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Wedding Expo Exhibitor Instructions

 

Hello Wedding Show Exhibitors!  Below is some important information about the Expos. Instructions vary slightly based upon venue. Please select the relevant area/venue below. 

 

San Luis Obispo — Alex Madonna Expo Center

Monterey — Embassy Suites in Seaside

 


 

San Luis Obispo – Exhibitor Instructions

Venue: Alex Madonna Expo Center

Day/Time: Sunday from 12:00 – 4:00 pm

YOUR BOOTH

Your booth includes:

  • One 8-foot table
  • One folding plastic chair
  • 8-foot Backdrop of black drape supported by pipe (10 feet wide x 8 feet tall)
  • You will need to supply your own table cloth, drape, or skirt (table cloths are not included)
  • If you do NOT want a table or chair in your booth, please let us know.

Booth Details

Boundaries – unless noted otherwise, booths are 10ft across the front and 8ft deep.

Floor – The floors are faux-stained concrete. Many vendors have brought along floor rugs for their booths to dress them up. Please feel free to bring a rug if you like.

Pipe & Drape – All booths have 8 foot tall Black pipe and drape behind them. There will be no short pipe and drape on the sides of the booths.

Backdrop Height Restrictions – without advance approval, any backdrop you are bringing should not exceed 8-feet in height. It is possible, we just need to discuss details to ensure safety and good neighbor relations.

Side Height Restrictions – without advance approval, materials you use for booth sides should not exceed 4-feet in height (from the front of your booth to a depth of 4 feet) or 8-feet in height (from the 4 to 8 foot depth).

Electricity

All booths will be set up with electricity. We recommend that you bring power strips and/or extension cords to move electricity to the desired location of your booth.

Wireless Internet

Is available at the Alex Madonna Expo Center. You do not need a password, you only need a laptop with wireless internet connection capability.

 

SCHEDULE

Vendor SET UP days & times:

Saturday (IF AVAILABLE). If the venue does not have a prior event, Saturday drop off time is from 12:30 to 2:30. We cannot let you in before 12:30 because we will not have the booth set up completed until then. We have to have our set up complete before we can let any vendors in to drop off.

Sunday. Load In is from 8 to 11 am. As noted in the Terms of Agreement, any vendor arriving later than 11:00 will not be allowed to load in. Booth should be completely set up by 11:30. Any booth remaining vacant at 11:30 will be used for a seating area, water station, etc (it cannot be left empty).

Booth Inspection – A Fire Marshall and a Madonna Inn official will likely make an inspection at 11:30. The aisles at the expo are for the attendees only. No part of your display, including your staff, may be placed outside of your assigned booth perimeter. This includes tables, arbors, rugs, wires, brochure stands and staff. All booth décor, distributed materials and solicitations must be contained within your assigned space area. It’s not just a good idea, it is the law (fire regulations require the specified aisle width be clear). Thank you for your cooperation!

Attendee Access – Attendee times are Sunday from Noon to 4:00.

Vendor Break-Down and Load Out – Tear down no earlier than 4:00 on Sunday afternoon

 

PARKING

Central Coast Bride Staff will be directing how and where vendors park when unloading their gear into the building. If you have any parking questions or problems the day of the show, please speak with one of the Parking Directors. There is very limited access, so please be a team player and help your fellow Vendors by following these instructions: Unload, then Park, then Set Up your booth:

1) Unload – park adjacent to the building to unload your car. After unloaded, do not set up your booth, rather

2) Move – immediately move your car to one of the designated vendor parking lots, and

3) Set Up – after your car is in its final parking space, then set up your booth displays.

There are very strict Fire Marshal regulations about maintaining a drivable road around the building and having too many cars parked adjacent to the building, so be sure to pay attention to these professional parking attendants. There cannot be any vendor long term parking anywhere around the building. All vehicles will have to go to the Vendor parking lot after unloading. Thank you for being a team player! We all put in a LOT of time, effort, and money to make this opportunity to connect with Couples. Please move your cars to the appropriate lot so that we do not lose a single attendee to frustration over not having any place to park.

  • Vendor Parking Lots. The parking attendants will direct you to these lots. These is typically located behind the expo center.
  • Handicapped Vendors. If you have a handicap that prevents you from walking up from the parking lot, we do have a few ADA spots in front of the building. But you must contact me in advance in order to get a parking placard for your car. If possible, please have an associate drive you up to the building and drop you at the door. Why do we want to limit the number of Vendor used handicap spaces? Because if all of the ADA parking spots are taken up by Vendors who could have been dropped off by an associate, then there will be no Handicap spots for the Attendees.

