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October 3-4, 2020: Vancouver Convention Centre, Hall A

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Exhibitor Manual for
The Franchise Expo – Vancouver

June 20 & 21, 2020
Vancouver, B.C.
Vancouver Convention Centre
East Building Hall A

Welcome and thank you for choosing to be a participant in The Franchise Expo - Vancouver. 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, June 19, 2020 at noon and management will be available to assist you for the duration of the Show.


Manual Quick Links

  1. General Information (Location, Dates, & Times)
  2. Check List
  3. Move-In Instructions
  4. Loading Docks
  5. Exhibitor Parking
  6. Vehicles on Show Floor
  7. Shipping & Deliveries
  8. Customs Broker
  9. Move-Out Instructions
  10. Show Decorator (Furniture & Display Rental)
  11. Booth Installation & Dismantle
  12. Booth Cleaning
  13. Electrical
  14. Telephone & Internet
  15. Audiovisual
  16. Hotel
  17. Food Sampling
  18. How to Work a Booth
  19. Lead Retrieval System
  20. Exhibitor Badges
  21. Free Admission Passes
  22. Show Guide Ads & Sponsorship
  23. Insurance
  24. Rules & Regulations

GENERAL INFORMATION

 

Show Location

Vancouver Convention Centre East
Hall A
1055 Canada Place
Vancouver, B.C.
V6C 0C3

MAP TO FACILITY

Show Dates & Times

Saturday, June 20, 2020 ~ 11:00 am – 5:00 pm
Sunday, June 21, 2020 ~ 11:00 am – 5:00 pm

Exhibitor Move-In Times

Friday, June 19, 2020 ~ 12:00 pm – 6:00 pm

Exhibitor Move-Out Dates & Times

Sunday, June 21, 2020 ~ 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

Joy Gallaiford
Tel: 905-477-2677 or 800-891-4859 ext. 284
Email: joy@nationalevent.com

Director of Operations

Dina Latina
Tel: 905-477-2677 or 800-891-4859 ext. 224
Email: dina@nationalevent.com

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CHECK LIST

 

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

CHECK LIST

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MOVE-IN INSTRUCTIONS

 

Move-in Times: Friday, June 19, 2020 ~ 12:00 pm – 6:00 pm

  • All exhibitors must officially register before setting up. Please come to the show office and staff will direct you to your booth.
  • All exhibits must be set up by 6:00 pm Friday. Exhibitors will not be permitted to set up during show hours.
  • Children 15 years of age or younger will not be permitted in the exhibit area during move-in, set-up, or tear down.

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LOADING DOCKS

 

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.

Dock level access is available. 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, aforklift will be available to you.  However, if you have excessive forklift requirements please contact Dina Latina (dina@nationalevent.com) to discuss your needs as a charge may apply.

MAP TO FACILITY

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EXHIBITOR PARKING

 

Our event is located in the East Building of the Convention Center; therefore, we recommend that you park in the West Park lot. To order a pass and get an advanced rate, please go to: http://canadaplace.westpark.com/reserve-a-space.html.

You will pick up your pass at the parking office when you arrive, once you have parked.

Enter at east side of building (foot of Howe Street) obtain ticket from dispenser & proceed to P1 or P2 for 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.

DIRECTIONS TO WEST PARK
RATES

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VEHICLES ON SHOW FLOOR

 

All vehicles must abide by the arrival and departure schedules and procedures established by Show Management. Please contact Dina Latina (dina@nationalevent.com) to arrange arrival time if you want to display a vehicle.

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.

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SHIPPING & DELIVERIES TO THE SHOW

 

Shipping Direct To Show: Friday, June 19, 2020

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 Dina Latina (dina@nationalevent.com) as charges may apply.

