Welcome to the Exhibitor's Handbook
Thank you for choosing to exhibit at this Girl Can Expo!
Please review the Handbook carefully.
This Girl Can Expo 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 Saturday, May 9, 2020 at 6:00am. We welcome you to come onto the show floor at this time, where This Girl Can staff will be available to help you locate your booth and get you setup with your exhibitor passes.
This Girl Can Exhibitor's Handbook has been developed as a general guideline to outline the 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 This Girl Can at any time, without advance notice. Please note that every effort will be made to keep you informed of This Girl Can 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
This Girl Can Expo 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 This Girl Can Expo and will ensure all parties are providing a safe and enjoyable show.
This Girl Can Expo 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.
EXPO SCHEDULE
May 9, 2020
Saturday May 9: Set up 6:00AM - 9:00AM
Saturday doors open at 10:00AM
Saturday, May 9: Open to Public 10AM-5PM
Saturday, May 9: Move out 5:15PM-8PM
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 exhibitor's 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 up to 2 badges for your staff members. Please request the appropriate number of badges on arrival and return your badges at the end of the expo.
Exhibitor Move-In
Saturday (6:00am - 9:00pm). 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 10:00am Saturday. Exhibitors may not set up during show hours.
Expo Staff/Sign-In Booth
This Girl Can Expo Exhibitor Sign-in booth will be located on the show floor of Big 4 Building. This Girl Can 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
This Girl Can Expo
Hall B
Your Booth #_______
Your Company Name_______
EVENT LOCATION
Big 4 Building
Stampede Park
1801 Big Four Trail SE,
Calgary, AB
T2G 2W1
Advance Shipping (prior to May 9, 2020)
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
Hotels in Calgary
*Best prices can be found on Priceline.com or equivalent bookings site for other hotels
VEHICLES + ANIMALS
Vehicles on the expo floor
Motor vehicles and/or gasoline powered equipment are NOT permitted on the show floor. The Big 4 has a drive through in which vehicles can enter and drop off exhibitor accessories. You may not leave your vehicle unattended at the drive in.
Animals on the expo floor
Animals on the expo floor: Please inquire with us prior to bringing any animals onto the expo floor.
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 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 increase 2 weeks prior to the Expo.
Standard: The most common household circuit is capable of delivering 12 amps, 120v 1500 watts.
BOOTH ACCESSORIES + CLEANING
Booth accessories
If you require booth accessories please click the link 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 purchased 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 This Girl Can employees if something is amiss so it can be corrected.
***DEADLINE: Prices increase will be April 27, 2020 so please purchase before this date. Online booking will cease one week out from the event at which time, only on-site bookings will be accepted.
Note: All booths come equipped with 8' high black back and side wall draping, compliments of This Girl Can Expo
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 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.
EXHIBITOR MOVE-OUT
Date/Time
Saturday, May 9, 2020 (5:15PM - 8PM)
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 take place at 5:15 pm. At this time, please calmly and efficiently remove all your exhibitor materials from the venue. All exhibitor material must be removed by 8 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 Epic 6 Events.
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.