application guidebook - calgary stampedecs.calgarystampede.com/upload/media_element/103/02/... ·...

Release Date: November 1, 2016

2016

Application Guidebook

Table of Contents

Important Dates & The Team 2

About Us 3

Application Timeline 4

Filling out the Application 5

Booth Locations 6

Payments 7

Indoor Displays 8

Indoor Display Construction 9

Outdoor Displays 10

Tent Structures 11

Other Considerations 12

Food Vendors & Product

Sampling

13

Retail Vendors & Giveaways 14

Exclusive & Official Suppliers 15



Media Partners 18

Selection Process 19

Application Status 20

Good Luck! 21


Outdoor Vendor Move-in: Begins June 29, 2016

Indoor Vendor Move-in: Begins July 2, 2016

10-Day Stampede:

Official show dates are July 8 - 17, 2016

Sneak-a-Peek is July 7th, 2016 and the show is open at 5 p.m. to guests.

Vendors are required to be open on Sneak-a-Peek.

Important Dates The Team

July 2016

S M T W T F S

26 27 28 29 30 1 2

3 4 5 6 7 8 9

10 11 12 13 14 15 16

17 18 19 20 21 22 23

24 25 26 27 28 29 30

31

Midway Programming

Allison Wright, manager

James Radke, midway operations manager

Jillian Cook, midway & exhibits coordinator

Emily Wood, project coordinator

For all questions and inquiries please contact us at:

[email protected]

Emily Wood 403.261.0522

Jillian Cook 403.261.0460

Note: correspondence is primarily via e-mail.


The Calgary Stampede is a not-for-profit organization that preserves and promotes western heritage and values. The

Stampede contributes to the quality of life by promoting volunteerism, presenting a year-round slate of events, investing in

youth and agriculture programs and developing a unique western experience for the world to enjoy.

The exhibitors at the Stampede are large contributors to what we believe to be a successful year; working together to create Exceptional Experiences,

Inspired Spaces and an Energized Brand of western hospitality and community spirit.

About Us

Personal information provided in the application will not be used for purposes other than those related to the Stampede

operation, programs or business purposes. Your information will be handled with respect and will not be sold, given away

or provided to parties outside of the Stampede without your consent, unless the law requires that it be shared.

If you have any concerns, please contact the Privacy Officer at 403.261.0390 or [email protected]

Privacy

To provide you with an understanding of the entire application process.

This document will assist you with preparing your application to meet standards, understanding how we select vendors,

and preparing for timelines.

Please review all of the information contained in this document prior to completing the online application.

Additional documents are provided at www.calgarystampede.com/vendors for budgeting purposes and what to expect if you’re accepted.

Document

Purpose


Application Timeline


Doing Business As Name: This is the name that the public sees on, or within, your location(s). If licensed, this name will be used for

directories and guest reference. If no other name is given, the legal company name will be used.

Booth Size Requests: Please indicate the size of booth that you would like (minimum 15x10 for indoor). If the space you request is not

available, please indicate an alternative size you would accept, if applicable.

Products and Pricing: All products/services and their prices must be included in the application. Try and be as specific as possible and include

brand names if applicable. The detailed listing helps us guide guests to your booth location, by allowing them to look up your booth by product.

Ex. Leather Accessories $10-20 Wallets $10.00, Belts $15.00, and (brand name) Purses $20.00.

Prices for goods and services being sold are to be posted in Canadian dollars. If selling through a U.S. banking system, you will be required to

convert the prices to USD before processing and ensure that the customer is aware.

Booth Photos: Please submit two (2) photos of your booth display. These photos should be the same, or as close to, the exact display that you

plan on bringing to the Stampede. Please ensure that these photos highlight your booth as the selection process is very competitive and overall

booth display is a main consideration in acceptance. At least one of the photos must show the entire booth display, so all parts are visible.

Artist renderings, drawings, or mock-ups will be rejected. Applications submitted without photos will not be considered and

rejected. If you are unable to attach the photos to the application, please submit them to [email protected]

and indicate your company name and booth name in the subject line.

How to Fill Out the Application

Returning Vendors: All vendors from previous years must re-apply. You must completely fill out the application for each booth you wish to apply

with. We do not reserve spaces, and you will be evaluated equally against all applicants.

All returning vendors must submit photos. This gives you a chance to show off your booth at it’s best and show us any improvements you might have

made since last year.

