WELCOME AND THANK YOU for choosing to be a participant in The Outdoor Adventure& Travel Show Calgary.
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 BMO Centre on Friday March 17, 2023 at 9am and management will be available to assist you for the duration of the Show.
Table of Content
- General Information (Location, Dates, & Times)
- Checklist
- Audiovisual
- Booth Accessory Packages
- Booth Cleaning
- Booth Installation Services
- Customs Broker
- Electrical
- Food Sampling
- Free Passes/Discount Coupons
- Hotel
- Ice
- Insurance
- Loading Docks
- Move-in Instructions
- Move-out Instructions
- Parking
- Plumbing
- Rules & Regulations
- Shipping & Deliveries
- Show Decorator (Furniture & Display Rental)
- Show Guide Ad & Sponsorship Opportunities
- Signage Installation
- Telephone / Internet / WIFI
- Vehicles on Show Floor
GENERAL INFORMATION
Show Location
Stampede Park, BMO Centre
Hall E & F
20 Roundup Way SE,
Calgary, AB
T2G 2W1
Show Dates & Times
Saturday, March 18, 2023 | 10:00 am – 6:00 pm
Sunday, March 19, 2023 | 10:00 am – 5:00 pm
Exhibitor Move-in Times
Friday, March 17, 2023 | 9:00 am – 8:00 pm
Exhibitor Move-Out Dates & Times
Sunday, March 19, 2023 | 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 (800) 891-4859
Fax: (905) 477-7872
Exhibitor Coordinator
Estelle Aliwalas
905 477-2677 or (800) 891-4859 Ext 287
Email: estelle@nationalevent.com
CHECKLIST
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.
AUDIO / VISUAL RENTALS
ORDER DEADLINE: March 3, 2023
If you require audio visual equipment in your booth, please click the link below and login to your account to place your service order online.
When accessing the link, scroll down and click “Outdoor Adventure and Bike Show ”
If this is your first-time ordering from Calgary Stampede Event Services, you must Add a New User Account before you can place your first order. If you need assistance with the online ordering system, please contact:
Calgary Stampede Exhibitor Services
Phone: (403) 261-0377
Email: exhibitorservices@calgarystampede.com
BOOTH ACCESSORY PACKAGES
BOOKING DEADLINE: March 4, 2023
An all-inclusive, booth accessory package is available which contains: a draped booth, carpet, 1 black-skirted table (6 feet long x 30 inches high), 2 chairs, an electrical outlet, and one 3-day parking pass. If you did not order at the time of booking and wish to have this package, please complete the order form below.
There are no substitutions to this package. All packages regardless of booth size contain 1 table and 2 chairs. If required, additional furniture can be ordered through the Show Decorator at their usual rates.
To order a Booth Accessory Package, return the All-Inclusive Booth Package Order form to your sales rep.
BOOTH CLEANING
ORDER DEADLINE: March 6, 2023
Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming please click the link below and login to your account to place your service order online.
If this is your first-time ordering from GES, you must create an account before you can place your first order. If you need assistance with our online ordering system, please contact our Exhibitor Services Centre at 800-636-8235. For all other questions please contact:
GES
Phone: (403) 243-2212
Email: exhibitorserviceswest@ges.com
ONLINE ORDERING LINK
BOOTH CLEANING ORDER FORM
PAYMENT FORM
BOOTH INSTALLATION & DISMANTLING
ORDER DEADLINE: March 6, 2023
Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited.
Should you require assistance setting up or dismantling your booth, please click the link below and login to your account to place your service order online.
If this is your first-time ordering from GES, you must create an account before you can place your first order. If you need assistance with our online ordering system, please contact our Exhibitor Services Centre at 800-636-8235. For all other questions please contact:
GES
Phone: (403) 223-2212
Email: exhibitorserviceswest@ges.com
ONLINE ORDERING LINK
BOOTH INSTALLATION & DISMANTLE ORDER FORM
PAYMENT FORM
CUSTOMS BROKER
Cross Connect Customs & Logistics 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:
Pat D’Alessandro
info@crossconnectcl.com
Cell: 416-726-7229
Electrical
ORDER DEADLINE: March 3 , 2023
If you require audio visual equipment in your booth, please click the link below and login to your account to place your service order online.
