EXHIBITOR INFORMATION

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Move in: To be announced soon.
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Move Out
   
Sunday, February 5
6:00pm - 10:00pm

Show Closes at 5:00 pm

Move out may commence as soon as aisle carpets, and power cords have been removed. Booth Exhibitors may not begin to pack up their booths until the show has officially closed (5:00 pm).

ALL VEHICLES & EQUIPMENT MUST BE
OUT OF BUILDING BY 11:00 PM.

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Balloons
  Due to airport restrictions, Tradex does not permit the handing out of air or helium filled balloons. Exhibitors wishing to use balloons for decor must first receive approval from show management, then sign a "balloon waiver" for accepting retrieval and repair costs.

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Banking
  While there are no banking facilities on site at Tradex, a cash machine has now been installed. Exhibitors should ensure they have a sufficient float of small bills and coins for making change. Cash should not be left in your booth untended or overnight.

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Bark Mulch
  Bark mulch may be used in Tradex, but only if plastic sheeting is used underneath. It is the exhibitor's responsibility to remove the bark mulch from the premises.

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Booth Height
Due to Tradex sponsor advertising on the walls, booths may generally not be higher than eight feet. Please check with Amanda Henschell, Show Manager, if you have a concern about the height of your booth. Side walls are 3' high, the front 8' of the booth displays may not be higher than the side walls.

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Booth Staff
If you need extra staffing help for your booth, BBW International can help with temporary staffing needs.
For more information call (604) 984-0352.

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Camping
Dry camping is available at Tradex for those exhibitors who wish to bring their own RV and must be booked directly with Tradex.

For Camping reservations call (604) 850-1533.

PLEASE NOTE: EXHIBITORS WILL ONLY BE CHARGED FOR EVENT NIGHTS, NOT MOVE IN/MOVE OUT NIGHTS.

Click here to view order forms page

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Carpet Tape
  Tradex has very stringent regulations concerning the use of tape on the concrete floors. NO ADHESIVE TAPES SHALL BE USED ANYWHERE IN THE BUILDING EXCEPT FOR POLY-COATED CLOTH TAE OR GAFFER’S TAPE, AVAILABLE FROM HARDWARE STORES OR TRADEX. Vinyl or foam tape is NOT PERMITTED for use on the floor in Tradex. If you are not sure about the tape you are using, PLEASE ASK FIRST.

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Children
  Workers compensation board regulations require that children under the age of 16 years may not be on site during move-in or move-out.

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Combustibles
 

Any internal combustion engines, vehicles or equipment must not contain more than one quarter (1/4) tank of gasoline or fuel, and must be inoperable, i.e.: battery and/or ignition disconnected. Fuel Caps must be locked shut. Decorative covers or booths shall be inherently flame proof or properly treated with a flame retardant chemical.

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Concessions
  Tradex has full concession facilities available. No free food or drink will be provided by the show for exhibitors.

NO OUTSIDE FOOD OR DRINK MAY BE BROUGHT INTO THE BUILDING WHILE THE CONCESSION STANDS ARE OPEN UNLESS IT IS FOR PERSONAL CONSUMPTION.

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Draw Prizes
  Exhibitors who are holding a draw or contest at the show must provide a copy of the rules and entry form to Amanda Menschell by show closing. Winners for the draws or contests must be determined on Sunday. For more information, please read Exhibiting Condition #5 on the back of your Exhibitor Contract.

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Electrical
  Booth exhibitors are provided with one duplex outlet. Small bulk exhibitors are provided with one duplex outlet per 20' of space. Inside and Outside bulk exhibitors are provided with one 1500 watt outlet for every two RV's. Any other power requirements are the responsibility of the exhibitor.

Click here to view order forms page

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Exhibitor Entrance
  The Exhibitor entrance is in the main foyer on the North side. This entrance will be open from 8:00am to 10:00am on opening day, and from 9:00am to 10:00am on the other show days. This entrance/exit is also used during normal show hours.

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Exhibitor Passes
  Admission charge for show visitors is $8.00 ($6.00 for seniors), with all proceeds being donated to charity. Exhibitor badges are therefore necessary for you and your staff. Two Earlybird RV Show name badges will be in your move in package, and more are available at the show office. There is no charge for exhibitor badges.

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Fire Exit Doors
  Fire exit doors must be kept clear at all times. The fire doors are locked with a magnetic locking system which spring open automatically in case of an emergency. They cannot be opened from the inside and exhibitors may not use the fire exit doors for anything other than an emergency. If you need to move something in to your booth during the show, PLEASE SEE AMANDA IN THE SHOW OFFICE FIRST, AND WE WILL ARRANGE TO HAVE A DOOR OPENED FOR YOU.

