Exhibitors Info Handbook / FAQ
Set up time & legal message from HFC Productions Inc.
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 10 as early as 7:00 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.
Signature link will be mailed to each exhibitor.
Exhibitors Schedule
September 10 - 11, 2021
OUTDOOR & INDOOR BOOTH SCHEDULE
Set up:
Friday, Sept. 10: 7 AM - 12 PM
Open to Public:
Friday, Sept. 10: 12 PM - 8 PM
Saturday doors open at 10 AM for exhibitors
Open to Public:
Saturday, Sept. 11: 12 PM - 8 PM
Move-out:
Saturday, Sept. 11: 8:15 PM - 10:30 PM
Final move out 8:15 PM - 10:30 PM All booths
Festival Grounds
We have reduced our booth pricing, with this outdoor event we cannot provide drapes or other booth accessories. We recommend you bring or rent a tent.
Canada Olympic Park / WinSport
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 $15/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 (7am - 12pm). 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 12 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
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
contact us through our contact form to book your 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.
Alberta Health Vendors form - Click here
Exhibitors Hotel
Please follow booking instructions above.
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.
Wifi
Wifi is available for purchase in advance only please purchase wifi from the exhibiotr shop page.
Alternatively: If you are just operating sales this is much more affordable to run sales on your data and/or get a Skyroam puck and account.
Electrical
Electrical is not provided at your booth. If you require an electrical hookup please purchase a standard outlet, 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.
Please go to the exhibiotr shop page to purchase.
Booth Accessories
**We have reduced our booth pricing (Regular $850 no starting at $550), with this outdoor event we cannot provide drapes or other booth accessories. We recommend you bring or rent a tent.**
Booth accessories
If you require booth accessories please head over the the exhibotr shop page. If you cannot find something your after please reach out for special orders.
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 1 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.
General Accessory Pricing (available for pre-purchase)
Please visit the exhibitor shop page.
Flooring
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.
Signs, Audio & Visual, Tents, Fire Rules
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.
Exhibitors Move out
Date/Time
OUTDOOR/INDOOR BOOTH MOVE OUT
Saturday, Sept 11 (8:15 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 13, 2021.
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.
