Calgary Exhibitor Manual – Live

April 11 & 12, 2026 | Calgary, Alberta | Stampede Park, BMO Centre | Hall E & F

Welcome and thank you for choosing to be a participant in The Calgary National Women’s Show. 

Please take a moment to read the Exhibitor Manual which will provide you with all the necessary information for the preparation and installation of your exhibit. Processing your orders at your earliest convenience will allow us and the service-contractors time to provide you with the best possible rates & service.

The Show Office will be set up at the Stampede Park, BMO Centre on Friday, April 10, 2026 at 9 am and management will be available to assist you for the duration of the Show.

Table of Contents

1. General Information (Location, Dates, & Times)
2. Exhibit Booth Inclusions
3. Exhibitor Checklist
4. Audio-Visual Rentals
5. Badges
6. Booth Accessory Package
7. Booth Cleaning
8. Booth Installation & Dismantling Services
9. Customs Broker
10. Electrical
11. Food Bank
12. Food & Beverage Sampling
13. Free Admission Passes and Discount Coupon
14. Furniture, Carpet and Display Rental​
15. Goodie Bags
16. Hotel
17. Ice
18. Insurance
19. Internet & Telecommunications
20. Liquor Sampling
21. Loading Docks
22. Move-in Instructions
23. Move-out Instructions
24. On-Site Treatments & Personal Services
25. Parking
26. Plumbing
27. Preferred Service Providers
28. Product Replenishment
29. Promotion Packages & Sponsorship Opportunities
30. Refrigerated Storage
31. Rules & Regulations
32. Shipping & Deliveries to the Show
33. Signage Installation (Hanging of Banners / Rigging)​
34. Tips for Success
35. Tents & Canopies
36. Vehicles on Show Floor

General Information (Location, Dates, & Times)

Exhibit Booth Inclusions

Your exhibit application cost includes the following:

• 8 ft back drape
• 3 ft side drapes on each side of booth
• Up to 6 exhibitor badges
• Material handling for one (1) skid only (from loading docks to booth)

Items such as carpet, tables, chairs, and electrical are not included. If you require these in your booth, you may rent from our official show service providers identified in this Exhibitor Manual.

All booth designs and activities must comply with the Rules and Regulations of the Show and Venue.

Exhibitor Checklist

Please print a copy of this checklist to assist you in planning for the Show. To take advantage of “early booking discounts”, please note booking deadlines.

CHECKLIST

Audio-Visual Rentals

ORDER DEADLINE: March 27, 2026

Audio Visual is not supplied to your booth. If you require audio visual equipment in your booth, you can order services directly from Encore. Please fill in and submit the below form to BMOcentresales@encoreglobal.com.

AUDIO-VISUAL ORDER FORM

If you have any questions regarding rentals, equipment, or other services offered by Encore, please  contact them via telephone number 1-888-287-3687 or visit their website at www.encore-can.com.

Please note any orders placed 14 days prior to event day may be subjected to late fees.

Badges

DEADLINE: April 3, 2026

We have implemented a new automatic badge system to simplify the request process. Exhibitors are provided with up to a maximum of 6 personalized name badges. Badges will be available for pick up at the Show Office during move-in and must be worn to gain admittance to the Show.

Visit the Exhibitor Registration Portal to register your booth staff for the Calgary National Women’s Show. You can visit this portal at any time to manage your company’s staff badges. You will need to enter your Access Code to manage your company’s account.  Your Access Code will be emailed to the main contact from your company roughly 8 weeks before show date.

If you have not received your access code, please contact exhibitors@nationalevent.com and indicate NATIONAL WOMEN’S SHOW – CALGARY in your email request.

HOW TO REGISTER BADGES – INSTRUCTIONAL VIDEO

Booth Accessory Package

ORDER DEADLINE: March 20, 2026

An all-inclusive booth accessory package which includes grey carpet, one black skirted table (6 feet long x 30 inches high), two chairs, and a standard electrical outlet, is available. If you did not order at the time of booking and wish to have this package, please complete the order form below.

