By utilizing a variety of free tools and invitations you can increase your company’s return on your investment and enhance your participation on the day of the show.

We have provided you with sample copy and suggested dates for timing your invitations, instructions on how to use your promotional codes, suggested marketing strategies, access to our logo library and more. All of this is designed to help make your participation at WIN Expo a success!

Booth Provisions

The following will be provided per each 10 ft. wide x 10 ft. deep booth space:

The following will be provided per each 10 ft. wide x 10 ft. deep booth space:

  • 8 ft. high pipe & flame resistant fabric backdrops
  • 3 ft. high pipe & flame resistant fabric siderails
  • (1) 6 ft. skirted table
  • (2) chairs
  • (1) trash bin
  • A booth identification sign showing your company name and booth number
  • 500 Watt Electrical Outlet (110v)
    (If you require 220V or additional wattage, please contact Rossi Expositions)
  • WiFi Internet Access

Show Colors:
Burgundy & White See Pictures

Aisle Floor Color:
Verallia Pavilion, Black
Hall of Flowers, Gray

Please Note: The booth spaces ARE NOT carpeted, if you would like to order carpet for your booth space(s) please contact Rossi Expositions.

Booth Staff Pre-Registration

Deadline: November 27th

All staff that will be in your booth must be pre-registered. Pre-registration is required to use the "Fast Track" check-in process on the day of the Expo, and will ensure that your staff receives an "Exhibitor" labeled name badge.

WIN Expo Exhibitors may register up to 6 people as "Booth Staff" per 10' x 10' booth space (i.e. If your booth is 10' x 20', you may register up to 12 people).

Register Booth Staff


Drive More Traffic to Your Booth by offering exclusive #ExpoDeals

Pre-Show Guide Deadline: September 8th

Day-Of Handout Deadline: October 13th

The successful #ExpoDeals program is expanding this year and will once again be a free service offered to our exhibitors.

Our objective is to make WIN Expo THE buying show for the north coast wine industry and to that end, the #ExpoDeals program is a one-day-only buying opportunity that allows exhibitors to offer exclusive Black Friday/Cyber Monday discounts and deals to WIN Expo attendees. Participating in this program is another way to drive new and existing customers directly to your booth!

This year, in addition to promoting #ExpoDeals online and in print campaigns, participating exhibitors will gain exposure in our new Pre-Show Guide, mailed to over 2,000 winery and vineyard operations in the North Coast. In order to be included in the pre-show guide, #ExpoDeals submissions must be received before September 8th.

For inclusion in our event day #ExpoDeals flyer, handed out to each attendee, submissions must be received by October 13th.

Submit #ExpoDeals

Promotional Codes & Invite Assistance Program

Deadline: November 27th

WIN Expo engages in an aggressive marketing plan that includes USPS mailers, email campaigns, print advertising, media partner exposure, association outreach and social media campaigns to ensure that the entire north coast wine industry is aware of and invited to WIN Expo.

Year after year, exhibitors that use promotional codes to invite their best customers and potential prospects, and who also actively promote their participation in the show, consistently see a higher return on their investment.

Each exhibiting company is provided with an individualized promotional invite code that allows your guests free access to the trade show floor. Encourage them to visit your booth, strengthen your current relationships, make new contacts, and maximize your sales. ($35.00 value. Conference sessions are not included in this offer. Online Pre-Registration is required. Codes will not be honored at the door.)

Promotional Invite Codes are unique to each Exhibiting Company - refer to our reminder emails for your unique code, or email

Invite Assistance Program

Deadline: November 17th

We know that you’re busy and may not have the resources to organize your own invitation campaign to send out your unique promotional codes. Our new Invite Assistance Program, free for WIN Expo Exhibitors, will ensure that your best customers are formally invited and will receive a discount code to register for a Free WIN Expo Floor Pass.

Learn More

We have provided you with sample copy and suggested dates for timing your invitations (see below).

#1: By September 8th
Dear __________, We are excited to be a part of the 2017 North Coast Wine Industry Expo being held on November 30th at the Sonoma County Fairgrounds and invite you to visit us at booth #_____ along with 300 of the best suppliers in the industry. As a valued customer, we would like to offer you use of our event promo code __________. Use this code at to gain free access to the trade show.

