Terms & Conditions

Tradeshow Information

Thank you for your interest in becoming a tradeshow exhibitor. Please see the terms and conditions below for important information. 

 

The tradeshow program provides you with the opportunity to highlight your products and services or organization to professionals from across the Canadian Fair and Exhibition Industry. 

 

Booths are filled on a first come, first served (paid) basis, so book early. NOTE: Any in-person booths will automatically receive a virtual booth at no additional cost.

Dates to Remember

October 19: Website Information Due (BIO)

**agents please include the names of acts being promoted


We recommend that your bio information include:

Prices starting at $_____

Serving (area) _______

Book at convention & save $/%_____

 

October 19            Refund deadline

 

Exhibit Schedule (November 18)

Move-In                      8:00 - 11:00 am

Exhibition Hours       11:00 am - 5:30 pm (tentative option to open during hospitality suite)

Move-Out                  5:30 - 7:30pm after reception

 

Exhibit space

Exhibits must remain intact until 5:30pm. A $100/booth deposit will be held for all booths and will be returned if the booth is still fully assembled at 5:30pm.  Anyone moving out or dismantling prior to 5:30pm will not be reimbursed their deposit.

 

CAFE reserves the right to reject or prohibit exhibits, which, in their opinion, are not appropriate to or in keeping with the character of the convention. They may restrict any exhibits or other activities, which become objectionable or interfere with adjacent exhibits or other activities. Interviews, demonstrations, distribution of literature, supplies, souvenirs, etc., must occur inside the booth space. Canvassing, solicitation of business or the use of advertising materials or signs by firms other than those who have contracted for space is prohibited. It is prohibited to sell merchandise during this event.


Payment

·   Payment must accompany the registration.

·   A fee of $75 will be charged for non-sufficient funds (NSF) cheques.

·   Official receipts will be provided by email upon receipt of payment.

 

Tradeshow Manual

Two weeks prior to convention an informational manual will be provided. It will contain instructions, regulations and order forms for additional booth services.

 

Tradeshow Exhibitor Terms & Conditions

1.  DEFINITIONS

In these Terms and Conditions:

a)  the word Exhibitor means the person, company, firm or other organization to whom space at the Tradeshow has been allocated by the Organizers and, in   relation to any terms or conditions imposing any prohibitions, shall include   employees, servants, or agents of the Exhibitor.

b)  the word "Exhibition" means CAFE Annual Convention

c)  the word "Organizers" means the Canadian Association of Fairs and Exhibitions.

2.  APPLICATION FOR EXHIBIT SPACE

Application for exhibit space must be made on the Exhibit Space Application and Contract Form. Application will be dealt with in order of receipt. The submission of an application in the manners and on the form provided, together with the allocation by the Organizers and the acceptance of the Exhibitor of exhibit space, shall be deemed to be a contract in acceptance of and in accordance with these Terms and Conditions. The Organizers reserve the right to reject or prohibit exhibits, which, in their opinion, are not appropriate to or in keeping with the character of the Convention and Exhibition. They may restrict any exhibits or other activities, which become objectionable or interfere with adjacent exhibits or other activities. Interviews, demonstrations, distribution of literature, supplies, souvenirs, etc., must occur inside the booth space. Canvassing, solicitation of business or the use of advertising materials or signs by firms other than those who have contracted for space is prohibited. The Exhibitor agrees to ensure that the booth is fully staffed during the Exhibition.

3.  FEE FOR EXHIBIT SPACE

The fee for exhibit space is as detailed on the Exhibit Space Application and Contract Form and entitles the exhibitor to have one (1) representative at the booth.

4.  PAYMENT

Payments must be made in full to maintain the Tradeshow Booth location at the convention. Application will not be considered complete until payment in full has been received by the CAFE office. If such balance is not paid by this date, any deposit paid by the Exhibitor may be forfeited and the space re-allocated. All payments must be made by credit card, cheque, or banker's draft in Canadian funds to the Canadian Association of Fairs and Exhibitions.

