Welcome to the Exhibitor's Handbook

 

Thank you for choosing to exhibit at the Hempfest Cannabis Expo! 
Please review the Handbook carefully.
 
PLEASE NOTE THAT THE INFORMATION BELOW IS COPIED FROM THE "EXHIBITOR'S HANDBOOK", FROM YOUR CONTRACT.

 

HFC Productions Inc. welcomes and thanks you for choosing to be a part of our team. We encourage you to review, print off a copy and use the helpful tools below to assist in having a profitable, safe and enjoyable experience at the Expo. We will be ready for you to start setting up your booth at WinSport Canada Olympic Park Friday, September 11 as early as 9:00 am. We welcome you to come onto the show floor at this time, where Hempfest staff will be available to help you locate your booth and get you set up with your exhibitor passes.

 

The Hempfest Exhibitor's Handbook has been developed as a general guideline to outline Hempfest Cannabis Expo's policies and procedures for all attending exhibitors.  It is a guide to assist you in becoming familiar with some of the privileges and obligations of your attendance.  These guidelines are subject to modifications, amendments or revocation by HFC Productions Inc. at any time, without advance notice.  Please note that every effort will be made to keep you informed of the Hempfest Expo policies, and any relevant amendments.  Please do not hesitate to contact us directly should you have questions about any of the information within the handbook.

 

 
 

LEGAL CONTRACT

HFC Productions Inc, will not assume responsibility for losses or damages incurred during the expo at any time. Exhibitors should take all possible precautions to protect their own property, including insurance for liability within your booth space if so desired. We hold Insurance for the event and we provide 24 hour security for the building and outdoor spaces.

 

All exhibitors will be required to sign an exhibitor contract prior to the event.  The contract must be signed to attend the HempFest Expo and will ensure all parties are providing a safe and enjoyable show.

 

HFC Productions Inc expects its Exhibitors to adhere to a standard of professional conduct and integrity.  This ensures that the Exhibition environment is safe, comfortable, and productive.  Exhibitors should be respectful, courteous and mindful of attendees needs and personal information shared at the show. 

***CANNABIS RESTRICTIONS***

All exhibitors are prohibited from unlawfully distributing, possessing, or selling cannabis and or seeds and or oils at the Hempfest Expo Exhibition. Anyone violating this policy may be subject to disciplinary action, up to and including removal from the exhibition without reimbursement. In addition, exhibitors can only sell Tetrahydrocannabinol (THC) products if permitted by governing bodies and written approval from HFC Productions Inc.

 

EXPO SCHEDULE FOR EXHIBITORS

 

September 11 - 12, 2020

OUTDOOR BOOTH SCHEDULE

Set up: Friday, Sept. 11: 9 AM-2 PM

Open to Public: Friday, Sept. 11: 2 PM-8 PM

Open to exhibitors: Saturday doors open at 11 AM

Open to Public: Saturday, Sept. 12: 12 PM-7 PM

Move-out: Saturday, Sept. 12: 7 PM - 10:30 PM

INDOOR BOOTH SCHEDULE

Set up: Friday, Sept. 11: 9 AM-2 PM

Open to Public: Friday, Sept. 11: 2 PM-8 PM

Open to exhibitors: Saturday doors open at 11 AM

Open to Public: Saturday, Sept. 12: 12 PM-5 PM

Move-out for select booths: Saturday 5 PM - 7 PM

Select booths are 003,002,001,102,103,104,105,004

Remaining booth indoor are 79-101 for the CUP.

Hempfest CUP hours: Saturday 7 PM - 9 PM

Final move out 9 PM - 10:30 PM

 

 

 

EXPO LOCATION

EVENT LOCATION

Festival Tent

WinSport

88 Canada Olympic Rd

SW, Calgary, AB

T3B 5R5

 

LOADING DOCKS

The loading zone is located at the Southside of the Festival Tent

EXHIBITOR PARKING

Parking for exhibitors and guests is $10/day paid on entry.

