SocalEXHIBITOR FAQs

MARCH 15-16, 2025
OC FAIR & EVENT CENTER  //  COSTA MESA, CA
SAT 9-5 | SUN 9-4

DEADLINES TO NOTE

PLEASE NOTE: THESE DATES WILL BE STRICTLY ADHERED TO.
THERE WILL BE NO EXCEPTIONS.

BEFORE THE SHOW: MARKETING

Registered exhibitors are welcome to host a demo about your product or technology within your booth. It’s a great way to interface with potential customers and show them why they should purchase your product. Product demos are held at your booth and are advertised in the Overland Expo schedule. 

Apply to give product demos – Submit Demo Application 

*Subject to approval* 

Deadline: January 17, 2025 

Overland Expo is hosting a charity raffle to benefit the Overland Expo Foundation and other charities. All prizes will be raffled and awarded to attendees at the Overland Expo event. 

Overland Expo Foundation Raffle 

  • Saturday at 5:30 PM at the Oasis Bar & Food Court  
  • Please fill out this form for your donation!

Do you want to be included in our digital Media Kit? This release may promote your company’s activities at Overland Expo® or your newest products for our media kit. 

Please provide us with your information by completing this form. 

Deadline: February 14, 2025 

We encourage you to have your own patches made (with the hook part) and give them away at your booth. This drives people around the exhibitor area to collect as many as they can! This is a great way to get your logo out to the community and to be a very interactive and important part of this event. Keep the patches no bigger than 2″ ideally (2.5″ max) please! We had good luck with Patches4Less.com. Bring these to the show to give out on your own for more interaction with your brand (we don’t recommend making these your attendee bag items). 

Tell your fans and followers to come see you at the show! 

  • Email Us for a link to our digital media room with social media assets and promotional copy.  
  • Tag @overlandexpo and #overlandexpo on Facebook, Twitter and Instagram. 
  • Add the Official Overland Expo SoCal 2025 Facebook event to your FB page.  Once in the event, click the 3 dots next to the “share” button, and click “add to page.” 

BEFORE THE SHOW: BOOTH PLANNING

All Shipments (Inbound/Outbound) – if you will be arranging any inbound or outbound shipping, THIS FORM must be completed. 

Advance Warehouse – shipments accepted Monday, February 3, 2025 through Monday, 10, 2025

Crane / ML Transportation 
c/o Overland Expo [Exhibitor Name/Booth #] 
2310 E Gladwick St 
Rancho Dominguez, CA.  90220 

Direct Shipments to show site accepted from Thursday, March 13, 2025, through Friday, March 14, 2025

OC Fair & Event Center 
c/o Overland Expo [Exhibitor Name/Booth #] 
88 Fair Drive, Gate 5 
Costa Mesa, CA. 92626 

Crown Plaza Costa Mesa 

Phone Number: (714) 557-3000 

Hotel Address: 3131 Bristol Street, Costa Mesa, CA 92626 

Deadline: February 10, 2025 

Booking Link: Coming soon!

 

Hilton Orange County Costa Mesa 

Phone Number: (714) 540-7000

Hotel Address: 3050 Bristol St., Costa Mesa, CA. 92626

Deadline: February 10, 2025 

Booking Link: Coming soon!

 

We are diligently working on Exhibitor Camping opportunities for you.  More information is coming soon! 

General liability insurance coverage is always required of each Overland Expo exhibitor, however, we know that securing these certificates of insurance (COI) can be a time-consuming after-thought and hassle. After much research and many requests from exhibitors for a better solution, we’ve secured a service with our preferred insurance provider to include an exhibitor COI with the purchase of any Overland Expo booth space or sponsorship moving forward. This convenience to the exhibitor will ensure that all exhibitor COIs meet insurance requirements and will eliminate the hassle to the exhibitor of securing a COI from an outside provider. This also ensures that no additional certificates of insurance will be required to purchase by the exhibitor. 

Once an exhibitor places a booth space order, we will secure the COI on the company’s behalf and will share that certificate with you for your files. You will receive an email (sent to the registered email on Event Hub) from Rainprotection Insurance Co. with a copy of the COI for your records. 

