Exhibitor information

For billing, services and orders, please log into the Exhibitor Resource Center. If you require support with credentials to log in or you would like to be an Exhibitor for the first time, please email [email protected] and our team will be glad to support you.

This information is provided to support all Exhibitors with information to Prepare for the Show, Exhibit During the Show and Leave the Show after Closing. All exhibitors are required to follow the Conditions of Contract and any rules or directions provided by Show Management while on site at Canada’s Outdoor Farm Show.

PREPARING FOR THE SHOW

Certificate of Insurance

Exhibitors must submit proof of insurance to sales@outdoorfarmshow.com prior to the event.

Certificate Holder: Glacier FarmMedia Limited Partnership, 1666 Dublin Avenue, Winnipeg, MB R3H 0H1

Additional insured to be listed:

• Agricultural Institute of Ontario, 1 Stone Road West, 2nd Floor NW, Guelph, ON N1G 4Y2
• City of Woodstock, P.O. Box 1539, 500 Dundas Street, Woodstock, ON N4S 0A7
• County of Oxford, P.O. Box 1614, 21 Reeve St., Woodstock, ON N4S 7Y3

Pal Insurance Brokers Canada Inc. offers short-term exhibitor/vendor booth liability insurance. Liability insurance can be ordered through this company or any company of your choice. Contact Pal at (800) 661-1608 or visit www.palcanada.com/en/.

Site Address: 744906 Oxford Road #17, R.R. # 6, Woodstock, ON N4S 7W1

Legal Description of Property: City of Woodstock Lot 3 Concession 11, Located 1 km west of Oxford Road #59 on Oxford Road #17. GPS: 43.153836, -80.785189

No Digging on Site without Permission

The Canada’s Outdoor Farm Show site has electrical lines, drainage and other considerations under the soil. To protect against risk of injury and to prevent costly repairs, all Exhibitors who wish to dig, trench or otherwise disturb the soil in any way in their Exhibit Space request Permission and have received Approval from the Show with any lines identified before proceeding. Failure to abide by this process could result in the failure to be an Exhibitor at the Show. Permission is requested through the Exhibitor Resource Centre.

Tractors 

Tractors or other related equipment that are not being exhibited at the show may not be brought to the site or used in any demonstration. 

Golf Carts

There are no golf carts available for rent. 

To ensure safety, no Golf Carts can be operated on the Show Site without a permit from Show Management and will be removed from the Show Site if a permit is not displayed.

Electrical Power 

One 1500-watt electrical outlet is included in the rental cost of each exhibit space. Power will be available on a 24-hour basis starting at 12:00 Noon on the Sunday before the Show until 5:00 p.m. on Thursday, closing day.

If you require additional power, it is only available through the Show’s Preferred Supplier – McLellan Electric. You must pre-order by making a request in the Exhibitor Resource Centre. We recommend that you make these arrangements as early as possible.

If you cannot log in to the Exhibitor Resource Centre, please contact [email protected]

Cellular & Internet Services

Official supplier – Execulink Telecom High-Speed Internet and Wi-Fi
Need Wi-Fi access at Canada’s Outdoor Farm Show? Execulink is the official provider of High-Speed Internet and Wi-Fi access for exhibitors. Choose the package that fits your needs and register at execulink.ca/farmshow-internet.

Tent Rentals & Safety

Element Event Solutions is the Preferred Supplier for tenting requirements at Canada’s Outdoor Farm Show. Element Event Solutions has qualified personnel on-site for set-up and tear-down. Tent order information is in the Exhibitor Resource Center. All tents are subject to inspection and removal if they do not meet safety standards.

Ordering Additional Services from Preferred Suppliers in Advance 

To order Services from our Preferred Suppliers, you must request through the Exhibitor Resource Centre.

Catering

To access a list of participating Caterers at Canada’s Outdoor Farm Show, navigate to https://cofs26.mapyourshow.com and search by Category Caterers

Shipments and deliveries will be accepted starting August 18

Address for deliveries: 744906 Oxford Road #17, R.R. # 6, Woodstock, ON N4S 7W1

Canada’s Outdoor Farm Show offers advance storage of small parcels for exhibitors, subject to a fee. To arrange advance storage, exhibitors must contact Show Management by emailing [email protected]. Parcels will be stored in a sheltered facility. Please note that COFS will not accept any collect shipments. Advanced shipments will only be accepted during specific site hours on weekdays. COFS is not responsible for any damage or loss of shipments during receiving or after the show. Exhibitors should insure their shipments at their own cost.

It should be noted that while security will be present, COFS will not take responsibility for any stolen goods placed in exhibit space upon exhibitors’ requests.

All shipments must be properly labeled with the booth number and exhibitor name, and labels must be placed on each item shipped. Crated items should be on skids.

For packages received at Site Office, stored inside and picked up by exhibitor:

• Up to 5 smaller packages (no more than 30 lbs each) = $50.00 for acceptance, unloading, and storage; picked up at Site Office by Exhibitor
• Large packages (more than 30 lbs, requiring a dolly to move) = $50.00/each
• Shipments requiring equipment assisted unloading = $150.00

Exhibitors are advised to contact Show Management before shipping material to ensure space is available for storage, as a limited number of advanced shipments can be stored in the sheltered facility. For large equipment deliveries, the exhibiting company’s name and site location should be included on all trucking/courier manifests.

The services of Beyond Borders Logistics & Consulting Inc. may be engaged to ensure smooth and trouble-free entry of exhibit materials into Canada.

Livestock 

To bring Livestock to Canada’s Outdoor Farm Show as part of your exhibit or to stay on site with livestock, you must request permission and obtain approval from Show Management. Permission can be requested through the Exhibitor Resource Center.

Exhibitors are responsible for providing livestock with all feed, feed holding capabilities, veterinary and other necessary requirements for the safe care and handling of their animals. Exhibitors with livestock must have water holding capabilities. Canada’s Outdoor Farm Show will arrange with Exhibitors to provide water and remove manure daily from the Show Site.

Dogs are not permitted on site without permission of Show Management. 

DURING THE SHOW

All exhibitor staff require a daily admission pass to access the Show Site. Please obtain these from the Exhibitor Resource Center. 

Vehicle Access & Parking

Exhibitors can only drive their vehicles on site before 8:00 am on the first day of the show. After 8:00 a.m on the first day, the Show Site is closed to traffic for the safety of all attendees.  

Exhibitor Parking in each parking lot is available on a first-come basis.  To park in the Exhibitor Parking lots, you must present and display an Exhibitor Parking Pass, which can be printed from the Exhibitor Resource Center. 

Securing your Valuables on Site 

It is each Exhibitor’s responsibility to ensure protection of their valuables on-site, especially small portable items.

Bottled Water, Ice and Utility Water 

• Exhibitors should pre-order cases of bottled water and ice using the Exhibitor Resource Center.
• Show Management can arrange for utility water service for Exhibitors by visiting the Exhibitor Site Office during the Show.

Garbage and Recycling

Show Management will provide garbage disposal/pick-up. Please place all garbage in tightly secured garbage bags on the site laneways by 5:00 pm daily.

COFS will make every effort to recycle glass bottles, pop cans, plastic water bottles, paper products and cardboard.

COFS will provide a large bin south of the Site Office for recycling cardboard. Please collapse cardboard boxes before recycling.

No Drones May be Operated

No one may operate a drone at Canada’s Outdoor Farm Show.

Drones Demonstrations are permitted through the demonstration form. For questions about drone demonstrations, please contact [email protected] 

Signage

Signage is only permitted within your exhibit space. Signage around the Show Site is reserved for sponsors (as per sponsorship agreement) and for show purposes, unless approval is granted from Show Management. Any unauthorized signage will be removed and stored at the Site Office for pick-up.

A general guideline for inflatable advertisements is that they must have a tether equal to or shorter than the distance of the anchor points to the exhibitor’s booth space. This rule means that the inflatable will remain in the exhibitor’s space if it deflates. The rope attached to the balloon needs to be secured and strong enough to prevent the balloon from flying away.

In terms of balloon advertising, it is important to bring down tethered helium balloons during bad weather, and at the end of each show day. They should not be placed near anything that could potentially catch fire or get tangled in them. Should we determine that the balloon is unsafe, COFS has the authority to order its removal. Additionally, should winds exceed sixty kilometers per hour, the balloon must be securely brought down and secured.

Fire Safety

The City of Woodstock Fire Station requires that all tents over 600 sq. ft. or tents that contain any fire hazards, have a 5 lb. or greater-rated fire extinguisher located near the exhibit entrance and placed 5 ft. above the ground. Exhibitors are responsible for supplying a current fire extinguisher for their tent. Failure to comply with fire protection regulations may lead to the expulsion of offending Exhibitors from the Show Site.

Rental of a fire extinguisher can be arranged through Richardson Fire Systems by calling 519-650-8057 or emailing: [email protected]. Fire extinguishers will be delivered on Monday and collected on Thursday, immediately after the Show closes.

Propane

Exhibitors/caterers are to make their own arrangements for propane, or they can contact one of our on-site Exhibitors for filling or exchange of customer-owned tanks.

Propane Installations for Cooking or Demonstrations:
All caterers and Exhibitors using propane or other flammable fuels for cooking or other equipment demonstrations must meet the standards of the Energy Act of Ontario and the Propane Installation Code that is monitored by the Technical Standards and Safety Authority.
Each mobile unit requiring a propane installation must have a certificate of inspection indicating the equipment meets the Propane Installation Code by a Certified Gas Technician for the current year.
A Certified Gas Technician must connect any equipment that is to be installed/connected to propane cylinders at the event.
A representative with the Technical Standards and Safety Authority may be present to do a spot check and the representative will request both the annual certificate of inspection and proof that propane connections completed at the Show were completed by a Certified Gas Installer.
For more information, contact the Technical Standards and Safety Authority, Fuel Safety Program at 1-877-682-8772.

Alcohol

No one may serve or consume alcohol at the Show Site unless has been authorized and permitted by Show Management. The Show Site is subject to Alcohol Permits obtained by Show Management. Anyone who disobeys the Show Rules with respect to alcohol may be removed or barred from the Site.

Sound Levels & Live Entertainment

Show Management reserves the right to request the abatement of any or all noise-creating activities that are may be unsafe or disruptive.

The Exhibitor must obtain written approval from Show Management before any live entertainment takes place in your booth. Submit requests to [email protected].

LEAVING THE SHOW 

No Exhibitor can take down their booth, pack up their materials or stop displaying their materials until 4:30 pm on the Thursday before the show. This is rule ensures that all attendees get the full benefit of the Show until closing time and supports a safe process for move out.  Failure to abide by this rule may result in the Exhibitor being prevented from attending future shows. 

Exhibitors and all their staff must follow the instructions of Show Management during the Move Out Process. This is to ensure the safety of everyone who is leaving the Show. 

• The Site will only re-open to small vehicles and trailers after 5:00 pm on Closing Day or at such time when Show Management has determined that the Show Site is empty of attendees and safe for the operation of vehicles. 

• Highway trucks and semi-trailers will NOT be allowed on-site until after 6:30 pm, or when it is deemed safe by Show Management.   

All materials must be removed from the Canada’s Outdoor Farm Show Site by the end of September and anything remaining at the Site after this time will be removed by Show Management at the Exhibitor’s expense.  

Leaving your Booth in the Same Condition

• Exhibit space/turf must be left clear of garbage and all landscaping materials.

• Any holes created must be filled.

• If extra effort is required by Canada’s Outdoor Farm Show staff to clean the exhibit space, a charge will be applied to cover the cost.