BOOTH ACCESSORY PACKAGE ORDER FORM  

Important Note: There are no substitutions to this package. All packages regardless of booth size contain one table and two chairs. If required, additional furniture can be ordered through the Show Decorator at their usual rates.

Booth Cleaning

DISCOUNT ORDER DEADLINE: March 27, 2026

Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming or other cleaning services, please click on the link below to place your order.

ONLINE ORDERING LINK

If this is your first time ordering from GES, you must create an account before you can place your first order. If you need assistance with the online ordering system, please contact GES Exhibitor Services Centre at telephone number 1-800-636-8235 or email exhibitorserviceswest@ges.com.

Booth Installation & Dismantling Services

Customs Broker

Cross Connect Customs & Logistics is our designated official customs broker to coordinate customs clearance of goods destined for The National Women’s Show. Please contact them at least one month prior to the event to arrange your customs needs.

If you have any questions, please contact:
Cross Connect Customs & Logistics
Anthony D’Alessandro
Phone: 416-670-6606
Email: info@crossconnectcl.com

TRANSPORTATION & CUSTOMS ORDER FORMS

Electrical

ADVANCE ORDER DEADLINE: March 27, 2026

Electrical is not supplied to your booth. If you require an electrical connection, please use the link below to view pricing and place an order online.

ONLINE ORDERING LINK 

When accessing the link, scroll down and click “National Women’s Show”

If this is your first time ordering from Calgary Stampede Event Services, you must Add A New User Account before you can place your first order. If you need assistance with the online ordering system, please contact Calgary Stampede Exhibitor Services at telephone number (403) 261-0377 or email exhibitorservices@calgarystampede.com.

Food Bank

Arrangements will be made with a local shelter or Food Bank for any food product remaining after the show closes.  Any product left in the refrigeration trucks will be donated to the Food Bank.  If you have non-refrigerated products to donate, there will be an area on the loading dock where it can be left.  

Any food left on the dock after 7pm will be donated to the Food Bank.

Food & Beverage Sampling

APPLICATION DEADLINE: March 13, 2026

If you are planning on sampling food or non-alcoholic beverage products in your booth, you must complete and submit two necessary forms.

Important Notes:

• Selling of food and beverages for onsite consumption is not allowed.
  
• Food and/or non-alcoholic beverage samples are limited to a 2 oz. portions only.

Mandatory Forms:

1. Please complete the below FOOD AND NON-ALCOHOLIC BEVERAGE SAMPLING APPLICATION FORM and send it to cskitchen@calgarystampede.com and estelle@nationalevent.com.

2. Please complete below the SPECIAL EVENT VENDOR NOTIFICATION required by Alberta Health Services. There is no fee involved.

If you are any of the following, you do not need to complete the above Alberta Health Services Vendor Package but you must provide Show Management and Alberta Health Services required information. Please send required information to estelle@nationalevent.com

1. You are selling low-risk home prepared foods ONLY, as per the factsheet below. Please submit your home address, business name, contact information and foods being sold.

Note: Products must be prepackaged and labeled per below guidelines.

LOW RISK HOME-PREPARED FOOD FACT SHEET 

2. You are a Type A mobile unit permitted in Alberta (i.e. a food truck, cart, or trailer) with an AHS decal (e.g. EDM-###; CGY-###…). Please supply your name, decal identification #, and a phone number/email address.

A public health inspector may contact you to further discuss food handling at the event.

HANDWASHING STATIONS
Exhibitors may be required by Alberta Health Services to have handwashing stations at your booth based on the type of food served and the level of processing/preparation at the special event.

SINK REQUIREMENTS FOR SPECIAL EVENTS 
HANDWASHING SINK SAMPLE SET-UP

If you are required to have a handwashing station in your booth, your handwashing stations must be supplied with liquid soap and single-use towels in suitable dispensers and be readily accessible to all food handlers. Washroom sinks cannot be used for food handling handwashing purposes

Please ensure you are complying with the guidelines listed within the application. If you do not complete the required forms and do not comply with the guidelines, your booth could be closed down if an inspector comes to the show.

