2020 VENDOR APPLICATION GUIDEBOOK - Spruce Meadows
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2020
VENDOR APPLICATION
GUIDEBOOK
TABLE OF CONTENTS About Team Events Application Process Payment Show Service Provider Booth Displays Prohibited Food Vendors Application Process Customs Broker Pre-Event Shipping Post-Event Shipping
THE TEAM
Linda Marek, Manager, Exhibits
Lisa Murphy, Coordinator, Exhibit Sales
For all questions and inquiries please contact us at:
Exhibit.programs@sprucemeadows.com
NOTE: Preferred form of correspondence is email
Linda Marek 403-974-4268
Lisa Murphy 403-974-4263
Exhibit Office (During Event) 403- 974-5863
Main Switchboard 403-974-4200
3
‘NATIONAL’ MARKET
MARKET DATES June 6 & 7, 2020
MOVE-IN & SET-UP June 5, 9:00 a.m.–8:00 p.m.
FOCUS Preference for health, wellness, and artisan (home made, grown, or baked)
HOURS Saturday 10:00 a.m.–6:00 p.m.
Sunday 10:00 a.m.–5:00 p.m.
MOVE-OUT June 7, 5:00 p.m. onward.
Vehicles will not have access for move-out on final Sunday until foot traffic has diminished approx. 5:30 p.m.
Security is operational during closed hours only. There isn’t any security on Sunday after 10:00 a.m.
IMPORTANT DATES FOR THE ‘NATIONAL’
April 21 Booth fees due in full for ‘National’ vendors and Vendor Village Vendors.
April 21 Last day to cancel ‘National’ and receive a refund of fees minus $100.00 admin fee.
April 21 Last day for ’National’ Food Vendors to submit AHS forms
May 19 Last day for best price to order booth supplies from Superior Show Services for ‘National’.
D R A P E D B O O TH : $400
10’ x 10’ draped booth
Skirted 2’ x 8’ Table
1,000W 110 VAC Outlet
5’
1 2 3 4 5 6 7 8 9 10 11
Door
8'
Door
5’
12 13 14 15 16 17 18 19
20 21
Door
4'
Door
spruce meadows baking challenge,
presented by atco blue flame kitchen
10'
sponsored
area
10'
4
Presented by Rolex
CSI 5H
CSI YH1H
June 4–7
A U NI QUE OPP ORT UNIT Y
Höcker Tent for ‘National’ Exhibit dates. Fully
enclosed 700 sq. ft. hexagonal structure that
offers exceptional product display & flexibility.
HÖCKER TENT: $1,980
Max . S p a n Wi d t h : 10m
Max . E a ve H e i g h t : 3m
Max : S q u a r e F o o tage: 700ft.
Floor plans, specifications, and pricing are subject to change without notice. Please contact your
Spruce Meadows Representative for more information. Pricing shown does not include GST or administration fee. E&O.E.
5
VENDOR VILLAGE
MARKET DATES June 4–July 5, 2020
MOVE-IN & SET-UP May 25–June 3
MOVE-OUT July 7, 5:00 p.m. onward
HOURS Operational 30 minutes before, during, and 30 minutes after competitions. Open at
vendor discretion during non-competition days.
Vehicles will not have access for move-out on final Sunday until foot traffic has diminished approx. 5:30 p.m.
Security is operational during closed hours only. There isn’t any security on Sunday after 10:00 a.m.
IMPORTANT DATES FOR VENDOR VILLAGE
April 21 Booth fees due in full for Vendor Village Vendors.
April 21 Last day to cancel Vendor Village and receive a refund of fees minus $100.00 admin fee.
May 19 Last day for best price to order booth supplies from Superior Show Services.
Commitment date of June 4 to July 5
Offer includes 1 Höcker Tent for said dates plus 2
Booths in the Equi-Plex at the Spruce Meadows ‘Masters’
Tournament in September.
HÖCKER TENT: $15, 950
Ma x. S p a n Wi d th : 1 0 m
Ma x. E a ve H e i g h t: 3 m
Ma x: S q u a r e F o ota g e : 7 0 0 ft.
6Presented by Rolex Presented by Rolex
CSI 5H CSI 5H CSIO 5H
CSI YH1H CSI YH1H
June 4–7 July 1–5 Sept. 9–13
Floor plans, specifications, and pricing are subject to change without notice. Please contact your
Spruce Meadows Representative for more information. Pricing shown does not include GST or administration fee. E&O.E.
7‘NORTH AMERICAN’ MARKET
MARKET DATES July 3–5
MOVE-IN & SET-UP July 2, 9:00 a.m.–8:00 p.m.
FOCUS Preference for Camping, Home & Garden, Artisan (home made, grown, or baked)
HOURS Friday 12:00 p.m.–7:00 p.m.
Saturday 10:00 a.m.–6:00 p.m.
