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Cold Climate Exhibitors
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MGGA Cold Climate Conference is excited to offer a new venue location in 2020 Rochester, MN. This will give the Conference a new and exciting venue with the potential to draw in more conference attendees. Also, with the CCC changing its format to every other year – this will be a major event!

2/20/2020 to 2/21/2020
When: Feb 20-22, 2020
10:00 AM
Where: Mayo Civic Center, Rochester
Minnesota
United States
Contact: Diane Larson
507-945-1002


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Booth fees for the CCC

One 10x10 booth space = $750

One 20x20 booth space = $2000

Nonprofit or educational groups = $100 


Each booth space will have an 8’ high background drape 3’ high side rail drape and 8' skirted display table with 2 chairs.  

Electricity is available as well as other services and equipment for a fee. 

Free WiFi is available throughout the center.  

 

Move in – Set up Thursday, February 20 9:00 am - 3:45 pm

Trade show opens at 4:00. Welcome reception in the Trade Show Floor  4:00-6:00

                Friday February 21

                                Breakfast with the board in the Trade Show area 7:30-8:30

                                Trade Show Break 9:30-10:00

                                Lunch With the Exhibitors  12:30-2:30

                                Trade Show break 3:30-4:00

                Saturday

                                Breakfast in the Trade Show area 7:30-9:00

                                Lunch in the Ballroom with Trade Show Vendors 11:30-1:00

                Move out – 1:15 – 2:30 all Vendors must be moved out by 3:00.

 

Questions and Answers

Do I have to be sign up to attend the conference? With your booth fee you will be admitted in to the conference and you will receive 2 breakfast and 2 lunch tickets.  If you wish to attend the Awards Dinner or attend the Spring Wine Fest, you will have to purchase tickets.

Hotel rooms – we have a block of rooms at the Kahler Hotel 20 SW Second Avenue Rochester, MN

MGGA Cold Climate Grape & Wine Conf:  https://res.windsurfercrs.com/ibe/details.aspx?propertyid=9733&nights=1&checkin=02/18/2020&group=2020MGGA%20CONV

 

If you have any more questions, please contact MGGA President Jenny Ellenbecker 507-360-1995


 

Display information for exhibitors

The trade show will be located in the Ballroom 1 on the second floor. 

19,293 sq feet (109’ x 177’)

Ceiling height 32’

The floor is carpeted and the load is 100 lb /sq.ft. 

 

Service doors:  Freight elevator: 8’W x 13’3”D x 8’H 10,000 lbs Door: 6’W x 7’9"H. 

For additional information on floor plans and layout  https://mayociviccenter.com/floor-plans/grand-ballroom

 

Show Floor Accessibility

For vendor displays, the Mayo Civic Center Exhibit Hall can be easily accessed via the North patio off of Center Street and/or two rear loading docks. There are also multiple entry options for the Arena and Auditorium, so no matter which space you've selected for your event, moving in and out will be a breeze. If you have further questions about building access, please contact your Event Manager.

Clear aisles and pathways must be maintained on tradeshow floors. For the safety of all patrons, exhibits must stay within the booth space and should not extend beyond the designated area into the aisles or other public spaces.

 

Vendor Guidelines

For the safety of all exhibitors and attendees, the following materials, processes, and/or equipment are not allowed:

  • Hazardous refrigerants such as sulfur dioxide and ammonia
  • Electrical equipment or installation not conforming to code
  • Fireworks, pyrotechnics, smoke, haze (must have a permit)
  • Blasting Agents/Explosives
  • Flammable cryogenic gasses
  • Aerosol cans with flammable propellants
  • Fueling of motor vehicles
  • Class I liquids, including gasoline
  • Gasoline operated cooking equipment
  • Wood matches with all-surface strikes
  • Portable heating equipment
  • Helium balloons
  • Propane over 20 pound containers
  • Fire/Free standing candles (candles in votives must be approved by the Fire Marshal)
  • Glitter/Confetti
  • Hay
  • Chalk

The Mayo Civic Center cleans and maintains all guest lobbies and rooms. Vendors are responsible for cleaning up all event materials and decor. Additional housekeeping costs may be incurred if excessive cleaning is needed. Special arrangements for the disposal of any large trash or recycling needs, handling of specialized waste removal, pallets, shipping crates, large volume of packing materials, etc. should be made in advance.

