Welcome and thank you for choosing to be a participant in The National Franchise Show – San Diego
Please take a moment to read the Exhibitor Manual, which will provide you with all the necessary information for the preparation and installation of your exhibit. Processing your orders at your earliest convenience will allow us and the service-contractors time to provide you with the best possible rates & service.
The Show Office will be set up at the Del Mar Fairgrounds, on Friday, October 6, 2023, at noon and management will be available to assist you for the duration of the Show.
Table of Content
- General Information (Location, Dates, & Times)
- Checklist
- Audiovisual
- Booth Cleaning
- Booth Installation & Dismantle
- Electrical
- Exhibitor Badge
- Exhibitor Parking
- EZ Backdrops
- Federal ID Number
- Food Sampling
- Free Admission Passes
- Hotel
- Insurance
- Lead Retrieval System
- Loading Docks
- Move-in Instructions
- Move-out Instructions
- Rules & Regulations
- Shipping & Deliveries
- Show Decorator (Furniture & Display Rental)
- Show Guide Ads & Sponsorship
- Telephone / Internet / WIFI
- Vehicles on Show Floor
GENERAL INFORMATION
Show Location
Del Mar Fairgrounds
Bing Crosby Hall
2260 Jimmy Durante Blvd.,
Del Mar, CA 92014
Show Dates & Times
Saturday, October 7, 2023 | 11:00 am – 5:00 pm
Sunday, October 8, 2023 | 11:00 am – 4:00 pm
Exhibitor Move-in Times
Friday, October 6, 2023 | 12:00 pm – 6:00 pm
Exhibitor Move-Out Dates & Times
Sunday, October 8, 2023 | 4:00 pm – 8:00 pm
Produced By
National Event Management
Suite #102
260 Town Centre Blvd.,
Markham ON
L3R 8H8
Tel: (905) 477-2677 or (800) 891-4859
Fax: (905) 477-7872
Exhibitor Coordinator
Emily Huang
905 477-2677 or (800) 891-4859 Ext 284
Email: emily@nationalevent.com
Exhibitor Checklist
Please print a copy of this checklist to assist you in planning for the Show. To take advantage of “early booking discounts” please note booking deadlines.
AUDIO / VISUAL RENTALS
PRE-SHOW BOOKING DEADLINE: September 16, 2023
If you require audio visual equipment in your booth, please fill out an order form online with Audio Design;
Nelson Grande
Audio Design
Tel: 619-286-4580
BOOTH CLEANING
PRE-SHOW BOOKING DEADLINE: September 22, 2023
Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming please contact;
Coast to Coast TSS, Inc.
Phone: 303-991-2791
Fax: 303-991-2794
Email: exhibitservices@coasttocoasttss.com
BOOTH INSTALLATION & DISMANTLING
PRE-SHOW BOOKING DEADLINE: September 22, 2023
Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited.
Exhibitors are encouraged to remove small items and open cases of products from the show floor first. Show Management will take all reasonable security precautions, but immediate removal of these items is the best way to prevent pilferage.
Should you require assistance setting up or dismantling your booth, please submit the below forms to;
Coast to Coast TSS, Inc.
Phone: 303-991-2791
Fax: 303-991-2794
Email: exhibitservices@coasttocoasttss.com
BOOTH INSTALLATION & DISMANTLE ORDER FORM
PAYMENT FORM
EXHIBITOR APPOINTED THIRD-PARTY PAYMENT AUTHORIZATION
Electrical
PRE-SHOW BOOKING DEADLINE: September 16, 2023
Electrical is not supplied to your booth. If you require an electrical hookup, please use online ordering link. Onsite orders are subject to a 4-hour labour call.
Edlen Exhibition Services
Tel: 619-696-6625
Email: ExhibitorServices-SanDiego@edlen.com
Exhibitor Badge
BOOKING DEADLINE: September 22, 2023
We have implemented a new automatic badge system to simplify the request process. Please follow the link below complete your badge request form. You will receive a confirmation email upon completion.
Exhibitors are provided with up to a maximum of 7 personalized name badges based on the size of your booth.
10×10 booth – 3 booth staff
10×20 booth – 5 booth staff
300 feet or larger – 7 booth staff
Badges will be available for pick up at the Show Office during move-in and must be worn to gain admittance to the Show.