When accessing the link, scroll down and click “Outdoor Adventure & Bike Show”
If this is your first-time ordering from Calgary Stampede Event Services, you must Add a New User Account before you can place your first order. If you need assistance with the online ordering system, please contact:
Calgary Stampede Exhibitor Services
Phone: (403) 261-0377
Email: exhibitorservices@calgarystampede.com
Food Sampling
FORMS SUBMISSION DEADLINE: February 20, 2023
If you are planning on sampling food or beverage product in your booth, please note there are two necessary forms to complete. Please send a copy of your completed forms to estelle@nationalevent.com Food samples are limited to a 2 oz. portion and beverage products of 2 oz as well.
1. Please complete the below Food Sampling Form and send it to: Calgary Stampede Food & Beverage Department at eventservices@calgarystampede.com
2. Please complete the below “Alberta Health Services Vendor Package” There is no fee involved. Please send a copy of your completed form to estelle@nationalevent.com & cal.specialevents@ahs.ca
Please ensure you are complying with the guidelines listed within the application. If you do not complete this form, and do no comply with the guidelines, you could be closed down if an inspector comes to the show
If you have any questions, call 1-833-476-4743 to speak with Calgary Environmental Public Health.
ALBERTA HEALTH SERVICES VENDOR PACKAGE
FOOD SAMPLING FORM ALBERTA PUBLIC HEALTH
Food & Beverage Rental
If you require Food & Beverage equipment in your booth, please click the link below and login to your account to place your service order online.
When accessing the link, scroll down and click “Outdoor Adventure & Bike Show”
If this is your first-time ordering from Calgary Stampede Event Services, you must Add a New User Account before you can place your first order. If you need assistance with the online ordering system, please contact:
Calgary Stampede Exhibitor Services
Phone: (403) 261-0377
Email: exhibitorservices@calgarystampede.com
FREE PASSES/DISCOUNT COUPONS
Prior to the show, 10 free admission passes will be mailed to the shipping address provided on your booth contract. These passes should be used to invite your clients or special guests to the show. Please email your sales representative, if you would like to provide an alternate mailing address for the tickets. Or if you would like them to be held at the show for pick up on move-in day. You will also receive an email with a unique promo code that is valid for 10 free digital ticket registrations.
Physical passes are not to be handed out on site, unless you are leaving them at the Will Call desk for pick-up.
Raise awareness and increase traffic to your booth by sharing an exclusive Discount Coupons to the Show. There is no limit to the number of times that you can share the discount. Feel free to share through your email database, as well as, on your social channels, including LinkedIn, Facebook, Twitter and Instagram.
Please email estelle@nationalevent.com with any questions.
Hotel
BOOKING DEADLINE: February 16, 2023
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 $164.00 + taxes for single or double occupancy at Calgary Marriott Downtown Hotel.
Calgary Marriott Downtown is located at:
110 9th Avenue SE
Calgary AB
T2G 5A6
Reservations may be made by Booking Online Here
To receive this rate you must mention that you are with The Outdoor Adventure Show when booking. Rates cannot be changed at check-in/check-out times if you fail to identify your affiliation at the time of booking.
Ice
ORDER DEADLINE: March 3, 2023
If you require Ice in your booth, please click the link below and login to your account to place your service order online.
When accessing the link, scroll down and click “Outdoor Adventure & Bike Show”
If this is your first-time ordering from Calgary Stampede Event Services, you must Add a New User Account before you can place your first order. If you need assistance with the online ordering system, please contact:
Calgary Stampede Exhibitor Services
Phone: (403) 261-0377
Email: exhibitorservices@calgarystampede.com
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.
