EXHIBITOR GUIDELINES, RULES AND REGULATIONS
Official Show Decorator
The official show decorator is Exhibits, Inc. For any additional items not included in booth purchase, Exhibits, Inc. will help you with that. Exhibitors should address any special requirements for exhibit set-up and take-down to Creative Engagement Solutions, LLC. Creative Engagement Solutions, LLC will maintain a service desk to assist during move-in and move-out.
All decorations for your exhibit must be flame retardant.
Deep fryers and open flames are NOT PERMITTED.
Anyone cooking or warming food is required to provide a fire extinguisher for their booth. Class “K” fire extinguishers are needed if cooking with grease.
No grease disposal allowed in the restroom or closet sinks.
A grease barrel will be located on the loading dock.Ice is not provided.
Exhibits may not be higher than 8-feet tall and must not interfere with the view of any other booth.
No Mylar balloons allowed in the hall. A financial deposit made to the Convention Center is required ahead of time if you plan to use anchored helium balloons. Please ask in advance for additional information, including the amount of the deposit.
The use of music or methods of projecting sound beyond an exhibitor’s booth is not allowed.
If any vendors need to park their oversized trucks overnight in the loading dock area, they need to obtain a pass at the service desk at the back of the show hall. There will be a fee involved.
VDACS reserves the right to require changes deemed in the best interest of the show.
No one under the age of 18, including infants, will be admitted.
Order Writing and Sampling Permitted, But No Direct Selling
Order writing and product sampling is permitted, however, direct selling is not permitted. Samples and product tastings, as well as show specials, are expected by buyers. Examples of show specials include: free products (baker’s dozen), price discounts on show orders, free shipping for a limited time, in-store demos and point-of-sale materials.
Richmond City Health District Regulations
Food servers and handlers in booths must wear plastic gloves and have disposable hand wipes available. Use only disposable plastic utensils and/or toothpicks for sampling. Universal or common utensils for tasting are strictly prohibited. Exhibitors are responsible for compliance with any other Richmond City Health District Regulations that may apply.
Richmond Fire Department Guidelines
A basic outline of rules and regulations, based upon provisions of the 2000 International Fire Code. Please take the time to review this information, as compliance is a requirement.
Cancellation Policy
A full refund of the booth fee will be granted to exhibitors who cancel or downsize by December 27, 2023.
After that date passes, 50% refunds of the booth fee will be granted to exhibitors who cancel or downsize by January 27, 2024;
No refunds of the booth fee will be granted for booth cancellations made after the January 27, 2024, even if the space is resold.
LOCATION
Greater Richmond Convention Center | Exhibit Hall A
403 North Third Street
Richmond, Virginia 23219
EXHIBITORS UNLOADING & PARKING INFO
Exhibit Unloading Area and Parking
The loading dock entrance is at the corner of 3rd & Leigh Streets.
Your exhibit will be located in Exhibit Hall A.
After unloading, Exhibitor Parking: 3rd & Marshall Street Deck. $7 daily (open based upon event activity); Overnight Parking $26.00 per vehicle by permit only. Click here for a detailed view of parking information and directions.
TRADESHOW TIPS FOR EXHIBITORS
Exhibit Design
A well-designed exhibit is so effective at cutting through the trade show clutter and getting your message to your target audience. The average attendee will probably spend from 2-4 minutes at each booth, therefore your lasting impression to give you the edge over your competitor needs to be clear and concise, accentuating product positives.
Pre-show & At-show Promotions
The average attendee will come to the show with a pre-determined idea of approximately 75% of the companies they would like to visit. In order to have your name on the “must see” list, you need to give them a reason to come by your booth by making contact with them one to two weeks prior to the show. Examples of show specials include: free products (baker’s dozen), price discounts on show orders, free shipping for a limited time, in-store demos and point-of-sale materials.
Booth Staff Training
Exhibit space staff members will want to be effective communicators, while exhibiting passion and enthusiasm for your products. Ideal company representatives will be highly educated about your company and your products. They need to be able to quickly provide information about company origin, production processes, shelf life and shipping methods. They should also be schooled on etiquette and best practices to make visitors feel welcome.
Lead Management
Research indicates that almost 80% of the leads generated at a show are never followed. Trade shows can be a very effective tool to create qualified leads that result in sales. You should have a plan in place for following up on leads at the Expo before you even get to the show. This will allow your leads to be handled appropriately and promptly.
Be Prepared
It is recommended that you bring an ample supply of business cards, company brochures/catalogs, product literature, price sheets, recipes and serving utensils. There are no guarantees that the show facility will have access to copiers or be located near any copy centers or grocery stores. You may want to throw in an extra roll of paper towels for unexpected spills or messes. Extra trash bags are also an excellent way to carry home dirty dishes and utensils.
If you have rented electrical hook up, be sure to pack an extension cord.
If you have lots of boxes to bring into the show, a small flat bed or hand truck can save strain on your back and extra steps.
It is advised that you arrive early for show set-up to allow for any changes or correct unforeseen problems.