#2: By October 6th
Dear __________, We hope that harvest is off to a strong start and appreciate being a part of your wine industry team through the products and services we provide. On November 30th, we look forward to being a part of the 2017 North Coast Wine Industry Expo held at the Sonoma County Fairgrounds and would like to invite you to join us at booth #_____ with complimentary trade show access using our promo code __________ to register visit

#3: By October 27th
Dear __________, With harvest wrapping up we hope to be working with you as you look forward to planning for next year. We are excited to be a part of the 2017 North Coast Wine Industry Expo held on November 30th at the Sonoma County Fairgrounds and will be showcasing our new products and services. We hope you will join us at booth# _____ and would like to offer promo code __________ for free access to the trade show. Use it to register at

#4: By November 17th
Dear __________, With just a few weeks left until the 2017 North Coast Wine Industry Expo, we are busy finalizing our preparations for the show. We hope that you will come visit us at booth #_____ on November 30th at the Sonoma County Fairgrounds. Please use the promo code __________ to gain free trade show access. To learn more about this show and to register visit

Exhibitor Boxed Lunches

Deadline: November 29th

We are once again partnering with Big Boy's Bar-B-Que for our Exhibitor Boxed Lunch Program.

  • Orders must be placed by 2:00pm on Wednesday, November 29th.
  • Orders are delivered to your booth between 11:30am - 12:30pm on the day of the show.
  • Your order form must include your booth number.

Additional menu items will be available on the day-of the Expo in the Garden Building cafeteria adjacent to the Hall of Flowers.

For all Menu and Order questions please call Gus Lopez at 707-217-8162 or 707-524-6348.

To place Boxed Lunch orders, please fill out and fax your order form to our caterer, Big Boy’s Bar-B-Que at 707-524-6344

Coming in September

Lead Retrieval & Tracking

Deadline: November 29th

Based on the feedback submitted from our exhibitor survey last year, we have found a great new lead retrieval system partner for WIN Expo. This new platform ties directly to our online registration service to ensure that you have as much information as possible while scanning your leads. There are no additional pieces of hardware required other than an Android or iOS device.

  1. Download the Boomset Lead Retrieval app via the iTunes or Google Play stores.
  2. Select "Create a New Account", and enter your information. (If you used Boomset Lead Retrieval last year, you can login using those credentials.)
  3. Login to Boomset using the account you just created.
  4. Search for "Wine Industry", and select this year's event: "Wine Industry Expo 2017 (WIN Expo)"

License Price
Pricing Information will be available in September.

Scan Badges
Quickly scan attendee name badges using your smartphone’s camera.

Prioritize leads by marking them "Hot, Warm, or Cold." to make sure you follow up with important potential clients without delay after the event.

Take Notes
Take notes about conversations to make sure you remember important details during the follow-up process.

Search & Filter
Easily search leads by name, or filter them by date scanned, company name, or priority level.

One log in/ license can be used on multiple devices, and all scanned leads will be copied into the same lead list. If you need multiple lists, additional licenses will need to be purchased. For example - You can create an account and purchase a license using your login email and password. Your colleagues can then download the app and use your same login email and password to access the platform to scan leads into the same list.

Additional Help / Setup Instructions can be found here:

Coming in September

Please Note: WIN Expo does not provide every Exhibiting company with an attendee list after the show.
The only way to capture the information from the attendees at the show are by using this service. If you are using a generic QR code reader to scan Boomset generated QR codes, the information for that attendee will not show up. You must use Boomset's Lead Retrieval app to scan these codes.

Hotels & Travel

Flamingo Conference Resort & Spa

Sonoma County Conference Resort & Spa Hotel

A Santa Rosa historic landmark, The Flamingo Resort and Spa offers all the modern amenities with a retro vibe. Anchored by The Spa and Health Club a world-class facility, the hotel is convenient to the Sonoma County and Napa Valley Wine Country, shopping, restaurants, and nightlife.

The new lobby, designed for comfort by Jonathan Rachman, welcomes leisure and business guests with its spa-like color scheme and sleek yet warm furnishings.

