What's the best way to let people know you'll be bringing your newest wine industry solutions to WIN Expo 2023? 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!
Pre-Show Marketing Opportunities
Each exhibiting company at WIN Expo is provided with an individualized promotional invite code that allows your guests a $30.00 discount on any ticket including Conference Sessions (Expo Floor Pass becomes Free). All they need to do is use your unique code when they register.
There are many strategies that you can use to generate excitement and FOMO (Fear Of Missing Out) to drive booth traffic.
#1: By September 15th
Dear __________, We are excited to be a part of the 2023 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 wineindustryexpo.com/registration 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 2023 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 20th
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 2023 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 wineindustryexpo.com/registration
#4: By November 10th
Dear __________, With just a few weeks left until the 2023 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 wineindustryexpo.com/registration
#ExpoDeals listings are free for WIN Expo Exhibitors, and help drive new and existing customers directly to your booth! #ExpoDeals are presented as a one-day-only buying opportunity that allows exhibitors to offer exclusive Black Friday/Cyber Monday discounts and deals to WIN Expo attendees.
Wine Industry Network created the WINnovation Awards program as a way to identify and honor the most innovative industry suppliers and service professionals.
“WINnovation Awards are a way for us to highlight and celebrate the many innovative industry suppliers and to recognize that their efforts continue to propel the entire industry forward.” - George Christie, President, WIN
To be considered for a WINnovation Award submit your innovation and supporting materials using the form below. Qualified entrants must be sponsors or exhibitors at the North Coast Wine Industry Expo or WIN clients.
If you want to ensure that every attendee leaves with information on your company, then our tote bag inserts are your ideal solution. Your promotional piece will be included in the WIN Expo tote bags given out to every attendee at registration.
The Wine Industry Advisor is publishing a Special Edition 2023 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.
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.
For visibility, impact and overall integrity, it is important to retain a consistent use of the WIN Expo logo. The logo is fundamental to the communications and should never be compromised or altered to remove any elements. Always reproduce the logo from original artwork that we've provided below.
Exhibitor To-Do Tasks
Pre-registration is required and will ensure that your staff receives a properly labeled "Exhibitor" name badge on setup day. All Exhibitor Booth Staff registrations need to occur in advance, before coming to have your badge printed.
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). Booth Staff Passes and "Exhibitor" labeled name badges are reserved for Exhibiting Companies only. If your company is not an officially listed Exhibiting Company for Wine Industry Expo, your ticket will be cancelled, and you will need to re-register as an Attendee, or purchase a booth space to become an Exhibitor.
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 & 129. They can also check-in via the front Registration Tent at the entrance to Grace Pavilion on the day of the show.
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.
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. If you allow your badge to be scanned with a lead retrieval app, it is considered consent to share your contact information with the exhibiting company who scanned it. Click here to read more about Exhibitor Privacy.
Sonoma County Catering Co. has been selected as the official caterer for the 2023 Wine Industry Expo. Chef Cesar Orozco has been in the catering business for over 17 years and takes pride in his cooking abilities. The past few years, Cesar and his team have catered for the Food Network and have worked with celebrity chefs including Guy Fieri. This has given him the opportunity to perfect all different types of dishes throughout the United States. When Chef Cesar isn’t cooking he is heavily involved in the community. During the Tubbs fire, Chef Cesar and his team provided meals for fire victims and first responders.
Lunch Pickup: Bring your PDF Order Receipt (printed or on mobile device) to the Sonoma County Catering Pop-Up tent located between Grace Pavilion & Hall of Flowers between 9:30am - 12:00pm (see map), and your boxed lunch order will be available for pick up.
Turkey Bacon Wrap
Oven roasted turkey breast, applewood smoked bacon, lettuce, tomato, onion, drizzled with roasted garlic aioli and wrapped in a flour tortilla.
Roast Beef Sandwich
Thinly sliced Roast Beef, caramelized onions, sliced tomatoes, baby arugula served on a fresh baked Focaccia roll with horseradish mayo spread.
