EXHIBITOR INFORMATION PACKAGE SASKATCHEWAN LIVING GREEN EXPO The Saskatchewan Living Green Expo is the province s largest green living event: a festival and trade-show focused on sustainable products and services. Exhibitor categories will include: Health & Wellness, Energy & Green Building, Transportation and Food & Beverage. SHOW DATES & TIMES Friday, May 1 st, 2015 Saturday, May 2 nd, 2015 ADMISSION Adults: $10.00 4:00 pm 9:00 pm 9:00 am 9:00 pm 12 & under: free EXPO FACILITY Prairieland Park 530 Ruth Street Saskatoon, SK S7M 0G7 Phone: (306) 931-7149 SKLIVINGGREENEXPO.CA www.sklivinggreenexpo.ca features information about the Living Green Expo, including an online directory of 2015 Exhibitors. Each Exhibitor s name and website will be displayed. The website also includes information for consumers about the Expo location, booth layout, show dates and times and admission information. CONTACT INFORMATION The Saskatchewan Living Green Expo is hosted by: The Saskatchewan Environmental Society (SES) Box 1372 Saskatoon, SK S7K 3N9 Phone: (306) 665-1915 Fax: (306) 955-5852 Expo information: Amanda Lindgren info@sklivinggreenexpo.ca Payment information: Bev Pasternak finance@environmentalsociety.ca SES Membership: Megan van Buskirk info@environmentalsociety.ca 1
RULES AND REGULATIONS CANCELLATION POLICY Prior to February 15, 2015, a $50.00 cancellation fee will apply. Exhibitor registration fee is non-refundable after February 15, 2015. INSURANCE Exhibitors must provide a certificate of liability insurance for $1,000,000.00 with the event organizer, the Saskatchewan Environmental Society, listed as an additional insurer. Certificates must be received by April 1, 2015. Please contact your insurance agency for more details. EXHIBITOR PASSES Exhibitors will receive four (4) complimentary Exhibitor Passes to the Expo to staff their booths. Passes will be provided during Move In on Friday, May 1 st, 2015. Additional Exhibitor Passes may be purchased for a fee of $10.00 each at the door. Expo passes must be displayed at the door to avoid being charged admission. MOVE IN/MOVE OUT Move In Friday, May 1 st, 2015 11:00 am 4:00 pm Move Out Saturday, May 2 nd, 2015 9:00 pm 10:30 pm Overhead door #4 is available for large items during Move In and Move Out. No cart traffic is allowed through the main lobby of Prairieland Park. All carts must go through the doors on the south-eastern side of Hall A near Overhead door #4. Please contact the Expo at info@sklivinggreenexpo.ca if you will require a forklift or other equipment during Move In and Move Out. PARKING Parking is available for Exhibitors in the south half of the rear parking lot near Overhead door #4 at Prairieland Park. Parking passes are not required. BOOTH SERVICES All exhibitors will be provided with a 10 wide x 8 deep booth with pipe, drape and carpet. Additional flooring is not required. Additional services such as wireless internet, electrical outlets, sign/banner installation and utilities hook-ups can be rented through Prairieland Park. Services such as additional lighting, furniture rental, exhibit cleaning and exhibit installation can be rented through Handy Special Events. Forms can be found online at: www.sklivinggreenexpo.ca under the Exhibitors tab. BOOTH CONSTRUCTION Booth height is not to exceed 12 in total. Signs must not face directly into other exhibitor booths. Nothing is to be pinned or stapled to booth draping. Booths must be kept tidy and free of any safety hazards throughout the Expo. 2
RULES AND REGULATIONS CONT D SIGN HANGING Exhibitors wishing to hang signs and banners above their booths must request Sign/Banner Installation from Prairieland Park. Exhibitors are responsible for providing proper wire or chains to Prairieland Park for hanging signage. Signage must not exceed the amount of booth space allocated to each Exhibitor (10 x8 /booth). SAFETY It is the responsibility of all booth exhibitors to adhere to Saskatchewan s Health and Safety procedures during the set-up and take-down of exhibits, and throughout the Expo. Closed-toe footwear and personal protective equipment must be worn when necessary, and exhibitors must take care to identify any potential safety hazards within their exhibit. FIRE PREVENTION Open flame and propane tanks over 5 lbs are prohibited at the Expo. Exhibitors preparing food samples on site must have an appropriate fire extinguisher, and adhere to the Saskatoon Fire & Protective Services Fire Regulations at all times. Exhibits must not block or obstruct fire exits from view. Portable fire extinguishers and fire alarms are on site at Prairieland Park in the event of a fire. For more information, contact Prairieland Park at (306) 931-7149 or Saskatoon Fire & Protective Services at (306) 975-2523. STORAGE Extra storage for products or marketing materials will not be available to exhibitors during the Expo. Any arrangements for handling/storage