1. sports
2. rodeo

2015
Table of Contents
Application Guidebook
Release Date: November 1, 2014
1
Important Dates & The Team
2
About Us
3
Application Timeline
4
Filling out the Application
5
Booth Locations
6
Payments
7
Indoor Displays
8
Indoor Display Construction
9
Outdoor Displays
10
Tent Structures
11
Other Considerations
12
Food Vendors & Product
Sampling
13
Retail Vendors & Giveaways
14
Exclusive & Official Suppliers
15
Exclusive & Official Suppliers
16
Exclusive & Official Suppliers
17
Media Partners
18
Selection Process
19
Application Status
20
Good Luck!
21
Information is subject to change.
Important Dates
The Team
Outdoor Vendor Move-in: Begins June 24, 2015
Midway Programming
Indoor Vendor Move-in: Begins June 27, 2015
Allison Wright, manager
June 2015
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James Radke, midway operations manager
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Jillian Cook, project coordinator
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T. 403.261.0460
Correspondence will be primarily via e-mail.
10-Day Stampede: July 2 – 12, 2015(Sneak-a-Peek Included*)
Mail
Calgary Exhibition & Stampede
July 2015
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Midway Programming Department
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Box 1060 Station M
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Calgary, AB T2P 2K8
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Courier
Calgary Exhibition & Stampede
Midway Programming Department
1410 Olympic Way SE
Calgary, AB T2G 2W1
*Sneak-a-Peek is a half day opening on Thursday, July 2, 2015.
Release Date: November 1, 2014
2
Information is subject to change.
About Us
The Calgary Stampede is a not-for-profit organization that preserves and promotes western heritage and values. The
Stampede contributes to the quality of life by promoting volunteerism, presenting a year-round slate of events, investing in
youth and agriculture programs and developing a unique western experience for the world to enjoy.
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.
Document
Purpose
To provide you with an understanding of the entire application process.
This document will assist you with preparing your application to meet standards, understanding how we select vendors,
and preparing for timelines.
Please review all of the information contained in this document prior to completing the online application.
Additional documents are provided at www.calgarystampede.com/vendors for budgeting purposes and what to expect if you’re accepted.
Privacy
Personal information provided in the application will not be used for purposes other than those related to the Stampede
operation, programs or business purposes. Your information will be handled with respect and will not be sold, given away
or provided to parties outside of the Stampede without your consent, unless the law requires that it be shared.
If you have any concerns, please contact the Privacy Officer at 403.261.0390 or privacy@calgarystampede.com
Release Date: November 1, 2014
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Information is subject to change.
Application Timeline
Release Date: November 1, 2014
4
Information is subject to change.
Filling out the Application

Legal Company Name: This is the name that will be used on the License Agreement. If your company is not a legally registered company,
please use your personal name.

Contact Information: Let us know how to best reach you. Please provide an email address and phone number that is checked regularly.

Onsite Representative: Will someone be operating your booth other than yourself? Let us know their name and phone number, so we can get
in touch with them during the event.

Doing Business As Name: This is the name that the public sees on, or within, your location(s). If licensed, this name will be used for
directories and guest reference. If no other name is given, the legal company name will be used.

Booth Size Requests: Please indicate the size of booth that you would like (minimum 15x10 for indoor). If the space you request is not
available, please indicate an alternative size you would accept, if applicable.

Products and Pricing: All products/services and their prices must be included in the application. Try and be as specific as possible and include
brand names if applicable. The detailed listing helps us guide guests to your booth location, by allowing them to look up your booth by product.



