Exhibitor information

CREDIT CARD PAYMENTS: Submit credit card payments through the Exhibitor Resource Center.

ELECTRONIC FUNDS TRANSFER (EFT): Please refer to the banking information on your invoice.

CHEQUE PAYMENT: Please make cheques payable to: Glacier FarmMedia LP / COFS
Mailing address – Attention: Glacier FarmMedia / Canada’s Outdoor Farm Show, 1666 Dublin Ave Winnipeg, MB R3H 0H1

GST #80975 1274

Exhibitors will be assigned a range of 3-60 complimentary exhibitor passes determined by square footage of purchased exhibit space. The pass allotment is displayed on the Exhibitor Resource Center. Once you redeem your complimentary passes, these can be transferred to staff in a variety of methods: printed and distributed, added to mobile wallet and screenshot of QR code forwarded to staff or forward the confirmation email. See Ticket Information page in your Exhibitor Resource Center for more information.

Discounted Exhibitor Ticket Program

Do you need more tickets? As an exhibitor at Canada’s Outdoor Farm Show, you have access to a code that allows you to purchase additional tickets at a discounted rate of $20/ticket. This code is only valid for tickets purchased online and can be used for any purpose – additional staff, invited guests, etc.

There is a maximum order limit in the online system of 50. You can place multiple orders using the discount code.

Exhibitor Discount Code: EXHDISC20

Each parking lot will offer exhibitor parking on a first-come, first-served basis due to limited capacity. An exhibitor parking pass is required and can be printed from the checklist. All exhibitor staff require an admission pass to access the show daily. During Canada’s Outdoor Farm Show, vehicles will not be permitted on-site. Vehicles can only remain on-site for unloading/loading and must be removed before 8:00 am daily.

Address for deliveries: 744906 Oxford Road #17, R.R. # 6, Woodstock, ON N4S 7W1

Canada’s Outdoor Farm Show offers advance storage of small parcels for exhibitors, subject to a fee. To arrange advance storage, exhibitors must contact Show Management by emailing [email protected]. Parcels will be stored in a sheltered facility. Please note that COFS will not accept any collect shipments. Advanced shipments will only be accepted during specific site hours on weekdays. COFS is not responsible for any damage or loss of shipments during receiving or after the show. Exhibitors should insure their shipments at their own cost.

It should be noted that while security will be present, COFS will not take responsibility for any stolen goods placed in exhibit space upon exhibitors’ requests.

All shipments must be properly labeled with the booth number and exhibitor name, and labels must be placed on each item shipped. Crated items should be on skids.

Shipments received AFTER AUGUST 19, 2024

For packages received at Site Office, stored inside and picked up by exhibitor:

• Up to 5 smaller packages (no more than 30 lbs each) = $50.00 for acceptance, unloading, and storage; picked up at Site Office by Exhibitor
• Large packages (more than 30 lbs, requiring a dolly to move) = $50.00/each
• Shipments requiring equipment assisted unloading = $150.00

Exhibitors are advised to contact Show Management before shipping material to ensure space is available for storage, as a limited number of advanced shipments can be stored in the sheltered facility. For large equipment deliveries, the exhibiting company’s name and site location should be included on all trucking/courier manifests.

The services of Beyond Borders Logistics & Consulting Inc. may be engaged to ensure smooth and trouble-free entry of exhibit materials into Canada.

Self-unloading equipment can be delivered to the site and stored outside in a marshalling area. It is the Exhibitor’s responsibility to pick up the materials; they will not be placed on the Exhibitor’s space. COFS Management assumes no responsibility for loss or damage of goods left on-site pre- or post-show.

Canada’s Outdoor Farm Show will provide lift services to assist Exhibitors in the handling of heavy materials. Lifts will be available by contacting the Dispatch Office located at the Main Entrance of the site. In order for the lift order to be completed, exhibitor staff must be present at their exhibit space when lifts arrive. Please refer to Move-In/Out Procedure for lift availability dates.