Exhibitor Parking
Parking is $15 per vehicle per day in 2023. Exhibitor parking for your show is $15 for the run of the event Exhibitors are allowed in and out privileges via the Solana gate only.
EZ Backdrops
If you require a pop-up banner or backdrop, please contact:
EZ Backdrops
Phone: 678-717-1222
Email: angie@ezbackdrops.com
http://www.ezbackdrops.com/
Federal ID Number
The Federal ID Number for the venue is 95-6003191. You will require this number to clear customs.
Food Sampling
SUBMISSION DEADLINE: August 31, 2023
If you are planning on sampling food or beverage products in your booth, please note there are two necessary forms to complete. Please send copies of your completed forms / approvals to emily@nationalevent.com.
Food & Beverage samples are limited to a 2 oz. portion.
1. VENUE FOOD SAMPLING RULES
Please review the below Food Sampling Rules and send the following to mames@sdfair.com and emily@nationalevent.com
FOOD SAMPLING RULES
– List of items to be sampled
– Container used for sampling (2 oz portion cups) if you sample more then 2 oz there is a fee of $175.00
– Items that are a “Take Home to Make” may sample for free as long as they are 2oz sample sizes. (Seasonings for Dips, Soups, etc)
– No polystyrene (Styrofoam) containers may be used.
– Copy of Health Permit and a completed Temporary Food Permit Application. A current year, one million dollar product liability insurance policy in which the 22nd Agricultural District, Premier Food Services, and the Del Mar Thoroughbred Club is named as additional insured. The Health Department information may be found online at San Diego County Health Department
– Exhibitors are not permitted to serve samples of food or beverages sold by the Fairgrounds’ Concession stands. This includes alcoholic beverages, popcorn, bottled water, candy, soft drinks, and beef jerky.
– You must have the following: handwashing station, if using utensils- you must have a three-compartment sink for every eight sample stations and you must have covers for open food samples and/or a sneeze guard, and a waste basket. Cold food must be kept at or below 45 degrees and hot food at or above 135 degrees. Please note that these are minimum requirements. It is the responsibility of each vendor to contact the San Diego County Health Department with regard to their guidelines for issuing samples to the public.
2. SAN DIEGO COUNTY FOOD SAMPLING FORM
You are also required to complete the below “Temporary Event Vendor Permit Application” and return to the health department fhdtempevents@sdcounty.ca.gov and emily@nationalevent.com.
There are fees involved. Please ensure you are complying with the guidelines listed within the application. If you submit after the deadline, you will be subject to additional fees.
TEMPORARY EVENT VENDOR PERMIT APPLICATION
FEE PAYMENT LINK
If you do not complete this form, and do not comply with the guidelines, you could be closed down if an inspector comes to the show.
If you have any questions or concerns, you may contact:
San Diego County
Temporary Events Line
Tel: (858) 505-6809
Email: fhdtempevents@sdcounty.ca.gov
FREE ADMISSION PASSES
The National Franchise Show will be emailing you free admission passes to share with your network. Raise awareness about your franchising initiatives and increase traffic to your booth by distributing FREE ADMISSION passes to the Show. There is no limit to the number of FREE passes you may distribute to your professional and personal databases
You can also distribute a customized FREE Admission Pass to promote your participation at the show. If you are interested, please email emily@nationalevent.com with a high-resolution logo (.jpg, .eps, .pdf format accepted).
Hotel
Our recommended hotel is:
Hilton San Diego/ Del Mar
15575 Jimmy Durante Blvd.,
Del Mar, CA
92014
We do not have a group rate set with any hotel in the area. There are many large conventions going on and hotels are not doing group blocks. To obtain the best rate please book as soon as possible.
The Hilton is a 7 minute walk from the Del Mar Fairground. To make a reservation please call 1- 858- 792 – 5200 or by going online here: ONLINE BOOKING
Insurance
Insurance for booth/show
Exhibitors must have their own liability insurance covering a minimum of $1 million in damages. Please list National Event Management as “additional insured”.
Transportation Insurance
Show Management is NOT responsible for damages caused during the transportation of your products. We strongly recommend purchasing transportation insurance when booking your shipments.