Ex. Leather Accessories $10-20 Becomes
Wallets $10.00, Belts $15.00, and (brand name) Purses $20.00.
Prices for goods and services being sold
are to be posted in Canadian dollars. If selling through a U.S. banking system, you will be
required to convert the prices to USD before processing and ensure that the customer is aware.
Booth Photos: Please submit two (2) photos of your booth display. These photos should be the same, or as close to, the exact display that you
plan on bringing to the Stampede. At least one of the photos must show the entire booth display, so all parts are visible. Artist renderings,
drawings, or mock-ups will be rejected. Applications submitted without photos will not be considered and rejected. If you are unable to attach the
photos to the application, please submit them to stampedeexhibits@calgarystampede.com and indicate your company name and booth name in the
subject line.
Returning Vendors: All vendors from previous years must re-apply. You must completely fill out the application for each booth you wish to apply
with. We do not reserve spaces, and you will be evaluated equally against all applicants.
All returning vendors must submit photos. This gives you a chance to show off your booth at it’s best and show us any improvements you might have
made since last year.
Release Date: November 1, 2014
5
Information is subject to change.
Booth Locations
Locations
Stampede Market in the BMO Centre
Showcasing 150,000 square feet of
contiguous exhibit space, this venue is a
hub of activity during the 10-day Stampede,
and is a favourite of shoppers on Park.
Minimum Size: 15’ X 10’
Rates
Booth
Standard Premium
Inline/No Corners
$29/sf.
$33/sf.
One Corner
$30/sf.
$34/sf.
Two/Three Corners
$31/sf.
$35/sf.
Four Corners/Island
$32/sf.
$36/sf.
Independent Midway
The independent Midway offers a variety of
outdoor locations that boarder the walkways
of the Park. Featuring great rides,
attractions, food and shopping, it is an
iconic feature of the Stampede.
Less than 1,000 square feet.
$21/sf.
1,000 to 1,999 square feet
$19/sf.
2,000 square feet and larger $17/sf.
Grandstand Market
This space is in a ticketed venue which
hosts daily events such as the Rodeo, the
Rangeland Derby and the Grandstand
Show.
All booths: $28/sf.
Minimum Size: 15’ X 10’
Subject to availability.
Release Date: November 1, 2014
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Information is subject to change.
Payments
There are two types of payment categories that your application could be designated as; review the boxes below to identify where
your application best fits. The selection team will have final say over which category your application belongs in.
Percentage Payers
Flat Rate Payers

Vendors wishing to sell any immediately consumable food
or beverages, personalized or customized products/services.


Will be required to make daily payments for each booth
space they are licensed for, and each location is required to
meet or exceed their minimum guarantee(s).
Vendors wishing to sell any products/services that will be
purchased for use primarily off Park, are not personalized,
are not customized or are services that will be performed at
a later time.

These vendors shall pay the Stampede 25% of their gross
sales (net of GST) or a minimum flat rate guarantee,
whichever is greater.
Are required to pay a flat rate fee for the booth space
equivalent to booth square footage multiplied by the space
rate.

Outdoor Booths: The ‘closed’ sized dimensions will be



used.
Percentage paying vendors are required to operate a cash
register in each booth and present daily till tapes to the
Midway Programming Vendor office.

This fee must be paid for by May 1, 2015.
Indoor Booths: The minimum flat rate guarantee is
equivalent to booth square footage multiplied by the space
rate. See page 6 for rates.

Outdoor Booths: The minimum flat rate guarantee is
equivalent to booth square footage multiplied by the space
rate (‘closed’ size dimensions will be used). See page 6 for
rates.
Release Date: November 1, 2014
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Information is subject to change.
Indoor Displays
Prohibited
Requirements
Booths should be an open concept design and able to accommodate guests without blocking the
aisle or crowding other vendors.

Handwritten signs of any kind.

Straw and hay bales.

Booth construction is to be professional in appearance; they should be attractive, colourful, neatly
arranged and clean.

Working outside the allocated booth
rental space.

Product(s) should fit proportionately into the area and tiered merchandise display units, shelving,
or clothing racks should be used.

“Flea market” style displays:

Signage shall be professional and clearly indicate the company name, product/service and pricing.

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Product displayed on the floor or
blankets.
Staff should be well groomed, attentive and courteous; staff uniforms and name tags are preferred.

Product scattered on tables or racks.

Staff are only permitted to work within the
allocated rental space.

Poor signage.


Illogical product mix.
Return policy should be visible, and contact
information provided with each sale.

Exhibits should use professional display
techniques such as:

New and clean flooring, signs, counters, etc.

Product or storage material out of sight.

Covered wheels and other bases of units.

Professional skirting to the floor for draped
tables and counters.

Tidy and uncluttered product displays.
Release Date: November 1, 2014
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Information is subject to change.
Indoor Display Construction

Vendors are entitled to a reasonable sightline from the aisle, while
not interfering or excessively blocking other vendors (see images).

