GUIDELINES FOR USING
ONSITE CANNABIS DISPENSARY
If you want to outsource the entire cannabis sales and distribution process, you can work with Hall of Flowers onsite dispensary—located right inside the Sonoma County Fairgrounds—to process and fulfill the orders you take at your booth. Instead of acquiring your products immediately, retail buyers and consumers will be directed to a centralized dispensary, where they will wait in line, pay for their purchases, and then wait for them to be ready for pick up.
It’s simple—you provide your cannabis products to the centralized dispensary one week before the show and charge them $0.01 per unit. In exchange, the dispensary operator will provide you with one (1) Product Voucher and/or QR Code per SKU.
On Day 1 (Industry Day), you will provide retail buyers with product vouchers from your booth that they can use to purchase your products at the dispensary for $3 per item (including applicable taxes).
On Day 2 (Festival Day), you will set the retail price of your products for sale to the public. Products on Day 2 will be sold on a first-come, first-served basis.
After the show, the onsite dispensary operator will keep $3 per item sold or 30% of sale price—whichever is greater—out of which they will pay all applicable taxes, with the remaining paid out to you after the event.
To have your Cannabis Goods for Sale (CGFS) at the centralized retail dispensary, please follow the guidelines and meet the deadlines below. Exhibitors who do not follow these steps risk having their CGFS rejected by the HOF Distribution Partner and/or the HOF Retail Partner.
IMPORTANT DATES
Deadline to submit your DCC or CDPH issued License Information
Deadline to submit Cannabis product SKUs to the Onsite Dispensary
Deadline to complete the NABIS Distribution Form and schedule a product intake appointment at one of the distribution facilities.
Product Intake at SoCal Distribution facility, by appointment only. (9am-4pm)
Product Intake at NorCal Distribution facility, by appointment only. (9am - 4pm)
Steps to Using the Onsite Dispensary
1. SUBMIT YOUR DCC or CDPH ISSUED LICENSE INFORMATION
All Exhibitors handling cannabis goods at the show, whether displaying cannabis goods in your booth or selling at the onsite dispensary, must submit a DCC or CDPH issued license to Hall of Flowers by September 6th.
The Cannabis License Form will be emailed to your designated point of contact. If you haven’t received the Cannabis License Form, please reach out to dispensary@hallofflowers.com.
2. DETERMINE YOUR PRODUCT SAMPLE ALLOTMENT
Your goal is to accurately estimate your sales on Day 1 (to retail buyers) and on Day 2 (to consumers) so that you have little to no inventory left at the end of each day.
Products allotted for sale on Day 1 (at $3 per unit) should not be sold on Day 2 (at a retail price you set) because CDFA auditors will assess taxes due based on the highest MSRP for all goods in a package.
Best practice is to assess your projected sales for each day and submit only the number of SKUs and units you expect to sell through (within the max limits shown below for each booth type).
3. Submit Product Information to the Centralized Dispensary
To have your Cannabis Goods for Sale (CGFS) at the onsite dispensary, exhibitors shall complete the Product Upload Form no later than September 6th. This form will be emailed to the point of contact indicated on your contract with Hall of Flowers.
To complete the Product Upload Form you will need the following information:
Brand Name, Product Name, Product Weight, MG of THC for each SKU
Product Description for each SKU
Product Image for each SKU in JPG/JPEG or PNG format (Square shape max size 2000 pixels by 2000 pixels)
Your distributor’s name, phone number & email address
Indication of whether the Product is designated for sales on Day 1 or Day 2. If Day 2, the retail price you would like to set for the product.
Upon receipt of your Product Upload Form, HOF’s Distribution Partner will reach out to schedule your product intake appointment at one of their Distribution facilities.
If you have not received an email with the Product Upload Form, please reach out to dispensary@hallofflowers.com.
4. Distribution of Cannabis Goods for Centralized Dispensary
All CGFS must be distributed to the Event through the HoF Distribution Partner. Upon receipt of your Product Upload Form from Step 2 above, HOF’s Distribution Partner will reach out to schedule your product intake appointment. If you have completed your Product Upload Form and have not received an email to schedule a product intake appointment by September 9th please reach out to help@nabis.com.