 

MOVE-IN DAY

VIP Badges

We will be providing badges during move-in for Exhibitors and their staff. Please wear your badge in a visible location during the expo for entry and while on the expo grounds. We will provide a badge for each staff member you have. Please request the appropriate number of badges on arrival and return your badges at the end of the expo.

 

Exhibitor Move-in

Friday (9am - 2pm). All exhibitors must register at the Registration Desk (located near the main entrance of the expo grounds) prior to setting up your booth, located at Festival Tent WinSport. All exhibitors must be completely moved in, set-up and ready for showtime by 2 pm Friday.  Exhibitors may not set up during festival hours.

 

Expo Staff/Sign-in booth

The Hempfest Exhibitors sign-in booth will be located at the main entrance of the festival grounds. Hempfest employees & volunteers will be at the entrance to greet you. Please come visit us if you have any questions, and we will be happy to help you navigate the expo grounds.

 

 

SHIPPING YOUR EXHIBIT TO THE EXPO GROUNDS

Shipping address Friday, Sept 11 setup only

Hempfest Expo & CUP

Festival Tent

Your Booth #_______

Your Company Name_______

EVENT LOCATION

WinSport

88 Canada Olympic Rd SW, Calgary, AB T3B 5R5

 

Friday Shipping (direct to show on Sept 11, 2020)

You may ship your exhibit directly to the show on Friday, from 9 am - 2 pm. Our management can accept shipments on your behalf as long as our company name is included as a recipient. Please use "HFC Productions and/or HempFest". The package will be held at the loading dock or at your booth until your arrival.

 

Advance Shipping (prior to Sept 11, 2020)

Advance shipments will be accepted with appointment only to the warehouse of our event equipment company. We will accept your advance shipment for an additional cost.

 

Please complete the form below. We will contact you with further instructions and pricing for your advanced shipment.

 
FOOD SAMPLING

If you intend on sampling a food or beverage product, please contact us for permission and further information. Please fill out the AB Health Food Application form below and provide us with a short description of your requested booking. In many cases the form AB form is not required, please contact us through the email form below.

 

LOCAL ACCOMMODATIONS

Group rates from the Four Points by Sheraton Hotel & Suites Calgary West coming soon.

 

 

VEHICLES + ANIMALS

Vehicles on the expo floor

Motor vehicles and/or gasoline-powered equipment to be exhibited shall have the minimum fuel needed to move them in and out of expo grounds. If you plan on bringing a vehicle to the expo grounds, please contact us using the form above to obtain consent for any vehicle or equipment requiring fuel of any type.

**VEHICLE MUST BE BOOKED PRIOR TO SHOW WITH HFC PRODUCTIONS**

 

Animals on the expo floor

Animals on the expo floor: Please inquire with us prior to bringing any animals onto the expo floor.

 

 

BOOTH ACCESSORIES + CLEANING

Booth accessories

If you require booth accessories please select one of the options below. Booths are left empty so exhibitors can create their desired space. If the options below are not suitable, please contact us for more elaborate booth accessories.

 

GES will have your accessories set up and ready for you before move-in times. Please note: it is up to you to purchase rental accessories.

 

On arrival, please ensure your booth accessories are correct. Notify HFC employees if something is amiss so it can be corrected.

 

***DEADLINE: Prices may increase 2 weeks prior to Expo date, so please purchase before the deadline. Online booking will cease after Wednesday of event week  and only on-site ordering will be accepted.

 

Note: All booths come equipped with 8' high back and side wall draping, compliments of HFC Productions Inc.

