EXPO Policy

Expo Marathon Policy

www.cpgexpo.ca / www.veganexpo.ca / www.gfexpo.ca

 

Product Guidelines:

All products sold at the expo must strictly adhere to category rules established by AHS, VCH and CFIA (e.g., Dairy-free, Nut-free, Gluten-Free, Vegan, Vegetarian, Halal, etc.). Products must be clearly labeled to include any potential allergens or dietary restrictions, complying with all relevant health and safety regulations for food preparation and handling.

Table Options:

6 ft Tables and covers are provided for all exhibitors with a small waste basket.

Payment:

Payment must be made via invoice; options and details will be provided on the invoice itself.

Late Payment Penalty: A late payment fee of 5% per week will be applied to all balances not settled by the due date specified on your invoice. This fee is designed to offset the additional administrative efforts and financial burdens incurred by late payments.

Note: Talk to us, if you are short on cash flow and need more time please communicate with us. Within reason we can probably find a solution that works for both of us.

Refund Policy:

All paid invoices are final sale, no refunds available. Refunds will only be issued if Expo Marathon cancels the event.

Important Dates:

  • Final Payment Due: All final payments for the expo are due by January 11th, 2025 for Calgary and December 11th for Vancouver.
  • Full Payment for Late Registrations: After November 15th, 2024 (Vancouver) and January 11th, 2025, if booth spaces are still available, exhibitors must pay the full booth fee upfront with no deposit option available.

Electricity:

If electrical power is needed for your booth, please indicate this requirement in your application. Additional charges for electricity will be specified in the application form, the convention centre will contact you closer to exhibition date to collect payment.

Cooking and Open Flame Policy:

  • Prohibitions: No cooking or open flames are allowed within the expo space.
  • Definition of Cooking: Any act of preparing food by baking, boiling, frying, grilling, heating, or roasting using any type of cooking equipment.
  • Definition of Open Flame: Any exposed flame used for lighting, heating, or cooking, which includes candles, torches, burners, and gas or charcoal grills.
  • Enforcement and Consequences: Violation of this policy will lead to immediate cancellation of your participation, and you may be asked to leave the expo space. We are not responsible for refunds or damages incurred due to non-compliance with this policy.
  • Inquiries: Please email us at expo.marathon@outlook.com if you have questions about what falls under this policy.

Health and Safety:

We prioritize the health and safety of all exhibitors and attendees. Ensure that your products are stored and displayed safely, and that appropriate hand sanitizing facilities are available.

Behavioral Policies:

Disrespectful behaviours such as verbal abuse, bullying, harassment, discrimination, threats, or violence are not tolerated. We enforce a zero-tolerance policy for such actions.

Acknowledgement of Traditional Land:

Expo Marathon acknowledges that this event is held on the traditional territory of the Blackfoot Confederacy (Siksika, Kainai, Piikani), Tsuut’ina Nation, and the Stoney Nakoda (Chiniki, Bearspaw, Wesley) Nations.

Inclusion and Non-Discrimination:

Expo Marathon is dedicated to creating a welcoming and inclusive environment for all exhibitors and attendees.

Liability:

Expo Marathon is not liable for any damages or losses incurred by exhibitors, including but not limited to theft, injury, or damage to property. Participants assume all risks associated with their involvement.

Third-Party Refund Policies:

Expo Marathon is not responsible for refund policies set out by Global Industries, BMO Center, and other subcontractors you may purchase services from. Please review the terms and conditions of these third-party services independently.

Insurance Requirement:

Exhibitors must include Expo Marathon as an additional insured on their insurance coverage. Further details will be provided during the exhibitor sign-up process.

Administrative Details:

  • Late Form Submission: AHS/VCA forms must be submitted on time. Late submissions may incur a fee of $65 CAD.
  • Late Payment Penalties: Late payments may result in late fees or exclusion from current and future events organized by Expo Marathon and/or its subsidiaries.
  • Discounted Invoices: Invoices that include any form of discount are considered final and are not eligible for refunds.

Social Media Engagement:

Exhibitors are required to promote their participation by sharing the designated event poster or an 'I'm an exhibitor' post on their Instagram story as the expo approaches. Failure to comply may affect their ability to participate, with no refund for the space.

Exhibitor Food & Beverage Policy

Vancouver Convention Centre

We want to ensure a successful and enjoyable experience for all exhibitors and attendees. Please note the following guidelines regarding the sale of food and beverages at the Vancouver Convention Centre:

  1. Prohibited Sales: Exhibitors are not permitted to sell food or beverages intended for immediate consumption if they conflict with the offerings of the Convention Centre’s bistro and food services. This includes items such as:
    • Mini warmed donuts
    • Sandwiches
    • Warmed soups
    • Salads
  1. Permitted Sales: You are welcome to sell packaged food items intended for consumption at home without any restrictions. Examples include:
    • Pepperoni sticks
    • Cereal boxes
    • Sliced bread
    • Jams and honey
    • Boxed cookies

 

Calgary BMO Centre

For exhibitors at the Calgary BMO Centre, please adhere to the following guidelines regarding food sales:

  1. Commission on Sales: Food items sold for immediate consumption within the centre are allowed, but a 30% commission will be charged to the BMO Centre. This applies to items such as:
    • Sandwiches
    • Warmed soups
    • Salads
  1. No Commission Items: Packaged food items intended for consumption at home may be sold without any commission. Acceptable items include:
    • Pepperoni sticks
    • Cereal boxes
    • Sliced bread
    • Jams and honey
    • Boxed cookies

 

 

Compliance with Policy:

Failure to adhere to any of the policies outlined above, including but not limited to the Cooking and Open Flame Policy, Health and Safety regulations, and Behavioral Policies, may result in immediate exclusion from the event currently signed up for, as well as potential exclusion from future events organized by Expo Marathon. Non-compliance will also lead to the forfeiture of any payments made, without eligibility for refunds. It is crucial for all participants to fully understand and comply with these rules to ensure a safe and productive environment for everyone involved.

Force Majeure Clause

In the event that the CPG Expo 2025 or Gluten-Free Expo 2025 (the "Event") is canceled, postponed, or otherwise altered due to circumstances beyond the control of the organizers, including but not limited to acts of God, natural disasters, fire, flood, severe weather conditions, war, acts of terrorism, civil disturbances, government regulations, pandemic, or any other emergency making it illegal or impossible to hold the Event, the organizers shall not be held financially liable for any damages or losses incurred by exhibitors, sponsors, attendees, or any other parties involved.

The organizers will make reasonable efforts to reschedule the Event or provide alternative arrangements, subject to availability and feasibility. In such cases, any payments made may be applied to the rescheduled Event or a future event, at the discretion of the organizers. No refunds will be issued under these circumstances.

Exhibitors, sponsors, and attendees are encouraged to secure appropriate insurance coverage to protect against potential losses arising from such cancellations or alterations.

By participating in the Event, all parties acknowledge and agree to this Force Majeure Clause and waive any claims against the organizers for any such cancellations, postponements, or alterations.

Contact Information:

For inquiries or further clarification on any of the policies, please contact us at expo.marathon@outlook.com

Full Name:_________________________

Business:__________________________

Address:___________________________

Signature:__________________________

Date:______________________________

Created September 25th, 2024 10:40 PM MST (Addition/Change: No refunds added) Edition 1.5

Previous versions available upon request.