San Diego Koi Show 2025 Vendor Show Packet

Welcome to the 35th Annual Koi Show!

The Koi Club of San Diego recognizes the valuable contributions you each make to our Show and to the hobby, and we pledge to do everything we can to assist you in your sales and marketing efforts.

Our free-to-the-public Show continues to be located at the Del Mar Fairgrounds. This year it will be in the Bing Crosby Hall, an indoor facility with WiFi availability. This show happens rain or shine. Our advertising and promotion as well as two large events held on the same weekend, will provide great attendance for our vendors.

Booth assignments are on a first-come, first-served basis, so don’t delay! We have been selling out for the past few years. 

Show Hours:

Friday, January 24:1 PM to 5 PM, vendor staging, not open to the public

Saturday, January 25:9 AM to 4 PM

Sunday, January 26:   9 AM to 2 PM with teardown only after 2 PM (no exceptions)

Vendor Booth Information:

Booth spaces are 10' wide by 10' deep, with a blue/white back wall and side rails.  We include 1 table and 2 chairs with each booth.  Table cover and skirts, blue indoor/outdoor carpet, and a power drop are also available for a nominal additional charge. 

All booths are $500, except for corner Wet Booth #20. Booth #20 includes 3 booth spaces and is priced at $1,200.

We offer “Dry” and “Wet” booths:

• Dry booths are for dealers selling products where water is not required. Dry booths are indicated on the map with lavender color and limited to booths 1-15 and 30-39.
• Wet booths are for dealers selling Koi and are limited to booths 16-29. Wet booths are indicated on the map with blue color. Drainage will be provided behind each wet booth for ease of water changes during the show.  Aeration is a must for vendors selling fish and the electrical power drop is required. (If you have multiple wet booths, only a single power drop is needed unless you require more than 5 amps). We will have a fire hose available for filling your tank(s) after the main show tanks are filled on Friday afternoon.  Two standard hoses will also be available during this time and throughout the duration of the show for water changes. Please, only do your water changes before or after the hours the show is open to the public, except in emergencies.  A limited number of tanks are available for rent at $75 per tank.  Vendors are responsible to maintain their own water quality throughout the show; however Jack Chapman, the Show Water Quality person, will be available to assist with your water treatment, if needed.  Please contact him directly at the show. Better yet, contact him two days prior to your arrival at jackchapman1@cox.net 

Booth Setup and Tear Down

Booth setup should be done Friday from 1 pm to 5 pm. Fish vendors must set up their tanks on Friday afternoon. Fish may be brought in Friday afternoon, Saturday and/or Sunday mornings from 7am to 8:30 am.

If you have a small, easy set up (without water), you may come in Saturday morning from 7am to 8:00 am. 

Limited drive-through access will only be available during Friday afternoon setup and Sunday tear-down with a 9-foot height limit on vehicles.  There is easy hand-truck access from the parking lot.   

Please DO NOT begin the tear down before the official close of the show at 2 pm on Sunday.  Breaking down booths early creates an unsafe and unattractive environment for our show guests. 

All product, material and equipment must be removed from the Bing Crosby Hall no later than 6 PM on Sunday, January 26, 2025. NO EXCEPTIONS!

Additional Booth Related Items Available for Rent or Purchase:

• Power drop - $55
  

Available for both dry and wet booths. Power drop is required for the booths selling fish.

• The power drop is 500 W and 5 amp. Power service must be ordered in advance.
• Carpet (blue indoor/outdoor) - $175 per booth space. 
  
• Table cover and skirt - $50.
  
• Tank rental (10 available) - $75.
  
• Saturday box lunches - $26.
  

Due to the Del Mar Fairground regulations, food must be ordered from the Fairgrounds during the time the hall is open to the public. We are able to place an order for a box lunch to be provided by the Fairgrounds.

Best Booth Awards

We select the best wet and the best dry booth for an award based on creative presentation, unique offerings and guest interaction.  The winners will be announced on Saturday at 2 pm. We will present  your award to display in your booth and feature a photo of your booth on our website. 