If you are planning to sell tangible retail items at the event directly to consumers, you MUST have a California Sellers PermIt.  If you do not currently have a California Sellers Permit, you may apply for a temporary permit here: https://www.cdtfa.ca.gov/industry/temporary-sellers/
 
Please read through all of the pertinent information in regards to the California Sellers Permit’s rules and regulations.  
 
As a reminder per our Terms & Conditions:
The Exhibitor shall be solely responsible for obtaining all licenses, permits or approvals under federal, state or local laws applicable to Exhibitor’s activities at the Event. Exhibitor shall be solely responsible for obtaining any necessary tax identification numbers, permits (including sellers permits) and for paying all taxes, including any applicable sales taxes, license fees, use fees, royalties or other fees, charges, levies or penalties that become due to any governmental authority in connection with its activities at the Event

Details coming soon!

At OC Fair & Events Center, staking is NOT allowed; however, all booth tents must be secured.  

Please make sure to bring supplies for securing tents and displays properly.  

Water weights of any kind are NOT approved by OC Fair & Event Center.

If you are using a 20×20 tent or larger, we would request that you let us know, so we can be aware and make sure all requirements are met before the Fire Marshall walkthrough.  Your tent will be inspected by the Fire Marshall, and if all of the below requirements are not met then you may be asked to take it down.   

  • 700 lbs Ballast on each tent leg 
  • Proper way to secure tent to ballast 
  • Fire Extinguisher with current up to date permit 
  • Exit Sign (if the tent has walls) 
  • Fire Certification from tent manufacture 
  • Tent anchors must fit in designated booth space 

INSIDE EXHIBT BOOTH SPACE 

NO POPUP, EZ-UP TENTS INSIDE OF BUILDINGS

 

INSIDE AND OUTSIDE EXHIBIT BOOTH SPACE

Overland-Centric ROOFTOP, AWNINGS attached to vehicles, GROUND TENTS must have the trio…anything in question, please reach out to your sales rep.  

“THE TRIO” ( All 3 to be next to each other for quick inspection) 

  1. No Smoking Sign:  Will be posted and visible
  2. Fire Extinguisher:  According to the RAC, the best type of car fire extinguisher uses a 5lb dry powder and has a rating of BC or ABC. The extinguisher should also carry the BS Kitemark to prove its certification, as well as a CE Mark.  All Fire Extinguishers to be visible and easily accessible
  3. Smoke Detector:  Standard residential Smoke Detector placed in each tent 

Portable fire extinguishers REQUIRED and displayed in tent.  

At OC Fair & Events Center, staking is NOT allowed; however, all booth tents must be secured.  The weather is unpredictable, and the winds are often gusty.  

Structural stability and anchorage required. Tents must be adequately braced or anchored by manufacturer recommended product specs.  We highly recommend nothing less than 50lbs per each leg, this is a minimum for a 10×10. It is your responsibility to determine what is safe and secure for your own tent needs.  

Bring supplies for securing tents and displays properly.   

Be prepared to take your tent down, as needed, depending on severe weather conditions.  

  

COOKING GUIDELINES  

  • No cooking is allowed within / under any tents and buildings, no exceptions.  
  • No cooking or open flame in or within 20 feet if open to the public. 
  • No heating or cooking equipment within 10 ft. of exits. 
  • Outdoor cooking that produces grease laden vapors or sparks located at least 20 ft. from tents, 

  

REQUIREMENTS FROM INTERNATIONAL FIRE CODE (IFC)  

Permanently affixed label indicating size, type of fabric 

A membrane structure or tent shall have a permanently affixed label bearing the following information:  

  • The identification of size and fabric or material   
  • The names and addresses of the manufacturers of the tent or air-supported structure.  
  • A statement that the fabric or material meet the requirements of Flame propagation performance testing and certification. 
  • If treated, the date the fabric or material was last treated with flame-retardant solution, the trade name or kind of chemical used in treatment, name of person or firm treating the fabric or material and name of the testing agency and test standard by which the fabric or material was tested.    
  • If untreated, a statement that no treatment was applied when the fabric or material met the requirements of section. 

