Exhibitor Guidelines & Set-Up Information
On This Page – Exhibitor Guidelines
Move-In Procedures & Dates
Outside Exhibitors: Move-in is January 25 – January 31 from 8:00 a.m. to 5:00 p.m., and February 1 – 8 from 7:00 a.m. to 5:00 p.m.
Inside Exhibitors: Move-in is February 1 – 8 from 7:00 a.m. to 5:00 p.m.
*Weekend hours subject to change. Please call 559-688-1030 for availability.
All exhibitors must enter through Gate 6, exit through Gate 19, and have exhibitor badges or temporary worker passes, available at the Exhibitor Registration Center (outside Gate 6). Booths must be fully set up by 7:00 a.m. on Tuesday, February 9, 2027, to avoid forfeiture of space.
Gate 5 is opened by security for foot traffic during inside exhibitor Move-In.
Forklift service is available free of charge for loading and unloading only and can be requested at any area office. Exhibitors may use their own forklifts during set-up and tear-down. World Ag Expo forklift service ends daily at 5:00 p.m. for safety.
For special move-in needs, contact World Ag Expo Management before January 25, 2027, at 559-688-1030 or waesales@farmshow.org.
Move-Out Procedures & Dates
Outside Exhibitors: February 11 after 4:00 pm, February 12 – 19, 2027, from 8:00 a.m. to 5:00 p.m. (closed Sundays). Enter through Gates 10 or 16 and exit through Gates 1 or 4.
Inside Exhibitors: February 11 after 4:00 pm and February 12 from 8:00 a.m. to 5:00 p.m.
Forklift service is unavailable on Thursday, February 11, and will resume on Friday, February 12, at 8:00 a.m., concluding daily at 5:00 p.m. Crates picked up during move-in will not be available until forklift service resumes on Friday.
Early breakdown is not permitted. Failure to comply may result in your company being banned from future shows. Traffic after 4:00 p.m. will be police-controlled, and vehicles may not enter or exit until attendee traffic has cleared.
Freight
Large Freight:
Inbound shipments go to the North Office (Gate 6) and will be delivered to your booth upon arrival. If you arrive before your freight, contact the North Office for assistance. Freight is stored outside and subject to weather. For outbound shipments, package, label, and leave items in your space for pickup after the show. Exhibitors must arrange return shipping directly with their carrier.
Small Packages:
Inbound packages go to the Freight Office (east of Gate 6) and will be delivered to booths starting the Saturday before the show. For outbound shipments, leave labeled packages in your space for pickup after the show; exhibitors handle all return shipping directly.
Additional Info:
Include your booth number and company name on all bills of lading to avoid extra charges.
Old Dominion Freight Line is the official carrier (877) 358-6918 | Trade.Show@odfl.com.
World Ag Expo® is not responsible for shipping charges or damages.
Flooring, Structure, & Building
Exhibit spaces at World Ag Expo vary by location:
Pavilions A, B, and the Ag Career & Education Center have tent structures with dirt and decomposed granite flooring.
Buildings C and the Farm Credit Dairy and Livestock Center feature metal buildings with concrete floors.
Outside spaces are dirt or decomposed granite, with bark available in some areas.
Customized ground cover for outside spaces (excluding bark) requires approval before installation; see forms for application.
Canopies (including ceilings, umbrellas, and frames) may be decorative or functional but must meet line-of-sight requirements. The canopy bottom must be at least 7 ft high and 5 ft from any aisle, with supports no wider than 3 inches. Condensation can occur. We recommend covering moisture-sensitive materials with plastic at night.
Canopies
Canopies (including ceilings, umbrellas, and frames) may be decorative or functional but must meet line-of-sight requirements. The canopy bottom must be at least 7 ft high and 5 ft from any aisle, with supports no wider than 3 inches. Condensation can occur. We recommend covering moisture-sensitive materials with plastic at night.