Becomes

mailto:[email protected]


Booth Locations

Stampede Market in the BMO Centre

Showcasing 150,000 square feet of

contiguous exhibit space, this venue

is a hub of activity during the

10-day Stampede, and is a favourite

of shoppers on Park.

(Minimum Size: 15’ X 10’)

Independent Midway

The independent Midway offers a

variety of outdoor locations that

boarder the walkways of the Park.

Featuring great rides,

attractions, food and shopping, it is

an iconic feature of the Stampede.

Grandstand Market

This space is in a ticketed venue

which hosts daily events such as the

Rodeo, the Rangeland Derby and

the Grandstand Show.


Very limited space available.

Agrium Western Event Centre Market

This space is located in the Agrium

Western Event Centre, which is

home to many different agriculture

events throughout Stampede.


Very limited space available.


Vendors wishing to sell any immediately consumable food

or beverages, personalized or customized products/services.

Will be required to make daily payments for each booth

space they are licensed for, and each location is required to

meet or exceed their minimum guarantee(s).

These vendors shall pay the Stampede 25% of their gross

sales (net of GST) or a minimum flat rate guarantee,

whichever is greater.

Percentage paying vendors are required to operate a cash

register in each booth and present daily till tapes to the

Midway Programming Vendor office.

Indoor Booths: The minimum flat rate guarantee is

equivalent to booth square footage multiplied by the space

rate.

Outdoor Booths: The minimum flat rate guarantee is


rate (‘closed’ size dimensions will be used).

Vendors wishing to sell any products/services that will be

purchased for use primarily off Park, are not personalized,

are not customized or are services that will be performed at

a later time.

Are required to pay a flat rate fee for the booth space


rate.

Outdoor Booths: The ‘closed’ sized dimensions will be

used.

This fee must be paid for by May 1, 2016.

Percentage Payers Flat Rate Payers

Payments

There are two types of payment categories that your application could be designated as; review the boxes below to identify where

your application best fits. The selection team will have final say over which category your application belongs in.


Indoor Displays

Requirements Booths should be an open concept design and able to accommodate guests without blocking the

aisle or crowding other vendors.

Booth construction is to be professional in appearance; they should be attractive, colourful, neatly

arranged and clean.

Product(s) should fit proportionately into the area and tiered merchandise display units, shelving,

or clothing racks should be used.

Signage shall be professional and clearly indicate the company name, product/service and pricing.

Staff should be well groomed, attentive and courteous; staff uniforms and name tags are preferred.

Staff are only permitted to work within the

allocated rental space (i.e. not allowed to work

within aisle space).

Return policy should be visible, and contact

information provided with each sale.

Exhibits should use professional display

techniques such as:

New and clean flooring, signs, counters, etc.

Product or storage material out of sight.

Covered wheels and other bases of units.

Professional skirting to the floor for draped

tables and counters.

Tidy and uncluttered product displays.

Prohibited Handwritten signs of any kind.

Straw and hay bales.

Working outside the allocated booth

rental space.

“Flea market” style displays:

Product displayed on the floor or

blankets.

Product scattered on tables or racks.

Poor signage.

Illogical product mix.

http://www.google.ca/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&docid=Bke6cmPCQzWdwM&tbnid=LWyuX8rU9aS9QM:&ved=0CAUQjRw&url=http%3A%2F%2Forlandotouristtips.com%2Fshopping%2Fflea-markets&ei=0ilUUsWjJbar4APiw4DICQ&bvm=bv.53537100,d.dmg&psig=A


Indoor Display Construction

Vendors are entitled to a reasonable sightline from the aisle, while

not interfering or excessively blocking other vendors (see images).

Open concept booths are highly recommended as they allow guests

to move freely around your booth and they do not obscure

sightlines.

In some cases, it may be necessary to adjust your display to meet

requirements and so that it does not interfere with the rights of

other vendors. This will be at the discretion of the Midway

Programming team.

Certain locations allow for greater flexibility, but all sightline

questions will be dealt with on a case-by-case basis.

If you have a pre-constructed booth or grid way, you may be

required to remove panels or pieces of your display to

conform to regulations.


Outdoor Displays

Requirements Preference will be given to concession units that demonstrate the Stampede’s principles of

excellent booth design:

Height, Show, Colour, Service, Light and Movement.

Concessions must be designed to accommodate for high capacity orders with fast serving time.