Sunday 10:00 a.m.–5:00 p.m.
MOVE-OUT July 5, 5:00 p.m. onward
Vehicles will not have access for move-out on final Sunday until foot traffic has diminished approx. 5:30 p.m.
Security is operational during closed hours only. There isn’t any security on Sunday after 10:00 a.m.
IMPORTANT DATES FOR ‘NORTH AMERICAN’
May 19 Booth fees due in full for ‘North American’ vendors.
May 19 Last day to cancel ‘North American’ and receive a refund of fees minus $100.00 admin
fee.
May 19 Last Day for ‘North American’ Food Vendors to submit AHS forms
June 22 Last day for best price to order booth supplies from Superior Show Services for ‘North
American’.
8Presented by Rolex
CSI 5H
CSI YH1H
July 1–5
HORIZONS PAVILION BOOTH 10’ X 10’: $5 0 0
5’ X 10’: $3 0 0
spruce meadows BBQ challenge,
presented by atco blue flame kitchen
1 2 3 4 5
Door
Door
6 7 8
9 10 11 12 13
Door
14 15 16 17 18 19 20 21
Door
22 23 24 25 26 27 28 29 30 31 32
A U NI QUE OPP ORT UNIT Y
Höcker Tent for ‘North American’ Exhibit dates.
Fully enclosed 700 ft2 hexagonal structure that
offers exceptional product display & flexibility.
HÖCKER TENT: $1,980
Max . S p a n Wi d t h : 10m
Max . E a ve H e i g h t : 3m
Max : S q u a r e F o o tage: 700 ft 2
Floor plans, specifications, and pricing are subject to change without notice. Please contact your
Spruce Meadows Representative for more information. Pricing shown does not include GST or administration fee. E&O.E.
9‘MASTERS’ MARKET
MARKET DATES September 9 – 13, 2020
LARGE ITEM MOVE IN September 4, 9:00 a.m.–5:00 p.m.
MOVE-IN & SET-UP September 7, 9:00 a.m.–5:00 p.m. and September 8, 9:00 a.m.–8:00 p.m.
HOURS Wednesday 11:00 a.m.–5:30 p.m.
Thursday 11:00 a.m.–5:30 p.m.
Friday 11:00 a.m.–8:00 p.m.
Saturday 10:00 a.m.–6:30 p.m.
Sunday 10:00 a.m.–6:00 p.m.
MOVE OUT September 13, 5:00 p.m. onward
Vehicles will not have access for move-out on final Sunday until foot traffic has diminished approx. 5:30 p.m.
Security is operational during closed hours only. There isn’t any security on Sunday after 10:00 a.m.
IMPORTANT DATES FOR ‘MASTERS’ VENDORS
July 26 Booth fees due in full for ‘Masters’ vendors
July 26 Last day to cancel ‘Masters’ and receive a refund of fees minus $100.00 admin fee.
July 26 Last day for ‘Masters’ Food Vendors to submit AHS forms
August 24 Last day for best price to order booth supplies from Superior Show Services for ‘Masters’.
Door Door
10’ x 15’ x 16’ 10’ x 10’ x 16’ 10’ x 10’ x 16’ 10’ x 10’ x 16’ 10’ x 10’ x 16’ 10’ x 10’ x 16’ 10’ x 10’ x 16’ 10’ x 10’ x 16’
live art
1 2 3 4 entertainment area 5 6 7 8
Door
ART WALL ART WALL ART WALL ART WALL ART WALL ART WALL
Door
11’ x 3’ x 7’4” 11’ x 3’ x 7’4” 11’ x 3’ x 7’4” 11’ x 3’ x 7’4” 11’ x 3’ x 7’4” 11’ x 3’ x 7’4”
9 10 11 sapphire lounge 12 13 14
decor
decor
15 16 17 18 19 20
11’ x 3’ x 7’4” 11’ x 3’ x 7’4” 11’ x 3’ x 7’4” 11’ x 3’ x 7’4” 11’ x 3’ x 7’4” 11’ x 3’ x 7’4”
Door
ART WALL ART WALL ART WALL ART WALL ART WALL ART WALL
Door
10’ x 15’ x 16’ 10’ x 10’ x 16’ 10’ x 10’ x 16’ 10’ x 10’ x 16’ 10’ x 10’ x 16’ 10’ x 10’ x 16’ 10’ x 10’ x 16’ 10’ x 10’ x 16’ 10’ x 10’ x 16’ 10’ x 15’ x 16’
atm storage /
wrapping area
21 22 23 24 25 26 27 28 29 30
10CSIO 5H
Sept. 9–13
SHOPS
Overhead Door
CONCESSION
94
93
92
91
90
89
88
87
86
85
103
102
101
100
99
98
97
96
95
ACCESS TO RCMP
MUSICAL RIDE
kids
STABLING
72
71
70
69
68
Washroom
Women's
67
66
65
64
63
83
82
81
80
79
62
61
60
59
58
84
77
76
75
74
73
57
56
55
54
53
78
FARRIER
SHOPS
EQUINE
Overhead Door
Entrance
STAGE
Lounge
Main
Up to
Office
30
29
28
27
26
51
50
49
48
47
52
25
24
23
22
21
45
44
43
42
41
46
40
39
38
37
36
Washroom
Men's
35
34
33
32
31
lammles
EQUINE
18+ LOUNGE
FARRIER
20
19
18
17
16
15
14
13
12
11
10
9
8
7
6
5
4
3
2
1
R
BA
Overhead Door
MAKERS
AGI
EQUI-PLEX BOOTH 10’ X 10’: $11 0 0
5’ X 10’: $70 0
ART AT THE ‘MASTERS’
DRAPED BOO T H : $8 8 0
10’ x 10’ draped booth
Skirted 2’ x 8’ Ta ble
1,000W 110 VAC Outlet
Floor plans, specifications, and pricing are subject to change without notice. Please contact your
Spruce Meadows Representative for more information. Pricing shown does not include GST or administration fee. E&O.E.
