GUIDELINES FOR USING
ONSITE CANNABIS DISPENSARY
Over the last seven years, we’ve worked hard to create and streamline a system that allows every brand with a booth to provide product samples to the thousands of retail buyers who attend our trade shows.
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 Department of Cannabis Control regulations will be subject to citations, fines, license revocation, and immediate removal from participation in the event.
By having your cannabis products for sale at the centralized dispensary, your sales team can focus entirely on building relationships and closing deals, while outsourcing the responsibilities of product storage, order fulfillment & regulatory compliance to the onsite dispensary—located right inside the Sonoma County Fairgrounds.
To have your Cannabis Goods for Sale (CGFS) at the centralized retail dispensary, please follow the guidelines and meet the deadlines below. Exhibitors who do not follow these steps risk having their CGFS rejected by the HOF Distribution Partner and/or the HOF Retail Partner.
Watch the Onsite Dispensary Video Guide here!
How the Centralized Dispensary Works
Our streamlined sales process ensures compliant transactions while giving you control over product distribution.
The Voucher System: You provide your cannabis products to the centralized dispensary one to two weeks before the show for $0.01 per unit. In exchange, the dispensary operator provides you with one unique Product Voucher/QR Code per SKU for you to distribute. Retail buyers can only purchase cannabis products from the Centralized Dispensary by presenting a product voucher they've received directly from your brand.
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 retail infrastructure.
Inventory Management: It's essential to track the number of vouchers you distribute, as the dispensary 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.
Pricing Structure: During the show, retail buyers use your vouchers to purchase products at the dispensary for $3 per item. This standardized pricing covers all operational costs, regulatory compliance, and required taxes including local cannabis taxes, sales tax, and excise tax, ensuring full legal compliance for every transaction.
IMPORTANT DATES
Deadline to submit your DCC or CDPH issued License Information
Deadline to submit cannabis product SKUs to the Onsite Dispensary
Product Intake at SoCal Distribution facility, by appointment only. (9am-4pm)
Product Intake at NorCal Distribution facility, by appointment only. (9am - 4pm)
Steps to Using the Onsite Dispensary
1. SUBMIT YOUR DCC or CDPH ISSUED LICENSE INFORMATION
All Exhibitors handling cannabis goods at the show — whether displaying cannabis goods in your booth or selling at the onsite dispensary — must submit a state-issued cannabis license to Hall of Flowers by August 22nd.
The Cannabis License Form will be emailed to your designated point of contact. If you haven’t received the Cannabis License Form, please reach out to dispensary@hallofflowers.com.
⚠ New Employee Badge Requirement
Per DCC regulation § 15043, every staff member working in a cannabis booth is required to wear a laminated or plastic-coated identification badge issued by the same licensee whose license was submitted.
Your employee badge must include:
Your company’s DBA name and license number
The employee’s first name and a unique employee ID number
A color headshot (full face) at least 1″ × 1.5″ in size
Important: All cannabis booth staff should bring and wear the same badges they already use at your licensed premises. Badges must be visible at all times while handling cannabis.
2. 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.
3. Submit Product Information to the Centralized Dispensary
To have your Cannabis Goods for Sale (CGFS) at the onsite dispensary, exhibitors shall complete the Product Upload Form no later than August 22nd. 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
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 Distribution facilities.
If you have not received an email with the Product Upload Form, please reach out to dispensary@hallofflowers.com.
4. Distribution of Cannabis Goods for Centralized Dispensary
All CGFS must be distributed to the Event through the HoF Distribution Partner. Upon receipt of your Product Upload Form from Step 3 above, HOF’s Distribution Partner will reach out to schedule your product intake appointment. If you have completed your Product Upload Form and have not received an email to schedule a product intake appointment by August 26th please reach out to help@nabis.com.
Exhibitors are responsible for coordinating compliant distribution within the dedicated product intake window. The HOF Distribution Partner will handle all logistics and compliance required to get the CGFS to the Event.
Carefully review this Nabis Distribution Standard Operating Procedures (SOP) for instructions and requirements on distributing, manifesting, packaging & labeling cannabis goods for sale at the event.
5. INVOICING
Invoices shall be made in the name of the HoF Retail Partner: MADRm LLC, C10-0000934-LIC
All CGFS shall be discounted to a final wholesale price of $0.01 per unit. Cannabis Goods For Sale shall not be labeled as Trade Samples. To ensure compliance with CDTFA regulations, the invoice must list the original wholesale price and the discount amount. See example below:
EXAMPLE INVOICE FOR CGFS: (Assume 100 units of a SKU with a market wholesale price of $15)
Cost of Cannabis Goods ($15x100) $1,500.00
Discount ($14.99x100) $1,499.00
Subtotal $1.00
Cultivation Tax (Paid By Vendor)
Wholesale Cost $1.00
HoF Retail Partner will pay the brand directly $0.01 for every unit of inventory.
6. COLLECT YOUR PRODUCT VOUCHERS
All exhibitors with cannabis products at the centralized dispensary must collect their Product Vouchers on Tuesday, September 9th between 12PM and 4PM. Visit the centralized dispensary location 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.
7. Display Product
Cannabis goods may only be displayed in your booth area if you have submitted your DCC or CDPH issued cannabis license to Hall of Flowers by August 22nd.
Display products can be removed from packaging for inspection but must remain in containers that customers cannot access without retailer 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 the DCC:
Cannabis Flower: Up to 28.5 grams
Concentrated Cannabis: Up to 8 grams (including edibles, oils, and other forms of concentrates)
Clones/Immature plants: Up to 6 plants
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 6:00 PM and 7:00 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.
Product Disposal: Any cannabis products that have been removed from their original packaging or sustained damage during the event must be destroyed in full compliance with Department of Cannabis Control (DCC) regulations. Hall of Flowers provides compliant onsite disposal services at the centralized dispensary to handle these situations professionally and in accordance with all state requirements.
Dispensary Contacts
HOF Retail Partner
Robbie Rainin, Sparc Retail Operations
RobbieR@sparc.co
415-692-5232
Eric McNiel, Sparc Finance
EricM@sparc.co