Welcome and thank you for choosing to be a participant in The BC Bike Show.

Please take a moment to read the exhibitor manual, which will provide you with all of the necessary information for the preparation and installation of your exhibit.  Processing your orders at your earliest convenience will allow us and the service-contractors time to provide you with the best possible rates & service.

The Show Office will be set up at the Vancouver Convention Centre, on Friday, March 1, 2024 at 9am and management will be available to assist you for the duration of the Show.

Table of Contents

GENERAL INFORMATION

Show Location

Vancouver Convention Centre East
Hall A  – East Building
999 Canada Place
Vancouver, British Columbia,
V6C 3C1

Show Dates & Times

Saturday, March 2, 2024  | 10:00 am – 6:00 pm
Sunday, March 3, 2024  | 10:00 am – 5:00 pm

Exhibitor Move-in Times

Friday, March 1, 2024  | 9:00 am – 8:00 pm

Exhibitor Move-Out Dates & Times

Sunday, March 3, 2024 |  5:00 pm – 8:00 pm

Produced By

National Event Management
Suite #102
260 Town Centre Blvd.,
Markham ON
L3R 8H8
Tel: (905) 477-2677 or (800) 891-4859
Fax: (905) 477-7872

Exhibitor Coordinator

Estelle Aliwalas
905 477-2677 or (800) 891-4859 Ext 287
Email: estelle@nationalevent.com

Exhibitor Checklist

Please print a copy of this checklist to assist you in planning for the Show. To take advantage of “early booking discounts” please note booking deadlines.

CHECKLIST

AUDIO / VISUAL RENTALS

PRE-SHOW BOOKING DEADLINE: February 9, 2024 

If you require audio visual equipment in your booth, you can place your order online with Proshow by clicking here

Please direct all questions to:
Vancouver Convention Centre
+1-604-647-7480
exhibitservices@vancouverconventioncentre.com

ONLINE ORDERING LINK

Booth Accessory Packages

PRE-SHOW BOOKING DEADLINE: January 26, 2024 

An all-inclusive, booth accessory package is available which contains: a draped booth, 1 black-skirted table (6 feet long x 30 inches high), 2 chairs, and an electrical outlet. If you did not order at the time of booking and wish to have this package, please complete the order form below.

There are no substitutions to this package. All packages regardless of booth size contain 1 table and 2 chairs. If required, additional furniture can be ordered through the Show Decorator at their usual rates.

ALL-INCLUSIVE BOOTH ACCESSORY ORDER FORM

BOOTH CLEANING

PRE-SHOW BOOKING DEADLINE: February 9, 2024 

Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming please complete the online order form here.

Please direct all questions to:
Vancouver Convention Centre
+1-604-647-7480
exhibitservices@vancouverconventioncentre.com

ONLINE ORDER LINK

BOOTH INSTALLATION & DISMANTLING

PRE-SHOW BOOKING DEADLINE: February 9, 2024 

Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited.

Exhibitors are encouraged to remove small items and open cases of products from the show floor first. Show Management will take all reasonable security precautions, but immediate removal of these items is the best way to prevent pilferage.

Should you require assistance setting up or dismantling your booth, please submit the below forms to;

Levy Show Services
Tel: 604-277-1726
Fax: 604-277-1736
Email: operations@levyshow.com

You can order online by Click Here. 

• You will be prompted to either register as a new exhibitor OR sign in as a returning exhibitor
• If you do not know your booth number please enter “0” (zero)
• Online ordering available until February 23, 2024

BOOTH INSTALLATION & DISMANTLE ORDER FORM
PAYMENT FORMS
ONLINE ORDERING LINK 

Coupon

Prior to the show we will email you an electronic discount coupon, so that your database of clients, friends and followers can purchase tickets at a discounted rate. Coupons are a valuable pre-show marketing tool that gives you added exposure and raises awareness to increase traffic to your booth. There is no limit to the amount of times that you may share with your database and social media network.

We would also like to offer a customized e-coupon that includes your logo for you to e-mail to your database and post to all of your social media channels to promote your presence at the show! Please complete the form below and upload a high-resolution logo in .jpeg, .eps, or .pdf format. The completed custom coupons will be distributed approximately 2-3 weeks before the show.