11FOOD VENDORS
On-site reheating with small electrical appliances only, sampling and immediate consumption permitted.
All food and beverage vendors must submit a food vendor form to AHS and have it approved by them before
being able to operate at any of the markets. If you are attending more than one market at Spruce Meadows,
you can submit for all events at the same time.
All completed food vendor ahs forms must be received by ahs at least 6 weeks prior to the event. It is the
vendor’s responsibility to ensure their forms are submitted promptly to AHS. If the forms are late (see event
timeline for dates) and vendor is not given permission to sell, booth fees will be forfeited.
Common reasons applications are rejected: incomplete information. Be sure to include all the event dates and
times and ensure you attach a layout of your booth to your application otherwise it will be rejected and you will
have to resubmit the forms in their entirety as AHS do not retain partial applications. If you have any questions
regarding the completion of the forms contact AHS at www.albertahealthservices.ca
A link to the AHS application provided below:
http://www.albertahealthservices.ca/assets/wf/eph/wf-eh-special-events-temporary-food-establishment-
vendor-package.pdf
www.albertahealthservices.ca/frm-19882.pdf
Spruce Meadows will provide garbage pick-up and temporary hand wash stations. It is highly recommended
that all food vendors store their product in sealed containers to avoid spoilage.
APPLICATION PROCESS
All applications are to be submitted on-line. Forms and information can be found at our website www.
sprucemeadows.com/exhibitor
Returning vendors complete the blue box at the top of the application form and a pre-filled front page of the
application form will be emailed to you. Please review your contact information and ensure it is current/correct
as we do send mail via Canada Post.
New vendors need to complete all the first page except for the blue box.
There are three pages to the on-line application form. The first page is about you and your product, the second
page is the event, venue and booth selection. The last page is your payment details.
Note: multiple events and booths can be applied for on the second page of the application form. Once you have
added the first event and booth selections, go back up to the top of the page and add the next event. If you
decide to add another event after submitting an application, please call the Exhibits Team and we would be
happy to add your event and booth selection to your 2020 profile.
The product description and images provided in the application are also shared to the website vendor listing.
Be careful to check your spelling, give a complete but concise (100 characters or less) product description and
make sure your product and booth images properly represent the items you intend to bring. The Exhibit Name is
the name your booth/business will be listed as and the source of your signage – please ensure it is completed
EXACTLY as you would like the signage to read.
We ask for your payment information on the application when it is submitted for jury, but we do not take
payment until we accept you and your product into the Market(s). Once your application has been accepted
you will be contacted via email regarding your acceptance and the proposed payment date(s).
12TIMELINE FOR APPLICATIONS
March 2 Online application opens for return vendors renewals.
March 16 Return vendors who wish to move locations will be processed
April 1 New applicants will be juried for all the events
PAYMENT
A deposit of 1/3 of total is required when the application is approved. Balance owing may be divided into multiple
payments at the discretion of the Event staff and depending on how many events the vendor is attending. Full
balance owing must be paid prior to cancellation date for the event registered (due dates listed above). If a
payment plan is agreed to, it is the vendor’s responsibility to ensure funds are available on the agreed payment
dates. Failure to do so will incur penalties, possible cancellation of booth space and may affect vendor’s
eligibility for future events. Spruce Meadows will charge a $25.00 NSF fee for cheques returned by the bank.
SHOW SERVICE PROVIDER
Spruce Meadows works with Superior Show Services to provide all vendor booth needs.
