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Arena Booth Guidelines

MINI ARENA - 10'D x 19'10 1/4" W x 8'1/8" H

Includes the following:

• Exhibition Space of 10'D x 19'10 1/4" W x 8'1/8" H

• 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.

Booth Rendering SUBMISSION

A sketch or rendering of your booth design is required to be submitted to ops@hallofflowers.com at least 45 days before show day. 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

• Sketch of planned layout

• White Wall - using the provided wall or bringing your own

Exhibiting Brand(s) Submission

Please confirm the names of the brand(s) you will be showcasing in your booth by completing the form sent to your team’s Point of Contact. This form can be found in the weekly deliverables email sent starting 45 days before show day! Your submission will play a crucial role in highlighting your exhibiting brand(s) across various show-related marketing materials, including the Hall of Flowers website, the Week in Flowers newsletter, show guides, and other promotional content.

If you have not submitted your Exhibiting Brand(s), we kindly ask you to update our records following the submission guidelines provided below

• Arena Booths may list up to eight (8) exhibiting brand names.

• Mini Arena Booths may list up to four (4) exhibiting brand names.

Booth Display Rules

Arena Booth ENHANCEMENTS

FURNITURE RENTALS

Please contact Becca Pechbrenner to inquire about rental items and book your furniture delivery - bpechbrenner@bright.com.

BOOTH WALL GRAPHICS

You will need to submit your booth rendering at least 45 days before show day for approval. Once approved, you will be connected with our graphics partner to begin the next step for your backwall graphic.

All files must be submitted no later than 21 days before show day. Graphics should be in PDF format & flattened.

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 information 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 Monday, 9/8. 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 at least 7 days prior to show day. 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 - Monday, November 2nd, 9:00am-4:00pm

• Freight receiving during load-in will be accepted between 9:00AM-4:00PM.

• No freight will be accepted after 4:00PM.

• 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. $500 per pallet/crate.

• 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 Cal Expo
  1600 Exposition Blvd,
  Sacramento, CA 95815

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 - Friday, September 12, 9:00 AM - 4:00 PM

• Return freight pickup should be scheduled for Friday between 9:00 AM-4:00 PM PST. 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 be transported to your transportation vehicle at your scheduled pick-up time on Friday.

• 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. 

Booth Set-Up

Tuesday, November 3rd, 10:00am-4:00pm

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 Monday between 9:00AM-4:00PM. Please review the Exhibitor Freight section above for more information.

• Structural booth setup, booth decorating & final touches will take place on Tuesday from 10:00AM-4:00PM. No structural setup is allowed on Wednesday Morning, 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 before the show. Any additional vehicles will park at the main event parking lot.

• 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 4:00PM on Tuesday. Crate/pallets with loose items will be treated as garbage & disposed of.

• No one is allowed in the venue past 5:00PM (unless prior approval has been granted). So please plan accordingly!

• Absolutely no setup is allowed on the morning of Show Day 1 (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.

Breakdown

Thursday, November 5th, 5:00pm - 8:00pm

• Booth breakdown is prohibited before the close of the show on Thursday, after Show Day 2. Please plan your travel accordingly.

• Any crates/pallets that have been stored with Hall of Flowers will be returned to your booth after the closing time of the show.

• Breakdown must be complete by 8:00PM.

• Outbound freight pick-up should be scheduled for Friday between 9:00AM - 4:00PM PST. 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.

Video Guide and Q&A Schedule for Arena and Mini arenas

Click here at 10am PST to join the live Q&A on one of the the following dates

Thursday at 10am on September 17 or October 1