Exhibitor Checklist

Details and Deadlines to Prepare for the Show

Exhibitor Passes:

Exhibitor passes will be EMAILED to main contact listed on Exhibitor account. More details to come. Exhibitors are responsible for distributing passes to their own staff. No persons will be able to enter the building without a pass.

Exhibitor Crate Storage:

Limited outdoor, covered storage is available for shipping crates. PLEASE LABEL all materials with booth number to ensure smooth move-out.

Move-in and Move-out:

Move-in schedule will be available in January.

Please make arrangements to arrive and set up on the time and day specified for you.

Please check your contract and the floor map to confirm location before move-in.

No persons under the age of 16 are allowed on the premises during move-in or move-out, the Ottawa Valley Farm Show reserves the right to enforce these regulations for the safety and security of our staff, volunteers, and exhibitors.

The fire and bus lane at the front of the EY Centre must be kept clear of parked vehicles at all times. Only materials which can be carried in your arms may be moved in or out through the front doors. All wheeled items must be moved in and out through the rear shipping doors of the building.

Move-out begins after the show closes at 4:30 pm on Thursday March 19^th, and must be completed by 8:00 pm. Any exhibitors who choose to pack up and begin move-out before 4:00 pm will be recorded and may forfeit the opportunity to exhibit next year.

Enhance your Display

Cost of renting exhibit space does not include carpet, drapes, furniture, or electrical. For all your display needs, please contact Freeman services.

Insurance Requirements (Schedule B):

Each exhibitor must provide a Certificate of Insurance showing coverage as outlined in Schedule B. Options for coverage are as follows:

1. Provide a ‘Certificate’ from your own insurance provider (broker, agent or company) indicating you are insured
2. Purchase a short term policy from PAL Insurance Brokers Canada Ltd. that will provide insurance for the duration of the show. To purchase insurance, please complete the PAL Insurance application form and submit by fax or email directly to PAL Insurance.

Certificate of Insurance (Options 1 or 2) must be received by Ottawa Valley Farm Show management by December 1, 2019.

Failure to provide the required Certificate of Insurance by the due date will result in cancellation of the Agreement for space.

Purchase PAL insurance 

Internet:

The Ottawa Valley Seed Growers Association is pleased to offer free WiFi for all OVFS exhibitors and visitors. Should you wish to have your own dedicated connection, please contact D.E. Systems Ltd.

  DE Systems

Additional/Client Passes:

Treat your clients and customers to a day at OVFS!

Client passes are available to all Exhibitors. You can order any quantity of additional passes. For ‘PAY FOR WHAT IS USED,’ option, a minimum of 50 passes will be charged. Over 50, you will be billed for only the passes redeemed at the door. Administration fee will apply. Admission Passes in quantities fewer than 50 can also be purchased online at www.ottawafarmshow.com

Order deadline: February 27th, 2020.

Additional Options below. Please contact info@ottawafarmshow.com to apply.

UNIQUE CODE- Company receives a unique purchase code to provide to clients to use when buying their own passes online. Company is then billed for the total number of tickets purchased.

REDUCED COST (COUPON)- Company receives a unique coupon code to provide to clients, offering them a discount when buying their own passes online. Company is then billed for difference. (Ex: Discount code for 5$ off= client pays $5 at time of purchase, company is billed for the $5 difference after the show).

Official OVFS Program

The Ottawa Valley Farm Show is pleased to partner with the team at Better Farming, Ag Buyer’s Guide and Farms.com to publish the Official Show Program. For more information, please follow the link below.

Booking deadline: Jan. 27, 2020

Material deadline: Feb. 3, 2020

Distribution: Feb. 24, 2020

Increase your profile at the show by hosting an event!

There is limited space available for hosting events.
To apply for space, please complete and return form by December 1st, 2019.
Let me know if you have any issues.

Parking:

The Ottawa Valley Seed Growers Association is pleased to again offer free parking for all OVFS exhibitors and visitors. Please remember parking is limited, so carpool or take the shuttle when possible.

TRAILERS WILL NOT BE ALLOWED to park on site – this will be enforced. Offsite trailer parking is available at the lot at the corner of Albion Rd and Mitch Owens Rd, courtesy of W.O. Stinson & Son Ltd.

Partnerships:

The Ottawa Valley Farm Show is a dynamic, innovative show that draws exhibitors and visitors from across Ontario and Quebec. The show facilitates sharing information, provides networking opportunities, and helps build community. We strive to grow mutually beneficial relationships with our partners. We offer many levels of partnership as well as unique, specified partnership opportunities for events or features of the show.

Accommodations:

Ottawa Partner hotels offer special rates for Ottawa Valley Farm Show exhibitors.

Visit the link below for more information:

https://ottawafarmshow.com/accommodation