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Exhibitor
Logistics
Manual
September 5th-7th, 2014
Harbourfront Centre
235 Queens Quay W.
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What you’ll find here…
WHAT YOU’LL FIND HERE…
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BECOMING A VEG FOOD FEST EXHIBITOR
3
EVENT CHECKLIST
4
GENERAL INFO
8
BOOTH GUIDELINES
8
FREEZER / REFRIGERATION STORAGE OR RENTAL10
LOAD-IN AND SETUP
11
EXHIBITOR POLICY
12
RULES AND REGULATIONS AT HARBOURFRONT CENTRE
14
LOAD-IN AND SET-UP
17
FREQUENTLY ASKED QUESTIONS
25
MORE QUESTIONS?
29
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Becoming a Veg Food Fest Exhibitor
1.
2.
3.
4.
5.
6.
7.
Join our mailing list for the latest updates at vegfoodfest.com.
Review our exhibitor policy.
Apply to be an exhibitor, sponsor, or advertiser.
Submit your Toronto Public Health Health forms (if required).
Order add-ons and booth equipment like tables, chairs and
decoration from Stronco.
Review the Exhibitor Manual, Logistics Package, and Public
Health Information.
We’ll see you there!
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Event Checklist
Checklist for Friday, September 7th, 2013
9am/9:30am
TVA Staff (Luke and Barbi) will arrive to begin set up;
Barbi will gain access to Studio volunteer check-in space;
Curtain backdrops for Marilyn Brewer Community Space, Brigantine Room, Boulevard Tent and Brigantine Tent will be
delivered and set up from 9 am - 12 pm. They are being supplied by Stronco, under contract to TVA. Luke will be present to
receive the delivery and coordinate set up.
11am
Food Concession in World Cafe will begin load-in and set up via International Marketplace Laneway.
12pm
Vendors will begin setup;
TVA volunteers will arrive to unload and set up display materials and inventory;
Take exhibitor attendance and call missing vendors.
4pm
Festival opens to the public. All vendors must be set up.
9pm
Festival closes. All vendors teardown 9-9:30pm.
9:30pm
Areas are secured and security comes in for the night.
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VEG FOOD FEST - EXHIBITOR MANUAL
Checklist for Saturday, September 7th, 2013
10am
Studio room unlocked and ready for TVA staff and volunteers.
11:30am
All tents open to vendors;
Vendors arrive to set up.
12pm
Festival opens to the public.
9pm
Festival closes. All vendors tear down from 9-9:30pm.
9:30pm
Areas are secured and security comes in for the night.
Checklist for Sunday, September 8th, 2013
10am
Studio room unlocked and ready for TVA staff and volunteers.
11:30am
All tents open to vendors;
Vendors arrive to set up.
12pm
Festival opens to the public.
7pm
Festival closes. All vendors tear down and load out from 6-7pm.
8-9pm
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Curtain backdrops from Marilyn Brewer Community Space, Brigantine Room, Boulevard Tent and Brigantine Tent will be picked
up by Stronco.
Friday, September 5th, 2014
Harbourfront
9AM
TVA Office
Stronco Show Services Set Up
10AM
Pack van. TVA Staff go to
Harbourfront to oversee set up.
11AM
12PM
Exhibitor Load-in and Set Up
1PM
2PM
3PM
4PM
Food Festival Opens!
5PM
6PM
7PM
8PM
9PM
Close Up
10PM
Saturday, September 6th, 2014
Harbourfront
10AM
Exhibitor Load-in and Set Up
11AM
12PM
Food Festival Opens!
1PM
2PM
3PM
4PM
5PM
6PM
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7PM
8PM
9PM
Close Up
10PM
Sunday, September 7th, 2014
Harbourfront
10AM
TVA Office
Exhibitor Load-In and Set Up
11AM
12PM
Food Festival Opens!
1PM
2PM
3PM
4PM
5PM
6PM
7PM
Tear-Down
8PM
Stronco Show Services Tear Down
Pack Van and Load-in
9pm
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General Info
The Veg Food Fest is presented and organized by Toronto Vegetarian Association, and is
our biggest event of the year.
Operating a successful booth at the Veg Food Fest requires a lot of advance planning and
hard work. We encourage you to plan your inventory and preparation carefully, as well as
ensure that you have enough staff for the weekend.
