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EXHIBITOR KIT Convention & CampEx 2025

Welcome to CampEx 2025! Camping In Ontario is so pleased to have you join us for CampEx 2025! Thank you for choosing to exhibit with us. As exhibitors, we hope that you can build new relationships with our attendees; relationships that go beyond traditional sales. Our industry is strengthened with your knowledge and participation in our events. We are excited to see all the new products available to the outdoor hospitality industry.

Let's make CampEx 2025 an incredible success together!

Alexandra Anderson, Executive Director, Camping In Ontario

Mark Jaycock Chair, Camping In Ontario

Table of Contents

Hotel Information

Administration

Show Information

Facility Rules, Regulations and Information

Terms and Conditions

2025 CampEx Exhibitor Information Hotel The host hotel is the Crowne Plaza in Kitchener - Waterloo. We have secured a group rate.

To reserve online, please CLICK HERE. If you wish to call to speak to a representative at the hotel, dial 519-744-4141 and quote CIO.

Room Information The event takes place in the Grand Ballroom located on the 2nd floor in the hotel.

Parking Information The hotel can accommodate pick-up trucks with small trailers in the upper-level parking lot, off Charles Street.

2025 CampEx Exhibitor Information Administration On-Site Staff Camping In Ontario(CIO) staff will be on site at the Crown Royal from 8:00 a.m. on Sunday, November 16th.

Badges All attendees must have a badge. Please see CIO staff to pick up your badges. Please ensure that you have supplied all attendees names prior before October 31, 2025. 10’ by 10’ booths can accommodate up to 4 people. 10' by 20’ can accommodate to 6 people. Booth pricing includes 2 attendees per booth. The additional cost per additional attendee is $150.00 plus HST.

Insurance Each exhibitor must provide proof of insurance covering them for the entire duration of the show, including move-in and move-out. Coverage for liability of a minimum of $2,000,000 is required.

2025 CampEx Exhibitor Information Administration Cost 10' by 10' booth – CIO Suppliers (before August 15th) - $900.00* 10' by 10' booth – CIO Suppliers (after August 16th) - $950.00* 10' by 10' booth – Non-CIO Suppliers - $1,450.00 20' by 10' booth – CIO Supplier- $1,650.00* 20' by 10' booth – Non-CIO Suppliers - $2,650.00 more than a 20’ by 10’ – an additional $550.00*** * Discount only applies to CIO Suppliers in good standing as of June 30th, 2025. *** Please call Alexandra at 905-409-0011 to discuss large booth requirements before registering. Price includes 2 attendees for duration of trade show. Included is Sunday Reception, Breakfast and Lunch on Monday, November 17th. Pricing for additional attendees is $150 per person. 10’ by 10’ booths are limited to 4 attendees in total. 20’ by 10’ booths are limited to 6 attendees in total.

Show Information Show Move In and Out Times Sunday, November 16 th - Doors will be open at 4:00 p.m. Monday, November 17 th - Booth set-up must be completed by 8:00 a.m. Monday, November 17 th - Booths must be torn down and vacated by 6:00 p.m. ** Times may vary due to scheduling changes**

Tentative Agenda Sunday, November 16 th - Join us at the hotel bar for a casual Welcome Reception. Drink tickets will be included in your badge. Monday, November 17 th - All exhibitors must be in their booths by 9:00 a.m. CampEx opens at 9:00 a.m. runs until 5:00 p.m. Exhibitors are invited to have breakfast and lunch with attendees. ** Times may vary due to scheduling changes**

Facility Rules, Regulations and Information Cable Routing

All electrical, data, and audiovisual cables must be secured and matted to conform to electrical and safety standards and are subject to inspection at any time. Cables are not permitted on the floor across doorways or entrance thresholds without the use of a cable management system. Suppliers must install their own matting, which will later be inspected by staff prior to the start of the event.

Tape or other Materials The use of thumbtacks, staples, nails, or any other type of material that could cause damage to the floor, ceilings, or walls is prohibited. Any damages which occur in a function room will be charged to the client. Banners or signs can be fastened with the help of tape in the specified area.

Elevators

Passenger elevators are available for use by the public with wheelchairs, baby carriages, strollers, and other mobility devices. These elevators are not to be used or moving equipment as damages and delays may occur. Arrangements for the use of freight and service elevators must be made in advance with CIO.

