Exhibiting At The Fair | Exhibitor Toolkit
Show Rules & Regulations
Below are details about setting up for a successful show for the Fall 2014 Alberta Gift Fair. These rules are designed to ensure safety and fairness to all exhibitors. Management reserves the right to restrict exhibits which, because of noise or any other reason, become objectionable; also to close without indemnity the exhibit of any exhibitor who shall refuse, after notice, to conform to the rules.
For more information, please refer to The Canadian Gift Association's Show Conditions, Rules and Regulations of Agreement included in your exhibiting contract.
Attendance - no guest
IMPORTANT! NO GUESTS ARE ALLOWED. This show is a wholesale show and it is not open to the public. Guests are prohibited in order to protect the best interests of both buyers and exhibitors.
Exhibitor cooperation is requested to restrict invitations to qualified buyers only. Guests and those not directly related the gift trade will be denied entry to the show. When you invite buyers verbally or in writing be sure to mention:
Retail business identification along with employee identification for each individual will be required for registration. Business cards alone are not acceptable. To view the list of required documentation, please visit the Buyer Registration page.
Booth Installation/ Dismantling
Exhibitors are reminded that they may install their own exhibits using the services of their regular employees. If they do not use their own employees, the use of the Official Show Service Contractor is recommended. All display materials, including prefabricated booths, must be pre-fitted and ready for installation prior to shipment to the building. If an exhibitor requires additional assistance in the movement and installation of his display, he should contact and use the services of a professional display company.
All booths MUST have carpet or other suitable floor covering installed at the expense of the exhibitor and covering the complete floor area of your booth. No Exceptions.
The installation of your booth carpet must be within the confines of your own display area. If the booth is 10 feet deep, your carpet must be kept within this 10 foot depth and under no circumstances will allowances be made to permit the extension of your carpet into the aisle or into another booth not your own.
During move in and move out: No persons under the age of sixteen (16) years are permitted on the show floor during the move in or move out dates, under any circumstances.
During the show: No persons under the age of sixteen (16) years are permitted on the show floor, under any circumstances, except infants of tender years, incapable of sitting up on their own. No strollers are allowed under any circumstances. Infants taken onto the show floor must be carried at all times by the parent/guardian in a bunting bag or similar support. Parent(s)/guardian(s) will be required to sign a ‘Release and Indemnification Acknowledgement’ waiver before entering the show floor. Daycare is not available at the Alberta Gift Fair.
Show Management provides janitorial service for aisles only. Building cleaning staff will not enter any exhibit for the purpose of sweeping or dusting.
Exhibitors are responsible for and agree to make good any damage to the building or show equipment caused by their occupation of the space.
Booths must be ready and staffed for show opening and at all times during show hours. Exhibitors are not to accost buyers in the aisle or in other exhibitors' booths. Handouts of promotional material or product, is strictly prohibited outside the confines of your exhibit space. Any breach of this regulation will be dealt with severely.
No cameras are allowed in the building unless permission has been given by Show Management. Photographing another exhibitor's display is not permitted without the consent of the exhibitor. In addition, exhibitors are reminded that visiting other booths is by invitation only and they are requested to observe this fundamental courtesy at all times.
Contests and Draws
Draws conducted by exhibitors in conjunction with their display must be free of any obligation on the part of the winner. Prize winners must not be required to place an order before collecting the prize offered. The schedule of prizes and terms of the draw must be clearly stated on the entry form and must comply with all existing regulations. Show Management must be notified of all such activities at least two weeks before the show.
Electrical outlets are not included in booth costs. Exhibitors are not allowed to install any electrical wiring or devices on site other than regular extension cords. All onsite wiring and connections must be done by Showtech.
Any electrical signs or lighting attached to the building structure must be installed by Showtech.
Exhibitors must abide by all contractual agreements with all exclusive contractors and unions at Edmonton EXPO Centre, Northlands.
All electrical equipment and assemblies must conform to all Canadian Standards Association requirements and the Canadian Electrical Code. It is, therefore, the responsibility of each exhibitor to ensure that all electrical equipment in, on or about their booth comply with the above regulations. This includes electrical merchandise as well as lighting and display equipment.
Signs or other articles are not to be fastened to walls, floors, doors, pillars, safety rails, equipment or electrical fixtures/lines and sprinkler lines. The use of thumb tacks, scotch tape, nails, screws, bolts, or any tool or material which marks the floor, walls or equipment is prohibited.