DATES AND TIMES
Friday, September 5th from 4-9pm
Saturday, September 6th from 12-9pm
Sunday, September 7th from 12-7pm
LOCATION
Bill Boyle Artport, Harbourfront Centre
235 Queens Quay West
Toronto, ON Canada M5J 2G8
APPROVAL PROCESS
Exhibitor applications are approved by the Veg Food Fest based on eligibility and subject
to availability. The Veg Food Fest reserves the right to refuse any application, without
liability. PUBLIC HEALTH INFORMATION
All vendors selling ready-to-eat items are responsible for meeting the Public Health
Protection regulations set out by the City of Toronto Department of Public Health and will be
subject to Public Health inspections onsite.
Booth Guidelines
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All vendors selling ready-to-eat items are responsible for meeting the Public Health
Protection regulations set out by the City of Toronto Department of Public Health and will be
subject to Public Health inspections onsite.
FAILURE TO OCCUPY EXHIBIT SPACE
If the booth space is not occupied and staffed by the opening of the Veg Food Fest, this will
be considered a no-show and the exhibit space will be forfeited by the vendor. This
forfeited space may be resold, reassigned or used by Veg Food Fest management without
obligation on the part of Veg Food Fest for any refund whatsoever.
FAILURE TO KEEP EXHIBIT OPEN AND STAFFED
Vendors must keep their exhibit space open and staffed at all times during the open hours
of the Veg Food Fest. No exhibit space may be dismantled or goods removed during these
hours.
ELECTRICAL SERVICE
Electrical service may be booked at a cost of $49 + HST per 110V, 15 amp circuit.
Electrical supply is limited. Priority will be given to exhibitors requiring electrical service for
food preparation or storage (e.g. hotplates, microwave ovens, refrigeration units). The Veg
Food Fest reserves the right to assign electrical service in order to benefit the entire event.
TABLES AND CHAIRS
Tables and chairs will not be provided by the Veg Food Fest or Harbourfront
Centre.
ONLY Official Veg Food Fest Sponsors and Non-Profit Organizations receive two
complimentary 6’ or 8’ table with two chairs.
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Tables, chairs, and other display units may be rented separately from our Official Service
Contractor, Stronco Show Services. Displays must not exceed the allotted exhibit space
allotment. For assistance or quotes, please call Exhibitor Services at (905)
270-6767.
BACKDROPS
•PREMIUM exhibits are provided with 8' black curtain drape backdrop with 3' sidebars.
•BASIC (SMALL) exhibits are provided with lattice screen backdrops.
•BASIC (REGULAR) exhibits are NOT provided with backdrops. Exhibitors in these tents
are recommended to bring their own backdrops.
EXCLUSIVITY RESTRICTIONS
NO beverages (water, coffee, tea, etc), waffles, pancakes or french fries are permitted to
be sold at the Veg Food Fest, only approved menu items.
There are exclusivity rights on the sale of the following items: Books, T-shirts, DVDs
and CDs. An additional waiver fee of $ 40 will be charged to those vendors who wish to
sell the mentioned items.
Freezer / Refrigeration Storage or Rental
Our Fridge rental service is provided by Kent Rentals and Leasing. Call 416-449-6122 and ask for Martin. All appliances will be delivered on Thursday so I
can plug them in and be ready for the Friday load in. Be sure to make sure Martin knows
your booth number too.
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Load-in and Setup
•Load-in begins at 12pm on the Friday of the Veg Food Fest.
•All exhibits must be set-up and fully operational by 4pm.
You are responsible for the load-in and setup of your own booth display, including
unloading and transporting inventory and supplies from the designated loading area to
your exhibit. There is no loading dock at Harbourfront Centre, nor can we provide you
with any dollies or handcarts. We advise exhibitors to bring their own dollies or
handcarts to transport their materials from the loading area to their exhibit. Please notify
your staff of these conditions prior to the Food Festival.
Please refer to the Logistics Package for details about load-in and setup.
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Exhibitor Policy
PRODUCTS/SERVICES All items being sold, sampled, promoted, or displayed (including video or photographic
depictions) must be vegan. “Vegan” means free from animal products, including but not
limited to meat (including aquatic animals and birds), dairy, eggs, honey, products that
have been tested on animals, textiles made from animal fibres, animals used in
entertainment, and animals bred for sale. The TVA reserves the right to order any items or
depictions of items to be removed from the event premises if they are not readily identifiable
as vegan. Books and educational materials that support TVA’s mission may be exempt from
this policy, on a case-by-case basis.
PROMOTIONAL MATERIAL/PACKAGING Supporting literature (e.g. brochures, recipes, product packaging or inserts) may not
promote, display or advocate any non-vegetarian item. Exhibitors must ensure all recipes
to be distributed at TVA events or printed on any product packaging do not call for nonvegetarian ingredients. Images of non-vegetarian items on product packaging for
vegetarian items (e.g. seasonings, spice mixes, etc.) are not permitted. TVA and event
partners reserve the right to remove any signage deemed unsuitable.
