Vancouver Buy Tickets Link

Exhibitor Manual

Exhibitor Manual for

The Outdoor Adventure & Travel Show – Vancouver

March 3 & 4, 2018
Vancouver, British Columbia
Vancouver Convention Centre East
Hall B & C

Welcome and thank you for choosing to be a participant in The Outdoor Adventure & Travel Show – Vancouver. Please take a moment to read the exhibitor manual, which will provide you with all of the necessary information for the preparation and installation of your exhibit. Processing your orders at your earliest convenience will allow us and the service-contractors time to provide you with the best possible rates & service.

The Show Office will be set up at the Vancouver Convention Centre, on Friday, March 2nd, 2018 at 9am and management will be available to assist you for the duration of the Show


Manual Quick Links

  1. General Information (Location, Dates, & Times)
  2. Check List
  3. Move-In Instructions
  4. Loading Dock
  5. Exhibitor Parking
  6. Vehicles on Show Floor
  7. Shipping & Deliveries
  8. Customs Broker
  9. Move-Out Instructions
  10. Booth Accessory Packages
  11. Show Decorator (Furniture & Display Rental)
  12. Booth Installation & Dismantle
  13. Signage Installation
  14. Booth Cleaning
  15. Electrical
  16. Telephone & Internet
  17. Audiovisual
  18. Hotel
  19. Food Sampling
  20. Ice
  21. Exhibitor Badges
  22. Custom Coupons
  23. Insurance
  24. Rules & Regulations

General Information

Show Location

Vancouver Convention Centre East
Hall B & C
999 Canada Place
Vancouver, BC
V6C 0C3

Show Dates & Times

Saturday, March 3, 2018 | 10:00 am – 6:00 pm
Sunday, March 4, 2018 | 10:00 am – 5:00 pm

Exhibitor Move-In Times

Friday, March 2, 2018 | 9:00 am – 8:00 pm

Exhibitor Move-Out Dates & Times

Sunday, March 4, 2018 | 5:00 pm – 10:00 pm

Produced By

National Event Management
Suite #102
260 Town Centre Blvd.
Markham, ON
L3R 8H8
Tel: 905-477-2677 or 1-800-891-4859
Fax: 905-477-7872

Exhibitor Coordinator

Kristen Andrews
Tel: 905-477-2677 or 1-800-891-4859 ext 284
Email:

Director of Operations

Dina Latina
Tel: 905-477-2677 or 1-800-891-4859 ext 224
Email:

^ back to top


Exhibitor Check List

Please print a copy of this checklist to assist you in planning for the Show. To take advantage of “early booking discounts” please note booking deadlines.

^ back to top


Move-In Instructions

Move-in Times: Friday March 2, 2018 | 9:00 am – 8:00 pm

SPECIFIC MOVE-IN HOURS: Closer to the show, you will be sent a dedicated move-in time & move-in instructions. Note that exhibitors may not set up during show hours.

  • All exhibitors must officially register before setting up. Please come to the show office (located at the back of the show floor) and staff will direct you to your booth.
  • All exhibits must be set up by 8:00 pm Friday. Exhibitors will not be permitted to set up during show hours.
  • The aisle carpet will be in place Saturday morning. Dollies and carts WILL NOT be permitted on the carpet. Hand carried items only may be brought in on Saturday.
  • Children 15 years of age or younger will not be permitted in the exhibit area during move-in, set-up, or tear down.

^ back to top


Loading Docks

**Please look out for email updates regarding your specific load-in time**

Deliveries for the East building should be directed to the East truck route located at the foot of Howe Street where it meets Canada Place.

The East truck route has one-way access only and is 16’ wide (4.88 m). There is an incline of 3’6″ (1.07 m) over a 35′ (10.67 m) section, as well as an overhang with a clearance of 13’11” (4.24 m) at the access point to the exhibit halls. The incline will allow a standard 40’ (12.19 m) trailer with a bottom clearance of no less than 12″ (30.48 cm) to enter exhibit halls.

The loading area consists of three loading bays, which can accommodate trailers up to 30′ (9.14 m) in length. All three bays have levellers. Loading dock clearance is 13’10” (4.22 m) high, 12′ (3.66 m) wide. Exhibit Halls A & C have limited drive-on access through roll-up doors for full-sized trailers.