ALBERTA HEALTH SERVICES INFORMATION PACKAGE

It is recommended that all food handlers successfully complete the Alberta Food Safety Basics for Special Events course. This course is FREE and is available on the AHS EPH website ahs.ca/ephed.

If you have any questions, please contact Alberta Health Services at 1-833-476-4743 or submit a request online at ahs.ca/eph.

Free Admission Passes and Discount Coupon

Free Admission Passes

Prior to the show, 10 free admission passes will be mailed to the shipping address provided on your contract. These passes may be used to invite your clients or special guests to the show. Physical passes are intended to be distributed before the event and are not to be handed out at the door unless you are leaving them at the Will Call Desk for pick-up. Please email Estelle (estelle@nationalevent.com) if you would like to provide an alternate mailing address for the tickets.

We will also be e-mailing you a unique promo code that is valid for 10 digital passes to share with people you would like to invite as special guests.

Digital Discount Coupons

We will email you an electronic discount coupon so that your database of clients, friends and followers can purchase tickets at a discounted rate. Coupons are valuable pre-show marketing tools that give you added exposure and raise awareness to increase traffic to your booth. There is no limit to the amount of times that you may share the coupons with your database and social media network.

Furniture, Carpet and Display Rental​

DISCOUNT ORDER DEADLINE: March 27, 2026

Your exhibit space will be supplied with 8ft high back drape and 3ft high side drapes only. Carpet or Flooring is mandatory for all exhibits. 

Your booth does not include carpet, tables or chairs. If you require tables, chairs or additional booth supplies, these items can be rented from Stronco Show Services, or you can bring your own.

Show Colours:

• Booth Drapes: Black
• Aisle Carpet: TBD

To place an order with the Show Decorator, please click the link below.

ONLINE ORDERING LINK

If this is your first time ordering from GES, you must create an account before you can place your first order. If you need assistance with the online ordering system, please contact GES Exhibitor Services Centre at telephone number 1-800-636-8235 or email exhibitorserviceswest@ges.com.

Goodie Bags

GOODIE BAG SAMPLES DELIVERED: March 2 – 20, 2026

If you have already arranged to participate in the Goodie Bag Sampling Program, and have questions or require the shipping details information, please email estelle@nationalevent.com

Please make sure that you put CALGARY NATIONAL WOMEN’S SHOW, on your shipment.

Your products MUST be shipped to the warehouse beginning on March 2nd to no later than March 20th, 2026.

Products arriving after the due date will be inserted only in the remaining bags that are yet to be filled. An additional shipping charge may be applied if your samples arrive after the deadline.

If you haven’t signed up for this program and are interested in participating, please contact melissa@nationalevent.com.

Hotel

Ice

ADVANCE ORDER DEADLINE: March 27, 2026

If you require ice in your booth, please click the link below and login to your account to place your service order online.

ONLINE ORDERING LINK 

When accessing the link, scroll down and click “National Women’s Show”

If this is your first time ordering from Calgary Stampede Event Services, you must Add A New User Account before you can place your first order. If you need assistance with the online ordering system, please contact Calgary Stampede Exhibitor Services at telephone number (403) 261-0377 or email exhibitorservices@calgarystampede.com.

Insurance

Insurance for booth/show
Exhibitors must have their own liability insurance covering a minimum of $1 million in damages. Please list National Event Management as “additional insured”.

Transportation Insurance
Show Management is NOT responsible for damages caused during the transportation of your products. We strongly recommend purchasing transportation insurance when booking your shipments.