CUSTOM COUPON REQUEST FORM 

DEADLINE OF LOGO SUBMISSIONS: February 1, 2024 

CUSTOMS BROKER

Cross Connect Customs & Logistics is our designated official customs broker to coordinate customs clearance of goods destined for The BC Bike Show. Please make sure you contact them at least one month prior to the event in order to arrange your custom needs.

If you have any questions please contact:
Pat D’Alessandro
info@crossconnectcl.com
Cell: 416-726-7229

CROSS CONNECT ORDER FORMS

Electrical

 BOOKING DEADLINE: February 9, 2023  

Electrical is not supplied to your booth. If you require an electrical hookup, please order online here: https://bcpavco.ungerboeck.net/prod/app85.cshtml?AppCode=COE&CC=1&OrgCode=02

Please direct all questions to:
Vancouver Convention Centre
+-604-647-7480
exhibitservices@vancouverconventioncentre.com

ONLINE ORDER LINK 

Exhibitor Badges

Each exhibitor will be provided 6 exhibitor badges, badges will have company name on them. You can pick up your badges on move in day at the exhibitor check in desk. Badges must be worn at all times to gain entrance to the show.
Badges will have your company name only and should be picked up at the show.

Food Sampling

 BOOKING DEADLINE: February 2, 2024

The Vancouver Convention Centre retains the exclusive right to provide and control all food & beverage services for any event held at the Vancouver Convention Centre.

Exhibitors May only produce samples of product that they serve and/or produce for the purpose of promoting their merchandise.

Please send the below information to Roya Roohi:  RRoohi@vancouverconventioncentre.com & estelle@nationalevent.com by February 2, 2024.

1. Booth Number:
2. Booth Name:
3. Company Name:
4. Point contact for booth:
5. Point contact persons cell phone number:
6. Items you would like to sample:
7. Dates of sampling:
8. Will you be making your item on-site or will it be pre-package?

Exhibitors must agree to the following:

• Sampling is limited to 4 ounces of liquid and 1 ounce of food – the product must be made and or manufactured by your company.

Those exhibitors approved for product sampling must be 100% self-sufficient on the show floor with all necessary equipment required for service. The Vancouver Convention Centre does not rent equipment or permit use of the facilities fridges/freezers. Power for your booth can be ordered through VCC Exhibitor Services.

VENUE GUIDELINES

PUBLIC HEALTH APPROVAL:

If you are sampling a food or beverage product, you must complete the Temporary Food Services Application and send it to Estelle Aliwalas (estelle@nationalevent.com )

If you are handling food at your booth you will require a temporary hand washing station (See example attached) If handling raw meat, fish or poultry – a full sink with hot and cold running water under pressure is required.

If you have any questions regarding the application process, please contact Estelle Aliwalas estelle@nationalevent.com

TEMPORARY HANDWASHING STATION EXAMPLE
CITY GUIDELINES
TEMPORARY FOOD SERVICES APPLICATION

Free Admission Passes

Prior to the show, 15 free admission passes will be mailed to the shipping address provided on your contract. These passes may be used to invite your clients or special guests to the show. They are not to be handed out on site unless you are leaving them at the Will Call desk. Please email your sales representative if you would like to provide an alternate mailing address for the tickets.

We will also be e-mailing you a unique promo code that is valid for 10 free ticket registrations to share with people you would like to digitally invite as special guests.

You can also distribute a customized FREE Admission Pass to promote your participation at the show.

If you are interested, Please complete the form below and upload a high-resolution logo in .jpeg, .eps, or .pdf format. The completed custom coupons will be distributed approximately 2-3 weeks before the show.

CUSTOM COUPON REQUEST FORM 

DEADLINE OF LOGO SUBMISSIONS: February 1, 2024 

Hotel

Rooms and discounted rate will be available until hotel is sold out. We have obtained a group rate of $279.00 + taxes at The Pan Pacific Vancouver.

Pan Pacific Vancouver
300-900 Canada Place
Vancouver, BC
V6C 3B5

Reservations may be made by booking online here. 