 

5.  CANCELLATION OR REDUCTION OF EXHIBIT SPACE

If, after allocation of exhibit space to any Exhibitor, such Exhibitor desires to cancel or reduce the exhibit space allocated to him, the Organizer will endeavour to resell the exhibit space not required by the Exhibitor but if they are unable to do so, the Exhibitor shall remain liable to pay the full charge for the exhibit space allocated to him. No refunds will be made after October 19, 2021.

6.  ALTERATION TO EXHIBIT SPACE

While every endeavour will be made to adhere to the published layout of the Exhibition, the Organizers shall be entitled to vary the layout if, in their opinion, this is in the general interest of the Exhibition.

7.  OCCUPATION OF EXHIBIT SPACE

The Exhibitor, agents, employees and contractors, may enter the Exhibition area for purposes for erecting and preparing his exhibit/s during the move-in as follows: Thursday November 18, from 8:00 - 11:00 am. All spaces must be complete and ready by 11:00 a.m. on November 18. In the event of an Exhibitor failing to take possession of allocated exhibit space, the charges for such allocated exhibit space will nevertheless remain due to the organizers. The organizers shall have the right to refuse to permit the Exhibitor to occupy or use the exhibit space until all sums due to the Organizers have been paid. The Exhibition will open on the hour outlined on the schedule. Spaces must be open for viewing and staffed during these hours. Upon being required to do so by the Organizers, the Exhibitor shall cease to employ at the Exhibition any servant of the Exhibitor who shall be guilty of any conduct, which, in the opinion of the Organizers, is prejudicial to the proper management of the Exhibition. The removal of exhibits and dismantling of space may not commence until 5:30 pm, Thursday, November 18.

 

While we encourage you to build business relationships and book events, you are prohibited from selling goods at the tradeshow.

 

8.  SECURITY

CAFE will be under no liability for any loss or damage. Badges must be worn at all times by the Exhibitors.

 

9.  SUBLETTING

Exhibit space cannot be sublet or shared without written permission from CAFE.

 
10.  FIRE REGULATIONS

The Exhibitor must meet the requirements of the local Fire Department and the local hotel, including that all decorations and fabrics be fireproof.

11.  ELECTRICAL REQUIREMENTS

Electrical services will be available to the Exhibitor at an additional fee.

12.  ADDITIONAL BOOTH REQUIREMENTS

Information regarding the availability of additional booth services (audio/visual, phone, fax and network services) will be included with the Exhibitor Information Manual.

13.  EXHIBIT SPACE CLEANING

The Exhibitor is responsible to the Organizers for seeing that the space is maintained in a clean and orderly state.

14.  POSTPONEMENT OR ABANDONMENT

If the Exhibition is postponed, cancelled or abandoned by reason of war, fire, storm, explosion, national emergency, labour dispute, strike, lock-out, civil disturbance, inevitable accident, force majeure, the non-availability, either wholly or partially, of the Exhibition premises, or any other cause not within the control of the Organizers, the Organizers shall be under no liability to the Exhibitor in respect of any actions, claims, losses (including consequential losses) costs or expenses whatsoever which may be brought against or suffered or incurred by the Exhibitor, as a result of the happening of any such events. The Organizers also reserve the right in its absolute discretion to cancel the Exhibition, in which case, all monies will be refunded. If, by rearrangement or postponement of the period of the Exhibition, or by substitution of other premises, or in any other reasonable manner, the Exhibition can be carried through, the contracts for space shall be binding upon all parties, except as to the size, position, as to which any modification, substitution, or rearrangement    considered necessary by the Organizers shall be determined.

15.  FAILURE TO VACATE

If the Exhibitor, agents or sub-contractors should fail to remove all property or otherwise fail to vacate the Exhibition premises by 7:30 p.m. on Thursday, November 18 due to any cause whatsoever, the Exhibitor shall be fully responsible for any penalties imposed by the hotel or any other losses and costs incurred by the Organizers as a result of the Exhibitor failing to vacate the premises by the agreed time. The Organizers may remove any property of the Exhibitor left at the Exhibition Hall by the Exhibitor after the said time and the costs of such removal shall be paid by the Exhibitor to the Organizers on demand.