Measurements of roll-up doors are as follows:
East Exhibit Hall B: 13’7″ (4.14 m) high, 16’8″ (5.08 m) wide
East Exhibit Hall C: 13’7″ (4.14 m) high, 28’6″ (8.69 m) wide

Maximum length of vehicles for drive-on access to exhibit halls is as follows:
East Exhibit Hall B: 30′ (9.14 m)
East Exhibit Hall C: 50′ (15.24 m)

Please do not deliver freight or load and unload at hotel entrances or elevators.

Dock level access is available. Dollies and a pump truck will be available for your use. If you require a forklift to move material from the dock to your booth, a forklift will be available to you. However, if you have excessive forklift requirements please speak with your sales representative to discuss your needs. A charge may apply.

^ back to top


Exhibitor Parking

Our event is located in the East Building of the Convention Center, therefore, we recommend that you park in the West parking lot. To order a pass and get an advanced rate, please go to: http://canadaplace.westpark.com/reserve-a-space.html

 You will pick up your pass at the parking office when you arrive, once you have parked.

^ back to top


Vehicles on Show floor

All vehicles must abide by the arrival and departure schedules and procedures established by Show Management. Please contact Dina Latina at to arrange arrival time if you want to display a vehicle.

Measurements of roll-up doors are as follows:
East Exhibit Hall B: 13’7″ (4.14 m) high, 16’8″ (5.08 m) wide
East Exhibit Hall C: 13’7″ (4.14 m) high, 28’6″ (8.69 m) wide

Maximum length of vehicles for drive-on access to exhibit halls is as follows:
East Exhibit Hall B: 30′ (9.14 m)
East Exhibit Hall C: 50′ (15.24 m)

Any vehicles to be displayed are subject to the following conditions:

  • Fuel tanks must not be more than 1/4 full
  • Fuel caps must be taped or locked shut
  • Drip pans must be placed under vehicle
  • Ignition must be disabled or the vehicle locked and hood inoperable from the outside of the vehicle
  • Keys must be left with guest services
  • Vehicles equipped with pressurized nitrous oxide tanks must have the tanks emptied prior to display in the facility
  • For safety reasons the use of spray bottles for cleaning and detailing of display vehicles is prohibited inside as the overspray can create a slippery and therefore dangerous floor surface

Exhibitors are responsible for oil, grease, or any general damage to the carpeted area.

Exhibitors must provide a set of keys, the contact name, and phone number of the person responsible to remove the vehicle(s) to Show Management.

^ back to top


Shipping & Deliveries to the Show

Shipping Direct To Show: Friday March 2, 2018

PLEASE NOTE: The facility will NOT accept shipments prior to the Show move-in date. Show Management will sign for the delivery on your behalf during move-in hours only. Your materials will be left at the dock until you arrive. To move your items to your booth space, pump trucks and dollies will be available at no charge. Should you require assistance or the use of a forklift, please contact your sales rep as charges may apply.

The most cost-effective way to ship your items to the show is to arrange delivery during move in hours with our Official Show Carrier:

YRC Reimer Customer Care
Tel: 1-877-330-3321
Email:

Please address shipments to:
Company name Booth number
The Outdoor Adventure & Travel Show
Vancouver Convention Centre East
Hall B & C
Via East Truck Route (at foot of Howe St.)
999 Canada Place
Vancouver, BC
V6C 3C1

Pre-Show Shipping

If you choose the official show carrier as your freight carrier, they will warehouse materials for up to 30 days prior to the Show at no charge and deliver them to the show on move-in day.

To request a quote, please complete the below order form and email to:

YRC Reimer Customer Care
Tel: 1-877-330-3321
Email:

Shipping enquiries must be finalized 14 days prior to show move in date. Be sure your shipment is labeled clearly.

If you choose to use a carrier other than the show carrier and wish to ship pre-show, please speak to your sales rep.

^ back to top


Customs Broker

North American Logistics Services Inc. is our designated official customs broker to coordinate customs clearance of goods destined for The Outdoor Adventure & Travel Show. Please make sure you contact them at least one month prior to the event in order to arrange your custom needs.