 

COURTESY

  • Noise Level. Volume of music or videos or singing in your booths must be at a minimum and must not infringe on other vendors. Please respect your neighbors and give them the ability to speak with the Attendees without having to shout over the volume from your booth.
  • Trespassing. Vendors are not allowed to go into the aisles to solicit attendees; even in the aisle in front of your own booth, but particularly from in front of other Vendor booths. We know that this is not common practice, but please keep this in mind during the excitement of the day. Please respect your neighbors. Do not infringe on them by blocking their booth in any way.

 

CENTRAL COAST BRIDE MANAGEMENT

  • Attendee & Vendor Registration Tables. If when you arrive at the show you do not know your booth assignment, stop at these Registration Tables and someone will help you. The registration tables are just outside the front doors.
  • Problems or Questions. If you have any questions or problems during the show, please see staff at the Registration Booth

 

FOOD

  • FOOD & DRINK for VENDORS. Please remember that you will be arriving at the faire in the morning and will not leave until after 4pm. You will get hungry while at the event, so please remember to eat a good breakfast and to bring along something to eat for your lunch. CCB does not provide breakfast or lunch. You are welcome to bring a bag lunch and drinks. There is a large private kitchen area where Vendors are welcome to take a break and eat their lunch. Plus you can always order food from the Madonna Inn café via phone order and then send a runner to pick it up.
  • FOOD & DRINK for ATTENDEES. Do not forget, the caterers are at the expo with food samples for potential clients. They spend a lot of time and money on this food and have taken the amount of expected attendees into account in the volume that they prepare. As vendors, we should not sample their food so that 1/ they have enough for their potential customers and 2/ so that we do not block access to their booth for potential customers. Near the end of the day when the traffic slows down, most booths with food will likely be happy to let you sample their food, cake, etc., so wait until after 3pm.

 

BATHROOMS & TRASH CANS

  • BATHROOMS. Bathrooms are located at the front and back of the building.
  • Trash Cans. Most Caterers need to have a trash can at their booth for the discarded plates from their tastings. We recommend that Caterers bring along a regular sized kitchen style trash can and trash bags for placement in your booth area. When your can fills, you are welcome to bring your bags to the kitchen area and the Madonna guys will take it from there. The Madonna Inn does supply us with a few of the very large round trash bins that are placed around the facility. However, they do not provide cans for the individual booths (plus their bins are very large and unattractive).

 

LIGHTING & ELECTRICITY & CLIMATE CONTROL

  • OVERHEAD LIGHTS. This building does have good overhead lighting. However, we cannot guarantee that your display/products will be lighted to your satisfaction. If you want to ensure great lighting for displaying your photos or jewelry, you may want to bring along some specific light sources to highlight your products.
  • ELECTRICITY. There have been breaker issues with certain aisles at past shows. This is why it is important that we know your planned level of electrical usage; we use this information to spread heavy electrical users around the building to prevent any potential outages. All booths have electricity. If you plan to use electricity, you might want to bring along a variety of extension cords to ensure you have electricity at the exact spot where you need it.
  • CLIMATE CONTROL. This building now has air conditioning; however, we cannot guarantee that the temperature will be comfortable for you. It is difficult to maintain ideal climate control with sporadic large influxes of people and the heat they bring along with them. To help ensure your comfort, if you tend to be cold, bring along a sweater. If you tend to be warm, you can bring along a small fan. Also, please do not prop open doors to the outside. The expo center is located on a windy hilltop and open doors can cause gusts of wind which knock down displays.

 

MISCELLANEOUS

Booth Sharing

  • For a variety of reasons, we do not allow booth sharing, except in rare cases. Any sharing must be pre-approved in writing by Central Coast Bride management. This includes sharing your booth with another unregistered vendor or representing a business not listed on your registration. Failing to comply can result in expulsion from the event.

Couple Contact Information

  • Couple’s names and contact information will be generated & distributed within 2 weeks after the show. We require you to submit a signed release form prior to receiving the list. Release forms will be sent out after the show.

Attendance

  • Be prepared for a lot of attendees. plan for 900 to 1000 attendees with about 300 to 350 of those being brides. Not every individual will pick up your information, but you do not want to run out. We recommend bringing at least 350 brochures.