Concession units should be in ‘like new’ condition with exteriors well maintained, clean,

brightly lit and with professional signage.

Concession units shall be designed to be self-contained, with all equipment such as freezers,

refrigerators, beverage canisters, and propane tanks, located within the concession space and not

visible to the public.

All electrical cables, water hoses, propane hoses and sewer lines must be kept neat, with excess

cables or hoses stored out of sight.

Use of an auxiliary storage area immediately next to the concession unit may be acceptable

provided that it is enclosed in a professional manner and complements the concession unit.

Trailer mounted units, roll-off units or food trucks shall be skirted or camouflaged to the

ground and trailer hitches should be removed or covered appropriately.

Concession units shall follow the theme of the food or beverage product being sold by using

appropriate signage, décor and uniforms etc.

Large professionally made menu boards are to be used with high quality point of sale signage.

Signage and menu boards should be easily visible to the guests with clearly displayed prices

(including GST) and sizes.

Seating areas are to be kept clean by the operator, including tables, benches and ground area.

Staff uniforms and name tags are preferred.

Prohibited Handwritten signs of any kind.

Cooking in tents.

Tip Jars.

Concession carts or sidewalk stands.


Outdoor Tent Structures

Requirements

Only non-food locations may use a tent structure.

All tent structures must meet the City of Calgary’s code for temporary

structures and be manufactured for commercial use.

Tents will only be placed in designated locations, where damage to the ground

surface is minimal.

Tents must be anchored with pegs greater than 1 inch in diameter in the

asphalt on the Midway.

The structure on the fronts of temporary Midway structures must meet

engineering requirements.

Pop-up type tents are not permitted.

Tent counterweights such as water barrels or concrete blocks will not be

permitted.

Tents, as pictured, must use décor enhancements such as a tent façade.

Consider a Western theme, or

Theme relating to your product(s).

Please Note:

The Stampede does not rent tents. If you wish to pursue this option, Warner

Shelter Systems Ltd. is the preferred supplier. Visit www.wssl.com for more info.

http://www.wssl.com


Booth Deposits

New percentage paying vendors will be required to pay a deposit on their booth space, as well as returning vendors who did not meet their minimum

guarantee(s) in 2015.

Patents / Intellectual Property

Vendors wanting to sell products that are copyrighted must have legal authorization to do so.

If you are licensed and are found to have merchandise that you do not have the legal authorization for, the Stampede has the right to revoke your

license immediately. Should this occur, it will impact your ability to apply for a license in subsequent years.

Space Rentals

Space rentals are for the full 10 days only, and there are no daily rates. Sharing, subletting or moving out of a booth before or part way through the

event is prohibited.

Booth staff is only permitted to operate within the rented booth space. Attracting, sampling, providing handouts outside of the rental space may result

in termination of the License Agreement.

Services

All services to the booth must be provided and installed by the Stampede, and charges apply. Some of the services offered include: electrical,

plumbing, internet, signs and banners, propane delivery and Park admission passes.

All indoor locations are provided with pipe and drape only. GES Canada is our official show services contractor, and can rent you additional display

equipment for your booth, if licensed.

Audits

All vendors are subject to a number of audits. These may include:

Financial Audit: Conducted by an independent auditor and applicable to percentage payers only.

Food Audit: Conducted by an independent market research company.

Appearance Standards Audit: Conducted by our Concessions and Exhibits volunteer committee.

Other Considerations


Product Sampling

Product sampling is not permitted on Park where the exhibitor is not retailing the same product they are

selling.

Any food sampling falls under Alberta Health Services regulations and food handling standards apply

(www.albertahealthservice.ca).

Sampling is considered between 1 oz.—2 oz.

Vendors Cooking for Sale or Demonstration Purposes

Vendors cooking with deep fryers, grills and/or BBQs shall comply with the NFPA 96 Code. This regulation

applies to cooking equipment used in fixed, mobile or temporary concessions including trucks, buses,

trailers, pavilions, tents, and any form of roofed structure (subject to change).

Fire suppression systems must be installed if any of the above applies to your booth(s). You will be required to

show proof of inspection to ensure it is current.

Triple sinks are required for all cooking and sampling. Temporary holding tanks are not accepted.

BBQs must be CSA approved.

Alberta Health Services rules and regulations will prevail for the entire duration of the Stampede.

Vendors must comply and meet the requirements established by the Calgary Stampede and Calgary Fire

Department.

