OUTDOOR ACTIVATION Guidelines
20’d x 20’w - Outdoor RAW SPACE
10’D x 20’W - Outdoor RAW SPACE
Includes the following:
Fully customizable raw space to create your own unique branding experience.
Exhibition space 20’ D x 20’ W x 10’ H
Includes the following:
Fully customizable raw space to create your own unique branding experience.
Exhibition space 10’ D x 20’ W x 10’ H
10’D x 10’W - Outdoor RAW SPACE
Includes the following:
Fully customizable raw space to create your own unique branding experience.
Exhibition space 10’ D x 10’ W x 10’ H
Reminder: Secure Your 10' x 10' Pop-Up Tent!
If you’re bringing a pop-up tent to the show, please remember: it’s your responsibility to properly secure and weigh down your tent.
Here’s what you need to know:
Weights are required — at least 40 lbs per tent leg.
Stakes can only be used if the venue allows. (Check ahead!)
Make sure your tent is secure at all times during the event.
Unsafe tents will need to be removed — no exceptions.
Keeping tents secured keeps everyone safe and the event running smoothly. Thank you for being part of the show and helping us make it a great (and safe) experience for all!
RENDERING SUBMISSION
A sketch or rendering of your booth design is required to be submitted to ops@hallofflowers.com at least 45 Days before show day 1 for approval. 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 buildout.
Exhibiting Brand(s) Submission
Please confirm the names of the brand(s) you will be showcasing in your booth by completing the form sent to your team’s Point of Contact. This form can be found in the weekly deliverables email sent starting 45 days before show day! Your submission will play a crucial role in highlighting your exhibiting brand(s) across various show-related marketing materials, including the Hall of Flowers website, the Week in Flowers newsletter, show guides, and other promotional content.
If you have not submitted your Exhibiting Brand(s), we kindly ask you to update our records following the submission guidelines provided below
Outdoor 20’X20’ Booths may list up to eight (8) exhibiting brand names.
Outdoor 10’X20’ & 10’X10’ Booths may list up to four (4) exhibiting brand names.
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
Exhibitors are responsible for supplying their own power strips & extension cords.
Outdoor booths do not come with power. If you would like to purchase power, please fill out this form.
Booth Footprint
In order to keep sight lines within the show clear, no decor or display items shall extend beyond your booth footprint.
10 X 10 standard footprint:
10’ D X 10’ W x 10’ H
10 X 20 standard footprint:
10’ D X 20’ W x 10’ H
20 X 20 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. All TFF applications need to be submitted 30 days before the event. Please contact Chris@hallofflowers.com for more information.
Fire Regulations
Tents, Canopies & Membrane Structures
Any tents, canopies & membranse structures covering an aggregate area of over 400 SF must obtain a fire permit for the Santa Rosa Fire Department 30 days prior to the event. Please see the Fire Regulations for Tent Structures for further details.
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
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.