Liability
Exhibitors will be liable for, will indemnify, and will hold harmless Show Management from any loss or damage whatsoever occurring to, or suffered by, any person or company. This includes, without limiting the generality of the foregoing, exhibitor, other exhibitors, management, the owners of the building and their respective agents, servants and employees, and members of the public attending the show, either (a) on the said space or (b) elsewhere. Neither the facility nor Show Management will be responsible for loss or damage to persons, exhibits, or decorations by fire, accident, theft, or any cause while in the exhibition buildings.
Insurance Supplier
If you do not already have insurance for the show, you may contact:
Exhibitor Insurance
Phone: 905-695-2971
Toll Free: 1-866-836-9066
Email: info@exhibitorinsurance.com
Exhibitor Insurance Brokers.com is offering a special price for the show at $175 + taxes. Please click on the link here to access their form:
If you prefer, you may also fill out the form below and send to info@exhibitorinsurance.com.
Lead Retrieval System
We offer a Lead Collection system at the National Franchise Show. This system uses any smartphone or internet enabled device (no scanners needed). Attendees contact info (name, email and cell if provided) will be pre-populated into the software to make your lead collection easy on-site and your post-show follow-up effortless.
Please send your completed order form to emma@nationalevent.com if you would like to sign up for this system.
Please note: This is not a complete list of attendees. It is a lead retrieval service to help you capture leads quickly and accurately.
Please note: If you have already selected lead retrieval upon registering, you do not ned to fill out a form.
Loading Docks
Please note that this venue is NOT EQUIPPED WITH A LOADING DOCK.
There are two roll up doors on the South side of the building and this area is noted on the diagram below.
Show management will cover the cost of materials handling for your first skid of materials only, however, if you have excessive requirements, a charge may apply.
Dollies and a pump truck will be available for your use . If you require a forklift to move material from the dock to your booth, basic forklift services are included with your booth space. If you have more than one skid, please reach out to Emily (emily@nationalevent.com) to discuss your needs. Charges may be applied.
Using an official transportation carrier or courier that uses a truck with a ramp or tailgate is strongly recommended. We also recommend loading your items near the back of your truck, near the door, to make unloading easier.
Move-in Instructions
Move-in Times Friday, October 6, 2023 12:00 pm – 6:00 pm
– The venue is not equipped with a loading dock. Only service level load-in is available. We strongly recommend that your transportation carrier or courier use a truck with a ramp or tailgate.
– Show management will cover the cost of materials handling for your first skid of materials only, however, if you have excessive requirements, a charge may apply. If you have more than one skid, please reach out to Emily (emily@nationalevent.com) to discuss your needs. Charges may be applied.
– Materials handling for advanced warehousing is not included and must be quoted by Coast to Coast TSS, Inc. If you ship your materials directly to the decorator, charges will also apply.
– All exhibitors must officially register before setting up.
– All exhibits must be set up by 6:00 pm Friday. Exhibitors will not be permitted to set up during show hours.
– The aisle carpet will be in place Saturday morning. Dollies and carts WILL NOT be permitted on the carpet. Hand-carried items only may be brought in on Saturday.
– Children 15 years of age or younger will not be permitted in the exhibit area during move-in, set-up, or tear down.
Move-out Instructions
Move-out Times Sunday, October 8, 2023 4:00 pm – 6:00 pm
Please note that move-out will begin once the show has closed, the aisles are cleared. If you are able to hand carry your supplies out to your car, we encourage you to do so. Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited.
All material must be removed by 8:00 pm
Items left on the show floor after move-out time will be forced off the floor. Show Management reserves the right to reroute shipments that are not picked up or refused by carriers. Should this occur, you will be responsible for any charges incurred.
Please remind your transportation carrier or couriers who are scheduled to pick up your materials that the venue is not equipped with a loading dock, only service level load-in. Trucks must be equipped with a tailgate or ramp.
Exhibitors are encouraged to remove small items and open cases of products from the show floor first. Show Management will take all reasonable security precautions, but immediate removal of these items is the best way to prevent pilferage.
NOTE:
All exhibitors using HAUListic must move freight after the show must have booth materials packed and ready for pick up at the loading dock. Please provide our sales staff onsite with your paperwork before leaving the show site.
