8th Annual North Coast Wine Industry Expo

Sonoma County Fairgrounds, Santa Rosa, CA
Thursday, December 5, 2019
9:00am — 4:00pm

Exhibitor Kit

What's the best way to let people know you'll be bringing your best wine industry solutions to WIN Expo 2019? Tell them. Tell them. And then tell them again - via direct mail, email, your website, our website and your advertising. By utilizing our 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!


Exhibitor Calendar

Pre-Show Marketing Opportunities

Promotional Codes & Invite Assistance Program

Promo Codes

Deadline: December 3rd

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 and schedule a specific time-slot to meet with them one-on-one. Offer them a product demonstration that they normally wouldn't be able to see without visiting your booth. Promote a discount, free gift, giveaway or a new product or service. ($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 - click the button below to find your code.

View Email Example

Invite Assistance Program

Deadline: November 8th

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 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 6th
Dear __________, We are excited to be a part of the 2019 North Coast Wine Industry Expo being held on December 5th 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 wineindustryexpo.com/registration to gain free access to the trade show.

#2: By October 4th
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 December 5th, we look forward to being a part of the 2019 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 wineindustryexpo.com/registration

#3: By October 25th
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 2019 North Coast Wine Industry Expo held on December 5th 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 wineindustryexpo.com/registration

#4: By November 15th
Dear __________, With just a few weeks left until the 2019 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 December 5th 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 wineindustryexpo.com/registration


#ExpoDeals

Drive More Traffic to Your Booth by offering exclusive #ExpoDeals

Day-Of Handout Deadline: November 8th

Online Listing Deadline: November 22nd

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!

Submit #ExpoDeals


Wine Industry Advisor - Expo Guide

Deadline: November 15th

The Wine Industry Advisor is publishing a Special Edition 2019 WIN Expo Guide that will provide information about exhibitors with the goal of helping attendees easily navigate the trade show floor and make the best use of their time. As a WIN Expo exhibitor, we invite you to take advantage of this special opportunity at no cost.

The guide will be published on the Wine Industry Advisor and the Afternoon Brief, as well as being pushed through social media channels leading up to and throughout the WIN Expo. Exhibitors have the opportunity to provide attendees with information about special demonstrations and new products and services that you will be showcasing at the event. It’s your chance to let people know what they can expect to see and learn by visiting your booth.

Submit Listing


Logos, Photos and Promotional Graphics

Exhibitors are encouraged to download the following graphics to add to your own marketing materials in support of your participation in WIN Expo. We'll be adding more graphics as they are created, so please check back frequently for the latest updates.

Conference Session Graphics

1920px by 1080px

Session 1A
Session 1B
Session 1C
Session 2A
Session 2B
Session 2C
Session 3A
Session 3B
Session 3C

Instagram

1080px by 1080px

 

1080px by 1080px

Banners

728px by 90px

520px by 104px

300px by 200px

Print Collateral

8.5" x 11"

Videos

2018 Highlights


Social Media

Tips For Our Exhibitors

WIN Expo will be utilizing social media marketing channels: Facebook, Twitter, Instagram & LinkedIn to build awareness & promote the show. We encourage Exhibitors to leverage these opportunities by sharing information and content through your own company’s social media channels.

Make sure you follow us and share our posts to help spread the word about the show.

Monitor the Expo Hashtags

#WINexpo | #ExpoDeals

This should be your starting point in using social media for exhibiting. Most shows now use a unique hashtag (#) to help attendees and exhibitors get connected and start conversations online. Thoroughly research event hashtags before the show starts to see what attendees and competitors have planned. Continue to monitor the hashtag to gain insight about the interests and behaviors of attendees. Once your brand has established a presence within the hashtag, it’ll be easy to join the conversation and reach out to attendees on an individual basis.

Develop a Detailed Strategy

Pre-Show | During The Show | Post-Show

Because social media is so ingrained in our daily lives as a spur-of-the-moment tool, it’s a common mistake to think that you can use it the same way for marketing.

The key to a successful exhibiting social media program is developing a detailed strategy. Approach it just like you would any other marketing plan. Your strategy should include overall goals and a specific plan of action (i.e. what platforms to use, who will post what and when) and how social will be incorporated into your existing exhibiting plan.

