Welcome to the Exhibitor's Handbook
Thank you for choosing to exhibit at the HempFest Cannabis Expo!
Please review the Handbook carefully.
PLEASE NOTE THAT THE INFORMATION BELOW IS COPIED FROM THE "EXHIBITOR'S HANDBOOK", FROM YOUR CONTRACT.
HFC Productions Inc. welcomes and thanks you for choosing to be a part of our team. We encourage you to review, print off a copy and use the helpful tools below to assist in having a profitable, safe and enjoyable experience at the Expo. We will be ready for you to start setting up your booth at the Saskatoon's Prairieland Park on Friday, June 21st as early as 10am. We welcome you to come onto the show floor at this time, where Hempfest staff will be available to help you locate your booth and get you setup with your exhibitor passes.
The HempFest Exhibitor's Handbook has been developed as a general guideline to outline HempFest Cannabis Expo's policies and procedures for all attending exhibitors. It is a guide to assist you in becoming familiar with some of the privileges and obligations of your attendance. These guidelines are subject to modifications, amendments or revocation by HFC Productions Inc. at any time, without advance notice. Pleas note that every effort will be made to keep you informed of the HempFest Expo policies, and any relevant amendments. Please do not hesitate to contact us directly should you have questions about any of the information within the handbook.
HFC Productions Inc, will not assume responsibility for losses or damages incurred during the expo at any time. Exhibitors should take all possible precautions to protect their own property, including insurance for liability within your booth space if so desired. We hold Insurance for the event and Prairieland Park provides 24 hour security for the building.
All exhibitors will be required to sign an exhibitor contract prior to the event. The contract must be signed to attend the HempFest Expo and will ensure all parties are providing a safe and enjoyable show.
HFC Productions Inc expects its Exhibitors to adhere to a standard of professional conduct and integrity. This ensures that the Exhibition environment is safe, comfortable, and productive. Exhibitors should be respectful, courteous and mindful of attendees needs and personal information shared at the show.
***CANNABIS FREE ENVIRONMENT***
All exhibitors are prohibited from unlawfully distributing, possessing, or selling cannabis and or seeds and or oils at the HempFest Expo Exhibition. All packaging must be void of Cannabis, Seeds and or Oils and product demonstration with the use of cannabis is strictly prohibited. Anyone violating this policy may be subject to disciplinary action, up to and including removal from the exhibition without reimbursement. In addition exhibitors cannot sell Tetrahydrocannabinol (THC) products.
June 21, 22, 23 - 2019
Friday, 21st: Set up 10AM-5PM
Saturday, 22nd: Open to Public 12PM-6PM
Sunday, 23rd: Open to Public 12PM-5PM
Sunday, 23rd: Move out 5:15PM-8PM
(Overnight security provided)
503 Ruth Street West
Loading Docks are located at the rear of the Prairieland Park.
Parking for exhibitors at Prairieland Park is FREE.
We will be providing badges during move in for Exhibitors and their staff. Please wear your badge in a visible location during the expo for entry and while on the expo floor. We will provide a badge for each staff member you have. Please request the appropriate number of badges on arrival and return your badges at the end of the expo.
Friday, 21st (10am - 5pm). All exhibitors must register at the Registration Desk (located near the front door of the expo) prior to setting up your booth, located at Prairieland Park on the show floor. All exhibitors must be completely moved in, set-up and ready for show time by 11:45am on Saturday. Exhibitors may not set up during show hours.
Expo Staff/Sign-in booth
The HempFest Exhibitor Sign-in booth will be located on the show floor of Prairieland Park.
Hempfest employees will either be at this booth, or moving around the floor. Please come visit us if you have any questions, and we will be happy to help you navigate the expo floor.
SHIPPING YOUR EXHIBIT TO THE EXPO GROUNDS
Your Booth #_______
Your Company Name_______
503 Ruth St West
Day of Shipping (direct to show on June 21st, 2019)
You may ship your exhibit directly to the show on Friday, from 10am - 5pm. Our management can accept shipments on your behalf as long as our company name is included as a recipient. Please use "HFC Productions and or HempFest". The package will be held at the loading dock or at your booth until your arrival.
Advance Shipping (prior to June 21st, 2019)
Advance shipments will be accepted with appointment only. We will accept your advance shipment for an additional cost.
Please complete the form below. We will contact you with further instructions and pricing for your advanced shipment.