Please address shipments to:
Company Name, Booth Number
The Vancouver Franchise Expo
Vancouver Convention Centre East
Hall A
Via East Truck Route (at foot of Howe St.)
999 Canada Place
Vancouver, B.C.
V6C 3C1

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;

TWI Group
Owen Hickey
orders@twigroup.com
Direct Line: 905-812-1124 x 4023
Cell: 416-668-7990

TWI CUSTOMS & SHIPPING ORDER FORMS

 

EXCITING NEWS!

National Event Management is excited to announce that we have appointed TWI Group as our New Official Customs Broker and Transportation Carrier.

Our objective is to help provide you with efficient service as well as help reduce your costs.

During move in, TWI will have priority access as the first carrier permitted to deliver freight into the hall. If you use TWI, your shipment will be waiting by your booth when you arrive to set-up.

Using TWI During Move in will: 
-Save your time waiting for access to the loading docks.
-Save yourself stress driving a cube van through traffic.

Using TWI During Move out will:
Allow you to Pack up your booth and go.  TWI will collect your shipment right from your booth.  No waiting around for dollies, and loading dock access.  

TWI will arrange to load your booth onto their trucks and take care of your shipment, hassle-free.  

If you are doing multiple shows with us please do not forget to ask them about their special package pricing.

 

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 at no charge and deliver them to the show on move-in day.

Please address shipments to:
TWI C/O ABF FREIGHT/VANCOUVER FRANCHISE EXPO
17735 1st AVENUE
SURREY, BC, V3S 9S1

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

TWI Group
Owen Hickey
orders@twigroup.com
Direct Line: 905-812-1124 x 4023
Cell: 416-668-7990

TWI CUSTOMS & SHIPPING 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.

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CUSTOMS BROKER

 

TWI Canada is our designated official customs broker to coordinate customs clearance of goods destined for The Franchise Expo. 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:

TWI Group
Owen Hickey
orders@twigroup.com
Direct Line: 905-812-1124 x 4023
Cell: 416-668-7990

TWI CUSTOMS & SHIPPING ORDER FORMS

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EXHIBITOR MOVE-OUT INSTRUCTIONS

 

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 8:00 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.

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SHOW DECORATOR (TO ORDER TABLES, CHAIRS, ACCESSORIES, ETC.)

 

PRE-SHOW BOOKING DEADLINE: June 5, 2020

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:

Show Colours

  • Booth Drapes: Black
  • This is a multi-colour, carpeted hall

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

You can order online with show code “FRANCHISE20”. Click Here

FURNITURE & ACCESSORIES ORDER FORMS
PAYMENT FORMS

 

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BOOTH INSTALLATION & DISMANTLING

 

PRE-SHOW BOOKING DEADLINE: June 5, 2020

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 with show code “FRACHISE20”. Click Here

BOOTH INSTALLATION FORMS
PAYMENT FORMS

 

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BOOTH CLEANING

 

PRE-SHOW BOOKING DEADLINE: May 25, 2020

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 Call
(604) 647-7206
Fax (604) 647-7325

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 FORMS

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ELECTRICAL

 

PRE-SHOW BOOKING DEADLINE: May 25, 2020

Electrical is not supplied to your booth. If you require an electrical hookup, please complete the online order form here.

Please direct all questions to:

Vancouver Convention Centre
Call (604) 647-7206
Fax (604) 647-7325

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 FORMS

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TELEPHONE / INTERNET / WIFI

 

PRE-SHOW BOOKING DEADLINE: May 25, 2020

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
Call (604) 647-7206
Fax (604) 647-7325

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 FORMS

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AUDIO / VISUAL RENTALS

 

If you require audio visual equipment in your booth, please contact:

Arabesque Productions
Ken Muir
Tel: 604-816-0232
Email: arabesqueproductions@gmail.com

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HOTEL

 

More information to follow

 

 

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FOOD SAMPLING

 

PRE-SHOW BOOKING DEADLINE: May 22, 2020

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. You must first get approval from the Convention Centre before you apply for the Temporary Food Services Application.