View Hotels & Travel Information

LODGING ALERT: WIN Expo has received reports that unauthorized companies, such as Global Housing & Lodging Services – HLS Global, or may pose as the official housing vendors for the WIN Expo. These companies are not affiliated with the WIN Expo. For your own protection, please exercise caution when making hotel and travel arrangements with such entities. WIN Expo only guarantees hotel room rates, availability, benefits and protection for reservations made through the partners listed above. If you choose to book with a vendor not endorsed by WIN Expo please verify its credentials first and independently confirm that your reservations have been made and will be honored by directly contacting your chosen hotel.

Pouring Wine at your Booth

Deadline: Order by November 17th

We are currently working to update our process that will allow exhibitors to pour wine at their WIN Expo booths and will be notifying all exhibitors once this process has been finalized.

Thank you and please stand by for more information in the coming months.

Coming in September

Exhibitor Services Partner - Rossi Expositions

Deadline: November 17th
Orders after 11/17/2017 will incur additional charges.

Additional booth equipment and freight material handling services can be ordered directly through our convention vendor Rossi Expositions. Rossi Expositions will accommodate all exhibitors to the best of their ability to ensure a successful presentation. Please visit their web site for more event services information and important dates and deadlines.

Rossi Expositions strives to offer you the best service, we hope that you find their exhibitor order site to be a helpful and efficient way to prepare for your event. If you need assistance logging in or have any questions please do not hesitate to contact them by phone or email: (510) 436-7500 or

Are you new to online ordering with Rossi Expositions?

Enter your e-mail address and the temporary password you were emailed in the login box on their order site to start shopping for your event.

If you didn’t receive a temporary password, please contact Rossi Expositions, Inc. at

Click below to visit Rossi Exposition’s online order form.

Coming in September

Advanced Freight & Material Handling

Rossi Expositions will provide complete material handling for exhibitors and show management – both inbound and outbound. Following is a step-by-step outline of how to ship your materials to and from the show.



Advance Freight – freight to be received prior to event date

  1. Log onto the Rossi Expositions exhibitor order site and submit an order for advance freight. (Payment of these services will be the sole responsibility of each exhibitor.) Freight shipments will be received and stored at our warehouse beginning 30 days prior to show move-in. Please note: Weekend deliveries are not accepted.
  2. Print labels directly from the order site - one per item.
  3. Contact your freight carrier and make arrangements for shipment (and pick-up, if you want the materials returned at the end of the show).

As freight deadline approaches, Rossi Expo will do a complete freight inventory to ensure that all freight has been received per advance orders and contact exhibitors whose freight has not been received in part or completely.

Upon receipt of your freight, Rossi Expositions will securely store your materials until the event installation. Your freight will be delivered to your booth prior to exhibitor installation.


Log onto the Rossi Expositions exhibitor order site and submit an order for “Show Site Freight”.

Note show installation date and time - confirm that your carrier will be able make your delivery within this time period.

Print labels directly from the order site - one per item.

Contact your freight carrier and make arrangements for shipment (and pick-up, if you want the materials returned at the end of the show).

Assuming freight arrives onsite at the indicated time and date, it will be delivered to your booth prior to exhibitor installation.


Outbound freight service includes ensuring your freight gets to your carrier following the event. Carrier service MUST be arranged in advance by each exhibitor.

If you have ordered and paid for INBOUND freight services, the OUTBOUND service is INCLUDED.

If you have not ordered INBOUND FREIGHT SERVICES, but require OUTBOUND FREIGHT SERVICES, stop by the Exhibitor Service Desk any time up to an hour prior to end of show to order this service. Please note: Payment must be submitted before your outbound freight will be released to your carrier.

To prepare your materials for shipping

Check in at the Exhibitor Service Desk any time up to AN HOUR PRIOR TO END OF SHOW.

Pick up and complete a Bill of Lading and carrier air bill, noting number of items, condition and overall description.

Package, seal and label all items to be shipped. Be sure to remove all other shipping labels.

Once your packages are ready, bring BOTH documents (Bill of Lading and carrier air bill) to the Exhibitor Service Desk.

Upon acceptance of your paperwork, return to your booth and wait for a Rossi Expo team member to come by and confirm your freight and provide you with tracking information and a bill of lading.


Your freight will be picked up and taken to your carrier vehicle for shipment.


OnSite Deliveries (week-of)

If you are bringing large items directly to the Expo, via your own vehicles, (and you are not using a 3rd party shipping or advanced warehousing through Rossi Expos) please note the delivery times below.

