11th Annual North Coast Wine Industry Expo
Sonoma County Fairgrounds, Santa Rosa, CA
Thursday, November 30, 2023
9:00am — 4:00pm
Exhibitor Kit
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!
What's in this Kit?
Logistics, Provisions, Rules & Services
- Booth Provisions
- Exhibitor Services Partner - Rossi Expositions
- Exhibitor Insurance Coverage
- Setup & Break-Down Hours
- Fork Lift Access
- Booth Construction Rules & Guidelines
- Fire Marshal Rules for Engines & Equipment
- Parking Map & Loading/Unloading
- Advanced Freight & Material Handling
- On-Site Deliveries (week-of)
- Trade Show Floor Maps
- Day-Of Schedule
- Exhibitor Privacy & SPAM / SCAM Emails
- Cancellations & Refunds
Pre-Show Marketing Opportunities
Promotional Invite Codes
Promotional Invite Codes are unique to each Exhibiting Company.
Online Pre-Registration is Required - All Promo Codes Expire on Wednesday, November 29th at 6:00pm. Promo Codes are not honored at the door.
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.
- Encourage them to visit your booth or schedule a specific time-slot to meet with them one-on-one at the show.
- Offer them a product demonstration that they normally wouldn't be able to see.
- Promote your #ExpoDeal, a discount, a free gift, a giveaway or a new product or service that you might be showcasing at your booth.
We have provided you with sample copy and suggested dates for timing your invitations (see below).
#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
Drive More Traffic to Your Booth by offering exclusive #ExpoDeals Online
Digital Listing Deadline: November 10th
#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.
11th Annual WINnovation Awards
Entry Deadline: September 15th
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
How to Nominate Your Company
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.
Tote Bag Promotional Inserts
Delivery Deadline: November 10th
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.
Quantity to Deliver: 2,000
Shipping Address:
Wine Industry Network
155 Foss Creek Circle
Healdsburg, CA 95448
(Delivery Hours are 8:00am-4:00pm, Mon-Fri)
All Promotional Insert materials must be delivered to the WIN Office no later than 11/10/2023.
Wine Industry Advisor - Expo Guide
Digital Listing Deadline: November 10th
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.
Logos, Photos and Promotional Graphics
Exhibitors are encouraged to download the following graphics to add to your own marketing materials in support of your participation in WIN Expo. We'll be adding more graphics as they are created, so please check back frequently for the latest updates.
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.
Important Expo URLs
- Event Homepage: https://wineindustryexpo.com
- Registration: https://wineindustryexpo.com/register
- Exhibitor Listings: https://wineindustryexpo.com/information.php#exhibitorlist
- Conference Information: https://wineindustryexpo.com/conference.php
- Conference Topics & Tracks: https://wineindustryexpo.com/conference.php#topics
- Speaker Bios & Q&As: https://wineindustryexpo.com/conference.php#speakers
Conference Session Graphics
1920px by 1080px
Exhibitor To-Do Tasks
Booth Staff Pre-Registration / Name Badges
Deadline: 11/28 (5:00pm)
All staff working in your booth, or setting up your booth, MUST BE pre-registered online before we can print their name badge. There are no data-entry services provided on setup day or the day-of the Expo.
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.
Exhibitor Boxed Lunch Orders
Ordering Deadline: November 20th (5:00pm)
Deadline Has Passed
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.
- All Orders must be placed by 5:00pm on the day of the deadline.
- Your company's boxed lunch orders will be available for pick up between 9:30am - 12:00pm at the Catering Pop-Up tent located outdoors between Grace Pavilion & Hall of Flowers, near the outdoor exhibits.
Boxed Lunch Options ($19.00):
Turkey Bacon Wrap
Oven roasted turkey breast, applewood smoked bacon, lettuce, tomato, onion, drizzled with roasted garlic aioli and wrapped in a flour tortilla.
or
Roast Beef Sandwich
Thinly sliced Roast Beef, caramelized onions, sliced tomatoes, baby arugula served on a fresh baked Focaccia roll with horseradish mayo spread.
or
Greek Kale and Quinoa Bowl
Tomatoes, red onions, feta cheese and olives.
All boxed lunches are served with:
House Chips, a Cookie and Bottled Water
Buffet Lunch Menu ($20.00, Day-Of Only):
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.
- Hot & Cold Buffet will include assorted sandwiches and wraps, hot and cold pasta dishes & salads, cookies and brownies ~ $20.00
- Includes beverage (Iced tea, lemonade, water)
Grab & Go Lunch Items (Approx $10-$19, a la carte, Day-Of Only):
- Breakfast Burritos beginning at 9:00am (while supplies last) $10.00
- Choice of pastor or Chicken Burritos and Burrito Bowls, served with house made chips, includes beverage ~ $20.00
- Caesar Salad includes beverage ~ $13.00
- add Chicken ~ $17.00
- Boxed lunch with a variety of wraps & sandwiches, served with house made chips, cookie & bottled water (while supplies last) ~ $20.00
Lead Retrieval & Badge Scanning
Ordering Deadline: 11/30 - Can Be Ordered Day-Of
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.
