GENERAL INFORMATION

LIABILITY INSURANCE

Exhibitors must submit proof on insurance to [email protected] 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

The Exhibitor will be liable for and will indemnify and hold harmless Management from any loss or damages whatsoever suffered as a result of any person or company including, without limiting the generality of the foregoing Exhibitor, other Exhibitors, Management, the owner of the property and their respective agents, servants and employees and members of the public attending the Show, either on the said space or elsewhere if said loss or damages arose or were in any way connected with the Exhibitor’s occupancy of said space.

The Exhibitor shall secure and furnish upon demand evidence of comprehensive general liability insurance with a limit not less than $2,000,000 inclusive including coverage for premises and operations, products and completed operations. The Exhibitor is responsible for the cost and placement of all insurance related to any potential loss or damage resulting from participating in the Show.

PAYMENT INFORMATION

CREDIT CARD PAYMENTS: Submit credit card payments through the dashboard.

ELECTRONIC FUNDS TRANSFER (EFT): Please refer to the banking information on your invoice.

CHEQUE PAYMENT: Please make cheques payable to: Glacier FarmMedia LP / COFS
Mailing address - Attention: Glacier FarmMedia / Canada's Outdoor Farm Show, 1666 Dublin Ave Winnipeg, MB R3H 0H1

GST #80975 1274

EXHIBITOR PASSES

Exhibitors will be assigned a range of 1-20 complimentary exhibitor passes determined by square footage of purchased exhibit space. The pass allotment is displayed on the exhibitor dashboard. NEW: Exhibitor passes now provide 3-day admission each, and can be scanned once per day. All passes will be emailed to the primary contact on your profile. These passes can be forwarded to staff attending the show. Passes can be transferred to staff in a variety of methods: printed and distributed, added to mobile wallet and screenshot of QR code forwarded to staff or forward the confirmation email. NOTE: If you forward the confirmation email to multiple team members, a ticket number should be assigned to each staff member to avoid confusion at the gate.

ADDITIONAL/BULK TICKET PROGRAM

This program has been designed to ensure exhibitors are paying for tickets that have been used. If you require additional passes for staff OR farmer guests, they will become available for purchase when online tickets are available to public. Please use the code provided on your exhibitor dashboard to order additional single-day passes. These passes will be invoiced post-event at the following rate:

• First 50 scanned: $25/each


• 51+ scanned: $15/each


• Ordered and unscanned: $2 service fee/each

PARKING ON-SITE

Each parking lot will offer exhibitor parking on a first-come, first-served basis due to limited capacity. An exhibitor parking pass is required and can be printed from the checklist. All exhibitor staff require an admission pass to access the show daily. During Canada's Outdoor Farm Show, vehicles will not be allowed on-site. Vehicles can only remain on-site for unloading/loading and must be removed before 8:00 am daily.

SHIPPING INFORMATION

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] or [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, delivery to the booth, or after the Show, and exhibitors should insure their shipments at their own cost.

For exhibitors who are not advanced storage and instead having shipments placed in exhibit space, appropriate shipping labels should be selected. 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.

Shipments received AFTER AUGUST 21, 2023*

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

For packages received at the Site Office and delivered to exhibit space (delivery after September 10):

• Up to 5 smaller packages (no more than 30 lbs each) = $75.00


• Large packages (more than 50 lbs, requiring dolly to move) = $75.00/each


• Shipments requiring equipment assisted unloading = $200.00

*Shipments received BEFORE AUGUST 21, 2023
Additional $50.00 fee applies to all pricing above.

Exhibitors are advised to contact Show Management before shipping material to ensure space is available for storage, as a limited number of advance 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.

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

LOADING/UNLOADING AND LIFTS

Self-unloading equipment can be delivered to the site and stored outside in a marshalling area. It is the Exhibitor’s responsibility to pick up the materials; they will not be placed on the Exhibitor’s space. COFS Management assumes no responsibility for loss or damage of goods left on-site pre- or post-show.

