VENDORS

VENDOR REGISTRATION

Event Date:
Wednesday, March 21, 2018
10am – 4pm

Event Location:
Greater Richmond Convention Center: Hall D
403 N. Third Street, Richmond, VA 23219

Of Note:
Best New Product Awards presentation at 11 a.m.
Not open to the public.
No one under 18 will be admitted.

BEST NEW PRODUCT APPLICATION:
Click here to 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.

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

Expo Set-Up
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 invloved.

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.

Cancellation Policy
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
Show Hours
Wednesday, March 21, 2018 | 10:00 a.m. – 4:00 p.m.
Booths must be ready no later than 9:30 a.m.

Expo Set-Up
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.

Expo Take-Down
**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
www.vaexpo.com

EXHIBITORS UNLOADING & PARKING INFO

Exhibit Setup:
Tuesday, March 20, 2016: 1:00pm – 6:00pm
Wednesday, March 21, 2016: 6:30am – 9:30am
*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.

Best New Product Drop-Off:
Tuesday, March 20 from 9am-10am, inside at Hall C-D Registration Area

Show Hours:
10am-4pm on Wednesday, March 21, 2018

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 AND 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.

The Greater Richmond Convention Center is the exclusive provider of all temporary utility services. These services include connections for electrical and compressed air as well as water fill and drain services.

To place an online order for temporary utilities services, please use the link below:
Secured Electronic Utility Order Form


For more information about utility services and pricing, please read the following documents:
Utility Services Connection Price Sheet April 2016

UTILITY SERVICES CONDITIONS AND REGULATIONS

If you have any questions regarding utility services or the ordering process, please contact utilityservices@greaterrichmondcc.com.

The following telecommunication services are currently available at the Greater Richmond Convention Center:

Videoconference / Telepresence Hosting Services
Dedicated Bandwidth Segments now up to 500 Mbps with the ability to expand to more than 1Gbps
High Speed Internet Access *Facility-wide Wired and Wireless Service
Digital Voice Lines (Local & Long Distance service available)
Analog Voice Lines (Local & Long Distance service available)
Facsimile Lines (Local & Long Distance service available)
Modem and Credit Card Lines (Local & Long Distance service available)
Call Forwarding
Call Waiting
Voice Mail

Download the 2017 Telecommunications Order Form

For more information about our telecom and Internet services, please contact Dan Allred, Information Technology Manager, for the Greater Richmond Convention Center, at (804) 400-0251 or dallred@greaterrichmondcc.com.

The below items automatically come with your booth rental:
8′ high backdrops / 3′ high siderails
Booth Carpet
(1) 8′ x 2′ x 29″ high draped table
(2) chairs
(1) wastebasket with liner
(1) 7″ x 44″ booth identification sign
Show colors: Royal Blue and Grey

*If you require additional booth furnishings and/or if you require advance or direct shipments, following these instructions:
Rental – Advance Prices: In order to receive the advance discount prices for Exhibits, Inc. services, all applicable forms must be submitted/received by Wednesday, March 14, 2018 (one week prior to event).

Virginia Sales Tax: A 5.3% Virginia State Sales Tax will be applied to all rentals & materials ordered. If your company or organization is Tax Exempt, all orders must be accompanied by a copy of your Tax Exempt Certificate. If this is not received, Sales Tax must be applied.

Questions & Adjustments: All on-site questions and concerns regarding orders must be addressed at the Exhibits, Inc. service desk during exhibitor set-up times. Every effort will be made to resolve the issue. Credits or adjustments WILL NOT be made after the close of the show.
Please note that some rental items & labor requests are subject to cancellation fees.