Your booth fee includes the following display services:
• One 2’ x 8’ skirted table
• Two chairs
• One 1000-Watt, 110 VAC electrical outlet
• Daily aisle cleaning
• One 1’ x 8’ Coroplast sign
Alternative table sizes are available at no charge if ordered ahead of time. If you wish to change your table size
please indicate on the Superior Show Service forms which are provided on our website and return them directly
to Superior Show Service at least 14 days prior to the show dates for best pricing. Note: There is a $20.00 fee
for the removal or changes in table size during move-in.
If you require additional electricity, display services, or other show services, please contact Superior Show
Services Inc. directly at:
Superior Show Service
8599 – 111 Street
Fort Saskatchewan, AB T8L 3V1
Tel: 780-992-0404
Fax: 780-992-4449
Toll free: 1-888-417-4449
www.superiorshow.com
Email: info@superiorshow.com
To ensure prompt service, Superior Show Service information and forms MUST be sent directly to Superior Show
Service not Spruce Meadows.
NOTE: In order to avoid any extra charges, please ensure your Superior Show Services orders are submitted to
them a minimum of 2 weeks prior to the event.
13CUSTOMS BROKER
Individuals are required to declare with Canadian Customs authorities (CBSA) all goods that they are forwarding
or carrying into Canada whether they be of a personal or commercial nature. There are many regulations that
cover the importation of goods into Canada. The most important of these are the marking and labeling of
clothing and household goods. It is important to research the commodities you are exporting to Canada as there
are several regulations that may restrict the articles you propose to enter Canada. All Customs clearances can
be completed by either the individual vendor or through the services offered by the official customs broker.
Elias Pizarro
World Wide Logistics
Division of World Wide Customs Brokers Ltd.
Bus: 403-291-2543
Fax: 403-291-0361
Generally, goods being imported into Canada can be divided into two categories: display goods intended for
re-export and goods intended for sale or disposition in Canada.
DISPLAY BOOTHS AND DISPLAY GOODS – NOT FOR SALE
This covers goods intended for display only and not for resale. The would include: display booths, stands, tables,
backdrops, decorations, display merchandise, tents and other housings when they form part of the entire
display. Display goods may be entered on a “Temporary Admission Permit” or on an ATA Carnet. No payment
of duty and taxes would be required on such goods; however, customs may request some form of security to
ensure that the articles are exported from Canada. The official broker can assist you in accommodating this
form of import and re-export.
GOODS INTENDED FOR SALE
Goods which are entering Canada for the purposes of being offered for sale as subject to Canadian duties and
taxes. These duties and taxes are payable at eh time of importation. Please note however, that for the benefit
of registered vendors attending a Spruce Meadows Market, we have established a Customs Bonded facility that
would allow for the deferment of duties and taxes until the goods are removed for sale in Canada. At the end
of the Market, duty and taxes are paid on all goods and services sold or disposed in Canada. By implementing
this procedure, outlays of cash at time of import are alleviated.
To benefit from this provision, you will need to contact the official show customs broker in advance of the
merchandise being dispatched to Canada as there are specific qualifying conditions.
14PRE-EVENT SHIPPING
The following guideline apply to all pre-show shipments. Please advise Spruce Meadows Shipping and Receiving
in advance of shipments (403-974-4546 or warehouse@sprucemeadows.com) Please note that all shipments
to and from Spruce Meadows must be freight pre-paid. Shipments sent C.O.D. WILL NOT be accepted. Please
ensure that all shipment fees, duties, customs fees, and G.S.T. are also pre-paid. Note: these fees will not be
paid by Spruce Meadows, which could result in a receiving delay. Pre-Show crate storage is available for one
week prior to the event for out of town vendors (outside a 100km radius from Spruce Meadows) only.
Please address all pre-event shipments to your company name (include a contact name, telephone number
and your booth number) care of Spruce Meadows at the following address:
“YOUR BOOTH NAME’ AND ‘YOUR COMPANY NAME”
“Booth Number and Event”
C/O Spruce Meadows Shipping and Receiving
18011 Spruce Meadows Way SW
Calgary, AB Canada T2X 4B7
POST-EVENT SHIPPING
Post-event crate storage is available for out-of-town (100+ KM) vendors for a maximum of five (5) working days
following each event. Please advise our Shipping and Receiving Team of your post-event shipping arrangements
prior to move-out. All post-event shipments must be palletized and pre-paid and have bills of lading attached
to shipment.
STORAGE FEES
Storage fees will be charged for each week or portion thereof after the closing day of the event. The storage
fee will be charged out at one dollar/pound/week the item is on Spruce Meadows property regardless of item
size and storage location. Storage fees must be paid in full prior to removal from Spruce Meadows Ltd and any
item left longer than six months becomes the property of Spruce Meadows Ltd.
15SPRUCEMEADOWS.COM
18011 SPRUCE MEADOWS WAY SW
CALGARY, ALBERTA, CANADA, T2X 4B7
TEL: 403.974.4200 | FAX: 403.974.4266
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