Boutique Booth Height Limit

Boutique and Boutique Plus Booth walls are 5’6” tall. NOTHING may extend above the top of the wall.

Arena Booth Height Limit

Arena Booth walls are 8' tall.
NOTHING may extend above the top of the wall.

 
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Booth Walls

NOTHING can be attached to, stuck on, draped over, leaning against, or touching booth walls or shelving in any way.
NO EXCEPTIONS.

 
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Booth Fixtures

The following are allowed: floral, small props, framed photos that fit on shelves or table top. Nothing can be applied to, attached or adhered to shelving units, writing tables or stools.

 
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Custom Fixtures

Custom fixtures are NOT ALLOWED in Boutique booths. Any custom fixtures must be approved by Show Management. Please send color images & dimensions to Ops@HallofFlowers.com. If said items are not pre-approved, show management reserves the right to remove items from the floor.

 
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Electricity

One outlet with five amps of power is available for a fee of $250. Please email Ops@hallofflowers.com for your requests. No Later than September 11th.

 
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Internet

Hall of Flowers provides WiFi free of charge to all Exhibitors onsite. 

 
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Marketing Materials

ALL printed marketing materials MUST comply with The Bureau of Cannabis Control. Distribution of marketing and promotional materials is strictly limited to inside the Exhibitor’s booth space. Exhibitor staff or representatives may NOT place or distribute materials of any kind outside of their booth space. Materials include but are not limited to fliers, postcards, brochures, stickers & promotional materials of any kind.

 
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Sound

Music, amplified sound or audio of any kind is not allowed. If you have a video playing the sound must be turned off. You can use headphones if you want attendees to hear audio from promo videos, etc.

 

BOUTIQUE BOOTH

9’D x 10’W

OPTION 1

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OPTION 2

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*Meter Board Graphics - Please see design & submission specs (p 12) 


BOUTIQUE PLUS BOOTH

9’D x 20’W

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*Meter Board Graphics - Please see design & submission Specs (p 12)

 

ARENA BOOTH

18’D x 19.5’W

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Fully customizable - empty space for you to create your own unique experience within booth parameters (Take a look at our online gallery to see some great examples of past season build outs)

  • Height limit - Nothing in the booth can be taller than 8’ in order to keep sight lines within the show clear

  • Electricity - each booth will receive 1 outlet with 5 amps of power compliments of Hall of Flowers

  • Low tack vinyl - We allow for low tack vinyl / stickers to be applied to the Arena booth walls. Any other means of wall-hanging will have to be pre-approved. All material MUST be taken down by Exhibiting staff during breakdown. Any remaining damages will accrue appropriate charges upon inspection.

  • Painting walls - Arena Booth walls can be painted for a $1,500 charge, as this is the accrued cost that we are charged from the producers. Send an email to ops@hallofflowers.com by September 11th to confirm this activation.

REQUIRED SUBMISSION - Please send complete booth design layout, including a detailed description of all  materials you will be bringing and any relevant images to ops@hallofflowers.com by August 18th, 2019.

Booth Build Out & Furniture Rental Suggestions: (although we don't work with any of these companies directly) 

 

SET UP

Boutique & Boutique Plus Booth Set Up
Tuesday, September 17th 12PM - 6PM


Arena Booth Set Up
Monday, September 16th 4PM - 8PM & Tuesday, September 17th 12PM - 6PM

Load In

  • Detailed information on specific load in instructions will be provided by September 4th

  • Please be sure to bring your own dollies/carts to transport your booth fixtures to your booth.

  • No one is allowed in the venue past 6:30PM on Sept. 17th (unless permission is earlier granted) so please plan accordingly!

Parking

  • Each Boutique and Boutique Plus Booth will receive (1) parking pass for the onsite lots located next to the Exhibitor buildings

  • Arena Booths will receive (2) parking passes for the onsite lots located next to the Exhibitor buildings

  • Plenty of general parking will be available in the surrounding lots throughout the fairgrounds

Security

  • Security guards will be monitoring the fairgrounds during set up, show days, and throughout the evenings until the last day of breakdown. However, please do not leave any valuables or cannabis goods in your car.

 

BREAKDOWN

Thursday, September 19th  6PM - 8PM

  • You may not start breaking down your booth until show close at 6:00 PM on Thursday, September 19th. Plan your travel accordingly.

  • Empty boxes, bags, etc stored with Hall of Flowers will be returned to your booth within 1 hour of show-close.