License Price
$150 = special pricing for WIN Expo ExhibitorsScan Badges
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
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.
How To Purchase:
- Use the "Purchase License" Button below to purchase a Lead Retrieval License ticket from Eventdex.
- After purchasing your license, check your inbox and follow the instructions in the email with the Subject Line: Important Lead Retrieval information.
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.
How To Login:
- Download and install the app called Eventdex-Event Management App via the App Store or Google Play Store on your device.
- Open the App and Login using the Credentials provided in the email with the Subject Line: Important Lead Retrieval information.
- Best Practice: We recommend that first-time users login via a desktop or mobile browser and change their password to something more secure (this cannot be done within the app itself).
To Login via a Browser Go Here: https://eventdex.my.site.com/
How To Scan Leads:
- Open the Eventdex App and Login.
- Select the event "North Coast Wine Industry Expo".
- Then tap the icon titled Scan.
- Use the camera viewfinder to view the QR code on an attendee's name badge. When the camera detects a valid QR code, it will automatically load the Attendee's Lead Details page.
- You can make changes or add information for the Lead at this time (add a star-rating, additional notes, or identify any Lead Qualifiers). Best Practice: We recommend that you setup any Lead Qualifier questions before you start scanning leads, otherwise you will have to go back to the scanned lead to re-add a qualifier later.
- Click Save in the bottom left-hand corner to save the lead, especially after making any changes or notes to their record.
- From the Leads page, tap the QR Icon in the header to scan more leads, or tap the Back Button in the and then tap Scan again to capture more leads.
How To View Scanned Leads:
- Open Eventdex App and Login.
- Select the event "North Coast Wine Industry Expo".
- Then tap the icon titled Lead Retrieval. All scanned leads will appear here in a list format. You can search the list, or sort by Company, Scan Time, Name, or star-rating.
How To Upload Lead Attachments:
- Open the Eventdex website in a browser and Login using the same Lead Retrieval credentials as the app.
- Select the event "North Coast Wine Industry Expo".
- Click on Lead Attachments in the menu.
- Click Add File and upload your document. Please note: There is a 4mb filesize limit on all Lead Attachment uploads.
- Go back to your iOS or Android Device. Within the App, either pull-down-to-refresh (iOS) or tap the sync icon in the header (Android). After syncing, your Lead Attachments will now show in the app under the icon titled Lead Attachments. You can also log out and back in to force the app to re-sync.
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.
How To Send an Attachment to a Lead:
- Tap Lead Retrieval and select the scanned lead that you would like to send a Lead Attachment to.
- Tap Attachments from the top-menu bar.
- Tap the Checkboxes to select any documents you would like to attach.
- Tap Send when you're ready to send..
Hotels & Travel
Hyatt Regency Sonoma Wine Country
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.
Wine Pouring in Your Booth & Display-Only Alcohol Rules
Deadline Has Passed
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 Cloverdale Arts Alliance/WIN Staff.
- All deliveries of alcoholic beverages must be delivered to, stored and distributed by Cloverdale Arts Alliance/WIN Staff only.
- A representative from Cloverdale Arts Alliance/WIN Expo 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.)
Display-Only Alcohol Rules
Note: You are not required to fill out the form above if your wine will be used for display purposes only (non-consumption).
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
Booth Provisions
The following will be provided per each 10 ft. wide x 10 ft. deep booth space:
The following will be provided per each 10 ft. wide x 10 ft. deep booth space:
- 8 ft. high pipe & flame resistant fabric backdrops
- 3 ft. high pipe & flame resistant fabric siderails
- (1) 6 ft. skirted table
- (2) chairs
- (1) trash bin
- A booth identification sign showing your company name and booth number
- 500 Watt Electrical Outlet (110v)
(If you require 220V or additional wattage, please contact Rossi Expositions) - WiFi Internet Access
Show Colors:
Burgundy & White View Photo Gallery
Aisle Floor Color:
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.
Setup & Break-Down Hours
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, November 28th, at 8:00am. Please contact Rossi Expositions to make arrangements for these items.
- Tuesday, November 28th
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, November 29th
11:00am — 4:00pm - Thursday, November 30th
7:00am — 8:30am*
* Hall of Flowers Loading
After 8:30am on the morning of the show, no additional Exhibitor vehicle traffic will be allowed beyond the 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.