Open concept booths are highly recommended as they allow guests
to move freely around your booth and they do not obscure
sightlines.

In some cases, it may be necessary to adjust your display to meet
requirements and so that it does not interfere with the rights of
other vendors. This will be at the discretion of the Midway
Programming team.

Certain locations allow for greater flexibility, but all sightline
questions will be dealt with on a case-by-case basis.

If you have a pre-constructed booth or grid way, you may be
required to remove panels or pieces of your display to
conform to regulations.
Release Date: November 1, 2014
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Information is subject to change.
Outdoor Displays
Requirements

Preference will be given to concession units that demonstrate the Stampede’s principles of
excellent booth design:

Height, Show, Colour, Service, Light and Movement.

Concessions must be designed to accommodate for high capacity orders with fast serving time.

Concession units should be in ‘like new’ condition with exteriors well maintained, clean,
brightly lit and with professional signage.

Concession units shall be designed to be self-contained, with all equipment such as freezers,
refrigerators, beverage canisters, and propane tanks, located within the concession space and not
visible to the public.

All electrical cables, water hoses, propane hoses and sewer lines must be kept neat, with excess
cables or hoses stored out of sight.

Use of an auxiliary storage area immediately next to the concession unit may be acceptable
provided that it is enclosed in a professional manner and complements the concession unit.

Trailer mounted units, roll-off units or food trucks shall be skirted or camouflaged to the
ground and trailer hitches should be removed or covered appropriately.

Concession units shall follow the theme of the food or beverage product being sold by using
appropriate signage, décor and uniforms etc.
Prohibited

Handwritten signs of any kind.

Large professionally made menu boards are to be used with high quality point of sale signage.

Cooking in tents.

Signage and menu boards should be easily visible to the guests with clearly displayed prices
(including GST) and sizes.

Tip Jars.

Concession carts or sidewalk stands.

Seating areas are to be kept clean by the operator, including tables, benches and ground area.

Staff uniforms and name tags are preferred.
Release Date: November 1, 2014
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Information is subject to change.
Outdoor Tent Structures
Requirements

Only non-food locations may use a tent structure.

All tent structures must meet the City of Calgary’s code for temporary
structures and be manufactured for commercial use.

Tents will only be placed in designated locations, where damage to the ground
surface is minimal.

Tents must be anchored with pegs greater than 1 inch in diameter in the
asphalt on the Midway.

The structure on the fronts of temporary Midway structures must meet
engineering requirements.

Pop-up type tents are not permitted.

Tent counterweights such as water barrels or concrete blocks will not be
permitted.

Tents, as pictured, must use décor enhancements such as a tent façade.

Consider a Western theme, or

Theme relating to your product(s).
Please Note:
The Stampede does not rent tents. If you wish to pursue this option, Warner
Shelter Systems Ltd. is the preferred supplier. Visit www.wssl.com for more info.
Release Date: November 1, 2014
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Information is subject to change.
Other Considerations
Booth Deposits
New percentage paying vendors will be required to pay a deposit on their booth space, as well as returning vendors who did not meet their minimum
guarantee(s) in 2014.
Patents / Intellectual Property
Vendors wanting to sell products that are copyrighted must have legal authorization to do so.
If you are licensed and are found to have merchandise that you do not have the legal authorization for, the Stampede has the right to revoke your
license immediately. Should this occur, it will impact your ability to apply for a license in subsequent years.
Space Rentals
Space rentals are for the full 10 days only, and there are no daily rates. Sharing, subletting or moving out of a booth before or part way through the
event is prohibited.
Booth staff is only permitted to operate within the rented booth space. Attracting, sampling, providing handouts outside of the rental space may result
in termination of the License Agreement.
Services
All services to the booth must be provided and installed by the Stampede, and charges apply. Some of the services offered include: electrical,
plumbing, internet, signs and banners, propane delivery and Park admission passes.
All indoor locations are provided with pipe and drape only. GES Canada is our official show services contractor, and can rent you additional display
equipment for your booth, if licensed.
Audits
All vendors are subject to a number of audits. These may include:

Financial Audit: Conducted by an independent auditor and applicable to percentage payers only.

Food Audit: Conducted by an independent market research company.