TELEHANDLERS – Exhibits that require highway trailers to be unloaded at their exhibit space and/or will require more than one-hour use of telehandlers are required to plan their set up for the Tuesday – Thursday the week prior to the show. Lifts using either a telehandler or tractor (with short or long forks) can be ordered at the Dispatch Office at the Main Entrance of the site. Telehandlers are reserved, dispatched, and conducted on a first-come, first-served basis. Telehandlers are only available for 1 hour per lift. If your lift takes longer than 1 hour, there will be a fee applied to the service and our operators may need to leave and return to complete the lift.

COFS Management will provide 3 ft. and 4 ft. loading docks for trucks. Due to potential turf damage, all highway trailers will be unloaded or loaded at the loading dock and marshalling area located off Oxford Road #17. Smaller vehicles can load and unload at the Exhibitor Site. COFS provides designated parking space for highway trucks and trailers in the SW parking lot.

In the event of heavy rain, COFS Management reserves the right to restrict access to the site. For safety reasons, COFS Management will shut down all operations on the show grounds if lightning is within 13 km of the Show Site.

COFS will have two sources for water:

• Water for human consumption – Cases of bottled water and ice should be ordered in advance using the Exhibitor Resource Center. Delivery to your exhibit space will be arranged.
• Utility water – COFS Management will arrange for water service to fill sprayers or other large containers for demonstration purposes. Utility water will be available at show site office, (the hose on the side of the building across from the abattoir.

Show Management will provide garbage disposal/pick-up. Please place all garbage in tightly secured garbage bags on the site laneways by 5:00 pm daily. If required, contact the Site Office for garbage collection or for extra bags. COFS will make every effort to recycle glass bottles, pop cans, plastic water bottles, paper products and cardboard. COFS will provide a large bin south of the Site Office for recycling cardboard. Please collapse cardboard boxes before recycling.

ATM machines will be available on-site during the show at the Site Office and at the FCC Industry Pavilion. For Exhibitors with their own wireless point of sale (POS) devices, prior testing is recommended to ensure adequate cellular network connection is available.

It is each Exhibitor’s responsibility to ensure protection of his/her valuables on-site, especially small portable items. A private security company is contracted by COFS to provide overnight protection of the Site. Exhibitors are welcome and encouraged to hire the security company that COFS uses to provide additional security for their exhibits. The Oxford Community Police Service will provide on-site security during the day and assist COFS with traffic control.

London Security – Stephanie Dixon [email protected]

226-667-5825

Please contact COFS Management if you plan to have security at your exhibit or if you have any questions about securing additional security for your exhibit at [email protected].

One 1500-watt electrical outlet is included in the rental cost of each exhibit space. POWER WILL BE AVAILABLE ON A 24-HOUR BASIS FROM 12:00 p.m. the Sunday before the Show until 5:00 p.m. on Thursday, closing day.

If you require ADDITIONAL power, you must order through our preferred electrical supplier – McLellan Electrical. It is recommended to book early. Order forms can be accessed from your exhibitor checklist in the Exhibitor Resource Center.

Canada’s Outdoor Farm Show (COFS) Show Management prioritizes safety and operational efficiency throughout the duration of the event. In alignment with this commitment, the use of golf carts, UTVs, and other utility vehicles is strongly discouraged during show hours, with UTVs reserved solely for the transportation of sale goods. Any unauthorized use of these vehicles for site navigation during or after show hours is strictly prohibited.

Outdoor exhibitors requiring a UTV for transportation of sale items, are invited to access the Permit Request form through the Exhibitor Resource Center. Upon approval, exhibitors will be provided with one complimentary UTV pass. This pass is contingent upon parking the UTV in the designated exhibitor space and adhering to all UTV policies outlined by the show management.

Indoor exhibitors are not permitted to rent or bring any golf carts, or other utility vehicles.

