Crystal Centre Trade Show Exhibition Policies Exhibitors: Please follow Trade Show Organizer s Instructions.

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1 Crystal Centre Trade Show Exhibition Policies Exhibitors: Please follow Trade Show Organizer s Instructions. Load In & Out All exhibitors must load in and load out through the west overhead door. Exhibitors may NOT park their vehicles on the brick plaza, in fire lanes next to the load in bay or other designated No Parking zones. Vehicles parked illegally will be ticketed and towed. Public parking lots are located east, west and south of the venue. Freight Delivery of Goods & Storage The Crystal Centre will not accept, ship or store any packages for any event hosted at the venue. It is up to each tradeshow organizer and their exhibitors to look after accepting and storing packages. Storage of items at the Crystal Centre after the move-out deadline is not permitted. Crystal Centre does not take any responsibility for articles left within our venue. Exhibitor Promotions Stick-on Decals Exhibitor give-aways may NOT include STICK-ON decals. Helium Balloons Helium Balloons are restricted. Exhibitors may not give-away helium-filled balloons. All balloons must be secured until the completion of the show, and all balloons must be deflated prior to removal in order to ensure no balloons are released to clog Crystal Centre HVAC systems. Helium tank(s) must be stored safely while in use and/or being transported to the room(s) and are to be secured on an appropriate cart(s) and the MSDS (Material Safety Data Sheet) must be with the tank. An hourly charge will be levied for removal of balloons that have risen to the ceiling. Signs & Banners No materials of any kind may be affixed to the ceiling, walls, windows or doors whether painted, wooden, or vinyl by any method whatsoever without the Event Manager s written approval. Decorations or signage that require hanging at a distance greater than can be reached by a ten foot step ladder must be performed by a rigger contracted by the Crystal Centre for a fee of $57.00/hr with a minimum four hour call out. It is the responsibility of the client to rent a man lift if one is required. Telephones Crystal Centre is able to supply a limited amount of phone lines to you and your exhibitors. There will be a $ charge for each line activated. If you wish to have a phone installed at the Crystal Centre for the duration of your event, please adhere to the following process: 1. Client to contact Crystal Centre: Candace Guise at or cguise@cityofgp.com 2. If phone line is for a tradeshow booth, you will need to let us know what your booth number is. 3. Phone lines must be paid for prior to activation.

2 Candles/Open Flames All displays with candles of any kind (including votives) must meet the fire code. Candles must have a cover to prevent accidental contact and protection from being knocked over. Large noncombustible bases and chimney glasses around the candle are mandatory. Alberta Health Services Exhibitors must comply with all health and safety regulations as outlined through Alberta Health Services. The following services must contact Alberta Health Service s Environmental Health Program to obtain a Special Events License/Permit Application: a. Trade Show Organizer b. Exhibitors promoting/selling/sampling any food or beverage c. Exhibitors promoting/selling/offering personal services which may include: Tattooing; Piercing; Aesthetics (manicures, pedicures, etc.); Hairdressing/Barbering; Hair Removal Processes; Sensory Deprivation Tanks For further information, contact Alberta Health Services: Telephone: ; Toll Free: Ext Environmental Public Health or Website Trade show booths must be totally self-contained for hand washing/dishwashing equipment and refrigeration. Crystal Centre will not provide access to any areas within our concessions stands. Trade show booths must supply their own ice requirements. Food and Beverage Crystal Centre s exclusive food and beverage suppliers make every effort to ensure food and beverages are abundantly available and of the highest quality. A Food & Beverage Cart will be circulating throughout the tradeshow to provide exhibitors the opportunity to purchase a variety of food and beverages without having to leave their booth. Food and beverages, alcoholic or otherwise, may NOT be purchased or brought off-site and consumed or served within the venue. Food & Beverage Sampling Crystal Centre recognizes food & beverage sampling enhances a trade show atmosphere. The following requirements are in place: 1. Beverage Product: sample size not to exceed 2 oz. portions. 2. Food Product: sample portions to be no more than 1 oz. (28 grams) per serving. 3. Packaging: Food or beverage items for sale must be pre-packaged in such quantities as to be solely intended for home consumption. 4. It is mandatory for each exhibitor to complete the Food and Non-Alcoholic Beverage Sales & Sampling application form and/or Alcoholic Beverage Sampling application form prior to their participation in an event held within the Crystal Centre. 5. Applications must be received a minimum of 14 days prior to the event. Cooking Demonstrations The Crystal Centre must approve any cooking being done within the facility. All cooking equipment must meet all fire and safety standards and is subject to City of Grande Prairie Fire Department and Alberta Health Services approval.