Appearance Standards Audit: Conducted by our Concessions and Exhibits volunteer committee.
Release Date: November 1, 2014
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Information is subject to change.
Food Vendors & Product Sampling
Product Sampling

Product sampling is not permitted on Park where the exhibitor is not retailing the same product they are
selling.

Any food sampling falls under Alberta Health Services regulations and food handling standards apply
(www.albertahealthservice.ca).

Sampling is considered between 1 oz.—2 oz.
Vendors Cooking for Sale or Demonstration Purposes

Vendors cooking with deep fryers, grills and/or BBQs shall comply with the NFPA 96 Code. This regulation
applies to cooking equipment used in fixed, mobile or temporary concessions including trucks, buses,
trailers, pavilions, tents, and any form of roofed structure (subject to change).

Fire suppression systems must be installed if any of the above applies to your booth(s). You will be required to
show proof of inspection to ensure it is current.

Triple sinks are required for all cooking and sampling. Temporary holding tanks are not accepted.

BBQs must be CSA approved.

Alberta Health Services rules and regulations will prevail for the entire duration of the Stampede.

Vendors must comply and meet the requirements established by the Calgary Stampede and Calgary Fire
Department.
Stampede Commissary

The Stampede provides a commissary, from which product sourcing is voluntary for all licensed food and/or
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 know those suppliers cannot access the
Park to deliver products.

The vendor will be responsible for picking up the products off Park and transporting them onto Park.

At no time can any sourced products be in conflict with the exclusive and/or official products of the
Stampede (see pg. 16) .
Release Date: November 1, 2014
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Information is subject to change.
Retail Vendors & Giveaways
Street Teams
In order to provide exceptional experiences to our guests, the use of ‘Street
Teams” or handing out product for marketing purposes only is not allowed on
Park. This includes sampling products, conducting giveaways, providing
handouts, pamphlets or soliciting for donations of any kind.
Exceptions may be granted for Calgary Stampede exclusive sponsors, who may be
permitted, pending approval from the Midway Programming team.
Product Giveaways
Product giveaways are only permitted on Park within rented booth space, where
the exhibitor is retailing the same product they are giving away or sampling, and
the item has been approved by the Midway Programming team.
Release Date: November 1, 2014
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Information is subject to change.
Exclusive & Official Product Suppliers
The Calgary Stampede works with sponsors to determine Exclusive and Official product suppliers.
Third party advertising is not allowed within locations, booths or on booth signage; this is considered pass-through advertising, The exception to this
rule is with existing ‘Exclusive’ or ‘Official’ suppliers of the Calgary Stampede.
The next page is a list of Exclusive and Official suppliers.
This list is accurate to date but is subject to change.
If your application is in conflict with any of the sponsors on the list, your application will not be accepted.
Release Date: November 1, 2014
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Information is subject to change.
Exclusive Product 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, 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, after market
parts and service brands relevant to Industry (e.g. 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, (selfdirected and managed) that are also provided by BMO or it’s wholly-owned subsidiaries.
BMO MasterCard
Credit card promotions.
Note:
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.
Release Date: November 1, 2014
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Information is subject to change.
Official / Preferred Suppliers
ATCO Structures
Official supplier of Modular Units
Green Drop
Official Weed Control, Lawn and Tree Care
supplier
Bell
Official telecommunications provider
to the Calgary Stampede
GMC
Official vehicle of the Calgary Stampede
Bennett Jones
Official Legal Counsel
Lammle’s Western Wear & Tack
Official Western Wear Supplier
BMO Bank of
Montreal
Official Bank of the Calgary Stampede
Mark Anthony
Preferred Ready to Drink Cocktail Supplier
Budweiser
Official Beer of the Calgary Stampede
Mott’s Clamato
Official Cocktail
Calgary Herald
Official Print Partner
RGO Office Products Ltd.
Preferred supplier of office products throughout all
Calgary Stampede offices
Cervus Equipment
Official Agriculture and Commercial
Equipment (John Deere)
Suncor Energy
Official Fuel Supplier
Coca—Cola
Official soft drink of the Calgary
Stampede
Trophy Foods
Official ‘Nut’
ENMAX
ENMAX Energy, official energy
provider of the Calgary Stampede
WestJet
Official Airline
Release Date: November 1, 2014
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Information is subject to change.
Media Partners
Media wishing to have a presence on Park must complete the application form. Photos of booth presentation and media plan proposals (including free
draws and giveaways, which cannot conflict with our exclusive and official suppliers) must be included with your application.
Our Corporate Communications and Marketing Department will then review these applications and will be in touch with you to review your promotional plans, which are subject to approval by the Stampede.
Please note, all media will be required to pay for any service hookups required, such as electrical, ISDN, TOC lines, internet, etc.
Release Date: November 1, 2014
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Information is subject to change.
Selection Process
Once I’ve submitted the application, what happens next?

