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.

Exhibitor Schedule

Wednesday 11/29

11:00am - 4:00pm

Verallia (Grace) Pavilion
Hall of Flowers

Exhibitor Booth Setup
Exhibitor Name Badge Printing

All pre-registered Booth Staff can have their name badges printed at Exhibitor Services between 11:00am - 4:00pm.

Thursday 11/30

7:00am - 8:30am

Verallia (Grace) Pavilion
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


Registration Tent

Check-In Opens for All Attendees

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

9:00am - 4:00pm

Verallia (Grace) Pavilion
Hall of Flowers

Trade Show Floor OPENS

12:00 pm

Garden Building

Lunch Service Opens

Caterer: Big Boys BBQ

Pre-ordered Boxed Lunches are delivered to your booth between 11:30am - 12:30pm.

1:30pm - 3:30pm

Hall of Flowers

Wine Tasting - 2017 North Coast Wine Challenge Winners

A select group of wines chosen from the winners of the 2017 North Coast Wine Challenge will be poured.

4:00pm - 6:00pm

Verallia (Grace) Pavilion
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


Verallia (Grace) Pavilion
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.


Verallia (Grace) Pavilion
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 12/01

8:00am - 10:00am

Verallia (Grace) Pavilion

Large Exhibit Pickups (*Pre-Reserved Only)

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 at the show.

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).

All pre-registered Booth Staff can have their name badges printed at the Exhibitor Services Station in Grace Pavilion on setup day (11/29) between 11:00am - 4:00pm, and on (11/30) between 7:30am - 8:30am. Exhibitor Services is located in Grace Pavilion between booths 127 & 129in 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.

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

Online Listing Deadline: November 24th

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 - click the button below to find your code.

