Exhibitor Manual - CHFA West

CHFA West 2020 Exhibitor Manual

Thank you for choosing to exhibit at CHFA West 2020. Please carefully read through the information below and stay on top of all deadlines by reviewing the Key Dates Calendar and working with our Official Service Providers.

Beware of Unaffiliated Solicitors

When preparing for the show, we encourage all exhibitors to work with our Official Service Providers and caution all exhibitors regarding solicitors who call and/or email claiming to be affiliated with our show. The event industry is facing an ongoing issue with hotel, marketing consultants, and online directory scams. Please refer to the Official Service Providers contact sheet and, when in doubt, feel free to contact us directly to verify you are working with one of our show partners.

Included in the Exhibit Application

As a reminder, your exhibit application costs include:

  • Carpet
  • 8’-high drapery back wall (in-line booth only)
  • 3’-high drapery sidewall (in-line booths only)
  • 4 exhibitor badges per 100 sq. ft
  • Material handling (on-site - show docks to booth)
  • Access to the Exhibitor Success Centre

All booth designs and activities must adhere to the CHFA Display Rules and Regulations, CHFA Exhibitor Show Policies, the Facility Exhibitor Reference List and the Food Safety Guidelines. We also encourage all exhibitors to review the Five Steps to a Successful Exhibit.

Marketing Opportunities

While we are promoting all exhibitors in our show marketing campaign, you are also encouraged to make use of the marketing resources listed below. Don’t rely on location and booth design alone to capture your retailer audience. CHFA Marketing and Sponsorship Opportunities will increase your show presence, engage retailers, and drive your sales. Here are the forms and key dates for these opportunities.

Food Sampling, Cold Storage, Ice and Catering

As required by the Vancouver Coast Health Authority, if you are providing unpackaged food or beverage samples, you must submit a Food Sampling Application by January 16, 2020. If you have extensive on-site food preparation (chopping, frying, heating, etc.) in your booth, you must also have a Temporary Hand Washing Station within your exhibit space. Failure to comply with these requirements will result in the closure of your booth.

To support the food safety guidelines, we are providing limited onsite cold storage rental space on a first-come, first-served basis. Please order your cold storage at your earliest convenience and no later than January 16.

If you would like to offer full-size food portions, alcoholic beverages and/or ice, you may pre-book catering or ice through the facility’s catering department until February 11.

Furniture for Rent by Freeman

The official show decorator is Freeman and they offer a substantial order discount for exhibitors who rent furniture and accessories online by January 30, 2020. For more information on how to set up your online Freeman account, please contact Maud Langlois, Exhibitor Services Representative at 416.252.2420 or FreemanTorontoES@freemanco.com.

If you would like to review the Freeman furniture rental prices or submit paper order forms, click on the relevant links below.

Electricity, Lead Retrieval and Additional Services

Additional exhibit requirements, such as electricity, can be ordered quickly and easily online or by following the links below and working with our additional service providers.

If you would like to review the prices or submit paper order forms, click on the relevant links below.

(*) denotes a discount deadline

Move-in and Move-out Schedule

UPDATED InfoAll move-in and move-out times at the Vancouver Convention Centre will need to be scheduled on Voyage Control, a reservation system for booking a dedicated access time for vehicles. Your designated time will be within your pre-assigned move-in and move-out window. The goal of the Voyage Control program is to reduced wait times and give all vehicles (regardless of size) direct to dock access. This program will be used for all CHFA trade shows this year and we will no longer be using the Holding lot or Marshalling yards for large vehicles.

More information (including how to create your own login profile) on the Voyage Control program will be emailed to all contracted exhibitors in late January. All brokers and distributors may forward this information to their vendor partners so their carriers can also create their own login.

If your truck arrives before or after your scheduled move-in time, it will be turned away and you will need reschedule your access time. Your set up may commence after your move in is complete and continue as needed until the show opens. All booths must be set up by 9:00 a.m. on Saturday, February 22 and please note there is no dock access available on Saturday at any time.

Alternatively, you may simplify your shipping process and use the advanced warehouse services. All advanced warehouse shipments must arrive between January 20 and February 14. Contact TWI Group at 905.812.1124 or orders@twigroup.com for more info.

The Vancouver Convention Centre’s West Building is located at 1055 Canada Place and has 440 Impark-owned parking stalls available on a first-come, first-served basis. This lot is open 24 hours a day, seven days a week. Review the parking info sheet for more information on this lot and neighbouring parking options.

Shipping with TWI Group

TWI Group is the official shipping provider for CHFA West 2020. They offer very affordable domestic and international shipping solutions. They will assist with advanced warehousing, direct-to-show shipping and your return shipments.

For more information click on the links below. For a quick quote, contact 905.812.1124 ext. 6410 or orders@twigroup.com


All exhibitors must provide proof of adequate liability insurance with a minimum limit of $3 million for the full duration of the show (includes move in and move out). This insurance is to protect you, the exhibitors, attending public and the venue. Review the Exhibitor Insurance Requirements and contact your current provider or order affordable insurance with BFL by January 30, your member benefit partner.


Please help us make sustainability a priority and consider the environment when planning your exhibit. Review the Tips on Reducing Your Footprint and the Environmental Best Practices. Consider applying some of your organization’s sustainable practices to your exhibit design. Simple changes like using compostable sample cups, reducing your paper collateral and considering the global helium shortage can help make a world of difference.

Show Policies

The following show policies protect your investment, our service partners and ensure a safe and successful show for all participants. If you have any questions about these polices, or if you want to better understand why certain rules are in place, please do not hesitate to contact us.