Tradeshow Information

Thank you for your interest in becoming a tradeshow exhibitor. Please see the terms and conditions below for important information.

The tradeshow program provides you with the opportunity to highlight your products and services or organization to professionals from across the Canadian Fair and Exhibition Industry.

Booths are filled on a first come, first served (paid) basis, so book early. NOTE: Any in-person booths will automatically receive a virtual booth at no additional cost.


Dates to Remember

October 19
Website Information Due (BIO)

**agents please include the names of acts being promoted

We recommend that your bio information include:

Prices starting at $_____
Serving (area) _______
Book at convention & save $/%_____


October 19
Refund deadline

Exhibit Schedule (November 18)


Move-In  -  8:00 - 11:00 am
Exhibition Hours  -  11:00 am - 5:30 pm (tentative option to open during hospitality suite)
Move-Out  -  5:30 - 7:30pm after reception


Exhibit space

Exhibits must remain intact until 5:30pm. A $100/booth deposit will be held for all booths and will be returned if the booth is still fully assembled at 5:30pm. Anyone moving out or dismantling prior to 5:30pm will not be reimbursed their deposit.

CAFE reserves the right to reject or prohibit exhibits, which, in their opinion, are not appropriate to or in keeping with the character of the convention. They may restrict any exhibits or other activities, which become objectionable or interfere with adjacent exhibits or other activities. Interviews, demonstrations, distribution of literature, supplies, souvenirs, etc., must occur inside the booth space. Canvassing, solicitation of business or the use of advertising materials or signs by firms other than those who have contracted for space is prohibited. It is prohibited to sell merchandise during this event.


Payment

Payment must accompany the registration form.
- A fee of $75 will be charged for non-sufficient funds (NSF) cheques.
- Official receipts will be provided by email upon receipt of payment.


Tradeshow Manual

Two weeks prior to convention an informational manual will be provided. It will contain instructions, regulations and order forms for additional booth services.


Tradeshow Exhibitor Terms & Conditions


1. DEFINITIONS

In these Terms and Conditions:

  1. the word Exhibitor means the person, company, firm or other organization to whom space at the Tradeshow has been allocated by the Organizers and, in relation to any terms or conditions imposing any prohibitions, shall include employees, servants, or agents of the Exhibitor.
  2. the word "Exhibition" means CAFE Annual Convention
  3. the word "Organizers" means the Canadian Association of Fairs and Exhibitions

2. APPLICATION FOR EXHIBIT SPACE

Application for exhibit space must be made on the Exhibit Space Application and Contract Form. Application will be dealt with in order of receipt. The submission of an application in the manners and on the form provided, together with the allocation by the Organizers and the acceptance of the Exhibitor of exhibit space, shall be deemed to be a contract in acceptance of and in accordance with these Terms and Conditions. The Organizers reserve the right to reject or prohibit exhibits, which, in their opinion, are not appropriate to or in keeping with the character of the Convention and Exhibition. They may restrict any exhibits or other activities, which become objectionable or interfere with adjacent exhibits or other activities. Interviews, demonstrations, distribution of literature, supplies, souvenirs, etc., must occur inside the booth space. Canvassing, solicitation of business or the use of advertising materials or signs by firms other than those who have contracted for space is prohibited. The Exhibitor agrees to ensure that the booth is fully staffed during the Exhibition.


3. FEE FOR EXHIBIT SPACE

The fee for exhibit space is as detailed on the Exhibit Space Application and Contract Form and entitles the exhibitor to have one (1) representative at the booth


4. PAYMENT

Payments must be made in full to maintain the Tradeshow Booth location at the convention. Application will not be considered complete until payment in full has been received by the CAFE office. If such balance is not paid by this date, any deposit paid by the Exhibitor may be forfeited and the space re-allocated. All payments must be made by credit card, cheque, or banker's draft in Canadian funds to the Canadian Association of Fairs and Exhibitions.


5. CANCELLATION OR REDUCTION OF EXHIBIT SPACE

If, after allocation of exhibit space to any Exhibitor, such Exhibitor desires to cancel or reduce the exhibit space allocated to him, the Organizer will endeavour to resell the exhibit space not required by the Exhibitor but if they are unable to do so, the Exhibitor shall remain liable to pay the full charge for the exhibit space allocated to him. No refunds will be made after October 19, 2021.