 

Pre-Show

We know there is a lot to do before the show doors open, but it’s important to include social media in the mix. The good news is that there are plenty of ways to create buzz around your exhibit long before the show begins. When posting to your social media platforms, make sure to include important information, such as dates, location and booth number. Additionally, plan and promote #ExpoDeals, product launches, giveaways or contests that will drive traffic during the show.

During the Show

When show time rolls around, it's important to stay on your game. Create content that encourages attendees to stop by your booth and learn more about products and services. Our show revolves around continuing education, so add your expert opinion to conversations about speakers, panels, and trending topics at WIN Expo. Take advantage of our Lead Retrieval partner, Boomset, to capture more contact information so you can follow-up after the show.

Post-Show

Make sure to continually engage with this community well after the show is over. If possible, connect with leads via social media, particularly LinkedIn, because it is a powerful business networking tool. Thank visitors for stopping by your booth and learning more about your company. In the end, new leads are a powerful resource so be sure to follow up with them on social media.


Exhibitor To-Do Tasks


Booth Staff Pre-Registration

Deadline: December 3rd (5:00pm)

All staff that will be working in your booth, or setting up 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 on setup day. If your staff is not pre-registered, they will need to wait in line at exhibitor services for data entry, and it will take longer to check-in. Please try to take care of this before setup day.

All pre-registered Booth Staff can have their name badges printed at the Exhibitor Services Station in Gallo Glass Pavilion (Grace) on setup day (12/04) between 11:00am - 4:00pm, and on (12/05) between 7:30am - 8:30am. Exhibitor Services is located in Gallo Glass Pavilion (Grace) between booths 127 & 129. They can also check-in via the front Registration Tent at the entrance to Gallo Glass Pavilion (Grace) on the day of the show.

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).

Please bring your printed tickets (or smartphone with ticket) to the Exhibitor Services Station to have your name badge printed. If you do not have a printed ticket with you, but have pre-registered, we can also find your name in the system.

Register Booth Staff

Please note: We are committed to keeping your e-mail address confidential. We do not sell, rent, or lease our subscription lists to third parties, and we will not provide your personal information to any third party individual, government agency, or company at any time unless compelled to do so by law.


Exhibitor Boxed Lunch Orders

Deadline: December 2nd

KR Catering has once again been selected as the official caterer for the 2019 Wine Industry Expo. Ken Rochioli has been involved in catering and event services throughout the Bay Area since 1983, providing exceptional food and service to thousands of people at hundreds of events. Based in Sonoma County, they use fresh, local, high-quality ingredients from top vendors.

  • All Orders must be placed by 5:00pm on Monday, December 2nd.
  • Orders are delivered to your booth between 11:30am - 12:30pm on the day of the show.
  • A buffet lunch will be available for purchase on the day-of the Expo in the Garden Building cafeteria adjacent to the Hall of Flowers.

Boxed Lunch Options ($16.00):

Roast Beef Sandwich
w/ Cheddar Cheese, Balsamic Onions, Garlic Aioli, Arugula and Tomato on a Soft Roll
or
Turkey Breast Sandwich
w/ Swiss Cheese, Cranberry Jam, Lemon Aioli, Arugula and Tomato on a Soft Roll
or
Marinated Portobello Mushroom Sandwich
w/ Smoked Gouda, Balsamic Onions, Roasted Bell Pepper, Green Onion Aioli, Arugula and Tomato on a Soft Roll


All boxed lunches are served with:

Potato & Carrot Salad with Citrus Dressing
House Pickled Green Beans
Honey Lavender Cookie
Choice of Still or Sparkling Water


Lead Retrieval & Tracking

Deadline: December 4th

WIN Expo provides an easy to use lead retrieval service that 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.

How To Signup

  1. Download the Boomset Lead Retrieval app via the iTunes or Google Play stores on your device.
  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 2019 (WIN Expo)"

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 separate / multiple lead lists, additional licenses will need to be purchased. For example - You can create an account and purchase one 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 and scan leads into the same list.


