Expo Terms & Refund Policy

PHCC San Diego Trades Expo 2027 · Del Mar Fairgrounds, Bing Crosby Hall · Last updated August 18, 2026

1. Registration & your information

Information you provide when registering to attend or reserving exhibit space (name, company, contact details, and how you heard about the event) is collected by PHCC San Diego to operate the event — badges, communications, logistics, and event analytics. We do not sell your personal information. Attendee contact information may be shared with sponsors only where a sponsorship package expressly includes the attendee list, and event communications will always include a way to opt out.

2. Email & text communications

By opting in, you agree to receive event-related email and SMS/text messages from PHCC San Diego (confirmations, reminders, schedule changes, and expo offers). Message and data rates may apply. Reply STOP to any text, or use the unsubscribe link in any email, to stop receiving messages at any time. Transactional messages about a purchase (receipts, booth confirmations) are sent regardless of marketing opt-in.

3. Photo & video release

The Trades Expo is photographed and recorded. By attending or exhibiting, you grant PHCC San Diego and its designees the irrevocable right to use photographs, video, and audio captured at the event — which may include your likeness, voice, and booth — for promotional, educational, and archival purposes in any media, without compensation. If you need a specific image removed from our marketing, contact admin@phccsd.org and we will make reasonable efforts to accommodate.

4. Exhibitor Terms & Conditions

GENERAL AGREEMENT BETWEEN MANAGEMENT & EXHIBITOR

The submission of Exhibitor Application and any payment for exhibit space constitutes a contract for Exhibitor participation. Violations of any Exhibitor Terms and Conditions herein shall entitle Management to exclude Exhibitor from Expo and seek remedies for damages caused by such violations, including reasonable attorney’s fees. Exhibitors must comply with Event Terms and Conditions relating to the officially designated show contractors, the facility, and all federal, state, and local governmental authorities. Show Management is not responsible for circumstances beyond its control and does not guarantee attendance totals.

CONDITIONS OF PAYMENT

Full payment for exhibit space and other fees is due upon registration. Cancellations must be made in writing prior to December 31st, 2026, for a refund of 85% of the exhibit space fee only (sponsorship and advertising fees are nonrefundable). Exhibitors that do not meet the financial obligations of this contract are responsible for all outstanding debt, as well as attorney and collection fees.

BOOTH OCCUPANCY

Exhibitors agree not to assign, sublet, share, or apportion space or any part thereof to another company, nor exhibit, advertise, or offer for sale goods other than those manufactured or sold by the exhibiting company in the regular course of business. Failure to occupy contracted space by 7:30 AM on January 30th, 2027, obligates payment for the full cost of space. Management regards unoccupied space as canceled and reserves the right to fill it with another exhibitor or activity.

SELLER'S PERMIT

Exhibitors selling merchandise or taking orders must retain a valid California State Seller’s Permit during Expo Hall hours or show proof that no sales-tax subject merchandise is being offered.

MARKETING COMMUNICATIONS CONSENT

By providing your contact information, you consent to receive SMS and email marketing communications. Opt-out options are available upon request.

CANVASSING / SALES SOLICITATIONS

Exhibitors agree, subject to expulsion from Expo, not to exhibit products/services outside of assigned booth or entice visitors/exhibitors away from Expo Hall during show hours. Handing out promotional items in aisles or common areas is prohibited.

DISPLAY & PROMOTIONAL RESTRICTIONS

All products and literature must fit within the allotted booth space. Electrical power is available at exhibitor’s expense and is limited by the venue’s capability. Exhibits must not interfere with foot traffic or other exhibits. Management reserves the right to prohibit any exhibit portion it deems unsuitable.

GENERAL EXHIBITOR GUIDELINES

1. Complete booth displays by 7:00 AM, January 30th.
2. Wear registration badges during Expo hours.
3. Secure valuables when away from the booth.
4. Ensure decorations/signage are flame retardant.
5. Do not assume or promote endorsement by PHCC or Show Management without written permission.
6. Seek approval for outside food/beverages.
7. Restricted use of pop-up canopies without approval.
8. No items may be thrown from booths.
9. No open flames are allowed.
10. No posting of signage or balloons on walls.
11. Distribution of gummed stickers is prohibited.
12. PHCC and Fairground Staff are not responsible for deliveries.
13. Do not move furniture, trash, or boxes into aisles.
14. Prohibited use of flammable gases.
15. Soliciting business by non-assigned firms is prohibited.
16. Audio levels must not interfere with others.
17. Avoid hosting conflicting events.
18. No employment or hiring solicitations.
19. Comply with all laws and regulations.
20. No drone usage inside the facility.