If you intend on sampling a food or beverage product, please contact us for permission and further information. Please fill out the SK Health Food Application form below and provide us with a short description of your requested booking. In many cases the form SK form is not required please contact us through the email form below.
Hotels within convenient distance:
Four Points By Sheraton
Hampton Inn South
*Best prices can be found on Priceline.com or equivalent bookings site.
VEHICLES + ANIMALS
Vehicles on the expo floor
Motor vehicles an/or gasoline powered equipment to be exhibited shall have the minimum fuel needed to move them in and out of show grounds. If you plan on bringing a vehicle to the show floor, please contact us using the form above to obtain consent for any vehicle or equipment requiring fuel of any type.
**VEHICLE MUST BE BOOKED PRIOR TO SHOW WITH HFC PRODUCTIONS**
Animals on the expo floor
Animals on the expo floor: Please inquire with us prior to bringing any animals onto the expo floor.
BOOTH ACCESSORIES + CLEANING
If you require booth accessories please select one of the options below. Booths are left empty so exhibitors can create their desired space. If the options below are not suitable please contact us for more elaborate booth accessories.
Handy Special Events will have your accessories set up and ready for you before move-in times. Please note it is up to you to purchase rental accessories.
On arrival, please ensure your booth accessories are correct. Notify HFC employees if something is amiss so it can be corrected.
***DEADLINE: Prices increase after June 6th, so please purchase before the deadline. Online booking will cease after the deadline and only on-site bookings will be accepted.
Note: All booths come equipped with 8' high back and side wall draping, compliments of HFC Productions Inc.
General Accessory Pricing (available for pre-purchase)
Table (8', skirted) - $100
1 standard electrical outlet - $131
Banner Hanging from ceiling - $150 (you provide the banner)
TV 47" with stand - $190 **Contact us
TV 72" with stand - $230 **Contact us
Carpet (10 x 10) - $120
Cocktail table - $120
Cocktail chairs (x2)- $120
Folding chairs (x2)- $30
Booth flooring, Furniture & Special accessories
If you need furniture or any special accessories, please contact us using the email form above. Please note the flooring in the venue is concrete.
**Contact us for Special Requests only.**
Shop for all other general accessories and electrical using the 'Shop for accessories' button above.
RULES + REGULATIONS
All signs and materials must stay within your rented booth space. Your space is described as 10'x10'x 8' Tall. If you wish to exceed the 8' height, permission is required prior to arrival from expo management.
Audio & visual
Must not disturb other exhibitors and/or expo PA they must be confined to your booth.
Tents & Canopies
All Tents MUST have a CSA certification tag attached to them. Without a tag of certification, your tent is NOT permitted in the venue. NO EXCEPTIONS. All tents over 10x10 and/or two 10x10s together require a fire alarm taped to the ceiling. We will have a limited amount of fire alarms on site, but we encourage to bring your own.
All Exhibitors, Expo Management, and Guests are obligated to abide by Fire code regulations for The City of Saskatoon. Expo management retains the right to refuse any materials or objects that do not meet current City of Saskatoon fire code. All tents, canopies or overhead structures must be fire retardant. All manufactured overhead structures must have a CSA tag on them. All overhead structures must have documentation that states they are in accordance with CSA and City of Saskatoon fire codes.
Balloons & other inflatables
All items classified as such need prior approval from show management.
Combustible & Compressed gasses
All items classified as such need prior approval from show management.
Sunday, June 23rd, 2019 (5:15PM - 8PM)
Move-out will begin once the show has closed and all visitors are out of the venue and the aisles are cleared. This will happen between around 5:15 pm. At this time, please calmly and efficiently remove all your exhibitor materials from the venue. All exhibitor material must be removed by 8 pm. Items left on the expo floor after move-out deadline will be removed and stored at owners expense for up to 1 week. After 1 week, the materials will become property of HFC Productions Inc.
You must leave your booth in the same condition as it was when you arrived. If you fail to do so, photographs will be taken and clean up costs may be charged out.
Free public Wifi is available throughout the venue. These Wifi services are Sponsored by HempFest Canada.
Electrical is NOT provided at your booth. If you require a electrical hookup please purchase a standard outlet below, if you have a special request for electrical please contact us with more details
DEADLINE: Prices increase 2 weeks prior to the Expo.
Standard: The most common household circuit is capable of delivering 12 amps, 120v 1500 watts.
SCROLL DOWN TO SHOP FOR ELECTRICAL