Exhibitors Manual

Dear Exhibitor, 

Welcome to 2020 San Diego Kids Expo and Fair  
 
This Exhibitor Kit has been designed to provide you with all of the information necessary to plan a well-organized and successful event for the 2020 San Diego Kids Expo and Fair to be held April 25-26 2020 at Fair at the Del Mar Fairgrounds in Del Mar California.  

 
The Exhibitor Kit provides you with all the operational details you need to be familiar with when planning your participation, including move-in and move-out schedules and exhibitor rules and regulations. 

Please be sure to read this kit carefully and note the forms that need to be returned by their deadline dates! Should you need assistance in completing any forms, or if you have questions about the event, please e-mail us at Support@sandiegokidsexpo.com / www. sandiegokidsexpo.com 

.  You may also call us at 619.487.9851. 

We look forward to working with you to make the 2020 San Diego Kids Expo and Fair a successful event for you, your company and our shared community! 

 
Sincerely, 

The 2020 San Diego Kids Expo and Fair Team 

Section 1 - Key Dates and Times 
The 2020 San Diego Kids Expo and Fair will be open on April 25th and 26th  
from 10:00am to 5:00pm.  
 
The event will be held in, and as part of, the San Diego Kids Expo & Fair at the Del Mar Fairgrounds, 2260 Jimmy Durante Blvd, Del Mar, CA 92014. 

 

Show Set Up  

Vendors / Sponsors  
Friday April 24, 2020 9:00am to 5:00pm.  
Sat April 25th 7:30am to 9:30am 
Carts are not provided,  

 
Registration Deadline 
Monday April 6th, 2020 

 
Deadline for ordering additional electrical services, internet, or other equipment 

April 13th, 2020  

Show Hours  
April 25th and 26th  
from 10:00am to 5:00pm. 

Vendors/Exhibitor booths 
Sat 10:00am to 5:00pm 
Sunday 10:00am to 5:00pm 

Show Tear Down 

Sunday April 26 5pm to 10pm 

All vendors must be clear of the building by 10:00pm on Sunday the 26th.  

 

Contact information  

The San Diego Kids Expo and Fair is operated by 3R’s Roboics LLC. 4619B Mission Gorge Place. San Diego Ca, 92120. Tel: 619.487.981; Email: Support@sandiegokidsexpo.com / www. sandiegokidsexpo.com 

 

Section 2 - Prior to the Show 

Registration 

Prior to the show you must have an Application (page 10 of this document) on file with the San Diego Kids Expo and Fair office. If you have not signed your Application, please take a moment to review it, sign it and return it by email or in person.  If you do not have one, you must fill one out or have the Kids Expo and Fair office provide one for you. 

Ordering Electrical 

All electrical connections at the Del Mar Fairgrounds need to be preordered by the Kids Expo and Fair Team. If you are a Sponsor, Vendor or Mini-Vendor booth, and in need of electricity at your booth during the venue, please fill out the Electrical section of the application to have appropriate power at the San Diego Kids Expo and Fair.   
 
Electrical power comes in 5 or 20 amp drops. For 2020 5amp is $95 / 20amp is $210. 
A single 5amp circuit can power, any two of the following devices. Computer, Projector, TV up to 55”, 3D Printer, or similar device. If you need to power more than 2 Devices you will need a dedicated 20amp drop to your booth.  
 
The deadline for the pricing on the form is April 13th, 2020. After that date, the cost goes up drastically. 
 
Internet and dedicated Bandwidth.  
 
The Del Mar fairgrounds provides both free and paid wireless service. The free service is very low bandwith and is only good for minimal services. The paid service is much like a hotel WiFi upon logging in to the free connection you will be given the option of paying a daily fee of $10 or less, per day, per computer. This is adequate for surfing the web or other low bandwidth use. Please note this is provided by a 3rd party and not a product of Kids Expo and Fair. Any issues with this service will need to be directed to the service provider.  
 