Security, Loss, Damage & Saturday Set-up

  • Saturday drop off is from 12:30 until 2:30 pm. This is to help lessen the vendor drop off traffic (and stress) that occurs on the morning of the expo. This way, on Sunday, you can simply park your car in the vendor parking lot when you arrive and then set up your booth. No dealing with traffic around the building, no unloading, etc. You simply walk to your booth and then complete the actual setup of your booth. You do not need to let us know if you will be coming on Saturday to drop off. You can simply show up!
  • Throughout Saturday night, the Alex Madonna Expo Building will be locked, the upper drive gate will be locked and the lower drive gate will be locked. A security guard will not be present at the building on Saturday night.
  • Please remember that the Madonna Inn and Central Coast Bride cannot be responsible for any items brought in for the show, whether it is for day of the event only or if it is in place in the building over night. There is no way for anyone other than you to know what was actually brought into the building and what condition it was in. This is why we require, in our registration form, that all vendors carry their own insurance policies for their protection.

Monterey – Exhibitor Instructions

Venue: Embassy Suites in Seaside

Day/Time: Sunday from 12:00 – 4:00 pm

 

YOUR BOOTH

 

Your booth includes: 

One 6-foot table with table cloth

One chair 

8-foot tall 10-ft wide backdrop of black drape supported by pipe 

If you do NOT want a table or chairs in your booth, please let us know. 

 

Booth Details:

Boundaries – Unless noted otherwise, booths are 10ft across the front and 8ft deep. We do have some 10×10 booths also, but the majority of booths are 8×10.

Floor – The floors are nicely carpeted, but feel free to bring in floor décor if you like (rug, pergo, dance floor, etc). 

Pipe & Drape – All booths have 8 foot tall Black pipe and drape behind them. There will be no short pipe and drape on the sides of the booths. 

Backdrop Height Restrictions – without advance approval, any backdrop you are bringing should not exceed 8-feet in height. Feel free to email/call us to discuss taller items…they ARE allowed, but we need to discuss details in advance to assure safety and neighbor relations. 

Side Height Restrictions – without advance approval, materials you use for booth sides should not exceed 3-feet in height (from the front of your booth to a depth of 4 feet) or 8-feet in height (from the 4 to 8 foot depth). 

 

Electricity

The hotel charges for Electricity. You must sign up for electricity with Central Coast Bride in advance. It is $60 per booth. If using electricity, we recommend that you bring power strips and/or extension cords to move electricity to the desired location of your booth.

 

WiFi

Wifi is now available at just $10 per booth. This should also be requested in advance. 

 

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TIMES

Vendor SET UP day & time

Sunday. Set up is from 8:00 to 11:30 am. As noted in the Terms of Agreement, any vendor arriving at 11:30 or later will not be allowed to set up. Booth should be completely set up by 11:30. Any booth remaining vacant at 11:30 will be used for a seating area, water station, magazine distribution, etc (it cannot be left empty).

 

Booth Inspection – A Fire Marshall and an Embassy Suites official will make an inspection at 11:45. The aisles are for the attendees only. No part of your display, including your staff, may be placed outside of your assigned booth perimeter. This includes tables, arbors, rugs, wires, brochure stands and staff. All booth décor, distributed materials and solicitations must be contained within your assigned space area. It’s not just a good idea, it is the law (fire regulations require the specified aisle width be clear). Thank you for your cooperation! 

 

Attendee Access – Attendee times are Sunday from Noon to 4:00.

 

Vendor Break-Down and Loading – Tear down no earlier than 4:00 on Sunday afternoon

 

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PARKING

There is limited access to loading ramps at the building, so please be a team player and help your fellow Vendors by following these instructions: Unload, then Park, then Set Up your booth:

 

1) Unload – This venue has great loading logistics. Pull up behind the hotel and parallel park next to the driveway curb to unload. It is very easy level access. BUT there is very little access, so please   after unloaded, do not set up your booth, instead move your car to the parking lot.

 

2) Move – immediately move your car to the parking lot, away from the main hotel entrance, and

 

3) Set Up – after your car is in its final parking space, then set up your booth displays. 

There are strict Fire Marshal regulations about maintaining a drivable road around the building, so be sure to pay attention to these professional parking attendants. There cannot be any vendor long term parking anywhere around the building. All vehicles will have to go to the parking lot after unloading. Thank you for being a team player! 

 

Why a Vendor Parking Area? Much time, effort, and money are invested to create this opportunity to connect with Attendees. Moving your cars to the appropriate lot gives Attendees easier parking access…..we don’t want to lose a single bride or groom to frustration over not having any place to park.

 

  • Vendor Parking. The further away from the main entrance of the hotel, the more space is left for show attendees.

 

  • Handicapped Vendors. If you have a handicap that prevents you from walking from the Exhibitor parking lot, we do have a few ADA spots in front of the building. But you must contact me in advance in order to get a parking placard for your car. If possible, please have an associate drive you up to the building and drop you at the door. Why do we want to limit the number of Vendor used handicap spaces? Because if all of the ADA parking spots are taken up by Vendors who could have been dropped off by an associate, then there will be no Handicap spots for the Brides. 