  • Nothing can be left at the venue after the last day of the show has ended, after 9pm, September 19th.

  • Remove everything (bold) completely out of the site, including cannabis waste.

  • If you are shipping any items with USPS, UPS, FedEx, do not schedule pick-up from venue. You must drop it off at the nearest affiliate mailing center.

  • Place all non-cannabis trash into the nearest trash receptacle.

  • Move out must be complete by 9PM on Thursday, September 19th.

 

FIRE DEPARTMENT REGULATIONS

Inherently Fire Retardant or Flame Retardant Treatment

  • All decorations, drapes, signs, banners, plastic displays, hay, straw, moss, split bamboo and other similar materials must be flame retardant to the satisfaction of the fire department and the state fire marshal.

  • Table coverings must be flame retardant  treated unless they lay flat, with an overhang no greater than 6”.

  • Oilcloth, tar paper, sisal paper, nylon, orlon and certain other plastic materials cannot be made flame retardant and their use is prohibited.

  • A certificate of flame resistance shall be available for review by the fire marshal or on file with the fire marshal for all decorative materials. This is the responsibility of the exhibitor to have their fire paperwork available & in order.


Combustibles
Literature on display shall be kept limited to reasonable quantities. Reserve supplies shall be kept in closed containers and stored in a neat and compact manner.

No cardboard boxes or any other combustible materials may be stored on top of or near any electrical wiring  in the spaces behind the back-wall drapery (booth) or behind any display.

Obstructions
Aisles designated on approved show floor plans shall be kept clean, clear and free of obstructions. Booth constructions shall be substantial and fixed into position in specified areas for the duration of the show. Chairs, easels, signs and demonstration areas shall not be placed beyond booth areas into aisles.

 

BOOTH GRAPHICS

 

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All Boutique Option #2 and Boutique Plus Booths are provided (1) Meter Board free of charge. Please be sure to follow the below design and submission guidelines in due time.

For Boutique Booths, we encourage you to be mindful of the 9' x 10' booth space and focus your graphics on the upper half due to the placement of the board in booth. 

 

Meter Board Graphic Specs: 

  • Sign is 38” W x 66” H.

  • Center Bottom 14” W X 4” H will be covered due to the sign holder.

  • Do not include main graphics in the center bottom area.

  • Please see template

  • DO NOT INCLUDE BLEED

Quality and submission guidelines:

  • Submit graphic file to graphics@hallofflowers.com

  • Last submission date - Monday, August 19th

  • Resolution 150dpi

  • Submit as .pdf or .jpg file as your brand name in all caps.
    (ex. "BRAND_NAME.pdf" or "BRAND_NAME.jpg")

  • Make sure all images are embedded and all fonts are outlined

  • Art on 1 layer, Not Locked

  • CMYK prole, Not RGB

SHOW RULES &
REGULATIONS

 
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Admission Policy
Admission is 21 and older. Hall of Flowers shall have sole control over admission policies at all times.

General Safety
Exhibitor agrees to comply with local ordinances and Show Management rules regarding health, fire prevention and public safety. If inspection of an Exhibitor’s booth discloses a failure to comply with any applicable law, code or regulation, or if Show Management determines that all or any part of an exhibit presents a fire hazard or other danger, Show Management may cause the removal of all or a portion of such exhibit at the Exhibitor’s expense. Exhibitor accepts full & sole responsibility for any injury or damage to property or persons resulting from failure, knowingly or otherwise, to distribute the load of its exhibit material in conformity with the maximum floor load specifications.

Booth Tidiness
All booths must meet the minimum requirements for neatness and tidiness. Hall of Flowers is entitled to insist on changes to booth design in this regard. Exhibits that cause disruption to the event due to appearance, smell, noise, vibrations or similar properties, & particularly because they pose a hazard or inconvenience to other exhibitors or visitors, or to the exhibits of other exhibitors, must be removed should Hall of Flowers management make such a request. If the exhibitor fails to comply immediately with this request, Hall of Flowers shall be entitled to remove the exhibits in question at the expense & risk of the exhibitor, or to shut down the exhibitor’s booth without being held liable in any way for claims against it by the exhibitor.

Aisles
The aisles, passageways and overhead spaces remain under the control of Hall of Flowers, and no signs, decorations, banners, advertising matter or exhibits will be permitted in those areas except by written permission of the HOF. All exhibitors and personnel must remain within the confines of their own spaces.

