Welcome Exhibitors!

Thank you for your interest in taking part in the 2020 Edmonton International BeerFest. BeerFest is a celebration for the appreciation of informed beer drinking. This year’s event will take place at the Shaw Conference Centre in Edmonton, Alberta on March 27 & 28, 2020. Edmonton’s International BeerFest is a showcase of brewing history hosted by brewmasters and beer connoisseurs from around the world. The festival will include a wide variety of beer while showcasing a terrific lineup of entertainers. This is a great opportunity to meet new people and show appreciation for some of the finest beers and entertainers around.

We welcome vendors who sell beer, wine, spirits, food, and merchandise or services.

Public Show Hours
Friday, March 27: 4:00 pm – 10:00 pm
Saturday, March 28: 3:00 pm – 10:00 pm

Setup begins Friday, March 27 at 8:00 am. All booths must be set up and ready for show opening at 4:00 pm sharp.

Load out begins immediately after show ends at 10:00 pm. All booths must be taken down and removed Saturday night at the completion of the event.

 

Booth Pricing 
Pricing based on standard 10′ x 10′ booth

Craft, Non Profit, Artisan – $ 580 +gst

Commercial – $ 785 +gst

Additional 10′ x 10′ lot spaces – $480 +gst

Concession Vendors (20′ x 30′ space) – $1200 +gst

Early Bird Registration – December 1, 2019

Registration – February 15, 2020

Beverage Procurement Orders – March 5, 2020

Concession AHS Approval – March 5, 2020

Proof of Insurance – March 5, 2020

  Vendor Booth Information

  • Food and beverage items must be sold in sample size only.
    • Beer – 4 ounces
    • Wine – 2 ounces
    • Spirits – .5 ounces
  • Booth fees cover both days of the festival.
  • No space will be held without completed contract, deposit or full payment, and insurance. Full payment is required by February 22, 2019. A late charge of $100 will be applied for any late fees or late insurance. No vendor will be allowed on site until full payment and insurance is received.

Beverage Procurement (Deadline March 5, 2020)

  • All beverages being ordered are done so through Liquor Depot ONLY, and are done so by completing:
    • Liquor Order From
    • Credit Card Authorization
    • PAD Agreement
  • Alberta Brewers are able to bring their own product (in Kegs Only) on the day of the show, and must be indicate their intent to do so on the exhibitor registration. A refrigerated truck will be onsite to keep kegs cold.

Booth Setup & Equipment

  • Standard Table (1), Pipe & Draping will be supplied to each booth. Order forms will be sent after you are confirmed in the show.
  • On-site electricity can be booked through ShowTech. Order forms will be sent to you after you are confirmed into the show. If you plan on putting up a tent in your exhibitor space, it is recommended that you arrange for power & lighting.
  • Any show display requirements can be rented from Good Key Service, the official supplier to BeerFest. Order forms will be sent after you are confirmed in the show.

Concessions

Ticket Collection & Rebate

Exhibitors must retain all of the tickets exchanged for samples through the duration of the show. These will be weighed at the end of the evening on Saturday and recorded with your staff signatures. You will receive the equivalent of approximately $0.25/sample ticket. Please allow 6-8 weeks for your rebate cheque to be processed.

The number of sample tickets you will accept for each sample is at the discretion of the exhibitor, however typically it is between 2-4 sample tickets (with each having a value of $0.50)

Booth Setup

Exhibitors that are creative in their marketing and displays will always receive higher traffic. On average these exhibitors will see twice as much volume as their counterparts.

  • Booth must be clean, professional, and in good structural condition.
  • If using a tent, it is highly recommended that you order power and lighting
  • All vendors’ product must be contained within their purchased space
  • If you are poring from a keg, please be sure to keep all lines completely clear of the aisle
  • Consider how you will store your sample tickets until the end of the event. These are your responsibility to collect until such time as they are weighed by BeerFest staff at the conclusion of the event
  • Exhibitors are responsible for bringing their own sampling cups. Samples are in the following sizes:
    • Beer – 4 ounces
    • Wine – 2 ounces
    • Spirits – .5 ounces

All exhibitors will receive:

  • Five exhibitor badges (additional badges may be obtained with the permission of the BeerFest organizers)
  • Five complimentary admission tickets by contacting Edmonton’s International Beerfest coordinators
  • One 8’ Table (If you require more please order through good key)
  • Two bags for collecting BeerFest tickets & weight recording form

  Show Regulations All booths must be taken down and removed Saturday night at the completion of the event.

  1. Alcohol is sold in sample sizes of no more than:
    • Beer – 4 ounces
    • Wine – 2 ounces
    • Spirits – .5 ounces
  2. Absolutely no over-serving of alcohol will be tolerated
  3. Free sampling of alcohol is not permitted
  4. Serving prior to and/or after festival hours of operation will not be permitted
  5. All Alberta Health Services Regulations must be adhered to
  6. Apart from vendor beer and wine bottles, which must be served in plastic sampling cups by the vendor, no glassware is permitted anywhere on site. Festival Organizers will provide the official festival beer sampling cups.
  7. All recyclable bottles and cans should be donated to our volunteer partner, who will be onsite to collect
  8. Vendors may not share vendor space without the consent of the organizers
  9. Vendors are not permitted to sample alcoholic beverages while working
  10. Only approved food vendors may provide or serve food
  11. A minimum of one staff member must be present in each booth, at all times
  12. All vendors must maintain their booths in a respectable order
  13. Vendor booths must be fully operational for the full hours the show is open
  14. Ice will be available for purchase from our volunteer partner. This will be recorded through the duration of the event, and deducted from your rebate cheque.

Takedown and Moveout All booths must be taken down and removed Saturday night at the completion of the event.

Insurance Requirements:

Proof of insurance must be submitted by March 5, 2020.

All Exhibitors must carry their own liability insurance in an amount of no less than $2,000,000.

Loud City Sound Inc must be named as an Additional Insured with 30 days notice of cancellation and a Waiver of Subrogation, as per below:

Loud City Sound Inc
9219 98th Ave NW
Edmonton, AB
T6C 2C5

Upload online here

Exhibitor Forms & Deadlines

Exhibitor TypeFormDue DateDescriptionSend To
All ExhibitorsFreeman AVMarch 2, 2020AV EquipmentKasandra.Breadner@freemanco.com
All ExhibitorsFreeman Wi-FiMarch 2, 2020Wi-Fi accessKasandra.Breadner@freemanco.com
All ExhibitorsShowTech Order
ShowTech Waiver
March 6, 2020Electricity & Lighting
Both forms required
lmoxley@showtech.ca
or order online here
All ExhibitorsGES FurnishingMarch 15, 2020Additional tables, chairs, drapes, furnishing, etc.CWeder@ges.com
Brewers (Not BYOB)Liquor Depot Order
Credit Card Authorization
March 2, 2020Liquor order for Brewers not BYOB. All items must be registered and in the LD system no later than March 2, 2019.
Both forms required
Danielle.Killam@alcanna.com, alix@loudcity.ca
Brewers (BYOB)GES HandlingMarch 15, 2020Required if product will be delivered to ECC prior to the event.CWeder@ges.com
Concession ExhibitorsAlberta Health ServicesFebruary 28, 2020Mandatory for all concession exhibitors.alix@loudcity.ca
Concession ExhibitorsSinksMarch 6, 2020For Concessions that are not a truck/cart, flat rate for sinks is $350.Email to request:
GViveiros@edmonton.com