Vendor Handbook - Midway Programming Calgary Stampede

Vendor Handbook - Midway Programming
Calgary Stampede
Table of Contents
1
Howdy!
Contact Information & Mail Services
General Information for All Vendors
2
3-6
2016 Highlights
3
License Agreement & Cancellations
3
Liability Insurance Requirements
4
Subletting of Space
5
Vendor Website, Newsletter, Service Orders, Accreditation
5 -6
Stampede Bucks and Prohibited Items
6
Calgary Stampede Sponsorship, Suppliers and Advertising
7-8
Percentage Payments
9
Vendor Cash Register Requirements
9-10
Timeline Checklist
11
Hours of Operations
12-13
Midway Programming Show Office
12
Park Hours of Operation
13
Vendor Move-In: General Information
14-16
Move-In: Outdoor Vendors
17
Move-In: Indoor Vendors
18
General Booth Information: Indoor Vendors
19
General Booth Information: Outdoor Vendors
20-21
Vendor Move-Out
22-23
Best Practices
24-25
Calgary Stampede Assessment Programs
26
Alberta Employment Standards Overview
27-29
Health and Safety Overview
30-32
Occupational Health and Safety, Workers Compensation, Esthetic Services
30
Fire Safety Requirements
31-32
Environmental & Recycling
33
Accommodations
34
Let’s Have a Great Stampede - YAHOO
35
Stampede Market Booth Change Request Form
36
Howdy!
The exhibitors at the Stampede are large contributors to what we believe to be a
successful year; working together to create exceptional experiences, inspired spaces and
an energized brand of western hospitality and community spirit.
As a vendor for the 2016 Stampede, we look forward to working with you on a successful
Stampede and creating The Greatest Outdoor Show on Earth!
Purpose of this Document
The information contained in the document is to help all licensed vendors navigate their
way through the pre-event, event and post-event details of Stampede 2016. Vendors are
reminded to revisit additional information outlined in the 2016 Application documents,
which are posted at www.calgarystampede.com/vendors.
We hope you will take the time to thoroughly review this document, and should you have
any questions, please feel free to contact us.
Please note that the information contained in this document was accurate at the time of
publication but may be subject to change prior to the event.
Purpose of the Organization
The purpose of Calgary Exhibition and Stampede Limited (‘the Calgary Stampede’) is to
preserve and promote western heritage and values. The Calgary Stampede is incorporated
under the Companies Act of Alberta as a not-for-profit. The Calgary Stampede board of
directors is elected or appointed volunteers who cannot be paid in any form for their
services under its by-laws. The shareholders of the Calgary Stampede, are also volunteers,
and contribute their time to one of 50 committees year round. Shares can neither be sold
nor held by persons outside of the province of Alberta nor in the estates of deceased
shareholders.
The Stampede contributes to the quality of life in Calgary and southern Alberta through its
world-renowned 10-day Calgary Stampede, year-round facilities, products and services, and
agricultural programs that foster understanding of the agricultural industry. All revenue
generated is reinvested into Calgary Stampede programs and facilities.
1
Contact Information
General Inquiries
E. [email protected]
Jillian Cook, Midway & Exhibits Coordinator T.403.261.0460 [email protected]
Emily Wood, Project Coordinator
T.403.261.0522 [email protected]
Email is the best way to reach us!
All correspondence will be primarily via e-mail. We do our best to respond within two
business days; however, as we get closer to the event delays in response may occur.
Mail Services
Stampede Mail and Print Services will establish a temporary receiving office for vendor use
during and just prior to the Stampede for receiving small shipments. You will receive this
information by email when it becomes available.
Mail
Courier
Calgary Exhibition & Stampede
Calgary Exhibition & Stampede
Attn: Midway Programming
Attn: Midway Programming
Box 1060 Station M
1410 Olympic Way SE
Calgary AB, T2P 2K8
Calgary AB, T2G 2W1
The Calgary Stampede cannot sign for any goods shipped to the Park prior to the
Stampede. Detailed information regarding additional show provider services will be available
at a later date.
2
General Information for All Vendors
2016 Highlights

Stampede Market: After a successful refresh in 2015, with a significant increase in
visitation, we are continuing to build on the successes and refine areas for 2016.
Some of the changes are the angle aisle from previous years is returning to the Hall
C and a rejuvenated family programming area will be introduced in Hall A.

International Pavilion is a fully re-designed activation on Stampede Park, located
in the upper level of the Big Four building. This venue will be transformed with a
thematically designed retail space along with a community stage, and the
International Theatre; featuring a world-renowned acrobat group.

Indoor booth change requests: Please see pg. 36 for the new process regarding
requesting a change in booth space.

Online Booth Payments: NEW for 2016, all credit card payments for booth fees will
be moved to an online system, which will allow for smoother processing.

Cash Registers: All percentage paying vendors will continue to be required to
operate cash registers in each booth and present daily till tapes with your percentage
payments. NEW: You must also present a No Sale and Over Ring sheet each day.
These forms will be provided to you during move-in. Each cash register will be
required to have a PLU designated for Stampede Bucks. When Stampede Bucks are
presented by the guest, the PLU key will be used to identify a Stampede Buck was
accepted during that transaction.

Mandatory Vendor Meeting will be held on Wednesday, July 6th at 6 p.m. Please
ensure that a representative from your company is available as attendance is
mandatory. More details to come.