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Giveaways
  Due to Tradex sponsorship agreements, there may be restrictions on some products you may wish to give away.

Please check with Amanda Henschell, before making any arrangements to hand out anything other than your own products.

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Hotels
 

Group Reference #14767
Early Bird RV Show Central Reservations: 1-800-SANDMAN
or (1-800-726-3626)
Sandman Hotel & Suites Abbotsford (604-556-7263)
www.sandmanhotels.ca/hotels/abbotsford/

Room Description:
King Suite Non Smoking or
Suite with 2 single beds Non Smoking
Regular Rate $290
Group Rate $90

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Housekeeping
  Tradex housekeeping staff clean aisle carpets, however this does not include booth areas. Cleaning or vacuuming services for exhibitor booths can be arranged through Tradex.

Click here to view order forms page

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Insurance
  All exhibitors are responsible for carrying at least $2 million in public liability insurance, which includes MTD promotions as an additional insured. The insured period is to include the move in and move out dates. Exhibitors must provide written proof of insurance to the show producers by move-in date. Exhibitors will be liable for and will indemnify and hold harmless the Show Producer and Show Management, of any losses or damages whatsoever suffered by anyone or to anything as a result of the Exhibitors Participation in the Show. If you do not have coverage, special exhibitor insurance is available through most insurance agencies.

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Internet Connections
  High Speed Wi-Fi service is available through Opti-Fi, and high speed wired service is available through Tradex.

Click here to view order forms page

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Parking
  Regular Exhibitor parking will now be located in the main lot. Regular passes are $20.00 each and are available through Tradex only.

All passes are valid for all four days, and include in/out privileges.

Normal parking charges are $5.00 per visit.

Click here to view order forms page

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Propane Tanks
  Propane fuel tanks must not be larger than a 20 lb. unit, unless empty or attached permanently to an RV. The propane tank must be certified as to its proper filling density and labeled with an expiry date and kept upright at all times. A regulator valve complete with excess flow protection must be installed. Extra tanks must not be stored indoors.

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Respecting Your Neighbours
  As a sign of respect for your fellow exhibitors. Please do not enter their unattended exhibit space before or after show hours.

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Security
  Overnight security will be in place during the show, however exhibitors are reminded not to leave cash or small valuables on site overnight.

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Shipments to Tradex
  Goods being shipped separately to your exhibit space may not arrive until Wednesday February 1st and should be addressed to:

Exhibitor Name c/o Earlybird RV Show - Tradex
1190 Cornell Street
Abbotsford Airport,
Abbotsford B.C.
V2T 6H5

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Show Hours
  Show Hours for visitors are:
Thursday, February 2
Friday, February 3
Saturday, February 4
Sunday, February 5
   10:00am - 9:00pm
10:00am - 9:00pm
10:00am - 9:00pm
10:00am - 5:00pm

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Show Office Contact Numbers
  From Tuesday, February 1 to Sunday, February 6, our offices will be located at the Tradex Show Office.

Contact numbers there are:

PHONE: 604-850-6713
FAX:604-850-1938

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Show Services
  All booths and small bulk areas will be provided with 8’ back draping and 3’ side draping. Any other decor items are optional, and the responsibility of the exhibitor. You may bring your own decor items, or you may rent them from the official show service display company.

The show service display company for the Earlybird RV Show & Sale is Global Convention Services. Global Convention Services can provide anything you need to decorate your exhibit space. You can order this online by visiting this link catalogue.globalconvention.ca and enter the following credentials. Login: EARLY Password: 2012

For further information contact Global Convention Service at 604-851-0224

Click here for order forms information

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Smoking
  Tradex is a smoke free building. Smoking is permitted only outside the building. A covered area will be provided with ashtrays.

Exhibitors are NOT allowed to smoke in the building.

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Staffing of Booths
  All booths must be manned at all times. Staff must be in place by show opening hours and must remain until the show closes.

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Tickets
  Admission for the Earlybird RV Show is $8.00 ($6.00 seniors, $5.00 youth), with all proceeds being donated to charity. Because the proceeds go to charity, there are no free VIP tickets available for this show.

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Walls and Floors
  No adhesive tapes may be used on the walls or on the floors. "Funtack" or "Hold-it" may be used to adhere lightweight materials to walls, cloth carpet tape is the only tape that may be used on the floors. The exhibitor is responsible for the cost of repairing any damage to the walls or floors of Tradex that is caused in any way by the exhibitors display or staff.

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