Internet and dedicated Bandwidth.  
Dedicated hardwired bandwidth up to 300mps available upon request from the fairgrounds. Fees range from $250 to $3000 for the length of the show. Dedicated connections must be ordered before 1 April 2020. Please contact Support@sandiegokidsexpo.com / www.sandiegokidsexpo.com for more information.  

Tickets, Fees, and Entry to the Festival 

General Entry tickets for the 2020 Kids Expo and Fair Event are $8 for Adults and $6 for Students. This will include access to the San Diego Kids Expo and Fair & the San Diego STEAM Maker Festival and the 8D6 Gaming Convention. Tickets are on sale on the www.SDKids Expo and Fair.com website. Vendor, Exhibitors and Sponsors will be issued a generous supply of tickets to gift to clients, friends and family.  

Activates within the Fair such as, Rides, 8d6 Gaming, Card Games, & Role-Playing Games will require participants to have a wrist band which are available for an additional fee. 

Activity, Display, Game Approval 

Kids Expo and Fair is about kids. Safety is always our number one concern. No Lasers, Soldering, Flame & heat producing devices will be allowed without prior coordination with Kids Expo and Fair Staff. 

Safe Place and the Kids Expo and Fair Code of Conduct.  

Kids Expo and Fair is a place for forged for kids to feel safe and welcome in a fun environment for our attendees, speakers, exhibitors, and volunteers.  All local, county, state, and federal laws apply to the event. 

If at any point you feel unsafe at Kids Expo and Fair, we ask that you inform someone on staff immediately. Your safety is our primary concern, and if you feel that safety has been compromised, we will do everything in our power to rectify the issue. Issues of violence and harassment are addressed immediately. 

If you need special assistance, before the event or have a specific safety/security concern, please refer to our FAQ or contact us via our website.  
 
Kids Expo and Fair Admin, is located on the info Booth by the main entrance.    
Our full Code of Conduct can be found on our website at: www.sandiegokidsexpo.com 

Section 3 - At the Show  

Set Up Hours 

Vendors / Sponsors please plan to be at the venue on Friday April 24th to set up between the hours of 9am to 5pm. If you cannot be there Friday, and intend to set up on Sat morning, please notify the San Diego Kids Expo and Fair office in advance Tel: 619.487.981; Email: Support@sandiegokidsexpo.com / www.sandiegokidsexpo. 
 
If your display is complex or you need to come drive up to the building to drop off items, please arrange for a Friday setup. On Saturday, you must cart/carry all items in from the parking lot as carts are not provided and YOU CAN NOT DRIVE UP TO THE BUILDING ON SHOW DAY. 

 

The Del Mar Fairgrounds is located at 2260 Jimmy Durante Blvd, Del Mar, CA 92014.  After exiting the freeway, continue going straight through the Jimmy Durante intersection and turn left into the next left called the Solana Gate.  Park in the rear parking lot. The 2020 Festival will be held in the O’Brian Hall Enter the building in the front right corner behind the ticket booths. 

Parking 

Parking is located behind the building by entering at the Solana Entrance. The Del Mar Fairgrounds charges parking to all exhibitors and attendees.  The parking fee is $16 per day for all attendees, Vendors, Exhibitors and Sponsors. The Solana Gate Entry Ticket is good for both Friday and Saturday.  Tell the attendant that you are part of the Kids Expo and Fair.  On Friday, you may park near the building to unload in designated unloading areas and move your vehicle once completed unloading.  Do not leave your car unattended for more than 10 minutes. 

Checking In 

When you arrive the first time on Friday, check in at the Kids Expo and Fair Management booth at the front entrance, once you enter the building.  During the show, this booth will be staffed with exhibition management personnel that can assist you with questions or concerns regarding the Kids Expo and Fair. 

