EXHIBITOR MANUAL

Get Started

Get All The Forms Ready Before The Show

EXHIBITOR MANUAL

Get Started

Get All The Forms Ready Before The Show

EXHIBITOR MANUAL

Get Started

Get All The Forms Ready Before The Show

Section 1

Trade Show Dates & Times

Monday April 27th  11:00am – 4:30pm
Tuesday April 28th  11:00am – 4:00pm

Move-In Dates & Times

Saturday April 25th  8:00am – 5:00pm
Sunday April 26th     8:00am – 2:00pm

Move-Out Dates & Times

Tuesday April 28th  4:00pm – 11:00pm
Wednesday April 29th     8:00am – 12:00pm

  • Vancouver Convention Centre, East Building
    1055 Canada Pl,
    Vancouver, BC V6C 0C3

    View in Map

  • Underground parking is available through West Park. If you would like to pre-book parking, click the link below and enter 999 Canada Place. The parking lot closest to the Vancouver Convention Centre East Building is Lot 034 Canada Place.

    West Park (https://www.westpark.com/en)

    *Enter at the foot of Howe Street.

  • Grocery & Specialty Food West is operated by the Canadian Federation of Independent Grocers located at the following address.

    105 Gordon Baker Road
    North York, ON   L1K 2Y4
    View in Map

     

    Rolster Taylor
    Director of Sales
    Rtaylor@cfig.ca
    416-492-4878

    Jason An
    Sales Representative
    Jan@cfig.ca
    416-492-1806

    Joe Sawaged
    Director of Sponsorship
    Jsawaged@cfig.ca
    416-492-1507

    Jessica Herdsman
    Registration & Operations Coordinator
    Jherdsman@cfig.ca
    416-492-5982

  • Attendee badges have been colour-coded so Exhibitors can more readily identify their customers.

    The following colours will be used:

    Attendee
    Exhibitors – Blue
    Press/Media – Grey
    Retailers – Red
    Distributor/Importer/Exporter – Yellow
    Suppliers & Services – Green
    Restaurant/Foodservice – Green

  • – Exhibit Hall Décor: your exhibit space will be framed with an 8’ back drape and 3’ side drape in the Grocery & Specialty Food West – Show Colour (drape) is black with Tuxedo (black/white) Aisle Carpet.

    – Material Handling: Including all equipment and labour necessary to transport your exhibit from the ramp to your booth location as quickly and efficiently as possible. This does not include blanket wrapping, unskidding or spotting your booth material. It also does not include material handling for your cold storage goods. Material requiring a forklift with a load greater than 4000 lbs. may be subject to a surcharge by the official transportation company.

    – Storage: including removal and return of empty crates & storage labels to identify each crate or box.

    – SIX (6) complimentary Exhibitor VIP Retail passes are available for you to invite retailers as your guests. *Please note any guest passes that are given to non-retailers will have their passes cancelled. This function is available through the registration site.

    – Food Bank: Donations will be picked up following show close by the Greater Vancouver Food Bank Society. The GVFBS may also have a booth located on the trade show floor.

    – Clean Up stations: there will be clean up stations located throughout the trade show floor. Please speak to a CFIG floor representative on-site for specific locations.

    – Hot oil disposal: available if needed.

    – Ice: available if needed.

Section 2

Terms & Conditions

  • For exhibitors requiring cold storage, refrigerated or freezer space is available.

    Cold storage product may be delivered during move-in hours. A company representative MUST be present to sign the product in when delivered. Show Management will not be responsible for product misplaced upon delivery in the absence of a company representative. Product delivered outside of the scheduled Cold Storage published hours will be turned away at the exhibitor’s expense.

    If required space is underestimated, cost adjustments will automatically be made on-site. There will be an additional $150 labour charge for shipments that exceed the amount of space booked or if there is no company representative to sign the product into the reefer.

    GSF ensures the Cold Storage area is monitored 24/7 by show security. However, if product, is lost, stolen or damaged in any way Show Management will not be held responsible for these losses.

  • Distribution of advertising print material is not permitted outside the confines of the booth space.  Product sampling by Mascots and/or Hostess’ is permitted within the parameters of the booth space, so long as these individuals have Exhibitor Badges. Any deviations from this rule must be authorized in advance by Show Management. Please contact Jessica Herdsman at jherdsman@cfig.ca for more information.  If audio/visual equipment is used, the sound must be subdued to such an extent as to ensure it is not a nuisance to neighboring Exhibitors.

  • Show Management reserves the right to refuse admission to the show building to any Visitor, Exhibitor, or Contractor who, in the opinion of Show Management, is unfit, intoxicated, or in any way creating a disruption to the show.

    For security reasons, you will be required to wear your Exhibitor Badge in a prominent location when entering the building.

    No Children under the age of 16 are permitted on the show floor at any time – including infants and toddlers

  • All Exhibitors planning to use any type of fuel, such as gas, oil, helium gas, or propane, in their exhibits are required to advise show management in advance (on your Exhibit Design form found in Section 5).  All displays or exhibited materials must be fireproof to conform to Federal, Provincial and City Fire Laws.

  • 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 must use a protective layer of adhesive pre-mask tape.  Acceptable adhesives are poly-coated cloth tape or gaffer’s tape available through hardware or specialty stores. Vinyl or foam tapes cannot be used at the VCC. The only acceptable double sided carpet tapes are Renfrew #174 or Shur-Tape #642.  Exhibitors are responsible for removing the tape once the show is over.  Charges will apply for all tape damage and/or adhesive removal at a rate provided by the facility.

  • GSF Show Management reserves the right to rearrange exhibitors or adjust the floor plan to accommodate the best interest of the Show. The floor plan maintained by Show Management is the official floor plan. Changes may occur at any time to accommodate Show needs.

  • Food safety is an important component of any food-related trade show.  Grocery & Specialty Food West Show Management works closely with the Vancouver Coastal Health Authority to ensure that exhibitors and attendees have both a profitable and safe show. 

    If you will be sampling food and/or beverages at the show, it is crucial that you read and understand the rules and requirements put in place by the Vancouver Coastal Health Authority.  You must also indicate on your Exhibit Design Form that you will be sampling – and must complete a sampling form. Please note there will be a processing fee for any Food Sampling form returned within 14 days prior to the show date.

    Exhibit Design Form Download
    Food Sampling Form Download

  • All helium-filled balloons or other inflatable items are permitted if approved in writing. Due to the complexity and costs of retrieving balloons from various areas within Vancouver Convention Centre (VCC), it has become necessary to request a deposit when helium balloon decor is planned. Retrieval deposits and a signed deposit form are required prior to the date of set-up for any balloon decor. Please contact Jessica Herdsman at jherdsman@cfig.ca to obtain a Balloon Retrieval waiver form.

  • Each Exhibiting Company is responsible for maintaining general insurance coverage against all risk of bodily harm, death, material loss or damage occurring in rented areas as outlined in the Exhibitor Space Application.

    Exhibitors must obtain a certificate proving that they are fully insured and must send a copy of your certificate to our designated representative for vetting before the show. Please send a copy to John Neo johnn@exhibitorinsurance.com and you will be advised if your certificate needs any updating. You may alternatively purchase one-time insurance through ExhibitorInsurance.Com. For more information see Section 5 of the Exhibitor Manual. 

    NOTE:  Show Management has ensured that all Official Service Contractors meet the Vancouver Convention Centre’s insurance requirements. Exhibitors contracting the services of suppliers other than the official named service contractors are responsible for ensuring they provide appropriate insurance coverage as outlined above. Proof of such insurance coverage should be submitted to Grocery & Specialty Food West.

  •  Management shall NOT be liable for any losses or damages, whether direct, indirect, general, special, consequential or otherwise to the exhibitor, its agents and employees or visitors to its exhibit whether occasioned by Management, its officers, its agents or employees or by another exhibitor.

  • Booth carpet is NOT included with a standard booth space. Please make necessary arrangements to ensure your exhibit space has flooring as this is a requirement as per show management exhibit regulations. Exhibitors that do not have carpet/ full floor covering for the entirety of their booth will be barred from participating in Grocery & Specialty Food West 2020.

    *Please Note Carpet/ Floor Covering for your entire booth is MANDATORY. Exhibitors can bring in their own carpet or flooring. If you would like to rent carpet, please click the link below to access the Levy Order form.

    Show Code: GSF2020
    Levy Décor Order Form Download

  • Motorized vehicles on display are subject to the following conditions;

    – gas tanks are less than ¼ full
    – gas caps locked or sealed
    – batteries made inaccessible
    – drip pans under vehicles
    – vehicles are clean and dry
    – keys are to be left with Vancouver Convention Centre (VCC) Guest Services.

  • Suitcasing is the act of handing out product literature or samples at a trade show without being an exhibitor. Suitcasing is not allowed inside or on the grounds of the Vancouver Convention Center. Attendees found suitcasing will forfeit their badge and be escorted off the show floor.

  • Your exhibit rules are included on the GSF website under the Exhibitor Manual section. Please make sure that your booth complies and direct any questions about compliance to Jessica Herdsman at jherdsman@cfig.ca so that we can work together. Interpretation of the rules and regulations shall rest with Show Management, and non-compliance can result in the closing of your exhibit prior to the show.

    Display Rules & Regulations Form Download

  • All individuals must be wearing the appropriate safety equipment during Move-In / Move-Out as directed by the Vancouver Convention Centre Security.

  • Exhibitors must indicate on their Exhibit Design form their intent to use propane, and must have a 5lb ABC-type fire extinguisher in their booth. (Extinguishers are not available for rent or sale on site.)

    Propane tanks in excess of 20 lbs (10 kg) are not permitted inside the building. (Arrangements to store these in outside space can be arranged.) Flow restriction valves must be used on all propane tanks and are available from Home Depot or Acklands-Grainger. All propane connections must be inspected and approved by the Vancouver Convention Centre.

  • All exhibitors are required to wear a blue Exhibitor Badge. The exhibitor badge will allow early access to the trade show floor for Move-In/ Move-Out. Each exhibitor is given 5 staff badges per 100 sq. ft. of booth space. Exhibitor badges are only to be used for the exhibiting companies staff members. 

  • Grocery & Specialty Food West, our Official Show Contractors and the Vancouver Convention Centre are not responsible for loss due to causes or conditions beyond their control such as wars, panic, mobilization, strikes, fires, floods, acts of God, as well as other conditions preventing the Show from opening on time, continuing through its scheduled dates or opening at all.

    Under such conditions, Show Management, Official Show Contractors and the Vancouver Convention Centre will not be responsible for any expenses incurred by an Exhibitor in preparation for or promotion of such an exhibit.

  • Management has the right to make changes, amendments, and additions to the Exhibitor Terms and Conditions as it shall deem necessary to the proper conduct of the exhibition and thereupon the Exhibitor Terms and Conditions and the operations rules shall rest with Management and its decision will be final.

    Management may require exhibitors to make such alterations to their displays as it deems necessary to the proper conduct of the exhibition and, on failure to comply, may order the immediate removal of the entire exhibit without compensation and at the exhibitor’s expense

  • The Vancouver Convention Centre Security team will be responsible for 24-hour coverage of entrances, exits and the general floor area.  Exhibitors are responsible for their own booth security and should have their booth attended to at all times during Move-in/out and Show Hours.

    We ask that Exhibitors take whatever precautions are necessary to protect products, valuable materials and equipment. Show Management, Official Show Contractors and the Vancouver Convention Centre are not responsible for the loss of property of any kind, from either the booth location, storage or cold storage area.  Please exercise cautious security measures to protect your materials.  Steel mesh security cages can be ordered, contact Show Management for details.

  • The Official Show Guide details the exhibiting companies’ information for the attendee. Information includes: company name, address, phone web address and company profile, if submitted by the assigned deadline of February  15, 2019. As well, the show guide provides exhibitors the opportunity to enhance their exposure by advertising in the Official Show Guide. For more information on advertising opportunities in the show guide, please contact Joe Sawaged at jsawaged@cfig.ca 

    Sponsorship Programs are yet another way to gain more exposure!  By sponsoring Grocery and Specialty Food West your company will benefit in year-round promotional support and on-site interaction opportunities.  Contact Joe Sawaged at jsawaged@cfig.ca for more details.

    Exhibit Excellence Awards are presented to the exceptional exhibits at Grocery & Specialty Food West, in four categories: Best Single, Double, Multiple and Marketed Booth. It is in the best interest of the exhibiting company to plan against the following criteria, which will be judged on-site:

    • Curb Appeal
    • People & Product
    • Structure/Design
    • Overall Impression

    The New Product Showcase is a great way to get noticed and is a second location for your product on the trade show floor. Contact Rolster Taylor at  rtaylor@cfig.ca 

    (Space is limited & exhibitors are selected on a first-come, first-serve basis).

  • Each exhibitor is given 6 VIP Retailer Guest passes to invite Retailers to GSF as their guest. This is a two-day trade show only pass. Retailers are considered any employee that works for a full independent or franchised retail store operating in at least four departments of the following: dry grocery, produce, meat, frozen, dairy, bakery, or deli.

    If a VIP Retailer Guest Pass has been used by an attendee that does not fall within the Retail category, the pass will be changed to Service Other and updated to the correct balance.

Section 3

Shipping

Exhibitors are responsible for shipping their booth materials and product to either Lange Advance Warehouse or directly to the Show using the following options.

Note: The Move-In Schedule located in Section 4 will give a rough estimate of move-in time based on booth location. Every exhibitor will be assigned a specific move-in time approximately 3 weeks before the show.

Exhibitors are free to work with any shipping supplier of their choice. Lange is the Official Transportation & Shipping provider for Grocery & Specialty Food West.

  • Exhibitor materials will be shipped to the Advance Warehouse prior to the show. Lange will transport your shipment to the Vancouver Convention Centre. Your shipment will be placed in your booth location before your specified move in time. For more information please contact Kelly Freeman kellyf@langeshow.com

    Lange Advance Warehouse Form Download

  • Exhibitors must ensure their shipment is delivered within their specific move in time. For your move in time please see Section 4. After your shipment has been accepted, Lange will transport your shipment to your booth location.

    *Please note this does not include material handling for your cold storage goods. Material requiring a forklift with a load greater than 4000 lbs. may be subject to a surcharge by the official transportation company. 

     Vancouver Convention Centre – East Building 999 Canada Place, Vancouver, V6C 3E1 Loading facilities for the East building are via the East Truck Route at the foot of Howe Street off of 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.

    Shipping Label Download

  • If the Exhibitor does not require a loading dock they can choose to carry their products to their booth during or anytime after their specified move in time. Exhibitors are not permitted to arrive before their designated Move-In Time. Please see Section 4 for Move-In & Move-Out information.

Customs

ConsultExpo is the official customs brokerage for Grocery & Specialty Food West. ConsultExpo will assist exhibitors with their customs clearance needs. Included with their services you will have access to:

  1. 1. On-site presence during move-in and move-out by a ConsultExpo representative
  2. 2. Simple and user-friendly assistance with customs document completion
  3. 3. One-way or round-trip customs clearance services

Section 4

Move-In

Saturday April 25th  8:00am – 5:00pm
Sunday April 26th     8:00am – 2:00pm

-Exhibitors can continue their booth set up past the specified end times above permitted they are in the building prior to the closing hours.

-Specific move in times will be emailed to each exhibitor 3 weeks prior to the show move in date.

-For an estimated move in time please view the Move-In Schedule below.

-Exhibitors that have a conflict with their move in time below, please fill out a Move-In Form and return it with your scheduling request to Kelly Freeman – Kellyf@Langeshow.com

-Material Handling including all equipment and labour necessary to transport your exhibit from the ramp to your booth is included with your booth cost. This does not include blanket wrapping, unskidding or spotting your booth material. It also does not include material handling for your cold storage goods. Material requiring a forklift with a load greater than 4000 lbs. may be subject to a surcharge by the official transportation company.

-Storage including removal and return of empty crates & storage labels to identify each crate or box.

Move-Out

Tuesday April 28th  4:00pm – 11:00pm
Wednesday April 29th     8:00am – 12:00pm

– After show close at 4:00pm on Tuesday April 28th all exhibitors may begin to dismantle within their booth. Aisle carpets will be removed and then exhibitor crates will be returned to their booth location.

-GSF operates with a First In Last Out (LIFO) policy.

Section 5

CFIG Mandatory Forms

  • Insurance is mandatory for all exhibitors at Grocery & Specialty Food West. As an exhibitor participating at the GSF Show, you must have adequate Liability Insurance with a minimum $2,000,000 limit to protect the Exhibitors, the Attending Public, the Show Organizer and Yourself. Our insurance policy does not extend coverage to any exhibits and requires you to submit a Certificate of Insurance upon receipt.

    There are (2) ways to arrange the required Insurance

    OPTION #1: SINGLE EVENT INSURANCE
    Grocery & Specialty Food West has appointed Exhibitor Insurance.com as the recommended insurance contractor for exhibitors. Orders can be made directly online at www.exhibitorinsurance.com by clicking Order Insurance and entering Grocery & Specialty Food West.

    Option #2: YOUR OWN INSURANCE
    Contact your own Insurance Company, request a certificate of Insurance with the following requirements below:

    • Canadian Federation of Independent Grocers listed as an additional insured.
    • Dates of the show: April 25th – April 29th, 2020 (includes move in and out dates)
    • Comprehensive General Liability of $2,000,000
    • Bodily Injury and Property Damage Liability subject to a maximum $1,000 Deductible.
    • Products and Completed Operations Liability
    • Contingent Employers Liability
    • Broad form Property Damage
    • Cross Liability clause
    • Severability of Interest Clause

    If using your own insurance please send a copy to John Neo – johnn@exhibitorinsurance.com

  • Download

    Vancouver Costal Health Food Sampling Form
    Return to: events@cfig.ca
    Any forms received 15 days prior to the show date are subject to a $50.00 service fee charged by Vancouver Costal Health.

Additional Forms

(Only necessary if services below are required by the exhibiting company)

  • Freezer & Refrigeration space is available for rent during Grocery & Specialty Food West

  • – Carpet
    – Furniture
    – Custom Booth Design

    Show Ordering Code is: GSF2020

  • – Booth Security
    – Electrical
    – Housekeeping
    – Internet/ AV
    – Plumbing

Section 6

Our Partners

FOR

Exhibitors

Exhibitor Manual
Get all the forms ready.

Floor Plan
See where your booth is located.

New Product Showcase
Have your product showcase in the New Product Showcase

Sponsors
Partner with us and promote your brand with GSF.

Retailer Connect
Opportunity to meet with a retailer one on one

FOR

Attendees

Schedule
Our schedule is packed with workshops and conferences.

Speakers
See who is speaking at GSF 2020.

New Product Showcase
Have your product showcase in the New Product Showcase

Conferences & Workshops
Get Full Delicate Pass and get unlimited access to both the morning conference and workshop program both days.

Hotel & Travel
Travel with our promote codes and save more with it.

FOR

Exhibitors

Exhibitor Manual
Get all the forms ready.

Floor Plan
See where your booth is located.

New Product Showcase
Have your product showcase in the New Product Showcase

Sponsors
Partner with us and promote your brand with GSF.

Retailer Connect
Opportunity to meet with a retailer one on one

FOR

Attendees

Schedule
Our schedule is packed with workshops and conferences.

Speakers
See who is speaking at GSF 2020.

New Product Showcase
Have your product showcase in the New Product Showcase

Conferences & Workshops
Get Full Delicate Pass and get unlimited access to both the morning conference and workshop program both days.

Hotel & Travel
Travel with our promote codes and save more with it.

FOR

Exhibitors

Exhibitor Manual
Get all the forms ready.

Floor Plan
See where your booth is located.

New Product Showcase
Have your product showcase in the New Product Showcase

Sponsors
Partner with us and promote your brand with GSF.

Retailer Connect
Opportunity to meet with a retailer one on one

FOR

Attendees

Schedule
Our schedule is packed with workshops and conferences.

Speakers
See who is speaking at GSF 2020.

New Product Showcase
Have your product showcase in the New Product Showcase

Conferences & Workshops
Get Full Delicate Pass and get unlimited access to both the morning conference and workshop program both days.

Hotel & Travel
Travel with our promote codes and save more with it.

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