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 Calgary Stampede's Big 4 Building on Friday as early as 9am. 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 setup 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 Calgary Stampede provides 24 hour security for the building.

 

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 FREE ENVIRONMENT***

All exhibitors are prohibited from unlawfully distributing, possessing, or selling cannabis and or seeds and or oils at the HempFest Expo Exhibition.  All packaging must be void of Cannabis, Seeds and or Oils and product demonstration with the use of cannabis is strictly prohibited.  Anyone violating this policy may be subject to disciplinary action, up to and including removal from the exhibition without reimbursement. In addition exhibitors cannot sell Tetrahydrocannabinol (THC) products.

 

EXPO SCHEDULE

 

October 11,12, 2019

Friday, Oct. 11: Set up 9AM-3PM

Friday doors open at 3PM

Friday, Oct. 11: Open to Public 3PM-8PM

Saturday doors open at 10AM

Saturday, Oct. 12: Open to Public 11PM-4PM

Saturday, Oct. 12: HempfestCUP move 4:15PM-7PM

HempfestCUP Hours

Saturday, Oct. 12: HempfestCUP 7PM-9:00PM

(Security provided)

 

 

 

EXPO LOCATION

EVENT LOCATION

Halls B

Big 4 Building

Stampede Park

1801 Big Four Trail SE, Calgary, AB

T2G 2W1

 

LOADING DOCKS

Loading Docks are located at the South/left side of the Big 4 Building

EXHIBITOR PARKING

Parking for Exhibitors at Stampede Park is $15/day. *Pricing subject to change

 

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 floor. 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 - 3pm). All exhibitors must register at the Registration Desk (located near the front door of the expo) prior to setting up your booth, located at Big 4 Building on the show floor. All exhibitors must be completely moved in, set-up and ready for show time by 3pm Friday.  Exhibitors may not set up during show hours.

 

Expo Staff/Sign-in booth

The HempFest Exhibitor Sign-in booth will be located on the show floor of Big 4 Building.

Hempfest employees will either be at this booth, or moving around the floor. Please come visit us if you have any questions, and we will be happy to help you navigate the expo floor.

 

 

SHIPPING YOUR EXHIBIT TO THE EXPO GROUNDS

Shipping address

HempFest Expo

Hall B

Your Booth #_______

Your Company Name_______

EVENT LOCATION

Big 4 Building

Stampede Park

1801 Big Four Trail SE,

Calgary, AB

T2G 2W1

 

Firday Shipping (direct to show on Oct 11, 2018)

You may ship your exhibit directly to the show on Friday, from 9am - 2pm. 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 Oct 11, 2018)

Advance shipments will be accepted with appointment only. 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

*Best prices can be found on Priceline.com or equivalent bookings site for other hotels

 

 

VEHICLES + ANIMALS

Vehicles on the expo floor

Motor vehicles an/or gasoline powered equipment to be exhibited shall have the minimum fuel needed to move them in and out of show grounds. If you plan on bringing a vehicle to the show floor, 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.

 

Handy Special Events 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 side wall drapes + (1) 6’ skirted table + 2 folding chairs

 

 

INDIVIDUAL ITEMS:

Table (6',skirted) - $120

 

1 standard electrical outlet - $131

 

Banner Hanging - $200 (you provide the banner- contact us to purchase)

 

Carpet (10 x 10) - $120

 

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 venue is concrete.

 

**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 they 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 is NOT permitted in the venue. NO EXCEPTIONS. All tents over 10x10 and/or two 10x10s together require a fire alarm taped to the ceiling. We will have a limited amount of fire alarms on site, but we encourage to bring your own.

 

 

Fire regulations

All Exhibitors, Expo Management, and Guests are obligated to abide by Fire code regulations for The City of Edmonton. Expo management retains the right to refuse any materials or objects that do not meet current City of Edmonton 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 Edmonton 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.

 

 

 
EXHIBITOR MOVE-OUT
 
Date/Time
 

FIRST MOVE

Saturday, October 12, 2018 (4PM - 7PM)

SECOND MOVE

Saturday, October 12, 2018 (9:30PM - 11PM)

 

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. This will happen between around 9:15 pm. At this time, 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 move-out deadline will be removed and stored at owners expense for up to 1 week.  After 1 week, the materials will become property of HFC Productions Inc.

By Appointment only: Shippments can be left on the show floor or loading area till Monday.

 

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.

 

WIFI

Wifi is available for purchase on-site during the event. Simply log on to Stampede wifi and put through a credit card purchase for services.

 
ELECTRICAL

Electrical is not provided at your booth. If you require a 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.

 

EVENT DATE + HOURS

October 11 & 12, 2019  (FRID + SAT)

 

EXPO HOURS:

Friday Oct. 11,  3pm-8pm

Saturday Oct. 12,  11am-4pm

 

CUP HOURS:

Saturday Oct. 12,  7pm-9pm

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EVENT LOCATION

Big 4 Building

Stampede Park

1801 Big Four Trail SE

Calgary, AB

T2G 2W1

(Security provided)

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