Your Booth
IMPORTANT: Booth selection policy for Horse Expo 2024
The floor plan may change slightly as we continue to improve the show. When the floor plan is ready later in the year, an email will be sent to everyone registered at that point with directions on how to choose your location. This year we will work on a queue system for booth locations. Below is the order that queue positions will be assigned:
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Returning exhibitors signed up* by July 31st, 2023 will have the option to keep the location they had last year, or be assigned a queue number in the order that they signed up*.
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Returning exhibitors signed up* after July 31st, 2023 will be placed in the queue with new and returning exhibitors. Previous locations will not be guaranteed after this date.
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New exhibitors will be assigned a queue number in the order they signed up*, after returning exhibitors that have signed up* by July 31st, 2023.
*Sign up will be deemed complete, when Horse Expo Canada has received your Horse Expo 2024 Exhibitor Registration (this form), you’ve been invoiced, and we have received the first payment as per your invoice.
Location Request:
Corner choice:
Please note: If your 2023 booth had a corner, and you request the same location, you should choose the "I need a corner (+$75)" option above. If you indicate a middle spot is ok, you may not receive your same location.
Your Booth:
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includes 8' tall back drape.
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includes 3' tall side drape when there is a booth next to you.
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includes power. 750 watts of power, which is 1/2 of a normal house outlet. This is typically enough for most booths, however if you need extra power, or specific places the power needs to be, that must be arranged with the show decorator, Goodkey.
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does not include tables, chairs, carpet, decorations, or any other fixtures or items. The show decorator, Goodkey, is who you will book these items with directly. An email will be sent closer to the show with Goodkey's contact information and decorator package.
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must be staffed by at least 1 person during all expo open hours.
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must be fully operational (shoppable) until the show end on Sunday April 28, 2024. Exhibitors found dismantling packing up, or closing shop in any way prior to the end of the show may lose their opportunity to rebook for the next expo.
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location will be assigned by Horse Expo Canada at our discretion. If the floor plan changes, returning exhibitors who have chosen their same location will be placed as close to the original position as possible.
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must be constructed within your purchased footprint only due to fire regulations. Booths not compliant with this will be asked to correct the problem. If the problem is not resolved in a timely fashion, a fine will be issued in writing and delivered to the booth operator.
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must not have loud or disruptive machinery or equipment, including loud music played within your booth space.
Important Terms & Conditions
Commitment - in order to have the final floor plan available earlier, a payment schedule must be followed.
Payment Schedule:
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A credit card must be kept on file. It will be the card used to complete this form (below).
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Upon submission of this form a $100 (pre-auth) deposit will be required. This will be applied towards your invoice if accepted or released if not accepted.
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When you receive your invoice a payment schedule will be included.
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On July 31st, 2023, 25% of your invoice total is due. If no payment is received on or before this date, your card on file will be charged for this payment.
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On September 30th, 2023, 50% of your invoice total is due. If no payment is received on or before this date, your card on file will be charged for this payment.
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On December 31st, 2023, the balance is due. If no payment is received on or before this date, your card on file will be charged for this payment.
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Note: All amounts prior to today are due upon receipt.
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Missed payments, where your card on file cannot be charged, will be subject to 2% per month interest and may result in a loss of your chosen booth location.
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Chargebacks or returned cheques will be subject to a $75 administration fee per instance.
Insurance
Exhibitors are required to carry general liability insurance in the amount of at least $2,000,000. Horse Expo Canada must be named as Additional Insured with the following Information:
Cancelation & Refund Policy
There are 2 options if written cancelation is received by Horse Expo Canada on or before Dec 31, 2023.
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Booth payment can be moved to Horse Expo 2025, less a $150 administration fee; OR
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A refund can be given less an administration fee of 10% of the booth cost or $200 (whichever is greater).
After December 31st, 2023 no refunds will be available.
Exhibitor Passes
2 exhibitor passes (wrist bands) are included with your booth space for each 100 sq.ft. A minimum of 2 and a maximum of 8 will be provided. Extra exhibitor passes are available for purchase upon check in. Exhibitors must wear their wrist band (on their wrist) at all times during the show
Subletting / Booth Sharing
Subletting or sharing of booths is not allowed for a number of reasons. In certain cases, a booth may be split so 2 companies can occupy the space next to one-another. (contact Horse Expo to discuss)
Exhibitor Acceptance
Horse Expo Canada reserves the right to refuse or reject any Exhibitor Booth Application for any reason, whether stated publicly, privately or not at all.
Security
Uniformed security personnel will be on duty in the exhibit halls during event hours and will be circulating in the trade show buildings when buildings are closed to the public. If you should experience a security issue, contact our staff in the Information Booth or a security officer in your building. You are fully responsible for the security of your possessions and are advised to keep a careful watch over them—especially during move in and move out, as the doors will be open and many people will be coming and going. Neither Horse Expo Canada nor the event facility assumes any responsibility for your property or consigned property before, during, or after Horse Expo Canada.
Dogs / Pets
Dogs, cats, and other animals are not permitted in Westerner Park at any time, except for Registered Service Animals
Exhibitor Occupancy
You must check in with the show office before setting up your booth. Check in will end Thursday April 25, 2024 6:00pm. In the event an exhibitor is unable to check in before the end of the check in time, and you have not let us know you are still attending, Horse Expo Canada shall have the right to utilize your contracted space in any manner we choose. This will in no way release the contracted exhibitor and if there is any balance owing to Horse Expo Canada it will still be due and payable in full.
Waiver
The Exhibitor agrees to indemnify and hold harmless Horse Expo Canada, also referred to as management, principles, agents, officers, employees, and volunteers from all claims, losses, costs, damages, or expenses resulting or arising from any and all injuries to or death of any person or damage to any property caused by an act, omission or neglect of Exhibitor’s agents, employees, invitees, contractors, or guests which occur in or about the Exhibit Space. Exhibitor agrees to use and occupy the Exhibit Space at Exhibitor’s own risk, and hereby releases Horse Expo Canada, its agents, officers, employees, and guests from all claims for any damage, loss or injury to persons or property to the full extent permitted by law occurring in or about the Exhibit Space, including, but not limited to damages, resulting from the acts of other Exhibitors, theft, vandalism, fire, and other casualty damage or damage arising from any defects in the premises.
If a provision of this Agreement is or becomes illegal, unenforceable, or invalid in any jurisdiction, it shall not affect (1) the enforceability or validity in that jurisdiction of any other provision of this Agreement, or (2) the enforceability or validity in other jurisdictions of that or any other provision of this Agreement.
By confirming your payment, you allow Horse Expo Canada to charge your card for this payment and future payments in accordance with their terms as outlined above.
