Exhibitors Manual

Dear Exhibitor,

Welcome to the San Diego Kids Expo & Fair!

 

This Exhibitor Kit has been designed to provide you with all of the information necessary to plan a well-organized and successful event. The Exhibitor Kit provides you with all of 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 me at Victor@sandiegokidsexpo.com or call me at 619-955-6484.

 

We look forward to working with you to make the San Diego Kids Expo & Fair a successful event for you and your company!

 

 

Sincerely,

 

 

Victor Ciccarelli

Event Director

 
Exhibitor Kit:
Spring 2020 
San Diego Kids Expo

 

Section 1                 Key Dates and Times

 

Section 2                 Prior to the Show

Registration

Ordering Electrical

Booking a hotel

 

Section 3                 At the Show

Set Up Hours

Show Hours

Locating the Venue

Parking

Checking In

Finding Your Booth Space

Setting Your Booth Up

What Your Booth Includes

Dimensions of the booth

Use of Booth/Rules

 

Section 4                 After the Show

Tear Down

Clean Up

Upcoming Shows

 

Booth Specs Addendum

Attachments:          Edlen Electrical Order Form

                                 Hotel Information Sheet

 

 

Section 1

Key Dates and Times

 

Show Set Up

Friday April 24, 2020                  10am to 5pm

*Set up must be done on Friday unless you have written approval otherwise.

 

 

Show Hours (Open to the Public)

Saturday, April 25, 2019             10am to 5pm (Open for Exhibitors at 8:00am)

Sunday, April 26, 2019                10am to 5pm (Open for Exhibitors at 9:00am)

 

Exhibitors with badges may enter the building at 8am Saturday and 9am Sunday.

 

 

Show Tear Down

Sunday April 26, 2019       5pm to 8pm

*Exhibitors may not tear down early without penalty

 

 

Deadline for ordering electrical power from Edlen at reduced rate pricing (please request order form) is April 6, 2019.

 

Section 2

Prior to the Show

 

Registration

Prior to the show you should have an Application on file with the San Diego Kids Expo & Fair office. If you have not signed you Application, please take a moment to review it, sign it and return it by fax or email. If you do not have one, you must fill one out or have the Kids Expo office provide one for you.

 

Ordering Electrical

If you are going to need electrical at your booth, please let us know so we can place you where we have power available for a fee.

The deadline for the advanced rate pricing  is April 4, 2020. After that date, the cost goes

up drastically.

 

Booking a hotel

We have some partner Hotels in San Diego that are very close to the venue and currently provide rooms at a special rate per night for Exhibitors and Attendees. Let us know if we can help with your hotel needs.

 

Section 3

At the Show

 

Set Up Hours

Please plan to be at the venue on Friday to set up from 10am to 5pm. If you cannot be there Friday, please notify the San Diego Kids Expo office in advance and make written arrangements for Saturday. This day can be more challenging as attendees are also arriving early on Saturday. There is no food for sale on Friday at the venue but there are several restaurants nearby off the venue grounds.

 

Show Hours

The show opens to the public from 10am to 5pm Saturday and Sunday. Exhibitors may enter as early as 8 on Saturday and 9am on Sunday. Typically, the fairgrounds have the indoor food court open with coffee and pastries available.

 

Locating the Venue

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 near the Bing Crosby Hall or the Exhibit Hall. Enter the building in the front right corner (North East 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 $15 per day for attendees but Exhibitors and Sponsors may request a 3 day parking pass good for Friday, Saturday and Sunday by simply notifying the parking attendant that you are part of the Kids Expo. This pass is good for in and out privileges and also can be passed to other staff in your booth if someone is not returning the next day. 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 Management booth on your right 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.

 

Upon your first arrival, you will receive up to 4 lanyards and badges that are preprinted with your business name. Only those with badges are allowed to enter the building during set up and during tear down. Keep track of your 4 badges. If you lose your badges, you must purchase a ticket to enter the building.

 

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

Standard Booth (10’X10’)

8’ tall back drape, 3’ tall side drapes, 6’ X 2½’ draped table, two chairs, 1 trash can, a booth id sign, 4 lanyards and 4 preprinted badges.

 

A corner booth does not have a second 3’ tall side drape. If you rented more than one space, you may remove the dividing drape if there is one still in your space. If you rented a large area, please consult with the San Diego Kids Expo staff as to what you are expecting and requesting at your area.

 

Dimensions of the booth

A standard booth is 10’ by 10’ with an 8’ tall back drape and 3’ tall side drapes. Please refer to the attached dimension sheet for more information about sizes and restrictions.

 

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 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. You may not exhibit only one day. 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:

 

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. 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 insure 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 Sunday beginning at 5pm. Exhibitors may not tear down 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.

 

Upcoming Shows

The San Diego Kids Expo is held every Spring in April on  the last weekend. Dates are available for the next show at the current show you are exhibiting. You may sign up for a future show and request a location before leaving the show. This will ensure you are given preferential choice of location before the spaces are available to new exhibitors. You can make arrangements for payment at the show by paying at that time or arrangements to pay at a future date but it always best to communicate your interest at the show so we can build the future shows around your business. Simply let the Kids Expo staff know how we can help you better plan for future shows.

 

Thank you for exhibiting at the San Diego Kids Expo & Fair. Please call or email if you have any questions not covered in this Exhibitor Kit.

 

Sincerely,

 

 

San Diego Kids Expo Staff

 

 

SAN DIEGO KIDS EXPO
CONTACT & SUPPORT

© 2017 Stock & Foil Inc., All Rights Reserve

(619) 269-9441

 

Del Mar Fairgrounds:

2260 Jimmy Durante Boulevard

Del Mar, CA  92014-2216

 

Corporate Office:

1224 Scott Street

San Diego, CA 92106

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