Please send the below information to  Lincoln Hernandez (LHernandez@vancouverconventioncentre.com) at the Convention Centre a minimum of 3 weeks before the show to request sampling approval.

  • Company Name

  • Booth #

  • Booth contact person

  • Contact persons cell phone number

  • List of items you would like to sample

  • Specific dates you would like to sample

  • Is this item manufactured by your company directly?

     

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.

Please read the below “Guidelines”.

DO NOT COMPLETE THE TEMPORARY FOOD SERVICE FORM IF YOUR SAMPLE IS PREPACKAGED, DOES NOT REQUIRE HEATING, DOES NOT REQUIRE REFRIGERATION AND DOES NOT REQUIRE PREPARATION ON SITE. SAMPLES OF A BEVERAGE SERVED INTO A DISPOSABLE CUP DO NOT REQUIRE THAT YOU FILL OUT THE TEMPORARY FOOD SERVICE FORM.

If you are sampling a food or beverage product THAT DOES NOT MEET THESE CRITERIA, you must complete the Temporary Food Services Application and return it to Joy Gallaiford Joy@nationalevent.com no later than March 13, 2020.  We will submit all applications to the Health Department by the cutoff date.

There may be an additional charge for sink rentals dependent on what the Health Department requires for your sampling products.

VENUE GUIDELINES
CITY GUIDELINES
TEMPORARY FOOD SERVICES APPLICATION

 

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HOW TO WORK A BOOTH

 

Please review the "Tips for Success" pdf below for important information on how to make the most out of exhibiting with us!

TIPS FOR SUCCESS

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LEAD RETRIEVAL SYSTEM

 

We are now offering a new Lead Collection system at the Franchise Expo. This system uses any smartphone or internet enabled device (no scanners needed). Attendees contact info (name, email and cell if provided) will be pre-populated into the software to make your lead collection easy on-site and your post-show follow-up effortless.

Please send your completed order form to kristen@nationalevent.com if you would like to sign up for this system. Please note: This is not a complete list of attendees. It is a lead retrieval service to help you capture leads quickly and accurately.

LEAD RETRIEVAL ORDER FORM
HOW TO COLLECT LEADS

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EXHIBITOR BADGES

 

PRE-SHOW BOOKING DEADLINE: June 5, 2020

We have implemented a new automatic badge system to simplify the request process. Please follow this link to complete your badge request form. You will receive a confirmation email upon completion.

Exhibitors are provided with up to a maximum of 7 personalized name badges based on the size of your booth.

  • 10x10 booth - 3 booth staff
  • 10x20 booth - 5 booth staff
  • 300 feet or larger - 7 booth staff

Badges will be available for pick up at the Show Office during move-in and must be worn to gain admittance to the Show.

ONLINE BOOKING LINK

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FREE ADMISSION PASSES

 

Raise awareness of your franchising initiatives and increase traffic to your booth by distributing Customized FREE ADMISSION passes to the Show. There is no limit to the number of FREE passes you may distribute to your professional and personal databases.

Please email your high-resolution logo in jpeg, .eps, or .pdf format to Joy Gallaiford at joy@nationalevent.com.

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SHOW GUIDE ADS & 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. Speak to your sales rep for more information.

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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.

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RULES & REGULATIONS

 

Booth Display & Restrictions

 
Diagram #1: Sample of the drape provided for your booth Diagram #2: Sample of display allowance
 
Booth Drapes Sizing Booth Display Allowance
 
  • 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 Dina Latina dina@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.

Tape (Floor, Wall, and Carpet Damage)

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 Dina Latina, dina@nationalevent.com, 905-477-2677 or 1-800-891-4859 ext. 224.

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 its 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 Dina Latina, dina@nationalevent.com, 905-477-2677 or 1-800-891-4859 ext. 224.

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 Dina Latina (dina@nationalevent.com, 905-477-2677 ext. 224) regarding 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 Dina Latina (dina@nationalevent.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.

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