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EXHIBITOR MANUAL

OUTDOOR activations

 

  1. OUTDOOR Important Dates

  • Deadline to submit Product Launch information for additional marketing

  • Exhibiting Brands List due

  • Booth Numbers announced

  • Booth Set Up begins for Arena & Outdoor Exhibitors: 9AM - 5PM

  • Booth Set Up for all Exhibitors: 9AM - 4PM

  • Hall of Flowers Show Day 1: 10AM - 6PM

  • Hall of Flowers Show Day 2: 10AM - 5PM

  • Booth Breakdown & Exhibitor Load Out 5PM - 8PM

  • Booth Breakdown & Outbound Exhibitor Freight Pick-Up: 9AM-4PM

 

2. OUTDOOR ACTIVATION Guidelines


Outdoor RAW SPACE
20’d x 20’w

Mini-Outdoor RAW SPACE
10’D x 20’W

Includes the following:

  • Fully customizable raw space to create your own unique branding experience.

  • Exhibition space 20’ D x 20’ W x 10’ H

  • 1 outlet with 20 amps of power at the rear of your booth.

Includes the following:

  • Fully customizable raw space to create your own unique branding experience.

  • Exhibition space 10’ D x 20’ W x 10’ H

  • 1 outlet with 20 amps of power at the rear of your booth.

 

REQUIRED SUBMISSION

A sketch or rendering of your booth design is required to be submitted to Experience@hallofflowers.com by February 3rd. You will not be permitted to exhibit if a final exact rendering isn’t received. 

The Booth design should include:

  • Overall dimensions

  • Detailed description of all materials

  • Images or Renderings (Optional)

  • Take a look at our online gallery to see some great examples of past season buildouts.

 

Booth Display Rules

Fire Department Regulations
Please see Fire Regulations below to ensure all custom fixtures abide by Fire Department Regulations.

Flooring
We do our best to place outdoor booths on even terrain, but variations may occur due to exposure to the elements. Exhibitors may provide ground-covering like carpet, astroturf, decals, laminate, wood, etc., but must not exceed the booth footprint.

Note: that floor thickness should be deducted from the overall booth height dimensions of 120” (e.g. If the floor is 3” thick, then the height restriction should be 117”.)

Cleaning fees will be assessed if any decals, carpet tape, duct tape, etc. are left in booth space after load-out.

Electricity
Each booth will receive one (1) outlet with 120V 20 amps of power at the rear of your booth compliments of Hall of Flowers.

Exhibitors are responsible for supplying their own power strips & extension cords.

If you have extra electrical needs, please fill out the form here by March 6th. The team will get back to you if your request is approved.

Booth Footprint
In order to keep sight lines within the show clear, no decor or display items shall extend beyond your booth footprint.

Mini-Outdoor standard footprint:
10’ D X 20’ W x 10’ H

Outdoor standard footprint:
20’ D x 20’ W x 10’ H

Any oversized booth displays will need prior approval from HOF.

Sounds
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.

LED Screens & Video Walls
Displays with LED screens or video walls are prohibited.

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.

The deadline to submit your TFF application is February 14th.

Food Vendor Registration Form

 
 

3. OUTDOOR Booth ENHANCEMENTS

FURNITURE RENTALS

Due to parking & venue limitations, we are unable to accept deliveries from furniture rental companies at show site. All rented furniture should be transported to the show site with your other booth materials.  

Bright Event Rentals is authorized to deliver exhibitor event rentals to the show site on Monday, March 17th between 12PM-4PM and pick-up on Friday, March 21st. We recommend placing your rental orders with Bright before February 28th to ensure items are in stock.

To inquire about rental items, or book your furniture delivery with Bright, please contact Jodi Wagner, jwagner@bright.com, 805.220.1034.

 
 

4. 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 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, & Outdoor Booths to aid Exhibitors in an efficient & pleasant set-up experience. Advance shipping is highly recommended.

Freight deliveries of booth materials will be accepted on the show site on Sunday, 3/16 and Monday, 3/17. 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 by Wednesday, March 6th. 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.

