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Vendor Handbook - Midway Programming Calgary Stampede

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Vendor Handbook - Midway Programming Calgary Stampede Vendor Handbook - Midway Programming Calgary Stampede Table of Contents Howdy! 1 2 Contact Information & Mail Services General Information for All Vendors 3-6 2016 Highlights 3 License Agreement 3 Liability Insurance Requirements 4 Subletting of Space 4 Vendor Newsletter, Service Orders, Accreditation 5 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. 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 Leisa Pettigrew Eddie Fung Phone 403.451.4145 403.451.4142 Email [email protected] OR [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. 4 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-vendor- information. The primary email address supplied with your application (and the address the License Agreement was sent to) will act as your log in. The password to log in to the system is: CowboyHat! 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.
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