EXHIBITOR INFORMATION GUIDE
EVENT DETAILS
Wednesday, April 16th , 2025
At Bingemans (Marshall Hall & Ballroom) • 425 Bingemans Centre Drive, Kitchener
10:00AM Vendor Load-in Begins for Exhibitors in Marshall Hall
11:00 AM Vendor Load-in Begins for Exhibitors in the Ballroom
1:45PM *Vendor Set-up Complete
2:00PM Event Starts (Doors Open to the Public)
7:00PM Event Ends / Tear-Down Begins
9:30PM Tear-Down to Be Completed by Vendors
* All exhibits must be completely ready for an inspection by the 2024 Business Expo Committee by 1:45pm.
BOOTHS
SIZE: A standard booth is 8’x8’ or 10'x10' (based on your purchase/registration). Any items that do not fit into this space will not be allowed in the exhibit area. All items and staff working the booth must be contained within the booth area.
SUPPLIES PROVIDED: Within the booth, each exhibitor will be provided with:
- Backdrop and 2.5’ side drape/rails (as pictured below)
- 1 x table (with table linen) Large booths will receive an 8’ table. Small booths will receive a 6’ table.
- 2 x chairs
- Access to an electrical outlet, if requested during registration. Most booths will have access to electricity, but if you need additional outlets, please bring your own power cord bar.
- Wifi (open network, no password required)
EXTRA SUPPLIES: You may bring your own furnishings if you wish, including additional tables and chairs. Exhibitors are responsible for bringing anything that they need aside from the provided supplies specified above.
INTERNET: Please let us know if you require an internet connection for your booth.
SET-UP / TEAR-DOWN
LOAD-IN/LOAD-OUT: All exhibitors are asked to load and unload through the back doors only of either room, regardless of where your booth is located. Once you have unloaded your materials, please remove your vehicle from the loading dock to make room for others.
PARKING: Please park your vehicle in the designated vendor parking zone furthest away from the building to allow attendees easy access to parking. (parking map in digital guide)
UNOCCUPIED SPACE: The Exhibitor will forfeit exhibit space not occupied by 1:30pm on Wednesday, April 16, 2024, and this space may be resold, reassigned, or used by the committee without refund.
CLEANING: Exhibitors will be responsible for maintaining their own areas.
DISMANTLING: Displays must not be dismantled until the close of the tradeshow at 7:00pm on Wednesday, April 16th . All exhibits must be dismantled and removed from the exhibit area by 9:30pm, the day of the event.
GUIDELINES / RULES & RESTRICTIONS
HEIGHT RESTRICTIONS: Items that exceed 2.5 feet in height (height of side rails) must be placed at the back of the exhibitor booth and should not extend beyond 1 foot from the back of the booth so as not to obstruct the general view or the view of your neighbours in the adjoining booths.
LIMITATIONS & EXPECTATIONS: Aisles are not to be used for exhibit purposes, displays, or signs, solicitation or distribution of cards, circulars, samples or other promotional materials.
PAYMENT & CANCELLATION POLICY: The exhibit fee must be paid in full with the signed registration form. Registration is non-refundable and non-transferrable.
BEST OVERALL BOOTH CONTEST FORMAT & CRITERIA
OBJECTIVE: To recognize and reward exhibitors who create an outstanding booth experience that excels in visual presence, lead generation, engagement, and takeaway items.
CATEGORIES & CRITERIA:
Visual Presence
• Creativity & Design
• Innovation & Uniqueness
• Layout & Accessibility
Lead Generation
• Lead Capture Strategy
• Personalization & Engagement
• Efficiency & Follow-Up Plan
Attendee Engagement
• Interactive Elements
• Staff Interaction
• Social Media & Digital Presence
Takeaway Item
• Creativity & Branding
• Usefulness & Impact
• Sustainability & Innovation
HOW TO PARTIPCATE: All exhibitors are automatically entered into the contest. We strongly encourage you to print and display the QR Code attached, to help encourage attendees to cast their vote for your booth.
