EXHIBITOR GUIDELINES, RULES AND REGULATIONS
Who Can Exhibit?
Exhibitors at the Virginia Food and Beverage Expo must be Virginia companies (headquartered in Virginia) that grow, produce or process a food or beverage product. All products on display must be pre-approved by VDACS Office of Food Safety. Any products being processed out of state must show a current inspection report from that state. All products must have a Virginia address on their label. Industry-related products or exhibitors are subject to show management approval.
About Your Exhibit
The standard booth package includes:
1 booth identification sign (7″ x 44″) 8-ft. high fabric back (blue and silver)
1 8-ft. silver-skirted table (2 tables for double booth)
3-ft. high side rails (silver)
2 folding chairs (4 folding chairs for double booth)
Name badges for booth staff
1 wastebasket (2 wastebaskets for double booth)
Listing in Show Program
Blue Aisle Carpeting; Gray booth Carpeting
Tuesday, March 20, 2018: 1:00 p.m. – 6:00 p.m.
Wednesday, March 21, 2018: 6:30 a.m. – 9:30 a.m.
*You must provide your own dollies and carts for set-up and take down.
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 D.
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.
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; for more information, download their Services Rental Manual. Exhibitors should address any special requirements for exhibit set-up and take-down to VistaGraphics, Inc. by calling 757-422-8979 ext 104. VistaGraphics 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 on Tuesday, March 20, 2018. 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.
Best New Product Application
Download the Application form to enter the Best New Product Competition. Application must be postmarked by 5pm on Wednesday, February 14, 2018 in order to be eligible to enter.
Full refunds of the booth fee will be granted to exhibitors who cancel or downsize by Friday, February 9, 2018;
50% refunds of the booth fee will be granted to exhibitors who cancel or downsize between February 9, 2016 and February 23, 2018;
No refunds of the booth fee will be granted for booth cancellations made after February 23, 2018, even if the space is resold.
Dates and Times to Remember
Wednesday, March 21, 2018 | 10:00 a.m. – 4:00 p.m.
Booths must be ready no later than 9:30 a.m.
Tuesday, March 20, 2018 | 1:00 p.m. – 6:00 p.m.
Wednesday, March 21, 2018 | 6:30 a.m. – 9:30 a.m.
Reminder: You must provide your own dollies and carts.
**Absolutely no take-downs before 4:00 p.m.**
Wednesday, March 21, 2018 | 4:00 p.m. – 6:00 p.m.
Greater Richmond Convention Center | Exhibit Hall D
403 North Third Street
Richmond, Virginia 23219