Loading Docks
For Dock level unloading, access is located on the north side of the building. If you do not require dock level you may use the doors on the South side.
INFORMATION REGARDING VOYAGE CONTROL MOVE-IN/MOVE-OUT HAS BEEN SENT PLEASE REACH OUT TO estelle@nationalevent.com IF YOU HAVE QUESTIONS.
You will be sent detailed instruction in making a booking with Voyage Control the Calgary Stampede loading dock management system.
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 Dina
Latina (dina@nationalevent.com) to discuss your needs, as a charge may apply.
Move-in Instructions
Move-in Times Friday March 17, 2023 9:00 am – 8:00 pm
- All exhibitors must officially register before setting up. Please come to the show office 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 Friday. - Children 15 years of age or younger will not be permitted in the exhibit area during move-in, set-up, or tear down.
Please Note: Depending on your booth set-up or location, you may be contacted by Show Management for a specific move-in time.
Move-out Instructions
Move-Out Times Sunday March 19, 2023 5:00 pm – 10:00 pm
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.
Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited. A fee will be charged if you move out early, as there are attendees still in the hall who have paid to attend the show.
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.
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.
Parking
ORDER DEADLINE: March 3, 2023
To pre-order discounted parking passes, please click the link below and login to your account to place your service order online.
When accessing the link, scroll down and click “Outdoor Adventure and Bike Show”
If this is your first-time ordering from Calgary Stampede Event Services, you must Add a New User Account before you can place your first order. If you need assistance with the online ordering system, please contact:
Calgary Stampede Exhibitor Services
Phone: (403) 261-0377
Email: exhibitorservices@calgarystampede.com
Plumbing
ORDER DEADLINE: March 3, 2023
If you require plumbing equipment in your booth, please click the link below and login to your account to place your service order online.
When accessing the link, scroll down and click “Outdoor Adventure & Bike Show”
If this is your first-time ordering from Calgary Stampede Event Services, you must Add a New User Account before you can place your first order. If you need assistance with the online ordering system, please contact:
Calgary Stampede Exhibitor Services
Phone: (403) 261-0377
Email: exhibitorservices@calgarystampede.com
Rules & Regulations
Booth Display & Restrictions
Diagram #1: Sample of the drape provided for your booth Diagram #2: Sample of 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 Haelee Jones (haelee@nationalevent.com )
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 it’s 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 Haelee Jones (haelee@nationalevent.com )
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 Haelee Jones (haelee@nationalevent.com ) regarding approval and the necessary forms.
Helium Balloons
Helium balloons are prohibited in most venues. There is a large retrieval fee, charged to the exhibitor, when balloons are lost. Please contact Haelee Jones (haelee@nationalevent.com ) 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.
SHIPPING & DELIVERIES TO THE SHOW
Shipping Direct to Show: March 17, 2023
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 Haelee Jones (haelee@nationalevent.com ) as charges may apply.
Please address shipments to:
Company name, Booth number
The Outdoor Adventure & AB Bike Show
Stampede Park, BMO Centre
20 RoundUp Way S.E.,
Calgary, AB
T2G 2W1
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;
Cross Connect Customs & Logistics
Pat D’Alessandro
info@crossconnectcl.com
Cell: 416-726-7229
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 and deliver them to the show on move-in day.
Please address shipments to:
Exhibitor Name, Booth #
c/o The Outdoor Adventure Show & AB Bike Show
YRC Warehouse
75 Dufferin Place S.E.,
Calgary, AB
T2C 4M2
To request a quote, please complete the below order form and email to:
Cross Connect Customs & Logistics
Pat D’Alessandro
info@crossconnectcl.com
Tel: 416-726-7229
Shipping enquiries must be finalized 14 days prior to show move in date. Be sure your shipment is labeled clearly.