Greek Kale and Quinoa Bowl
Tomatoes, red onions, feta cheese and olives.
House Chips, a Cookie and Bottled Water
Buffet Lunch and Grab-and-Go items will be available between 11:00am - 2:00pm, on the day-of the Expo in the Garden Building cafeteria adjacent to the Hall of Flowers.
How can you be efficient when you’re speaking with hundreds of people in one day? You won’t have time to sort through business cards and jot down notes for each one. It will get messy in a hurry and be tough to organize. Enter our lead retrieval solution from our registration platform, Eventdex.
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 your own Android or iOS devices.
$150 = special pricing for WIN Expo Exhibitors
Quickly scan attendee name badges using your smartphone’s camera.
Prioritize with Custom Qualifiers
Prioritize leads by marking them using a "1-5 Star Rating", and set your own custom qualifiers to make sure you follow up with important potential clients after the event. You can even send a scanned lead your pre-uploaded documents before you leave your booth for the day, all from the app.
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.
You can only login to one device at a time, using one license. If you want to have multiple users, at the same time, you need multiple licenses, and the app installed on each device. If you then want to have someone use the same credentials later in the day, you can do that with one license – they just can’t be logged in at the same time – it will ask which user you want to kick off if you try to login at the same time.
Lead Attachments are documents that you can upload to the Eventdex platform in advance so that you may send them directly to a scanned lead while using the Eventdex App at the show.
Lead Attachments cannot be uploaded using the App. They MUST be uploaded using a desktop or mobile browser login via the Eventdex web site. After they are uploaded using a browser, they will appear in the app.
The Hyatt Regency Sonoma Wine Country is a AAA Four Diamond hotel with 253 rooms, including six suites, offering traditional comforts with vibrant experiences. Their rooms evoke the golden splendor of wine country with earthy tones and natural textures. All rooms feature Hyatt Grand Beds™, and many look upon their gardens and courtyards.
We have made arrangements with the Sonoma County Fairgrounds 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:
Rules: Any alcohol that is used only for display or demonstration purposes cannot be stored in any type of "drinkable" container or serving vessel (no wine glasses, plastic drinking cups, or other drink-ware containers), and must be labeled "not for consumption" on all containers. Scientific equipment such as beakers, graduated cylinders, erlenmeyer flasks, florence flasks and test tubes are allowed as long as they are labeled correctly, as noted above.
Logistics, Provisions, Rules & Services
The following will be provided per each 10 ft. wide x 10 ft. deep booth space:
If you are bringing large items directly to the Expo, via your own vehicles (not using any 3rd party shipping or advanced warehousing through Rossi Expositions), please note the delivery time below.
Large Exhibit Items or Large Equipment that need 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.
WIN Expo Exhibitors with standard-sized booth displays, or small pieces of equipment that can be hand-carted or hand-trucked are allowed to load-in and break-down their own booth spaces without additional staffing requirements. The Exhibit Halls will be open for all Non-Large Exhibits / Standard-Sized Equipment at the following times.
After 8:30am on the morning of the show, no additional Exhibitor vehicle traffic will be allowed beyond the Grace Pavilion loading / unloading area, due to conference pedestrian traffic. Your items will need to be unloaded and walked / hand-trucked to the Hall of Flowers building.
Large Exhibit Friday pickup is only allowed if your items are moved to into the Grace Pavilion for overnight storage. Please contact Rossi Expositions to make arrangements for these items.
Forklifts will be on-call (first come, first serve) to help unload your heavy items - please go to the Exhibitor Services Kiosk in Grace Pavilion when you arrive and are ready to unload.
Any items that will be moved via forklift must meet the following specifications.
If your items are highly specialized, uniquely 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 uniquely 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 firstname.lastname@example.org
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.
A walkthrough by WIN Expo management will begin at 4:00pm on Wednesday, November 29, 2023. 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, November 30, 2023 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.
Each exhibitor is entitled to a reasonable sightline from the aisle.
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 sight line from the aisles.
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.
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.
All non-electric motors, engines and equipment must adhere to the following restrictions as outlined by the Sonoma County Fire Marshal.
