4. Exhibitor Freight

For the delivery of booth materials and other items at Hall of Flowers, it is important to note that no vehicles will be able to park within the show footprint. Exhibitors will be provided with parking passes for the designated parking lot closest to the exhibit hall where your booth is located.

Hall of Flowers is offering Freight receiving for Arena Booths, Mini Arena Booths, & Outdoor Booths to aid Exhibitors in an efficient & pleasant set-up experience.

Freight deliveries of booth materials will be accepted on the show site on Wednesday, 9/18. All freight shipments must be palletized, and labeled with the exhibitor's name and booth number (please use the inbound shipping label provided below).

All freight shipments must be scheduled with show management by 9/13th. This is crucial to ensure that deliveries are properly coordinated and to avoid confusion or delay in the delivery process.

Due to the absence of a loading dock on site, please ensure your shipping provider equips the delivery with a lift gate, pallet jack, or alternative method for rear truck access, enabling forklift assistance.

Please follow the guidelines below to make certain that your booth materials are delivered and received in a timely organized manner.

Standard Freight Receiving - Wednesday, September 18th 9am-4pm

  • Freight receiving during load-in will be accepted Wednesday, September 18th between 9am-4pm.

  • No freight will be accepted after Wednesday, September 18th after 4pm PT.

  • Material handling services are included for up to (2) two standard crates/pallets per arena booth, and up to (1) one standard crate/pallet per mini arena booth, for materials received on 9/18.

  • A standard crate/pallet shall not exceed 4’L x 4’W x 8’H, & 2,000lbs.

  • Additional crates/pallets and oversized crates/pallets will be charged for material handling. Rate structure is based on freight dimensions per pallet/crate.

    • 4’ L X 4’ W X 8’ H = $400

    • 4’ L X 6’ W X 8’ H = $500

    • 8’ L X 4’ W X 8’ H = $700

  • All shipments must be palletized. Loose shipments are subject to a minimum $500 handling fee.

  • All shipments MUST have Inbound Freight Shipping Labels attached to every crate/pallet (see Freight Shipping Labels below). 

  • It is your responsibility to communicate all relevant information to your shipping/freight company of choice. It is your responsibility to ensure that they have the correct delivery dates/times, delivery address, delivery map, etc.

  • Shipping Address:
    Hall of Flowers
    c/o Santa Rosa County Fairgrounds
    2015 Aston Avenue
    Santa Rosa, CA, 95404

Inbound Freight Shipping Label

PLEASE NOTE: You MUST print, complete, and ATTACH at least two physical copies of the Freight Shipping Label below to the outside of every item you are shipping to the venue. These labels must be clearly visible and are essential as they will allow us to know what booth to place your products in and which company they belong to. 

*Failure to properly label your items, may result in delays in your booth material being delivered to the proper booth space in time for load-in. 


OUTBOUND FREIGHT PICK UP - Sunday, September 22nd 9AM - 4PM

  • Return freight pick up should be scheduled between Sunday, September 22nd 9am - 4pm PT. It is your responsibility to make arrangements with your chosen freight company to arrive within this timeframe.

  • All outbound freight shipments must be palletized. Loose shipments are subject to a minimum $500 handling fee. Exhibitors are responsible for supplying 

  • Exhibitors are responsible for providing all materials needed to repalletize and crate your booth materials for shipment.

  • Once breakdown is complete, all outbound crates and pallets should be left in your Exhibitor Booth. We will pick transport your freight to your vehicle at the scheduled freight pick-up time on Sunday, September 22nd.

  • All outbound freight MUST BE LABELED (please see LOAD OUT Shipping Label below. These LOAD OUT Shipping Labels will be available upon request, please ask your EXHIBITOR PA’s if you need printouts).


OUTBOUND FREIGHT SHIPPING LABEL

PLEASE NOTE: You MUST print, complete, and ATTACH at least two physical copies of the Freight Shipping Label below to the outside of every item that is being picked up from the venue. These labels must be clearly visible.

*Failure to properly label your items, may result in delays in your booth material getting to the proper freight carrier in time for your scheduled pick-up.