EXHIBITOR MANUAL

Exhibition Space of 18’ D x 20” W x 8’ H (See rendering above for exact dimensions)
Interlocking side & back white hardwalls
Fully customizable space for you to create your own unique branding experience.
1 outlet with 20 amps of power at the rear of your booth.

Includes the following:

Exhibition Space of 10’ D x 20’ W x 8’ H (See rendering above for exact dimensions)
Interlocking side & back white hardwalls
Fully customizable space for you to create your own unique branding experience.
1 outlet with 20 amps of power at the rear of your booth.

REQUIRED SUBMISSION

A sketch or rendering of your booth design is required to be submitted to onboarding@hallofflowers.com by August 6th, 2024. You will not be permitted to exhibit if a final exact rendering isn’t received.

Booth designs should include:

Overall dimensions
Detailed description of all materials
Images or Renderings (Optional)
Take a look at our online gallery to see some great examples of past season buildouts.

Booth Display Rules

Fire Department Regulations
Please see Fire Regulations below to ensure all custom fixtures abide by Fire Department Regulations.

Electricity
Each booth will receive one (1) outlet with 120V 20 amps of power at the rear of your booth compliments of Hall of Flowers.

Exhibitors are responsible for supplying their own power strips & extension cords.

If you require more than the 120v 20 amps of power, please fill out this form.

Low Tack Vinyl
We allow 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.

We recommend using blue painter’s tape in between velcro or double-sided tape and the wall to prevent damage to the wall.

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 experience@hallofflowers.com by August 19th to confirm this activation.

Flooring
Exhibit halls are equipped with commercial-grade rubber flooring or polished concrete. No additional flooring is needed. Any additional floor covering (carpet, astroturf, decals, laminate, wood, etc.) must not exceed your booth footprint.

Note: The thickness of any added flooring should be deducted from the overall booth height dimensions of 96” (e.g. If the floor is 1” thick, then the height restriction should be 95”.)

Exhibitors are responsible for removing & disposing of all additional flooring material. Nothing may be left in the booth after load out. Cleaning fees will be assessed if any decals, carpet tape, duct tape, etc. are left in booth after load-out.

Booth Footprint
In order to keep sight lines within the show clear, no decor or display items shall extend beyond your booth footprint.

Mini Arena standard footprint:
9’ 1 5/8” D x 19’ 6 1/4” W x 8’ H

Arena standard footprint:
18’ 3/4” D x 19’ 6 1/4” W x 8’H

Any oversize booth displays will need prior approval from HOF.

Wall Hanging
White Walls shall not sustain any damage greater than a #8 drywall screw. Use of larger screws, wall anchors, or cutting walls is strictly prohibited. If you're seeking to hang anything that is not low-tack vinyl/sticker material, please contact experience@hallofflowers.com for detailed wall mounting instructions.

Please note that anything you hang must be fully removed (and patched where necessary) by yourself at the time of booth breakdown. Any damage caused to the white walls will be billed accordingly.

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.

Food or Beverages
Absolutely no food or beverages, including non-medicated cannabis samples, may be distributed or sold at the show without a temporary food facility (TFF) permit issued by the local County Health Department, and prior written approval from HOF. Please contact onboarding@hallofflowers.com for more information.

LED Screens & Video Walls
No LED Screens or Video Walls are permitted.

Fire 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.

Upholstered Furniture
Any paper or fabric used in displays or exhibits shall be inherently fire retardant or be treated with an approved fire-retardant solution by a California State licensed applicator. Documentation in the form of a Certificate of Fire Retardancy shall be maintained on-site and be available during any inspection. All such treated material shall be maintained fire retardant throughout its intended use.

Upholstered furniture shall conform to TB 116 and TB 117 and shall have a label permanently attached to the article, in plain view. The minimum size of the label shall be 2 x 3 inches and the minimum size of the type shall be one-eighth of an inch in height. All type shall be in capital letters.

Tents, Canopies & Overhead Membrane Structures are strictly prohibited indoors.