Additional Help / Setup Instructions can be found here:

View Instructions

Order For Someone Else


License Price
$150 = special pricing for WIN Expo Exhibitors

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

Prioritize
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.


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 15th

We have made arrangements with the Sonoma County Fairgrounds and Spectra by Comcast-Spectacor to allow Exhibitors to have wine poured within your booth space. This presents an exciting opportunity for those of you that have relationships with local wineries and want to share their wines with Expo attendees.

Please fill out the reservation form linked below to get started.

PLEASE NOTE: Exhibitors must abide by the following ABC / Sonoma County Fairgrounds alcoholic beverage rules or you will jeopardize your future status as an exhibitor at this event:

  • Exhibitors are not allowed to bring alcoholic beverages directly to their booth, or onto the Sonoma County Fairgrounds property, buildings, or parking lots unless otherwise directed to do so by WIN Expo / Ovations Staff.
  • All deliveries of alcoholic beverages must be delivered to, stored and distributed by Spectra / Ovations / WIN Expo only.
  • A representative from Spectra / Ovations Food Services will be assigned to your booth to distribute and pour all alcoholic beverages. Exhibitors and Booth Staff are not allowed to pour any alcoholic beverages on site (This is a Sonoma County Fairgrounds and ABC rule.)

Wine Pouring Reservation Form & Details

Logistics, Provisions, Rules & Services

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 View Photo Gallery

Aisle Floor Color:
Gallo Glass Pavilion (Grace), 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.


Exhibitor Insurance Coverage

All Exhibitors participating in the North Coast Wine Industry Expo Trade Show & Conference are required to carry general liability coverage from an insurance company in good standing with minimum policy limits of $1,000,000 per occurrence and $2,000,000 in all.

Exhibitors may contact their own insurance provider, however we have made arrangements to acquire this coverage at significant savings by purchasing as part of a group through our certified WIN Expo Insurance Provider, Brandt Insurance. They are offering some very competitive rates and we encourage you to check them out.

Specific Requirements are listed within the Exhibitor Registration Packet.


Brandt Insurance

Todd Brandt
250 Healdsburg Ave., 3rd Floor
Healdsburg, CA 95448
Phone: (707) 433-4436
brandtinsurance.com

Purchase Coverage

Setup & Break-Down Hours

All booths must be completely Setup 30 minutes before the show floor opens.

SETUP / LOADING

Large Exhibit Items or Large Equipment that needs to be in place before Pipe & Drape / Carpet Aisles are built must arrive on Tuesday, December 3rd at 8:00am. Please contact Rossi Expositions to make arrangements for these items.

  • Tuesday, December 3rd
    8:00am (Large Equipment Only)

The Exhibit Halls will be open for all Non-Large Exhibits & Equipment to setup their booth spaces at the following times.

  • Wednesday, December 4th
    11:00am — 4:00pm
  • Thursday, December 5th
    7:00am — 8:30am*

* Hall of Flowers Loading

After 8:30am on the morning of the show, no additional Exhibitor vehicle traffic will be allowed beyond the Gallo Glass Pavilion (Grace) loading / unloading area. Your items will need to be unloaded and walked / hand-trucked to the Hall of Flowers building.

BREAK-DOWN

  • Thursday, December 5th
    4:00pm — 6:00pm
  • Pre-Reserved Only: Friday, December 6th
    8:00am — 10:00am
    Hall of Flowers Exhibitors:
    Large Exhibit Friday pickup is only allowed if your items are moved to Gallo Glass Pavilion (Grace) for overnight storage. Please visit Exhibitor Services for more details and assistance on the day of the show.

Fork Lift Access

Deadline: November 15th

Setup Forklifts

Forklift service is available by appointment during setup hours, and on a first-come, first-serve basis during break-down hours.

Any items that will be moved via forklift must meet the following specifications.

  • The total weight of each item must not exceed 2,000 lbs.
  • The item(s) must be secured onto a skid or pallet - crates, stacked boxes, etc. are okay - or have its own specific lift points for the forklift operator to easily access. (Fork extensions will be available).
  • The item(s) must not be taller than 10 feet when lifted for moving.