Rules & Regulations
Diagram #1: Sample of the drape provided for your booth
Diagram #2: Sample of display allowance
Upright banners & products must be within 4’ from the back drape, and a maximum of 8’ high. The front 6’ of the booth must be clear above 4’.
Booth Display & Restrictions
- Diagram#1 shows the drapes that are provided as a part of your booth cost.
- Diagram#2 shows the allowed clearance for displays, banners, and products within your booth.
- No exhibit may exceed a maximum height of 8 ft.
- Side panels 8 ft. high, must not exceed a depth of 4 ft. extending from the back of the display.
- The remainder of the 6 ft depth from the front of the booth must not exceed a 4 ft. height.
- Any exceptions to this must have pre-approval from Dina Latina (dina@nationalevent.com).
Prefab booth partitions must be finished on both sides. If they are not, please request drapes prior to the show.
Signage
No signage or material may be extended above the 8ft height at the back of your booth nor hung from the ceiling or across the aisle, without approval from Show Management. All signs must be printed on one side only. Your brand messaging can only face the inner walls of your exhibit space.
Carpet or Flooring
Carpet or Flooring is mandatory for all exhibits. You can use the show decorator below or you are welcome to bring in your own at your own cost. See Tape Restrictions below.
Tape (Floor, Wall, and Carpet Damage)
This only applies to companies that choose to place carpet or flooring on top of the existing carpet.
It is important that you use the proper carpet tape in your booth. If you do not use the correct tape there will be a charge for tape removal. Here are the models of two-faced tapes that are authorized by the facility.
- Polyken 105c LPDE
- Scapa 274004
- DC W002A
If you bring your own carpet, you must adhere to the above Tape Restrictions. If you do not have the proper tape, please notify Show Management before installing your carpet or tiles.
Restrictions for Booth Installation
Painting, nailing, drilling, or screwing to the floors, walls or any other part of the building is not permitted. Exhibitors are also responsible for oil, grease, or any general damage to the carpeted area. Exhibitors wishing to lay any floor coverings may not fasten the coverings to the building floor. It is suggested that building paper or the approved tape (Polyken 105c LPDE OR Scapa 274004 OR DC W002A) is used instead.
Demonstrations/Distributions
Displays, demonstrations or distribution of advertising materials, are not permitted outside the confines of your booth. If audio visual equipment is used, the sound must be subdued to such an extent as to ensure its having no nuisance effect on neighbouring exhibitors. The use of microphones is not permitted without prior management approval.
Fire Regulations
All exhibitors planning to use any type of fuel (such as gas, oil, helium gas, or propane) in their exhibits are requested to contact Show Management. All displays or exhibited materials must be fireproof to conform to Federal, State, and City Fire Laws.
National Event Management is obligated to abide by the Fire Code regulations in each city. We therefore retain the right to refuse any material or object that does not confirm to code. If you have a question or need information re the Fire Code please contact Emily Huang (emily@nationalevent.com).
Animals in the Show
The facility’s policy prohibits the presence of animals unless they are used as a working dog for the blind. Permission must be obtained from the facility for any exception. Please contact Emily Huang (emily@nationalevent.com) for approval and regarding the necessary forms.
Helium Balloons
Helium balloons are prohibited in most venues. There is a large retrieval fee, charged to the exhibitor, when balloons are lost. Please contact Emily Huang (emily@nationalevent.com) if you wish to use helium balloons in your display.
Mechanical Conveyances
Mechanical Conveyances such as electric carts, scooters, or bicycles will not be allowed in the aisles during the show hours. The only exceptions to this rule will be in the case of handicapped persons visiting the show, or those with authorization from Show Management.
Non-Compliance
National Event Management reserves the right to make changes, amendments, and additions to the rules and regulations without notice, as considered necessary to the efficient and proper conduct of the show. Interpretation of these rules and regulations shall rest with Show Management and non-compliance can result in ejection of the offending exhibitor or in the closing of his/her exhibit.
SHIPPING & DELIVERIES
Shipping Direct To Show: Friday, October 6, 2023
PLEASE NOTE: The facility will NOT accept shipments prior to the Show move-in date. Show Management will sign for the delivery on your behalf during move-in hours only. Your materials will be left at the dock until you arrive. To move your items to your booth space, pump trucks and dollies will be available at no charge. Should you require assistance or the use of a forklift, please contact Emily (emily@nationalevent.com) as charges may apply.