———————————————————————————-

COURTESY 

  • Noise Level. Volume of music or videos or singing in your booths must be at a minimum and must not infringe on other vendors. Please respect your neighbors and give them the ability to speak with the Attendees without having to shout over the volume from your booth. 

 

  • Trespassing. Vendors are not allowed to go into the aisles to solicit attendees; even in the aisle in front of your own booth, but particularly from in front of other Vendor booths. We know that this is not common practice, but please keep this in mind during the excitement of the day. Please respect your neighbors. Do not infringe on them by blocking their booth in any way. 

 

———————————————————————————-


Central Coast Bride Management 

  • Attendee & Vendor Registration Tables. If when you arrive at the show you do not know your booth assignment, stop at these Registration Tables in the Foyer and someone will help you. The registration tables are just inside the front doors. 

 

  • Problems or Questions. If you have any questions or problems during the show, please see staff at the Registration Booth

———————————————————————————-


FOOD 

  • FOOD & DRINK for VENDORS. Please remember that you will be arriving at the faire in the morning and will not leave until after 4pm. You will get hungry while at the expo, so please remember to eat a good breakfast and to bring along something to eat for your lunch. The Bridal Show does not provide breakfast or lunch. You are welcome to bring a bag lunch and drinks. Plus there is super easy access to the restaurant at the Embassy Suites, so food and drink are available for purchase on site. 

 

  • FOOD & DRINK for ATTENDEES. Do not forget, the caterers are at the expo with food samples for potential clients. They spend a lot of time and money on this food and have taken the amount of expected attendees into account in the volume that they prepare. As vendors, we should not sample their food so that 1/ they have enough for their potential customers and 2/ so that we do not block access to their booth for potential customers. Near the end of the day when the attendee traffic slows down, most booths with food will likely be happy to let you sample their food, so wait until after 3pm. 
    ———————————————————————————-



BATHROOMS & TRASH CANS 

  • BATHROOMS. Bathrooms are located in the foyer.

 

  • Trash Cans. Most Caterers need to have a trash can at their booth for the discarded plates from their tastings. We recommend that Caterers bring along a regular sized kitchen style trash can and trash bags for placement in your booth area.  The hotel does supply us with trash bins that are placed around the facility. However, they do not provide cans for the individual booths. Please bring a trash can if you feel you will need one.

———————————————————————————

LIGHTING & ELECTRICITY & CLIMATE CONTROL 

 

  • OVERHEAD LIGHTS. This building has great overhead lighting. However, we cannot guarantee that your display/products will be lighted to your satisfaction. If you want to ensure great lighting for displaying your photos or jewelry, you may want to order Electricity and bring along some specific light sources to highlight your products.

 

  • ELECTRICITY. If you need electricity in your booth, please let us know asap as a line needs to be run to your booth. If you plan to use electricity, you might want to bring along a variety of extension cords to ensure you have electricity at the exact spot where you need it.

 

  • CLIMATE CONTROL.This building has heat and air; however, we cannot guarantee that the temperature will be comfortable for you. It is difficult to maintain ideal climate control with sporadic large influxes of people and the heat they bring along with them. To help ensure your comfort if you tend to be cold, bring along a sweater. If you tend to be warm, dress in layers

———————————————————————————-

 

MISCELLANEOUS

 

Booth Sharing

  • Booth sharing is prohibited without prior authorization from Central Coast Bride management.

 

Couple Contact Information 

  • Before receiving the bride names and contact information will be available via email within 2 weeks after the show. You must sign a release before receiving this list. As noted in the Show Terms & Conditions, do not share this Bride data with anyone. This list does contain contact information for up to 3 non Brides which are specific to each list. Marketing emails or snail mails sent to these fake brides will come to show staff. This is how we ensure that ONLY show exhibitors are using these protected Bride Lists. 

 

Security, Loss, Damage

– Please remember that the Hotel and Central Coast Bride cannot be responsible for any items brought in for the bridal faire. There is no way for anyone other than yourself to know what was actually brought into the building and what condition it was in. This is why we require, in our registration form, that all vendors carry their own insurance policies for their protection. 

 

Some final thoughts

  • This expo is being sponsored and promoted by Central Coast Bride. We have invested a tremendous amount of time, effort, and money to produce a very successful faire for you, our vendors. The main benefit to us is “Name Recognition” in the community. To assist us in this branding, we ask that you have no competing Bridal Show or other marketing collateral present or on display at your booth during the Central Coast Bride expo. 

 

Your contracted couples may already booked you, but introduce them to the other wedding service providers at the faire for other needed services….and they will do the same for you!