Doing It Green Events (DIG) will be onsite helping to make the 2016 Stampede
the greenest yet! More information on the ‘Greenest Vendor on the Midway Award’
and composting will be available soon!
3
License Agreement
All applicants who are successful in being licensed for the 2016 Calgary Stampede will
execute a License Agreement with the Calgary Stampede. This agreement acts as your
contract.
The License Agreement provides that each applicant will be liable at all times and will hold
harmless and indemnify the City of Calgary and the Calgary Exhibition and Stampede
Limited for all costs, expenses and damages they may suffer as a result of, but not limited
to, those items listed in the contract.
Cancellation of Space
As per the License Agreement, all monies paid by the Licensee to the Licensor are nonrefundable. However, in the event that you need to cancel and the space can be
reassigned, consideration will be given to refunding a portion of the booth fees less the
cancellation fee, as per the following schedule:
Cancellation fee between March - May: $1,000 + GST
Cancellation fee in June: $2,000 + GST
Cancellation fee in July: Non-refundable
Minimum Guarantee deposits will apply to the above schedule.
Liability Insurance Requirements
Part of the License Agreement is a Liability Insurance Requirement. As part of the license
agreement, you will be asked to provide a Certificate of Insurance as evidence that you
maintain Comprehensive General Liability (CGL) insurance, with a minimum limit of
$2,000,000.00 for each occurrence. The only acceptable aggregate within the CGL limit is
for ‘products and completed operations’ liability.
Your CGL insurance must name both the City of Calgary and the Calgary Exhibition and
Stampede Limited as ‘additional insured’. Your insurance provider must be licensed to do
business in the Province of Alberta.
The address for the Calgary Stampede is 1410 Olympic Way SE, Calgary AB, T2P 2G1.
Certificates can be scanned and emailed to [email protected]. You
do not need to physically send the certificate to the City of Calgary.
Should your provider not be licensed to do business in Alberta the preferred supplier is:
BFL Canada Insurance Services Inc.
Contact
Phone
Email
Leisa Pettigrew
403.451.4145
[email protected]
4
OR
Eddie Fung
403.451.4142
[email protected]
The Calgary Exhibition and Stampede Limited provides general Park and building security
twenty-four hours each day. Please advise us if you wish to have individual security for your
location, and we will provide you with a quote for the expense.
Subletting of Space
Applicants will be held responsible for the space that they occupy and for the operations for
which they have legal contractual responsibility. This means that the licensee shall not
assign, transfer or apportion the whole or any part of the premises, nor allow another
person or company to display or sell from the premises. Please note that doing so is
considered a breach of the license agreement and is also a liability issue. As all operations
will fall under the licensee name, and should an issue arise, the licensee and not the
operator will be held liable.
Subletting of space will result in the cancellation of your license agreement and will impact
your opportunity to receive a license in subsequent years.
If you find that you cannot fulfill your obligation of space licensed to you, please contact the
Midway Programming department as soon as possible. We maintain a waitlist of vendors
that we can refer to.
Vendor Website
We are currently creating a vendor website, which will be your main access point for
information and documents moving forward. In addition to housing important documents,
this site will also allow you access to our new online payment portal for booth payments.
This website will be updated regularly, so we encourage you to check it often. The vendor
website can be accessed at: http://www.calgarystampede.com/calgary-stampede-vendorinformation. The username to log in to the website is vendor. The password to log in to the
website is: CowboyHat1
Vendor Newsletter
You will begin to receive a vendor newsletter produced by the Midway Programming team.
It is important that you review the newsletters in detail because they will contain reminders
of deadlines, additional services available to you at Stampede time and the latest updates
and highlights for the show! Please also pass along the information contained in the
newsletter to your onsite supervisors.
Service Orders
The online service order system will be in place again for 2016. The system will allow for the
ordering of gate passes (required for all staff), electricity, plumbing, internet, telephone,
parking pass requests, etc. This system is similar to online shopping, and allows you to
order and pay for your services in one convenient location. Those who take advantage of
this system will receive advanced order rates, prior to May 31, 2016. You will receive
detailed instructions about this system at a later date.
The Stampede maintains exclusive services in the following areas: Plumbing,
Telecommunications, Internet, Banner Hanging, Electrical Services, and Parking Permits.
5
Accreditation – Photo Passes
You will have the option to order 10-day photo passes for gate entry for you and your staff.
These passes can be ordered through the online ordering system. These passes will also
include the areas on Park where you require access to, as well as in and out privileges.
You will be required to send in a photo for each individual pass including the pass holders
name and your company name so we can create your pass.
Passes are to be ordered and paid for in advance and all photos must be received by May
31, 2016.
Your pass needs to meet the following criteria:
 Photos must be taken vertically, in colour and against a plain, light coloured
background.
 Photos must show a full front view of the front of the face squared to the camera and
consist of the subjects head only.
 No sunglasses, scarves, bandanas or hats can be worn in photos.
 Cowboy hats are permitted provided they do not cover the subjects face.
Stampede Bucks
All vendors must accept Stampede Bucks as $5 in currency, as per the Stampede License
Agreement. Stampede Bucks are to be treated as cash, where change must be given to the
customer. Stampede Bucks cannot be given as change. All vendors must redeem each Buck
received for $4.50 cash with the Midway Programming cashiers. If presented with Stampede
Bucks from previous years (2011-2014), they must be honored. Additional details regarding
Stampede Bucks can be found on our vendor website.
Prohibited Items
The Calgary Stampede reserves the right to terminate license agreements should your
booth have prohibited items for sale or display. These items include, but are not limited to:
 Obscene or offensive products (determined by the Stampede).
 Display, sales or advocacy of items or paraphernalia that promote illegal substances.
 Items displaying the Confederate Flag (all merchandise, apparel etc.)
 Tobacco products or any products that promote smoking– including cigars,
 Cigarettes, smokeless tobacco, electronic cigarettes, pipes and lighters.
 Weapons of any kind (including, but not limited to guns, knives, swords, spears,
 arrows), whether real, toy, or replicas.
 Presentations promoting gambling in any way
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Calgary Stampede Sponsorship, Suppliers and Advertising
Exclusive Supply and Advertising
The Calgary Stampede is proud of its corporate partnerships. Some of these agreements
provide for exclusive product supply or exclusive advertising on Stampede Park.
Partnership agreements are subject to change. The Midway Programming department will
keep all licensed vendors updated as to new sponsors after the printing of this handbook,
where possible conflict may arise.
Official/ Preferred Suppliers:
• Bell: Any local and long distance, web casting, wireline and wireless, Telco
hardware, directories, wireless hardware, corporate networking, DTH satellite, portal
or consumer connectivity services.
• Coca-Cola: Any soft drinks, juices, juice drinks, isotonic drinks, energy drinks, and
ready-to-drink iced teas and coffees, and bottled water must be Coca-Cola brands.
These brands include: Coca-Cola, Diet Coke, Coke Zero, Sprite, Minute Maid,
Fruitopia, Five Alive, Nestea, PowerAde, Dasani and others.
• Enmax: Retail energy provider and advertiser, supplier of natural gas and electricity.
• General Motors (GMC): Any sale, lease and financing or display of foreign and
domestic cars, trucks, vans and SUV’s: includes technology, aftermarket parts and
service brands relevant to Industry i.e. OnStar.
• Labatt: Any malt based beverages must be Labatt brands. These brands include
Budweiser, Bud Light, Kokanee, Bud Light Lime, Brahma, Corona and others.
• BMO Bank of Montreal: Financial Services which refers to retail, small business,
commercial, corporate, debit card, credit card, online and telephone banking
services, wealth management services, financial planning services and mutual fund
and brokerage services, (self-directed and managed) that are also provided by BMO
or its wholly-owned subsidiaries.
• BMO MasterCard: Credit card promotions.
In addition, all of the above exclusive suppliers are considered exclusive advertisers.
Advertising means visible packaging, poster, point-of-sale materials, and any other visible
notice of the brand.
Although some partners may or may not have exclusivity, they are official suppliers of the
Calgary Stampede.
Calgary Stampede Official/Preferred Suppliers:
• ATCO Structures: Official supplier of Modular Units
• Bell: Official telecommunications provider to the Calgary Stampede
• Bennett Jones: Official Legal Counsel
• BMO Bank of Montreal: Official Bank
• Budweiser: Official Beer of the Calgary Stampede
• Calgary Herald: Official Print Partner
• Cervus Equipment: Official Agriculture and Commercial Equipment (John Deere)
• Coca-Cola: Official soft drink of the Calgary Stampede
• Enmax: ENMAX Energy, official energy provider of the Calgary Stampede
• Green Drop: Official Lawn and Tree Care Supplier
• GMC: Official vehicle of the Calgary Stampede
7
•
•
•
•
•
•
Lammle’s Western Wear & Tack: Official Western Wear Supplier
Mark Anthony: Preferred Ready to Drink Cocktail Supplier
Mott’s Clamato: Official Cocktail
RGO Office Products Ltd.: Preferred supplier of Office Products throughout all
Stampede Offices
Suncor Energy: Official Fuel Supplier
WestJet: Official Airline
Third Party Advertising
Unless approved prior to setup, by the Calgary Stampede Midway Programming department
in partnership with our Sponsorship department, there shall be no third party/pass-through
advertising within locations or on booths or booth signage. The exception is existing ‘official’
or ‘preferred’ suppliers of the Calgary Stampede. If you presently have such advertising on
your booth, please advise the Midway Programming department via email and include
photos. We will advise you of the outcome of our internal review. In the event that we
cannot approve advertising that you may already have in place, it is expected that this
signage would be professionally and discreetly covered during the Stampede.
Use of Stampede Logos and Copyrights
‘CALGARY STAMPEDE’ along with numerous other logos, pictograms, and graphics are
registered trademarks of the Calgary Stampede and these trademarks cannot be used
without express permission from the Calgary Stampede.
8
Percentage Payments
Any and all sales generated by percentage payers while on Stampede Park are subject to
daily revenue reporting and daily percentage payments to the Calgary Stampede.
Percentage payers are required to make daily payments for each booth space they are
licensed for and to meet the minimum guarantee on each booth space for which they are
licensed. Daily payments, based on the previous days’ sales (sales revenue minus GST x
your licensed percentage fee), can be made in person to the cashiers (see hours on pg.23).
The forms (Official Percentage Payment Reports) will be provided to percentage payers in
their move-in package. You will be required to present the forms, as well as your cash
register till tapes on a daily basis to the Midway Programming office. Vendors have the
option of using cash, debit or a credit card for daily percentage payments.
Late reporting of percentage payments will be assessed a fine of $50.00 per day.
If you have paid a deposit against a minimum guarantee requirement, your account will be
reviewed during the event. If you have met your minimum guarantee, your deposit will be
returned after the event (by July 29th, 2016).
All payments and accounts must be cleared prior to leaving the event.
Note: All percentage payers may be subject to a financial audit which will be completed by
an independent auditor.
Vendor Cash Register Requirements
All Percentage Paying vendors are required to operate a cash register at each point of sale
in their booth(s). Use of a separate cash box or no cash register is prohibited. Calgary
Stampede staff will conduct periodic audits of booths and daily payment reports throughout
the event to ensure compliance. All booth supervisors and booth staff need to be aware that
this audit may take place at any time and they are to permit the Calgary Stampede staff to
enter the booth.
All sales being made must be processed through the cash register.
Any downtime (due to electrical, weather, technical issues, etc.) must be reported
immediately to the Midway Programming team, which can be done via the Vendor Support
Line.
Each cash register must have the following requirements:




Customer facing display
Non-resettable Grand Total function (Z Report)
Cumulative “Z” counter
“X” reading that does not alter “z” totals
9






Consecutive transaction numbers
Non-resettable transaction numbers
Programmable PLU keys associated with the menu
Clock that prints the current date and time on the detail tape
Battery back-up with memory protection
Legible ink on receipt paper
Recommended Additional Functions:


Financial Report – Showing hourly sales
PLU Report – Quantities for each item sold.
NEW: Each percentage paying vendor will be required to fill out a No Sale and Over Ring
Sheet for each cash register each day. These will need to be signed off on from each
vendor.
NEW: Each cash register will be required to have a PLU designated for Stampede Bucks.
When Stampede Bucks are presented by the guest, the PLU key will be used to identify a
Stampede Buck was accepted during that transaction.
NEW: Each percentage paying vendor will receive one Park Admission 10-Day Gate Pass for
each percentage booth being operated on Stampede Park. Photos and name(s) of each pass
holder must be submitted by May 31st. These passes are non-transferable. More details to
be provided.
10
Timeline Checklist
Due Date
See License Agreement
Description
Returned signed License Agreement & Deposits Due
April 2016
Online Service Orders available.
Advance rates in effect until May 31, 2016.
Monday, May 2, 2016
All booth fees must be paid in full. (New: to be paid online)
Tuesday, May 31, 2016
Certificate of Insurance sent to
[email protected]
Tuesday, May 31, 2016
Final date for service orders and passes.
Further orders will be accepted and paid for at move in at standard
rate.
Tuesday, May 31, 2016
Free Draw/Give-Away Application sent to
[email protected]
Wednesday, June 29, 2016
Outdoor move-in begins 8 a.m. – 8 p.m.
Friday, July 1, 2016
Canada Day – Outdoor Move-in 8 a.m. – 6 p.m.
Saturday, July 2, 2016
Selected large indoor vendor move-in begins at 8:30 a.m.
You will be notified if you are a candidate.
Sunday, July 3, 2016
Indoor move-in begins at 8:30 a.m. – 6 p.m.
Wednesday, July 6, 2016
ALL vendors must be moved in by 5 p.m. (see pg. 18)
Wednesday, July 6, 2016
Mandatory vendor meeting – 6 p.m. – BMO Hall A
Thursday, July 7, 2015
Sneak-A-Peek – Park open at 5 p.m.
Thursday, July 7, 2016
Best New Food on the Midway awards at 6 p.m.
Wednesday, July 13, 2016
Single Use gate passes can be returned for refund through to move out
(July 18 at 4 p.m.)
Wednesday, July 13, 2016
Move-out packages available for all vendors at the Midway
Programming office.
Saturday, July 16, 2016
Concessions & Exhibits Awards Ceremony.
Sunday, July 17, 2016
Final day of 2016 Stampede
All outstanding accounts must be cleared.
Monday, July 18, 2016
Last day to return unused single day gate passes for refund.
Final Day to Turn in Stampede Bucks
Tuesday, July 19, 2016
All vendor move-out must be complete by 11:59 p.m.
Wednesday, August 31,
2016
Final invoices, for your records, will be
emailed no later than this date.
Tuesday, Nov 1, 2016
2017 vendor application available online at
www.calgarystampede.com/vendors
11
Done
‘√’
Hours of Operations
Midway Programming Show Office
Below is a schedule with hours of operations for the Midway Programming Office & Cashiers.
The office is open for general information, account questions and propane orders. The
cashiers are available to process daily percentage payments, Stampede Buck redemption,
sell single use day passes and fulfill vendor coin float purchases etc.
Dates
Midway Programming Office & Cashiers
June 29, 2016 – July 3, 2016
8:30 a.m. – 1 p.m.
July 4, 2016 – July 5, 2016
8:30 a.m. – 4:30 p.m.
July 6, 2016
8:30 a.m. – 4 p.m.
July 7, 2016 – July 17, 2016
9 a.m. – 4 p.m.
July 17, 2016 - Evening
11 p.m. – 1 a.m.
July 18, 2016
9 a.m. – 4 p.m.
*Updated: May 11, 2016
12
Park Hours of Operation
Below is a schedule with hours of operations per-location. It is expected that your booth(s)
will be staffed as per the schedule below.
Stampede
Market
Independent
Midway
Grandstand
Market
Agrium
Western Event
Centre Market
International
Pavilion
5 p.m. - 11 p.m.
4 p.m. –
Midnight
Weadickville 5
p.m.
Closed to the
Public
5 p.m. – 9 p.m.
5 p.m. – 10 p.m.
Friday, July 8
Parade Day
Day 2
11 a.m. - 11p.m.
11 a.m. Midnight
11 a.m. - 10:30 p.m.
11 a.m. – 9 p.m.
11 a.m. – 10 p.m.
Saturday, July 9
11 a.m. - 11p.m.
11 a.m. Midnight
11 a.m. - 10:30 p.m.
11 a.m. – 9 p.m.
11 a.m. – 10 p.m.
Sunday, July 10
Family Day
Day 4
9 a.m. – 11 p.m.
9 a.m. - Midnight
11 a.m. - 10:30 p.m.
9 a.m. – 9 p.m.
9 a.m. – 10 p.m.
Monday, July 11
11 a.m. - 11p.m.
11 a.m. Midnight
11 a.m. - 10:30 p.m.
11 a.m. – 9 p.m.
11 a.m. – 10 p.m.
10 a.m. – 11 p.m.
11 a.m. Midnight
11 a.m. - 10:30 p.m.
10 a.m. – 9 p.m.
10 a.m. – 10 p.m.
Wednesday, July 13
Kids’ Day
Day 7
9 a.m. – 11 p.m.
9 a.m. - Midnight
11 a.m. - 10:30 p.m.
9 a.m. – 9 p.m.
9 a.m. – 10 p.m.
Thursday, July 14
11 a.m. - 11p.m.
11 a.m. Midnight
11 a.m. - 10:30 p.m.
11 a.m. – 9 p.m.
11 a.m. – 10 p.m.
11 a.m. - 11p.m.
11 a.m. Midnight
11 a.m. - 10:30 p.m.
11 a.m. – 9 p.m.
11 a.m. – 10 p.m.
11 a.m. - 11p.m.
11 a.m. Midnight
11 a.m. - 10:30 p.m.
11 a.m. – 9 p.m.
11 a.m. – 10 p.m.
11 a.m. - 11p.m.
11 a.m. Midnight
11 a.m. - 10:30 p.m.
11 a.m. – 9 p.m.
11 a.m. – 10 p.m.
Day 0
Thursday, July 7
Sneak-A-Peek
Day 1
Day 3
Day 5
Tuesday, July 12
Western Heritage
Day
Day 6
Day 8
Friday, July 15
Day 9
Saturday, July 16
Day 10
Sunday, July 17
13
Vendor Move-In: General Information
Step 1: Arriving at Stampede Park
You may gain access to the Park through three main entry points:
1. North of the Park – Olympic Way SE/ Olympic Entry
2. South of the Park – 3 St. SE /Erlton Entry
3. Motorhome Lot, South of the Park – Lot 25/ Nat Christie Gate
14
Stampede Market Vendors (BMO Centre Access)
Indoor vendors in the Stampede Market will need to access the building from the North
entrance of the Park (Olympic Way SE). Parking attendants will be at the 3A Gate and will
collect your vehicle entry letter (provided closer to Stampede). The back of BMO Centre is a
back of house area with large amounts of vehicle, pedestrian, and loading/unloading traffic;
therefore, it is a one way street. See map below for more details.
Access to the halls will be through Door 12 or Door 6. If you are driving a larger vehicle into
the halls, we highly suggest using the Door 12 access point as the turning area is larger.
Step 2: Getting in the Gates
The Park will be closed to general vehicle traffic commencing Wednesday, June 29, 2016 at
6 a.m. Stampede gate attendants have been instructed to only allow vehicles with
appropriate accreditation into Park. You will be emailed a letter for vehicle entry to print off
and present to gate staff for initial access to the Park. This e-access letter is valid for one
time only and will be taken up by the gate attendant. Once on Park, we suggest you pick up
your move-in package from the Midway Programming show office as soon as possible to
allow for easier access onto Park.
With your move-in package, you will be able to collect delivery vehicle passes that will
enable your vehicle access to the Park.
Step 3: Your move-in package
Your move-in package will be available from the Midway Programming show office.
15
Please allow sufficient time when picking up your move-in package to review that all passes
and other items that were pre-ordered are included. If you did not pre-order services, or
need to order additional services, this can be done after picking up the move-in package.
The owner/operator or designated representative will be required to pick up and sign for the
package. Once the package is picked up and signed for, you are responsible for all items in
your move-in package. If the package is lost or stolen, the replacement of items is not
guaranteed.
If your package is not picked up by 5 p.m. Wednesday, July 6th, your space may be released
and resold. If you are unable to pick up your package prior to this time, please notify the
Midway Programming department to make alternate arrangements.
When collecting your move-in package you will also be required to confirm/provide contact
information for who to best contact for important updates throughout the event or for in
case of emergency.
Step 4: Services
Services required for operating your business (gate passes, electricity, plumbing, internet,
telephone, storage, motorhome space, parking pass requests, etc.) can be ordered in
advance of arrival through our online ordering system. It is highly recommended that you
take advantage of the advanced ordering to ensure your service requirements are available
and to help make your move-in process smoother. By taking advantage of the advanced
orders, you will also save on applicable rates. If you do not take advantage of the advance
ordering or you find you need to order additional services, this can be done at the time of
move-in with our cashiers in the Midway Programming show office.
As move-in is a hectic and busy time for the entire Park, please be aware that our
operational and trades teams are working diligently to have services available to you as
soon as possible. However, there are times when other activities may take prescience and
we ask kindly for your patience.
If you order your services during move-in, your request for service will be in order behind
other vendors who ordered their services in advance. Please note, indoor banner hangings/
takedowns can only occur when aisles are cleared and the scissor lift has clear driving
access. This typically means that banner hangings will occur at night once the building has