SMOKING

No smoking within 20 feet of entrances to any state-owned or state-leased building, including the Del Mar Fairgrounds.

LOST & FOUND ARTICLES

Management is not responsible for items left post-Expo. Lost and found items can be reported at the designated PHCC San Diego Booth.

INSURANCE

Property remains under Exhibitor's custody and control. Exhibitors must maintain insurance, including:

• General Liability: $1,000,000 per occurrence.
• Automobile Liability: $1,000,000 per occurrence (if applicable).
• Workers’ Compensation: As required by California law.
• Certificates must name additional insured: “The State of California, the 22nd District Agricultural Association, the California Fair Services Authority, PHCC San Diego, their directors, officers, agents, and employees.”

WASTE MANAGEMENT & ENVIRONMENTAL REQUIREMENTS

Exhibitors must adhere to recycling and waste disposal guidelines.

NOISE, SOUND & PROMOTION RESTRICTIONS

Sound levels must not exceed 60 dB. PHCC San Diego may require modification or removal of deemed disruptive elements.

DELIVERIES & PARKING

Coordinate directly with logistics providers; venue not responsible for delivered goods.

PROHIBITED ITEMS & ACTIVITIES

Open flames, balloons, drones, unauthorized alcohol, weapons, or gummed stickers are banned.

FORCE MAJEURE

Management is not liable for Exhibit location unavailability due to uncontrollable events.

FIRE MARSHAL & LAYOUT COMPLIANCE

Compliance with all State Fire Marshal regulations is required.

LIABILITY

Exhibitors assume responsibility for indemnification, save and hold harmless Management from liabilities arising from participation.

AMENDMENTS

Management reserves the right to interpret, amend, and enforce these Terms, with notice provided to the Exhibitor.

CONCLUSION

By registering, you acknowledge reading, understanding these terms, and consent to all provisions. Please contact us for questions or clarification. We look forward to your participation in the event!

5. Refund Policy (Exhibitors)

Application and Payment: Full payment for exhibit space and any other applicable fees must be submitted within 5 days of the application submission to secure the exhibitor's spot at the PHCC San Diego TRADES EXPO.

Cancellation and Refund: Exhibitors who wish to cancel their participation in the event must do so in writing prior to December 31, 2027. If the cancellation is made before this date, the exhibitor will be eligible for a refund of 85% of the exhibit space fee only. Please note that sponsorship and advertising fees are nonrefundable and will not be included in the refund.

Non-Fulfillment of Financial Obligations: Exhibitors are responsible for meeting the financial obligations of the contract. Failure to fulfill these obligations will result in the exhibitor being liable for all outstanding debt. Additionally, the exhibitor will be responsible for any attorney and collection fees incurred by the event organizers.

Force Majeure: In the event that the Expo or any part of the exhibit area becomes unavailable due to circumstances beyond the control of Management, such as wind, fire, flood, tempest, governmental intervention, malicious damage, acts of war, strike, lockout, labor dispute, riot, or any other cause or agency beyond Management's control, Management shall not be liable to indemnify or reimburse the Exhibitor for any damage or loss, direct or indirect, arising as a result of the unavailability of the event or exhibit area. This includes cancellation, postponement, re-siting of the Expo, or reduction of exhibit time due to such unforeseen circumstances.

Amendments: Any matters not explicitly covered by the preceding rules and regulations shall be subject to the sole discretion of Management. Management reserves the right to interpret, amend, and enforce these rules and regulations. If any amendments are made, they will be communicated to the Exhibitors for their notice and compliance.

By participating in the PHCC San Diego TRADES EXPO, each Exhibitor, as well as their employees, agrees to abide by the rules and regulations outlined in this policy, including any future amendments or additions made by Management.

By registering for the Tradeshow, you acknowledge that you have read, understood, and agreed to these policies. If you do not agree with any of these provisions, please refrain from registering and attending the Tradeshow.

Please review this policy carefully before proceeding with your application for the PHCC San Diego TRADES EXPO. If you have any questions or concerns, feel free to contact our team for clarification. We look forward to your participation in the event!

Questions

PHCC San Diego · 9920 Scripps Lake Drive, Suite 102, San Diego, CA 92131 · (858) 309-4790 · admin@phccsd.org