of materials prior to the Expo must be made with Prairieland Park and/or Handy Special Events directly. SECURITY Exhibitors are responsible for the security of their own booths during the Expo. Overnight security will be provided, however, event organizers are not responsible for any losses that may be incurred. WASTE The Expo aims to keep waste to a minimum. Please plan ahead for any recycling, composting and waste management needs at the Expo. The Saskatchewan Waste Reduction Council will be on hand to facilitate waste management during the Expo. PROMOTIONAL MATERIALS Exhibitors are discouraged from distributing excessive promotional materials. Exhibitors are encouraged to print promotional materials such as handouts and signage on FSCcertified paper, and/or 100% post-consumer recycled paper. 3
RULES AND REGULATIONS CONT D CONTESTS AND GIVEAWAYS The Saskatchewan Living Green Expo must be made aware of any contests or draws exhibitors plan to hold, including the number and approximate retail value of any prizes to be awarded. Contest Request Forms may be found at www.sklivinggreenexpo.ca, under the Exhibitors tab, and must be provided to the Expo by April 15, 2015. FOOD AND BEVERAGE SAMPLES Exhibitors wishing to provide food and/or beverage samples at the Expo must complete the Sample Authorization Form by April 1, 2015. Food and beverage sampling containers must be certified compostable by the U.S. Composting Council. All samples must adhere to the Saskatoon Health Region s Food Product Demo Requirements. If preparing samples on site, Food and Beverage exhibitors must also obtain a temporary food event license from the Saskatoon Health Region. If a hand washing station is required, utilities hook-up can be arranged through Prairieland Park rentals. Links to these forms and the Food Product Demo Requirements may be found at www.sklivinggreenexpo.ca under the Exhibitors tab, and at: https://www.saskatoonhealthregion.ca/locations_services/services/health- Inspection/Pages/Temporary-Food-Event.aspx. 4
FINE SCHEDULE Please adhere to the Expo Rules and Regulations at all times and be respectful of fellow exhibitors, venue staff, attendees and event organizers. Violations of the regulations will be dealt with by the Saskatchewan Living Green Expo and may result in a fine and/or denial of future participation in the Expo. Early Dismantling Subletting Soliciting Waste Microphones All exhibits must be fully assembled by 3:30 pm sharp on Friday, May 1 st, and remain fully assembled until 9:15 pm on Saturday, May 2 nd. Exhibits must be fully dismantled by 10:30 pm on Saturday, May 2 nd. Sub-letting booth space and/or distributing 3 rd party literature at the Expo is prohibited. Prior approval is required for exhibitors wishing to share booth space. Soliciting and/or distribution of marketing materials and information is limited to the booth areas only, and is not permitted in the aisles. Exhibitors may only display products and services which they are legally licensed to sell in Canada, and which have been listed in detail on the Exhibitor Registration Form. The Expo aims to keep waste to a minimum. Please plan ahead for any recycling, composting and waste management needs at the Expo. Booths must be kept tidy, and any waste must be disposed of properly. Food and Beverage sampling containers must be certified compostable by the U.S. Composting Council. The use of microphones is not permitted on the show floor and sound levels must be kept to reasonable levels. Event organizers reserve the right to request sound levels be turned down at any time during the Expo. 5
EXHIBITORS RECEPTION A reception will take place for exhibitors on Friday, May 1 st from 9:00 pm 11:00 pm in the Speaker s Area of Hall A. Appetizers will be provided and all exhibitors are encouraged to join us for an evening of socializing and celebrating sustainability. Exhibitor Passes must be displayed to attend the reception. EXHIBITOR TIPS Be aware of show deadlines and use your Exhibitor Checklist to ensure all forms are completed and submitted in advance of the Expo. Be prepared for Move In day and allow plenty of time to set up your exhibit. Find imaginative ways to make your booth more interesting and sustainable, like using chalk board signs instead of printed ones, and QR codes rather than paper handouts. Be creative! Be a good neighbour. Keep your exhibit tidy and ensure your exhibit does not extend beyond the confines of your booth space. Signage should not be facing directly into neighbouring exhibits. Pick up and distribute your Exhibitor Passes to your booth staff in advance of the Expo s opening to ensure they are able to enter the Expo free of charge. 6
2015 SASKATCHEWAN LIVING GREEN EXPO BOOTH LAYOUT HALL A 7