Space
The space contracted for is to be used solely by the Exhibitor whose name appears on the Contract and no portion can be sublet or assigned without receiving written permission from Hall of Flowers. The Exhibitor shall forfeit right to the space, all prepaid rentals and, upon demand, pay any rent balance owing to the Hall of Flowers for failure to occupy or use the space or to have the exhibit completed and in place by the opening of the Show. Hall of Flowers reserves the right to relocate the exhibitor.

Security
Show Management provides perimeter guard service during the show & while the exhibit hall is closed. Exhibitor agrees that Hall of Flowers is not liable for anything its guard service, or facility security does or fails to do. This includes, but is not limited to, damage, theft, or loss sustained by exhibitor, exhibit or representatives. Exhibitor will not be allowed into the exhibit area after show hours. Exhibitor should consider arranging security for its specific booth space for either during or after show hours.

Load Out / Merchandise Removal
Nothing can be removed from the Facility until 6:00 PM on the last date of the Show. No exhibits or parts of an exhibit may be removed until after the closing time of the Show. At this time, all exhibitors should remove all valuable items from their displays.

Alcoholic Beverages
Exhibitors and their employees, agents and guests shall not consume any alcoholic beverages ANYWHERE on show premises. Violation shall be grounds for removing Exhibitor and exhibit from the Show without refund.

Restrictions
Hall of Flowers reserves the right to restrict or remove exhibits, without refund, that have been falsely entered, or are deemed by Hall of Flowers unsuitable or objectionable. This restriction applies to, but is not limited to, noise, P.A. systems, persons, animals, birds, things, conduct, printed matter, or anything of a character that might be objectionable to the Show or Hall of Flowers.

ALL EXHIBITS MUST COMPLY WITH THE BUREAU OF CANNABIS CONTROL, CITY ORDINANCES, REGULATIONS AND FIRE MARSHALL INSTRUCTIONS.

Storage
Fire Marshall Regulations prohibit the storage of boxes, crates, packing material, etc., and not more than a one-day supply of literature at your display. We will have stickers for you to label your empty boxes and crates which will be picked up from the aisle of your booth at the end of Set Up Day, stored on premise and returned to your booth at the beginning of Breakdown. Please note ONLY EMPTY boxes and crates will be stored. You will not have access to this material until we return them at the end of Day 2.


INSURANCE

 

All partners must provide Hall of Flowers with their COI. Anyone who is bringing materials into the venue, setting up, and staying to work the event needs to submit a COI. Below are our venue’s requirements. Exhibitors and their outside contractors understand that neither Sonoma County Fair and Exposition Inc. nor Hall of Flowers maintain insurance covering the exhibitor’s property and it’s the responsibility of the exhibitor to obtain such insurance. 

COIs are due to ops@hallofflowers.com by Wednesday, September 11th, 2019.

1) Commercial General Liability including
a. One Million ($1,000,000.00) Dollars for each occurrence, combined single limit for bodily injury to any one person and in any one occurrence 
b. Two Million ($2,000,000.00) Dollars with respect to injuries to more than one person in any one occurrence and 
3. One Million ($1,000,000.00) Dollars with respect to damage of property and coverage for contractual, copyright infringement, operation of mobile equipment, products and host liquor liability;

2) Worker’s Compensation and Employer's Liability 
a.  Worker’s Compensation Insurance in accordance with statutory requirements;
b.  Employer’s Liability Insurance with limits of not less than One Million ($1,000,000.00) Dollars per accident;

3) Additional Insured Parties for General Liability shall read as follows:
“HALL OF FLOWERS / SEPTEMBER 18th-19th, 2019”

The Sonoma County Fair and Exposition Inc., Harvest Fair Association of Sonoma County, the County of Sonoma, their officers, agents and employees shall be endorsed as additional insureds for liability arising out Licensee’s ongoing operations.

Suggested firms to contact: (although we do not work with these companies directly. COI's is the responsibility for each Exhibitor)

DiNicola Insurance Services, LLC
ACT Insurance


CONTACT

 

Exhibitor Operations

ops@hallofflower.com

Delia Flanagan
delia@hallofflowers.com

Sales

Eric Bello
eric@hallofflowers.com

Retail Relations

Diego Quintero
diego@hallofflowers.com

Production

Samantha Varner
samantha@hallofflowers.com

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