Deadline: Order by November 14th

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:

• 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 Staff.
• All deliveries of alcoholic beverages must be delivered to, stored and distributed by WIN Staff only.

Wine Pouring Reservation Form & Details

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:
Grace 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.

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

SETUP / LOAD-IN

Large Items Load-In

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, December 2nd, at 8:00am. Please contact Rossi Expositions to make arrangements for these items.

• Tuesday, December 2nd
  8:00am (Large Equipment Only)

Standard Items Load-In

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.

• Wednesday, December 3rd
  11:00am — 4:00pm
• Thursday, December 4th
  7:00am — 8:30am*

* Hall of Flowers Loading

BREAK-DOWN

• Thursday, December 4th
  4:00pm — 6:00pm
• Friday, December 5th (Pre-Reserved Only - Deadline 11/14)
  8:00am — 10:00am*

* Hall of Flowers Exhibitors

Setup Forklifts

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.

• 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, 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 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.

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 3rd, 2025. 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 4th, 2025 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

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

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.

2 or More Booths

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

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.

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.

Venue Address

Sonoma County Fairgrounds
1350 Bennett Valley Rd., Santa Rosa, CA 95404

Download Map (PDF)

Exhibitor Parking, Loading & Unloading

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.

Grace Pavilion (Booths #099 - #499) & Outdoor Exhibits (Spaces "A" - "P")

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.

Hall of Flowers (Booths #500 - #899)

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.

Driving Directions

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.

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.

EXHIBITING AT UNIFIED IN 2026?

Are you also exhibiting at Unified Wine & Grape Symposium in January 2026?

Rossi Expositions can forward your WIN freight directly from the WIN Expo to the Unified Wine & Grape Symposium Advance Warehouse!

We will store your freight in our Richmond warehouse and deliver it to the Unified Advance Warehouse in Sacramento by the January 15, 2026 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 info@rossiexpo.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).

OnSite Deliveries (week-of)

Please let your shipper know in advance that there is no loading dock at the Sonoma County Fairgrounds.

Delivery: 12/01 - 12/04, between the hours of 8:00am - 4:00pm.

Pickup: 12/04, between the hours of 4:00pm - 6:00pm.

Special Pickup Pre-Reserve Only: 12/05, 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.

Shipping Address:

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

Forklift Access

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.

Larger Exhibits / Equipment

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

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

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.

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. 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.

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 Exhibitor Services Partner (Rossi Expositions) and our Registration Platform (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: 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.

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 30, 2025. 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 8, 2025 — Within 150 days of the event, up to 50% of your payments will be refunded
• August 7, 2025 — Within 120 days of the event, up to 25% of your payments will be refunded
• September 6, 2025 — Within 90 days of the event - No Refunds Available

Full Refund & Cancellation Policies