If your items are highly specialized, oddly shaped, or simply require a more delicate forklift operation to move, we recommend you hire professional forklift help from our Exhibitor Services Partner (Rossi Expositions). They are very experienced and are ready to safely move oddly shaped items, tanks, display stands, etc., using padding and straps.

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

Break-Down Forklifts

Forklift service for break-down is on a first-come, first-serve basis.

When your items are packed, properly labeled, properly secured and ready to be loaded onto your vehicle, please go to Exhibitor Services and we will place you on the unloading list - you will need to know your booth number, and the location of the vehicle to be loaded.


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 4:00pm on Wednesday, December 4, 2019. 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 8:15am on Thursday, December 5, 2019 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

Definition:
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.

Depth:
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.

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

2 or More Booths

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

Depth:
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.

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

 


Fire Marshal Rules for Engines & Equipment

All non-electric motors, engines and equipment must adhere to the following restrictions as outlined by the Sonoma County Fire Marshal.

  • Any 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.

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 Gallo Glass Pavilion (Grace). Shuttle services will run from Lot D to the front of Gallo Glass Pavilion (Grace) 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 Gallo Glass Pavilion (Grace).

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

VIOLATORS WILL BE TOWED. Parking will be strictly enforced.


Exhibitor Services Partner - Rossi Expositions

Deadline: November 22nd
Orders after 11/22/2019 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 info@rossiexpo.com

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 have not received your temporary password, please email Rossi Expositions, Inc. at info@rossiexpo.com

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

Online Order Form


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.

INBOUND FREIGHT

PLEASE NOTE: EXHIBITOR FREIGHT CANNOT BE DELIVERED IN ADVANCE TO THE VENUE. ONSITE FREIGHT WILL BE ACCEPTED ONLY DURING SHOW INSTALLATION HOURS. ADDITIONAL CHARGES WILL APPLY FOR ITEMS RECEIVED ONSITE OUTSIDE OF PRESCRIBED TIME AND DATE.

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.

Onsite Freight - ONSITE FREIGHT WILL BE ACCEPTED ONLY DURING EXHIBITOR INSTALLATION HOURS

Log into the Rossi Expositions exhibitor order site and submit an order for “Show Site Freight”.
Login / Retrieve Password

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

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.

DO NOT LEAVE YOUR BOOTH UNTIL YOUR FREIGHT HAS BEEN CONFIRMED AND YOU HAVE SIGNED PAPERWORK FROM ROSSI EXPO.

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

ANY FREIGHT LEFT IN BOOTHS WITHOUT OUTBOUND FREIGHT SERVICES ORDERED WILL BE CONSIDERED ABANDONED FREIGHT AND SUBJECT TO ADDITIONAL CHARGES.


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.

Shipping Address (12/02 - 12/06 Only. Any WIN Expo shipments that arrive outside of these dates will be rejected at the loading gate.)

Sonoma County Fairgrounds / WIN Expo
Company Name / Booth #
1350 Bennett Valley Road
Santa Rosa, CA 95401

Large Exhibit Items or Large Equipment that needs to be in place before Pipe & Drape / Carpet Aisles are built must arrive on Tuesday, December 3rd at 8:00am. Please contact Rossi Expositions to make arrangements for these items.

Arrival Dates / Times

  • Wednesday, December 4th
    11:00am - 4:00pm

Pickup Dates / Times

  • Thursday, December 5th
    4:30pm - 6:00pm

  • Pre-Reserve Only - Deadline: November 15th
    Friday, December 6th
    8:00am - 10:00am
    Hall of Flowers Exhibitors: Large Exhibit Friday pickup is only allowed if your items are already prepared for shipping and moved to Gallo Glass Pavilion (Grace) for overnight storage and staging after the show. Please visit Exhibitor Services for more details and assistance, or contact Rossi Expositions to make arrangements for these items.