EXHIBIT SPACE ALLOTMENT Exhibitors must confine their activities to their allotted exhibit space and may not solicit
beyond these boundaries. Each allotted space is clearly defined by the venue floor plans.
Height restrictions also apply. Neither the exhibitor nor its representatives are permitted to
“roam” the event venue for the purpose of procuring or conducting business. All signage is
to remain in the exhibitor’s booth. TVA reserves the right to remove any signage and/or
materials and person(s) deemed beyond exhibitor booth limits.
NOISE LEVELS TVA reserves the right to restrict all vendors to a maximum noise level.
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GRAPHIC VIDEO FOOTAGE TVA and event partners reserve the right to restrict the display of any graphic video footage
such as animal slaughter, unless otherwise authorized by Toronto Vegetarian Association.
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Rules and Regulations at Harbourfront
Centre
Governing Food Service by Community User Groups, Commercial Caterers and
Restaurants
•As a public facility, Harbourfront Centre is responsible for meeting the Public Health Protection
regulations set out by the City of Toronto, Department of Public Health. Each vendor MUST comply with
the regulations both in the preparation and service of food products intended for sale at The 29thth
Vegetarian Food Festival. Failure to comply may result in loss of vending privilege without refund. The
following are operational regulations for groups/ individuals who prepare food and/or serve food to
the public on Harbourfront Centre premises.
FOOD HANDLING
•Food must be handled and presented in a clean, well-maintained environment with food handlers
wearing clean outer garments and maintaining a neat, tidy appearance. It is strongly recommended that
ONE person handle cash.
•Food handlers must follow good personal hygiene practices by washing hands appropriately and as
often as required.
•Food is to be prepared and served on a washable table surface. Use separate worktables or surfaces
for the preparation of raw food and ready-to-eat food, to prevent cross contamination.
•Glove use is not recommended unless the food handler has a minor cut or burn. GLOVES ARE FOR
SINGLE-USE ONLY AND YOU MUST USE NEW GLOVES WHEN YOU ARE CHANGING
PROCESSES (i.e. handling raw food to ready-to-eat food).
•Only personnel directly involved with food preparation and service are permitted behind the food
counter(s). No minors are allowed.
•Hot food must be kept at temperatures of 60 °C (140 °F) or over. Cold food must be kept at
temperatures of 4 °C (40 °F) or under. Perishable foods must be stored in mechanical refrigerators,
coolers, or other acceptable means.
•Food must be protected from contamination by shields (i.e. plastic covers), containers, or other means
(i.e. aluminum foil) if maintained and replaced as necessary.
• Garbage must be regularly cleared from immediate serving area and placed in containers provided. At
the end of the day, all food must be cleared away and properly stored off premises; all utensils washed,
and all equipment left in a clean orderly manner.
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•Prepared food may not be kept on the ground in boxes or containers.
CLEANING AND SANITIZING
•All surfaces are to be cleaned after use with single-use paper towels and a sanitizing spray rinse. The
following bleach and water mixture can be used: 5 ml / 1 tsp of household bleach mixed with 1 L / 4
cps of water.
•This solution should be placed in a labeled spray bottle.
•Spray all surfaces with the bleach sanitizer after they have been cleaned.
•Allow the bleach mixture to sit on surfaces for at least 45 seconds, before wiping. Do not rinse surfaces
after sanitizing. This concentration of sanitizer will not harm food or individuals consuming food.
•All food must be an approved source and prepared in approved food premises such as restaurants,
community hall kitchens and church hall kitchens. You cannot serve food that is prepared at home. Only
single- service items (i.e. paper plates and cups are allowed for serving the customers).
FOOD PROTECTION REQUIREMENTS
•Ready-to-eat and raw food must be transported in a manner that will protect food from contamination
and proper temperatures must be maintained (i.e. coolers)
•Condiment containers are required to have self-closing lids and separate dispensing utensils.
•A thermometer is required to be stored in all cold holding units. This includes mechanical refrigeration
and coolers.
•All food must be protected from contamination at the event (i.e. covered and off the floor at least 15
cm/6 in)
•Heat lamps are not allowed.
EQUIPMENT It is the responsibility of each food vendor to provide any and all equipment necessary for the preparation
and storage of food items (i.e. cooling units, heating/cooking equipment, etc.)
FOOD VENDING BOOTHS / AREA
•Food vendors must provide their own hand soap.
•Décor: TVA requires vendors to decorate their booth in a way that will compliment the event. Décor
items can only be tad or tied on. Staples, nails, screws, or pins cannot be used. All décor items must be
removed at the end of the vending contract.