Key guidelines for UTV usage:

1. Accepted Vehicles: Only UTVs, and golf carts are acceptable on the show site. Powersport or any other recreational vehicles are strictly prohibited.
2. Form Submission: Complete this form if you intend to bring a UTV or golf cart to the site for personal use.
3. Entry Point: UTVs or golf carts brought to Canada’s Outdoor Farm Show can enter at any gate.

Canada’s Outdoor Farm Show appreciates the cooperation of all exhibitors and attendees in upholding these regulations, ensuring the safety and success of the event. Thank you for your understanding and compliance.

Rules & Regulations for Utility Vehicle (UTV) Usage at Canada’s Outdoor Farm Show (COFS)

1. Pedestrian Right of Way: Pedestrians always have the right of way.

2. UTV Pass Requirement: A prominently displayed UTV pass must be affixed to the front of the vehicle. Passes are obtainable from the Site Office after submitting the required form. Each outdoor exhibit is entitled to one UTV pass, which is non-transferable and assigned to a specific vehicle. UTVs are not permitted for indoor exhibits.

3. Limited Use During Show Hours: COFS is primarily a pedestrian event. UTVs displaying a valid pass are permitted limited usage during show hours, including restocking booth products or literature and traveling to/from demo fields and parking.

4. Liability Responsibility: Operators assume full responsibility for any accidents or injuries resulting from the use of the vehicle on the grounds before, during, and after the show.

5. Speed Limit: Operators must maintain a speed limit not exceeding 15 km/h at all times.

6. Driver Requirements: Only licensed drivers aged 16 years and older are permitted to operate the vehicle.

7. Passenger Capacity: Operators must not exceed the designated passenger capacity of the vehicle.

8. Parking Protocol: When not in use, the vehicle must be parked within the assigned site space and not on streets or the perimeter.

9. Advertising Restrictions:
i. UTVs and golf cart cannot display advertisements, banners, flags, or other marketing attachments. OEM labeling is exempted.
ii. Approved sponsors may display marketing messages on UTVs as per their agreement with Show Management.
iii. This policy applies to all areas of the site, including show site, parking areas, and demo fields. Static displays are exempt.
iv. COFS staff reserve the right to enforce these policies at all times. Failure to comply may result in removal from the site.

11. Key Removal: Operators must remove the key from the vehicle when not in use.

12. Enforcement Measures: COFS reserves the right to fine, impound, or eject any vehicle found in violation of these policies. Exhibiting companies may also face penalties for policy violations.

13. Liability Disclaimer: COFS is not liable for accidents or incidents involving any vehicle on the site. Exhibitors are responsible for damages caused by vehicles under their control.

Execulink Telecom High-Speed Internet and Wi-Fi

Need Wi-Fi access at Canada’s Outdoor Farm Show? Execulink is the official provider of High-Speed Internet and Wi-Fi access to exhibitors. Connect up to 4 devices for $400. Onsite Internet & Wi-Fi services include:

· 5 Mbps download | 2 Mbps upload

· Unlimited usage Sept 10, 11 & 12

· Up to 4 devices connected (custom packages available upon request)

· High-density 5GHz outdoor Wi-Fi

· Onsite real-time troubleshooting available 

Register today at execulink.ca/farmshow-internet

All Exhibitors wishing to dig a hole or dig post holes at the show must complete and submit a Permission to Dig request form from Show Management. Permission to dig forms will be reviewed, the exhibitor will be contacted to confirm approval or discuss changes that need to occur in order to dig. All regulations need to be met and necessary precautions taken by Exhibitors. Show Management assumes no liability for damage caused by faulty digging. It is imperative that Exhibitors contact Show Management before digging. Request forms can be accessed from your exhibitor checklist in the Resource Center.

Exhibitors may park RVs on their exhibit space during the Show if it is part of their display and/or for office usage. The RV must be in place well in advance of the opening of the Show and may not be moved until after the Show closes at 5:00 pm on Thursday, show close. All wastes (solid or liquid) must be self-contained. No liquids may be disposed of on the Show Site. This will be regulated by the County of Oxford Health Department. On-site septic pumping will be provided after Show hours upon Exhibitor request and at Exhibitor expense. Please note that on-site offices, including RVs, may not be used for overnight accommodation purposes during the Show due to security reasons.