Large Exhibit Items or Large Equipment that needs to be in place before Pipe & Drape / Carpet Aisles are built must arrive on Tuesday, November 28th at 8:00 a.m. Please contact Rossi Expositions to make arrangements for these items.

Arrival Dates / Times

  • Wednesday, November 29th
    8:00 a.m. - 4:00 p.m.

Pickup Dates / Times

  • Thursday, November 30th
    4:30 p.m. - 6:00 p.m.

  • Pre-Reserve Only - Deadline: November th
    Friday, December 1st
    8:00 a.m. - 10:00 a.m.
    Hall of Flowers Exhibitors: Large Exhibit Friday pickup is only allowed if your items are moved to Verallia Pavilion for overnight storage after the show. Please visit Exhibitor Services for more details and assistance.

Fork Lift Access

Deadline: November 17th

Access to a forklift is available by appointment during setup hours, and on a first-come, first-serve basis during take-down hours.

To schedule your time-slot, please call Nick Young at (707) 433-2557 x 100, or email

Sonoma County Fairgrounds Parking Map

Exhibitor Parking

All Exhibitor parking is located in the Veterans Building Parking Lot.

The entrance to the parking lot is located on Maple Avenue, across the street from the entrance to Verallia Pavilion. Shuttle services will run from Lot D to the front of Verallia Pavilion on the day of the show

Loading & Unloading

There will be signage directing Exhibitors to the Loading/Unloading areas in the gated parking lot on the west side of Verallia Pavilion.

There is no loading or unloading on roadways, access ways, or grass areas.

Parking will be strictly enforced.

Setup & Take-Down Hours

All booths must be completely Setup 45 minutes before the show floor opens.


  • Wednesday, November 29th
    11:00 am — 4:00 pm
  • Thursday, November 30th
    7:00 am — 8:15 am


  • Thursday, November 30th
    4:00 pm — 6:00 pm

* Hall of Flowers Loading

On the morning of the show no additional Exhibitor vehicle traffic will be allowed beyond the Verallia Pavilion loading/unloading area after 8:15 a.m.

Your items will need to be unloaded and walked / hand-trucked over to the Hall of Flowers building.

Booth Construction Rules & Guidelines

Exhibit structures must be constructed to allow sufficient tolerance on each side for pipe & drape and for utility service at the rear of each booth.

A walkthrough by WIN Expo management will begin at 4:00 pm on Wednesday, November 29, 2017. If you are in violation, a WIN Expo Representative will reach out to the primary booth contact regarding any required actions needing to be taken.

Any booths not meeting all of the Terms & Conditions by 8:15 am on Thursday, November 30, 2017 will be in breach of the Exhibitor Registration Agreement and in violation of show standards. This includes exceeding booth height and width restrictions as specified on the booth construction diagrams below.

Standard (1) Booth

One or more standard booths in a straight line. If over four (4) feet high, to be confined to an area within five (5) feet of the backline.

All display fixtures over four (4) feet in height, and placed within ten (10) feet of an adjoining exhibit, must be confined to the back-area of the exhibitor’s space which is within five (5) feet of the backline.

Each exhibitor is entitled to a reasonable sightline from the aisle.

2 or More Booths

End-Cap booths are defined as two or more booths on the end of a row of booths.

End-Cap booths may not exceed the back wall height of eight (8) feet, and in the center ten (10) feet. Booths may also not exceed the height of four (4) feet within the outer five (5) feet of the back wall.

Each exhibitor is entitled to a reasonable sight line from the aisles.


Fire Marshall Rules for Engines & Equipment

  • Gasoline or Diesel Engines/Motors, must have all fuel removed from their tanks, and their batteries disconnected from their motors.
  • Smoke Machines and Candles are not permitted in any buildings.
  • Compressed flammable gases are prohibited.

Social Media - URLs

Item Description

WIN Expo will be utilizing social media marketing channels: Facebook, Twitter & LinkedIn to build awareness & promote the show. Make sure you follow us on the web and help spread the word to promote the show.

We encourage Exhibitors to leverage these opportunities by sharing show information through your company’s social media channels.

Trade Show Best Practices

We’ve prepared a few simple points for you and your team to insure this event (and all trade shows) prove as effective as possible.

Best Practices PDF