Exhibitor Information

Welcome exhibitors, to the 37th Annual Marin Senior Fair!

The 2025 Marin Senior Fair is Wednesday, September 17, 9:00 am - 3:00 pm at the Marin Center Exhibit Hall, 10 Avenue of the Flags, San Rafael. See Getting to the Fair for directions.

Below is useful and important information about exhibiting at the Fair. Please review this information carefully. There are a few rules that we expect you to know. We hope that you have a fun and productive day at the Fair.

If this page does not answer all your questions, please Contact Us.

To reach us at the Fair, go to the Fair Information booth #160.

Exhibit Spaces

Exhibit spaces are either a Booth or a Tabletop. All exhibit spaces inside the Main Exhibit Hall (the green area on the floor plan) are sold as a Booth; all exhibit spaces outside the Main Exhibit Hall (the blue area on the floor plan) are sold as a Tabletop.

Exhibit spaces 101-196 and spaces 205-210 are draped booths. Booths 197-204 (along the back wall of the main exhibit hall) are not draped, but include an 8 foot table. All others are tabletops include a 6 foot table.

Draped booths are a 10' wide by 8' deep booth that contains an 8 foot table and 2 chairs. Booth draping is 8' high in the back and 3' high on the sides. Double draped booths are two booths together, minus the center drape. Corner booths are set without the outside side wall so the booth is open on two sides. This can be added back in if you desire. You are free to arrange your tables and chairs within your booth however you like. Booth draping is burgundy and silver in color.

Tabletops include a 6 foot table and two chairs. Tabletops do not have any draping or backdrop. Double tabletops are two six foot tables together, with four chairs.

What do I get in my exhibit space?

Each booth or tabletop comes with one folding conference table and two chairs. Tables in the Main Exhibit Hall are 8'x30"; tables outside the Main Exhibit Hall are 6'x30". All tables are 29" high. Tablecloths or skirts are not provided, you must bring your own.

The Main Exhibit Hall is not carpeted. We recommend that you bring a small carpet to make your booth quieter and more comfortable. All areas outside the Main Exhibit Hall are carpeted.

All booths and tabletops have access to free power and Internet.

Please do not remove furniture from your booth or take furniture from another booth. If you require a furniture change, please go to the Fair Information booth #160.

Exhibitor Setup, Occupancy, and Tear-Down

Exhibitor Setup - Tuesday, September 16, Noon - 5:00 pm
Exhibitor Tear-down - Wednesday, September 17, 3:00 - 5:00 pm

All exhibitors must check in at the Fair Information booth #160 prior to setting up their booth or tabletop. Exhibitors that have not checked in by 3:00 pm on Tuesday, September 16 will forfeit their booth and booth payment.

If you cannot set up the day prior to the Fair, you can set up the day of the Fair by indicating so on your application. Day of the Fair setup is 8:00 - 9:00 am only.

Your booth or tabletop should be set up and ready to exhibit by 9:00 am on Wednesday, September 17. Your booth or tabletop must remain set up, staffed, and intact at all times between 9:00 am and 3:00 pm. Exhibitor tear-down cannot commence before 3:00 pm on Wednesday, September 17. Leaving your booth or tabletop before 3:00 pm will adversely affect your ability to obtain exhibit space in subsequent years.

Your booth or tabletop must be empty and unoccupied by 5:00 pm on September 17.

Your exhibit space must be left clean and free of trash. Exhibitors can use the provided trash cans and dumpster for their trash. The Exhibit Hall requests that you flatten all cardboard boxes. Exhibitors who fail to clean up their exhibit space will be billed a $50 cleaning fee.

Booth Cancellations and Forfeiture

Any booth or tabletop that is not occupied or set up by 3:00 pm on Tuesday, September 16 will be forfeited without notice or refund. The Marin Senior Fair has the right to resell or reassign any forfeited exhibit space. Your space will be given to someone on our waiting list.

Exhibit space cancellations are refunded only if we find a replacement exhibitor for your space. A $50 cancellation charge is deducted from all exhibit space cancellations. Cancellations after September 3 will not be refunded.

Be sure to Email Us to make special arrangements if you cannot arrive by 3:00 pm. Exhibit space typically sells out early and we have people on a waiting list. If we don't hear from you by 4:00 pm, your exhibit space will be given to someone on the waiting list.

Directions, Parking, Load-In and Load-Out

The Marin Senior Fair is held at the Marin Center Exhibit Hall at 10 Avenue of the Flags, San Rafael. Your GPS or smartphone will get you to the exhibit hall by entering this address.