 

16. INSURANCE

The Exhibitor is responsible for obtaining exhibit insurance covering personnel; exhibit material, equipment on site/in transit, including fire and public liability insurance. CAFE will not accept liability or responsibility for any loss, damage or injury caused to anyone or anything by the Exhibitor or Exhibitor personnel. The Exhibitor shall be liable for any damage inflicted.

 

The Organizers undertake to give the fullest sympathetic consideration to the interests of the Exhibitors. Should any question arise which is not provided for within the terms of these Terms and Conditions, the Organizers' decision must be accepted as final where, in the Organizers' opinion, the needs of the correct conduct of the Exhibition make an immediate decision imperative.

Showcase Information

The Annual CAFE Convention promises inspiring keynote speakers, educational workshops presented by respected industry professionals, networking and socializing opportunities. Delegates attending this national convention represent fairs and exhibitions from across Canada, making this a great opportunity to showcase your talents! CAFE Showcases are a major part of our event. They provide the opportunity for artists to present to the 200+ potential clients representing the Canadian Fair Industry. 

Showcase opportunities are limited! The CAFE Selection Committee will consider all applications received by the deadline of September 25, 2021. Only candidates selected for a showcase will be contacted. If accepted, you will receive a confirmation package with all required information. Accepted showcase entertainers will be listed in the convention program, post-convention Canadian Fair News (magazine) and the Canadian Association of Fairs and Exhibitions website.

 

Showcase General Information

BENEFITS OF SHOWCASING

•     Up to 18 minutes of premium performance time in front of an audience of fair managers and entertainment buyers

•     Opportunity to have promotional materials in delegate bags

•     Discounts on advertising in convention program

•     List of delegates one week prior to convention

•     Contact listing in the Canadian Fair News Post-Convention Edition and on CAFE website

•     Discounted tradeshow booth (Not available to agents or booking agencies)

 

TIMELINE

September 25: Submission deadline

September 30: Confirmation

November 17-20:   CAFE Convention

Showcases submissions will be considered as received.

 

STROLLING SHOWCASE

Strolling showcase performances will be scheduled during selected coffee breaks and receptions and will be self-contained, non-amplified performances and without technical equipment. If strolling performances are musical, they must be acoustic.

 

MUSICAL ACTS

Musical acts will normally be staged during the CAFE Cabaret, mealtimes or other evening activities. Musical performances cannot exceed 18 minutes in length. All genres of music are acceptable. All acts will appear on the "Main Stage" with professional lighting and sound.

 

 VARIETY ACTS

Variety acts may be scheduled throughout convention, as part of showcases, CAFE Cabaret or other evening events.  Variety acts must not exceed 18 minutes in length. Types of performances include jugglers, hypnotists, ventriloquists, comedians, animal acts, etc.

 

WHO IS ELIGIBLE?

All acts, attractions, or agencies representing acts and attractions are eligible. NEW: Applicants who have not showcased at the CAFE convention in the past three years will be given priority, however all applicants are eligible. Agencies may submit an unlimited number of applications.

 

SOUND CHECKS

Sound checks are limited. Where possible, sound checks will be on the same day as the performance.  Act must keep entire day free for sound check.

 

APPLICATION MATERIAL

Completed application forms must be returned with the following required material:

o  Application fee (cheque or credit card information)

o  Online video link to performance(s)

o  Reference letters if possible

o  Diagram of stage plot, including list of stage props and/or instruments, technical requirements. (Not required for strolling performances)

o  Promotional packet to include: biography, 50-word description and all contact information. (Materials must be received by email).

 

SHOWCASE SELECTION

A CAFE selection committee will review and evaluate all applications. CAFE will notify the successful applications as to the showcase time slots that are allotted for them. Upon acceptance of the showcase opportunity, the showcase fee becomes non-refundable. If the applicant is not selected, 100% of the showcase fee will be refunded.

 

Selection will be based on the following criteria:

•  Suitability of act/attraction for the CAFE audience.

•  Availability for bookings during the upcoming season, if the type of act/attraction can be effectively and favourably presented during the convention.

•  Generally, not more than two (2) acts of the same type will be showcased during the same convention.

•  A representative of the act is expected to be available to meet with potential buyers.

•  All costs for attending the convention to showcase are the responsibility of the act/attraction and will not be subsidized by CAFE.

•  Whether applicant has showcased in the past three years.

 

PROMOTIONAL MATERIAL

•  Meet & Greet table will be available after the performance.

•  Promotional Materials may be included in the CAFE delegate bags.

 

TERMS & CONDITIONS

Upon acceptance as a showcase performer (Strolling/Variety/Musical) the artist and/or their promoter or agent agrees to the following:

 

1. PRODUCTION/ EQUIPMENT/ PERFORMANCES

Stage Acts (Musical and Variety Acts)

· Each stage act in the showcases shall have a maximum of 18 minutes to perform.

· Each showcase will have an emcee provided by CAFE.

· Basic stage and production equipment are the responsibility and control of CAFE. The sound system will be provided by CAFE and will be scaled to the location used and reasonable requirements of the attraction. CAFE will have absolute control over this system, including overall volume levels.

· Musical performances will have basic stage lighting provided by CAFE with minimal call lighting cues.

· Variety acts will have basic stage lighting provided by CAFE with no call lighting cues unless a representative of the act is present to operate lighting cues.

· Any special lighting or equipment is the sole responsibility of the act and can be arranged, at a cost to the act, through the showcase producer.

· Stage size will be a minimum of 12' x 24'.  Acts that require larger stage requirements will still be considered, but space is limited.

 

Video showcases

· Video showcases will be 3 minutes maximum and will not include any stage time.

 

Strolling Acts

· CAFE will set the schedule of performance for strolling acts and each act will be notified in advance of the convention.

· Acts will be restricted to a maximum of 15 minutes.

 

2. ADDITIONAL COSTS

All costs for showcasing are the responsibility of the act/ attraction (travel, accommodations, meals, etc.).

 

3. CANCELLATIONS

If a selected act is unable to appear, no substitutions will be permitted for its showcase performance without prior approval by CAFE. Cancellation by an agent or promoter does not guarantee that agent/promoter the opportunity to fill the vacant showcase.  All fees are non-refundable.

 

4. TRADESHOW BOOTH

Only showcase acts can purchase a tradeshow booth at a discount rate (plus electricity if required).

The rate includes:

•  Tradeshow booth for Thursday, November 18

•  Tradeshow opens 11:00 am to 11:30 pm, setup 8 – 11 am

•  Professionally draped booth, skirted table and 2 chairs

•  One tradeshow booth representative, lunch included

•  Discounted rate ARE NOT available to agents or booking agencies

•  To sign up, see tradeshow application

 

5. PROMOTIONAL MATERIALS

•  Promotional materials may be included in the CAFE delegate bags – contact CAFE office for further delivery information. All material must arrive by November 8, 2021

•  Meet & Greet table will be available after the performance.

 

6. INTERFERENCE WITH OTHERS

Flagrant interference with another's ability to do business on the part of all showcase performers and/or their agents/promoters will not be tolerated and may result in cancellation of showcase performance without refund.

 

7. HOSPITALITY SUITE

Showcase performers and their representative will have the opportunity to network with delegates at the CAFE Hospitality Suite on the evening of their performance. Appropriate conduct will be required at all times. CAFE reserves the right to remove anyone from the Hospitality Suite.

 

8. PAYMENT

All showcase applications must include the completed registration form and applicable fee. Once a showcase has been confirmed, payment will be processed. If an application is not accepted for showcasing, payment will not be processed, the cheque will be returned or credit card information destroyed.

 

Incomplete applications will not be considered.  The organizers strive to give the fullest consideration to the interests of the performers. Should any questions arise which are not addressed within the text of these Terms & Conditions, the organizers' decision must be accepted as final.

 

CAFE will take photographs and video at the CAFE Convention and may use them in CAFE news or promotional materials whether in print, electronic or other media, including the CAFE website. By participating in the CAFE showcases, you grant CAFE the right to use your name and photograph for such purposes.