PRIZES & RECOGNITION: Winners will receive recognition through social media, and a featured highlight in post-event materials. Also, the winner of the Best Overall Booth will win a complementary 10x10 booth for next year’s Business Expo. We will be handing out awards to:
1. Best Overall Booth
2. Best Visual Presence
3. Best Lead Generation Strategy
4. Most Engaging Booth
5. Best Takeaway Item
SAFETY & SECURITY
SAFETY: All exhibitors are subject to Hydro, Kitchener Fire Department, Public Health, and Bingemans Office Inspections. All propane tanks must be empty, and all gas tanks must be locked. Bingemans reserves the right to prohibit any situation they deem hazardous. All items on display must be CSA, CGA and/or Hydro approved.
SECURITY: There will be no security provided during set-up and teardown times.
PROHIBITIONS
SUB-LEASING: Subleasing or assigning of booths or a part of a booth is NOT permitted. There is a limit of one company per booth. Sister companies and/or subsidiaries must reserve a booth under their company name.
ALCOHOLIC BEVERAGES: Absolutely no alcoholic beverages are to be served from booths.
SOUND DEVICES: The use of sound devices, megaphones, loudspeakers or undignified methods of attracting attention is prohibited, where such methods interfere with other exhibitors.
SOLICITATION: Exhibits, signs or displays are prohibited in any of the public rooms, outside the entrances or elsewhere on the premises of Bingemans during the 2024 Business Expo. Aisle space may not be used for distribution of cards, circulars, samples or other promotional materials.
UNWANTED SOLICITATION: Any unwanted solicitation, including non-exhibitors who may be distributing circulars or resumes, should be reported to a Chamber staff person at the registration desk immediately. This conduct or any activity that is deemed disruptive to other exhibitors or attendees will not be permitted and should be reported.
LIABILITIES & INSURANCE
The Cambridge, Guelph and Greater Kitchener Waterloo Chambers along with Bingemans will not be liable for damage, loss or other destruction of the exhibits by reason of fire, theft, accident or other destructive causes, and each Exhibitor shall lease exhibit space at their sole risk. The Exhibitor shall at all times be responsible for insuring against any and all loss due to fire, theft accident and all other perils. The Chambers and Bingemans are not intended to be insurers, nor are they intended in any
way to be liable or accountable to the exhibitor, its agents, servants, employees, respecting any loss or damage of any nature whatsoever regardless of cause.
The exhibitor agrees to protect, save and keep the Cambridge, Guelph and Greater Kitchener Waterloo Chambers, Bingemans, employees and agents forever harmless from any and all damages or charges imposed for violation of any law or ordinance, whether occasioned by the negligence of the exhibitor or the representatives, agents or those persons acting under the express or implied authority of the exhibitor. The exhibitor also agrees to comply with all applicable terms, conditions, rules and regulations of the Cambridge, Guelph and Greater Kitchener Waterloo Chambers and Bingemans The exhibitor assumes complete responsibility and liability for all loss, damage or destruction of his/her property, employees, agents and guests.
AMENDMENT TO REGULATIONS
All matters and questions not covered by these regulations are subject to the decision of the 2025 Business Expo Committee. The committee shall have sole authority to announce, interpret and enforce all rules and regulations and to make any amendments necessary for the orderly conduct of the regional tradeshow.
The Cambridge, Guelph & Greater Kitchener Waterloo Chamber staff & volunteers will assist when possible, during set-up and the day of the show if you should have a problem. See the registration desk for help.
CONTACT INFORMATION
Cambridge Chamber of Commerce (519) 622-2221
Guelph Chamber of Commerce (519) 822-8081
Greater KW Chamber of Commerce (519) 576-5000
EXHIBITOR BOOTH EXAMPLES
Flyers, pamphlets, and other informational materials allow visitors to read about your business, even after they leave the expo.
Engaging activities may increase traffic and ease networking.
Free giveaways are welcome, to help showcase your product or service.
If you will be serving food, please contact Chamber staff as there are additional requirements from Public Health that need to be completed in advance.
Featuring information on TV screens can be informative and add visual interest.