A-T Mobile Bottling Line - Code: ATM813
Aaquatools, Inc. - Code: AAQ428
Accurate Forklift - Code: ACC154
ACHWorks - Code: ACH422
ACIC Closures - Code: ACI428
Active Club Solutions - Code: ACT228
Admeo, Inc. / Alpine Scientific - Code: ADM611
AEB Biochemical, USA - Code: AEB312
Affinity Creative Group - Code: AFF811
Agajanian Vineyards + Wine Company - Code: AGA331
Agri-Analysis LLC - Code: AGR441
Agrian, Inc. - Code: AGR340
Air & Water Systems - Code: AIR701
Airgas Santa Rosa - Code: AIR809
Airstrike Bird Control - Code: AIR515
All American Containers Pacific Coast - Code: AAC322
All American Label - Code: ALL820
Alliance Funding Group - Code: ALL714
Amcor Flexibles - Code: AMC204
American AgCredit - Code: AME130
American Tank Co., Inc. - Code: AME713
Amorim Cork America - Code: AMO317
Angelsmith - Code: ANG719
Anton Paar - Code: ANT613
Aran USA, Inc. - Code: ARA707
Ardagh Group, Glass - North America - Code: ARD821
Artisan Barrels & Tanks - Code: ART522
ASL Print FX Ltd. - Code: ASL627
Astoria-Pacific - Code: AST220
Atlas Copco Compressors - Code: ATL710
ATP Group - Code: ATP245
Barrel Builders - Code: BAR609
Barrels Unlimited, Inc. - Code: BAR600
Battistella - Code: BAT502
Bergin Screen Printing & Etching - Code: BER450
Berkley International - Total Wine Solutions - Code: BER731
Berlin Packaging - Code: BER445
BevTrac Mobile Quality Systems, LLC - Code: BEV615
Bio-Microbics, Inc. - Code: BIO420
BioFiltro - Code: BIO215
Blue Star Gas - Code: BLU605
Bonar Plastics - Code: BON425
BottlePrint - Code: BOT434
Bouchard Cooperages - Code: BOU203
BPM LLP - Code: BPM115
BSG Wine - Code: BSG301
Bucher Vaslin North America - Code: BUC234
California Soda Company - Code: CAL615
California Sustainable Winegrowing Alliance - Code: CAL602
Capital Equipment Leasing Inc. - Code: CAP519
Carle, Mackie, Power & Ross LLP - Code: CAR216
Carlsen & Associates - Code: CAR225
Cary & Associates Builders, Inc. - Code: CAR826
The Cavanagh Group - Code: THE723
CBC Steel Buidings - Code: CBC501
CC Wine Caves - Code: CCW151
CC&M Welding and Installation - Code: CCM140
Central Valley AG Supply - Code: CEN343
Ciatti Company, LLC - Code: CIA400
Cinquini & Passarino, Inc. - Code: CIN601
Clark Pest Control - Code: CLA528
Cloacina, LLC - Code: CLO726
CMS Fine Foods - Code: CMS721
Coastal Viticultural Consultants - Code: COA618
ColdFlo Mechanical - Code: COL318
Coldwell Solar - Code: COL207
ColloPack Solutions - Code: COL117
Color Glass Container Inc. - Code: COL727
Comcast Business - Code: COM818
Complete Welders Supply - Code: COM610
ConeTech, Inc. / PolarClad Tank Insulation - Code: CON148
CoolWine - Code: COO429
Criveller California Corp. - Code: CRI102
Crown Lift Trucks - Code: CRO830
Cryowest - Code: CRY702
Decade Products, LLC - Code: DEC135
Della Toffola USA Ltd. - Code: DEL453
DH Wine Compliance - Code: DHW338
Diam Bouchage - Code: DIA211
Dickenson, Peatman & Fogarty, P.C. - Code: DIC232
Duarte Nursery - Code: DUA409
Duhig Stainless - Code: DUH122
Dynamic Coatings, Inc. - Code: DYN801
Eckhoff and Company - Code: ECK126
EcoVessel - Code: ECO724
Elastomer, Inc. - Code: ELA606
Electrical Equipment Co., Inc. - Code: ELE413
Emmeti USA, LLC - Code: EMM222
Enartis USA - Code: ENA224
Encore Glass - Code: ENC430
Enoplastic USA - Code: ENO125
Environmental Dynamics International - Code: ENV703
ETS Laboratories - Code: ETS243
Euro-Machines, Inc. - Code: EUR505
eVit - Code: EVI622
Exchange Bank - Code: EXC448
Falcon Crop Protection - Code: FAL315
Farallon Consulting, LLC - Code: FAR829
Flextank USA - Code: FLE143
FOSS - Code: FOS146
FPS Global Partners, Corp. - Code: FPS714
Franmara - Code: FRA416
Free Flow Wines - Code: FRE227
Fruition Sciences - Code: FRU824
G&D Chillers - Code: GDC524
G3 Enterprises - Code: G3E213
Ganau America Inc. - Code: GAN144
Garton Tractor, Inc. - Code: GAR704
Gas Generation Solutions - Code: GAS407
George Petersen Insurance Agency - Code: GEO306
Global Package, LLC - Code: GLO230
Glopak Wine & Spirits - Code: GLO438
Guala Closures North America, Inc. - Code: GUA329
Guillaume Grapevine Nursery - Code: GUI418
Gusmer Enterprises - Code: GUS229
GW Kent - Code: GWK426
Hall & Bartley - Code: HAL137
Hamilton Company - Code: HAM443
Heringer Estates Vineyards & Winery - Code: HER805
Herrick Grapevines - Code: HER628
Herti US, Inc. - Code: HER715
Heyes Filters, Inc. - Code: HEY313
Holt of California - Code: HOL433
Honey Bucket Portable Restrooms - Code: HON810
Hotsy Pacific - Code: HOT235
Industrial Forklifts - Code: IND504
Infaco USA, Inc. - Code: INF511
InnoVint - Code: INN402
Jim Murphy & Associates - Code: JIM342
Jim's Supply Company, Inc. - Code: JIM823
John Mulhern Company - Code: JOH111
Kaeser Compressors, Inc. - Code: KAE314
Kirby Construction Company, Inc. - Code: KIR516
Knights Grapevine Nursery - Code: KNI512
Krack - Code: KRA316
Kurios Energy - Code: KUR817
L.J. Star, Inc. - Code: LJS624
La Garde - Code: LAG325
LACO Associates - Code: LAC151
Labeltronix - Code: LAB323
Laffort USA - Code: LAF436
Lafitte Cork & Capsules - Code: LAF405
Leavitt United Insurance - Code: LEA523
Ledcor Builders, Inc. - Code: LED138