Stampede Commissary

The Stampede provides a commissary, from which product sourcing is voluntary for all licensed food and/or

beverage vendors.

The supplier, Gordon Food Services (GFS), operates the voluntary commissary under contract to the

Stampede with exclusive distribution on Park.

Vendors who wish to source product from another supplier need to know those suppliers cannot access the

Park to deliver products.

The vendor will be responsible for picking up the products off Park and transporting them onto Park.

At no time can any sourced products be in conflict with the exclusive and/or official products of the

Stampede (see pg. 16) .

Food Vendors & Product Sampling

http://www.albertahealthservices.ca/


Retail Vendors & Giveaways

Street Teams

In order to provide exceptional experiences to our guests, the use of ‘Street

Teams” or handing out product for marketing purposes only is not allowed on

Park. This includes sampling products, conducting giveaways, providing

handouts, pamphlets or soliciting for donations of any kind.

Exceptions may be granted for Calgary Stampede exclusive sponsors, who may be

permitted, pending approval from the Midway Programming team.

Product Giveaways

Product giveaways are only permitted on Park within rented booth space.

No purchase, donation, demonstration or sign-up is required to enter to receive

the price or giveaway.

Giveaways are intended for advertising purposes; no third party giveaways are

allowed (including coupon or ticket promotions).

All giveaways must be approved by the Midway Programming team.

Fund Raising/ Awareness Programs

Raffles, fundraising or solicitation of funds on behalf of a charitable or not-for-

profit organization is not permitted. You may hand out information within

licensed booth space or sell merchandise product through which net profits can

then be funneled to your not-for-profit or charitable group as long as the

endeavor is not seen to be fundraising or soliciting.


Exclusive & Official Product Suppliers

The Calgary Stampede works with sponsors to determine Exclusive and Official product suppliers.

Third party advertising is not allowed within locations, booths or on booth signage; this is considered pass-through advertising, The exception to this

rule is with existing ‘Exclusive’ or ‘Official’ suppliers of the Calgary Stampede.

The next page is a list of Exclusive and Official suppliers.

This list is accurate to date but is subject to change.

If your application is in conflict with any of the sponsors on the list, your application will not be accepted.


Exclusive Product Suppliers

Bell Any local and long distance, web casting, wireline and wireless, Telco hardware, directories, wireless hardware, corporate net-

working, DTH satellite, portal or consumer connectivity services.

Coca-Cola Any soft drinks, juices, juice drinks, isotonic drinks, energy drinks, ready-to-drink iced teas and coffees, and bottled water

must be Coca-Cola brands. These brands include: Coca-Cola, Diet Coke, Coke Zero, Sprite, Minute Maid, Fruitopia, Five

Alive, Nestea, PowerAde, Dasani and others.

Enmax Retail energy provider and advertiser, supplier of natural gas and electricity.

General Motors

(GMC)

Any sale, lease and financing or display of foreign and domestic cars, trucks, vans and SUV’s: includes technology, after market

parts and service brands relevant to Industry (e.g. OnStar).

Labatt Any malt based beverages must be Labatt brands. These brands include Budweiser, Bud Light, Kokanee, Bud Light Lime,

Brahma, Corona and others.

BMO Bank of

Montreal

Financial Services which refers to retail, small business, commercial, corporate, debit card, credit card, online and telephone

banking services, wealth management services, financial planning services and mutual fund and brokerage services, (self-

directed and managed) that are also provided by BMO or it’s wholly-owned subsidiaries.

BMO Master- Credit card promotions.

Note:

In addition, all of the above exclusive suppliers are considered exclusive advertisers. Advertising means visible packaging, poster, point-of-sale

materials, and any other visible notice of the brand.


Official / Preferred Suppliers

ATCO Structures Official supplier of Modular Units Green Drop Official Weed Control, Lawn and Tree Care

supplier

Bell Official telecommunications provider

to the Calgary Stampede GMC Official vehicle of the Calgary Stampede

Bennett Jones Official Legal Counsel Lammle’s Western Wear & Tack Official Western Wear Supplier

BMO Bank of

Montreal

Official Bank of the Calgary Stampede Mark Anthony Preferred Ready to Drink Cocktail Supplier

Budweiser Official Beer of the Calgary Stampede Mott’s Clamato Official Cocktail

Calgary Herald Official Print Partner RGO Office Products Ltd. Preferred supplier of office products throughout all

Calgary Stampede offices

Cervus Equipment Official Agriculture and Commercial

Equipment (John Deere)

Suncor Energy Official Fuel Supplier

Coca—Cola Official soft drink of the Calgary

Stampede WestJet Official Airline

ENMAX ENMAX Energy, official energy


Media Partners

Media wishing to have a presence on Park must complete the application form. Photos of booth presentation and media plan proposals (including free

draws and giveaways, which cannot conflict with our exclusive and official suppliers) must be included with your application.