BREAK-DOWN
- Thursday, November 30th
4:00pm — 6:00pm - Friday, December 1st (Pre-Reserved Only - Deadline 11/10)
8:00am — 10:00am*
* Hall of Flowers Exhibitors
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.
Fork Lift Access
Deadline: November 10th
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.
Booth Construction Rules & Guidelines
Exhibit structures must be constructed to allow sufficient tolerance on each side for pipe & drape and for utility service at the rear of each booth.
A walkthrough by WIN Expo management will begin at 4:00pm on Wednesday, 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.
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.
Exhibitor Insurance Coverage
All Exhibitors participating in the North Coast Wine Industry Expo Trade Show & Conference are required to carry general liability coverage from an insurance company in good standing with minimum policy limits of $1,000,000 per occurrence and $2,000,000 in all.
Exhibitors may contact their own insurance provider, however we have made arrangements to acquire this coverage at significant savings by purchasing as part of a group through our certified WIN Expo Insurance Provider, Brandt Insurance. They are offering some very competitive rates and we encourage you to check them out.
Specific Requirements are listed within the Exhibitor Registration Packet.
Brandt Insurance
Todd Brandt
250 Healdsburg Ave., 3rd Floor
Healdsburg, CA 95448
Phone: (707) 433-4436
brandtinsurance.com
Fire Marshal Rules for Engines & Equipment
All non-electric motors, engines and equipment must adhere to the following restrictions as outlined by the Sonoma County Fire Marshal.
- Any Gasoline or Diesel Engines / Motors, must have all fuel removed from their tanks, and their batteries disconnected from their motors.
- Smoke Machines and Candles are not permitted in any buildings.
- Compressed flammable gases are prohibited.
Sonoma County Fairgrounds Parking Map
Venue Address
Sonoma County Fairgrounds
1350 Bennett Valley Rd., Santa Rosa, CA 95404
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
From the San Francisco Bay area
- Drive North toward Santa Rosa via US-101 North
- Take exit 488B to merge onto CA-12 E toward Sonoma, CA - for 0.5 miles
- Take exit 7B for South E Street toward Downtown - for 0.2 miles
- Merge onto Bennett Valley Rd - for 0.3 miles
- Look for parking signs - Destination will be on the right.
From North of Santa Rosa
- Drive South toward Santa Rosa via US-101 South
- Take exit 488B to merge onto CA-12 E toward Sonoma, CA - for 0.5 miles
- Take exit 7B for South E Street toward Downtown - for 0.2 miles
- Merge onto Bennett Valley Rd - for 0.3 miles
- Look for parking signs - Destination will be on the right.
Exhibitor Services Partner - Rossi Expositions
Pricing Deadline: November 17th
Orders after 11/17/2023 will incur additional charges.
Additional booth equipment and freight material handling services can be ordered directly through our convention vendor Rossi Expositions. Rossi Expositions will accommodate all exhibitors to the best of their ability to ensure a successful presentation. Please visit their web site for more event services information and important dates and deadlines.
Rossi Expositions strives to offer you the best service, we hope that you find their exhibitor order site to be a helpful and efficient way to prepare for your event. If you need assistance logging in or have any questions please do not hesitate to contact them by phone or email: (510) 436-7500 or info@rossiexpo.com
Are you new to online ordering with Rossi Expositions?
Enter your e-mail address and the temporary password you were emailed in the login box on their order site to start shopping for your event.
If you have not received your temporary password, please email Rossi Expositions, Inc. at info@rossiexpo.com
Click below to visit Rossi Exposition’s online order form.
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
- 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.
- 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).
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 2024?
Are you also exhibiting at Unified Wine & Grape Symposium in January 2024?
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 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 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: 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.
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, November 28th, 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.
Standard Arrival Date / Time:
- Wednesday, November 29th
11:00am - 4:00pm
Standard Pickup Date / Time:
- Thursday, November 30th
4:30pm - 6:00pm
Special Pickup Date / Time:
- Pre-Reserve Only (Deadline: November 10th)
Friday, December 1st
8:00am - 10:00am
Friday pickup is only allowed if your freight items are already prepared for shipping and moved for overnight storage and staging after the show. Please contact Rossi Expositions to make arrangements for these items.
Fairgrounds Property Map
Click on an Exhibit Hall to view a detailed layout.
Expo Floor Maps
*Please Note
Lumo Hall of Flowers
Outdoor Exhibits
APS Packaging and Automation Pavilion (Grace)
Exhibitor Setup Day & Event Day Schedule
Wednesday 11/29
11:00am - 4:00pm
Grace Pavilion
Hall of Flowers
Exhibitor Booth Setup + Outdoor Space Setup
Exhibitor Name Badge Printing
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.