RESERVATION ID: TOAG0224

Please note the cancellation policy:
NO FEE:   UP TO 72 HRS
FEE: WITHIN 72 HRS (AS BELOW)
NO SHOW: 1 NIGHT ROOM AND TAX PLUS 50% ROOM REVENUE FOR ANY REMAINING NIGHTS
EARLY DEPARTURE FEE – 50% ROOM REVENUE REMAINING NIGHTS UNLESS NEW DEPARTURE CONFIRMED AT CHECK IN

To receive this rate, you must mention that you are with The Outdoor Adventure & Travel Show & BC Bike Show when booking.  Rates cannot be changed at check-in/check-out times if you fail to identify your affiliation at the time of booking.

ICE

FORMS SUBMISSION DEADLINE: February 9, 2024 

If you require ice, please follow this link here Ice ordering is under catering section, 

Please direct all questions to:
Vancouver Convention Centre
+1-604-647-7480
exhibitservices@vancouverconventioncentre.com

ONLINE ORDER LINK

Insurance

Insurance for booth/show

Exhibitors must have their own liability insurance covering a minimum of $1 million in damages. Please list National Event Management as “additional insured”.

Transportation Insurance

Show Management is NOT responsible for damages caused during the transportation of your products.  We strongly recommend purchasing transportation insurance when booking your shipments.

Liability

Exhibitors will be liable for, will indemnify, and will hold harmless Show Management from any loss or damage whatsoever occurring to, or suffered by, any person or company. This includes, without limiting the generality of the foregoing, exhibitor, other exhibitors, management, the owners of the building and their respective agents, servants and employees, and members of the public attending the show, either (a) on the said space or (b) elsewhere. Neither the facility nor Show Management will be responsible for loss or damage to persons, exhibits, or decorations by fire, accident, theft, or any cause while in the exhibition buildings.

Insurance Supplier
If you do not already have insurance for the show, you may contact:

Exhibitor Insurance
Phone: 905-695-2971
Toll Free: 1-866-836-9066
info@exhibitorinsurance.com

Exhibitor Insurance Brokers.com is offering a special price for the show at $175 + taxes. Please click on the link here to access their form: 
ONLINE EXHIBITOR INSURANCE  

If you prefer, you may also fill out the form below and send to info@exhibitorinsurance.com.

EXHIBITOR INSURANCE FORM

Loading Docks

The VCC has a loading dock management system powered by Voyage Control.

This complimentary service helps you to reserve a time slot for moving your materials directly in/out of the VCC loading dock. This seamless loading dock management system not only saves you time, but also helps to reduce Co2 emissions in local area.

Health & Safety requires each exhibitor to wear a safety vest during move-in & move – out. Safety vests are available for purchase on the VCC online ordering platform and will be stored at the Service Desk/Exhibit Services Office for pickup during event move-in. Alternatively the VCC  vending machines available throughout the Vancouver Convention Centre offering safety vests for purchase.

YOU WILL BE CONTACTED CLOSER TO EVENT WITH BOOKING INSTRUCTIONS.

Dollies and a pump truck will be available for your use. If you require a forklift to move material from the dock to your booth, a forklift will be available to you.  However, if you have excessive forklift requirements please speak with Haelee Jones (haelee@nationalevent.com )  to discuss your needs.  A charge may apply. Each freight elevator can hold up to 10,000 lb.

Deliveries for the East building should be directed to the East truck route located at the foot of Howe Street where it meets 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.

The loading area consists of three loading bays, which can accommodate trailers up to 30′ (9.14 m) in length. All three bays have levelers. Loading dock clearance is 13’10” (4.22 m) high, 12′ (3.66 m) wide. Exhibit Halls A & C have limited drive-on access through roll-up doors for full-sized trailers.

Measurements of roll-up doors are as follows: East Exhibit Hall A: 19′ (5.79 m) high, 17’6″ (5.33 m) wide

Maximum length of vehicles for drive-on access to exhibit halls is as follows: East Exhibit Hall A: 60′ (18.29 m)

Please do not deliver freight or load and unload at hotel entrances or elevators.

