Exhibitor Hours

Setup Hours:

Show Hours:
Exhibitors may enter one hour prior to the show opening.

Booth Removal:

BEFORE THE EVENT

IMPORTANT FORMS REQUIRED FOR FOOD VENDORS

WINERY AND FOOD VENDORS - You must contact your liability insurance provider and obtain a rider naming the following as additionally insured for the dates of Feb 6-7, 2010: Farm Wineries Council Inc., 25378 Whippoorwill Terrace, South Riding, VA 20152 and Dulles Exposition & Conference Center, 4368 Chantilly Shopping Center, Chantilly, VA 20153. This should be a free service of your insurance provider.

WINERY AND FOOD VENDORS - Please fax a copy of your ABC remote license and liability insurance to us at 661-451-5491.

FOOD VENDORS - SAMPLING FORM - All food vendors must submit a Food Sampling form to Dulles Expo Center - Click here to download the sample distribution request form. Sample Food/Beverage Distribution Request Form If your exhibit contains any selling and/or sampling of food and/or beverage while at the show, a written permission must be obtained in advance from Dulles Expo and Conference Center. There will be no exceptions. Please submit the sample food form as required.

FOOD VENDORS - FOOD HEALTH DEPARTMENT FORM - All food vendors must submit the form located here Fairfax County Health Department Event Form to Fairfax County Health Dept NLT January 25th.

Booth Accessories/Banners - Booth space is 10'x10' raw space.  All exhibitors are responsible for creating a professional-looking boutique display with their own equipment. Your display must include an 8' high professional backdrop that completely separates sight of your boutique space from the exhibitor located behind you. Our show decorator, Hale Northeastern, does have a nice selection of booth accessories - tables, chairs, carpet, plants, pipe & drape, banners, signs, etc.

SET-UP

• ARRIVAL LOCATION - When you arrive at Dulles Expo Center come to the North Exhibit Hall loading dock entrance. We will have a registration desk just inside the loading dock entrance.
• PARKING - KEEP ALL FIRE LANES CLEAR AT ALL TIMES FOR IMMEDIATE USE BY EMERGENCY VEHICLES. Parking in fire lanes is prohibited. No parking in fire lanes is allowed during move-in or move-out. If parked in one of these areas, your vehicle may be ticketed and towed at your own expense.
• Campers, RV’s, trucks and oversized vehicles are not allowed to stay overnight at the Dulles Expo Center. Your vehicle may be ticketed and/or towed at your own expense.
• SET-UP TIME - Move in and set-up must be completed on Friday, February 5 between the hours of Noon and 8:00pm.
• MOVE-IN - Pallet Jacks and handcarts will be available for your use on a first come basis on the show floor. A crew will be available to help you move in if you reserve assistance ahead of time at a cost of approximately $60 per hour.

     Utility Connections

• All services for electric, phones, plumbing and connection of any other utility service will be provided exclusively by the staff of Dulles Expo and Conference Center. You may specify that you would like electricity in advance on your application for a cost of $125 or on site for a cost of $180.
• Electrical cords used must be of the three-wired type, and all the equipment used must be U.L. approved.
• No outside water may be brought to our facilities to fill up ponds, spas, tubs, etc.

     Decorations / Banners / Signage

• Nothing may be taped, nailed or other wise affixed to ceilings, fire sprinklers, walls, painted surfaces, doors, glass doors, columns, furniture or floor, including but not limited to: decorations, banners, signs, adhesive-backed (stick-on) or any other material.
• No holes may be drilled, cored or punched on the property of Dulles Expo and Conference Center.
• Tape used for carpet installation must be removed immediately following the show. There will be a fee assessed to any one who leaves carpet and/or tape residue on the show floor.
• Damage fees will be assessed for any damages done to the facility.

EXHIBITOR/STAFF ENTRY TO THE SHOW FLOOR -

• PARKING - Exhibitors must park in designated exhibitor parking areas for the duration of the Showcase to enable guests with money to spend at your booth priority parking. Designated exhibitor parking areas include opposite side of the Holiday Inn, to the rear of the building or as far away from the front door of North Hall as possible. I hate to be mean but I will have a line of tow trucks out pulling exhibitor cars parked in front of North Hall away all morning both days. We - (and I'm sure you) want to make sure the customers do not drive away. Dulles Expo Center has added an extra parking section so we are excited about that.
• ENTRY INTO THE HALL - Exhibitors may enter the show floor through the front doors of Dulles Expo Center North Hall between 9:00am and 10:30am on Saturday and Sunday.

DURING THE SHOW

• Aisles and walkways must remain clear throughout the entire show.

• All booths must be staffed and open during all hours of the event.

• Sound equipment is not permitted at exhibitor booths as it will interfere with musical performers.

• Exhibitors may only display and sell items approved and specified in their show application.

• Proper exhibitor identification credentials must be worn at all times while staffing the booth.

• Food items may not be part of your offering unless you have been officially approved to do so.

• Exhibitors are responsible for securing of their own booth space. Security will be provided,  however, The Virginia Wine Showcase assumes no liability for any lost, stolen or damaged items.

MOVE OUT

• Clean-up is the responsibility of each vendor. All trash (empty boxes, bottles, etc.) may be placed in the aisles each night for removal.

• Tear down may not be started before 5:00 PM on Sunday. Dismantling of your booth prior to 5:00pm on Sunday, February 7th will result in a $1000 penalty charge to you. All exhibitors will be required to move out of the exhibit hall Sunday evening. Please be patient while we conduct a responsible exit.

• All exhibitors must check-out at the management desk near the front entrance prior to departure to ensure tables, chairs, table cloths, etc. that belong to the rental company are properly returned.

Miscellaneous

• Under the provisions of State and County Laws, The Dulles Expo and Conference Center are Non-Smoking buildings. Smoking is strictly prohibited in all areas within the buildings (conference center, exhibit floor, meeting rooms) at all times.
• All Emergency exits and required aisles shall be kept clear of obstructions at all times.
• NO OPEN FLAME allowed in the buildings, candles shall not be lit at any time.
• All decorative materials must be flame retardant in accordance with the Public Safety and Fire Regulations and to meet the Fairfax County Fire Safety Code. This includes drapes, banners, all decorative fabrics, poster paper, foam cores board as well as hangings, curtains and drops, projection screens, plastics and all other decorative materials. No flammable material such as bunting, tissue paper, crepe paper, straw, hay, etc. shall be used as decorations in the facility.
• No live animals, reptiles, fish or birds are permitted to enter the facility unless a written permission has been obtained in advance from the management of Dulles Expo Center. Only a properly muzzled “guide dog” accompanying a person in need of assistance is allowed at the center.
• A written permission is required for any collections, donations, whether for charity, business or personal.
• Tents and/or canopies that are inside the hall may not be larger than 10’X10’ area. The structure need to be flame retardant and shall have the proper documents and certification attached and available on site at all times.
• Cancellation Refunds in the amount of 75% will be made ONLY if a written request is received no less than 60 DAYS prior to the event and the space is able to be resold. Cancellation within 60 days of the event will result in a double charge of your booth fee. No refunds will be given for bad weather, booth location on the show floor, less than desirable sales of your product, feuds with neighboring exhibitors, last minute booth location changes, acts of nature or any other unforeseen circumstance. Dismantling of your exhibit prior to 5:00pm on February 7th will result in an additional $1000 penalty.