COFS will provide daily cleaning of Discovery Farm roads, lanes and malls through a community service club. Exhibitor booth cleaning will be the responsibility of individual Exhibitors.

It is the sole responsibility of all Exhibitors to provide normal care of all land being used by them in accordance with the City of Woodstock bylaws and land-use laws governed by the Province of Ontario and the Government of Canada. Exhibitors in contravention of any such laws will be expelled permanently from the Show. The Exhibitor shall not disturb the exhibit space without obtaining written approval and on-site authorization from COFS Management. All damages, losses or claims whatsoever arising from disturbing or interfering with the space of other Exhibitors will be the sole responsibility of the Exhibitor.

COFS shall govern the importation, purchase, type, spreading and removal of all ground material, such as, but not limited to bark, gravel, sawdust, wood chips, etc.

Advanced Tent Rental is the exclusive tent supplier for tenting requirements at COFS. Other tent suppliers will be requested to leave the Show site. Advanced Tent Rental has qualified personnel on-site on a 24-hour basis during the Show. Please contact the Site Office with any issues. Tent rental forms can be downloaded from your exhibitor checklist found in the dashboard.

Tents that are ordered and supplied from Advanced Tent Rental will not require individual building permits as these rentals are covered by a blanket permit secured by COFS.

Exhibitors may use their own tent equipment on their exhibit space; however, the City of Woodstock requires a Building Permit for Exhibitors that supply their own tents. The details are as follows:
• For tents over 60 m2 (646 sq. ft.), the Ontario Building Code indicates that a building permit is required.
• All tent permit applications must include drawings (stamped by an engineer for tents greater than 225 m2 (2,422 sq. ft.), certification of flame spread for the fabric and a site plan showing location.
• For tents greater than 225 m2, the construction shall be reviewed on-site by the design engineer.
• Applications for tents over 225 m2 need original hard copy engineered drawings (faxes cannot be accepted).
• An “Application for a Permit to Construct” must be completed and submitted to the City of Woodstock.
• This form can be obtained by downloading the form from the City of Woodstock website. Click here to download: City of Woodstock Building Permit.
• Note: For those companies who received building permits for Exhibitor-owned tents in prior years, the City of Woodstock Engineer’s Office now requires hard copy engineered drawings each year as well as the building permit application every year.

Exhibitors must complete a Livestock Tracking form and receive an approval letter from Show Management. This information is being collected for Health and Safety and biosecurity purposes and will not be shared. If you plan to bring live animals on-site, please complete a Livestock Tracking Form available in your exhibitor checklist.

COFS will provide water to the back of exhibit lots; however, Exhibitors must provide water and feed holding capacities. Exhibitors are responsible for providing all feed, veterinary and other necessary requirements for the safe care and handling of their animals. Access to the COFS Site is controlled after Show hours, for security. Exhibitor staff with live animals will have access to the livestock area on a 24-hour basis via a service corridor to the livestock area to care for animals. COFS will arrange with Exhibitors to remove manure daily from the Site.

Exhibitors should leave dogs at home. If dogs are part of your exhibit, please adhere to instructions for livestock.

Exhibitors with livestock wishing to stay on-site may do so with permission from Show Management. Please contact [email protected].

Exhibitors may reserve the Special Events Tent for functions during the Show. The Special Events Tent is located off the main lane on the north side of the Ducks Unlimited Wetland Farm Pond. Please contact Show Management for a list of available times and costs. For safety and security reasons, if you plan to host a private event anywhere on the site after show hours, Show Management must be notified before the show begins. Please contact [email protected].

If an event is approved, guests will be restricted to the specific approved location and will not be allowed to wander the property. Security is required for Exhibitors hosting after hours events with over 75 guests (see below).