Once you’ve submitted the application, you will automatically receive a copy of the application via e-mail, as confirmation.

The Midway Programming team will also be emailed a copy of the application.

If you do not receive a copy, it was not transmitted successfully and you will need to submit the application again.

Do not submit any money with the application.

After the application deadline of Wednesday, December 31, 2014, we will begin to review all the submitted applications.

Our selection team will evaluate all the applications based on application completeness, booth presentation, as well as, product quality, mix and
uniqueness.

As there is limited space available and the process is highly competitive, decisions will be based on the number of booth spaces available, the
number of applicants within a market category, and the booth display presented.

Selection Process:
1. Applications will be sorted into groups of similar products and categories, then they will be compared against the other applications in each
grouping.
2. Applications will be selected in each category based on the criteria previously mentioned, which will create the final selection of successful
applications.
3. Vendors will then be notified of their application status via email (January 19– 30, 2015).
4. Vendors who are accepted will be issued a License Agreement and accompanying documents.

Review the What’s Next document online to understand what will be required of you after the application and leading up to Stampede 2015, if your
application is accepted. www.calgarystampede.com/vendors

Non-Resident Vendors need to be aware of requirements to conduct business in Canada and to bring temporary foreign workers into Canada,
including work permits, Labour Market Opinions (LMO), and temporary importing of commercial goods.
Release Date: November 1, 2014
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Information is subject to change.
Application Status
Accepted
Waitlisted
Congratulations!
Your application may be waitlisted for Your application may be considered not acceptable for a number of reasons,
including but not limited to the following:
a number of reasons, including but
 Photos submitted show a mall kiosk booth, booth structure provided by show
not limited to the following:
management, artist renderings, or concession carts.
You will be formally
offered a License
 Duplication of same or similar
Agreement for the 2015
products. The Stampede reserves the
Stampede based on the
right to determine the number of
timelines outlined in this
businesses or vendors that exhibit
document (see pg. 4).
same or similar products/services.
Applications with same or similar
products will be selected based on
No agreement is
booth presentation and product
confirmed until the
offering. Consideration is given to
contract has been signed
not over-saturate locations, and to
by the authorized
provide unique experiences for our
representatives of both
guests.
parties (the Vendor and
the Stampede) and
deposit payments have
been received by the
Stampede.


Not Accepted

Pyramid sales, jam auctions or card table exhibits.

Brand activation, street teams, brand or product sampling, fundraising or
soliciting for a cause or not-for-profit organization.

Products not meeting Canada’s Office of Consumer Affairs Codes and
Regulations.

Products not C.S.A approved.

Products that infringe upon copyright, patent or trademarked logos and
images.

Live animals are not permitted. Service animals are exempt.

Products that conflict with Stampede Sponsorship agreements (see pg. 16).

Obscene or offensive products (determined by the Stampede).

Application received after the
deadline of December 31, 2014.
Display, sales or advocacy or items or paraphernalia that promote illegal
substances.

Tobacco products or any products that promote smoking– including cigars,
cigarettes, smokeless tobacco, electronic cigarettes, pipes and lighters.
Space is not available for the area
best suited for your product.

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.
If waitlisted, you will be notified and
only contacted in the event that space
becomes available. If waitlisted, we
encourage you to consider other
events.
Release Date: November 1, 2014

Exceptions may be considered for the travel and tourism industry that may
include gambling as part of an overall package.

Booth décor may not advertise this specific component.
20
Information is subject to
Good Luck!
Best of luck with the submission of your application!
If you have further questions, please refer to our additional documentation provided on the website at www.calgarystampede.com/vendors
We would also be happy to answer any additional questions or concerns with you via email or telephone.
Release Date: November 1, 2014
21
Information is subject to change.