EXHIBITOR CHECKLIST Provided to the Saskatchewan Living Green Expo at info@sklivinggreenexpo.ca OR Box 1372 Saskatoon, SK S7K 3N9: O Certificate of liability insurance for $1,000,000.00 by April 1, 2015 O Contest Request Form by April 15, 2015 (if necessary) O Food and Beverage Sample Form by April 1, 2015 (if necessary) O Proof that Food & Beverage containers are certified compostable by the U.S. Composting Council Provided to the Saskatoon Health Region (if necessary): O Saskatoon Health Region temporary food event license (if necessary see Food and Beverage Sample Guidelines) Provided to Prairieland Park (if desired): Forms online at: www.saskatoonex.com/event-planning.php?p=event-services O Wireless High-Speed Internet Application Form O Electrical Hookup Application Form O Sign Hanging Application Form O Utilities Application Form Provided to Handy Special Events (if desired): Forms online at: www.sklivinggreenexpo.ca under Exhibitors tab. O Handy Furnishing & Carpet Rental, Advance Materials Handling, Installation & Dismantling and Cleaning Services EXHIBITOR FORMS AND FURTHER INFORMATION CAN BE FOUND ONLINE AT WWW.SKLIVINGGREENEXPO.CA, BY EMAILING INFO@SKLIVINGGREENEXPO.CA, OR BY CALLING 306-665-1915. 8
CONTEST REQUEST FORM The Saskatchewan Living Green Expo must be made aware in advance of any contests or draws to be held at the Expo. All contests must comply with the Canadian Competition Act and Anti-Spam Legislation, including posting a short version of contest guidelines at the point where entries will be made. Guidelines should include requirements for participation in the contest, contest eligibility, quantity and approximate values of all prizes, and odds of winning (if unknown, indicate that odds of winning are based on actual number of eligible entries). Please provide the following contest information to the Saskatchewan Living Green Expo no later than April 15, 2015. Company: Contact Name: Booth Number: Telephone: Email: Description of Prize(s): Quantity: Approximate Retail Value: Description of Contest (e.g. door prize, raffle): 9
FOOD AND BEVERAGE SAMPLE FORM Food and Beverage exhibitors at the Saskatchewan Living Green Expo may distribute not-for-sale samples at the Expo provided all guidelines are followed, including the Saskatoon Health Region s Food Product Demo Requirements. The sale of prepackaged food and beverage for home consumption is also permitted. If preparing samples on site, exhibitors must obtain a temporary food license from the Saskatoon Health Region. If samples are pre-portioned in an approved premises prior to the Expo, no license is needed. All exhibitors wishing to distribute samples must complete the Expo s Food and Beverage Sample Form (this form). Electrical outlets and utilities hookups can be rented separately from Prairieland Park if necessary. Please provide the completed form to the Saskatchewan Living Green Expo no later than April 1, 2015. Company: Contact Name: Booth Number: Telephone: Email: Description of Food/Beverage samples: Samples will be prepared on site at the Expo: Yes No If Yes, I have completed the Saskatoon Health Region s temporary food event license form and submitted it directly to the SHR: All disposable food and beverage containers (including lids and cutlery) must be certified compostable by the U.S. Composting Council. *Please provide the name of the product supplier and product code(s) to info@sklivinggreenexpo.ca, as well as one of the following: packing slip a copy of your proof of purchase samples of your containers (if available - emailed photos are acceptable) We require this information to confirm that your materials will be accepted by the City of Saskatoon composting depot. Thank you in advance for cooperating with our waste diversion goals. For a list of recommended compostable products, please visit: http://bpiworld.org/bpi-public/program.html 10
GUIDELINES Food samples must be bite-sized (2x2 inches/5x5 cm/59 g/2 oz.). Beverage samples are limited to 118ml/4oz. All food and beverage sampling containers must be certified compostable by the U.S. Composting Council. See http://bpiworld.org/bpi-public/program.html for more information and to search for compostable products. All samples must be prepared according to the Saskatoon Health Region s Food Product Demo Requirements, which can be found at www.sklivinggreenexpo.ca under Exhibitors tab. No open flame or propane tanks over 5 lbs. Exhibitors preparing food on site must have an appropriate fire extinguisher, and obtain a temporary food event license from the Saskatoon Health Region. Forms can be found online at: www.sklivinggreenexpo.ca under the Exhibitors tab. All Food and Beverage exhibitors must adhere to the Saskatoon Health Region s food safety regulations at all times. 11