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.

3. Arena Booth ENHANCEMENTS

FURNITURE RENTALS

Due to parking & venue limitations, we are unable to accept deliveries from furniture rental companies at show site. All rented furniture should be transported to the show site with your other booth materials.

Bright Event Rentals is authorized to deliver exhibitor event rentals to the show site on Wednesday, September 18th between 12pm-4pm and pick-up on Sunday, September 22nd between 12pm-4pm. We recommend placing your rental orders with Bright before Friday, September 13th to ensure items are in stock.

To inquire about rental items, or book your furniture delivery with Bright, please contact Becca Pechbrenner - bpechbrenner@bright.com.

BOOTH WALL GRAPHICS

Arena Booth Wall Graphics $2,250.00 plus tax, includes:

Graphics printing for 3 standard-size Arena booth walls in Matte Vinyl (other finishes available at additional cost)
Installation of graphics before your arrival
Removal of graphics post-event

Mini-Arena Booth Wall Graphics $1,600.00 plus tax, includes:

Graphics printing for 3 standard-size Mini-Arena booth walls in Matte Vinyl (other finishes available at additional cost)
Installation of graphics before your arrival
Removal of graphics post-event

To book your booth wall graphic package, please contact Kevin, at 707.571.8911, fastsigns.53@fastsigns.com.

All files must be submitted by September 6th, 2024 to fastsigns.53@fastsigns.com. Graphics should be in PDF format & flattened.

Payment is to be made directly to FastSigns, pricing may vary based on booth size. Graphics submitted after September 6th are subject to additional rush fees.

4. Exhibitor Freight

For the delivery of booth materials and other items at Hall of Flowers, it is important to note that no vehicles will be able to park within the show footprint. Exhibitors will be provided with parking passes for the designated parking lot closest to the exhibit hall where your booth is located.

Hall of Flowers is offering Freight receiving for Arena Booths, Mini Arena Booths, and Outdoor Booths to aid Exhibitors in an efficient & pleasant set-up experience.

Freight deliveries of booth materials will be accepted on the show site on Wednesday, 9/18. All freight shipments must be palletized and labeled with the exhibitor's name and booth number (please use the inbound shipping label provided below).

All freight shipments must be scheduled with show management by Friday, September 13th. This is crucial to ensure that deliveries are properly coordinated and to avoid confusion or delay in the delivery process.

Due to the absence of a loading dock on site, please ensure your shipping provider equips the delivery with a lift gate, pallet jack, or alternative method for rear truck access, enabling forklift assistance.

Please follow the guidelines below to make certain that your booth materials are delivered and received in a timely organized manner.

Standard Freight Receiving - Wednesday, September 18th 9am-4pm

Freight receiving during load-in will be accepted between 9am-4pm.
No freight will be accepted after Wednesday, September 18th after 4pm PT.
Material handling services are included for up to (2) two standard crates/pallets per arena booth, and up to (1) one standard crate/pallet per mini arena booth.
A standard crate/pallet shall not exceed 4’L x 4’W x 8’H, & 2,000lbs.
Additional crates/pallets and oversized crates/pallets will be charged for material handling. Rate structure is based on freight dimensions per pallet/crate.
- 4’ L X 4’ W X 8’ H = $400
- 4’ L X 6’ W X 8’ H = $500
- 8’ L X 4’ W X 8’ H = $700

All shipments must be palletized. Loose shipments are subject to a minimum $500 handling fee.
All shipments MUST have Inbound Freight Shipping Labels attached to every crate/pallet (see Freight Shipping Labels below).
It is your responsibility to communicate all relevant information to your shipping/freight company of choice. It is your responsibility to ensure that they have the correct delivery dates/times, delivery address, delivery map, etc.
Shipping Address:
Hall of Flowers
c/o Santa Rosa County Fairgrounds
2015 Aston Avenue
Santa Rosa, CA, 95404

Inbound Freight Shipping Label

PLEASE NOTE: You MUST print, complete, and ATTACH at least two physical copies of the Freight Shipping Label below to the outside of every item you are shipping to the venue. These labels must be clearly visible and are essential as they will allow us to know what booth to place your products in and which company they belong to.

