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.

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.

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!

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.

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.

Service Orders

The online service order system will be in place again for 2016. The system will allow for the ordering of gate passes, 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.

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

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

• 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.

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 refunded to your credit card 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

 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.

Timeline Checklist Done Due Date Description ‘√’

Returned signed License Agreement & Deposits Due See License Agreement Online Service Orders available. April 2016 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)

Certificate of Insurance sent to Tuesday, May 31, 2016 [email protected]

Final date for service orders and passes. Tuesday, May 31, 2016 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.

Selected large indoor vendor move-in begins at 8:30 a.m. Saturday, July 2, 2016 You will be notified if you are a candidate.

Sunday, July 3, 2016 Indoor move-in begins at 8:30 a.m.

Wednesday, July 6, 2016 Indoor vendors must be moved in by 5 p.m. (see pg. 18)

All vendor meeting – 5 p.m. (more details to come) Wednesday, July 6, 2016

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.

Single Use gate passes can be returned for refund through to move out Wednesday, July 13, 2016 (July 20 at 3 p.m.)

Move-out packages available for all vendors at the Midway Wednesday, July 13, 2016 Programming office.

Saturday, July 16, 2016 Concessions & Exhibits Awards Ceremony.

Final day of 2016 Stampede Sunday, July 17, 2016 All outstanding accounts must be cleared.

Tuesday, July 19, 2016 All vendor move-out must be complete by 11:59 p.m.

Last day to return unused single day gate passes for refund. Tuesday, July 19, 2016

Wednesday, July 20, 2016 Midway Programming office closes at 3 p.m.

Wednesday, August 31, Final invoices, for your records, will be 2016 emailed no later than this date. 2017 vendor application available online at Tuesday, Nov 1, 2016 www.calgarystampede.com/vendors

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 17, 2016 8:30 a.m. – 5 p.m.

July 17, 2016 11 p.m. – 1 a.m.

8:30 a.m. – 12 p.m. July 18, 2016 1 p.m. – 5 p.m.

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 Independent Grandstand Agrium International Market Midway Market Western Event Pavilion Centre Market Day 0 4 p.m. –

Thursday, July 7 Midnight Closed to the 5 p.m. – 9 p.m. 5 p.m. – 10 p.m. 5 p.m. - 11 p.m. Sneak-A-Peek Weadickville 5 Public p.m. Day 1

11 a.m. - 11 a.m. – 9 p.m. 11 a.m. – 10 p.m. Friday, July 8 11 a.m. - 11p.m. 11 a.m. - 10:30 p.m. Midnight Parade Day Day 2

11 a.m. - 11 a.m. – 9 p.m. 11 a.m. – 10 p.m. Saturday, July 9 11 a.m. - 11p.m. 11 a.m. - 10:30 p.m. Midnight

Day 3

9 a.m. – 9 p.m. 9 a.m. – 10 p.m. Sunday, July 10 9 a.m. – 11 p.m. 9 a.m. - Midnight 11 a.m. - 10:30 p.m. Family Day Day 4

11 a.m. - 11 a.m. – 9 p.m. 11 a.m. – 10 p.m. 11 a.m. - 11p.m. 11 a.m. - 10:30 p.m. Monday, July 11 Midnight Day 5

Tuesday, July 12 11 a.m. - 10 a.m. – 9 p.m. 10 a.m. – 10 p.m. 10 a.m. – 11 p.m. 11 a.m. - 10:30 p.m. Western Heritage Midnight Day Day 6

9 a.m. – 9 p.m. 9 a.m. – 10 p.m. Wednesday, July 13 9 a.m. – 11 p.m. 9 a.m. - Midnight 11 a.m. - 10:30 p.m. Kids’ Day Day 7

11 a.m. - 11 a.m. – 9 p.m. 11 a.m. – 10 p.m. Thursday, July 14 11 a.m. - 11p.m. 11 a.m. - 10:30 p.m. Midnight

Day 8

11 a.m. - 11 a.m. – 9 p.m. 11 a.m. – 10 p.m. Friday, July 15 11 a.m. - 11p.m. 11 a.m. - 10:30 p.m. Midnight

Day 9

11 a.m. - 11 a.m. – 9 p.m. 11 a.m. – 10 p.m. Saturday, July 16 11 a.m. - 11p.m. 11 a.m. - 10:30 p.m. Midnight

Day 10

11 a.m. - 11 a.m. – 9 p.m. 11 a.m. – 10 p.m. Sunday, July 17 11 a.m. - 11p.m. 11 a.m. - 10:30 p.m. Midnight

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

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 22, 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.

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 all 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.

Move-In: Outdoor Vendors

Begins on Wednesday, June 29, 2016

Vendors arriving between Wednesday, June 22nd, 2016 and Sunday, June 26th, 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 June 27th, 2016.

Please note the following:

NEW: There will be a mandatory all 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.

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 all 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.

General Booth Information: Indoor Vendors

Appearance Standards for Indoor Vendors

 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.

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.

 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

 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.

 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

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. Refunding of unused passes will take place from Wednesday, July 13th until Tuesday, July 19th.

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 and Tuesday July 19th.

Final invoices for Stampede 2016 will be sent to you via email for your records no later than August 31st, 2016.

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 17th, 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.

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.

Food Vendors

 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.

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.

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

 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.

 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

 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

 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

 Employees are entitled to be paid at least 4% of vacation pay on all wages earned during their employment.

Employment of Adolescents Overview

 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.

 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-in- Restaurant-and-Food-Services.pdf

Employment of Young Persons Overview

 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:

 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.

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:  applying make-up,  providing facials,  manicures or pedicures, and  removing hair by waxing Alberta Health Services defines “Personal Services” as:  body or ear piercing,  removing hair by electrolysis,  esthetics services,  an undertaking set out in section 2 of the Hairstylist Trade Regulation (AR 281/2000), other than facial treatment, and  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.

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  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.

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 non- refillable 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.

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.

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

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!

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