Garbage and Waste Removal

Crowne Plaza does not accept responsibility for items left beyond the scheduled load-out time. Costs related to the disposal of abandoned materials are chargeable to the client. A charge for the removal of trash, debris, and oversized or noncompactable items will be incurred by the client.

Electrical Services

Will be available for an additional fee. Please indicate on the sign-up sheet that you require electricity in your booth.

Facility Rules, Regulations and Information On-Site Storage Crowne Plaza does not have on-site warehousing facilities and cannot accept any freight or material shipments prior to a scheduled load-in date. Our staff will not sign for or accept any early deliveries, including those that require COD and have duty or taxes owing. Any unloaded or loaded freight must not be stacked or stored against fire exits, extinguishers, or pull stations. Stranded goods left at the end of an event will be collected, and attempts will be made to return such goods to the owner. Any goods left on the premises after an event that require return shipping will be at the owner’s expense.

Show Services Show Services will be provided by Stronco Show Services. Your booth will be provided with the following: Signage Pipe and Drape for each 10 ft by 10 ft booth

Carpet The room is carpeted.

Tables and Chairs If you require tables and chairs, please make arrangements with the CIO Office. Other Logistics Stronco can provide brokerage services, transportation, advance receiving and post-show warehousing. Costs for these services are on an individual basis to the exhibitor directly and are based on weight, size and location of shipment. Please let us know if you require any of these services from Stronco.

Terms and Conditions of Contract between Exhibitor and CampEx 2025 (“Management”) Please check all boxes and sign and date at the bottom. 1. Management reserves the right to alter or change the space assigned to the Exhibitor. Management further reserves the right, at its sole discretion, to change the date or dates upon which the show is held, or to cancel the show, and shall not be liable in damages or otherwise by reason of any such change or cancellation, other than to refund in full any amounts paid by the Exhibitor to Management. 2. The Exhibitor shall not assign this contract or sublet the space or any part thereof or permit same to be used by any other person, without the prior written consent of Management. Any attempt to do so is null and void and will result in immediate cancellation of this contract, and the forfeiture of any amounts paid by the Exhibitor to Management. 3. The Exhibitor shall comply with all rules and regulations by Management for the show and agrees that Management’s decision to adopt and enforce any such rule or regulation shall be final and binding. 4. The Exhibitor is responsible for compliance with all applicable law, bylaw, ordinances, regulations, requirements, codes and standards, including those with respect to fire, safety, health and environmental matters and shall ensure that all equipment, materials and goods used by the Exhibitor so comply. 5. The Exhibitor shall indemnify and hold Management harmless from and against any loss, injury or damages whatsoever suffered by Management as a result of the Exhibitor’s failure to comply with the terms and conditions of this contract or as a result of the Exhibitor’s participation in the show, including without limitation, any third party claim against Management with respect to loss, injury or damage sustained or suffered by any other exhibitors, the owner of the building, attendees of the show, and their respective directors, officers, agents and employees. 6. This contract may be cancelled by either party, provided written notice is received by the other by October 17, 2025, in which case all monies paid by the Exhibitor will be refunded less an administrative fee of $300 (CIO member, $500 non-member). If the Exhibitor cancels after such date, it will be responsible for the full contract price. 7. Management reserves the right at any time to alter or remove exhibits or any part thereof, including printed materials, products, signs, lights or sound, and to expel exhibitors or their personnel if, in Management’s opinion, their conduct or presentation is objectionable to Management or to other show participants. 8. Exhibitors display must comply with all requirements of Management and the owner of the building, including maximum height requirements. The Exhibitor must provide at least one staff (age 16 or older) per booth to maintain the display during show hours. The Exhibitor agrees to confine its presentation to the contracted space only and not inhibit visibility of other Exhibitors.