*Failure to properly label your items, may result in delays in your booth material being delivered to the proper booth space in time for load-in.

Outbound Freight Pick Up - sunday, September 22 9AM - 4PM

Return freight pick up should be scheduled for Sunday, September 22 between 9am - 4pm PT. It is your responsibility to make arrangements with your chosen freight company to arrive within this timeframe.
All outbound freight shipments must be palletized. Loose shipments are subject to a minimum $500 handling fee. Exhibitors are responsible for supplying
Exhibitors are responsible for providing all materials needed to repalletize and crate your booth materials for shipment.
Once breakdown is complete, all outbound crates and pallets should be left in your Exhibitor Booth and they will transported to your transportation vehicle at your scheduled pick-up time on Sunday, September 22nd.
All outbound freight MUST BE LABELED (please see LOAD OUT Shipping Label below. These LOAD OUT Shipping Labels will be available upon request, please ask your EXHIBITOR PA’s if you need printouts).

Outbound Freight Shipping Label

PLEASE NOTE: You MUST print, complete, and ATTACH at least two physical copies of the Freight Shipping Label below to the outside of every item that is being picked up from the venue. These labels must be clearly visible.

*Failure to properly label your items, may result in delays in your booth material getting to the proper freight carrier in time for your scheduled pick-up.

5. Show Rules & Regulations

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 closing time 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 the show premises. Violation shall be grounds for removing the Exhibitor and exhibit from the Show without a 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 DEPARTMENT 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.

6. Payment

Your contract is activated once the deposit is received, you will not be listed on the website, show guide or any other materials until then. You will not receive your booth assignment or be placed on the show map until full payment is received.

50% of invoice is due within 1 week of signing the contract.
The remaining balance is due 45 days before the show (August 6th).
Payment instructions can be found on your invoice. Please indicate your invoice number on all forms of payment.
The only acceptable forms of payment are checks and ACH/wire transfers. We do NOT accept credit cards, cash or money orders.
Please be sure to make all payments out to CLTV8, LLC.

7. Insurance

All partners must provide Hall of Flowers with their Certificate of Insurance (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 Hall of Flowers does not maintain insurance covering the exhibitor’s property and it’s the responsibility of the exhibitor to obtain such insurance.

COIs must be sent to onboarding@hallofflowers.com by Friday, September 6th, 2024.

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

c. One Million ($1,000,000.00) Dollars with respect to damage of property and coverage for contractual, copyright infringement, operation of mobile equipment, products 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) Description of Operations shall read as follows:

Hall of Flowers Santa Rosa
September 20-21, 2024
1350 Bennett Valley Rd.
Santa Rosa, CA 95404

Certificate Holder is named additional insured with respect to the above events where required by written contract.

4) Certificate Holder shall read as follows:

CLTV8 LLC dba Hall of Flowers
5737 Kanan Road, #518
Agoura Hills, CA 91301

If you are performing in-booth retail or have multiple brands in your booth, please be sure to list all participants on your COI. Providing a valid COI is the responsibility of each Exhibitor.

Suggested firms to contact: (Hall of Flowers does not work directly with the companies listed below & receives no benefit, financial or otherwise, for recommending these insurers’ services.)

OG Cannabis Insurance

Matrix Insurance & Benefits, Inc.

Cannabis Insurance Services

8. Booth Set-Up

Wednesday, september 18th 12pm - 6pm
Thursday, september 19th 11am-5pm

All large booth items that do not fit in a personal vehicle must be palletized & shipped directly to the venue. Exhibitor Freight receiving will take place on Wednesday, September 18th between 9am-4pm. Please review the Exhibitor Freight section above for more information.