3 Fire and Vehicle Policy Crystal Centre Regulations for Fire Safety The following regulations have been prepared in conjunction with the City of Grande Prairie Fire Department. Exhibitors are reminded that they must remain within the space assigned. A minimum of eight feet (8 or 2 ½ metre) aisle must be maintained at all times for tradeshows. Aisles must be kept clean and uncluttered at all times. No hazardous display of any nature will be permitted in any areas of the Crystal Centre. This includes open flames, hot coals, LPG (Liquid Propane Gas) lighters and containers, charcoal grills, flammable liquids, toxic liquid or gases, hazardous chemicals, etc. or any hazardous liquid, solid or gas of a similar nature. Fire exits, hose cabinets and pull stations are to be in full view and kept clear at all times. The Crystal Centre must approve any cooking being done within the facility. All cooking equipment must meet all fire and safety standards and is subject to City of Grande Prairie Fire Department and Alberta Health Services approval. If more information is required, contact the Fire Prevention Branch at Regulations for Automobile, Trailer and Boat Displays Fuel tanks must be no more than one-quarter (1/4) full in each vehicle. All fuel tank caps must be locked or properly sealed with approved type tape i.e. masking tape or cloth tape. Batteries must be disconnected. PROPRANE IS NOT ALLOWED IN THE FACILITY. Carpet pieces must be placed under the tires of vehicles parked within the venue. Marks that are not removable will be considered damage and funds will be applied from the security deposit for repairs. Products such as Armoral, Pledge, etc. are NOT to be used in the facility unless a drop cloth is used or some protective material is placed around/under the article being sprayed. These products are not easily removed from the floor and are considered damage with significant funds applied from the security deposit for clean up.

4 EXHIBITOR AGREEMENT Food & Non Alcoholic Beverage Crystal Centre Event Name: Show Manager: Exhibitor Company Name: Exhibitor Representative s Name: Exhibitor Booth Number Event Date: Address: Telephone: Fax: Regulations: 1. This form must be submitted for approval by The Crystal Centre, by any Exhibitor who wishes to sample, demonstrate, or sell food or non-alcoholic beverage products. 2. All products being sold or sampled must be pre-approved by the Crystal Centre. 3. It is the responsibility of the Trade Show Manager to submit a list naming all Exhibitors that will be sampling, demonstrating, or selling food, for approval by the Events Manager at least 14 days prior to show date. 4. It is the responsibility of any Exhibitor that will be sampling, demonstrating, or selling food to submit this agreement to Crystal Centre for approval by the Events Manager at least 14 days prior to show date. 5. Exhibitors must comply with all health and safety regulations as outlined in Food Regulations, Public Health Act (Province of Alberta) plus Alberta Health Services Food Establishment Policy. For information contact or telephone The application will be assessed, approved, disapproved and identified if a commission is required by the Crystal Centre. 7. The Crystal Centre will not approve any items that compete with our menus. 8. If an Exhibitor Food Booth is identified to pay a commission, it is the responsibility of the Trade Show Organizer to collect and submit the fee to the Crystal Centre. $50.00 daily commission for each and every day (or partial day) of the event to be invoiced upon conclusion of the event. 9. Alcohol samples and sales are not approved on this agreement, but must be submitted for approval on the Alcoholic Beverage Exhibitor Agreement. Food & Beverage Sampling Crystal Centre regulations for Exhibitors with respect to food and beverage sampling within the facility are as follows: 1. Beverage Product: sample size not to exceed 2 oz. portions. 2. Food Product: sample portions to be no more than 1 oz. (28 grams) per serving. 3. Packaging: Food or beverage items for sale must be pre-packaged in such quantities as to be solely intended for home consumption. 4. It is mandatory for each exhibitor to complete the Food and Non-Alcoholic Beverage Sales & Sampling application form and/or Alcoholic Beverage Sampling application form prior to their participation in an event held within the Crystal Centre. 5. Applications must be received a minimum of 14 days prior to the event.