Each parking lot will offer exhibitor parking on a first-come, first-served basis due to limited capacity. An exhibitor parking pass is required and can be printed from the checklist. All exhibitor staff require an admission pass to access the show daily. During Canada’s Outdoor Farm Show, vehicles will not be allowed on-site. Vehicles can only remain on-site for unloading/loading and must be removed before 8:00 am daily.

Exhibitors are encouraged to sell their goods and services at the Show. Small sale items may be carried by the purchaser. However, Show Management requests that large sale items (e.g., tractors, field machinery, water pumps) remain on-site until after the Show closes on Thursday. Exhibitors are responsible for arranging pick up of larger items with their customers.

Sales, promotions, competitions and contests conducted by Exhibitors in conjunction with their display must be free of any obligation on the part of the winner. Prize winners must not be required to place an order before collection of the prize offered. The schedule of prizes and terms of the competition must be clearly stated on the entry form. All such competitions must be approved by Show Management at least three (3) weeks before the Show. It is the responsibility of each Exhibitor to ensure contests comply with all existing government regulations.

Only participating Exhibitors have the exclusive rights to promote or sell goods and services at the Show. All other parties who attempt to make any sale solicitations without the written permission of Show Management will be permanently removed from the Show Site. Exhibitors are asked to report any infractions to the Site Office so that immediate remedial action may be taken. Distribution of samples, souvenirs, promotional material and solicitation of business must be confined to the Exhibitor’s own booth space. Exhibitors wishing to enter another Exhibitor’s area may do so only if invited.

Smoking and vaping are prohibited at restaurants and bar patios, or any area where food and drink is sold, offered for sale or offered for consumption. By this definition, fairs, festivals, and other public events where food and beverages are being served are also off limits for smoking and vaping, even if they are in the open-air.

Smoking and vaping will only be allowed in parking fields, outside of fenced perimeter and in the designated smoking areas on the Show Site identified on the COFS Pocket Program. Please note that smoking includes smoking of any substance and vaping includes vaping any substance (ex. tobacco and cannabis) .

Exhibitors are STRICTLY PROHIBITTED TO operate drones at the Canada’s Outdoor Farm Show site at any time unless they are participating in a drone demonstration coordinated by management. This is both out of courtesy to visitors and exhibitors, as well as compliance with Transport Canada regulations.

Exhibitors may give away free food samples as part of their exhibit experience. Sample portions should be small and must not compete with menus provided by COFS caterers. The County of Oxford Health Department must approve food samples no less than one week prior to Show dates. Show Management must be notified of your plans so that Oxford County Health can be alerted, and times arranged for inspection of the samples. Please contact [email protected].

Signage is only permitted within your exhibit space. Signage around the Show Site is reserved for sponsors (as per sponsorship agreement) and for show purposes, unless approval is granted from Show Management. Any unauthorized signage will be removed and stored at the Site Office for pick-up.

A general guideline for inflatable advertisements is that they must have a tether equal to or shorter than the distance of the anchor points to the exhibitor’s booth space. This rule means that the inflatable will remain in the exhibitor’s space if it deflates. The rope attached to the balloon needs to be secured and strong enough to prevent the balloon from flying away.

In terms of balloon advertising, it is important to bring down tethered helium balloons during bad weather, and at the end of each show day. They should not be placed near anything that could potentially catch fire or get tangled in them. Should we determine that the balloon is unsafe, COFS has the authority to order its removal. Additionally, should winds exceed sixty kilometers per hour, the balloon must be securely brought down and secured.

The Exhibitor must obtain written approval from COFS Management before the showing of live entertainment. Submit requests to [email protected].

Exhibit space/turf must be left clear of garbage and all landscaping materials. Any holes created must be filled. If extra effort is required by COFS staff to clean the exhibit space, a charge will be applied to cover the cost. The fee has been set at $200.00 per hour with a minimum one-hour charge. Only Exhibitors with lots that require final cleanup will be invoiced for this service.

