Cannabis GUIDELINES
Cannabis Delivery Service
Welcome to Hall of Flowers' first show in New York! Over the last seven years, we've developed an innovative system that allows every brand with a booth to provide product samples to the hundreds of retail buyers who attend our trade shows. For our New York debut, we're partnering with a licensed retail delivery service to ensure full compliance with OCM regulations while maintaining the seamless experience you expect from Hall of Flowers.
It is imperative to note that under no circumstances may cannabis be given away for free at the event and exhibitors found in violation of any Office of Cannabis Management (OCM) regulations will be subject to citations, fines, license revocation, and immediate removal from participation in the event.
By having your cannabis products available through our licensed delivery Retail Partner, Trends, your sales team can focus entirely on building relationships and closing deals, while outsourcing the responsibilities of product storage, order fulfillment & regulatory compliance.
To have your Cannabis Goods for Sale (CGFS) available through the Retail Partner, please follow the guidelines and abide by the deadlines below. Exhibitors who do not follow these steps risk having their CGFS rejected by the HOF Distribution Partner and/or Retail Partner.
How the Cannabis Delivery System Works
Our streamlined sales process ensures compliant transactions while giving you control over product distribution through a convenient retail delivery model.
The Voucher System: You provide your cannabis products to our Distribution Partner, Nabis, 1-2 weeks before the show for $0.01 per unit. In exchange, the delivery service provides you with unique Product Vouchers or QR Codes per SKU for you to distribute. Retail buyers can only purchase cannabis products through the Retail Partner by presenting a product voucher/QR code they've received directly from you.
Your Control: You have complete discretion over voucher distribution at your booth. Whether you're rewarding loyal customers, generating new leads, or building brand awareness, you decide who receives your product vouchers. This system allows you to maintain direct customer relationships while leveraging our compliant delivery infrastructure.
Inventory Management: It's essential to track the number of vouchers you distribute, as the Retail Partner will only have the exact quantity of units you've provided. Once your inventory is claimed through vouchers, no additional products will be available for purchase.
Retail Delivery Process: During the show, retail buyers use your vouchers to place orders online through the delivery service platform. Orders are fulfilled within approximately 2 hours of order placement, delivering directly to a pick-up location within the showsite.
Pricing Structure: Retail buyers purchase products for $3 per item using your vouchers. This standardized pricing covers all operational costs, regulatory compliance, and required taxes including local cannabis taxes and sales tax, ensuring full legal compliance for every transaction.
Important: As the brand/exhibitor, you are responsible for paying the excise tax on your products, not the Retail Partner.
IMPORTANT DATES
Deadline to submit cannabis product SKUs to the Retail Partner
Product Intake at Rochester Nabis Distribution facility, by appointment only. (9am-4pm)
Product Intake at Bronx Nabis Distribution facility, by appointment only. (9am - 4pm)
Steps to Using the Cannabis Delivery Service
1. DETERMINE YOUR PRODUCT SAMPLE ALLOTMENT
You may bring up to your maximum allotment limits as determined by your booth type (see chart below), however, we strongly recommend bringing only the quantity of product you realistically expect to sell during the two-day event.
Important: New York regulations require that promotional pricing offered on any SKU be made available to all retailers in the state while inventory lasts. Plan your product offerings strategically.
2. Submit Product Information to the Retailer
To have your Cannabis Goods for Sale (CGFS) available through the licensed retail delivery service, exhibitors must complete the Product Upload Form no later than Wednesday, September 24th. This form will be emailed to the point of contact indicated on your contract with Hall of Flowers.
To complete the Product Upload Form you will need the following information:
Brand Name, Product Name, Product Weight, MG of THC for each SKU
Product Description for each SKU
Product Image for each SKU in JPG/JPEG or PNG format (Square shape max size 2000 pixels by 2000 pixels)
Number of units per SKU
Your distributor’s name, phone number & email address
Upon receipt of your Product Upload Form, HOF's Distribution Partner will reach out to schedule your product intake appointment at one of their New York Distribution facilities.
If you have not received an email with the Product Upload Form, please reach out to dispensary@hallofflowers.com.
3. Distribution of Cannabis Goods for Sale
All CGFS must be distributed to the Event through the HoF Distribution Partner, Nabis. Upon receipt of your Product Upload Form from Step 2 above, HOF's Distribution Partner will reach out to schedule your product intake appointment at either the:
Rochester facility (September 22nd - 26th)
Bronx facility (September 29th - October 3rd)
If you have completed your Product Upload Form and have not received an email to schedule a product intake appointment by September 25th, please reach out to help@nabis.com.
Exhibitors are responsible for coordinating compliant distribution within the dedicated product intake windows. The HOF Distribution Partner will handle all logistics and compliance required to get the CGFS to the Retail Partner.
Carefully review the Nabis Distribution Standard Operating Procedures (SOP) for instructions and requirements on distributing, manifesting, packaging & labeling cannabis goods for sale at the event.
4. Invoicing / Bill of Lading (BOL)
Invoices/BoL:
Invoices/BoL shall be made to the Retail Partner: Trends Dispensaries LLC., OCM-CAURD-24-000100
Invoices/BoL must be sent directly to the Retail Partner, accounting@trendslic.com & provided in hardcopy with your product delivery to Nabis.
Invoices/BoL must reflect the product’s original wholesale price and include a discount line that reduces the final cost to $0.01 per unit.
Example: 100 units @ $15 = $1,500; Discount ($14.99 x 100) = –$1,499; Subtotal = $1.00.
Excise tax remains the exhibitor’s responsibility, not HOF Retail Partner.
Transportation Manifests:
Upon delivery of product, a transportation manifest must be provided and verified by the Trends receiving team.
Manifests are required for all shipments to ensure OCM compliance and accurate reconciliation.
This process mirrors the way Trends currently handles distribution and ensures exhibitors have a consistent, compliant workflow.
5. Collect Your Product Vouchers
All exhibitors with cannabis products available through the licensed retail delivery service must collect their Product Vouchers on Tuesday, October 7th between 12PM and 4PM. Visit the designated voucher pickup location at the show site to retrieve your unique vouchers/QR codes for each Product SKU you submitted.
Vouchers not collected during this window may result in delays or complications for your product sales during the show. Plan accordingly and ensure a team member is available during the pickup timeframe to avoid any issues.
6. Display Product
Cannabis goods may be displayed in your booth area under the following guidelines:
Display products can be removed from packaging for inspection but must remain in containers that customers cannot access without exhibitor assistance. Staff must supervise customers during inspection.
Cannabis goods used for display purposes cannot be consumed or provided as free samples, as this would violate prohibitions on giving away cannabis goods.
Important: Nabis does not handle cannabis display products. We recommend that any cannabis display products be brought in by your booth staff while adhering to daily carry limits set forth by New York OCM regulations:
Cannabis Flower: Up to 3 ounces (approximately 85 grams)
Concentrated Cannabis: Up to 24 grams (including edibles, oils, and other forms of concentrates)
Immature plants: Up to 3 plants (where authorized by licensed dispensaries)
Unsold Cannabis Goods
Buyback Opportunity: Any unsold cannabis products will not be returned to their original location. However, you have the option to repurchase your remaining inventory at the standard retail price of $3 per unit. This buyback window is available immediately after show close on Day 2, between 5:00 PM and 6:00 PM only. We strongly encourage planning your inventory to maximize sales during the event to avoid repurchase costs.
Purchase Limits Apply: Please note that all standard daily purchase limits remain in effect during the buyback period, so you may need to coordinate with multiple team members if you have significant remaining inventory.