•Vendors are not permitted to make use of tent sides or any other Harbourfront Centre equipment to
create rain shelter for outdoor cooking storage outside of the tent. Vendors may not erect any type of
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“structure” for this purpose. Vendors may bring plastic sheets, tarpaulins, umbrellas (with stands) for rain
or sun shelter outside of the tent.
•Booths will be cleaned prior to vendor arrival. At the end of the weekend, vendors are expected to
leave their booth clean and the immediate area free of garbage and debris.
ELECTRICAL SUPPLY
•Vendors will not be permitted to use any electrical equipment, which is deemed faulty or unsafe. This
includes equipment with frayed or improperly repaired wires.
•Vendors are not permitted to use their own electrical power bars.
•Electrical supply at York Quay Centre is limited. TVA reserves the right to assign electrical service in
order to benefit the entire event.
BEVERAGE SERVICE
•Harbourfront Centre will operate a bar inside the tent to provide full beverages service, including beer,
wine, alcohol, bottle water, fruit beverages, coffee, tea, and iced tea and a range of soft drink products
available through Pepsi.
•Due to Harbourfront Centre’s exclusive sponsorship arrangements, food vendors are not permitted to
sell beverages.
PARKING
•Parking is the sole responsibility of the food vendor. Load in/out access will be allowed for a short
period of time for the purpose of the delivering and re-stocking food and/or equipment only vehicles left
unattended at the food tent area will be subject to towing.
•One discounted parking pass for one vehicle will be provided for the parking lots at Rees St. and
Queens Quay (just west of Harbourfront Centre) for which in and out will be allowed.
INTERFERENCE WITH PERFORMANCES
•Vendors are asked to respect ongoing performances at Harbourfront Centre and refrain from bringing
any audio devices (portable stereos, radios, CD players, etc).
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Load-in and Set-up
Only World Cafe Vendors may begin load-in at 11 am on Friday, September 5th, 2014.
Exhibitors may begin load-in at 12 pm on Friday, September 5th, 2014. Please follow the schedule
outlined below.
All exhibits must be set-up and fully operational by 4 pm.
You are responsible for the load-in and setup of you own booth display, including unloading and
transporting inventory and supplies form the designated loading area to your exhibit. There is no loading
dock at Harbourfront Centre, nor can we provide you with any dollies or hand carts. We advise exhibitors
to bring their own dollies or hand carts to transport their materials from the loading area to the exhibit.
Please notify your staff of these conditions prior to the Food Festival.
Please load-in at your allocated entrance:
1. Lake View Market Laneway
•Lake View Market
•World Cafe
•Boulevard Tent
•South Orchard Tent
•Sculpture Court
2. Brigantine Laneway
•Brigantine Room
•Brigantine Tent
3. East Laneway
•Marilyn Brewer Community Space
EXHIBITOR SERVICES
Exhibitor services volunteers are here for you. Whenever you have an issue, visit exhibitor services located
in the Marilyn Brewer Community Space next to the TVA bookstore. Parking passes will also be available
from exhibitor services throughout the weekend which entitle you to a $15.00 in/out parking payment.
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LOAD-IN SCHEDULE
Failure to arrive at the scheduled time on Friday will result in no access to the load-in area. If there is an
emergency and you are unable to load-in at your scheduled time, contact Luke Albert at 416-435-1732.
If you do not know your booth number, please check veg.ca/festival or your confirmation email.