Line of Sight
Display materials must not obstruct neighboring exhibitors’ line-of-sight. The maximum height is allowed only in the rear half of the booth space, with a four (4) foot height restriction imposed on all materials in the remaining space forward to the aisle.
Distribution of Written Materials
Presentation and distribution of materials must remain within the boundary of the exhibit space.
Disturbance to Space & Dig Permits
Major disturbances to the exhibit space surface (trenching, footings, postholes, flagpoles, drilling or digging) are not permitted without obtaining prior written approval, on-site authorization from World Ag Expo Management and paying the Disturbed Space Deposit. Dig permits may be obtained at any area office (on-site only). Minor disturbances to the exhibit space require returning the space to the condition in which it was found at Move-In.
Lighting
No lighting, fixtures, trusses or overhead lighting are allowed outside exhibit boundaries. Lighting, including gobos, should be directed to the inner confines of the space. Lighting should not project onto other exhibits/aisles. Potentially harmful lighting, such as lasers or ultraviolet lighting, must be approved by World Ag Expo Management. Lighting that spins, rotates, pulsates, or has other specialized lighting effects should be in good taste and not interfere with neighboring exhibitors or otherwise detract from the general atmosphere of the event.
Heaters
February can get a bit chilly! Please keep the following heater guidelines in mind:
- Outdoor booths: Propane and electric heaters are permitted.
- Indoor booths: Only electric heaters with a built-in tip-over safety switch are allowed.
Live Animals?
Exhibitors interested in showcasing live animals must obtain prior written approval from Expo Management. This policy ensures that all demonstrations, live entertainment, or the use of live animals meet safety and operational standards. Specific guidelines and restrictions may apply depending on the nature of the animals and the planned activities. For detailed information and to request approval, please contact World Ag Expo Management directly at waesales@farmshow.org or call 559-688-1030.
Music, Noise, & Vehicles
Sound from booth equipment must not interfere with neighboring exhibitors. Speakers and audio devices should be directed into the booth rather than into the aisle, and noise levels should not exceed 85 decibels when measured from the aisle in front of the booth. Any music played—live or recorded—must comply with copyright laws; ASCAP, BMI, and SESAC are authorized to collect licensing fees on behalf of composers and publishers.
Display vehicles may not be started.
Towers
A tower is a freestanding exhibit element separate from the main booth structure. Its height must comply with the limits for the exhibit space configuration in use. Maximum allowed dimensions are two (2) feet x two (2) feet diameter/width but may go to the maximum height allowed for buildings/pavilions...
For questions regarding towers, please contact Exhibitor Services at waesales@farmshow.org or 559-688-1030.
Hanging Signs & Graphics
Items hanging from pipe and drape should not exceed five (5) pounds and should be hung from the top drape bar. Signs should be made of lightweight vinyl or foam with grommets and attached to the top bar with an S-type hook; the end of the hook going over the bar must have an opening exceeding one and a half (1.5) inches. No signage may be pinned to the drapes. Holes may not be created in the drapes.
Contact waesales@farmshow.org for banner/sign information.
Please note: Signs and banners are not allowed on the fence line. If you would like your banner displayed on the fence line, please contact sponsorship@farmshow.org for more details. Signs and banners found on the fence line will be removed and returned at the conclusion of the show.
Fire Code
California Fire Code requires all combustible decorative materials, including table covers and table skirting used in tents, canopies and assembly-type structures, to be flame resistant as determined by procedures set forth in the code. If the materials do not meet the minimum standards for flame-resistant properties as determined by the Tulare City Fire Department, you will be required to remove all material in violation. Exhibitors who are in need of approved materials for exhibit display purposes are advised to contact Diamond Event & Tent at worldagexpo@diamondevent.com or 888.844.4001
Please note:
- Tents (either owned or rented) 400 sq ft. or more are required to have a California Approved fire extinguisher
- If your exhibit space is located next to any fire equipment, all fire equipment must be visible and accessible at all times.