cleared. If you have placed an order for a banner hanging please have your banner
available in your booth to be hung and our event services team will attend to the banner as
soon as they are able.
Step 5: Vendor Meeting
New for 2016 is a mandatory vendor meeting. This meeting will provide an overview of
Stampede 2016, review changes/updates, introduce you to key members of the Calgary
Stampede team, and provide a platform for questions and comments. It is mandatory that
at least one representative from your company attend. The meeting will take place on
Wednesday, July 6th at 6 p.m. More information will be sent out prior to the meeting.
16
Move-In: Outdoor Vendors
Begins on Wednesday, June 29, 2016
Vendors will be able to access the Park as per the table below:
Canada Day
Wednesday
Thursday
Friday
Saturday
Sunday
Monday
Tuesday
Wednesday
Date
29-Jun
30-Jun
01-Jul
02-Jul
03-Jul
04-Jul
05-Jul
06-Jul
Open
8 a.m.
8 a.m.
8 a.m.
8 a.m.
8 a.m.
8 a.m.
8 a.m.
8 a.m.
Closed
8 p.m.
8 p.m.
6 p.m.
8 p.m.
8 p.m.
8 p.m.
8 p.m.
5 p.m.
All Vendors to be moved in by this
time
If you plan on arriving any time after the closed time, please make alternate arrangements
for the evening as Park and RV Site access will be unavailable in the evenings.
Vendors arriving between Wednesday, June 29th, 2016 and Sunday, July 3rd, 2016, who
require electricity for critical food storage, are asked to advise James Radke, Midway
Operations Manager, as soon as possible of your exact arrival date and time.
An outdoor Midway map will be provided at the Midway Programming show office for you to
confirm your location. Please call James Radke should you have any questions prior to
placing your booth on the Midway. Booths are to be put into place and towing
vehicles/tractors to be removed immediately. Main artery roadways are not to be blocked at
any time during move-in. If your unit is a centerline placement on Stampede Trail, you must
contact James Radke to determine when your unit can be placed. In all likelihood this will
not be before Monday July 4th, 2016.
Please note the following:
NEW: There will be a mandatory vendor meeting held at 6 p.m. on Wednesday July
6th. A representative from each company must be in attendance.
Children under the age of 14 are not permitted to be on the exhibit floor or
outdoor worksite during move-in. This is for their safety. For liability reasons, this
rule is not negotiable.
Personal protective equipment must be worn at all times on the worksite.
17
Move-In: Indoor Vendors
Large Vendor Move-In
Pre-qualifying vendors, with large space requirements, will have access to the Stampede
Market beginning on Saturday, July 2nd, 2016. You will be notified if you qualify for this
move-in date.
Regular Vendor Move-in
Indoor vendors will have access to the Stampede Market in the BMO Centre beginning
Sunday, July 3rd at 8:30 a.m. to 6 p.m. The building will remain accessible to vendors until
midnight during move-in; however the overhead doors will be closed at 6 p.m.
You can pull your vehicle inside the building and unload at your booth location. We ask that
you do this as quickly as possible and then remove your vehicle from the building and the
loading dock area of BMO Centre. Vehicles left unattended in this area will be towed and you
will be responsible for any and all charges. No vehicles will be allowed in the building after 6
p.m. The BMO Centre is closely monitored for air quality during move-in. Security personnel
may request that you immediately remove your vehicle for this reason. This is for the safety
of all who are in the facility.
If you wish to leave the building between 6 p.m. and 11 p.m. please advise security so that
you may re-enter the building when you return.
All exhibits must be inside BMO Centre by 5 p.m. on Wednesday July 6th, 2016. There will
be no vehicles in BMO Centre after 12 p.m. on Wednesday July 6th, 2016. This allows the
overhead doors to be closed so that vendors located on the north perimeter wall can set up.
You may complete your final booth setup on Thursday, July 7th, but there will not be any
vendor move-in on that day, unless prior arrangements have been made with the Midway
Programming team. The Midway Programming team will conduct an inspection of all booths
between 12 p.m. and 4 p.m. on Thursday July 7th, 2016 (Sneak-A-Peek). It is expected that
all displays will be completed and ready for the Stampede Market to open to the public for
Sneak-A-Peek at 5 p.m. on Thursday July 7th with vendors and staff ready for business. You
do not need to be present for the booth inspection.
Please note the following:
NEW: There will be a mandatory vendor meeting held at 6 p.m. on Wednesday July
6th. A representative from each company must be in attendance.
Children under the age of 14 are not permitted to be on the exhibit floor or
outdoor worksite during move-in. This is for their safety. For liability reasons, this
rule is not negotiable.
Personal protective equipment must be worn at all times on the worksite.
18
General Booth Information: Indoor Vendors
Appearance Standards for Indoor Vendors
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Exhibits must be confined to the licensed area only, and shall not spread outside the
designated booth space. Booth staff must remain in their licensed booth area at
all times when working.
Exhibits should be able to accommodate patrons in the booth without blocking the
aisle or crowding other exhibitors. This ‘open booth concept’ should be considered
when placing counters and other display materials.
Where exhibits can’t accommodate the ‘open booth concept’ consideration should be
given to moving counters more to the interior of the booth space to allow the
customer to step off the aisle and into the booth to view product(s) or displays.
Booths shall not obstruct sightlines down the aisles to neighbouring vendors.
Booth construction is to be structurally sound and in excellent repair.
Exhibits should use professional display techniques—carpeting, signs, counters,
shelving, plants and decorative touches.
All storage is to be hidden out of sight of the guest. In case of incident, it is
suggested that storage and product is not stored directly on the floor.
If utilizing draped tables, tables need to be professionally skirted to the floor and
compliment the colour scheme of the booth.
Exhibits should be attractive, colourful, neatly arranged, clean and orderly.
Appropriate floor coverings should be securely taped or marked to avoid trip
hazards. Floor coverings are to be kept clean and in new condition and compliment
the colour theme throughout the exhibit area.
Signage shall be professional and clearly indicate the company name, product(s)
and/or services being exhibited. Hand written signs are not acceptable. Pricing
on signage is recommended.
Tents or top-coverings are not permitted indoors unless the products or services
being offered requires low lighting; if this is the case, only certain areas of the hall
will be available and must meet Calgary Fire Department regulations.
Hay and straw bales are not permitted for décor purposes.
Staff should be well groomed, attentive and courteous. Staff uniforms are highly
recommended, with western dress or theme dress preferred, if appropriate.
Product or service demonstrations, when applicable, are highly recommended.
Refund policies shall be posted in a prominent location or distributed with guest
receipts. Business contact information (phone number, website, email, etc.) is to be
provided for purchases or deposits.
19
General Booth Information: Outdoor Vendors
Appearance Standards for Outdoor Vendors
The following criteria are mainly for outdoor food and beverage vendors; however, outdoor
retail vendors will need to utilize both the indoor and outdoor standard requirements.
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Concessions shall meet all health service, electrical, plumbing and gas regulations
whether local, provincial or federal.
Exteriors shall be well maintained and clean. Concessions should always have a new
condition look to them.
Concessions shall be designed to be self-contained with all equipment (freezers,
refrigerators, beverage canisters, propane tanks etc.) located within the concession
space. Use of an auxiliary storage area immediately next to the concession is
acceptable provided that it is enclosed in a professional manner and compliments the
concession unit.
Concessions that are trailer mounted or roll-off style shall be skirted to the ground
and trailer hitches removed or covered appropriately.
Concessionaires will ensure that all electrical cables, water hoses, propane hoses and
sewer lines are kept neat. Any excess cable or hoses are to be stored under or inside
the concession unit. Propane tanks are to be secured to ensure that they will not fall
over.
Concessions shall be brightly lit on the exterior. To be energy conscious, running
lights and back lit menu signs should be used only after sunset.
Concessions shall follow the theme of the food or beverage product being sold, from
signage and décor to uniforms.
Food and beverage products shall be well presented. Quality point of sale
photography and menu boards are to be used, and should be easily visible to the
customer.
Menu prices are to be clearly displayed. Drink menus should include the sizes in
ounces.
All food and beverage menu pricing must include GST and be indicated on the menu
boards and signage.
Signage shall be professional. Hand written signs are not acceptable.
Plants, flooring, western facades and other decorative props are preferred.