6. ALTERATION TO EXHIBIT SPACE

While every endeavour will be made to adhere to the published layout of the Exhibition, the Organizers shall be entitled to vary the layout if, in their opinion, this is in the general interest of the Exhibition.


7. OCCUPATION OF EXHIBIT SPACE

The Exhibitor, agents, employees and contractors, may enter the Exhibition area for purposes for erecting and preparing his exhibit/s during the move-in as follows: Thursday November 18, from 8:00 - 11:00 am. All spaces must be complete and ready by 11:00 a.m. on November 18. In the event of an Exhibitor failing to take possession of allocated exhibit space, the charges for such allocated exhibit space will nevertheless remain due to the organizers. The organizers shall have the right to refuse to permit the Exhibitor to occupy or use the exhibit space until all sums due to the Organizers have been paid. The Exhibition will open on the hour outlined on the schedule. Spaces must be open for viewing and staffed during these hours. Upon being required to do so by the Organizers, the Exhibitor shall cease to employ at the Exhibition any servant of the Exhibitor who shall be guilty of any conduct, which, in the opinion of the Organizers, is prejudicial to the proper management of the Exhibition. The removal of exhibits and dismantling of space may not commence until 5:30 pm, Thursday, November 18.


While we encourage you to build business relationships and book events, you are prohibited from selling goods at the tradeshow.


8. SECURITY

CAFE will be under no liability for any loss or damage. Badges must be worn at all times by the Exhibitors.


9. SUBLETTING

Exhibit space cannot be sublet or shared without written permission from CAFE.


10. FIRE REGULATIONS

The Exhibitor must meet the requirements of the local Fire Department and the local hotel, including that all decorations and fabrics be fireproof.


11. ELECTRICAL REQUIREMENTS

Electrical services will be available to the Exhibitor at an additional fee.


12. ADDITIONAL BOOTH REQUIREMENTS

Information regarding the availability of additional booth services (audio/visual, phone, fax and network services) will be included with the Exhibitor Information Manual.


13. EXHIBIT SPACE CLEANING

The Exhibitor is responsible to the Organizers for seeing that the space is maintained in a clean and orderly state.


14. POSTPONEMENT OR ABANDONMENT

If the Exhibition is postponed, cancelled or abandoned by reason of war, fire, storm, explosion, national emergency, labour dispute, strike, lock-out, civil disturbance, inevitable accident, force majeure, the non-availability, either wholly or partially, of the Exhibition premises, or any other cause not within the control of the Organizers, the Organizers shall be under no liability to the Exhibitor in respect of any actions, claims, losses (including consequential losses) costs or expenses whatsoever which may be brought against or suffered or incurred by the Exhibitor, as a result of the happening of any such events. The Organizers also reserve the right in its absolute discretion to cancel the Exhibition, in which case, all monies will be refunded. If, by rearrangement or postponement of the period of the Exhibition, or by substitution of other premises, or in any other reasonable manner, the Exhibition can be carried through, the contracts for space shall be binding upon all parties, except as to the size, position, as to which any modification, substitution, or rearrangement considered necessary by the Organizers shall be determined.


15. FAILURE TO VACATE

If the Exhibitor, agents or sub-contractors should fail to remove all property or otherwise fail to vacate the Exhibition premises by 7:30 p.m. on Thursday, November 18 due to any cause whatsoever, the Exhibitor shall be fully responsible for any penalties imposed by the hotel or any other losses and costs incurred by the Organizers as a result of the Exhibitor failing to vacate the premises by the agreed time. The Organizers may remove any property of the Exhibitor left at the Exhibition Hall by the Exhibitor after the said time and the costs of such removal shall be paid by the Exhibitor to the Organizers on demand.


16. INSURANCE

The Exhibitor is responsible for obtaining exhibit insurance covering personnel; exhibit material, equipment on site/in transit, including fire and public liability insurance. CAFE will not accept liability or responsibility for any loss, damage or injury caused to anyone or anything by the Exhibitor or Exhibitor personnel. The Exhibitor shall be liable for any damage inflicted.


The Organizers undertake to give the fullest sympathetic consideration to the interests of the Exhibitors. Should any question arise which is not provided for within the terms of these Terms and Conditions, the Organizers' decision must be accepted as final where, in the Organizers' opinion, the needs of the correct conduct of the Exhibition make an immediate decision imperative.