DOWNLOAD RENTAL ORDER FORM

• Appomattox River Peanut & Wine Company – #212
• AR’s Hot Southern Honey/LMP Group – #523
• Arc Angels Creations, LLC – #227
• Ashburn Sauce Co. – #417
• Ashman Manufacturing and Distributing – #215/217
• Ayoba-Yo – #317
• Ayrshire Farm – #326
• Back Creek Farms, LLC – #105
• Back Pocket Provisions – #306
• Basel, LLC – #403
• Belle Isle Moonshine – #333
• Belmont Peanuts of Southampton, Inc. – #406
• Birdie’s Pimento Cheese – #314
• Blanchard’s Coffee Roasting Co. – #519
• Blue Crab Bay Co. – #500
• Blur Coffee – #424
• Bone Doctors’ BBQ, LLC – #401
• Bonn Boni – #512
• Buffalo Creek Beef – #337
• Byrd Mill Company – #323
• Caribe Juice – #112
• Carriage House Products, Inc – #502
• Catoctin Creek Distillery Co. – #205
• Clark and Hopkins – #230
• Cocoa Manna – #422
• Congressional Seafood Co. – #236
• Countertop Productions, Inc. – #313
• Dizzy Byrds, LLC – #320
• Dominion Tea – #312
• Element Shrub – #501
• E. H. Gourmet – #426
• Family Fruit Basket, LLC – #414
• Farmstead Ferments – #330
• Feridies – #416
• Firehook – #216/#214
• Franklin County Distilleries – #237
• Global Wines Distribution Virginia – #516
• GoOats – #430
• Granatus Desserts – #504
• Grave’s Mountain Lodge, Inc. – #110
• Grayson Natural Farms – #121
• Gunnoe Sausage Co., Inc. – #506
• Gunther’s Gourmet, LLC – #400
• Heaven’s Gate Catering, Inc. – #336
• Herbert’s Wine Jelly, LLC – #200
• Homestead Creamery, Inc. – #302
• Hooper Foods – #114
• Hubbard Peanut Company, Inc. – #300
• Hudson Henry Baking Co. – #421
• Hudson’s Sauce, LLC – #325
• Hummingbird Gardens – #331
• Integrity Food Group – #307
• J & W Farm – #420
• Java Food Co. LLC – #220
• Jody’s Popcorn – #304
• Jovian Pantry – #315
• Just Grilling LLC – #117
• Keany Produce & Gourmet – #223/225
• Laconiko – #310

• MeatMe – #324
• McNett Angus Beef – #413/415
• Mielata LLC – #515
• Milton’s Local – #427
• MoCo Specialty Foods, Inc. – #207
• Mom’s Spicy Pretzels – #404
• Mother Earth Products, dba (Global Prepare, LLC) – #411
• Navy Hill – #213
• Old Church Creamery, LLC – #423
• Olde Plantation Enterprises, LLC – #111
• Orange County Roasters, LLC – #311
• Orange Dot Baking Company, LLC – #108
• Papa Weaver’s Pork – #316
• PastryBase- #507
• Peg’s Salt – #301
• Pelham Road Grocery – #513
• Pennacook Peppers – #530
• Plantation Peanuts of Wakefield – #123
• Po River Apiary – #327
• Red Rocker Candy, LLC – #402
• Red Root & Co. – #204
• Reginald’s Homemade – #509
• Rick’s Roasters Coffee Co. – #202
• Rockbridge Vineyard – #107
• Rodgers’ Puddings – #321
• Route 11 Potato Chips – #221
• S & K Industries, Inc. – #511
• S. Wallace Edwards & Sons – #101
• Saga Meadery LLC – #136
• San-J International, Inc. – #526
• Sausage Craft – #405
• Shawnee Canning Company, Inc. – #303/305
• Shenandoah Spice Company, LLC – #115
• Southern Flavoring Company, Inc. – #520
• Specialty Food Association – #525
• Spicy Mama – #510
• Starr Hill Brewery – #211
• The Crispery of Virginia – #103
• The Good Earth Peanut Co. – #210
• The Peanut Shop – #206
• The Perfect Pita, Inc. – #514
• The Prissy Pickle LLC – #226
• The Spelt Gourmet Cookie Company, LLC – #137
• Texas Beach, LLC – #131
• Toms Moms Foods LLC – #517
• Truckle Cheesemongers LLC – #322
• True Honey Teas – #431
• True Made Foods, Inc. – #231
• Vegtabowl Foods – #113
• Virginia Artesian Bottling Company – #503/505
• Virginia Diner, Inc. – #100/102/104
• Virginia Grown Program/VDACS – #521
• Virginia’s Finest Program/VDACS – #120
• Virginia Marine Products Board – #539/541
• Virginia Peanut Growers Association – #106
• Virginia Vinegar Works – #127
• Vogt Oyster/Big Island Aquaculture – #118
• Whitebarrel Winery – #203
• Whitley’s Peanut Factory – #201
• Wildwood Hickory Syrup, dba (Falling Bark Farm) – #410
• Woodson’s Mill, LLC – #412
• Wy’s Wings – #407

Publicity Toolkit for Exhibitors