Hay and/or straw bales are not permitted for décor purposes.
Staff, including management and supervisory personnel, should be uniformed and
well groomed. Staff should be attentive and courteous.
Seating areas are to be kept clean by concessionaires, including tables, benches and
ground area.
Condiments for customers should be neat, clean and well stocked.
Tent Structures for Outdoor Vendors
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All tent structures must meet the City of Calgary code for temporary structures and
be must manufactured for commercial use.
Pop-up type tents are not permitted.
Tents must be anchored in asphalt with pegs/pins that cannot be less than 1” in
diameter. There is a charge for the asphalt repair.
20
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Counterweights such as water barrels or concrete blocks do not meet code and will
not be permitted.
Notification of tent use must be provided to the Midway Programming department in
advance of arrival at Stampede Park for Line Locate purposes. Line Locates must be
provided by the Calgary Stampede prior to anchoring any structure into the asphalt.
Retail sales tents must use décor enhancements such as a tent façade. In
considering what you may do, we prefer western themes, but any theme related to
your product could work equally well.
The façade must meet engineering requirements with respect to securing the décor
or façade to the tent.
Tent structures cannot be used for food service.
The Calgary Stampede does not rent tents. Warner Shelter Systems Ltd. is the preferred
supplier. Contact WSS directly at 403.279.7662 or at www.wssl.com
21
Vendor Move-Out
All vendors shall remain open and fully operational as per the scheduled hours of operation.
No packing up, tearing down or moving out may commence prior to closing on Sunday, July
12th. If you tear down any part of your booth display during operating hours, an observation
will noted in your file, which will reflect on any future licensing for future Stampedes.
Move-out packages will be available on Wednesday, July 13th and will include detailed
information regarding those procedures. Please ensure you pick up all required disconnect
tags prior to the office closing at 4 p.m. on Sunday, July 17th.
Indoor vendors in the Stampede Market may start tearing down their exhibits after 11
p.m. Sunday, July 17th when all guests have exited the building and the building has
officially closed to the public. The BMO Centre is open throughout the night for move-out.
Outdoor vendors may start tearing down their exhibits after midnight on Sunday, July 17th
when the Stampede officially closes to the public.
Please note that if you leave BMO Centre or the Park after midnight on Sunday, July 17th,
and plan to return through the gates you will be required to show your accreditation in
order to re-enter, as the Park will be closed to the general public.
As soon as the Park officially closes on Sunday, July 17th (this usually occurs around 2:30
a.m.) Stampede Park Security coordinates the vehicle traffic. Neither the Midway
Programming department nor the Security Staff in the Stampede Market have the authority
to allow vehicles onto the Park.
Indoor vendors may handcart goods out of BMO Centre and off the Park prior to Park
security allowing vehicles to come on the Park. BMO Centre will remain accessible
throughout the night for tear down and packing up of exhibits. There will be general security
on duty until the building is cleared of all display materials.
All display materials and product must be removed from BMO Centre no later than 11:59
p.m. on Tuesday July 19th. Any items left after this time may be disposed of, and the
vendor will be charged for any and all costs relating to the disposal.
Outstanding accounts are to be cleared prior to Sunday July 17th, 2016. The cashiers will be
available on Monday July 18th.
Payment of “Day 10” Percentage Payments
The Midway Programming cashiers will be available Monday, July 18th to process payments
for “Day 10” percentage sales, settle outstanding accounts and continue refunds of single
use day passes.
For percentage paying vendors who plan to travel on Sunday, July 17 th, following the close
of Stampede, “Day 10” numbers, the Midway Programming office will be open late on
Sunday, July 17th (11 p.m. to 1 a.m.) to accommodate making these payments.
22
Best Practices
Product Pricing
All goods sold at the Calgary Stampede are to be posted in Canadian dollars and prices
stated must be in Canadian funds. If purchases are processed through a US banking
system, you will be required to convert the price in your processing.
Price discounting of product(s) and/or service(s) after the Stampede has started, creates
negative feedback from guests. Due consideration should be given when pricing your
product or service. We encourage you to consider ways to price your products to add value
to the guest; for example, food vendors should consider offering value meals.
Please note that you have been licensed based upon the prices submitted in your
application. The Midway Programming team must be informed of any changes to pricing via
email [email protected]. We recognize that your application was
submitted early and pricing from your regular suppliers may not have been set yet, so we
anticipate that there may be some changes to prices listed in your application.
Tipping
The use of tip jars is strongly discouraged. Please refer to Article XI-11.1-(oo) in your
License Agreement for specific information.
Product Sampling
Sampling of products that you are retailing is permitted within your licensed booth space.
As an example, an exhibitor retailing a salsa product may be permitted to sample the salsa
to guests before they purchase it. Any food sampling will fall under Alberta Health Services
regulations and all food handling standards shall apply.
Handing out samples of a product for the purpose of marketing that product only, is not
permitted. The exception is Calgary Stampede exclusive sponsors, who may be permitted to
sample certain types of products to guests upon exit only, pending approval by the Midway
Programming team in consultation with our Sponsorship department.
Returns
Should a customer need to exchange a product or obtain a refund from you, please arrange
to meet them at a Park entry and provide them with a single use gate pass to enter the
Park.
Alternately you can advise the customer that they can ask to speak with a Gate Supervisor
once on Park. The customer will need to advise the Gate Supervisor that they are on Park
to exchange/refund a product. The customer will be required to pay the entrance fee. The
Gate Supervisor will fill out a time stamped form allowing the customer one hour to
complete their exchange/refund with you and to return to the gate of entry, submit the time
stamped form to the attendant and obtain a refund of their entrance fee. If your customer
does not return to the entry within the allotted hour, there will be no refund of the entrance
fee.
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Food Vendors
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Coca-Cola – As per the License Agreement and the Calgary Stampede’s partnership
agreement with Coca-Cola, all beverages must be sold in a Coca-Cola cup/container.
All 32oz cups must be bought from Coca-Cola and/or be approved by Coca-Cola
(excluding Lemonade and Root Beer cups).
Stampede Commissary – The Calgary Stampede provides a commissary, from which
product sourcing is voluntary for all licensed food/beverage vendors. The supplier,
Gordon Food Services (GFS), operates the voluntary commissary under contract to
the Stampede with exclusive distribution on Park. Vendors who wish to source
product from another supplier need to be aware that those suppliers cannot access
the Park to deliver products and at no time can any sourced products be in conflict
with the exclusive or official products of the Stampede.
Calgary Italian Bakery is the preferred supplier
Canadian Association of Fairs and Exhibitions
C.A.F.E participation levy rates will apply:
 $0 for C.A.F.E. annual paid members (member in good standing).
 $20 (plus GST) per booth locations for non-C.A.F.E. members, to a maximum of
$400 (plus GST) per event, per company or operator.
For details on the C.A.F.E participation levy, please see the letter on our vendor website.
24
Calgary Stampede Assessment Programs
Concessions & Exhibits Awards
To achieve our goal of producing an attractive and professional consumer presentation
during our annual event, the Midway Programming department and the Concessions &
Exhibits Awards committee will be evaluating your booth(s) and the manner in which you
conduct business during the year and throughout the Stampede.
The Calgary Stampede Concessions & Exhibits Awards committee is a volunteer committee
that evaluates and photographs each booth location for prestigious awards in multiple
categories.
The evaluations done by the Concessions & Exhibits committee are provided to the Midway
Programming department post Stampede to be used as an aid in determining future
licensing. A sample evaluation form will be supplied in the vendor newsletter at a later
date. You may request a copy of your evaluation post Stampede for your records. You may
want to use the award criteria to evaluate your own location, as it can provide you with
some insight and guidelines to enhance your presentation.
Our Concessions & Exhibits committee volunteers are available to you during the Stampede