  

LP GAS CONTAINERS & COMBUSTIBLE LIQUIDS  

Securing compressed gas containers, cylinders and tanks. Compressed gas containers, cylinders, and tanks shall be secured to prevent falling caused by contact, vibration, or seismic activity. Securing of compressed gas containers, cylinders and tanks shall be by; 1. To a fixed object with one or more straps 2. on a cart or other mobile device designed for movement of tanks 3. To or within a rack or framework, cabinet or other assembly designed for such use.  

  • LP gas containers must be located outside  
  • Small (under 500 gal.) LP containers at least 10 ft. from tent  
  • Large (over 500 gal.) LP containers at least 25 ft. from tent  
  • LP gas containers secured and protected from damage 
  • No flammable liquids or liquid fueled equipment shall be stored inside tents; storage of flammable and combustible liquids at least 50 ft. away  
  • No refueling within 20 ft. of the tent 

  

DISPLAYING OF MOTOR VEHICLES   

Liquid and gas fueled vehicles and equipment used for display under tents or membrane structure shall be in accordance with fire code. This includes any vehicles that are partially displayed under a covering, and they must also abide by the following:  

  • Batteries shall be disconnected except where the fire code official requires that the batteries remain connected to maintain safety features.  
  • Vehicles or equipment shall not be fueled or defueled within tent or membrane structure  
  • Fuel in the fuel tank shall not exceed one-quarter of the tank capacity or 5 gallons (19 L), whichever is less  
  • Fuel tank opening shall be locked and sealed to prevent the escape of vapors  
  • The location of vehicles or equipment shall not obstruct means of egress 
  • Under no circumstance should your display vehicle be started within your booth space. 

 

All display vehicles will be verified by floor managers.  

The Health Department for each county requires an up-to-date food handler’s permit for exhibitors that plan to sample food or beverages at the events. Please obtain your food handler’s permit at least 10 days prior to arrival at the event to avoid late fees. Once you’ve obtained your permit, please be prepared to show it to food inspectors if they request it during the event. Anyone wanting to pass out samples must also pass a Health Inspection on site before the event.  

If you plan to give away food and / or beverages, the sample limit is 2-ounces and below in size. The list of prohibited giveaway items includes; but is not limited to, alcohol, beer, wine, water, sodas, popsicles, and more. If passing out beverages, attendees cannot fill their personal cups from your drink dispenser, only sample cups may be given out. 

All exhibitors must get approval from Overland Expo before passing samples out, please fill out the form below to begin the process. Applications for sampling close 30 days before the event.  

Please follow all county regulations to avoid a fine. Please CONTACT US with any food sampling questions. 

Application: Overland Expo SoCal Sample Request Application

 

ON-SITE: BOOTH PLANNING

Your booth display MUST fit into your purchased space, this includes any weights that secure your tent down. Depending upon what space you have registered for, ALL of your display, items, vehicles, trailer (if applicable) must fit within those dimensions. 

DISPLAY: Your display must be a family-friendly exhibit. Absolutely no profanity, no sexual content (including innuendo), no scantily clad “spokespersons” either in person or in pictures, and no copyright infringement upon the Overland Expo logo / brand is allowed — we are serious about this. 

NOISE: Quiet hours start at 10 pm and are strictly enforced. 

OUTDOOR GENERATORS: Exhibitor generators are allowed as long as they are quiet. If your generator is loud, you will be asked to turn it off during show hours. If you are camping in your booth, your generator must be turned off by 10 p.m. If you are carrying extra fuel in your booth for the generator, you are also required to have a fire extinguisher. 

INDOOR GENERATORS: Generators are NOT allowed inside the building. 

MUSIC: Very low volume music is acceptable, but please do not disturb your neighboring exhibitor/s. 

ALCOHOL: NO outside alcohol will be permitted. 