2019 Floor Maps

*Please Note

  • Yellow-Filled Booths are "Last In / First Out", meaning these booths have a smaller window for setup / breakdown times. Please contact info@wineindustryexpo.com for more information.
  • Hall of Flowers

    Gallo Glass (Grace) Pavilion


    Exhibitor Day-Of Schedule

    Wednesday 12/04

    11:00am - 4:00pm

    Gallo Glass Pavilion (Grace)
    Hall of Flowers

    Exhibitor Booth Setup
    Exhibitor Name Badge Printing

    All pre-registered Booth Staff can have their name badges printed at Exhibitor Services in Gallo Glass Pavilion (Grace) between 11:00am - 4:00pm.

    Thursday 12/05

    7:00am - 8:30am

    Gallo Glass Pavilion (Grace)
    Hall of Flowers

    Exhibitor Booth Setup
    Exhibitor Name Badge Printing

    All booths must be completely Setup 30 minutes before the show floor opens at 9:00am


    8:15am

    Registration Tent

    Check-In Opens for All Attendees

    At the registration tent, located in front of Gallo Glass Pavilion (Grace) (Day-Of / Walk-In Registration will also be available at this time).





    9:00am - 4:00pm

    Gallo Glass Pavilion (Grace)
    Hall of Flowers

    Trade Show Floor OPENS





    11:00am - 2:00pm

    Garden Building

    Lunch Service Opens (Buffet)

    Caterer: KR Catering

    KR Catering has once again been selected as the official caterer for the 2019 North Coast Wine Industry Expo. Ken Rochioli has been involved in catering and event services throughout the Bay Area since 1983, providing exceptional food and service to thousands of people at hundreds of events. Based in Sonoma County, they use fresh, local, high-quality ingredients from top vendors.

    If you've Pre-ordered Boxed Lunches, they will be delivered to your booth between 11:30am - 12:30pm. An extended day-of menu will also be available at the Expo.

    Lunch Buffet Menu (Day-Of Only)
    • Neoma Rochioli’s Braised Chicken over Creamy Polenta
    • Italian Marinated Chicken Thighs with Sautéed Onion & Grilled KR Gardens Sweet Peppers
    • Garlic-Herbed Pork Tenderloin with Bacon Bourbon Shallot Sauce
    • Ken’s Chili Beans
    • Penne Pasta with Marinara Sauce
    • Roasted Cauliflower, Potato and Parsnip Medley
    • Fresh Fruit Salad with Lime-Honey Drizzle
    • Orzo Salad with Garbanzo and Kidney Beans, Mint, Basil & a Lemon Honey Dressing
    • Spring Mix Salad with Ken’s Award Winning Balsamic Dressing – Cherry Tomatoes, Sliced Red Onions, Dried Cranberries, Feta Cheese, and Spiced Nuts
    • Hawaiian Sweet Rolls




    1:30pm - 3:30pm

    Hall of Flowers

    Wine Tasting - 2019 North Coast Wine Challenge Winners

    A select group of wines chosen from the winners of the 2019 North Coast Wine Challenge will be poured.


    4:00pm - 6:00pm

    Gallo Glass Pavilion (Grace)
    Hall of Flowers

    Trade Show Floor CLOSES
    Booth Break-Down Begins

    Exhibitors may begin breaking down booths and prepare items for shipping.

    Any exhibiting company that dismantles or vacates their booth space prior to 4:00pm will lose their priority status, and will not be allowed to participate in the early registration process for next year’s WIN Expo.

    The following is not allowed until after 4:00pm

    • Packing Boxes
    • Removing Materials
    • Removing Equipment
    • Booth Staff Vacating Booth

    4:30pm

    Gallo Glass Pavilion (Grace)
    Hall of Flowers

    Shipping Crates Begin Returning to Booths

    The return of empty crates/boxes will begin after all attendees have left the exhibit areas and any aisle carpeting has been removed.


    6:00pm

    Gallo Glass Pavilion (Grace)
    Hall of Flowers

    Trade Show Buildings Close

    All Trade Show buildings close for the evening, and all Exhibitors and Booth Staff must vacate the property.

    Friday 12/06

    8:00am - 10:00am

    Gallo Glass Pavilion (Grace)

    Large Exhibit Pickups (*Pre-Scheduled Only)

    Hall of Flowers Exhibitors:
    Large Exhibit Friday pickup is only allowed if your items are moved to Gallo Glass Pavilion (Grace) for overnight storage. Please visit Exhibitor Services for more details and assistance during the show.