The approved carpet masking tape is Renfrew Tape #172, available from display companies (GES Canada). Any other type of tape will have to be approved by the facility management.
All tape must be removed from the floor once the exhibit has been dismantled. In the event that an exhibitor violates this regulation, Show Management will hold the exhibitor responsible for the cost of any repairs.
Deadline: Thursday, August 7th, 2014
In order to secure exhibitor/show product during show days and during move-in/move-out, it is required that all persons have show badges for entrance onto the show floor. Exhibitors should wear their badges at all times including move-in/move-out. All personnel/ outside contractors who will be setting up and/or tearing down the booth should have Move-In/Move-Out Badges pre-ordered and should wear their badges at all times during, these badges are not acceptable during the show. Refer back to the Exhibitor Toolkit menu and select Exhibitor Badge Registration to order your badges in advance.
Reminder: Badge names will not be carried over from last show!
Any last minute staff requiring badges that have not had their names entered into the exhibitor badge registration system will be able to order badges on-site. Each person will have to present a personalized imprinted business card with the company name or a note on the exhibiting company letterhead endorsing the individual as a representative of their company in order to pick up their badge.
Personal identification is also required for on-site badge pick up.
Free Exhibitor Parking
All exhibitors and gift fair guests will be able to park for FREE. Parking attendants will welcome all guests and direct them to the designated parking lots. This new service will also include "in and out" privileges throughout the day.
The exhibitor's parking lot is located south of Hall H in the West Exhibitor Lot. Exhibitors can use the North lot during load in/out periods, but must make it available for buyers attending the show as this is prime space. Please park in the West lot during show days and use our shuttles which will be available all day during the show.
In an effort to avoid increased traffic and longer wait times at our 116 Ave Main Entrance from Wayne Gretzky Drive during show days, please access our site using alternate entrances with access from 112 Avenue and Wayne Gretzky Drive.
The distribution of food samples is permitted with the following conditions: samples are free of charge, distribution is confined to the exhibitor's own booth space, and items are provided in sample size quantities and must be approved by Show Management & Northlands Park.
An exhibitor wanting to give away handouts of any kind MUST supply a sample to Show Management prior to opening so that Security can be advised.
Official Housing Partner
onPeak is the Alberta Gift Fair's official housing partner and negotiates excellent discounted, best-value room rates. These include a wide range of convenient accommodations in all price ranges.
This service is extremely popular and once visitors are advised of the negotiated rates, the most sought after hotels sell out very quickly. To make reservations call 855-460-0296, or book online via the Hotel page.
As an Exhibitor participating in the show, you must have adequate Liability Insurance with minimum $2,000,000 coverage to protect the Exhibitors, the visitor, the show organizer and yourself. Our insurance policy does not extend coverage to any exhibits and requires you to submit the Mandatory Insurance Requirements form prior to move in.
IMPORTANT! Please be aware of your insurance options. Kindly complete Mandatory Insurance Requirements form available in the forms section of your Exhibitor Kit and return it to us before the deadline date.
For the official show insurance supplier's printable order form, please refer back to the supplier services section of your Exhibitor Kit. If you are employing a third-party contractor to do any work on your booth, they are also required to provide us with proof of insurance.
Material handling is provided by Show Management free of charge and covers the offloading of freight from the vehicle to your booth. Although security precautions will be taken, Show Management assumes no responsibility for the loss, or damage, either during move in, the show, or move out periods, of any product either in a booth or in a feature area.
Affixing the labels is the sole responsibility of the exhibitor or his/her representatives. ALL PREVIOUS LABELS should be removed or obliterated. Materials handling personnel assume no responsibility for:
Errors to above procedures
Removal of containers with old 'Empty' labels
Improper information on 'Empty' labels
Valuables stored in containers with 'Empty' labels
Music, Photographs and other Copyrighted Material
Each exhibitor is responsible for obtaining all necessary licenses and permits to use music, photographs or other copyrighted material in exhibitor's booth or display. Show Management reserves the right to remove from the exhibit hall, all or any part of any booth or display which incorporates music, photographs or other copyrighted material and for which the exhibitor fails to produce proof that the exhibitor holds all required licenses. The exhibitor shall remain liable for and shall indemnify and hold Show Management and the facility, their agents and employees, harmless from all loss, cost, claims, causes of action, suits, damages, liability, expenses and costs, including reasonable attorney's fees, arising from or out of any violation or infringement (or claim violation or infringement) by the exhibitor, exhibitor's agents or employees of any patent, copyright or trade secret rights or privileges.