Liability
Exhibitors will be liable for, will indemnify, and will hold harmless Show Management from any loss or damage whatsoever occurring to, or suffered by, any person or company. This includes, without limiting the generality of the foregoing, exhibitor, other exhibitors, management, the owners of the building and their respective agents, servants and employees, and members of the public attending the show, either (a) on the said space or (b) elsewhere. Neither the facility nor Show Management will be responsible for loss or damage to persons, exhibits, or decorations by fire, accident, theft, or any cause while in the exhibition buildings.

Insurance Supplier
If you do not already have insurance for the show, you may contact:

Exhibitor Insurance
Tel: 905-695-2971
Toll Free: 1-866-836-9066
Email:info@exhibitorinsurance.com

Exhibitor Insurance Brokers.com is offering a special price for the show at $175 + taxes. Please click on the link here to access their form:
ONLINE EXHIBITOR INSURANCE 

For more information, please read through this Insurance Requirements Document.

Internet & Telecommunications

ADVANCE ORDER DEADLINE: March 27, 2026

Please note: This venue has paid WIFI only.

If you require Telephone/ Internet/ or WIFI  equipment in your booth, please click the link below and login to your account to place your service order online

ONLINE ORDERING LINK 

When accessing the link, scroll down and click “National Women’s Show”

If this is your first time ordering from Calgary Stampede Event Services, you must Add A New User Account before you can place your first order. If you need assistance with the online ordering system, please contact Calgary Stampede Exhibitor Services at telephone number (403) 261-0377 or email exhibitorservices@calgarystampede.com.

Liquor Sampling

APPLICATION DEADLINE: March 13, 2026

If you will be sampling an alcoholic item, please ensure your sales rep is aware and please send your sampling request to estelle@nationalevent.com

If you are planning on sampling, serving or selling closed bottles of alcohol during the Calgary Women’s Show please be sure to follow the regulations:

LIQUOR SAMPLING FORM

1). Any exhibitor that is classified as a Class E Manufacturer can exhibit, sample, and sell closed bottles (Samples must be free, no charge, or donation). 

2). Exhibitors who do not already have a Class D certificate must apply  HERE. This is a quick online form.

3). Companies must sell product readily available through Liquor Connect.

The sale of samples at exhibitor booths are not permitted under AGLC License, however, you may use this opportunity to showcase and sample your brand, while gaining this amazing exposure!

Sample Sizes:

1. a)   beer and ciders – 112 ml (4 oz.) 
2. b)  refreshment beverages (e.g. coolers/premixed) – 112 ml (4 oz.)
3. c)  wine – 56 ml (2 oz)
4. d)  spirits – 28 ml (1 oz)
5. e)  liqueurs – 28 ml (1 oz)

Exhibitors that wish to sample an alcoholic item must complete the form below, and submit to eventservices@calgarystampede.com, HEirich@calgarystampede.com, and estelle@nationalevent.com

Rules & Regulations:

1. 1. You are not allowed to have homemade liquor of any kind
   2. All members in your booth must be smart serve certified

LIQUOR SAMPLING FORM

Loading Docks

Move-in Instructions

Move-in Times | Friday, April 11, 2026 | 9:00 am – 7:00 pm

* SPECIFIC MOVE-IN HOURS – Information regarding Voyage Control bookings will be sent out closer to the show. *

Pre-Scheduled Move-In Hours

To manage traffic, exhibitors must book a time slot using Voyage Control to access the venue loading docks. Information regarding Voyage Control bookings will be sent out closer to the show.

Notes

• All exhibitors must check in with our Show Office to pick up your badges before setting up. Staff will direct you to your booth.
• The aisle carpet will be in place Friday morning. Dollies and carts will not be permitted on the carpet. Only hand-carried items may be brought in on Friday.
• Children 15 years of age or younger will not be permitted in the exhibit area during move-in, set-up, or tear down.

If you are able to hand-carry your materials to your booth, we encourage you to do so. Simply park in the Convention Centre parking to access the show floor. This option will help you avoid line-ups and save time. If you are hand-carrying your items from the parking garage, you do not need to book a time slot through Voyage Control.