M.A. Silva - Code: MAS221
MAD Architecture - Code: MAD825
Mala Closure Systems - Code: MAL509
Master Packaging Solutions - Code: MAS827
Matheson Tri-Gas, Inc. - Code: MAT716
Maverick Enterprises - Code: MAV321
Mavrik North America - Code: MAV106
McDonell Electric, Inc. - Code: MCD239
Mechanics Bank - Code: MEC631
Mercantile 12 - Code: MER822
Mercedes-Benz of Santa Rosa - Code: MER507
Metrohm USA - Code: MET814
MicaSense, Inc. - Code: MIC527
Microworks Wine Software - Code: MIC136
MKM & Associates Structural Engineering - Code: MKM341
Monvera Glass Décor - Code: MON303
Morgan Manufacturing - Code: MOR812
Multi-Color Corp. - Code: MUL127
Nadalié USA - Code: NAD440
Napa Fermentation Supplies - Code: NAP720
National Span - Code: NAT828
National Storage Tank, Inc. - Code: NAT219
NCR-RuPractical POS - Code: NCR417
Neenah Packaging - Code: NEE632
Nexternal - Code: NEX142
Nordby Construction & Wine Caves - Code: NOR123
North Coast Container DBA VitaCask and Barrel - Code: NOR451
Northbay Motorsport - Code: NOR807
NovaVine - Code: NOV109
O-I Packaging Solutions - Code: OIP712
O'Connell Jetting Systems - Code: OCO733
O'Dell Printing - Code: ODE112
O'Neill Vintners & Distillers - Code: ONE517
Oak Wise, Inc. - Code: OAK108
Oenodia North America - Code: OEN113
Oenofrance USA - Code: OEN431
Onguard Group LTD - Code: ONG446
Orion Wine Software - Code: ORI421
P&L Specialties / Tom Beard Co. - Code: PLS305
PA Trellising Systems, Inc. - Code: PAT729
Pacific Coast Chemicals - Code: PAC141
Pacific Distributing, Inc. - Code: PAC815
Pacific Gas & Electric - Code: PAC439
Pack n' Ship Direct - Code: PAC800
Pall Corporation - Code: PAL406
Papé Material Handling - Code: PAP526
Parker Nitrogen Generators - Code: PAR118
Peak Performance Refrigeration, Inc. - Code: PEA209
Pellenc America, Inc. - Code: PEL612
Pentair - Code: PEN432
Peterson Caterpillar - Code: PET804
Peterson Trucks - Code: PET804
Portocork America - Code: POR308
Power Industries - Code: POW332
Precision Wireless Service - Code: PRE339
Prospero Equipment - Code: PRO233
Quality Stainless Tanks - Code: QUA614
Quest - Code: QUE403
Quicklabel - Code: QUI510
Quiedan Company - Code: QUI511
R Ideas Specialty Boxes, JV - Code: RID520
R.F. MacDonald Co. - Code: RFM240
Rack & Maintenance Source - Code: RAC608
Ramondin USA - Code: RAM241
Ray Carlson & Associates, Inc. - Code: RAY218
Red Wing Shoes, Inc. - Code: RED619
Reflective Images a division of Image Star LLC - Code: REF604
ReThink Labels - Code: RET334
Revolution Equipment Sales - Code: REV311
Rich Xiberta USA - Code: RIC214
ROKI S&S America - Code: ROK700
RONA Glassware - Code: RON623
RTI-Ag - Code: RTI816
Rutherford Equipment Rental - Code: RUT319
Saverglass, Inc. - Code: SAV120
Saxco International - Code: SAX335
Scott Laboratories - Code: SCO149
Separator Technology Solutions US, Inc. - Code: SEP500
Seven Fifty - Code: SEV133
Shur Farms Frost Protection - Code: SHU728
Sierra View General Contractor - Code: SIE718
Sika Industrial Flooring - Code: SIK603
Silver State Stainless - Code: SIL124
Simply Solar - Code: SIM626
Slot Drain Systems - Code: SLO819
Sonoma State Wine Business Institute & VESTA - Code: WIN521
Spokane Industries - Code: SPO139
Spraying Systems Co. - Code: SPR625
Steamericas Inc. - Code: STE235
The Stonhard Group - Code: THE518
Summit Engineering, Inc. - Code: SUM310
Swash Sanitizing Equipment - Code: SWA121
TankNET by Acrolon - Code: TAN110
TCW Equipment & Systems - Code: TCW210
TEMPRESCO, Inc. - Code: TEM730
Thermo Fisher Scientific - Code: THE217
Three Star IM/EX Inc. - Code: THR415
Titan IBC, LLC - Code: TIT508
Tonnellerie Quintessence - Code: TON717
Tonnellerie Tremeaux - Code: TON717
Topco Inc. - Code: TOP620
TopNest Designs - Code: TOP129
Tossware - Code: TOS708
Toyota Material Handling - Code: TOY328
Transition Equipment Company - Code: TRA319
Trefinos USA - Code: TRE732
TricorBraun WinePak - Code: TRI200
Trysk Print Solutions - Code: TRY134
Tule Technologies - Code: TUL725
Turrentine Brokerage - Code: TUR128
Ultima Mobile Bottling, Inc. - Code: ULT226
United Pipe and Steel Fabrication - Code: UNI101
US-FIP / McFinn Technologies, Inc. - Code: USF423
VA Filtration USA - Code: VAF513
Valentin Thierion - Code: VAL419
Verallia - Code: VER100
Vin Lux Fine Wine Transport - Code: VIN444
Vineyard Concepts LLC - Code: VIN709
Vineyard Team - Code: VIN515
VingDirect - Code: VIN711
vinSUITE - Code: VIN512
Vintage 99 Label Mfg., Inc. - Code: VIN132
Vintegrate Winery Software - Code: VIN621
Vintner Vault - Code: VIN424
Vintrace - Code: VIN333
Vitroval USA - Code: VIT150
Vogelsang - Code: VOG231
Voltea - Code: VOL503
Watermark Labels - Code: WAT107
WECO The Science of Optical Sorting - Code: WEC320
Westcoast Solar Energy - Code: WES208
Westec Tank & Equipment Co. - Code: WES401
Western Square Industries - Code: WES152
Wine Management Systems - Code: WIN449
Winesecrets - Code: WIN238
Winetech - Code: WIN515
Work Training Center - Code: WOR525
World Wine Bottles & Packaging - Code: WOR326
Wright Contracting - Code: WRI114
Zenport Industries, Inc. - Code: ZEN616
ZFA Structural Engineers - Code: ZFA116