Advance Freight - Sunday, March 16th 9AM-4PM

  • Advance Freight will be accepted at the venue on Sun. March 16th, 9AM - 4PM PST.

  • For Advance Freight, Material handling services are included for up to (4) four standard crates/pallets per Outdoor Activation, and up to (2) two standard crates/pallets per Outdoor Installation, if materials are received on 3/10.

  • 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. Rate structure is based on freight dimensions per pallet/crate.

    • 4’ L X 4’ W X 8’ H = $400

    • 4’ L X 6’ W X 8’ H = $500

    • 8’ L X 4’ W X 8’ H = $700

  • 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). 

  • We will make every effort to ensure your Advance shipped items are delivered to your booth area prior to your arrival on Monday, March 17th.

  • Unless our staff is notified otherwise, we’ll plan to have any empties removed from your booth area by 4PM on Monday, March 17th.

  • 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 Ventura County Fairgrounds
    10 W. Harbor Blvd
    Ventura, CA 93001

Standard Freight Receiving - Monday, march 17th 9am-4pm

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

  • No freight will be accepted after Mon. March 17th after 4PM PST.

  • 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, for materials received on 3/17.

  • 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. Rate structure is based on freight dimensions per pallet/crate.

    • 4’ L X 4’ W X 8’ H = $400

    • 4’ L X 6’ W X 8’ H = $500

    • 8’ L X 4’ W X 8’ H = $700

  • 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 Ventura County Fairgrounds
    10 W. Harbor Blvd
    Ventura, CA 93001

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, MArch 21st 9AM - 4PM

  • Return freight pick up should be scheduled between Friday, March 21st 9AM - 4PM 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. We will pick up & store your freight in the Warehouse until your scheduled freight pick-up time on Friday, March 21st.

  • Breakdown on Thursday, March 20th is going to be very busy with all of our Exhibitors loading out during a short period of time. We will NOT be able to allow vehicles into the show site until it is safe to do so. Please plan accordingly. 

  • 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 proper freight carrier in time for your scheduled pick-up. 

 

5. Booth Set-Up

MONDAY, MArch 17th & TUESDAY, MArch 18th 9AM-5PM

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 Sunday, March 16th - Monday, March 17th. Please review the Exhibitor Freight section above for more information.

  • Structural booth setup will take place on Monday, March 17th, 9AM- 5PM. Booth decorating & final touches on Tuesday, March 18th, 9AM - 5PM. No structural setup is allowed on Tuesday, final touches only. 

  • Outdoor 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 on the Friday before the show. Any additional vehicles will park at the main event parking lot at the event entrance.

  • Vehicles arriving at the venue without a Personal Vehicle Pass will be redirected to the 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 4PM on Monday March 17th. Crate/pallets with loose items will be treated as garbage & disposed of.

  • No one is allowed in the venue past 5:00PM on March 18th (unless prior approval has been granted). So please plan accordingly!

  • Absolutely no setup is allowed on the morning of Wednesday, March 19th (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.

 

6. BREAKDOWN

THURSDAY, March 20TH, 5PM - 8PM &
FRIDAY, March 21st 9AM-3PM

  • Booth breakdown is prohibited before close of show at 5PM on Thursday, March 17th. Please plan your travel accordingly.

  • Breakdown on Thursday, March 20th is going to be a very busy period with all of our Exhibitors loading out during a short period of time. We will NOT be able to allow vehicles into the venue until it is safe to do so. Please plan accordingly.

  • Any crates/pallets that have been stored with Hall of Flowers will be returned to your booth between 5PM-8PM on Thursday, March 20th.

  • Breakdown must be complete by 3PM on Friday, March 21st.

  • Outbound freight pick-up should be scheduled for Friday, March 21st between 9AM - 4PM 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 should be removed from the show site, including cannabis waste.

  • Place all non-cannabis trash into the nearest trash receptacle.

  • Nothing can be left at the venue, besides packed exhibitor freight, after breakdown concludes.