to answer any questions that you may have regarding their evaluations.
If you wish to speak with a committee member, please let a member of the Midway
Programming team know and we will put you in contact with the appropriate committee
member.
Quality Control Food Audits
Throughout the event, RESEARCHWORKS INC. conducts secret shopper visits on food
vendors on Park to evaluate food quality, speed of service, stand cleanliness, guest service,
and value of money spent. Feedback and results from these audits will be provided post
Stampede, and opportunity for follow-up to discuss results will be available.
Additional Programs
There are additional programs on Park which are used to determine future licensing and to
assist with business development. These programs include: Alberta Health audit, Alberta
Labour audit, Financial Audit (completed by an independent auditor), Business Practice
evaluations, and “Take a Bite Outta Stampede” scores. Additional evaluation programs may
be developed and implemented as the Midway Programming team deems appropriate and
necessary.
25
Alberta Employment Standards Overview
The Calgary Stampede is an extremely busy and hectic ten (10) days for those businesses
and concessions that setup on Stampede Park. Most businesses end up hiring at least a few
temporary employees for the duration of the Stampede.
This is a busy time for the Alberta Employment Standards department as well. Through past
experience, we have determined that frequently claims arise from the employer’s belief that
because these employees are hired on a very casual or temporary basis, they are excluded
from many of the benefits that are guaranteed to other more permanent employees. In fact,
the benefits described in the Employment Standards Code of Alberta apply to all employees
within this Province no matter how casual their employment relationship is with their
employers.
All employers are responsible for following the Employment Standards Code and Regulation.
General rules regarding employment in Alberta are outlined below. To interpret or apply the
law, you must consult the Employment Standards Code and Employment Standards
Regulation at http://work.alberta.ca/employment-standards.html
Minimum Wages & Payment Earnings Overview
The general minimum wage is $11.20 per hour as of October 1, 2015. For further details,
please consult the website above.
Employees must be paid all wages, overtime and general holiday pay earned in a pay period
within ten (10) consecutive days after the end of the pay period.
If the employer terminates an employee’s employment:
 With notice and / or pay in lieu of notice – pay is due not later than three (3) days
after the last day of employment.
 And no termination notice is required to be given – pay is due not later than ten (10)
days after the last day of employment.
If the employee terminates their own employment:
 By giving a termination notice – pay is due not later than three (3) days after the
last day of employment.
 And no termination notice is required to be given – pay is due not later than ten (10)
days after the last day of employment.
 And failed to give the required termination notice – pay is due not later than ten (10)
days after the date on which the notice would have expired had it been given.
Statement of Earning and Deductions Overview
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Employees must receive a detailed written statement of earnings and deductions for
their retention of each pay period.
An employer may deduct from an employee’s earnings, amounts permitted by an
Act, Regulation, judgment, order of a court or amounts personally authorized in
writing by an employee.
26
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No deduction can be made from an employee’s earnings for faulty workmanship,
cash shortages or loss of property if anyone other than the employee has access to
the cash or property.
You must adhere to minimum wage rate and overtime standards in effect in the
Province of Alberta
Employees must be paid within ten (10) days of the close of Stampede. For 2016,
this would mean no later than Wednesday, July 27th, 2016.
Hours of Work Overview
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An employer must provide at least one (1) day of rest for each week of work. Rest
days may be accumulated for up to four (4) weeks and given as consecutive days
off.
Employees must receive thirty (30) minutes of rest during each shift in excess of five
(5) consecutive hours of work. Some exceptions may apply.
Employees scheduled or called in to work must be paid for a minimum number of
hours, even if they get sent home or if it isn’t busy. In Alberta, the minimum hours
are three (3) per scheduled shift or call-out.
Employees must be paid even if they are being trained or are on probation.
Overtime & Overtime Pay Overview
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In each week, hours worked in excess of eight (8) per day must be totaled and the
number of hours worked in excess of 44 must be calculated. The greater of the two
numbers are the number of hours to be paid at the overtime rate.
An employer must pay an employee overtime pay of at least 1.5 times the
employee’s wage rate for overtime hours. Some exceptions apply.
Employees and employers may enter into a written overtime agreement. The Code
requires an overtime agreement to be in writing. With an agreement, instead of
overtime pay, employees receive time off with regular pay equal to the number of
overtime hours worked. If the employee is terminated or quits before the banked
overtime hours are used, they must be paid out at the overtime rate.
Vacation Pay Overview
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Employees are entitled to be paid at least 4% of vacation pay on all wages earned
during their employment.
Employment of Adolescents Overview
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Adolescents are defined as individuals aged 12, 13, and 14.
The Director of Employment Standards has approved various occupations and duties
in the restaurant and food services industry as suitable employment for adolescents.
The occupations and duties are: host / hostess duties, cashier duties, dish washing,
bussing tables, providing customer service, assembling food orders, waiting on
tables or cleaning. This approval is subject to conditions.
Before hiring an adolescent in the restaurant and food services industry, the
employer must obtain the consent of the adolescent’s parent or guardian and
complete the Safety Checklist.
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An adolescent may not work more than eight (8) hours or between 9 p.m. and 6
a.m. Other conditions apply.
Please refer to the employment standards website for the Safety Checklist for
Adolescents Working the Restaurant and Food Service Industry. A Hazard
Assessment must be completed by each business employing an adolescent.
http://work.alberta.ca/documents/Safety-Checklist-for-Adolescent-Employees-inRestaurant-and-Food-Services.pdf
Employment of Young Persons Overview
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Young Persons are defined as persons aged 15, 16 and 17.
Young Persons cannot be employed between the hours of 12 a.m. and 6 a.m. at, or
in connection with any retail store selling food or drink or any other merchandise, a
retail business selling gasoline or other petroleum products, or, a motel, hotel, inn
etc.
Young Persons can work between the hours of 9 p.m. and 12:01 a.m. at these types
of business so long as the young person works with, and is in the continuous
presence of, at least one, other individual 18 years old or older.
Young Persons are not allowed to work at all in these businesses between 12:01
a.m. and 6 a.m.
Young Persons working in a business that is not listed above may only work between
12:01 a.m. and 6:00 a.m. if their parent/guardian provides written consent to the
employment, and if the young person is in the continuous presence of at least one
other individual at least 18 years old or older.
Calgary Stampede Requirements
In addition to the Alberta Employment Standards regulations, the Calgary Stampede
requires that all vendors hiring staff must provide the following, in writing, to all hires:
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Employment start date,
Shift schedule
Work start time(s),
Hours of work,
Pay rate,
pay date(s),
Supervisor name and contact phone number
Vendors must address all employment standards complaints immediately and equitably.
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Health and Safety Overview
Occupational Health and Safety
Employers operating in Alberta must comply with the Alberta Occupational Health and
Safety Act, Regulations and Codes as applicable to their operation. Further information can
be obtained in their web document.
All exhibitors, vendors, supervisors, workers and sub-contractors are responsible for
complying with the appropriate legislation regarding all health and safety standards, rules
and regulations (including but not limited to: Alberta OHS Act, Regulation & Code, Alberta
Fire Code, Alberta Safety Codes Act for Amusement rides, Alberta Building code). All
hazardous conditions are to be reported to a supervisor immediately.
Our venues are considered a worksite and appropriate footwear and clothing is required.
In addition, children under the age of 14 years of age are not permitted on the show floor
during move in/out.
Workers’ Compensation Board – Alberta
As lessees of space, the Calgary Stampede is not required to ask you for verification of
