Booth Guidelines
ARENA - 18’ x 19’6” x 8’
MINI ARENA - 10’ x 19’6” x 8’
Includes the following:
Exhibition Space of 18’ D x 19’6” W x 8’ H (See rendering above for exact dimensions)
Interlocking side & back white hardwalls
Fully customizable space for you to create your own unique branding experience
Includes the following:
Exhibition Space of 10’ D x 19’6” W x 8’ H (See rendering above for exact dimensions)
Interlocking side & back white hardwalls
Fully customizable space for you to create your own unique branding experience.
REQUIRED rendering SUBMISSION
A sketch or rendering of your booth design is required to be submitted for approval by February 1st. The designated point of contact will receive weekly email reminders that include the portal to submit. You will not be permitted to exhibit if a final exact rendering isn’t received. If you have any questions, please reach out to ops@hallofflowers.com.
Booth designs should include:
Overall dimensions
Detailed description of all materials
Images or Renderings (Optional)
Will you be using HoF white walls or bringing walls that are within the show guidelines
Backwall graphic submission
Once your rendering has been approved, you will then submit your back-wall graphic. You may email your file through the link provided here or in the weekly deliverables email sent to your company's point of contact. The required dimensions are available in the section above.
If you have any questions about your artwork, sizing, or file setup, please reach out directly to our third-party graphics partner—they’re here to help with anything you need.
Back-wall graphics must be submitted by February 25th to ensure they’re ready in time for the show. We work with a third-party graphics team, so this deadline cannot be adjusted.
Booth Display Rules
Fire Department Regulations
Please review Fire Regulations here to ensure all custom fixtures abide by Fire Department Regulations.
Electricity
Arena and Mini Arena Booths will receive 20AMPS of power. Please fill out the form here to request electricity at an additional cost.
Exhibitors are responsible for supplying their own power strips & extension cords.
Low Tack Vinyl
We allow low tack vinyl/stickers to be applied to the Arena booth walls. Any other means of wall-hanging will have to be pre-approved. All material MUST be taken down by Exhibiting staff during breakdown. Any remaining damages will accrue appropriate charges upon inspection.
We recommend using blue painter’s tape in between velcro or double-sided tape and the wall to prevent damage to the wall.
Painting Walls
Arena Booth walls can be painted for a $1,500 charge, as this is the accrued cost that we are charged from the producers. Send an email to ops@hallofflowers.com by February 13th to confirm this activation.
Flooring
Exhibit halls are equipped with commercial-grade rubber flooring or polished concrete. No additional flooring is needed. Any additional floor covering (carpet, astroturf, decals, laminate, wood, etc.) must not exceed your booth footprint.
Note: The thickness of any added flooring should be deducted from the overall booth height dimensions of 96” (e.g. If the floor is 1” thick, then the height restriction should be 95”.)
Exhibitors are responsible for removing & disposing of all additional flooring material. Nothing may be left in the booth after load out. Cleaning fees will be assessed if any decals, carpet tape, duct tape, etc. are left in booth after load-out.
Booth Footprint
In order to keep sight lines within the show clear, no decor or display items shall extend beyond your booth footprint.
Mini Arena standard footprint:
9’ 1 5/8” D x 19’ 6 1/4” W x 8’ H
Arena standard footprint:
18’ 3/4” D x 19’ 6 1/4” W x 8’H
Any oversize booth displays will need prior approval from HOF.
Wall Hanging
White Walls shall not sustain any damage greater than a #8 drywall screw. Use of larger screws, wall anchors, or cutting walls is strictly prohibited. If you're seeking to hang anything that is not low-tack vinyl/sticker material, please contact ops@hallofflowers.com for detailed wall mounting instructions.
Please note that anything you hang must be fully removed (and patched where necessary) by yourself at the time of booth breakdown. Any damage caused to the white walls will be billed accordingly.
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.
The deadline to submit your TFF application is February 13th.
LED Screens & Video Walls
No LED Screens or Video Walls are permitted.
Arena 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 16th between 12pm-4pm and pick-up on Friday, March 20th. We recommend placing your rental orders with Bright before February 13th 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.
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.
Hall of Flowers is offering Freight receiving for Arena Booths, Mini Arena Booths, and Outdoor Booths to aid Exhibitors in an efficient & pleasant set-up experience.
Freight deliveries of booth materials will be accepted on the show site on Monday, 3/16. 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 11th. 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 and organized manner.
Standard Freight Receiving - Monday, March 16th, 9am-4pm
Freight receiving during load-in will be accepted between 9AM-4PM.
No freight will be accepted on Monday, March 16th, 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 3/16.
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. The 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 which 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 20tH, 9AM - 4PM
Return freight pick up should be scheduled for Friday, March 20th between 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 the 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 20th.
Breakdown on Thursday 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 the proper freight carrier in time for your scheduled pick-up.
Set Up
Monday, march 16th & Tuesday, march 17th, 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 Monday, March 16th. Please review the exhibitor freight section above for more information.
Structural booth setup will take place on Monday from 9AM - 5PM. Booth decorating & final touches on Tuesday from 9AM - 5PM. No structural setup is allowed on Tuesday, final touches only.
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 5PM on Monday. Crate/pallets with loose items will be treated as garbage & disposed of.
No one is allowed in the venue past 5PM on Monday & Tuesday (unless prior approval has been granted). So please plan accordingly!
Absolutely no setup is allowed on the morning of Wednesday (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.
Breakdown
Thursday, March 19th, 5pm - 8pm
Booth breakdown is prohibited before the close of the show at 5PM on Thursday. Please plan your travel accordingly.
Breakdown on Thursday 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.
Outbound freight pick-up should be scheduled for Friday, March 20th, between 9AM - 3PM 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 must be removed from the show site, including cannabis waste. It is the exhibitor’s responsibility to remove & dispose of all additional flooring, vinyl wall & floor graphics, etc.
Place all non-cannabis trash into the nearest trash receptacle.
Nothing can be left at the venue, besides packed exhibitor freight, after breakdown concludes.