Welcome and Thank You for choosing to be a participant in the Vancouver Bike Zone . Please take a moment to read the exhibitor manual, which will provide you with all of the necessary information to help make your participation in the Show more profitable and enjoyable. The Show Office will be set up at BC Place Stadium - EAST AIRLOCK, on Friday February 13 th at 8 am and management will be available to assist you for the duration of the Show.
Please print a copy of this checklist to assist you in avoiding missed deadlines and eliminating any problems that you might possibly encounter at the Show.
Check List
National Event Management
#105 - 60 Renfrew Dr.
Markham, ON
L3R 0E1
Tel: (905) 477-2677 or (800) 891-4859
Fax: (905) 477-7872
BC Place Stadium
777 Pacific Blvd.
Vancouver, BC
V6B 2A8
Tel: (604) 669-2300
Saturday, February 14, 2009 10:00am - 6:00pm
Sunday, February 15, 2009 10:00am - 5:00pm
Friday, February 13, 2009 8:00 am - 8:00 pm
All exhibitors must officially register before setting up. Please come to the show office in the EAST AIRLOCK located on Griffiths Way, off Pacific Blvd. and staff will direct you to your booth.
All exhibits must be set up by 8:00pm Friday unless other arrangements have been made with the Show Manager. Exhibitors will not be permitted to set up during show hours.
Sunday, February 5, 2009 5:15 pm - 10:00 pm
All material must be removed by 10:00 pm
Three weeks prior to the show, you will be mailed 6 badges per 10x10 booth and 12 badges for a 10x20 booth or larger. The badges will not be personalized but will have your company name only. Please be sure to distribute these prior to move-in, to the people working in your booth, If for some reason you are unable to do so, bring the badges to the show office during move-in and arrange to have them picked up there. Badges must be worn at all times to gain entrance to the show.
SHOW SERVICES/FORMS
For savings please note the preshow deadline on each of the forms
Please return by fax to the number on the form.
FREIGHT CARRIER:
If you require product shipped to or from the show, Reimer is the official show carrier.
Reimer Express
Monday-Friday, 9:00am - 5:00pm EST
Tel: 1-800-387-6987 - Kelly Miller
after business hours, weekends & holidays
Tel: 1-800-531-EXPO
Reimer Order Form
NOTE: BC Place will NOT accept shipments prior to the Show move-in time.
PRE SHOW SHIPPING ( Shipping prior to February 13, 2009):
We recommend that you use Reimer if you need to ship prior to the show. As the official show carrier they will warehouse your materials for up to 30 days prior to the event and deliver to the show on move - in day. If a forklift is require to move the material to your booth, there will be a charge from Levy for the use of a forklift.
Be sure your shipment is labeled clearly.
BC Place Stadium
777 Pacific Blvd.,
Vancouver B.C. V6B 2A8
East Airlock
c/o the Outdoor Adventure Show
Company name
Booth number
If you choose not to use Reimer and use another shipper, you may ship to the Levy warehouse between January 14 2009 and Feb 11, 2009. They will then deliver to the show for move-in. Please see the materials handling form.
Address to:
Levy Show Services
3985 Still Creek Ave.,
Burnaby B.C. V5O 4E2
Outdoor Adventure Show
Company name
Booth number
SHIPPING DIRECT TO SHOW ON FEBRUARY 13, 2009
You may ship your materials directly to the show during move-in hours. During move in hours, show management will accept shipments on your behalf. If you require assistance moving your supplies from the dock to your booth, or a forklift, there will be one available.
Please address to:
BC Place Stadium
777 Pacific Blvd.,
Vancouver B.C. V6B 2A8
East Airlock
c/o the Outdoor Adventure Show
Company name
Booth number
Material Handling Order Form
Payment and Credit Card Authorization
An all inclusive booth accessory package is available which includes a draped booth, carpet, 1 6ft draped table, 2 chairs and an electrical outlet. If you did not order at the time of booking and wish to have this package, please contact your sales representative The attached form is for choosing colours only, once the package has been ordered.
* Do not complete service forms for these items.
The cutoff date for ordering the package, as well as choosing colours, is January 29, 2009. If the colour selection form is not completed by the due date, the default colours will be used; Carpet - grey, Table Skirting - white.
Substitutions to this package will not be accepted.
Booth Accessory Package
Levy Show Services
12340 Horseshoe Way
Richmond, BC V7A 4Z1
Tel: (604) 277-1726
Fax: (604) 277-1736
Show Colours
Booth Drapes - silver and green
Aisle Carpet - green
We have secured a preferred rate of $125.00 at The Hampton Inn and Suites.
The Hampton Inn and Suites
111 Robson St.
Vancouver, BC
V6B 2A8
Tel: (604) 602-1008 or (877) 602-1008
Fax: (604) 602-1007
When calling in a reservation, please quote group name "Outdoor Adventure Show"
Hotel parking is $17 per day. The hotel is within easy walking distance of BC Place.
If you are using the parking at BC Place a parking pass is available through Imperial Parking and must be sent back to them. Please be sure that you read this form carefully for the parking times and rates each day. This pass is available at lot # 457
This pass must be purchased for the entire duration of the show only. All other parking can be purchased from meters or the attendant, at the posted rate. Be sure that anyone working in your booth has access to this form.
There are only 80 passes available.
Imperial Parking
Tel: (604) 331-7288
Fax: (604) 685-9563
Parking Pass Form
Parking Map
City Parking Map
If you are planning on sampling a food or beverage product in your booth, please email particulars to
ddutto@bcpavco.com . Please note the sample sizes are limited to 2 ounces of liquid and I ounce container size of a food product.
Exhibitors must also comply with the local and regional health regulations.
Livingston Commercial is the official customs broker for the Show. Should you require their services, please contact their office directly.
Livingston Commercial
Tel: (604) 687-5535 or (800) 663-0301
Fax: (604) 687-1463
RULES & REGULATIONS
National Event Management Inc. will not assume responsibility for losses or damages incurred from pilferage or any other causes. Exhibitors should take all possible precautions to protect their own property, including insurance for liability insurance for liability within your booth space.
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 4ft. height. Any exception to this must have pre-approval from Show Management.
Prefab booth partitions must be finished on both sides. If they are not, please request drapes prior to the show.
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.
Displays, demonstrations or distribution of advertising materials, are not permitted outside the confines of your booth. The use of microphones is not permitted without prior management approval.
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 Lynn McVey at (905) 477-2677 or (800) 891-4859 ext 224.
All helium tanks brought into BC Place for use during any events must be stored and secured in an upright position. Approval for storage of helium tanks must be given by the Event Manager or Duty Manager.
Any internal combustion engines, vehicles or equipment must not contain more than one quarter (1/4) tank of gasoline or fuel and must be inoperable; e.g. battery and/or ignition disconnected. Fuel caps must be locked shut.
Animals and pets are not permitted in BC Place except as part of the show or exhibit. Exceptions are made for working Seeing Eye dogs, hearing dogs and PADS registered assistance dogs. All animals must be on a leash or in an enclosed pen and under control at all times. The owner takes full responsibility for her/his animal.