If you have any questions please contact:
Andrea Mirgel

Office: 778-328-2841
Cell: 604-754-8738

^ back to top


Exhibitor Move-Out Instructions

Please note that move-out will begin once the show has closed, the aisles are cleared and the aisle carpets removed. If you are able to hand carry your supplies out to your car, we encourage you to do so.

All material must be removed by 10:00 pm

Items left on the show floor after move-out time will be forced off the floor. Show Management reserves the right to reroute shipments that are not picked-up or refused by carriers. Should this occur, you will be responsible for any charges incurred.

^ back to top


Booth Accessory Packages

BOOKING DEADLINE:  February 9, 2018

An all-inclusive, booth accessory package is available which contains: a draped booth, grey carpet, 1 black-skirted table (6 feet long x 30 inches high), 2 chairs, and an electrical outlet. If you did not order at the time of booking and wish to have this package, please contact your sales rep to order.

There are no substitutions to this package.

To order a Booth Accessory Package, return the below form to your sales rep.

^ back to top


Show Decorator (to order tables, chairs, accessories, etc.)

PRE-SHOW BOOKING DEADLINE: February 16, 2018

8ft back drape and 3ft side drape are supplied for your exhibit space. If you require tables, chairs or additional booth supplies, these items can be rented from the Show Decorator:

Levy Show Services
Tel: 604-277-1726
Fax: 604-277-1736
Email:

Carpet or Flooring is mandatory for all exhibits. You can use the show decorator or you are welcome to bring in your own. See Tape Restrictions in the Rules & Regulations section below.

Show Colours

  • Booth Drapes: Blue
  • Aisle Carpet: Green

You can order online with show code “VOATS2018”. Click here.

^ back to top


Booth Installation & Dismantling

PRE-SHOW BOOKING DEADLINE: February 16, 2018

Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited.

Exhibitors are encouraged to remove small items and open cases of products from the show floor first. Show Management will take all reasonable security precautions, but immediate removal of these items is the best way to prevent pilferage.

Should you require assistance setting up or dismantling your booth, please submit the below forms to:

Levy Show Services
Tel: 604-277-1726
Fax: 604-277-1736
Email:

You can order online with show code “VOATS2018”. Click Here.

^ back to top


SIGNAGE INSTALLATION (HANGING OF BANNERS / RIGGING)

PRE-SHOW BOOKING DEADLINE: February 8, 2018

If you require the hanging of banners from the ceiling and/or rigging of equipment in your booth, please fax the below form to:

Vancouver Convention Centre
Tel: 604-647-7206
Fax: 604-647-7325

You can also order online here.

Please note that your banner and booth structure should be limited to the space directly above your booth. Any other configurations would need to be approved by Show Management prior to the show.

  • SIGN & BANNER HANGING ORDER FORM (Coming Soon)

^ back to top


Booth Cleaning

PRE-SHOW BOOKING DEADLINE: February 8, 2018

Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming please fax the below form to:

Vancouver Convention Centre
Tel: 604-647-7206
Fax: 604-647-7325

You can also order online here.

  • BOOTH CLEANING ORDER FORM (Coming Soon)

^ back to top


Electrical

PRE-SHOW BOOKING DEADLINE: February 8, 2018

Electrical is not supplied to your booth. If you require an electrical hookup please please fax the below form to:

Vancouver Convention Centre
Tel: 604-647-7206
Fax: 604-647-7325

You can also order online here.

  • ELECTRICAL ORDER FORM (Coming Soon)

^ back to top


Telephone / Internet

PRE-SHOW BOOKING DEADLINE: February 8, 2018

If you require a telephone or internet line in your booth, please send the completed order form to:

Vancouver Convention Centre
Tel: 604-647-7206
Fax: 604-647-7325

You can also order online here.

  • INTERNET & TELEPHONE ORDER FORM (Coming Soon)

^ back to top


Audio / Visual Rentals

PRE-SHOW BOOKING DEADLINE: February 16, 2018

If you require audio visual equipment in your booth, please send the completed order form to:

Levy Show Services
Tel: 604-277-1726
Fax: 604-277-1736
Email:

You can order online with show code “VOATS2018”. Click here.