5 Please list below all food or non-alcoholic beverage products that will be sampled or sold. Item Sample size For Sale (quantities in package) Return this form 14 days prior to commencement of show to: Crystal Centre,, Telephone: Office Use Only: Approved Not Approved Commission Required Food Sample(s) required by Crystal Centre Details: Authorization Crystal Centre Date The Crystal Centre reserves the right to shut down any Exhibitor that does not follow and/or comply with the above policies and regulations.

6 EXHIBITOR AGREEMENT Alcoholic Beverage Crystal Centre Event Name: Show Manager: Exhibitor Company Name: Exhibitor Representative s Name: Exhibitor Booth Number Event Date: Address: Telephone: Fax: Regulations: 1. Any Exhibitor who wishes to provide alcoholic beverage product samples during an event held at the Crystal Centre must submit this form for approval. 2. All products being sampled must be pre-approved by the Crystal Centre. 3. Alcohol samples must be poured and served by a Crystal Centre bartender, hired at the expense of the Exhibitor at a labour charge consistent with the current rate. 4. Guest Service staff will be hired at the expense of the Exhibitor at a labour charge consistent with the current rate to enforce AGLC and Crystal Centre guidelines. 5. Alcohol sampling is designated within a contained area. 6. Persons working the booths must not consume/sample any alcohol. 7. Exhibitors within a Crystal Centre licensed area (the event floor) must order their product from Crystal Centre. 8. It is the responsibility of any Exhibitor that will be providing alcohol samples to submit this agreement to Crystal Centre for approval by the Events Manager at least 14 days prior to show date. 9. Exhibitors must comply with all health and safety regulations as outlined in Food Regulations, Public Health Act (Province of Alberta) plus Alberta Health Services Food Establishment Policy. For information contact or telephone The Crystal Centre will not approve any items that compete with our menus. 11. Food and Non-Alcoholic beverage samples are not approved on this agreement, but must be submitted for approval on the Food and Non-Alcoholic Beverage Exhibitor Agreement. FREE SAMPLE GUIDELINES: 1. Samples / giveaways will be assessed, approved or disapproved by Crystal Centre. 2. Liquor samples may not be sold, as the City of Grande Prairie will be licensing the entire event floor and operating under their Liquor License. 3. Samples / giveaways may be subject to a Rights Fee. 4. Sample items must be restricted to a maximum 2-ounce beer or coolers, 1-ounce wine and 0.5- ounce spirits or liqueurs.

7 Please list below all alcoholic beverage products that will be sampled at your exhibit booth that you wish to submit for approval by the Crystal Centre. Please provide a full description of all products, including sample size. Item Sample size LIQUOR ORDERING GUIDELINES: 1. The Exhibitor must provide the Crystal Centre with their product requirements 14 working days prior to the event to ensure we have enough time to order for any special requests. 2. Each Exhibitor must provide the Crystal Centre with credit card information 14 days prior to the show. Exhibitors will be billed directly for product and labour. Return this form 14 days prior to commencement of show to: Crystal Centre,, Telephone: cguise@cityofgp.com Office Use Only: Approved Not Approved The preceding regulations are understood and agreed to: Trade Show Manager: Exhibitor: Date submitted: Authorization Signature Crystal Centre Date The Crystal Centre reserves the right to shut down any Exhibitor that does not follow and/or comply with the above policies and regulations.

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