Our Corporate Communications and Marketing Department will then review these applications and will be in touch with you to review your promo-

tional plans, which are subject to approval by the Stampede.

Please note, all media will be required to pay for any service hookups required, such as electrical, ISDN, TOC lines, internet, etc.


Selection Process

Once I’ve submitted the application, what happens next?

Once you’ve submitted the application, you will automatically receive a copy of the application via e-mail, as confirmation.

The Midway Programming team will also be emailed a copy of the application.

If you do not receive a copy, it was not transmitted successfully and you will need to submit the application again.

Do not submit any money with the application.

After the application deadline of Friday, January 8, 2016, we will begin to review all the submitted applications.

Our selection team will evaluate all the applications based on application completeness, booth presentation, as well as, product quality, mix and

uniqueness.

As there is limited space available and the process is highly competitive, decisions will be based on the number of booth spaces available, the

number of applicants within a market category, and the booth display presented.

Selection Process:

1. Applications will be sorted into groups of similar products and categories, then they will be compared against the other applications in each

grouping.

2. Applications will be selected in each category based on the criteria previously mentioned, which will create the final selection of successful

applications.

3. Vendors will then be notified of their application status via email (January 25 – February 5, 2016).

4. Vendors who are accepted will be issued a License Agreement and accompanying documents.

Non-Resident Vendors need to be aware of requirements to conduct business in Canada and to bring temporary foreign workers into Canada,

including work permits, Labour Market Impact Assessment (LMIA’s), and temporary importing of commercial goods.


Accepted Congratulations!

You will be formally

offered a License

Agreement for the 2016

Stampede.

No agreement is

confirmed until the

contract has been signed

by the authorized

representatives of both

parties (the Vendor and

the Stampede) and

deposit payments have

been received by the

Stampede.

Waitlisted Your application may be waitlisted for

a number of reasons, including but

not limited to the following:

Duplication of same or similar

products as other selected vendors.

Applications with same or similar

products will be selected based on

booth design in the application.

Consideration is given to not over-

saturate locations, and to provide

unique experiences for our guests.

Lack of Space. Due to the volume of

applications, there is not enough

available space for the area best

suited for your product.

Application received after the

deadline of January 8, 2015.

If waitlisted, you will be notified of

your status and only contacted in the

event that space becomes available.

If waitlisted, we encourage you to

consider other events.

Not Accepted Your application may be considered not acceptable for a number of reasons,

including but not limited to the following:

Photos submitted show any of the following: artist renderings, incomplete

booths, entire booth displace is not visible, mall kiosks, booth structure

provided by show management, concession carts, and/or booths not owned by

your company.

Pyramid sales, jam auctions or card table exhibits.

Brand activation, street teams, brand or product sampling, fundraising or

soliciting for a cause or not-for-profit organization.

Products not meeting Canada’s Office of Consumer Affairs Codes and

Regulations. Or products not C.S.A approved.

Products that infringe upon copyright, patent or trademarked logos and

images.

Live animals are not permitted. Service animals are exempt.

Products that conflict with Stampede Sponsorship agreements (see pg. 16).

Obscene or offensive products (determined by the Stampede).

Display, sales or advocacy or items or paraphernalia that promote illegal

substances.

Tobacco products or any products that promote smoking– including cigars,

cigarettes, smokeless tobacco, electronic cigarettes, pipes and lighters.

Weapons of any kind (including, but not limited to guns, knives, swords,

spears, arrows), whether real, toy, or replicas.

Presentations promoting gambling in any way.

Exceptions may be considered for the travel and tourism industry that may

include gambling as part of an overall package.

Booth décor may not advertise this specific component.

Application Status


Good Luck!

Best of luck with the submission of your application!

If you have further questions, please refer to our additional documentation provided on the website at www.calgarystampede.com/vendors

We would also be happy to answer any additional questions or concerns with you via email or telephone.

http://www.calgarystampede.com/vendors

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