Canada's Outdoor Farm Show will provide lift services to assist Exhibitors in the handling of heavy materials. Lifts will be available by contacting the Dispatch Office located at the Main Entrance of the site. In order for the lift order to be completed, exhibitor staff must be present at their exhibit space when lifts arrive. Please refer to Move-In/Out Procedure for lift availability dates.

TELEHANDLERS - Exhibits that require highway trailers to be unloaded at their exhibit space and/or will require more than one-hour use of telehandlers are required to plan their set up for the Tuesday – Thursday the week prior to the show. Lifts with either telehandlers or tractor (with short or long forks) can be ordered at Dispatch Office at the Main Entrance of the site. Telehandlers are reserved, dispatched, and conducted on a first-come, first-served basis. Telehandlers are only available for 1 hour per lift. If your lift will take longer then 1 hour, there may be a fee applied to the service and our operators may need to leave and return to complete the lift.

COFS Management will provide 3 ft. and 4 ft. loading docks for trucks. Due to potential turf damage, all highway trailers will be unloaded or loaded at the loading dock and marshalling area located off Oxford Road #17. Smaller vehicles can load and unload at the Exhibitor Site. COFS provides designated parking space for highway trucks and trailers in the SW parking lot.

In the event of heavy rain, COFS Management reserves the right to restrict access to the site. For safety reasons, COFS Management will shut down all operations on the Show grounds if lighting is within 13 km of the Show Site.

WATER

COFS will have two sources for water:

• Water for human consumption – Cases of bottled water and ice should be ordered in advance using the Exhibitor Dashboard. Delivery to your exhibit space will be arranged.


• Utility water – COFS Management will arrange for water service to fill sprayers or other large containers for demonstration purposes. Utility water will be available throughout the Show Site. This water is not suitable for human consumption.

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. If required, contact the Site Office for garbage collection or for extra bags. 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.

FINANCIAL SERVICES
ATM machines will be available on-site during the Show at the Site Office and at the FCC Industry Pavilion. For Exhibitors with their own wireless point of sale (POS) devices, prior testing is recommended to ensure adequate cellular network connection is available.

SECURITY

It is each Exhibitor’s responsibility to ensure protection of his/her valuables on-site, especially small portable items. COFS offers multi-level options for security, including overnight lockup facilities on-site. A private security company is contracted by COFS to provide overnight protection of the Site. Exhibitors are welcome and encouraged to hire the security company that COFS uses to provide additional security for their exhibits. The Oxford Community Police Service will provide on-site security during the day and assist COFS with traffic control.

Please contact COFS Management if you plan to have security at your exhibit or if you have any questions about securing additional security for your exhibit at [email protected].

EXHIBITOR SERVICES

EXHIBITOR CHECKLIST

An exhibitor checklist has been created to assist you with preparation for Canada's Outdoor Farm Show. The checklist is accessible through your Exhibitor Dashboard and includes links to services such as:

• Advanced Tent Rental Order Form


• Sound Event AV Order Form


• Livestock Tracking Form


• Permission to Dig Request


• UTV Permit Request Form


• ..and more

ELECTRICAL – Official Supplier is McLellan Electrical

One 1500-watt electrical outlet is included in the rental cost of each exhibit space. POWER WILL BE AVAILABLE ON A 24-HOUR BASIS FROM 12:00 p.m. the Sunday before the Show until 5:00 p.m. on Thursday, closing day.

If you require ADDITIONAL power supply, you must order through our preferred electrical supplier – McLellan Electrical. It is recommended to book early. Order forms can be accessed from your exhibitor checklist in the dashboard.

UTVS & GOLF CARTS

Show Management strongly discourages the use of golf carts, UTVs and other utility vehicles during show hours for the safety and of guests.

• Indoor exhibitors are not permitted to bring any golf carts, UTVs or other utility vehicles.


• If required, outdoor exhibitors are permitted one complimentary permit to bring a Utility Vehicle as it would need to be parked on their space. The UTV Permit Request Form can be located in your exhibitor checklist in the dashboard.

Golf Cart Rentals: You may choose to rent a golf cart while attending the show. Rentals can be found in your dashboard under "Programming and Service Add-ons". Due to limited available inventory, exhibitors may only rent one golf cart per company. Only 3-day rentals are allowed. If additional carts are needed, you may inquire at [email protected]. Payment must be received before golf carts are picked up onsite. Golf cart pick-up is located at the Show Office.

Rules and regulations for UTV/Golf Cart use at Canada's Outdoor Farm Show:
PEDESTRIANS ALWAYS HAVE THE RIGHT OF WAY

• AIM is a pedestrian event and vehicles will have limited use during show hours. Acceptable uses include restocking booth products or literature and travel to/from demo fields and parking.


• You accept full responsibility for any accident or injury caused using this vehicle on the grounds before, during and after the show.


• You will maintain a speed limit that does not exceed 15 km/h.


• Only licensed drivers 16 years and older will operate this vehicle.


• You will not exceed the passenger capacity for this vehicle.


• You will park this vehicle in your site space when not in use. It will not be parked on streets or the perimeter.


• COFS is not responsible for accidents or incidents involving any vehicle on the site. The exhibitor is responsible for all damage caused by vehicles in their control.


• The operator will remove the key from the vehicle when not in use.


• The golf cart will not be used as a moving billboard displaying excessive signage.


• Golf cart may display no more than 100 sq inches of advertising on the front, rear or either side. OEM Labelling excluded.


• No banners, flags or other marketing attachments.


• Approved sponsors will be allowed to display marketing messages on GCs, per their agreement with Show Management.


• This policy shall apply to all areas of the site including the show site, parking areas, and demo fields. Static displays will be excluded.


• COFS staff reserve the right to always enforce these policies. Refusal to adhere to these policies may lead to removal from the site.


• COFS reserves the right, at its discretion, to fine, impound or eject any vehicle in violation of these policies. COFS also reserves the right to penalize any exhibiting company in violation of these policies.

CELLULAR/INTERNET SERVICE – Official Supplier is Execulink Telecom

Official provider of High-Speed Internet and Wi-Fi access to exhibitors. Need Wi-Fi access at Canada’s Outdoor Farm Show? Connect up to 4 devices for $400.

Onsite Internet & Wi-Fi services include:
· 5 Mbps download | 2 Mbps upload
· Unlimited usage Sept 12, 13 & 14
· Up to 4 devices connected (custom packages available upon request)
· High-density 5GHz outdoor Wi-Fi
· On-site real-time troubleshooting
· Quick & easy setup

Register now!

PERMISSION TO DIG

All Exhibitors wishing to dig a hole more than 12” in depth or dig post holes at the Show must request permission in writing from Show Management. A request form must be submitted. Permission to dig will be granted by Show Management after all regulations are met and necessary precautions have been taken by Exhibitors. COFS Management assumes no liability for damage caused by faulty digging. It is imperative that Exhibitors contact Show Management before digging. Request forms can be accessed from your exhibitor checklist in the dashboard.

RECREATIONAL VEHICLES (RVs)

Exhibitors may park RVs on their exhibit space during the Show if it is part of their display and/or for office usage. The RV must be in place well in advance of the opening of the Show and may not be moved until after the Show closes at 5:00 pm on Thursday, show close. All wastes (solid or liquid) must be self-contained. No liquids may be disposed of on the Show Site. This will be regulated by the County of Oxford Health Department. On-site septic pumping will be provided after Show hours upon Exhibitor request and at Exhibitor expense. Please note that on-site offices, including RVs, may not be used for overnight accommodation purposes during the Show due to security reasons.

PROGRAMMING

FIELD EQUIPMENT DEMONSTRATIONS

Canada's Outdoor Farm Show is a demonstration-oriented agricultural showcase. Exhibitors are welcome to conduct field demonstrations in conjunction with Show Management. If you are interested in participating, demonstration add-ons can be found in your dashboard under "Programming and Service Add-ons". Once purchased, a link to the online demonstration application form will be sent to collect additional details on your equipment to include in the Canada's Outdoor Farm Show featured programming. The demonstration application deadline is:

JULY 14, 2023

In some cases, the equipment or product being demonstrated may require a tractor to operate the machine. If required, please notify Show Management to arrange for a company attending the Show to provide the needed equipment. Tractors or other related equipment that are not being exhibited at the show may not be used in any demonstration.

Guidelines have been developed for seed companies, crop input companies and suppliers, including agrochemical companies, and farm equipment/machinery companies regarding their demonstrations during the show. A comprehensive Field Equipment Demonstration Policy has been developed for all field demonstrations and is distributed to all participating companies prior to the show and is available online here:

CLICK TO REVIEW

All demonstrators desiring to operate equipment at the show MUST attend the orientation meeting. The meeting time and location will be communicated to you after your registration is complete. Participation rules will be reviewed, and field demo assignments will be given to exhibitors. All guidelines and related rules will be fully explained during this session. Please consider it mandatory to have representation in order to receive this very important information and to ensure the safety of all participants and visitors.

2023 FIELD DEMONSTRATION MEETING:

Date: September 11th

Time: 11:30 AM

Location: UofG Shop on the gravel, south of the COFS Show Site

SPECIAL EVENTS

Exhibitors may reserve the Special Events Tent for functions both during the Show and afterwards. The Special Events Tent is located off the main lane on the north side of the Ducks Unlimited Wetland Farm Pond. Please contact Show Management for a list of available times and costs. For safety and security reasons, if you plan to host a private event anywhere on the site after show hours, Show Management must be notified before the show begins. Please contact [email protected].

Guests will be restricted to a specific location and will not be allowed to wander the property. Security is required for Exhibitors hosting after hours events with over 75 guests (see below).

OUTDOOR EXHIBITORS - ADDITIONAL INFORMATION

OUTDOOR EXHIBITS

Please review the complete General Information section as well.

Exhibitors must confine their presentation within the contracted space only and within the Show rules and regulations, as well as maintain staff in the booth during Show hours.
To ensure line of sight considerations for neighbouring Exhibitors, the following rules must be adhered to:

• Exhibited machinery, equipment or other items that are under 4 ft. tall may be displayed up to the front lot line;


• Exhibited machinery, equipment or other items that are between 4 ft. and 8 ft. tall must be placed 5 ft. back from the front lot line; and


• Exhibited machinery, equipment, or other items that are over 8 ft. tall must be 10 ft. back from the front lot line.

CARE OF THE LAND
It is the sole responsibility of all Exhibitors to provide normal care of all land being used by them in accordance with the City of Woodstock bylaws and land-use laws governed by the Province of Ontario and the Government of Canada. Exhibitors in contravention of any such laws will be expelled permanently from the Show. The Exhibitor shall not disturb the exhibit space without obtaining written approval and on-site authorization from COFS Management. All damages, losses or claims whatsoever arising from disturbing or interfering with the space of other Exhibitors will be the sole responsibility of the Exhibitor.

COFS shall govern the importation, purchase, type, spreading and removal of all ground material, such as, but not limited to bark, gravel, sawdust, wood chips, etc.

TENT RENTALS – Official Supplier is ADVANCED TENT RENTAL

Advanced Tent Rental is the exclusive tent supplier for tenting requirements at COFS. Other tent suppliers will be requested to leave the Show site. Advanced Tent Rental has qualified personnel on-site on a 24-hour basis during the Show. Please contact the Site Office with any issues. Tent rental forms can be downloaded from your exhibitor checklist found in the dashboard.

Tents that are ordered and supplied from Advanced Tent Rental will not require individual building permits as these rentals are covered by a blanket permit secured by COFS.

Exhibitors may use their own tent equipment on their exhibit space; however, the City of Woodstock requires a Building Permit for Exhibitors that supply their own tents. The details are as follows:
• For tents over 60 m2 (646 sq. ft.), the Ontario Building Code indicates that a building permit is required.
• All tent permit applications must include drawings (stamped by an engineer for tents greater than 225 m2 (2,422 sq. ft.), certification of flame spread for the fabric and a site plan showing location.
• For tents greater than 225 m2, the construction shall be reviewed on-site by the designing engineer.
• Applications for tents over 225 m2 need original hard copy engineered drawings (faxes cannot be accepted).
• An “Application for a Permit to Construct” must be completed and submitted to the City of Woodstock.
• This form can be obtained by downloading the form from the City of Woodstock website. Click here to download: City of Woodstock Building Permit.
• Note: For those companies who received building permits for Exhibitor-owned tents in prior years, the City of Woodstock Engineer’s Office now requires hard copy engineered drawings each year as well as the building permit application every year.

MOVE-IN/MOVE-OUT PROCEDURE

REGULAR SITE HOURS
May 1 – October 31, 9:00 am – 4:00 pm except for on the following:

SHOW SITE HOURS
August 28 – September 1, 8:00 am – 5:00 pm
September 2, 3, and 4, CLOSED
September 5 – 16, 8:00 am – 5:00 pm
September 17 CLOSED
September 18 – 21, 8:00 am – 5:00 pm
September 22 CLOSED

August 28 – DELIVERIES ACCEPTED. Self-unloading equipment/materials can be delivered to the Show site and stored in a marshalling area. It is the Exhibitor’s responsibility to pick up the materials; they will not be placed in the Exhibitor’s space.

September 5 – MOVE-IN BEGINS

September 5-21 - Telehandlers and trained operators will be available on site to assist with lifts during business hours listed above. NO ADVANCED BOOKING REQUIRED. CHECK-IN AT DISPATCH UPON ARRIVAL.

SEPTEMBER 5-7 - Exhibits that are displaying oversized / large equipment, require highway trailers to be unloaded at the exhibit space and/or will require more than one hour use of telehandlers are urged to plan their set-up for the Tuesday to Thursday during the week before the show.

September 12 - Canada's Outdoor Farm Show site will be open for final move-in at 6:30 am. Exhibits must be set up by 8:00 am. All vehicles that are not a part of the exhibit MUST be removed from the Show site by 8:00 am.

September 12–14 - Canada's Outdoor Farm Show is open to visitors from 8:30 am to 5:00 pm. Only emergency and service vehicles will be allowed on the Show site during these hours.

September 14 - Move-out may begin at 5:00 pm, but NOT BEFORE. Small trucks and trailers will be allowed on-site at 5:30 pm. Gates to allow incoming traffic will not open until deemed safe by Show Management. This time may vary pending the number of attendees remaining on the site. Highway trucks/trailers will NOT be allowed on-site until after 6:30 pm, or when it is deemed safe by Show Management.

September 21 - All materials must be removed from the Show site by Thursday September 21, 2023, at 4:00 pm. This includes all temporary buildings kept in storage on the site. Materials remaining at the site after this time will be removed at the Exhibitor’s expense.

INDOOR EXHIBITORS - ADDITIONAL INFORMATION

INDOOR EXHIBITS
Please review the complete General Information section as well.

• Exhibitor must confine his/her presentation within the contracted space only and within the Show rules and regulations and maintain a staff in the booth space during Show hours.


• Indoor exhibits shall be placed fully within the confines of the space provided. COFS will supply 3 ft. high drapes between exhibits and 8 ft. high drapes behind only those exhibits that back onto each other.


• Exhibitors have the option of purchasing flooring for their exhibit space from Advanced Tent Rental.


• The Exhibitor will be responsible for supplying all other equipment necessary for the exhibit. Unless otherwise stated, one (1) 1500W electrical outlet will be supplied by COFS


• For indoor exhibits, the back perimeter wall or drape must not be over 8 ft. high. Any signage, decorations or display materials must not be over 8 ft. high or hang over the boundaries of the space provided.


• For those Exhibitors who have purchased four (4) or more standard exhibit spaces (i.e. frontage of 40 ft. or more), the Exhibitor may install drapes, walls, signage or decorations up to a maximum of 12 ft. high on the exhibit spaces fully contained within, but not adjacent to other Exhibitor areas, in the space provided.


• Display materials must not obstruct sight line of neighbouring Exhibitors. The maximum 8 ft. height is allowed only in the rear half of the booth space. Exhibit materials over 5 ft. tall must be displayed 5 ft. back from the front of the exhibit space.

EXHIBIT MAINTENANCE
COFS will provide daily cleaning of Discovery Farm roads, lanes and malls through a community service club. Exhibitor booth cleaning will be the responsibility of individual Exhibitors.

MOVE-IN/MOVE-OUT PROCEDURE

REGULAR SITE HOURS
May 1 – October 31, 9:00 am – 4:00 pm except for on the following:

SHOW SITE HOURS
August 28 – September 1, 8:00 am – 5:00 pm
September 2, 3, and 4, CLOSED
September 5 – 16, 8:00 am – 5:00 pm
September 17 CLOSED
September 18 – 21, 8:00 am – 5:00 pm
September 22 CLOSED

August 28 – DELIVERIES ACCEPTED. Self-unloading equipment/materials can be delivered to the Show site and stored in a marshalling area. It is the Exhibitor’s responsibility to pick up the materials; they will not be placed in the Exhibitor’s space.

September 5-21 - Telehandlers and trained operators will be available on site to assist with lifts during business hours listed above. Exhibits that require highway trailers to be unloaded at the exhibit space and/or will require more than one hour use of telehandlers are encouraged to plan their set-up for the Tuesday to Thursday during the week before the show.

September 8 – MOVE-IN BEGINS

September 12 - Canada's Outdoor Farm Show site will be open for final move-in at 6:30 am. Exhibits must be set up by 8:00 am. All vehicles that are not a part of the exhibit MUST be removed from the Show site by 8:00 am.

September 12–14 - Canada's Outdoor Farm Show is open to visitors from 8:30 am to 5:00 pm. Only emergency and service vehicles will be allowed on the Show site during these hours.

September 14 - Move-out may begin at 5:00 pm, but NOT BEFORE. Small trucks and trailers will be allowed on-site at 5:30 pm. Gates to allow incoming traffic will not open until deemed safe by Show Management. This time may vary pending the number of attendees remaining on the site. Highway trucks/trailers will NOT be allowed on-site until after 6:30 pm, or when it is deemed safe by Show Management.

September 21 - All materials must be removed from the Show site by Thursday September 21, 2023, at 4:00 pm. This includes all temporary buildings kept in storage on the site. Materials remaining at the site after this time will be removed at the Exhibitor’s expense.

LIVESTOCK EXHIBITORS - ADDITIONAL INFORMATION

LIVESTOCK EXHIBITS

Please review the complete General Information section as well.

LIVE ANIMALS ONSITE

Exhibitors must complete a Livestock Tracking form and receive an approval letter from Show Management. This information is being collected for Health and Safety and biosecurity purposes and will not be shared. If you plan to bring live animals on-site, please complete a Livestock Tracking Form available in your exhibitor checklist.

COFS will provide water to the back of exhibit lots; however, Exhibitors must provide water and feed holding capacities. Exhibitors are responsible for providing all feed, veterinary and other necessary requirements for the safe care and handling of their animals. Access to the COFS Site is controlled after Show hours, for security. Exhibitor staff with live animals will have access to the livestock area on a 24-hour basis via a service corridor to the livestock area to care for animals. COFS will arrange with Exhibitors to remove manure daily from the Site.

Exhibitors should leave dogs at home. If dogs are part of your exhibit, please adhere to instructions for livestock.

Exhibitors with livestock wishing to stay on-site may do so with permission from Show Management. Please contact [email protected].

MOVE-IN/MOVE-OUT PROCEDURE

REGULAR SITE HOURS
May 1 – October 31, 9:00 am – 4:00 pm except for on the following:

SHOW SITE HOURS
August 28 – September 1, 8:00 am – 5:00 pm
September 2, 3, and 4, CLOSED
September 5 – 16, 8:00 am – 5:00 pm
September 17 CLOSED
September 18 – 21, 8:00 am – 5:00 pm
September 22 CLOSED

August 28 – DELIVERIES ACCEPTED. Self-unloading equipment/materials can be delivered to the Show site and stored in a marshalling area. It is the Exhibitor’s responsibility to pick up the materials; they will not be placed in the Exhibitor’s space.

September 5 – MOVE-IN BEGINS

September 5-21 - Telehandlers and trained operators will be available on site to assist with lifts during business hours listed above. NO ADVANCED BOOKING REQUIRED. CHECK-IN AT DISPATCH UPON ARRIVAL.

SEPTEMBER 5-7 - Exhibits that are displaying oversized / large equipment, require highway trailers to be unloaded at the exhibit space and/or will require more than one hour use of telehandlers are urged to plan their set-up for the Tuesday to Thursday during the week before the show.

September 12 - Canada's Outdoor Farm Show site will be open for final move-in at 6:30 am. Exhibits must be set up by 8:00 am. All vehicles that are not a part of the exhibit MUST be removed from the Show site by 8:00 am.

September 12–14 - Canada's Outdoor Farm Show is open to visitors from 8:30 am to 5:00 pm. Only emergency and service vehicles will be allowed on the Show site during these hours.

September 14 - Move-out may begin at 5:00 pm, but NOT BEFORE. Small trucks and trailers will be allowed on-site at 5:30 pm. Gates to allow incoming traffic will not open until deemed safe by Show Management. This time may vary pending the number of attendees remaining on the site. Highway trucks/trailers will NOT be allowed on-site until after 6:30 pm, or when it is deemed safe by Show Management.

September 21 - All materials must be removed from the Show site by Thursday September 21, 2023, at 4:00 pm. This includes all temporary buildings kept in storage on the site. Materials remaining at the site after this time will be removed at the Exhibitor’s expense.

 RULES AND REGULATIONS

SITE SHARING/SUBLETTING
Space contracted by the Exhibitor may not be sublet without the prior written permission of COFS Management.

SALE OF GOODS AND SERVICES AT THE SHOW

Exhibitors are encouraged to sell their goods and services at the Show. Small sale items may be carried by the purchaser. However, Show Management requests that large sale items (e.g., tractors, field machinery, water pumps) remain on-site until after the Show closes on Thursday. Exhibitors are responsible for arranging pick up of larger items with their customers.

PROMOTIONS, CONTESTS AND SOUVENIRS

Sales, promotions, competitions and contests conducted by Exhibitors in conjunction with their display must be free of any obligation on the part of the winner. Prize winners must not be required to place an order before collection of the prize offered. The schedule of prizes and terms of the competition must be clearly stated on the entry form. All such competitions must be approved by Show Management at least three (3) weeks before the Show. It is the responsibility of each Exhibitor to ensure contests comply with all existing government regulations.

Only participating Exhibitors have the exclusive rights to promote or sell goods and services at the Show. All other parties who attempt to make any sale solicitations without the written permission of Show Management will be permanently removed from the Show Site. Exhibitors are asked to report any infractions to the Site Office so that immediate remedial action may be taken. Distribution of samples, souvenirs, promotional material and solicitation of business must be confined to the Exhibitor’s own booth space. Exhibitors wishing to enter another Exhibitor’s area may do so only if invited.

SMOKING AND VAPING
Smoking and vaping are prohibited at restaurant and bar patios, or any area where food and drink is sold, offered for sale or offered for consumption. By this definition, fairs, festivals, and other public events where food and beverages are being served are also off limits for smoking and vaping, even if they are under the open-air.

Smoking and vaping will only be allowed in parking fields, outside of fenced perimeter and in the designated smoking areas on the Show Site identified on the COFS Pocket Program. Please note that smoking includes smoking of any substance and vaping includes vaping any substance (ex. tobacco and cannabis) .

USE OF UAV/DRONES

Exhibitors are NOT to operate drones at the Canada's Outdoor Farm Show site at any time unless written permission has been obtained from Show Management. This is both out of courtesy to visitors and exhibitors, as well as compliance with Transport Canada regulations. COFS is considered a built-up area by Transport Canada and therefore businesses are required to apply for a SFOC permit during commercial events in conjunction with written permission from Show Management.

FOOD SAMPLES
Exhibitors may give away free food samples as part of their exhibit experience. Sample portions should be small and must not compete with menus provided by COFS caterers. The County of Oxford Health Department must approve food samples no less than one week prior to Show dates. Show Management must be notified of your plans so that Oxford County Health can be alerted, and times arranged for inspection of the samples. 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.

LIVE ENTERTAINMENT

The Exhibitor must obtain written approval from COFS Management before the showing of live entertainment. Submit requests to [email protected].

CLEAN UP - Shavings/Wood Chips/Mulch/Holes

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 COFS staff to clean the exhibit space, a charge will be applied to cover the cost. The fee has been set at $200.00 per hour with a minimum one-hour charge. Only Exhibitors with lots that require final cleanup will be invoiced for this service.

BUILDINGS/STRUCTURES

Canada's Outdoor Farm Show is held on a permanent site. However, all structures/buildings are required to be exhibited on a temporary basis. This will allow both Show Management and Exhibitors the flexibility to make improvements to the site/exhibit space. Please contact [email protected], if you have questions regarding semi-permanent buildings/structures. All buildings/structures are subject to inspection and removal if they do not meet required safety standards.

ENTRY TO SHOW

COFS Show Management reserves the right to refuse admission to the Show site, or request the expulsion from the Show Site, of any visitor, Exhibitor, or Exhibitor’s employees who, in the opinion of Show Management, is unfit, intoxicated, or in any way creating a disruption.

SAFETY PROCEDURES

Exhibitors who will demonstrate moving or operating equipment are required to provide every possible precaution for the safety of Show visitors, their own operators and exhibit personnel. All shaft, belt and chain drive units must be covered; safety shields or related safety devices must be provided with all equipment where cutting of metal, wood or plastic is involved.

Canada’s Outdoor Farm Show makes every effort to follow Ontario’s Occupational Health and Safety Act (OHSA) and Regulations and insists that Exhibitors at COFS carry out all aspects of the OHSA & Regulations. Please see Show Management for clarification or explanation of requirements. Failure to comply with the Act may lead to the expulsion of offending Exhibitors from the Show site.

FIRE PROTECTION

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.

SOUND LEVELS

COFS Management reserves the right to request the abatement of any or all noise-creating activities that are deemed to be destructive to the Show, its Exhibitors, or its visitors. Failure to comply with recommendations from Show Management may lead to the permanent expulsion from the Show Site of the offending party.

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.

A copy of the document “Guidelines for Heating and Cooking Equipment Use at Public Gatherings” is found below.

GUIDELINES FOR HEATING AND COOKING EQUIPMENT USE AT PUBLIC GATHERINGS

Fuel Suppliers: Where fuel is supplied to a site NOT connected to an appliance by the supplier, the supplier shall ensure that the cylinders are in good safe condition and are properly stored. Where fuel supplied to a site that IS connected to an appliance by the supplier, the supplier shall ensure that the cylinder is properly installed and that connections are leak-free, the equipment is in safe operating condition and the equipment is approved.

Rental Houses: Where equipment is leased, rented or loaned to a person or organization, the owner shall provide documentation affirming that the equipment is in safe working condition and approved and provide adequate training/explanation to ensure that the lessee is aware of installing/using the equipment.

Equipment Users: Where a person or organization intends to use propane, natural gas or other hydrocarbon-fueled equipment at a public event, the person responsible shall:

• Ensure that equipment to be used is in safe working condition and meets the requirements of all applicable legislation (local and Provincial).


• Ensure the equipment is installed by a Certified Gas Technician.


• Ensure that all persons operating the equipment are trained in its safe use and their duties and emergency procedures.


• Ensure that where equipment is to be used indoors, specific permission for such use is gained from the authority having jurisdiction; equipment must be approved for use.


• Ensure that special effects equipment which utilizes hydrocarbon fuel shall be properly engineered and approved for use prior to the event by the authority having jurisdiction; the owner/operator shall provide documentation, which affirms that the equipment under their control is in safe acceptable working condition.

Special Issue:
Open flame Construction Heaters are not to be used to heat structures utilized for a fair or event. Only Certified Technicians can install, alter, repair or remove an appliance or equipment. Cylinders must be installed or stored in an acceptable manner.