Move-out Instructions

Move-out Times | Sunday, April 12, 2026 | 5:00pm – 10:00pm

* SPECIFIC MOVE-OUT HOURS – Information regarding Voyage Control bookings will be sent out closer to the show. *

All material must be removed by 10:00 pm on Sunday. Items left on the show floor after move-out time will be forced off the floor. Show Management reserves the right to reroute shipments that are not picked up or refused by carriers. Should this occur, you will be responsible for any charges incurred.

Pre-Scheduled Move-Out Hours

To manage traffic, exhibitors must book a time slot using Voyage Control to access the venue loading docks. Information regarding Voyage Control bookings will be sent out closer to the show.

Please note that move-out will begin once the show has closed, the aisles are cleared, and the aisle carpets removed. If you can hand carry your exhibit/exhibit materials out to your car, we encourage you to do so.

Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited. A fee will be charged if you move out early, as there are attendees still in the hall who have paid to attend the show.

Exhibitors are encouraged to remove small items and open cases of products from the show floor first. Show Management will take all reasonable security precautions, but immediate removal of these items is the best way to prevent pilferage.

On-Site Treatments & Personal Services

APPLICATION DEADLINE: MARCH 13, 2026

If you are planning on providing personal services in your booth at the show, you must complete the form below no later than 14 days prior to the show.

TEMPORARY PERSONAL SERVICES VENDOR NOTIFICATION

Personal Service Settings include:
• tattooing
• permanent make-up
• body piercing
• any other procedure that penetrates skin
• make up
• hair services
• manicures and pedicures
• lasers
• henna

Hand Hygiene
Hand hygiene consists of washing hands with soap and warm running water when hands are not visibly clean. Alcohol based hand rub (ABHR) may only be used on visibly clean hands.

All personal services workers must practice hand hygiene before and after each client service, and before and after using gloves during a client service.
Single use gloves may be used for all personal services and are mandatory when providing service involving hand contact with mucous membrane or broken or punctured skin.

Personal services vendors may be required to have approved handwashing sinks. If you are required to have a handwashing station in your booth, your handwashing stations must be supplied with liquid soap and single-use towels in suitable dispensers and be readily accessible to all personal service workers.

Each personal services vendor must have an adequate supply of alcohol-based hand rub (70-90% alcohol content) for their booth.

Equipment and Supplies
Use single-use and disposable applicators whenever possible as most temporary events lack necessary provisions for proper cleaning and disinfection of equipment.

Click here to read more about the Health & Safety Requirements at Special Events.

If you have any questions, please contact Alberta Health Services at 1-833-476-4743 or submit a request online at ahs.ca/eph.

Parking

Plumbing

ADVANCE BOOKING DEADLINE: March 27, 2026

If you require plumbing equipment in your booth, please click the link below and login to your account to place your service order online.

ONLINE ORDERING LINK 

When accessing the link, scroll down and click “National Women’s Show”

If this is your first time ordering from Calgary Stampede Event Services, you must Add A New User Account before you can place your first order. If you need assistance with the online ordering system, please contact Calgary Stampede Exhibitor Services at telephone number (403) 261-0377 or email exhibitorservices@calgarystampede.com.

Preferred Service Providers

Important Notice: Unaffiliated Solicitors

As you prepare for the show, please be cautious of individuals or companies who may contact you claiming to be affiliated with our event. We strongly recommend working only with our Preferred Service Providers to ensure a safe and professional experience.

The event industry continues to face challenges with unauthorized solicitations, including scams related to hotels, marketing services, and online directories. To protect yourself and your company, please only contact the Preferred Service Providers listed in this Exhibitor Manual.

If you are ever uncertain about the legitimacy of a vendor or communication, do not hesitate to reach out to us directly for verification.

Product Replenishment

Promotion Packages & Sponsorship Opportunities

There are a number of ways to increase your brand awareness at our shows. Additional ad space is available in our Show Guides that are distributed to attendees and sponsorship recognition includes show guide space, on-site signage, & online presence. Speak to your sales rep for more information.