9. All goods shipped to the show must have made arrangements with Stronco prior to the event. 10. Goods must not be shipped to the show for any shipping charges to be paid on arrival and any such goods will not be accepted by Management. Management assumes no responsibility for loss or damage to the Exhibitors goods or property either before, during or after the show. All charges incurred as a result of shipping shall be the responsibility of the Exhibitor. 11. In consideration of the Exhibitors participation in the show, the Exhibitor hereby releases Management, its directors, officers, agents and employees from any and all claims, losses, or damages whatsoever suffered or sustained by the Exhibitor in connection with its participation in the show, including, without limitation, any claims for loss or theft of property, personal injury, or loss of business or profits, whether arising from any act of Management or otherwise. 12. The Exhibitor is responsible for the placement and cost of insurance relating to its participation in the show. The Exhibitor shall carry liability insurance of $2 million with a $500 deductible, as well as such additional insurance as may be required by Management. The certificate must include the name – CampEx, Camping In Ontario Conference, November 16-17, 2025, at the Crowne Plaza, Kitchener-Waterloo. The Exhibitor agrees to furnish immediately to Management upon request certificates of insurance pertaining to all policies of insurance carried by the Exhibitor, together with satisfactory evidence from the insurers of the continuation of such policies. If the Exhibitor fails to comply with any of the foregoing, in addition to any other rights or remedies available to Management at law or under this contract, Management shall have the right to take possession of the display space for such purposes as it sees fit and the Exhibitor will be held liable for the full contract price for the said space. If you need assistance securing Insurance for this Event, please contact Karen Keeling kkeeling@brokerlink.ca. 13. The Exhibitor agrees that no display may be dismantled or goods removed during the entire run of the trade show. The Exhibitor agrees to remove the exhibit, equipment and appurtenances from the show building by the final move-out time. In the event of failure to do so, the Exhibitor agrees to pay for such additional costs as may be incurred by Management. The Exhibitor shall also remove all boxes (empty or full) and take them with them at the tear-down for CampEx. 14. The Exhibitor will comply with the rules and regulations of any unionized contractors, which may be selected by Management to service the exhibitors. Any dispute between the Exhibitor and any such contractor or union representative will be referred to Management for resolution, whose decision shall be final and binding on all parties. 15. Management reserves the right to deny Exhibit applications if deemed unsuitable or to cancel this contract and to withhold possession of the space or to expel the Exhibitor therefrom if the Exhibitor fails to comply with any terms and conditions of this contract or the show rules and regulations, in which case the Exhibitor shall forfeit as liquidated damages and not as a penalty all payments made pursuant to this contract, shall without limiting Management’s other rights and remedies at law under this contract as a result of such failure to comply.

16. Display locations will be assigned to sponsors and enhanced official supplier partners first, then on a first paid basis. Floor plan design will be based on date registered and number of booths. If this application is accepted, the Exhibitor agrees to be bound by the terms and conditions of the CampEx 2025 manual. The undersigned is fully authorized to commit the Exhibitor to all terms and conditions of this contract. An unsigned contract will not be confirmed for attendance. 17. We are committed to providing a supportive and inclusive environment for all Exhibitors. We will work collaboratively with you to identify and implement appropriate accommodations to ensure your continued success. Please contact Camping In Ontario prior to the event to ensure we can meet your expectations. We cannot guarantee our ability to meet any on-site requests. 18. We expect all attendees at this event to respect and abide by Camping In Ontario’s Core Values. Any Supplier found to be in violation of our Core Values may be asked to leave the event. No refunds will be issued in the event of a supplier being asked to leave.

Camping In Ontario’s actions are based on our core values and guiding principles. Our core values speak to our community by keeping people our primary focus while acknowledging our natural environment. Leadership - Empowering our members through shared developed knowledge and by encouraging innovation and the evolution of our industry. Community - Building a durable foundation to bring people together with common interests, objectives, and experiences in the spirit of respect and the encouragement of diversity of opinion. Passion - Channeling members’ enthusiasm for the industry to continue to excel with integrity. Environment - Embracing our responsibility for stewardship of the environment through responsible planning and management of resources.

Processing of payment by Management does not in itself constitute acceptance into CampEx 2025.

I agree to uphold and respect the terms and conditions as stated above, and to share them with the CampEx attendees from the company listed below. I am legally able to sign on behalf of the company listed below.

Name

Company

Date

Alexandra Anderson, Executive Director opca@campinginontario.ca 289-660-2192

Sandra Galego Membership Coordinator events@campinginontario.ca 289-660-2192