Exhibitors are responsible for coordinating compliant distribution within the dedicated product intake window. The HOF Distribution Partner will handle all logistics and compliance required to get the CGFS to the Event.
Carefully review this Nabis Distribution Standard Operating Procedures (SOP) for instructions and requirements on distributing, manifesting, packaging & labeling cannabis goods for sale at the event.
5. INVOICING
Invoices shall be made in the name of the HoF Retail Partner: SOPARC, LLC., C10-0000978-LIC.
All CGFS shall be discounted to a final wholesale price of $0.01 per unit. Cannabis Goods For Sale shall not be labeled as Trade Samples. To ensure compliance with CDTFA regulations, the invoice must list the original wholesale price and the discount amount. See example below:
EXAMPLE INVOICE FOR CGFS: (Assume 100 units of a SKU with a market wholesale price of $15)
Cost of Cannabis Goods ($15x100) $1,500.00
Discount ($14.99x100) $1,499.00
Subtotal $1.00
Cultivation Tax (Paid By Vendor)
Wholesale Cost $1.00
HoF Retail Partner will pay the brand directly $0.01 for every unit of inventory.
6. Receiving Payment for Cannabis Goods Sold on Day 2
Payments for cannabis goods sold through the on-site dispensary on Day 2 of the show will be processed within 2-3 weeks after the event and issued by check.
All exhibitors must submit a completed IRS Form W-9 to ericm@sparc.co in order for payment to be issued. Please submit your W-9 before payments are processed and be sure to title the email “Hall of Flowers Brand W9 Submission”, to avoid any delays.
A blank W-9 form is included HERE for your convenience.
How Sales Will Work
On Day 1 of the show, retail buyers will only be able to purchase Cannabis Goods from the centralized dispensary if they receive a product voucher from a brand.
Exhibitors will be provided with one (1) Product Voucher/QR Code per product SKU submitted to the centralized dispensary. Exhibitors will distribute Product Vouchers to retail buyers on Day 1 at their discretion. It will be the responsibility of the Exhibitor to keep track of how many vouchers they provided to retail buyers, as there will only be the number of units available that the exhibitor has submitted for sale on Day 1.
Cannabis Goods will be sold at the on-site dispensary for a retail price of $3 per unit. Proceeds from the $3 sale will go towards operational costs, taxes and fees including local cannabis taxes, sales tax, and excise tax.
On Day 2 there will not be product vouchers as the products designated for Day 2 sales will be sold to consumers on a first-come, first-served basis.
After the show, the dispensary operator will keep $3.00 per item sold or 30% of sale price—whichever is greater—out of which they will pay all applicable taxes, with the remaining paid out to you after the event.
Unsold Cannabis Goods
Day 1 Unsold Cannabis Goods
Any cannabis goods designated for sale on Day 1 that remain unsold will not be returned to the location of origin. Exhibitors have the option to purchase back any remaining products at the retail price of $3 per unit after show close on Day 1, between 6pm-7pm. Therefore, it is strongly recommended to sell through all products on this day. Please note that daily purchase limits will still be enforced for these transactions.
Day 2 Unsold Cannabis Goods
Any cannabis goods designated for sale on Day 2 that remain unsold, can be returned to the distribution warehouse where they were initially received by Nabis. To have your remaining Day 2 product returned, you will need to opt-in to this service when completing the Nabis distribution form.
From there, exhibitors can then coordinate with their distributor to pick up the products and return them to inventory.
Any cannabis goods that have been removed from their packaging or damaged during the event must be destroyed in accordance with DCC regulations. Hall of Flowers will be providing onsite cannabis disposal services at the centralized dispensary.
Dispensary Contacts
HOF Retail Partner
Robbie Rainin, Sparc Retail Operations
RobbieR@sparc.co
415-692-5232
Eric McNiel, Sparc Finance
EricM@sparc.co