 

General Accessory Pricing (available for pre-purchase)

 

PACKAGE ITEMS:

Standard Package - $180

Includes 3’ high sidewall drapes + (1) 8’ skirted table + 2 folding chairs

 

 

INDIVIDUAL ITEMS:

Table (8',skirted) - $120

Wifi - $110/ device

 

1 standard electrical outlet - $131

 

Carpet (10 x 10) - $120 (May not be available at your booth-please inquire)

 

Cocktail table - $120

 

Cocktail chairs (x2)- $120

 

2 chairs (x2)- $30

 

 

Booth flooring, Furniture & Special accessories

If you need furniture or any special accessories, please contact us using the email form above. Please note the flooring in the indoor venue is concrete & outdoor is grass/dirt.

 

**Contact us for Special Requests only.** 

Shop for all other general accessories and electrical using the 'Shop for accessories' button above.

 

 

RULES + REGULATIONS

 

Signs

All signs and materials must stay within your rented booth space. Your space is described as 10'x10'x 8' Tall. If you wish to exceed the 8' height, permission is required prior to arrival from expo management.

 

 

Audio & visual

Must not disturb other exhibitors and/or expo PA. Audio and Visual must be confined to your booth.

 

 

Tents & Canopies

All Tents MUST have a CSA certification tag attached to them. Without a tag of certification, your tent MAY NOT be permitted in the festival tent. NO EXCEPTIONS. All tents over 10x10 and/or two 10x10s together require a fire extinguisher. We will have a limited amount of fire extinguishers on-site, we encourage to bring your own.

Most tents will be approved in the outdoor spaces.

 

 

Fire regulations

All Exhibitors, Expo Management, and Guests are obligated to abide by Fire code regulations from The City of Calgary. Expo management retains the right to refuse any materials or objects that do not meet current City of Calgary fire code. All tents, canopies or overhead structures must be fire retardant. All manufactured overhead structures must have a CSA tag on them. All overhead structures must have documentation that states they are in accordance with CSA and City of Calgary fire codes.

 

 

Balloons & other inflatables

All items classified as such need prior approval from show management.

 

 

Combustible & Compressed gasses

All items classified as such need prior approval from show management.

 

 

WIFI

Wifi is available for purchase in advance only please purchase wifi for $110 per connection for the event. Please visit our accessories shopping click below.

ELECTRICAL

Electrical is not provided at your booth. If you require an electrical hookup please purchase a standard outlet below, if you have a special request for electrical please contact us with more details

DEADLINE:  Prices may increase 2 weeks prior to the Expo.

Standard: The most common household circuit is capable of delivering 12 amps, 120v 1500 watts.

 

 
EXHIBITOR MOVE-OUT
 
Date/Time
 

OUTDOOR BOOTH MOVE OUT

Saturday, Sept 12 (7 PM - 10:30 PM)

INDOOR MOVE OUT FOR BOOTHS SELECTED BELOW

booths - 003,002,001,102,103,104,105,004

Saturday, Sept 12 (5 PM - 7 PM)

 

FINAL INDOOR MOVE OUT FOR REMAINING BOOTHS

booths - 79-101

Saturday, Sept 12 (9 PM - 10:30 PM)

Move-out details

Move-out will begin once the show has closed and all visitors are out of the venue and the aisles are cleared. At the times above, please calmly and efficiently remove all your exhibitor materials from the venue. All exhibitor material must be removed by 11 pm.  Items left on the expo floor after the move-out deadline will be removed and stored at the owner's expense for up to 1 week.  After 1 week, the materials will become the property of HFC Productions Inc.

By Appointment only: Shipments can be left on the show floor or loading area until Monday, September 14, 2020.

 

Booth Cleaning

You must leave your booth in the same condition as it was when you arrived. If you fail to do so, photographs will be taken and clean up costs may be charged out.

 

EVENT DATE + HOURS

September 11 & 12, 2020  

 

EXPO HOURS:

Friday 2 PM - 8 PM

Saturday 12 PM - 7 PM

 

CUP HOURS:

Saturday 7 PM - 9 PM

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EVENT LOCATION

Festival Tent

Calgary Olympic Park

88 Canada Olympic Rd SW

Calgary, AB

T3B 5R5

(Security provided)

**This is an 18+ Event** (ID Required)