Show management will cover the cost of materials handling for your first skid of materials only, however, if you have more than one skid, please reach out to Emily (emily@nationalevent.com) to discuss your needs. Charges may be applied.
**If your product arrives outside the designated move-in hours, you (the exhibitor) will be charged for Materials Handling.**
The venue is not equipped with a loading dock. Only service level load-in is available. We strongly recommend that your transportation carrier or courier use a truck with a ramp or tailgate.
The most cost-effective way to ship your items to the show is to arrange delivery during move in hours with our Official Show Carrier;
HAUListic
Tel: (859) 254-4112 or (800) 388-4112
Fax: (859) 253-9137
Email: LEX@shiphaulistic.com
Please address shipments to:
Company name Booth number
The National Franchise Show
Del Mar Fairgrounds
Bing Crosby Hall
2260 Jimmy Durante Blvd.,
Del Mar, CA 92014
NOTE:
All exhibitors using HAUListic must-have booth materials packed and ready for pick up at the loading dock. Do not leave your Booth Materials shipment in your booth. Please provide our sales staff onsite with your paperwork before leaving the show site.
Pre-Show Shipping
If you require advanced warehousing, please contact:
Coast to Coast TSS, Inc.
Phone: 303-991-2791
Fax: 303-991-2794
Email: exhibitservices@coasttocoasttss.com
For advanced warehousing please address shipment to
Gamut Event Services for C2C
c/o Crane Freight
Crane Freight
1515 Winston Rd
Anaheim, CA 92805
Shipping enquiries must be finalized 14 days prior to show move in date. Be sure your shipment is labeled clearly.
ADVANCED WAREHOUSING INFORMATION & SHIPPING LABELS
PAYMENT FORM
If you choose to use a carrier other than the show carrier and wish to ship pre-show, please speak to your sales rep.
Show Decorator (to order tables, chairs, accessories, etc.)
PRE-SHOW BOOKING DEADLINE: September 22, 2023
Carpet, 8ft back drape and 3 ft side drape are supplied for your exhibit space. If you require tables, chairs or additional booth supplies, these items can be rented from the show decorator.
Show Colours
- Booth Drapes : Black
- Aisle and Booth Carpet: Salt & Pepper
To place an order with the Show Decorator, please fill in the order forms below and send them to:
Coast to Coast TSS, Inc.
Phone: 303-991-2791
Fax: 303-991-2794
Email: exhibitservices@coasttocoasttss.com
Show Guide Ad & Sponsorship Opportunities
There are a number of ways to increase your brand awareness at our shows. Additional ad space is available in our Show Guides that are distributed to attendees and sponsorship recognition includes show guide space, on-site signage, & online presence. For more information, please contact Michael at michael@nationalevent.com or 905-477-2677 ext. 270.
Telephone / Internet / WIFI
PRE-SHOW BOOKING DEADLINE: September 21, 2023
Please Note: This venue has free Wi-Fi.
If you require a telephone or internet line in your booth you must contact:
Kevin Rigsbee
krigsbee@sdfair.com
Vehicles on Show Floor
All vehicles must abide by the arrival and departure schedules and procedures established by Show Management. Please contact Emily Huang (emily@nationalevent.com) for approval and to arrange arrival time if you want to display a vehicle.
Display vehicles must load in via the roll up doors on the South side of the building. Please note that the venue is not equipped with a loading dock.
When motorized vehicles are approved for use, a protective sheet of visqueen, tarpaulin or comparable material may be required to eliminate damages from leaks of gas, oil, etc., at the exhibitor’s expense.
a. Fuel tank shall be no more than 1/4 filled, and the gas cap shall be taped in place to deter removal.
b. The battery or batteries shall be disconnected and the battery terminals taped with electrical tape.
c. Vehicles shall be inspected by the venue.
Exhibitors are responsible for oil, grease, or any general damage to the carpeted area.
Exhibitors must provide a set of keys, the contact name, and phone number of the person responsible to remove the vehicle(s) to Show Management.