SATURDAY 5 PM–7 PM: Happy Hour will take place at the Oasis Bar & Food Court tent. Simply show your badge and you will receive a complimentary drink at the bar (both alcoholic or non-alcoholic options).  

Alcohol brought on the grounds by exhibitors, attendees or show personnel is strictly prohibited. The OCFEC Food service Provider shall only serve alcoholic beverages on the OCFEC property. 

EXHIBITOR LOAD-IN EXHIBITORS: 

Thursday, March 13, 2025: INVITE ONLY

Friday, March 14, 2025: 9 AM – 6 PM

If you will be bringing a semi for your booth space or product, then please contact your sales representative before the event so they may expect your arrival.  

*SEMI RIGS need to arrive by 9am on Thursday to get placed before we start move-in. *If you have a trailer that is part of your booth display, we highly encourage you to arrive and place the trailer in your booth space on Thursday.  

Please note, moving in or setting up will not be allowed on Saturday before gates open. ALL exhibitors must be moved in and set up by Friday 6:00 p.m. 

EVENT HOURS: 
Saturday – 9am-5pm 
Sunday – 9am-4pm 

Exhibitors are to be in their booths and ready to go before Event opens. We suggest that you arrive no later than 30 mins before Event opening to be prepared for the crowd. 

DISPLAY VEHICLES: 

  • There will be NO display vehicle movement for the event. Once your display vehicle has been placed within your booth on Friday, there is no movement until we receive the ALL CLEAR for moveout on Sunday 5pm. 
  • All display vehicles must be in your booth by Friday 6pm and will not be allowed anytime later. 
  • This is a static floor plan approved by the Fire Marshall. No movement is allowed before, during or after show hours. 
  • Display vehicles are vehicles that are part of a booth display, that fit into the booth dimensions and have been designated with a “Display” hang tag. 
  • If the vehicle does not go into your display space, then it does not come into the show area.  All other exhibitor vehicles must be parked in the designated exhibitor parking lot and are required to have a parking pass.
  • Display vehicles are not permitted to leave the show area until an hour AFTER the event has closed to the public due to safety purposes.  

All parking will be enforced by OC Fair & Events Center. Parking must be purchased upon arrival at the parking lot, $15 per vehicle, per day. There is no advance parking for exhibitors, no weekend pass, only a daily parking. 

All trailers will be parked in Lot G. Please refer to the property map HERE.

Arrival docs will be available approximately 30 days out from the event. We will send them out to the main contact email that is registered within the exhibitor portal. If you need to change your main contact in the system, please contact your sales representative to take care of that for you. 

(317) 518-3568: If you are in need of assistance from security after show hours (overnight), then call this number and our roaming security will immediately assist you on-site. 

For Set Up Before The Show:    

  • Please break down all cardboard and leave it at the end of your aisle.  The clean-up crew will come by and grab it prior to opening the next day.     
  • Any additional trash that is not cardboard can be placed in dumpsters and trash cans surrounding the event.     
  • Trash cans will be located at the end of aisles, so that no exhibitor has a trash can in their booth.   

 

For Tear Down at the End of the Show:   

  • Please breakdown all cardboard and place in your booth space.   
  • Please do NOT leave behind concrete blocks, sandbags, wood chips or gravel.  If you do not want to take them with you please place them in a dumpster. 

 

Exhibitors who attempt to leave early damage the show, create a dangerous environment for attendees, and harm attendance prospects for future shows. There are attendees that purchase Sunday passes, expecting to see a full show, and we must provide them with the same event and exhibitor experience.  

Early departures will mean you will forfeit your space for future shows. Keep in mind, we are a SOLD OUT event, plus waitlisted 200+ exhibitors. If you personally are not attending the show, then please make sure your staff is aware of this. 

PLEASE NOTE that we will have staff on hand to record any early departures. 

OTHER CONSIDERATIONS

The Terms & Conditions for Overland Expo SoCal can be seen below:

Overland Expo SoCal Terms & Conditions

We do not sell our Attendee Lists. If you receive any email offering our attendee lists, it is a scam. Reach out to your sales rep with any questions.  

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