East Loading docks can NOT accommodate any transport vehicles larger than a 5 ton truck. A pup or 53’ trailer will not have access to loading docks.

Move-In Instructions

Move-in Times: Friday, March 1, 2024   |  9:00 am – 8:00 pm

• All exhibitors must officially register before setting up. Exhibitors will not be permitted to set up during show hours.
• All exhibits must be set up by 8:00 pm Friday. 
• The aisle carpet will be in place Saturday morning. Dollies and carts WILL NOT be permitted on the carpet.  Hand-carried items only may be brought in on Saturday.
• Children 15 years of age or younger will not be permitted in the exhibit area during move-in, set-up, or tear down.

If you can hand-carry your material to your booth, we encourage you to do so.  Simply park in the Convention Centre Parking garage and use the elevators to bring your material to the show floor.  This will avoid line-ups for you.

You are able to drive onto the show floor via the East truck route located at the foot of Howe Street where it meets Canada Place. However, please anticipate delays with this option

Move-out Instructions

Move-out Times: Sunday, March 3, 2024  | 5:00 pm – 10:00 pm

Please note that move-out will begin once the show has closed, the aisles are cleared and the aisle carpets removed. If you are able to hand carry your supplies out to your car, we encourage you to do so. Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited. 

All material must be removed by 10:00 pm

Items left on the show floor after move-out time will be forced off the floor. Show Management reserves the right to reroute shipments that are not picked up or refused by carriers. Should this occur, you will be responsible for any charges incurred.

Exhibitors are encouraged to remove small items and open cases of products from the show floor first. Show Management will take all reasonable security precautions, but immediate removal of these items is the best way to prevent pilferage.

Parking

Our event is located in the East Building of the Convention Center; therefore, we recommend that you park The Canada Place parkade this is managed by Indigo Parking (Lot: #34, Tel:604-684-2251; Fax: 604-684-2254; Toll Free: 1-866-856-8080; Email: canadaplace@group-indigo.com).

Located at the north end of Howe Street at Canada Place, this two level self-pay parking facility has 750 stalls and is accessible 24 hours per day from the Canada Place entrance. Entrance and exit is off of Canada Place at the foot of Howe Street with an additional exit to Waterfront road on P2. Vehicle clearance is 6’6″. Indigo offers solutions for parking needs ranging from short term visitors to monthly parkers, hotel guests, event exhibitors and cruise ship guests. For current rate information, please see: http://www.vancouverconventioncentre.com/visiting/parking

Use Convention Centre/Hotel elevators (not World Trade Centre elevators)

For Convention Level: Press “G” for Registration, Ballrooms & Exhibits. For Meeting Rooms: Press “M” If arriving from alternate parking locations, enter the Vancouver Convention Centre through the lobby doors located to the west of the hotel entrance.  Ballrooms and Exhibition Halls are at lobby level.

Plumbing

BOOKING DEADLINE: February 10, 2023

If you require ice, please complete the online order form here.

Please direct all questions to:

Vancouver Convention Centre
Samantha Whitehead
swhitehead@vancouverconventioncentre.com
1-604-647-7480

The Vancouver Convention Centre is going paperless. A $30.00 charge will apply for anyone who chooses to print forms off of the website and submit them manually. There is no fee to use the online ordering platform.

ONLINE ORDER LINK

Rules & Regulations

Diagram #1: Sample of the drape provided for your booth
Diagram #2: Sample of display allowance

Upright banners & products must be within 4’ from the back drape, and a maximum of 8’ high. The front 6’ of the booth must be clear above 4’.

Booth Display & Restrictions

• Diagram#1 shows the drapes that are provided as a part of your booth cost.
• Diagram#2 shows the allowed clearance for displays, banners, and products within your booth.
• No exhibit may exceed a maximum height of 8 ft.
• Side panels 8 ft. high, must not exceed a depth of 4 ft. extending from the back of the display.
• The remainder of the 6 ft depth from the front of the booth must not exceed a 4 ft. height.
• Any exceptions to this must have pre-approval from Haelee Jones (haelee@nationalevent.com ) .

Prefab booth partitions must be finished on both sides. If they are not, please request drapes prior to the show.