Workers’ Compensation coverage; however, the laws governing who is required to have
coverage are very specific. If you are hiring workers in Alberta this legislation can affect
your operation. Further information can be obtained from the following website:
www.wcb.ab.ca
Esthetic Services or Personal Services Overview
Alberta Health Services defines “Esthetics services” as:
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applying make-up,
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providing facials,
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manicures or pedicures, and
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removing hair by waxing
Alberta Health Services defines “Personal Services” as:
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body or ear piercing,
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removing hair by electrolysis,
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esthetics services,
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an undertaking set out in section 2 of the Hairstylist Trade Regulation (AR
281/2000), other than facial treatment, and
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tattooing
These services must adhere to the guidelines as set forth by Alberta Health Services. If you
fall into any of these categories, please notify the Midway Programming department and a
document will be emailed to you for completion.
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Fire Safety Requirements
Vendors must comply with all fire and safety regulations at all times while exhibiting at the
Calgary Stampede. Vendors should be ready for a fire and life-safety inspection before the
start of event, and/or at any time throughout the duration of the event.
Indoor Booths
Indoor special events within Calgary must follow a process that ensures minimum
requirements for the Calgary Fire Department are met. These requirements establish a
reasonable level of fire and life safety, and building protection during indoor special events
from hazards created by dangerous conditions.
In general, displays or exhibits must never interfere in any way with access to any required
exit, block access to firefighting equipment or interfere with the normal operations of
automatic extinguishing equipment. For indoor booths please be aware of the following:
Tents
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Tents and canopies must be approved for indoor use and have a permanently
attached label indicating conformance to CAN/ULC-S109
 Tents and canopies between 100 sf. and 300 sf. are required to have a single
station smoke alarm plus a 2A-10BC fire extinguisher.
 Tents and canopies larger than 300 sf. of roof will require written approval from the
Calgary Fire department.
 All decorative material shall be non-flammable material and will conform to
CAN/ULC1-S109, “Flame Tests of Flame-Resistant Fabrics and Films”, or shall be
treated and maintained in a flame retardant condition by means of a flame retardant
solution to ensure that the material will pass the match flame test in NFPA 705,
“Field Flame Test for Textiles and Films.”
 It is expected that a sample of the fabric(s) will be available on site for the CFD Fire
Inspector to conduct a burn test on-site, as well as appropriate documentation
showing which product was used and when the materials were treated.
Note: if your booth display uses a tent or canopy please notify the Midway
Programming Team.
Grease Laden Vapors
 All indoor vendors who are cooking for sale, sample or demonstration purposes will
be allowed to cook any product that generates grease laden vapors when cooked at
high temperatures (for example: chicken, meat, salmon, French fries, mini donuts,
etc.). This includes the heating of cooked meats where the meat starts to sizzle.
 If your booth is found to be producing grease laden vapors, the CFD Fire Inspector
will not grant operational approval.
 The CFD has suggested for demonstration purposes to use pre-cooked meats that do
not sizzle, vegetables, and limiting oils to 1 tsp.
 A non-combustible, closable container must be used to dispose of used oil and
labeled as such.
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Demonstration Cooking
 Demonstration cooking requires that all warming and/or warming appliances shall be
listed and labeled for commercial use.
 Cooking and/or warming appliances can use no more than (2) 10-ounce nonrefillable LPG/butane.
 Sterno may be used for warming trays.
 Cooking/warming appliances must be isolated from the public having a minimum of 1
metre separation on all sides, or by providing a sturdy, mounted separation shield
between the appliance and the public.
 Each booth shall have the following fire protection equipment: a mounted 2A-10BC
extinguisher, a portable “k” class extinguisher, a smothering lid for each individual
piece of cookware, and all extinguishers must be listed, labeled and tagged.
Outdoor Booths
The Calgary Stampede in partnership with the Calgary Fire Department will be conducting a
fire suppression system audit for all outdoor food locations. Mobile units such as trailers,
vans or concession style booth must meet the requirements of NFPA 96. Please ensure that
your fire suppression equipment has been inspected and that tags are clearly marked with a
valid date of inspection. Booths that pass this inspection will obtain a sticker on their booth
license card to indicate compliance. If you do not pass this audit, you will not be able to
conduct business until the Fire Inspector inspects and approves your fire suppression
system.
Pro-Tech Fire & Safety will be on Park and located at the Plus 15 (Saddledome area)
beginning Tuesday, 5th to Wednesday, July 6th for suppression system servicing and
inspections, and fire extinguisher servicing and recharge. 403.266.FIRE (3473)
www.ptfs.ca .
If you have specific questions relating to the requirements, safety or inspections of your
operation, please contact Bill Church, Environment and Event Safety Services Manager
([email protected]) for clarification.
Carbon Monoxide Regulations
Calgary Stampede complies with the Calgary Fire Department low alarm condition for
carbon monoxide (CO) concentration at 25ppm. If CO concentration reaches this level, then
evacuation would be considered. In situations involving children, the elderly or pregnant
women, evacuation of these individuals would occur at one half the low alarm at 12ppm.
Please note that the above Health and Safety information is subject to change. Should there
be any changes or updates you will be notified immediately.
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Environmental
Garbage and Recycling
The Calgary Stampede prides itself on being one of the cleanest events in the world, and
has an environmental management system in place for all participants. The Calgary
Stampede strives for continual improvement, including on the environmental front. We ask
that you practice environmental stewardship, and help reduce your impact.
The areas in and around your licensed booth area are your responsibility and will be
inspected on an ongoing basis throughout the Stampede. Please ensure that you and your
staff understand that the area surrounding your booth must be kept clear and free of litter.
Clean-up crews will not sweep your booth for you.
Both indoor and outdoor vendors are responsible for disposing of your own recycling and
garbage, and it is expected that you will take it to the appropriate disposal areas, and not
left in aisles, back concourses, blocking exits or fire suppression systems or roadways.
Waste is not to be left for disposal by Calgary Stampede staff or members of the Boys and
Girls Club.
Waste left outside of your booth area may be placed back in your booth space for proper
disposal the next day, and it will be noted in your vendor file by the Midway Programming
department and you may face additional charges.
Please ensure that all cardboard boxes are flattened, and that all other recyclables are
bagged in clear bags, separated by streams (i.e. plastics with plastics, papers with papers,
bottles with bottles, etc.) before being placed in the large 40-yard recycling bins. Black
garbage bags are only for landfill waste, so please ensure that recyclables are bagged
properly.
Cooking oils, grease and fat must be disposed of in proper receptacles. Do not place cooking
grease, oil or fat in trash cans, garbage bins, drains, sinks, sewers, streets or cardboard
boxes. Applicable environmental cleanup charges will be applied to your account.
Each location is assessed a waste management fee, which allows the Calgary Stampede and
the City of Calgary to handle increased volume of waste and recycling created and to be
able to maintain these facilities during the show. Additional environmental cleanups within
your locations by Calgary Stampede staff will be billed to your account.
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Accommodations
On Park Accommodations
There is limited RV/Motorhome space available on Park for vendors who are from outside of
Calgary and the surrounding area. This space is extremely limited and may not be available
to all vendors. We will do our best to accommodate these orders; however, we reserve the
right to refuse these space offerings.
Off Park Accommodations
If you are looking for accommodations off Park, there are options throughout Calgary for
consideration. Please note that many locations book far in advance and accommodations
may be more difficult to obtain closer to the event.