You may choose to use another carrier however, keep in mind that not all carriers deliver and pick up during our scheduled move in/move out times.
Please Note: You may choose to use another carrier however, keep in mind that not all carriers deliver and pick up during our scheduled move in/move out times.
Show Decorator (Furniture & Display Rental)
ORDER DEADLINE: March 6, 2023
8ft back drape and 3 ft 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:
Show Colours
- Booth Drapes : Blue
- Aisle Carpet : Green
To place an order with the Show Decorator, please click the link below.
If this is your first time ordering from GES, you must create an account before you can place your first order. If you need assistance with our online ordering system, please contact our Exhibitor Service Centre at 800-636-8235. For all other questions please contact:
GES
Phone: (403) 223-2212
Fax: (403) 223-3868
Email: exhibitorserviceswest@ges.com
Show Guide Ad & Sponsorship Opportunities
There are a number of ways to increase your brand awareness at our shows. Additional ad space is available in our Show Guides that are distributed to attendees and sponsorship recognition includes show guide space, on-site signage, & online presence. Speak to your sales rep for more information.
Signage Installation
(HANGING OF BANNERS / RIGGING)
ORDER DEADLINE: March 3, 2023
If you require the hanging of banners from the ceiling and/or rigging of equipment in your booth, please click the link below and login to your account to place your service order online.
When accessing the link, scroll down and click “Outdoor Adventure & Bike Show”
If this is your first-time ordering from Calgary Stampede Event Services, you must Add a New User Account before you can place your first order. If you need assistance with the online ordering system, please contact:
Calgary Stampede Exhibitor Services
Phone: (403) 261-0377
Email: exhibitorservices@calgarystampede.com
Telephone / Internet / WIFI
ORDER DEADLINE: March 3, 2023
Please Note: This venue has paid WIFI only.
If you require Telephone/ Internet/ or WIFI equipment in your booth, please click the link below and login to your account to place your service order online.
When accessing the link, scroll down and click “Outdoor Adventure & Bike Show”
If this is your first-time ordering from Calgary Stampede Event Services, you must Add a New User Account before you can place your first order. If you need assistance with the online ordering system, please contact:
Calgary Stampede Exhibitor Services
Phone: (403) 261-0377
Email: exhibitorservices@calgarystampede.com
Vehicles on Show Floor
All vehicles must abide by the arrival and departure schedules and procedures established by Show Management. Please contact Haelee Jones (haelee@nationalevent.com ) for approval and to arrange arrival time if you want to display a vehicle.
Please complete this form and send it to haelee@nationalevent.com By February 20, 2023
When motorized vehicles are approved for use, a protective sheet of visqueen, tarpaulin or comparable material may be required to eliminate damages from leaks of gas, oil, etc., at the exhibitor’s expense.
– The batteries shall be disconnected.
– Fuel in the fuel tanks shall not exceed one-fourth (1/4) of tank capacity or 5 gallons (19 L), whichever is less. Fuel tanks will be inspected for leaks.
– Fuel tanks shall be closed and sealed.
– Vehicles or equipment shall not be fueled or de-fueled inside the building.
– The location of vehicles or equipment shall not obstruct means of egress.
– Fuel storage. Fuel for vehicles or equipment shall be stored in approved containers in an approved location outside of the structure.
– Refueling shall be performed outside.
– Fuel spills shall be cleaned up immediately.
– When a compressed natural gas (CNG) or liquefied petroleum gas (LP) powered vehicle is parked inside a place of assembly, all the following conditions shall be met:
- The quarter-turn shutoff valve or other shutoff valve on the outlet of the CNG or LP-gas container shall be closed and the engine shall be operated until it stops. Valves shall remain closed while the vehicle is in-doors.
- The hot lead of the battery shall be disconnected.
- Dual-fuel vehicles equipped to operate on gasoline and CNG or LP-gas shall comply with this section and Sections 2414.2 through 2414.5.3 for gasoline-powered vehicles.
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.