Refrigerated Storage

BOOKING DEADLINE: March 20, 2026

A limited amount of cold storage space is available to store refrigerated or frozen products. Please complete the form below to order space for cold storage.

REFRIGERATION / FREEZER ORDER FORM 

Rules & Regulations

Diagram 1: Sample of the drape provided for your booth
Diagram 2: Sample of display allowance

Upright banners & products must be within 4 ft. from the back drape, and a maximum of 8 ft. high. The front 6 ft. of the booth must be clear above 4 ft.

Booth Display & Restrictions

• Diagram#1 shows the drapes that are provided as a part of your booth cost.
• Diagram#2 shows the allowed clearance for displays, banners and products within your booth.
• No exhibit may exceed a maximum height of 8 ft.
• Side panels 8 ft. high, must not exceed a depth of 4 ft. extending from the back of the display.
• The remainder of the 6 ft. depth from the front of the booth must not exceed a 4 ft. height.
• Any exceptions to this must have pre-approval from Estelle Aliwalas (estelle@nationalevent.com).

Prefabricated booth partitions must be finished on both sides. If they are not, please request drapes prior to the show.

Tents & Canopies

If you would like to use a tent or canopy in your booth, please email Estelle Aliwalas (estelle@nationalevent.com) three weeks prior to the show with the following information for approval by the Fire Marshal.

1. Certificate of Flame Resistance
2. Size of Tent

Please note that if the tent is over 100 sq. ft, exhibitors will need to install a smoke detector inside the tent and must have a fire extinguisher on hand.

Signage

No signage or material may be extended above the 8 ft. height at the back of your booth nor hung from the ceiling or across the aisle, without approval from Show Management. All signs must be printed on one side only. Your brand messaging can only face the inner walls of your exhibit space.

Carpet or Flooring

Carpet or flooring is mandatory for all exhibits. You may use the Show Decorator below or you are welcome to bring in your own at your own cost. If you bring your own carpet or flooring, you must adhere to the Tape Restrictions below.

Tape (Floor, Wall, and Carpet Damage)

It is important that you use the proper carpet tape in your booth. If you do not use the correct tape, there will be a charge for tape removal.

Here are the models of two-faced tapes that are authorized by the facility.
• Polyken 105c LPDE
• Scapa 274004
• DC W002A

If you do not have the proper tape, please notify Show Management before installing your carpet or tiles.

Restrictions for Booth Installation

Painting, nailing, drilling, or screwing to the floors, walls or any other part of the building is not permitted. Exhibitors are also responsible for oil, grease, or any general damage to the carpeted area. Exhibitors wishing to lay any floor coverings may not fasten the coverings to the building floor. It is suggested that building paper or the approved tape (Polyken 105c LPDE OR Scapa 274004 OR DC W002A) is used instead.

Demonstrations/Distributions

Displays, demonstrations or distribution of advertising materials are not permitted outside the confines of your booth. If audio visual equipment is used, the sound must be subdued to such an extent as to ensure it’s having no nuisance effect on neighbouring exhibitors. The use of microphones is not permitted without prior management approval.

Fire Regulations

All exhibitors planning to use any type of fuel (such as gas, oil, helium gas, or propane) in their exhibits are requested to contact Show Management. All displays or exhibited materials must be fireproof to conform to Federal, Provincial/Sate, and City Fire Laws.

National Event Management is obligated to abide by the Fire Code regulations in each city. We therefore retain the right to refuse any material or object that does not conform to the code. If you have a question or need information regarding the Fire Code please contact Estelle Aliwalas (estelle@nationalevent.com).

FIRE REGULATIONS

Animals in the Show

Only certified service animals are permitted in the facility. If you would like to have animals for any other purpose, permission must be obtained from the facility for any exception.  Please contact Estelle Aliwalas (estelle@nationalevent.com) regarding the necessary forms and for approval.