Finding Your Booth Space 

Take the time to locate your space on the floor plan which is posted on our website a few weeks before the show.  When you show up to check in, you will be given a show directory that also has a map locating your business. 

Setting Your Booth Up 

Be sure to bring dollies and carts to move your items to your booth area.  

Although we have access to some dollies and a golf cart, they may not be readily available when you need them.  If you need to bring a vehicle into the venue to unload, you must have written arrangements prior to the show dates.  You may be required to come in prior to others loading in and our staff must drive your vehicle in and out of the venue. 

What Your Booth Includes 

A standard booth is 10x10 foot booth and comes equipped with one 6-foot table and 1 chairs. 

Not all booths have pipe and drape or any support for hanging displays. No tablecloths or covers are provided.  
 

If you need electricity, you will need to order it when paying for your booth. 
If you rented a large area, please consult with the San Diego Kids Expo and Fair staff as to what you are expecting and requesting at your area. 

Use of Booth/Rules 

All demonstrations or other promotional activities must be confined to the limits of your rented exhibit space.  Sufficient space must be provided within the exhibit booth area for the comfort and safety of persons watching demonstrations and other promotional activities.  Each Exhibitor is responsible for keeping the aisles near its booth free of congestion caused by any promotions or other demonstrations. 

 

Show Management reserves the right to restrict exhibits which, because of safety concerns, noise, method of operation, materials or for any other reason, become objectionable; and also to prohibit or remove any exhibit which, in the opinion of Show Management, may detract from the general character of the Exhibition as a whole.  This includes persons, things, conduct, printed matter, and anything of a character which Show Management determines objectionable.  In the event of such restriction or removal, Show Management will not be liable for any refunds or other exhibit-related expenses. 

 

The use of sound systems is permissible, provided that they are not audible more than 3-feet into the aisle or neighboring booths, and that the sound is directed into the Exhibitor’s booth or vertically.  Show Management will have absolute control over the implementation of this regulation.  

 

Your booth must be operational during event times, which is 10am to 5pm Saturday and Sunday.  Showing up late on event days, leaving your booth unattended and/or tearing down early is not acceptable.  This is for the benefit of all exhibitors and attendees.  You will be fined $50 per hour for leaving your space unattended or tearing down early. 

 

Empty Crates: 

Empty crates must be removed and stored by the exhibitor off the premises.  The fire marshal will not allow storage of any flammable packing goods in or around exhibits. 

 

Fireproofing: 

All drapes, curtains, drops and all other decorative material, that would tend to increase the fire and panic hazard, shall be made from non-flammable materials, or shall be treated and maintained in a flame-retardant condition by means of a flame-retardant solution or process approved by the state fire marshal. Exits and fire extinguisher locations shall not be concealed or obstructed by any decorative material.   A pop-up shade canopy is not allowed indoors due to blocking fire sprinklers.  

 

Liability: 

Insurance certificates must be available for inspection prior to April 01, 2020, by show management. Exhibitor shall carry comprehensive general liability coverage, including premises, operations and contractual liability coverage, of at least $1,000,000 for personal injury liability, and $1,000,000 for property damage liability, and statutory workmen’s compensation with employer’s liability with a limit of at least $500,000.  Failure of Promoter to request such certificate(s) shall not relieve Exhibitor from carrying above insurance.  Promoter may specify itself and/or other entities to be named as additional insured parties in such insurance. 

Neither Show Management, nor its agents or representatives, will be responsible for any injury, loss or damage that may occur to the Exhibitor or to the Exhibitor’s employees, agents, or property from any cause whatsoever.  Each exhibitor shall obtain, at its own expense, adequate insurance in the amount specified by Show Management, against any such injury, loss or damage.  Show Management may specify itself and/or other entities to be named as additionally insured parties in such insurance.  Show Management shall not be liable for failure to perform its obligations as a result of strikes, riots, acts of God, or any other cause beyond its control. 