On setup day you can park wherever you like. Doors on both sides of the Exhibit Hall will be open on setup day. The paved main parking lot gives the best access for booths in the Manzanita room (tabletops numbered 300s) and the Lobby (tabletops numbered 500s). Parking on the lagoon side of the building gives good access to the back of the Main Exhibit Hall (booths 100s & 200s).

You are permitted to pull your car into the Loading Dock area to unload, however you must move your car immediately upon unloading to allow for the next exhibitor to unload.

On the day of the Fair, exhibitors must park on the lagoon side (back side) of the building. Look for Exhibitor Parking and Exhibitor Entrance signs. The paved main parking lot is reserved for attendees. Prior to 9:00 am, these are the only entrance doors that are open; you cannot enter through the Attendee entrance at the front of the building.

Hanging Signs and Decorations

Do not attach anything to the Exhibit Hall walls or doors using tape, tacks, staples, or pins. Additionally, signs and decorations cannot be pinned to the booth draping.

If you are in a draped booth, use S hooks (shown at right) to hang items from the top pipe in booth, or clip items to the draping. Booth draping is 8' high in the back. Do not pin items to the draping as this damages the draping. You can obtain S hooks from the Fair Information booth #160.

For tabletops outside of the Main Hall, there are art rails on the walls that can be used to hang items. To avoid marring the art rails, we have string loops to hang your items; do not use metal hooks.

Booths that use an 8' high drape top rail for hanging signs are 1-196, 205-210, 401-409, and 501-515. Booths that use art rails for hanging signs are 301-317. Booths that use pins in the wall to hang signs are 197-204.

If you're hanging a vinyl banner, we recommend grommets at least every 12 inches so the banner does not sag.

You are free to use a freestanding decoration or backdrop as long as it fits within your exhibit space. For draped booths, this must not be wider than 9'6"; for tabletops, no wider than 8'0". The ceiling height in the Main Exhibit Hall is 15 feet. For booths 401-409 the ceiling is 8 feet. Everywhere else it is 10 feet.

Standing on the tables is not permitted. If necessary, it is recommended you bring a small step-ladder to assist with hanging your signs and decorations.

Exhibit Hall Crew and Fair Volunteers are available to help with the setup of your exhibit space. See the Fair Information Booth (#160) if you need some help. A limited number of supplies and tools are available at the Fair Information Booth.

Booth Decorating

Exhibitors are encouraged to decorate their exhibit space and wear costumes to support the theme of the Fair. This year's theme is A Day at the Disco, Get Movin' & Groovin'. The Fair will feature activities, costumes, decorations, and entertainment from the Disco era of the 70s.

Use your imagination to design a creative, colorful and informative presentation for your exhibit space. Attendees respond to eye-catching exhibits and informative presentations. Make yours memorable.

All decorations must be fire resistant. Tents and popup canopies are not allowed due to fire regulations (they would prevent fire sprinklers from reaching this area in the event of a fire).

Booth Awards

Prizes are awarded for the the Best Decorated Exhibit Space, Most Informative Exhibit Space, and Best Overall Exhibit Space. First and second place ribbons will be awarded for each category during lunch on the main stage.

Booth Activities

All booth activities must be relevant to the purpose of the Marin Senior Fair, which means they must be relevant to the interests of seniors.

All exhibitor activities must be done within your designated exhibit space. No items or displays are allowed outside of your exhibit space. The aisles are often crowded with attendees, so we cannot allow your display to extend into the aisle.

Exhibitors may not display materials or engage in activities that are illegal or deemed (by the Exhibit Manager or Fair Committee) to be inappropriate, indecent, or unacceptable.

Internet and Power

All booths have free access to a 110v power outlet. The closest outlet may not be in your exhibit space; we suggest bringing extension cords to ensure that you can reach the nearest power outlet.

Free wireless Internet access is available throughout the Exhibit Hall.

Sales

The selling of goods and services is allowed and must be done within your exhibit space.

Sound and Music

The noise level in the Main Exhibit Hall is often high due to the large number of exhibitors and the stage entertainment throughout the day. We ask that the playing of music and the use of amplification devices be kept to a level that does not disrupt the exhibitors around you.

Promotional Items and Giveaways

We encourage healthy treats and useful giveaways. Giveaways attract and encourage attendance at your exhibit space and can leave a lasting impression on your attendees well after the Fair.

Great Eats at the Fair

The Marin Senior Fair offers several food options. Free coffee is served until 11:00 am. Both inside and outside seating is available.