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!
The following will be provided per each 10 ft. wide x 10 ft. deep booth space:
Hall of Flowers
All pre-registered Booth Staff can have their name badges printed at Exhibitor Services in Grace Pavilion between 11:00am - 4:00pm.
Hall of Flowers
All booths must be completely Setup 30 minutes before the show floor opens at 9:00am
At the registration tent, located in front of Grace Pavilion (Day-Of / Walk-In Registration will also be available at this time).
Hall of Flowers
Caterer: KR Catering
*New for 2018, KR Catering has been selected as the official caterer for the 2018 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.
Hall of Flowers
A select group of wines chosen from the winners of the 2018 North Coast Wine Challenge will be poured.
Hall of Flowers
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
Hall of Flowers
The return of empty crates/boxes will begin after all attendees have left the exhibit areas and any aisle carpeting has been removed.
Hall of Flowers
All Trade Show buildings close for the evening, and all Exhibitors and Booth Staff must vacate the property.
Hall of Flowers Exhibitors:
Large Exhibit Friday pickup is only allowed if your items are moved to Grace Pavilion for overnight storage. Please visit Exhibitor Services for more details and assistance during the show.
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).
All pre-registered Booth Staff can have their name badges printed at the Exhibitor Services Station in Grace Pavilion on setup day (12/05) between 11:00am - 4:00pm, and on (12/06) between 7:30am - 8:30am. Exhibitor Services is located in Grace Pavilion between booths 127 & 129 in the hallway leading to Hall of Flowers.
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.
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!
*New for 2018! KR Catering has been selected as the official caterer for the 2018 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.
Roast Beef Sandwich
w/ Cheddar Cheese, Balsamic Onions, Garlic Aioli, Arugula and Tomato a Soft Roll
Turkey Breast Sandwich
w/ Swiss Cheese, Cranberry Jam, Lemon Aioli, Arugula and Tomato on a Soft Roll
Marinated Portobello Mushroom Sandwich
w/ Smoked Gouda, Balsamic Onions, Roasted Bell Pepper, Green Onion Aioli, Arugula and Tomato on a Soft Roll
Potato & Carrot Salad with Citrus Dressing
House Pickled Green Beans
Honey Lavender Cookie
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 - click the button below to find your code.
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.
#1: By September 7th
Dear __________, We are excited to be a part of the 2018 North Coast Wine Industry Expo being held on December 6th 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 5th
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 6th, we look forward to being a part of the 2018 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 26th
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 2018 North Coast Wine Industry Expo held on December 6th 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 16th
Dear __________, With just a few weeks left until the 2018 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 6th 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
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.
Additional Help / Setup Instructions can be found here:
$150 = special pricing for WIN Expo Exhibitors
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 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 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.
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.
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.
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:
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 firstname.lastname@example.org
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 email@example.com
Click below to visit Rossi Exposition’s online order form.
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
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 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.
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 8:00am. Please contact Rossi Expositions to make arrangements for these items.
Arrival Dates / Times
Pickup Dates / Times
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 firstname.lastname@example.org
Forklifts access for break-down are 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.
On the morning of the show no additional Exhibitor vehicle traffic will be allowed beyond the Verallia Pavilion loading/unloading area after 8:15am.
Your items will need to be unloaded and walked / hand-trucked over to the Hall of Flowers building.
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
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.
A walkthrough by WIN Expo management will begin at 4:00pm on Wednesday, December 5, 2018. 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 6, 2018 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.
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.
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.
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.