Booth Space Reservations 

To choose your space, please go to https://koiclubofsandiego.org/Koi-Show-2025/ and follow the registration process. After you have chosen your booth space and additional items, you will be invoiced. To reserve your booth space you must submit at least a $300 deposit, or the entire registration fees. Deposits are non-refundable. Booth space reservations and booth assignments will be honored whenever possible.

Minimum deposits are due by October 7, 2024 and full payment is due on or before December 13, 2024. If the deposit is not received by October 7th, your chosen booth space will be released to over vendors.

If you missed the deadlines, you can still participate, however, there will be a $50 late registration fee.

Bringing Customer’s Fish to the Show

If you plan to bring fish to the Show for your customers, the owner of the fish must be present at check-in on Friday between 1 PM & 5 PM to sign their entry form and pay their fees.  Koi will NOT be judged if the owner of the fish does not personally sign their benching form and pay all fees prior to 5 PM Friday.

Fish Sales at the Show

Fish sales are permitted on Friday afternoon in addition to the regular show hours. Show entrants may purchase fish at the show Friday and enter them in the show provided they complete their registration and payment before 5 pm Friday. NO fish entries on Saturday, none!

Parking

Please enter the Del Mar Fairgrounds from the Via De La Valle at the Solana Beach Gate and make sure you ask for the “Weekend Rate” to save some money.  (This may or may not be the case for 2025).

Drop Shipments for the Vendor booths

Shipments can be directed to the show site if the delivery date is specified to Matt Rhoades (showchair.kcsd@gmail.com) for Friday, January 24, 2025 between 9:00 AM and 5:00 PM. No one is available to accept deliveries outside of those hours. The show address is:

Attention: Booth# (please include your booth number)

Bing Crosby Hall, Del Mar Fairgrounds

2260 Jimmy Durante Blvd.

Del Mar, CA 92014-2216

Awards Banquet

Saturday, January 25th at 6pm

Tony’s Jacal

621 Valley Ave

Solana Beach, CA 92075

• If you sponsor a trophy, you may present that trophy to the winner(s). Please notify our Show Chair Matt Rhoades of your intentions to do so beforehand, (619) 517-8270 or showchair.kcsd@gmail.com

Show Koi Auction

The koi auction is a popular event of our Show every year.  In order to be of the greatest value to you as a koi dealer, we will auction your donated koi in front of your booth starting at 12 PM on Sunday.  This gives you the most exposure for your donation and draws a crowd to your booth, giving you a chance to boost sales before packing up at 2PM  for the trip home.  A club representative will contact you to advise you when your turn is coming up so you can bowl your donated koi and be prepared when the auction crowd arrives at your booth.  Thank you in advance for your donation to KCSD!

Security

The Del Mar Fairgrounds will provide 24-hour bonded physical security beginning Friday afternoon, so we recommend that you set up Friday between 1 PM and 5 PM.

Hotel Information

The Courtyard San Diego/ Solana Beach-Del Mar, located within a half mile of the Fairgrounds at:

717 S. Highway 101 

Solana Beach, CA 92075 

Phone: (858) 792-8200

The Courtyard offers a special Koi Show rate of $219.00 when booking two nights at least two weeks prior. Be sure to mention the Koi Show to get the rate. 

Other options are available in the area, so please check on-line.

PUBLICITY 

Free Additional Publicity - register by October 7, 2024

• Vendors who reserve their space and make full booth payment by Monday, October 7, will be included in multiple promotions.  Please digital copy of your logo and/or business card to webmaster.kcsd@gmail.com by  October 7th. 2024.

Advertising

Advertising is available in our Show brochure, Club newsletter and on the Club’s website.

Don’t miss the chance to place a full color ad in our show brochure, distributed FREE to all show attendees and used throughout the year for various Club promotions. 600 will be distributed.