Signage

No signage or material may be extended above the 8ft height at the back of your booth nor hung from the ceiling or across the aisle, without approval from Show Management. All signs must be printed on one side only. Your brand messaging can only face the inner walls of your exhibit space.

Carpet or Flooring

Carpet or Flooring is mandatory for all exhibits. You can use the show decorator below or you are welcome to bring in your own at your own cost. See Tape Restrictions below.

Tape (Floor, Wall, and Carpet Damage)

This only applies to companies that choose to place carpet or flooring on top of the existing carpet.

This only applies to companies that choose to place carpet or flooring on top of the existing carpet.
It is important that you use the proper carpet tape in your booth. If you do not use the correct tape there will be a charge for tape removal.
Here are the models of two-faced tapes that are authorized by the facility.

• Polyken 105c LPDE
• Scapa 274004
• DC W002A

If you bring your own carpet, you must adhere to the above Tape Restrictions. If you do not have the proper tape, please notify Show Management before installing your carpet or tiles.

If you would like to install your carpet on top of the existing carpet, please contact Haelee Jones (haelee@nationalevent.com )

Restrictions for Booth Installation

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 may not fasten the coverings to the building floor. It is suggested that building paper or the approved tape (Polyken 105c LPDE OR Scapa 274004 OR DC W002A) is used instead.

Demonstrations/Distributions

Displays, demonstrations or distribution of advertising materials, are not permitted outside the confines of your booth. If audio visual equipment is used, the sound must be subdued to such an extent as to ensure it’s having no nuisance effect on neighbouring exhibitors. The use of microphones is not permitted without prior management approval.

Fire Regulations

All exhibitors planning to use any type of fuel (such as gas, oil, helium gas, or propane) in their exhibits are requested to contact Show Management. All displays or exhibited materials must be fireproof to conform to Federal, Provincial/Sate, and City Fire Laws.

National Event Management is obligated to abide by the Fire Code regulations in each city. We therefore retain the right to refuse any material or object that does not confirm to code. If you have a question or need information re the Fire Code please contact Haelee Jones (haelee@nationalevent.com )

FIRE REGULATIONS

Animals in the Show

The facility’s policy prohibits the presence of animals unless they are used as a working dog for the blind. Permission must be obtained from the facility for any exception. Please contact Haelee Jones (haelee@nationalevent.com )  regarding approval and the necessary forms.

Helium Balloons

Helium balloons are prohibited in most venues. There is a large retrieval fee, charged to the exhibitor when balloons are lost. Please contact Haelee Jones (haelee@nationevent.com )  if you wish to use helium balloons in your display.

Mechanical Conveyances

Mechanical Conveyances such as electric carts, scooters, or bicycles will not be allowed in the aisles during the show hours. The only exceptions to this rule will be in the case of handicapped persons visiting the show, or those with authorization from Show Management.

Non-Compliance

National Event Management reserves the right to make changes, amendments, and additions to the rules and regulations without notice, as considered necessary to the efficient and proper conduct of the show. Interpretation of these rules and regulations shall rest with Show Management and non-compliance can result in ejection of the offending exhibitor or in the closing of his/her exhibit.

SHIPPING & DELIVERIES

Shipping Direct to Show: Friday March 1, 2024

PLEASE NOTE: The facility will NOT accept shipments prior to the Show move-in date. Show Management will sign for the delivery on your behalf during move-in hours only.  Your materials will be left at the dock until you arrive.  To move your items to your booth space, pump trucks and dollies will be available at no charge.  Should you require assistance or the use of a forklift, please contact Haelee Jones (haelee@nationalevent.com )  as charges may apply.

Please address shipments to:

Company name Booth number
c/o The Outdoor Adventure Show & BC Bike Show
Vancouver Convention Centre East
Hall A
999 Canada Place
Vancouver BC
V6C 0C3

The most cost-effective way to ship your items to the show is to arrange delivery during move in hours with our Official Show Carrier;

Cross Connect Customs & Logistics
Pat D’Alessandro
info@crossconnectcl.com
Cell: 416-726-7229

CROSS CONNECT ORDER FORMS

Pre-Show Shipping

If you choose the official show carrier as your freight carrier, they will warehouse materials for up to 30 days prior to the Show and deliver them to the show on move-in day.