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 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

Download the Order form: Download PDF

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.

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 2017 (WIN Expo)"

Additional Help / Setup Instructions can be found here:

View Instructions

License Price
$150 = special pricing for WIN Expo Exhibitors

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 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.

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 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

Exhibitor Services Partner - Rossi Expositions

Deadline: November 20th
Orders after 11/20/2017 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 have not received your temporary password, please email Rossi Expositions, Inc. at

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.



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 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.


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 8:00am. Please contact Rossi Expositions to make arrangements for these items.

Arrival Dates / Times

  • Wednesday, November 29th
    11:00am - 4:00pm

Pickup Dates / Times

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

  • Pre-Reserve Only - Deadline: November 17th
    Friday, December 1st
    8:00am - 10:00am
    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.

Setup & Break-Down Hours

All booths must be completely Setup 30 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
  • Pre-Reserved Only: Friday, December 1st
    8:00am - 10:00am
    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 on the day of the show.

Fork Lift Access

Deadline: November 17th

Setup Forklifts

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

Break-Down Forklifts

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.

* 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.

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.

2017 Floor Maps

*Please Note

  • Yellow Colored Booths are "Last In / First Out", meaning these booths have a smaller window for setup / breakdown times. Please contact for more information.

  • Map Legend

    Map Legend

    Hall of Flowers

    Verallia (Grace) Pavilion

    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.

    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

    Purchase Coverage

    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