Orders received after the pre-show booking deadline may be subject to additional charges.

^ back to top


Hotel

BOOKING DEADLINE: February 1, 2018

Rooms and discounted rate will only be held until the specified date. Rooms will then be subject to availability at prevailing rates.

We have obtained a group rate of $165.00 + taxes for a city room and $195 + taxes for a Harbour Room at The Pinnacle Hotel Harbourfront.

The Pinnacle is located at:
1133 West Hastings St.
Vancouver, B.C.
V6E 3T5

Reservations may be made by calling 1-844-337-3118 or 604-689-9211 or by booking online here.

To receive this rate you must mention that you are with The Outdoor Adventure Show & The Vancouver Bike Show and provide Access Code: 1465200 when booking. Rates cannot be changed at check-in/check-out times if you fail to identify your affiliation at the time of booking.

^ back to top


Food Sampling

PRE-SHOW BOOKING DEADLINE: February 9, 2018

The Vancouver Convention Centre retains the exclusive right to provide and control all food & beverage services for any event held at the Vancouver Convention Centre.

Exhibitors may only produce samples of product that they serve and/or produce for the purpose of promoting their merchandise. You must first get approval from the Convention Centre before you apply for the Temporary Food Services Application.

Please contact Nikolina Ruzic () at the Convention Centre a minimum of 2 weeks before the show to request sampling approval. Those exhibitors approved for product sampling must be 100% self-sufficient on the show floor with all necessary equipment required for service. The Vancouver Convention Centre does not rent equipment or permit use of the facilities fridges/freezers. Power for your booth can be ordered through VCC Exhibitor Services.

Please read the below “Guidelines”.

DO NOT COMPLETE THE TEMPORARY FOOD SERVICE FORM IF YOUR SAMPLE IS PREPACKAGED, DOES NOT REQUIRE HEATING, DOES NOT REQUIRE REFRIGERATION AND DOES NOT REQUIRE PREPARATION ON SITE. SAMPLES OF A BEVERAGE SERVED INTO A DISPOSABLE CUP DO NOT REQUIRE THAT YOU FILL OUT THE TEMPORARY FOOD SERVICE FORM.

If you are sampling a food or beverage product THAT DOES NOT MEET THESE CRITERIA, you must complete the Temporary Food Services Application and return it to Kristen Andrews no later than February 8, 2018. We will submit all applications to the Health Department by the cutoff date.

There may be an additional charge for sink rentals dependent on what the Health Department requires for your sampling products.

^ back to top


ICE

PRE-SHOW BOOKING DEADLINE: February 8, 2018

If you require ice, please fax the below form to:

Vancouver Convention Centre
Tel: 604-647-7206
Fax: 604-647-7325

You can also order online here.

^ back to top


Exhibitor Badges

PRE-SHOW BOOKING DEADLINE: January 12, 2018

Four to six weeks prior to the show, you will be mailed 6 badges per 10×10 booth and 12 badges for a 10×20 booth or larger. Badges will have your company name only. Lanyards will not be included in the package but may be picked up at the show. Please distribute these prior to move-in, to the people working in your booth. If you are unable to do so, bring the badges to the show office during move-in and arrange to have them picked up there. Badges must be worn at all times to gain entrance to the show. You will also receive 15 free passes to the show which will be mailed with your exhibitor badges.

If you want the badges delivered to an address other than the one on your contract, please advise your sales rep.

^ back to top


Custom Coupons

Raise awareness and increase traffic to your booth by distributing Customized Coupons to the Show. There is no limit to the number of coupons you may distribute to your professional and personal databases.

Please email your high-resolution logo in .ai, .eps, or .pdf format to Kristen Andrews at .

^ back to top


Insurance

Insurance for booth/show

Exhibitors must have their own liability insurance covering a minimum of $1 million in damages. Please list National Event Management as “additional insured”.

Transportation Insurance

Show Management is NOT responsible for damages caused during the transportation of your products. We strongly recommend purchasing transportation insurance when booking your shipments.

