exhibitor manual

Please note that all decor items must fit comfortably inside or on top of the writing desk provided and shall not exceed the height restrictions of 5’6”.

Booth ID Sign

You will be sent a form in which you will submit the text of your Exhibiting Brand name to be printed on your Booth ID sign.

Please submit this form by Friday, August 23rd.

For your convenience, we will also be sending weekly deliverables reminders to the exhibitor point of contact listed on your contract that will include the Booth ID Form link. If you have questions regarding the submission of your Booth ID Sign, please contact onboarding@hallofflowers.com.

Booth Display Rules

Allowed

Booth Fixtures
All Craft Stand fixtures must be able to comfortably fit inside or on top of the writing desk provided within your designated booth space. Approved fixtures include items like florals, framed photos, display products, product packaging, marketing materials, business cards, iPads or laptops, and other similar items.

Nothing can be attached to, adhered to, or draped over the provided desk & stools. NO EXCEPTIONS.

Any fixtures or items that do not meet these specified requirements may be subject to removal by show management.

Furniture Removal
We must receive furniture removal requests no later than August, 21st 2024, or else we will have to charge a penalization fee.

Provided

Internet
Hall of Flowers provides WiFi free of charge to all Exhibitors onsite. Details available upon arrival.

Not Allowed

Booth Area Limit
In order to keep sight lines within the show clear, no decor or display items shall exceed 5' 6" in height.

To maintain a clean, organized, and visually appealing shopping environment, Hall of Flowers provides Craft Booth exhibitors with a writing desk, 2 stools, & a Booth ID Sign.

All floor-standing fixtures are strictly prohibited. This includes but is not limited to, free-standing shelving or display units, clothing racks, meter boards, pull-up signs, TV stands, draping or backdrops, balloon arrangements, flags and folding tables.

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 additional information.

Marketing Materials
ALL printed marketing materials MUST comply with the Department of Cannabis Control guidelines. 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 flyers, postcards, brochures, stickers & promotional materials of any kind.

Fire Regulations

**If you are a Boutique booth that has been pre-approved by Hall of Flowers to bring in custom fixtures, please be sure to abide by the following 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.

Combustibles
No display, exhibit, or temporary construction shall be built of highly combustible material.

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. 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.

Full invoice is due within 1 week of signing the contract.
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.

4. 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 venue 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 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 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.

5. 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.

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 20th & 21st, 2024
1350 Bennet 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

6. Booth Set Up

Friday, September 20th, 8am - 10am

LOAD-IN

Booth set up will take place on Friday, September 20th between 8am - 10am.
Hall of Flowers provides Craft Booth exhibitors with everything needed for a convenient & contemporary exhibiting experience, as detailed in the Booth Guidelines above.
Your booth package includes 1 Personal Vehicle Pass 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.
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.
All empty cardboard boxes, totes & small containers must be returned to your vehicle before the show.
All setup must be completed by 10am on Friday, September 20th.

SMALL PARCEL RECEIVING AND RETURN SHIPPING SERVICES

Santa Rosa County Fairgrounds does not receive or store small parcel shipments to the show site. Do not ship any small parcels to the venue. Hall of Flowers is not responsible for the shipment of any packages.

7. Booth BREAKDOWN

Saturday, September 21st 8pm-9pm

You may not start breaking down your booth until the closing time of the show on Friday, September 21st. Please plan your travel accordingly.
Move-out must be complete by 9pm on Saturday, September 21st.
Everything must be completely removed from your booth, including cannabis waste.
Place all non-cannabis waste into the nearest trash receptacle.
Do not schedule small parcel pick-up from the venue. All parcels must be dropped off at the nearest affiliate mailing center.
Nothing can be left at the venue after the last day of the show has ended.

8. 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 their 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.