Anyone visiting, viewing, or otherwise participating in the Exhibitor’s exhibit, is deemed as the invitee or licensee of the exhibitor, rather than the invitee or licensee of Show Management.  Show Management shall not be liable for any injury whatsoever to property of the exhibitor, or to persons conducting or otherwise participating in the conduct of the exhibit, or to invitees or guests of the exhibitor. 

Exhibitor agrees to abide by existing agreements and regulations covering the use of services or labor in the exhibit facility.  The Exhibitor assumes full responsibility and liability for the actions of its agents, employees and independent contractors, whether acting within or without the scope of their authority, and agrees to indemnify, defend and hold harmless Show Management, its employees, contractors and the exhibit hall from all losses, costs, damages or expenses, including attorneys’ fees, resulting directly or indirectly from the actions or omissions of Exhibitor, its agents, employees, or independent contractors.  

Conduct of Exhibits: 
Exhibits must be staffed during all show hours.  Dismantling of your booth prior to the official close of the show is prohibited and will incur a fine of $50 per hour. Storage of empty packing materials within the booth confines or behind any curtains is against fire marshal regulations.  Exhibitors are expected to consider noise levels from equipment or from demonstrations when planning their booth layout, so as not to interfere with neighboring exhibitors.  Exhibitors should be reminded that any demonstrations or presentations must provide enough of a viewing area for attendees watching such displays. 

Security: 
Show Management will provide security guard service during the hours that exhibit area is closed. However, the Exhibitor is solely and fully responsible for its own exhibit material and should insure its exhibit against loss or damage from any cause.  All property of the Exhibitor is understood to remain in the Exhibitor’s care, custody and control in transit to or from or within the confines of the exhibit area. 

Security Tips 
We take great pride in a high level of security.  To maintain our successful security program, we need the help of all exhibitors.  Our experience shows that, unfortunately, many exhibitors become complacent regarding the protection of their exhibits, thereby inviting theft by simply failing to exercise minimal security precautions.  Therefore, in the interest of providing maximum exhibit security, we would like to offer the following “security tips”. 

• Don’t ship display material directly to the facility for receipt prior to the first set-up day. Del Mar Fairgrounds does not have proper secure storage to ensure against theft.  Any deliveries of exhibit materials should be scheduled the day of set-up. 

• Don’t indicate the contents on the outside of your shipping cartons or crates.  Cartons showing a picture of a TV, VCR, or computer on the outside are more likely to disappear than one that is unmarked. 

• Do ship exhibits in sturdy containers, which do not indicate contents.  Your company name, date of your show, and your booth number must be clearly marked on all cartons and crates. 
 
• Do consolidate small boxes into one large crate or carton to minimize loss or misdirected freight. 

• Don’t leave unpacked display material unattended during setup or removal hours. 

• Do securely fasten all lightweight high-theft-risk items such as cameras, calculators, stereos, etc. to display boards or lock-in show cases.  Personal items of value should never be left in an unattended exhibit.  We sincerely want you to have a satisfying and protected exhibiting experience.  Should you have any additional questions, please feel free to contact our staff at any time. 
 

Section 4 - After the Show 

Tear Down 

Tear down is done directly following the show on Saturday beginning at 5pm and shall conclude not later than 7pm.  Exhibitors may not tear down their exhibit prior to the close of the show without penalty.  

Clean Up 

Please put all trash in trashcans to avoid being charged by the clean up staff of the fairgrounds.  Any trash having to be picked up or removed by the clean up staff will incur a charge directly to the exhibitor to the on file account. 

 

 

SAN DIEGO KIDS EXPO
CONTACT & SUPPORT

© 2017 Stock & Foil Inc., All Rights Reserve

951-213-0774

 

Del Mar Fairgrounds:

2260 Jimmy Durante Boulevard

Del Mar, CA  92014-2216

 

Operated by :

STEAM Maker Workshop

WWW.Steammaker.ORG info@STEAMmaker.org 

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