    Exhibitor Privacy & SPAM / SCAM Emails

    We are committed to keeping your e-mail address and other non-public information confidential. We do not sell, rent, lease or give away our attendee or exhibitor contact information to any third parties, and we will not provide your personal information to any third party individual, government agency, or company at any time unless compelled to do so by law.

    We will use your e-mail address solely to provide timely information about WIN Expo and updates pertinent to your participation as an exhibiting company.

    WIN Expo will maintain any contact information you send to us via e-mail in accordance with applicable federal law.


    SPAM / SCAM Emails

    You will receive SPAM emails from unknown solicitors offering to sell you attendee lists or lodging room blocks for WIN Expo. These companies are not affiliated with WIN Expo, and do not have the attendee information they are claiming to sell.

    If you look at the sender's email address, you will see these emails are not originating from one of our company domains (@wineindustryexpo.com, @wineindustrynetwork.com, or @wineindustryadvisor.com).

    The only other authorized companies that work with WIN Expo are: our Official Caterer (KR Catering), our Exhibitor Services Partner (Rossi Expositions) and our Lead Retrieval service (Boomset).


    WIN Expo Attendee List SCAMS

    We cannot state this enough: We do not sell any of our event lists; Exhibitor Lists or Attendee Lists, and we do not sell lists from previous events. In an ongoing effort to curb the number of calls and emails our Exhibitors do receive, our Exhibitor Listings on the web site have never contained email addresses, staff names, or phone numbers for primary contacts: http://wineindustryexpo.com/information.php#exhibitorlist

    We also list ourselves as an Exhibitor, and we see the same emails hitting our inboxes offering to sell us our own list. Even offering lists for other shows that we are not participating in... this is not a new tactic for spammers and list sellers.


    Lodging / Hotel Room Block SCAMS

    We have received reports that unauthorized companies, such as Global Housing & Lodging Services, HLS Global, Otrix Housing Services, and others, may pose as official lodging / hotel room block contacts for WIN Expo and coupons, deals or other discounts for using their service - These companies are not affiliated with 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 our official hotel partners. If you choose to book with a vendor not endorsed by WIN Expo please verify their credentials before giving them any payment information and independently confirm that your reservations have been made and will be honored by directly contacting your chosen hotel.


    Prevention of Future SPAM

    We have spoken to our attorney about this over the last several years, and they have advised that it is virtually impossible to prevent anyone from sending someone else an email claiming that they have something to sell. If they do not offer their own “unsubscribe” feature in their emails, then they are technically breaking the CAN-SPAM Act and subsequent laws, as well as being generally bothersome and rather annoying.

    You can block all of them that hit your inbox offering to sell attendee lists or hotel room blocks - Again, these companies are not affiliated with WIN Expo.

    • Pro Tip: If you’re using Microsoft Outlook as your email client, you can right click their email and select “Junk -> Block Sender or Block Senders Domain”. These spammers also typically use “rolling email addresses” meaning they will just use a different sending address once it gets blocked. You can also contact your Internet Service Provider to see if there’s anything they can do to help mitigate incoming SPAM.


    Exhibitor Booth Space Cancellations & Refunds

    Exhibitor Booth Cancellations & Refund Schedule

    Exhibitor cancellations must be submitted in writing via email or via USPS postmarked to the attention of Nick Young, no later than the following dates to be eligible to receive a refund.

    All final payments for Exhibitor Booth Space are due by June 28, 2019. Any assigned booth space(s) not paid in full will be in Breach of the Exhibitor Agreement and considered 'forfeited' and will be re-assigned at WIN Expo's sole discretion. Your eligibility for a refund will remain as dictated by the following schedule:

    • July 5, 2019 — Within 150 days of the event, up to 75% of your payments will be refunded
    • August 5, 2019 — Within 120 days of the event, up to 50% of your payments will be refunded
    • September 5, 2019 — Within 90 days of the event, up to 25% of your payments will be refunded
    • October 5, 2019 — Within 60 days of the event - No Refunds Available

    Full Refund & Cancellation Policies