Brigantine Room
BR01
BR02
BR03
BR04
BR05
BR06
BR07
BR08
BR09
BR10
BR11
BR12
BR13
Load-in Time on Friday
12:00pm
12:30pm
1:00pm
1:30pm
12:00pm
12:30pm
1:00pm
1:30pm
12:00pm
12:30pm
1:00pm
1:30pm
2:00pm
Brigantine Tent
BT01
BT02
BT03
BT04
BT05
BT06
BT07
BT08
BT09
Load-in Time on Friday
2:30pm
12:00pm
2:00pm
12:30pm
2:30pm
1:00pm
2:00pm
1:30pm
2:30pm
Garage Bays
1&2
3&4
5&6
7&8
9 & 10
11 & 12
Load-in Time on Friday
12:00pm
12:30pm
1:00pm
12:00pm
12:30pm
1:00pm
Marilyn Brewer Space
MB01
MB02
MB03
MB04
MB05
Load-in Time on Friday
12:00pm
12:30pm
1:00pm
12:00pm
12:30pm
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MB06
MB07
MB08
MB09 - BOOKSTORE
1:00pm
1:30pm
2:00pm
International Marketplace
LVM01
LVM02
LVM03
LVM04
LVM05
LVM06
LVM07
LVM08
LVM09
LVM10
LVM11
LVM12
LVM13
LVM14
LVM15
LVM16
LVM17
LVM18
LVM19
LVM20
LVM21
LVM22
LVM23
LVM24
LVM25
LVM26
LVM27
LVM28
LVM29
LVM30
LVM31
LVM32
LVM33
LVM34
LVM35
LVM36
LVM37
LVM38
LVM39
LVM40
LVM41
Load-in Time on Friday
12:00pm
2:00pm
1:30pm
12:00pm
12:30pm
1:00pm
2:30pm
2:00pm
1:30pm
12:00pm
12:30pm
1:00pm
2:30pm
2:00pm
1:30pm
12:00pm
12:30pm
1:00pm
2:00pm
2:30pm
2:00pm
1:30pm
12:00pm
12:30pm
1:00pm
2:00pm
1:30pm
12:00pm
12:30pm
1:00pm
2:30pm
2:00pm
1:30pm
12:00pm
12:30pm
1:00pm
12:00pm
12:30pm
1:00pm
12:00pm
12:30pm
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LVM42
LVM43
LVM44
LVM45
LVM46
LVM47
LVM48
LVM49
LVM50
LVM51
LVM52
LVM53
LVM54
LVM55
LVM56
LVM57
LVM58
LVM59
LVM60
LVM61
LVM62
LVM63
LVM64
LVM65
LVM66
LVM67
LVM68
LVM69
CORN
1:00pm
12:00pm
12:30pm
1:00pm
1:30pm
12:00pm
1:00pm
12:00pm
12:30pm
1:00pm
12:00pm
12:30pm
1:00pm
12:00pm
12:30pm
1:00pm
1:30pm
12:00pm
12:00pm
12:30pm
1:00pm
12:00pm
12:30pm
1:00pm
12:00pm
12:30pm
1:00pm
1:30pm
1:00pm
Boulevard Tent
BOT01
BOT02
BOT03
BOT04
BOT05
BOT06
BOT07
BOT08
BOT09
BOT10
BOT11
BOT12
BOT13
Load-in Time on Friday
1:00pm
12:30pm
1:00pm
1:00pm
1:30pm
2:00pm
1:30pm
12:00pm
12:30pm
1:00pm
2:00pm
1:30pm
12:00pm
World Cafe Booths
WC01
Load-in Time on Friday
11:00am
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WC02
WC03
WC04
WC05
WC06
11:00am
11:30pm
11:30pm
12:00pm
12:00pm
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Frequently Asked Questions
Do I need insurance?
We recommend that the Exhibitor at their own expense, take out and maintain
comprehensive property damage, public liability and theft and loss insurance coverage or
other insurance as necessary.
Should I bring décor?
Yes, most definitely. Booths must be decorated. Items such as tablecloths, plants, carpeting
etc. are the responsibility of each vendor. TVA does not provide nails, tape, staples or
backdrops for booths.
Where do I park after I unload?
Vendors will receive one discounted $20 parking pass for one vehicle for use in the
parking lot at Rees St. This parking pass allows for 3 in-outs.
Should I still set-up if it’s raining?
Yes. We are open rain or shine!
Can I close up whenever I want to?
No, you must adhere to the closing times on the operating timetable. Tent closing hours are
non-negotiable and will be strictly enforced.
What if I have food & beverage leftovers?
For those food & beverage exhibitors who have leftover product and would like to leave it
behind at the end of the show, you are encouraged to donate your leftovers to Second
Harvest. During move--out, please leave this product in your booth and mark it “For
Second Harvest Pick-Up”. A representative from the Second Harvest will visit your booth
after 6pm on Sunday to pick up this product.
How “green” is the show?
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The Veg Food Fest is making every effort to minimize waste and reduce the size of our
carbon footprint. We ask that you carefully consider your booth design, giveaways,
packaging, packing materials and waste management to make it as sustainable as
possible. Exhibitors must use FSC-- certified paper and consider an environmentally sound printing
process when planning for brochures, pamphlets and business cards to be handed out at
the Veg Food Fest. We want to stay true to the purpose of the show to help guide show
attendees to living a greener lifestyle. The attendees are observant and will expect the
show and its exhibitors to be leading the way in environmental sustainability.
Please act responsibly and wherever possible.
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More questions?
Luke Albert
Veg Food Fest Coordinator
416-544-9800
[email protected]
Sonal Batavia
Veg Food Fest Assistant
416-544-9800
[email protected]
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