To request a quote, please complete the below order form and email to:

Cross Connect Customs & Logistics
Pat D’Alessandro
info@crossconnectcl.com
Tel: 416-726-7229

CROSS CONNECT ORDER FORMS

Shipping enquiries must be finalized 14 days prior to show move in date. Be sure your shipment is labeled clearly.

You may choose to use another carrier however, keep in mind that not all carriers deliver and pick up during our scheduled move in/move out times.

Show Decorator (to order tables, chairs, accessories, etc.)

PRE-SHOW BOOKING DEADLINE: February 9, 2024 

Carpet, 8ft back drape and 3 ft side drape are supplied for your exhibit space. If you require tables, chairs or additional booth supplies, these items can be rented from the Show Decorator.

To complete your order online, click here 

• You will be prompted to either register as a new exhibitor OR sign in as a returning exhibitor
• If you do not know your booth number please enter “0” (zero)
• Online ordering available until February 23, 2024

Show Colours

• Booth Drapes : Black
• Aisle Carpet: TBD

Please direct all questions to:
Levy Show Services
Tel: (604) 277-1726
Fax: (604) 277-1736
Email: operations@levyshow.com

You can also submit the below order forms to operations@levyshow.com

FURNITURE & ACCESSORIES ORDER FORMS
PAYMENT FORMS
ONLINE ORDERING LINK

Show Guide Ad & Sponsorship Opportunities

There are a number of ways to increase your brand awareness at our shows. Additional ad space is available in our Show Guides that are distributed to attendees and sponsorship recognition includes show guide space, on-site signage, & online presence. Please email bikeshow@nationalevent.com for more information.

Signage Installation

ORDER DEADLINE: February 9, 2024

If you require the hanging of banners from the ceiling and/or rigging of equipment in your booth, please complete the online order form here.
Please direct all questions to:

Vancouver Convention Centre
+1-604-647-7480
exhibitservices@vancouverconventioncentre.com
ONLINE ORDER LINK

Please note that your banner and booth structure should be limited to the space directly above your booth. Any other configurations would need to be approved by Show Management prior to the show

Telephone / Internet / WIFI

BOOKING DEADLINE: February 9, 2024 

If you require a telephone or internet line, or access to WIFI in your booth, please complete the online order form here 

Please direct all questions to:
Vancouver Convention Centre
+1-604-674-7480
exhibitservices@vancouverconventioncentre.com

ONLINE ORDER LINKS

Vehicles on Show Floor

DEADLINE FOR APPLICATION: February 2, 2024

All vehicles must abide by the arrival and departure schedules and procedures established by Show Management.  Please contact Haelee Jones (haelee@nationalevent.com ) with vehicle make/ model, height, width, and length  for approval.

When motorized vehicles are approved for use, a protective sheet of visqueen, tarpaulin or comparable material May be required to eliminate damages from leaks of gas, oil, etc., at the exhibitor’s expense.

Measurements of roll-up doors are as follows: East Exhibit Hall A: 19′ (5.79 m) high, 17’6″ (5.33 m) wide

Maximum length of vehicles for drive-on access to exhibit halls is as follows: East Exhibit Hall A: 60′ (18.29 m)

Any vehicles to be displayed are subject to the following conditions:

• Fuel tanks must not be more than 1/4 full
• Fuel caps must be taped or locked shut
• Drip pans must be placed under vehicle
• Ignition must be disabled or the vehicle locked and hood inoperable from the outside of the vehicle
• Keys must be left with guest services
• Vehicles equipped with pressurized nitrous oxide tanks must have the tanks emptied prior to display in the facility.
• For safety reasons the use of spray bottles for cleaning and detailing of display vehicles is prohibited inside as the overspray can create a slippery and therefore dangerous floor surface.

Exhibitors are responsible for oil, grease, or any general damage to the carpeted area.

Exhibitors must provide a set of keys, the contact name, and phone number of the person responsible to remove the vehicle(s) to Show Management.