Structural booth setup will take place on Wednesday, September 18th, 11am-6pm. Booth decorating & final touches on Thursday, September 19th, 11am - 5pm. No structural setup is allowed on Thursday, final touches only.
Arena booth packages include Personal Vehicle Passes to access the parking lot nearest to your booth space. Personal Vehicle passes will be emailed directly to the load-in contact on the Tuesday before the show. Any additional vehicles will park at the main event parking lot by the event entrance.
Vehicles arriving at the venue without a Personal Vehicle Pass will be redirected to the main event parking lot.
Personal Vehicles are defined as sedans, SUVs, pick-up trucks, vans, and other vehicles designed for passenger use. Vehicles that are not permitted on the show site include trailers, commercial vans, box trucks, bobtails, stake beds, etc.
We recommend bringing your own dollies/carts for loading & unloading booth material, however, Hall of Flowers will have some carts/dollies available at the Exhibitor Office.
Hall of Flowers will provide storage for empty crates & pallets. Cardboard boxes, totes & small containers must be returned to your personal vehicle.
Hall of Flowers will provide empty labels to identify your crates & pallets for storage. All empty crates & pallets MUST BE labeled and placed in the aisle by 4pm on Thursday Sepetember 19th. Crate/pallets with loose items will be treated as garbage & disposed of.
No one is allowed in the venue past 5:00pm on September 19th (unless prior approval has been granted). So please plan accordingly!
Absolutely no setup is allowed on the morning of Friday, September 20th (subject to penalization).
If you are hiring a 3rd party company to set up your booth/activation, please share all relevant materials with them as it is not our responsibility to inform 3rd parties of show regulations, etc.

9. Breakdown

sunday September 22nd, 9am - 4pm

Booth breakdown is prohibited before close of show on Saturday, Septmeber 21st. Please plan your travel accordingly.
Breakdown on Sunday, September 22nd is going to be a very busy period with all of our Exhibitors loading out during a short period of time. We will NOT be able to allow vehicles into the venue until it is safe to do so. Please plan accordingly.
Any crates/pallets that have been stored with Hall of Flowers will be returned to your booth after closing time of the show on September 21st.
Breakdown must be complete by 4:00 PM on Sunday, September 22nd.
Outbound freight pick-up should be scheduled for Sunday, September 22nd between 9am - 4pm PT. Please see the Exhibitor Freight section above for more information.
All outbound freight NEEDS TO BE LABELED. LOAD OUT Shipping Labels will be available upon request, please ask your EXHIBITOR PA’s if you need printouts.
EVERYTHING must be removed from the show site, including cannabis waste. It is the exhibitor’s responsibility to remove & dispose of all additional flooring, vinyl wall & floor graphics, etc.
Place all non-cannabis trash into the nearest trash receptacle.
Nothing can be left at the venue, besides packed exhibitor freight, after breakdown concludes.

10. Parking

Please drive safely on your way to Hall of Flowers and be considerate of the local community. We are guests in Santa Rosa, unlawful speeding, parking, jaywalking, littering & loitering could threaten the future of the event.

Event parking is located at 1350 Bennett Valley RD., Santa Rosa CA 95404
A designated Exhibitor parking lot closest to the exhibit halls will be accessible with a Personal Vehicle Pass issued by Hall of Flowers.
Personal Vehicle Passes will be emailed to the main point of contact via Eventbrite on the Tuesday prior to the show. Please see Set Up & Breakdown for more information.

Please be advised that all persons entering the Parking lot do so at their own risk and neither Hall of Flowers, the venue, nor any person acting on its behalf is in any way responsible for any loss or damage to vehicles and their contents left within the Parking lot.

If your vehicle is damaged in any way whilst in the Parking lot, or should you lose the vehicle or any of your personal possessions from it whilst it is in the Parking lot, please take the following steps: 1- Report any incident of theft to the police, 2- Notify your insurers promptly if any damage or loss is suffered, 3- Notify Hall of Flowers before the vehicle is removed from the premises, at info@hallofflowers.com.