Food Product Demo Requirements - Page 1 of 3 Definitions 1. Approved premises means a premises or area that meets the requirements of all applicable regulations. 2. Food product demo means an offering of food to the public, which is usually but not necessarily intended to promote a food product or method of serving a food product. 3. Potentially hazardous food means any food that consists in whole or part of milk or milk products, eggs, meat, poultry, fish, shellfish, edible crustacean or other ingredients including synthetic ingredients in a form capable of supporting rapid and progressive growth of infectious or toxigenic micro-organisms but does not include clean, whole, uncracked, odour-free shell eggs or foods that have a ph level of 4.6 of less or a water activity (a w ) value of 0.85 or less. Requirements Approved Premises 1. Every food product demo shall use only foods from an approved premises. Foods shall not be stored or prepared in a home unless the home receives prior approval as a business approved for this type of operation. 2. Equipment that is brought from unapproved locations, such as a home, shall be cleaned and sanitized in an approved manner prior to being used for the food product demo. 3. A food product demo shall have adequate space for the intended use. Handwashing Facilities 1. An approved hand washing facility is required for the food product demo area except where there is: dispensing of beverages only. limited handling of non-perishable products using clean gloves intended for food handling (e.g. putting potato chips or crackers into paper cups). serving pre-portioned items (e.g. cheese cubes on toothpicks) when the proportioning occurs in an approved location. 2. Hand washing sinks located in washrooms are not appropriate for this purpose. 12
Food Product Demo Requirements - Page 2 of 3 Sinks 1. A two-compartment sink (connected to approved plumbing and provided with potable hot and cold running water) shall be in reasonable proximity to the food demo area. This sink must be of adequate size to hold the largest piece of equipment used at the food product demo. Temperature Control 1. Potentially hazardous foods shall be maintained at 4 C or lower or at 60 C or higher at all times. 2. Potentially hazardous foods must be thoroughly heated prior to serving. 3. Every food product demo in which potentially hazardous foods are handled must be provided with a probe thermometer. Food Handlers 1. A food handler, while engaged in food handling, shall: be clean in person. be free from infected sores or wounds. wear only clean clothing. refrain from smoking or chewing tobacco. wash hands after activities such as taking a coffee or smoke break, using the washroom, sneezing, handling soiled articles, etc. keep hair restrained. 2. It is recommended that food handlers at a food product demo successfully complete a recognized food handling course. 3. Direct hand contact with food is prohibited unless a fully equipped hand wash station is in the immediate area and thorough hand washing is practiced frequently. Food Protection 1. Foods must be displayed and stored in a manner that will protect them from dirt, dust, handling by the public, and other contaminants. Common bowls and other serving containers are prohibited. 2. If the food product demo operator is absent from the demo area, it shall be attended by another staff member unless all open foods and exposed food equipment are removed or the demo area is inaccessible to the customers. 13
Food Product Demo Requirements - Page 3 of 3 Equipment 1. Only disposable utensils are to be used for service to customers at a food product demo. 2. Preparation surfaces must be large enough to prevent cross-contamination. Separate surfaces and utensils shall be provided wherever raw and cooked potentially hazardous foods are cut up. 3. All equipment and utensils must be sanitized at the beginning of the day s operation and when they become contaminated. Food contact surfaces shall be frequently cleaned by washing with a soapy solution, rinsing with clear water and sanitizing with an approved sanitizing solution. Approved sanitizing solutions include: a chlorine solution of not less than 100 parts per million (one capful of bleach in one gallon of water); or a quaternary ammonium solution of 200 parts per million; or an iodine solution of between 12 and 25 parts per million. 4. Rinse and store wiping cloths in a bucket of sanitizing solution. Approved sanitizing solutions include: a chlorine solution of not less than 100 parts per million (one capful of bleach in one gallon of water); or a quaternary ammonium solution of 200 parts per million; or an iodine solution of between 12 and 25 parts per million. Garbage Change the solution at least every two hours. 1. All food product demos shall be provided with at least one watertight container for the disposal of garbage. Transportation 1. Foods must be transported to and from food product demos in a manner that will preclude them from becoming contaminated. 2. Potentially hazardous foods must be transported to and from food product demos at 4 C or below or at 60 C or above. 14