SERVICE ANIMAL INFORMATION

Helium Balloons

Helium balloons are prohibited in most venues.  There is a large retrieval fee charged to the exhibitor, when balloons are lost.  Please contact Estelle Aliwalas (estelle@nationalevent.com) if you wish to use helium balloons in your display.

Mechanical Conveyances

Mechanical Conveyances such as electric carts, scooters, or bicycles will not be allowed in the aisles during the show hours. The only exceptions to this rule will be in the case of handicapped persons visiting the show or those with authorization from Show Management.

Non-Compliance

National Event Management reserves the right to make changes, amendments, and additions to the rules and regulations without notice, as considered necessary to the efficient and proper conduct of the show.  Interpretation of these rules and regulations shall rest with Show Management and non-compliance can result in ejection of the offending exhibitor or in the closing of his/her exhibit.

Shipping & Deliveries to the Show

Shipping Direct to Show: April 10, 2026

PLEASE NOTE: The facility will NOT accept shipments prior to the Show move-in date. Show Management will sign for the delivery on your behalf during move-in hours only.  Your materials will be left at the dock until you arrive.  To move your items to your booth space, pump trucks and dollies will be available at no charge.  Should you require assistance or the use of a forklift, please contact Estelle Aliwalas (estelle@nationalevent.com) as charges may apply.

For Delivery Direct to Show Site, please address shipments to:
Exhibitor Name, Booth#
c/o The National Women’s Show – Calgary
Stampede Park, BMO Centre
1912 Flores Ladue Parade SE
Calgary, AB
T2G 2W1

The most cost-effective way to ship your items to the show is to arrange delivery during move in hours with our Official Show Carrier;

Cross Connect Customs & Logistics
Anthony D’Alessandro
Phone: 416-670-6606
Email: info@crossconnectcl.com

TRANSPORTATION AND CUSTOMS FORMS

You may choose to use another carrier however, keep in mind that not all carriers deliver and pick up during our scheduled move in/move out times.

Advanced Warehousing and Pre-Show Shipping

If you choose the official show carrier as your freight carrier, they will warehouse materials for up to 30 days prior to the show and deliver them to the show site on move-in day.

To request a quote, please complete the order form below and email to:

Cross Connect Customs & Logistics
Anthony D’Alessandro
Phone: 416-670-6606
Email: info@crossconnectcl.com

TRANSPORTATION AND CUSTOMS FORMS

Shipping enquiries must be finalized 14 days prior to show move in date. Be sure your shipment is labeled clearly.

Signage Installation (Hanging of Banners / Rigging)​

ORDER DEADLINE: March 27, 2026

Important: Please note that your banner and booth structure should be limited to the space directly above your booth. Any other configurations would need to be approved by Show Management prior to the show.

If you require the hanging of banners from the ceiling and/or rigging of equipment in your booth, please click the link below to place your order online.

ONLINE ORDERING LINK

If you have any questions regarding rentals, equipment, or other services offered by Encore, please  contact them via telephone number 1-888-287-3687 or visit their website at www.encore-can.com.

Please note any orders placed 14 days prior to event day, may be subjected to late fees.

Tips for Success

Learn more on how to make the most out of your trade show participation.

TIPS FOR SUCCESS

Tents & Canopies

DEADLINE: March 20, 2026

All exhibitors planning to use any type of tent or structure in their exhibits must contact Show Management for approval.

If you are planning to have tent or canopy in your booth, please fill out the TENT INFORMATION FORM to notify Show Management.