For SAIT Residence, please visit www.stayatsait.com to book your room online.
Please contact Emily Wood ([email protected]) to obtain a copy of
applicable rates and floor plans for 2015.

Best Western Plus Calgary Centre Inn
3630 Macleod Trail South – Calgary, AB T2G 2P9
T. 403.287.3900 E. [email protected]
Toll Free Reservations 1.877.287.3900

Tourism Calgary also offers packages and accommodation information; please visit
http://www.visitcalgary.com/ for more information.

Mount Royal University offers residence bookings. Contact via phone at
403.440.6275 or toll free at 1.866.264.7875
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Let’s Have a Great Stampede, YAHOO!
Thank you for taking the time to thoroughly review the contents of this document. If you
have questions or concerns, please contact the Midway Programming department.
Please note that all information contained in this document is accurate as of March 20, 2016
and is subject to change. Please check your email inbox for updated information.
We look forward to working with you towards a successful Stampede!
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Stampede Market Booth Change Request
We have done our best to accommodate space requirements and special requests indicated on your
application forms; however, if you would like to request to move your booth you will need to fill out
this form. As indicated on your Midway Contract Confirmation provided with your license agreement,
your current booth space has been assigned and is indicated as the “Assignment” and shown as a four
digit number Ex. SM 1 2 3 4.
Company Name: ____________________________________________________
Contact Name: _____________________ Email: ________________________
Current Booth Number
SM _ _ _ _
Request for Change: Please provide a description for the change you are requesting.
Circle or Fill the preferred booth change:
Please Note: We will do our best to accommodate space change requests; however, we cannot
guarantee that all requests will be accommodated.
If we are able to grant the space change request you will have two business days to accept or reject
the change. Once a change has been accepted, your old space will be re-allocated and will no longer
be available to you.
Due: Monday, April, 11 at 5 p.m. MST
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