Thursday 11/30
7:00am - 8:30am
Grace Pavilion
Hall of Flowers
Outdoor Exhibits
Exhibitor Booth Setup
Exhibitor Name Badge Printing
All booths must be completely Setup 30 minutes before the show floor opens at 9:00am
8:30am
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
Grace Pavilion
Hall of Flowers
Outdoor Exhibits
Trade Show Floor OPENS
10:15pm - 1:45pm
Hall of Flowers
Exhibit Hall Trial Tastings (Complimentary)
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.
11:00am - 2:00pm
Garden Building
Lunch Service Opens
Boxed Lunch Pickup: 9:30am - 12:00pm
Caterer: Sonoma County Catering Co.
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.
If you've Pre-ordered Boxed Lunches, Your company's boxed lunch orders will be available for pick up on the day of the show, between 9:30am - 12:00pm at the Catering Pop-Up tent located outdoors between Grace Pavilion & Hall of Flowers.
Buffet Lunch Menu ($20.00, Day-Of Only):
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.
- Hot & Cold Buffet will include assorted sandwiches and wraps, hot and cold pasta dishes, soups & salads, cookies and brownies ~ $20.00
- Includes beverage (Iced tea, lemonade, water)
Grab & Go Lunch Items (Approx $12-$19, a la carte, Day-Of Only):
- Choice of pastor or Chicken Burritos and Burrito Bowls, served with house made chips, includes beverage ~ $20.00
- Caesar Salad ~ $13.00
- add Chicken ~ $17.00
- Boxed lunch with a variety of wraps & sandwiches, served with house made chips, cookie & bottled water (while supplies last) ~ $20.00
1:30pm - 3:30pm
Hall of Flowers
North Coast Wine Challenge Winners - Wine Tasting
A select group of wines chosen from the winners of the 2023 North Coast Wine Challenge will be poured.
2:00pm - 3:30pm
Both Exhibit Halls
"Meet & Eat" - Afternoon Networking & Antipasti
Enjoy some snacks and antipasti while networking on the trade show floor.
4:00pm - 6:00pm
Grace Pavilion
Hall of Flowers
Trade Show Floor CLOSES
Break-Down Begins
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
- Packing Boxes
- Removing Materials
- Removing Equipment
- Booth Staff Vacating Booth
4:30pm
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.
6:00pm
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
Grace Pavilion Only
Large Exhibit Pickups (*Pre-Scheduled 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.
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, 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:
- June 30, 2023 — Within 150 days of the event, up to 75% of your payments will be refunded
- July 31, 2023 — Within 120 days of the event, up to 50% of your payments will be refunded
- August 31, 2023 — Within 90 days of the event, up to 25% of your payments will be refunded
- September 30, 2023 — Within 60 days of the event - No Refunds Available
Social Media
Tips For Our Exhibitors
WIN Expo will be utilizing social media marketing channels: Facebook, Twitter, Instagram & LinkedIn to build awareness & promote the show. We encourage Exhibitors to leverage these opportunities by sharing information and content through your own company’s social media channels.
Make sure you follow us and share our posts to help spread the word about the show.
Monitor the Expo Hashtags
#WINexpo | #ExpoDeals
This should be your starting point in using social media for exhibiting. Most shows now use a unique hashtag (#) to help attendees and exhibitors get connected and start conversations online. Thoroughly research event hashtags before the show starts to see what attendees and competitors have planned. Continue to monitor the hashtag to gain insight about the interests and behaviors of attendees. Once your brand has established a presence within the hashtag, it’ll be easy to join the conversation and reach out to attendees on an individual basis.
Develop a Detailed Strategy
Pre-Show | During The Show | Post-Show
Because social media is so ingrained in our daily lives as a spur-of-the-moment tool, it’s a common mistake to think that you can use it the same way for marketing.
The key to a successful exhibiting social media program is developing a detailed strategy. Approach it just like you would any other marketing plan. Your strategy should include overall goals and a specific plan of action (i.e. what platforms to use, who will post what and when) and how social will be incorporated into your existing exhibiting plan.
Pre-Show
We know there is a lot to do before the show doors open, but it’s important to include social media in the mix. The good news is that there are plenty of ways to create buzz around your exhibit long before the show begins. When posting to your social media platforms, make sure to include important information, such as dates, location and booth number. Additionally, plan and promote #ExpoDeals, product launches, giveaways or contests that will drive traffic during the show.
During the Show
When show time rolls around, it's important to stay on your game. Create content that encourages attendees to stop by your booth and learn more about products and services. Our show revolves around continuing education, so add your expert opinion to conversations about speakers, panels, and trending topics at WIN Expo.
Post-Show
Make sure to continually engage with this community well after the show is over. If possible, connect with leads via social media, particularly LinkedIn, because it is a powerful business networking tool. Thank visitors for stopping by your booth and learning more about your company. In the end, new leads are a powerful resource so be sure to follow up with them on social media.