Canada’s Outdoor Farm Show is held on a permanent site. However, all structures/buildings are required to be exhibited on a temporary basis. This will allow both Show Management and Exhibitors the flexibility to make improvements to the site/exhibit space. Please contact [email protected],  if you have questions regarding semi-permanent buildings/structures. All buildings/structures are subject to inspection and removal if they do not meet required safety standards.

COFS Show Management reserves the right to refuse admission to the Show site, or request the expulsion from the Show Site, of any visitor, Exhibitor, or Exhibitor’s employees who, in the opinion of Show Management, is unfit, intoxicated, or in any way creating a disruption.

The City of Woodstock Fire Station requires that all tents over 600 sq. ft. or tents that contain any fire hazards, have a 5 lb. or greater-rated fire extinguisher located near the exhibit entrance and placed 5 ft. above the ground. Exhibitors are responsible for supplying a current fire extinguisher for their tent. Failure to comply with fire protection regulations may lead to the expulsion of offending Exhibitors from the Show Site.

Rental of a fire extinguisher can be arranged through Richardson Fire Systems by calling 519-650-8057 or emailing: [email protected]. Fire extinguishers will be delivered on Monday and collected on Thursday, immediately after the Show closes.

COFS Management reserves the right to request the abatement of any or all noise-creating activities that are deemed to be destructive to the Show, its Exhibitors, or its visitors. Failure to comply with recommendations from Show Management may lead to the permanent expulsion from the Show Site of the offending party.

Exhibitors/caterers are to make their own arrangements for propane, or they can contact one of our on-site Exhibitors for filling or exchange of customer-owned tanks.

Propane Installations for Cooking or Demonstrations:
All caterers and Exhibitors using propane or other flammable fuels for cooking or other equipment demonstrations must meet the standards of the Energy Act of Ontario and the Propane Installation Code that is monitored by the Technical Standards and Safety Authority.
Each mobile unit requiring a propane installation must have a certificate of inspection indicating the equipment meets the Propane Installation Code by a Certified Gas Technician for the current year.
A Certified Gas Technician must connect any equipment that is to be installed/connected to propane cylinders at the event.
A representative with the Technical Standards and Safety Authority may be present to do a spot check and the representative will request both the annual certificate of inspection and proof that propane connections completed at the Show were completed by a Certified Gas Installer.
For more information, contact the Technical Standards and Safety Authority, Fuel Safety Program at 1-877-682-8772.

A copy of the document “Guidelines for Heating and Cooking Equipment Use at Public Gatherings” is found below.

Fuel Suppliers: Where fuel is supplied to a site NOT connected to an appliance by the supplier, the supplier shall ensure that the cylinders are in good safe condition and are properly stored. Where fuel supplied to a site that is connected to an appliance by the supplier, the supplier shall ensure that the cylinder is properly installed and that connections are leak-free, the equipment is in safe operating condition and the equipment is approved.

Rental Houses: Where equipment is leased, rented or loaned to a person or organization, the owner shall provide documentation affirming that the equipment is in safe working condition and approved and provide adequate training/explanation to ensure that the lessee is aware of installing/using the equipment.

Equipment Users: Where a person or organization intends to use propane, natural gas or other hydrocarbon-fueled equipment at a public event, the person responsible shall:

• Ensure that equipment to be used is in safe working condition and meets the requirements of all applicable legislation (local and Provincial).

• Ensure the equipment is installed by a Certified Gas Technician.

• Ensure that all persons operating the equipment are trained in its safe use and their duties and emergency procedures.

• Ensure that where equipment is to be used indoors, specific permission for such use is gained from the authority having jurisdiction; equipment must be approved for use.

• Ensure that special effects equipment which utilizes hydrocarbon fuel shall be properly engineered and approved for use prior to the event by the authority having jurisdiction; the owner/operator shall provide documentation, which affirms that the equipment under their control is in safe acceptable working condition.

Special Issue:
Open flame Construction Heaters are not to be used to heat structures utilized for a fair or event. Only Certified Technicians can install, alter, repair or remove an appliance or equipment. Cylinders must be installed or stored in an acceptable manner.