Liability

Exhibitors will be liable for, will indemnify, and will hold harmless Show Management from any loss or damage whatsoever occurring to, or suffered by, any person or company. This includes, without limiting the generality of the foregoing, exhibitor, other exhibitors, management, the owners of the building and their respective agents, servants and employees, and members of the public attending the show, either (a) on the said space or (b) elsewhere. Neither the facility nor Show Management will be responsible for loss or damage to persons, exhibits, or decorations by fire, accident, theft, or any cause while in the exhibition buildings.

^ back to top


Rules & Regulations

Booth Display & Restrictions

Diagram #1: Sample of the drape provided for your booth
Booth Dimensions

Diagram #2: Sample of display allowance

Booth Display Allowance

Booth Display & Restrictions

  • Diagram #1 shows the drapes that are provided as a part of your booth cost.
  • Diagram #2 shows the allowed clearance for displays, banners and products within your booth.
  • No exhibit may exceed a maximum height of 8 ft.
  • Side panels 8 ft. high, must not exceed a depth of 4 ft. extending from the back of the display.
  • The remainder of the 6 ft depth from the front of the booth must not exceed a 4 ft. height.
  • Any exceptions to this must have pre-approval from Dina Latina at .

Prefab booth partitions must be finished on both sides. If they are not, please request drapes prior to the show.

Signage

No signage or material may be extended above the 8ft height at the back of your booth nor hung from the ceiling or across the aisle, without approval from Show Management. All signs must be printed on one side only. Your brand messaging can only face the inner walls of your exhibit space.

Carpet or Flooring

Carpet or Flooring is mandatory for all exhibits. You can use the show decorator below or you are welcome to bring in your own at your own cost. See Tape Restrictions below.

Tape (Floor, Wall, and Carpet Damage)

It is important that you use the proper carpet tape in your booth. If you do not use the correct tape there will be a charge for tape removal.

Here are the models of two-faced tapes that are authorized by the facility:

  • Polyken 105c LPDE
  • Scapa 274004
  • DC W002A

If you bring your own carpet, you must adhere to the above Tape Restrictions. If you do not have the proper tape, please notify Show Management before installing your carpet or tiles.

Restrictions for Booth Installation

Painting, nailing, drilling, or screwing to the floors, walls or any other part of the building is not permitted. Exhibitors are also responsible for oil, grease, or any general damage to the carpeted area. Exhibitors wishing to lay any floor coverings may not fasten the coverings to the building floor. It is suggested that building paper or the approved tape (Polyken 105c LPDE OR Scapa 274004 OR DC W002A) is used instead.

Demonstrations/Distributions

Displays, demonstrations or distribution of advertising materials, are not permitted outside the confines of your booth. If audio visual equipment is used, the sound must be subdued to such an extent as to ensure its having no nuisance effect on neighbouring exhibitors. The use of microphones is not permitted without prior management approval.

Fire Regulations

All exhibitors planning to use any type of fuel (such as gas, oil, helium gas, or propane) in their exhibits are requested to contact Show Management. All displays or exhibited materials must be fireproof to conform to Federal, Provincial/Sate, and City Fire Laws.

National Event Management is obligated to abide by the Fire Code regulations in each city. We therefore retain the right to refuse any material or object that does not confirm to code. If you have a question or need information re: the Fire Code please contact Dina Latina at , 905-477-2677 or 1-800-891-4859 ext 224.

Animals in the Show

The facility’s policy prohibits the presence of animals unless they are used as a working dog for the blind. Permission must be obtained from the facility for any exception. Please contact Dina Latina at , 905-477-2677 ext 224 regarding the necessary forms.

Helium Balloons

Helium balloons are prohibited in most venues. There is a large retrieval fee when balloons are lost. Please contact Dina Latina at if you wish to use helium balloons in your display.

Mechanical Conveyances

Mechanical Conveyances such as electric carts, scooters, or bicycles will not be allowed in the aisles during the show hours. The only exceptions to this rule will be in the case of handicapped persons visiting the show, or those with authorization from Show Management.

Non-Compliance

National Event Management reserves the right to make changes, amendments, and additions to the rules and regulations without notice, as considered necessary to the efficient and proper conduct of the show. Interpretation of these rules and regulations shall rest with Show Management and non-compliance can result in ejection of the offending exhibitor or in the closing of his/her exhibit.

^ back to top


Share this: