Show Terms & Conditions

Distribution of advertising and print material is not permitted outside the confines of the booth space.

Grocery & Specialty Food West is a professional trade show and convention. Infants and children UNDER 16 years of age are NOT permitted on the show floor at any time due to safety concerns and the business nature of the event. CFIG reserves the right to deny entry to the trade show and conference at any and all times

If audio and visual equipment is used, the sound must be subdued to such an extent as to ensure it is not a nuisance to neighbouring Exhibitors.

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 FIVE (5) staff badges per 100 sq. ft. of booth space. Exhibitor badges are only to be used for the exhibiting company’s staff members. Badges can only be used by one person. Each staff member must have a badge to enter the show floor.

Attendees and Exhibitors can take only TWO (2) bags of samples off the show floor. Suitcases, wheeled collapsible carts, and shopping carts are not permitted on the show floor. Using their discretion, guards and show management may confiscate ANY or ALL bags of samples.

*Please Note Carpet/ Floor Covering for your entire booth is MANDATORY.

Booth carpet is NOT included with a standard booth space. Please make the 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.

Exhibitors are permitted to bring in their own carpet or flooring. Flooring may also be purchased through Levy. For more information see Section 5 of the Exhibitor Manual.

Demonstrations must be conducted within the booth space.

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.

Exhibiting companies are allotted 5 complimentary Exhibitor badges for every 100 square feet of contracted space. For example, a 400 sq. ft. booth = 20 complimentary Exhibitor badges. Additional badges can be purchased on-site for $40.00 + HST each. The full amount must be paid upon ordering. Exhibitors are NOT invoiced on-site.

Exhibit rules are included in the GSF West website under Section 5 FORMS of the Exhibitor Manual. Please ensure that your booth complies with the rules and regulations. Direct any questions about compliance to Cindy Suh (csuh@cfig.ca). Interpretation of the rules and regulations rests with Show Management and non-compliance can result in the closing of your exhibit prior to the show. Please see Section 5 Show Forms for the Exhibit Design form and Décor Rules & Regulations.

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.

*ALL Exhibitors MUST have floor covering in their booth that is in good condition.*

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 15 days prior to the show date.

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 Cindy Suh csuh@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.

If using an insurance company of your choice, send a copy of your insurance certificate for review 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.

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. Send insurance certificates to csuh@cfig.ca .

No access on the show floor between Saturday, April 12 and Tuesday, April 15 without a badge. If a person requires access for installing and dismantling a booth and does not require access during the show, they will be given a “Move-in/Move-out” Badge. “Move-in/Move-out” Badges are allowed on the show floor during Move-in days and Move-out after 5:00 p.m. on Tuesday, April 15 ONLY.

The Labourer badges will be generic badges, and they will just say “Move-in/Move-out” (no names required). To obtain a “Move-in/Move-out” badge, the person requesting it must: either produce a business card or proof that they are with an exhibitor or with a display company, or they should be accompanied by an exhibitor with a badge that can vouch for them. The Trade Show coordinator will provide the Move-in/Move-out badge to those requesting them. When the Exhibitor Registration Desk closes on Tuesday at 3:30 p.m., the remaining printed badges can be handed to the Show Office.

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

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 Cindy Suh csuh@cfig.ca for more information.

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.

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

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 more than 20 lb. (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. Please contact Evelyn Fagnani (efangani@vancouverconventioncentre.com).

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 their exhibit.

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

Also, Show Management has the right to refuse entry to Exhibitors, Attendees, and Visitors bringing children under 16 years old to the show floor during move-in, the trade show, and move-out.

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.

Exhibitors must 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 or the storage area. Please exercise cautious security measures to protect your materials. Steel mesh security cages can be ordered, contact Show Management for details.

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.

High-visibility vests must be worn by all Exhibitors, and booth builders at all times during move-in and move-out periods. To save time and money, please bring your own PPC. For more information, please see Section 5 of the Exhibitor Manual.

Please NOTE: The Vancouver Convention Centre will no longer be providing complimentary safety vests.

Advertising in the official Show Guide can enhance your exposure at the trade show. For information on advertising opportunities in the Show Guide, please contact Matthew Brown MBrown@cfig.ca.

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 for the following criteria for on-site judging:
Curb Appeal
People & Product
Structure/Design
Overall Impression

New Product Showcase is a great way to get noticed and is a second location for your product on the trade show floor. Space is limited. Exhibitors are selected on a first-come first-serve basis. Contact Rolster Taylor (rtaylor@cfig.ca) for more details.

Official Show Guide details the exhibiting company’s information for the attendees. Information includes company name, address, phone web address, and company profile, if submitted by the assigned deadline of February 14, 2025.

Sponsorship Programs are yet another way to gain more exposure! By sponsoring Grocery & Specialty Food West your company will benefit in year-round promotional support and on-site interaction opportunities. For more details, contact Marketing@cfig.ca.

Each Exhibitor is given 6 VIP Retailer Guest passes to invite Retailers/Grocery Store operators 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.

You simply need to email the Exhibitor VIP Code and registration link to your guests, along with a personal message inviting them to the show. By using the code on the registration page, your guests will be able to register themselves for the tradeshow for free.

If you wish to invite more than 6 retail guests, additional invitations can be purchased for $40 + HST each before the show. To purchase additional VIP Customer Invitations, please do so through your exhibitor registration portal. If you have any questions, please reach out to CFIG@Microspec.com.

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. 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.