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 Important Dates & Deadlines

  • CLICK HERE TO DOWNLOAD AND PRINT OUTDOOR DEADLINES CHECKLIST!

OUTDOOR Guidelines

Outdoor RAW SPACE - 20’ x 20’

Outdoor RAW SPACE - 10’ x 20’

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 by February 1st. You will not be permitted to exhibit if a final exact rendering isn’t received. Weekly emails will be sent to the designated point of contact with the portal to submit the booth rendering. If you have any questions, please don’t hesitate to reach out, ops@hallofflowers.com.

The Booth design should include:

  • Overall dimensions

  • Detailed description of all materials

  • Images or Renderings (Optional)

  • Using HoF white wall or bringing a wall that follows the show guidelines

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

 

Booth Display Rules

Fire Department Regulations
Please review Fire Regulations here 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

Outdoor 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.

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 13th.

Food Vendor Registration Form

 

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 16th between 12PM-4PM and pick-up on Friday, March 20th. We recommend placing your rental orders with Bright before February 21st 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

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 after March 16th at 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 between Friday, March 20th, 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 21st.

  • Breakdown on Thursday, March 19th, 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, March 16th, 9AM - 5PM. Booth decorating & final touches on Tuesday, March 17th, 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 4PM 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 or Tuesday (unless prior approval has been granted). So please plan accordingly!

  • Absolutely no setup is allowed on the morning of Wednesday, March 18th (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 PT. 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.