Note: Approval of all tents are subject to the fire marshal onsite. Please note the Calgary Stampede has strict fire rules regarding any structures.  All displays or exhibited materials must be fireproof to conform to Federal, Provincial, and City Fire Laws. Please review guidelines below;

1. A structure, enclosure or shelter constructed of fabric or pliable material supported by any manner other than air or the contents it protects and is open without sidewalls or drop on at least three sides.
2. Tents, canopies and/ or other structures inside a building shall not be constructed with any roof, ceiling or other obstruction larger than (300ft)
3. Booths that include tents, canopies and/or other structures inside a building having between (9.3m/ 30ft) and (27m/ 88ft) of roof, ceiling and/or other obstruction with a source of ignition shall be provided with a listed single smoke alarm plus a 2A-10BC fire extinguisher within.
4. All Tents and canopies must be approved for indoor use, and have a label indicating it is in accordance with CAN/ULC-S109 “Flame Tests of Flame Resistant Fabrics and Films”.
5. Booths that include tents, canopies and / or other structures inside a building shall not be constructed with a roof, ceiling or other obstruction greater than 27.9 m2 (300 square ft) without written approval of the Calgary Fire Department and must meet all additional regulations for structures of that size.
6. Minimum of 3m/ 9ft separation is required between each 27m/88ft aggregate of tents, canopies and/or other structures on all sides. An aggregate area exceeding 27m/ 88ft shall no be permitted.
7. Any tents or groups of tents may not exceed 300 square feet. Ex 1 tent 30ft x 10ft, or 3 tents 10ft x 10ft
8. Any tent or group of tents between 100 and 300 square feet require a smoke detector. Any tent with an ignition source requires a fire extinguisher. In a group of 3, smoke detector should be placed in middle tent.
9. Tents or groups of tents at 300 square feet require a 3m perimeter on all sides

A walk-through inspection will be conducted at move-in/set up period and any deficiencies notes shall be correct immediately or within the time frame agreed upon. Once the event has opened, daily visits by CFD Fire SCO may be conducted.

National Event Management is obligated to abide by the Fire Code regulations in each city. We therefore retain the right to refuse any material or object that does not confirm to code. If you have a question or need information re the Fire Code, please contact estelle@nationalevent.com.

FIRE REGULATIONS

Vehicles on Show Floor

SUBMISSION DEADLINE: March 27, 2026

All vehicles must abide by the arrival and departure schedules and procedures established by Show Management.  Please complete the form below and send to Estelle Aliwalas (estelle@nationalevent.com)  for approval and to arrange arrival time if you want to display a vehicle.

If you are displaying a motorized vehicle in your booth, please complete and submit the VEHICLE ACCESS FORM to Estelle Aliwalas (estelle@nationalevent.com) for display vehicle approval and to arrange arrival time. All vehicles must abide by the arrival and departure schedules and procedures established by Show Management and the venue.

When motorized vehicles are approved for use, a protective sheet of visqueen, tarpaulin or comparable material may be required to eliminate damages from leaks of gas, oil, etc., at the exhibitor’s expense.

• The batteries shall be disconnected.
• Fuel in the fuel tanks shall not exceed one-fourth (1/4) of tank capacity or 5 gallons (19 L), whichever is less. Fuel tanks will be inspected for leaks.
• Fuel tanks shall be closed and sealed.
• Vehicles or equipment shall not be fueled or de-fueled inside the building.
• The location of vehicles or equipment shall not obstruct means of egress.
• Fuel storage. Fuel for vehicles or equipment shall be stored in approved containers in an approved location outside of the structure.
• Refueling shall be performed outside.
• Fuel spills shall be cleaned up immediately.
• When a compressed natural gas (CNG) or liquefied petroleum gas (LP) powered vehicle is parked inside a place of assembly, all the following conditions shall be met:

1. The quarter-turn shutoff valve or other shutoff valve on the outlet of the CNG or LP-gas container shall be closed and the engine shall be operated until it stops. Valves shall remain closed while the vehicle is in-doors.
2. The hot lead of the battery shall be disconnected.
3. Dual-fuel vehicles equipped to operate on gasoline and CNG or LP-gas shall comply with this section and Sections 2414.2 through 2414.5.3 for gasoline-powered vehicles.

Exhibitors are responsible for oil, grease, or any general damage to the carpeted area.

Exhibitors must provide a set of keys, the contact name, and phone number of the person responsible to remove the vehicle(s) to Show Management.