 

Vehicle Displays

Vehicles can be displayed in the Exhibit Hall, Auditorium or the Arena. If you plan to display vehicles, contact your Event Coordinator so they can work with you on the layout of the room. Please note the following guidelines:

  • There must be 6' ft. of spacing between cars.
  • No vehicle may be started or operated within any venue during the event hours.
  • A visqueen or other liquid-proof barrier must be placed under vehicles to catch any leaking fluids.
  • All fuel tanks should be locked or sealed to prevent escaping vapors. When it is not feasible to seal or lock the opening of the fuel tank, the fuel tank needs to be empty. Draining of the tank cannot occur inside the Mayo Civic Center.
  • A vehicle key for each vehicle must be on-site at all times with an individual with authority to move it in case of an emergency.
  • For locked or sealed gas tanks, the fuel in the tank should not exceed one quarter of the tank capacity or 5 gallons, whichever is less.
  • Battery must be disconnected during all show hours.

If you wish to purchases a additional Services and Equipment please contact the https://mayociviccenter.com/exhibitors/services-equipment

 

Shipping/Receiving

Mayo Civic Center guidelines for vendor/exhibitor shipping and receiving are intended to provide efficiency to better serve you. 

Due to limited space, the Mayo Civic Center will accept advanced freight on a case by case basis.

Please reach out to your Event Coordinator or your event contact for information regarding the availability of advanced freight for the show you are exhibiting at. Failure to do so may result in the center not accepting the shipment.

Mayo Civic Center Freight Handling Order Form & Terms (PDF)

If the event organizer does not have a contracted show decorator or freight service, all deliveries arriving during the period of the contracted Facility Use Permit will be received by the Mayo Civic Center and delivered to the client's event space.

Mayo Civic Center does not take responsibility for incomplete, mislabeled shipments, un-packing, opening of crates and disposal. If a vendor is shipping weight restrictive items, it is the responsibility of the exhibitor/vendor to arrange assistance with these types of items.

 

Move-in/Move-out

We look forward to you exhibiting your product or service at the Mayo Civic Center. Below are our policies for exhibitors and vendors participating in events from large consumer shows to sponsor tables. These policies are in place to ensure the safety, security and success of your show.

Move-in/out times are determined by the Event/Tradeshow organizer. Any special accommodations must be requested through the organizing contact and not through the Mayo Civic Center.

 

LOADING DOCKS

The Mayo Civic Center loading dock area is located on the east side of the building, off of East Center Street.

  • There are three (3) standard height bays with dock levelers (Docks 5, 6 and 10), one (1) standard height bay without a leveler (Dock 9) and one (1) ground level load-in door with a ramp available (Door 11).
  • Door 11 is the most convenient option for smaller load-ins. The raised loading bays are best for vehicles higher than six to nine feet (6' - 9').
  • Because of limited space and availability, vehicles are not permitted to park in the service lot. Parking will need to be found off-site. For more information on downtown Rochester parking, click here.
  • Load-in/out should occur through the service lot only, not through the front entrances.
  • Mayo Civic Center provides a limited number of flatbed carts on a first-come, first-served basis. To avoid congestion and delays, clients/exhibitors are encouraged to bring their own wheeled equipment to help with freight movement.
  • Only the freight elevator should be used to move materials between the first and the second floor. The passenger elevators should not be used for this purpose. The freight elevators are located in the center of the building and can be accessed via the docks or Door 11. These elevators have a 10,000 lbs. capacity with 8' x 8' door opening and a 12.5' deep landing.

OVERSIZED VEHICLE PARKING

Mayo Civic Center does not have any on-site over-sized vehicle parking. Exhibitors requiring on-site parking will need to arrange parking for their vehicle. For more information on parking in downtown Rochester.  We have arranged a parking are for oversized Vehicles.  Please contact Jenny at 507-360-1995

 

LOAD-OUT

It is the sole responsibility of the exhibitor/vendor to pack and arrange shipment out of the Mayo Civic Center in a timely manner immediately following the event. Please inquire with your event contact if you have any special requirements. All remaining event materials must be removed from the Mayo Civic Center by the expiration of the Facility Use Permit. Items left in the facility after the expiration of the Facility Use Permit are subject to charges.

The Mayo Civic Center cannot store exhibitor or show management freight. During show day(s), empty cases and crates must either be stored offsite or kept inside your booth space, and are subject to fire regulations. Cases, crates and boxes cannot be stored on the loading dock.  

 

 

 


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