Merchandise may be removed by the exhibitor only at the end of each show day (with the exception of the last day) and must be accompanied by a Product Removal Form, which can be obtained from the Show Office. On the last day of the show, no product is to be removed prior to show closing. Buyers will not be permitted to return to the show floor once the show closes at 3:00 p.m. on the last day. NO EXCEPTIONS!
While every precaution is taken to safeguard exhibits, Show Management, GES Canada, Lange and the Edmonton EXPO Centre (operating as Northlands) do not assume responsibility for the safety of exhibits against loss, robbery, fire, damage, accidents or any cause whatsoever, either during move-in, show time or move-out periods. In all cases, exhibitors must insure their goods and exhibits for such losses.
For more information on the Province of Alberta Occupational Health and Safety Act, please visit http://employment.alberta.ca/documents/WHS/WHS-LEG_ohsc_2009.pdf.
Show Management, Edmonton Northlands (operating as Northlands Park), GES Canada and Lange do not assume any responsibility for personal injury due to accidents of any causes whatsoever.
If exhibitors use independent contractors to deliver, install and/or dismantle their booth, we require these contractors to also have insurance of two million dollars. Independent contractors should have faxed copies of their insurance policy directly to Show Management. Any contractor found not to have proof of adequate insurance coverage will not be permitted on the show floor.
Entry into storage and loading areas is at the exhibitor's risk and neither CanGift, Edmonton Northlands (operating as Northlands Park) will assume responsibility for personal injury due to accidents or any cause whatsoever.
Please be aware of your responsibilities under the Act. Kindly complete the Health and Safety Policy Acknowledgement Form available in the forms section of your Exhibitor Kit and return it to us before the deadline date.
The show will have 24 hour security; however, Show Management accepts no responsibility or liability for loss or damage to merchandise or display material.
Please secure all laptops during the show hours and move-in and move-out. Do not leave these items unattended for any period of time.
Uniformed security guards will be on duty throughout move in, show days and nights, and move out. These people are there to safeguard your interests. Please extend them your fullest cooperation. You can assist by not bringing in any person not directly involved in the set up or dismantling of your display.
Exhibitors are asked to contact the Show Office IMMEDIATELY if losses are experienced, so that the security personnel can conduct an investigation.
No merchandise will be accepted before the first day of move-in. All shipments must be prepaid, otherwise they will be refused.
Shipments should be addressed as follows:
Alberta Gift Fair
Edmonton EXPO Centre
7515 - 118 Ave. NW
Edmonton, AB T5B 4X4
Show Management will maintain fully staffed show offices at the entrances of Hall C and Hall F. If we can be of any assistance, please do not hesitate to contact us at any time.
IMPORTANT! The Alberta Gift Fair is a wholesale marketplace whereby orders are placed for future delivery. Exhibitors are not allowed to sell product to buyers as product and/or samples may not be removed from the show at any time. Exhibitors shall not violate the wholesale character of this market by selling merchandise for delivery at the exhibit space or on the show premises. Sales to private persons are not permitted.
All exhibits should have a sign with their company name. All signs must be in a readily visible, prominent location, and may not exceed the 8' height limit.
Hanging signs or product must be approved in writing by show management.
No signs of any kind will be permitted in any area of the show facility which advertises any other event, exhibition, display or service. Exhibitors are not allowed to display any type of signs outside the confines of their booth. Show Management reserves the right to prescribe the character and number of signs.
Storage of Crates & Cartons
Boxes and cartons must be neatly piled in storage areas designated by Show Management/ Materials Handling. To avoid losing cartons and packing material, Show Management suggests that for storage exhibitors flatten their cartons and tie them together or pack cartons and label. Extra paper for packing can be brought in at the end of the show. Those exhibitors with crates should pack their cartons inside these containers to avoid loss. Please make sure your cartons and crates are properly labelled before storing. Storage labels can be obtained at Lange. Due to fire hazard concerns and the need to have access to electrical boxes, storage of empty boxes and packing materials is not permitted behind exhibitors' booths. show management provides free pick-up storage/delivery of empty crates and boxes.