santa Rosa | 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 meaning - NO RE-ENTRY INTO THE VENUE AFTER HOURS, NO EXCEPTIONS. 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 6PM 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.

Fire Regulations

Tents, Canopies & Membrane Structures
Any tents, canopies & membrane structures covering an aggregate area of over 400 SF must obtain a fire permit from the Fire Department 30 days prior to the event. Please see the Fire Regulations for Tent Structures for further details.

**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.

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.

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.

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 is the responsibility of the exhibitor to obtain such insurance.

COIs must be submitted no later than 21 days before show day.

For more information, click HERE.

Booth Type

Select your booth type below for specific details:

Event Passes

As an exhibitor at the Hall of Flowers, we understand that having the right number of passes for your sales staff is crucial. It is also important to consider the size of your booth when determining the number of staff members needed. Of the exhibitor passes provided, it is recommended to have only half the number of staff in your booth at any given time. Having too many staff members in your booth can make it feel overcrowded and unwelcoming to retailers. We provide you with a sufficient number of passes to staff your booth, and still provide you with flexibility in scheduling and ensuring that you have enough sales staff to cover the event without overcrowding your booth.

In order to get access to your Exhibitor Passes for the event, we will send you a link for Eventbrite with a promo code by EOD on the Friday before show day. This code will be sent to the primary email / Hall of Flowers point of contact as listed on your contract. This email will also include your discount code, you will input this code into Eventbrite for the allotted discounted two-day tickets. (NOTE: THESE ARE TWO DIFFERENT CODES) Tickets will not be released if exhibitors have not paid in full.

Please note that each Event Pass must be designated to one employee. Passes are NON-transferable & can NOT be exchanged even between employees.

HOW TO REGISTER YOUR TEAM:

Your team’s Point of Contact, who has been receiving all the onboarding emails, will receive the Eventbrite email to register your team. You will need to register each member individually with their legal name and email address. Once you assign each team member their tickets, Eventbrite will send a QR code that will be scanned at the box office in exchange for a NON-TRANSFERABLE wristband. This wristband must remain on the entire show time; if the wristband is lost/taken off, or transferred, it will result in the loss of the wristband/entry to the show. Every exhibitor must bring a photo ID in order to check in at the box office. This is a cannabis show, meaning everyone must be 21+ with proof of ID, no exceptions. You must use all allotted tickets before requesting more. Additional (2-day) exhibitor passes are available at a discount rate while tickets last.

Exhibitor Passes will be allotted as follows:

*Additional Passes - If you require additional passes, Additional Exhibitor Passes for both days of the show and Industry Passes for Day 2 of the show will be available for purchase.

While you are free to use your passes as you see fit, we recommend using your exhibitor passes for your sales staff. This allows retailers to meet with your sales team members who can provide them with valuable information about your products and services.

Please note that if you purchase a ticket rather than using the provided promo code, we are unable to grant reimbursements. Reach out to your sales rep regarding the price of extra exhibitor passes.

Marketing + PR

Launches

If you are launching a brand or product at the show or have a news announcement to share, please submit your details via the Product Launch Form as soon as possible. This will allow us to incorporate your messaging into our press materials for September 2025. The deadline to submit information is 30 days before show day.

**Social Media Teams do not qualify for press passes.**

Please be sure to use your allocated Exhibitor passes for any photographer(s), videographer(s), or other member(s) of your content team you plan on having attend the show. They will not qualify for a press pass.

Sponsorship Opportunities

At Hall of Flowers, we seek to go beyond the traditional sponsorship paradigm. Thus, we warmly welcome creative ideas for your brand to have a bigger presence on-site. That said, please check out our Sponsorship Deck, which highlights our standard options, yet we encourage you to think outside the box. Please email your ideas to your designated sales rep.

marketing assets

Hall of Flowers’ brand assets can be found here. No alterations are allowed unless pre-approved. For any art questions contact Rama@hallofflowers.com.

Cannabis Guidelines - COMING SOON!