VIOLATORS WILL BE TOWED. Parking will be strictly enforced.
There is no fee for parking at WIN Expo. Exhibitors must park in the designated parking areas shown on the map below. If those lots become full on the day of the show, please use the Parking Shuttle services running all day from "Brookwood Parking Lot D" to the Main Expo Entrance / Registration Area.
There is no loading or unloading on roadways, ramps, access ways, or grass areas, and you must not block other vehicles, entrances, or exits to designated parking areas.
Your Entrance & Loading Area is located on the West side of the Grace Pavilion building. Use Bennett Valley Road (heading East), there will be street-level signage (A-Frame Sandwich Boards) directing Exhibitors to the Loading / Unloading areas on the west side of Grace Pavilion.
Outdoor Exhibitors will also Use Bennett Valley Road (heading East), and follow the street-level signage (A-Frame Sandwich Boards) directing you around Grace Pavilion to the Outdoor Exhibits area.
Your Entrance & Loading Area is located on the East side of the Hall of Flowers building. Use Bennett Valley Road (heading East), then turn right onto Brookwood Avenue, there will be street-level signage (A-Frame Sandwich Boards) directing you to the Parking & Loading / Unloading areas on the East side of Hall of Flowers.
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 email@example.com
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 firstname.lastname@example.org
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.
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.
We will store your freight in our Richmond warehouse and deliver it to the Unified Advance Warehouse in Sacramento by the January 16, 2024 deadline. This will save you carrier fees both out of WIN Expo and into Unified!
Please note that you will still have to order and pay the Advance Freight Material Handling fees with Freeman.
If you’re interested, please see the Rossi desk at Exhibitors Services – or send an email to email@example.com. We will have some extra Unified Advance Freight labels onsite – or print them out from the Unified order site and bring them to WIN Expo. After WIN Expo, pack up your freight, affix the Unified shipping labels and bring us a completed Material Handling Agreement (Stop by Exhibitor Services at WIN Expo).
Please let your shipper know in advance that there is no loading dock at the Sonoma County Fairgrounds.
Delivery: 11/27 - 11/29, between the hours of 8:00am - 4:00pm.
Pickup: 11/30, between the hours of 4:00pm - 6:00pm.
Special Pickup Pre-Reserve Only: 12/01, between the hours of 8:00am - 10:00am.
Any WIN Expo shipments that arrive outside of these dates will be rejected at the loading gate.
Sonoma County Fairgrounds / WIN Expo
Include Your Company Name / Booth #
1350 Bennett Valley Road
Santa Rosa, CA 95401
Forklifts will be on-call (first come, first serve) to help unload your heavy items - please go to the Exhibitor Services Kiosk in Grace Pavilion when you are ready to unload your items.
Large Exhibit Items or Large Equipment that need to be in place before Pipe & Drape / Carpeted Aisles are built must arrive on Tuesday, November 28th, at 8:00am. Please contact Rossi Expositions to make arrangements for these items.
If you are bringing large items directly to the Expo, via your own vehicles (and you are not using any 3rd party shipping or advanced warehousing through Rossi Expositions), please note the delivery times below.
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. If you are not registered, please do so before going to Exhibitor Services for your badge, there are no data entry services.
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
Hall of Flowers
The new Exhibit Hall Trial Tastings program features complimentary trial tastings to show how different products and methods affect wine outcomes. These trials are unique to the Exhibit Hall Floor and are separate from any Conference Session Trials.
Hall of Flowers
A select group of wines chosen from the winners of the 2023 North Coast Wine Challenge will be poured.
Both Exhibit Halls
Enjoy some snacks and antipasti while networking on the trade show floor.
Hall of Flowers
Exhibitors may begin breaking down booths and outdoor spaces 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.
Grace Pavilion 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 during the show.
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. If you allow your badge to be scanned with a lead retrieval app, it is considered consent to share your contact information with the exhibiting company who scanned it.
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.
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).
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: https://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.
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.
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 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 30, 2023. 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: