Exhibitor Resources

This is your comprehensive guide to planning your booth and getting the best results from your company’s participation at the 2018 CPMA Trade Show. Keep an eye on the Important dates and deadlines and read the Exhibitor Bulletins for the latest information to keep you on track in your show planning. We look forward to welcoming you in Vancouver!

General Show Information Application Forms Exhibitor services manual


Trade Show Planning Guide

Not sure where to start? For a quick overview of important show information and where to find all order forms & services,
please read the CPMA Trade Show Planning Guide.


ALL exhibitors must complete the following notification forms by Wednesday, March 21st, 2018.
Will you be doing any of the following activities at your booth? If so, the following forms must be submitted.


Trade Show Information and Exhibitor Services


Exhibitor Services Manual / Ordering Information
Exhibitor services manualThe Exhibitor services manual will provide you with all in the information you need to plan your show, and order furniture and services for your booth.

Click here to access the manual.

Manual contents:

Exhibitor Appointed Contractors
  • Exhibitor appointed contractor form

Show Information
  • List of important deadlines/ show schedule
  • Official show suppliers contacts list
  • General trade show information
  • Trade show planning guide
  • International exhibitors travel info

GES Services
  • Carpet, tables and chairs
  • Booth Accessories, floral, graphics
  • Labour I&D, Forklift Services
  • Exhibit and furniture packages, custom booths

Utilities / Convention Centre Services
  • VCC online ordering
  • Internet / Telecom
  • Sign/Banner Hanging
  • Plumbing
  • Booth cleaning / Vacuuming
  • Electrical
  • Additional Security
  • TVs and AV equipment
  • Parking Information

Material Handling, Logistics & Customs
  • Move-in information and target freight move in floor plan
  • Move-out information
  • Material handling information and order forms (includes daily produce delivery)
  • Shipping information – Advance warehouse and direct to show site
  • Shipping Labels – Advance warehouse – produce or non-produce
  • Shipping Labels – direct to show site – produce or non-produce
  • GES Logistics and shipping ordering information
  • Customs information and forms
  • Canadian Border Services Agency Letter (CBSA)
  • Canadian Food Inspection Agency Letter (CFIA)

Sampling and Catering Information
  • VCC catering menus and order forms
  • Sampling and/or catering notification form
  • Product preparation sheet for custom VCC orders
  • Temporary hand wash station order form
  • Temporary food services application
  • Food safety requirements
  • Exhibitor request to serve alcohol

Additional Show Services
  • Exposoft lead retrieval
  • BBW temporary staffing
  • Lowe Refrigeration

Regulations and Safety Information
  • Exhibit rules
  • Booth display guidelines
  • Fire rules and regulations for exhibitors
  • VCC exhibitor safety guidelines

Official Show Supplier Contacts

GES Exhibitor Services | Karina Acuna
torontoexhibitorservices@ges.com | 905-283-0500 ext. 591

General Logistics Questions, CPMA Forms, Insurance Requirements | Nicole Jeffrey
njeffrey@cpma.ca | +1 (613) 226-4187 x217

For a complete listing of official service contractor contacts, please click here.


What’s included with your exhibit space

Each inline booth space comes with an 8 foot high black drape, 3 foot high side rails, and 1 line ID Sign (7” x 44”) with the company name and booth number. Please note: Carpet is not included with the booth, but is mandatory as per exhibitor rules.  You may bring in your own carpeting or flooring or make arrangements to rent the carpet through GES. Please refer to the Carpet Order form.

Booth furnishings are not included, and you will need to make arrangements to supply your own furniture or rent from GES. Tables, chairs, and other booth furnishings and accessories can be ordered through the exhibitor service manual.

Electricity is not included so should you have any elements that required power in your booth, you can make arrangements to order from the VCC. The Electrical Order form is available here.  

CPMA Show Management will provide an initial pre-show clean for the exhibitor's booth provided carpet is installed by 6:00pm on Tuesday, April 24th. If additional cleaning is required on the second day, this will be at the exhibitor's own expense. The Cleaning Service Order form is available through VCC online ordering.


Badge Registration

For each 10x10 ft. of exhibit space, you will receive five exhibitor badges which include access to the After Party, trade show and business sessions.

Should you wish to attend the Chair’s Welcome Reception, Annual Banquet or Retail Tour, please purchase additional tickets as these functions are not included with your exhibitor package. Other than the Annual Banquet, please note that meal functions cannot be purchased as individual tickets as they are only included with delegate registrations. Delegates who are from exhibiting companies have access to the Trade Show including during move-in and move-out times, and do not need an additional exhibitor registration.

Badges are not mailed in advance, they will be picked up at the registration area on Level 1 of the VCC West Building.

Exhibitor badges can be registered within the a2z system. For delegate badges, and individual tickets to other events, please use the main registration system.


Customs and Shipping

GES, the official show carrier and customs broker, will provide assistance to exhibitors in the areas of transportation to and from the show site as well as customs clearance services for exhibit materials and products. Please contact GES for further details.

Please also read carefully the CBSA Letter of Recognition and CFIA Letter of Exemption, and, if any applies to your company or product, have a copy of these ready at the border.

Please be aware that, like all countries, Canada has strict requirements for importation of fruits and vegetables. This CFIA Letter of Exemption concerns only the import requirements set by the CFIA's Fresh Fruit and Vegetables unit under the Fresh Fruit and Vegetable Regulations. Please note that this exemption is only for the mandatory quality inspections that are required under the Fresh Fruit and Vegetable Regulations and it specifically says that there may be other requirements related to food safety and plant health.  As was the case in previous years, the letter does not provide an exemption regarding plant health or food safety requirements.

The plant health requirements set by the Canadian Food Inspection Agency (CFIA) are very diverse and vary depending on the commodity and its origin. A good source of information regarding the import requirements for these various commodities is the CFIA's Automated Import Reference System (AIRS) and CFIA Importing plants and plant products: what you need to know.

If AIRS states that a Permit to Import is required for a given commodity from a given origin, the importer must apply for one to the Permit Office of the CFIA's Plant Health and Biosecurity Directorate.


Move-in and Booth Set-up

The CPMA Trade Show is a targeted show, which means all exhibitors using the loading docks must arrive during their designated move-in slot to have their freight unloaded. Freight handling and delivery to the booth is an exclusive GES service.

Exhibitors using the loading docks
To ensure a safe and efficient move-in process, a colour-coded move-in floor plan for freight arrivals has been designed to create a controlled environment on the Trade Show floor. If you are using the loading docks, you must have your carrier or trucks arrive during your scheduled move-in time and communicate any difficulties well in advance. If you miss your scheduled move-in time, you must reschedule or be prepared to wait.

All vehicles must report to the designated marshalling yard prior to unloading.

Move-out begins Thursday, April 26th at 4:30 after show close. Empty containers will be returned starting at 5:30pm after the aisle carpet removal. More information on move-out procedures can be found here.

Exhibitors not using the loading docks
Exhibitors who do not require the loading docks may move in at any time during the hours specified below. If you have ordered carpet or furnishings from GES, these will be set-up in your booth prior to your arrival according to your scheduled move-in time on the floor plan. Materials brought through the front of the exhibit hall must be a small quantity/size that the exhibitor can carry in by hand – no dollies or carts allowed. All other items must go through the loading docks.

Exhibitor move-in

** All exhibits must be show ready by Wednesday noon**

Exhibitor appointed contractors
Exhibitors who are using a third party contractor, other than GES, Lowe’s, or any of our official service providers must complete the Exhibitor appointed contractor form to register their contractors by  March 21, 2018 and also provide proof of insurance from their contractor. Please note that if EACs are not registered in advance or do not provide proof of insurance, they will not be permitted into exhibit halls and GES labour must be used.

Electrical, plumbing & rigging are exclusive VCC services and must be arranged through VCC labour.

Height limitations for exhibit space

Height restrictions vary depending on the type of booth and location, and are strictly enforced. Review these guidelines here.

All display materials should be confined to a maximum of 8’3” for all standard in-line booths, 16 ft. for perimeter booths and 18 ft. for island booths. Please note that for all standard in-line and perimeter booths, all display fixtures and materials over 4 ft. in height must be confined to that area of the exhibitor’s space which is within 5 ft. of the backline.

Hanging signs and banners are permitted in island and perimeter booths. In-line booths cannot hang signs.


Sampling / Food Service at the Booth

ALL exhibitors must submit the sampling/catering notification Form by March 21st.

If you are planning on sampling your product and/or serving food or beverages at your booth, you will need to review and abide by the Vancouver Coastal Health Food Safety Requirements. VCC catering menus can be found in the Exhibitor Services Manual and product preparation sheets can be submitted if you have a specific recipe for your product that should be used.

Cooking/heating food in the booth
  • If you wish to cook or heat food in your booth, a 5 lb ABC-type fire extinguisher is required.
  • Display and cooking areas should be protected from the public at all times. This may be achieved by equipment/booth layout (locating cooking equipment towards the back of the booth), use of sneeze guards, display cases and or/the use of packaging

Alcohol Service at your booth
Alcohol must be ordered and served through the convention centre catering services. Alcoholic beverages may only be served at your booth with written consent from Show Management. Exhibitors wishing to serve alcohol at their booths must complete the alcohol request form by March 28th. Exhibitors are not permitted to bring in their own alcohol.

The Vancouver Coastal Health Food Safety Requirements are included in the Sampling and Catering Information Section in the Exhibitor Services Manual. To assist you in organizing your safe participation, detailed instructions on safe food handling requirements have been provided in this package to prevent the possibility of foodborne illness.
  • Appropriate handwashing arrangements must be in place in the exhibitor’s booth.
  • You must have arrangements for garbage disposal within your booth. CPMA will provide general garbage cans on the show floor.
  • All foods must be protected from contamination (from public handling, coughs, sneezes, dust, etc.) during preparation, processing, storage and display.
  • All potentially hazardous foods shall be kept at a temperature of +4°C (40°F) or less using mechanical refrigeration. All potentially hazardous foods shall be held hot in hot holding units at +60°C (140°F) or above.
  • Accurate stem thermometers must be available to check internal food temperatures.
  • Approved sanitizer to be utilized for food contact surfaces.

Temporary hand washing stations
All exhibitors handling unwrapped food require a suitable hand washing kit to be set-up in their booth. Hand sanitizers are not permitted as a replacement for traditional hand washing.  Exhibitors can provide their own handwashing station –requirements are a container with a spigot/turn spout, for example, 5 gallon ‘blue’ plastic water jugs or collapsible transparent water container, to supply a continuous stream of warm water that leaves both hands free to allow for vigorous rubbing with soap for 20 seconds, and include a drain bucket, paper towel and hand soap.  You can also rent one from GES. Exhibitors who are handling raw meat or other high-risk foods must have a plumbed in sink in their booth space. These can be ordered through the VCC.

Food handlers
It is recommended that all food handlers take some basic food handler course or Foodsafe certification. For menu items that require preparation or high risk product, a FOODSAFE certified food handler shall be involved in the preparation and be present at the booth. Food handler’s hygiene requirements must be observed at all times.
  • For Foodsafe certifications, information on the program can be found here, and a list of equivalencies can be found here.
  • If you are looking to hire local booth personnel, chefs or certified food handlers, these can be arranged through BBW International.
  • If you are bringing your own chef to work at your booth, CPMA will provide chefs working the show an exhibitor badge (outside of your allowed quota) at no charge. Please send njeffrey@cpma.ca the name of your chef working in your booth by April 6th, 2018.

Produce Wash / Utensils Wash and Hand Wash Stations
CPMA will provide wash stations around the outside of the trade show floor for all exhibitors to use. Click here for the Wash Stations Floor Plan. Wash stations are to be used strictly as assigned. Please note that some exhibitors might be required to have their own wash station at their booth, depending on the extent of food preparation and as per request of Vancouver Coastal Health. Sink requirements and approved sanitizers list is available in the temporary food services application form. Sink rentals and plumbing services are available through the VCC.
Cold Storage

Cold storage will be available through GES to store your produce onsite. Please refer to the Exhibitor Services Manual shipping and material handling information section for more details on the produce shipment, labels, material handling and daily delivery in your booth. For display cooler rentals at your booth, please contact Lowe Refrigeration. Their catalogue and order forms are included in the Exhibitor Services Manual. Bagged ice can be ordered from the VCC.


Exhibitor Bulletins Archive

Exhibitor bulletins will be sent to the booth logistics contact on a monthly basis to provide important information to help you plan your show and stay on track with upcoming deadlines for CPMA 2018.

Not receiving our CPMA Exhibitor bulletins by email and you would like to? Please contact Nicole Jeffrey (njeffrey@cpma.ca) to be added to our list.

Exhibitor Bulletins Archive
  • Exhibitor Bulletin #5 – March 14, 2018
    (Topics: Upcoming Deadlines / Social Events / Exhibitor Forms Deadline – March 21st / Advance Pricing Deadlines coming up – April 2nd / Complimentary Customer Appreciation Trade Show Passes and Retailer Passes / Sampling Food at Your booth? / Exhibitor Badge Registration

  • Exhibitor Bulletin #4 – February 27, 2018
    (Topics: Upcoming Deadlines / Update your Directory Listing by March 9 / Exhibitor Badge Registration / Canadian Border Services Agency Letter of Recognition and CFIA Letter of Exemption / Hospitality Area / Sampling/Food Service at the Booth Requirements)

  • Exhibitor Bulletin #3 – February 1, 2018
    (Topics: Upcoming Deadlines / Company Profile Information/Exhibitor Badge Registration / Freight Move-In Floor Plan / Hospitality Area / Insurance Certificate requirements / Sampling? Participate in the "Tastes of CPMA"/ Booth Set-up Labour and Exhibitor Appointed Contractors / Co-Exhibitor Registration / Promotional Email Signature Template)

  • Exhibitor Bulletin #2 – January 11, 2018
    (Topics: Exhibitor Services Manual / Trade Show Planning Guide, Exhibitor Profile Information, New Product Showcase – Introducing Organics at CPMA 2018, Exhibitor Badge Registration/Co-Exhibitor Registration, Insurance Certificate requirements)

  • Exhibitor Bulletin #1 – November 6, 2017
    (Topics: Trade Show Schedule, Book Your Hotel for Vancouver – November 13, Exhibitor Warnings, Official Full Service Provider/ Exhibitor Services Manual, New Product Showcase – Introducing Organics at CPMA 2018!)


Exhibitor Warnings

Attendee Lists
Please be aware that any solicitation trying to sell you the attendee list and contacts is a scam. CPMA has no affiliation with any such companies, and does not make attendee contact information publicly available, in accordance with our privacy policy and Canada’s CASL anti-spam legislation.

Housing Scams
CPMA does not use housing bureaus. Please make all hotel bookings by contacting the hotel directly using the information posted on the convention website.

The chances are quite good that you will receive a fax, email or phone call that offers you cut rate housing for the CPMA Convention and Trade Show. The author’s apparent intent is to convince you that the offer is made on behalf of the CPMA Convention and Trade Show. These companies are NOT representatives of CPMA and its Annual Convention & Trade Show.

International Fair Directory
Should you receive an email or invoice from International Fairs Directory requesting companies verify their show listing and submit payment, please be aware this is fraudulent communication. This guide is an independent publication, and has no affiliation with CPMA and its official exhibitor listings.

The only official exhibitor listing and program for the show is produced through CPMA. As always should you have any questions about the legitimacy of any solicitations regarding the CPMA Convention and Trade Show, please contact Nicole Jeffrey at njeffrey@cpma.ca.