Exhibitor Kit

Click on the title below to see information

Move In

The schedule for move-in will be emailed to exhibitors directly. If you have any questions in the interim, please contact the show team at Info@RigsAndRides.ca.

Please note that the majority of the move in will commence on the morning of Thursday, June 2nd.

Move Out

Sunday, June 5
6:00pm – 11:00pm

Show Closes at 5:00 pm

Move out may commence as soon as aisle carpets, and power cords have been removed. Exhibitors may not begin to pack up their booths until the show has officially closed (5:01 pm).

ALL VEHICLES & EQUIPMENT MUST BE OUT OF THE BUILDING BY 11:59 PM.

Allocation and Display Guidelines

This document is designed to assist exhibitors understand the space allocation process as well as answer questions on booth design, layout and commonly asked questions to items such as display booth height, sidewalls, signage, etc.

Please click here to access the Allocation and Display Guidelines.

If you are in doubt, please speak with Show Management.

Balloons

Due to airport restrictions, Tradex does not permit the handing out of air or helium filled balloons. Exhibitors wishing to use balloons for decor elements within their space must first receive approval from show management, then sign a “balloon waiver” for accepting retrieval and repair costs.

Please click here for the Balloon Waiver Form

Banking

While there are no banking facilities on site at Tradex, a cash machine has now been installed. Exhibitors should ensure they have a sufficient float of small bills and coins for making change. Cash should not be left in your booth untended or overnight.

Bark Mulch

Bark mulch may be used in Tradex, but only if plastic sheeting is used underneath and is treated with a fire retardant product. It is the exhibitor’s responsibility to remove the bark mulch from the premises.

Booth Height

Due to Tradex sponsor advertising on the walls, booths may generally not be higher than eight feet. Please check with Summer Nicholl, Show Manager, if you have a concern about the height of your booth. Side walls are 3′ high, the front 6′ of the booth displays may not be higher than the side walls. For more information on all show rules and display guidelines, please see these forms as separate items in the Exhibitor Kit.

Camping On Site

Dry camping is available at Tradex for those exhibitors who wish to bring their own RV and must be booked directly with Tradex.

For Camping reservations call (604) 850-1533.

PLEASE NOTE: EXHIBITORS WILL ONLY BE CHARGED FOR EVENT NIGHTS, NOT MOVE IN / MOVE OUT NIGHTS.

Click here for the RV Camping Form

Carpet Tape

Tradex has very stringent regulations concerning the use of tape on the concrete floors.

NO ADHESIVE TAPES SHALL BE USED ANYWHERE IN THE BUILDING EXCEPT FOR POLY-COATED CLOTH TAPE OR GAFFER’S TAPE, AVAILABLE FROM HARDWARE STORES OR TRADEX.

Vinyl or foam tape is NOT PERMITTED for use on the floor in Tradex. If you are not sure about the tape you are using, PLEASE ASK FIRST.

LEVY will have approved carpet tape available for sale onsite.

Children

Workers compensation board regulations require that children under the age of 16 years may not be on site during move-in or move-out.

Combustibles

Any internal combustion engines, vehicles or equipment must not contain more than one quarter (1/4) tank of gasoline or fuel, and must be inoperable, i.e.: battery and/or ignition disconnected. Fuel Caps must be locked shut. Decorative covers or booths shall be inherently flame proof or properly treated with a flame retardant chemical.

Concessions

Tradex has full concession facilities available. No free food or drink will be provided by the show for exhibitors.

NO OUTSIDE FOOD OR DRINK MAY BE BROUGHT INTO THE BUILDING WHILE THE CONCESSION STANDS ARE OPEN UNLESS IT IS FOR PERSONAL CONSUMPTION.

Detailing Services Available Onsite

For show exhibitors requiring onsite detailing services, Pro Smith Customs will tailor a special detail package for exhibitors with vehicles being displayed in their show space.

These packages can be booked and arranged pre-show, and customized to your needs; simply arrive on site and your display vehicles will be detailed to be show-ready!

Call Jeremy Smith directly at 604-308-2764, or email him directly at ProSmithCustoms@gmail.com to go over your show detailing needs.

Draw Prizes

Exhibitors who are holding a draw or contest at the show must have advance approval by Show Management and also provide a copy of the rules and entry form to Summer Nicholl / Show Management by show closing.

Electrical & Plumbing

All power and plumbing requirements are the responsibility of the exhibitor. Global Convention Services is the exclusive provider of these services at Tradex.

Click here for the Global Convention Services Forms.

PLEASE ENSURE YOU ORDER YOUR SERVICES IN ADVANCE TO SECURE THE BEST RATES POSSIBLE!

Exhibitor Entrance

The Exhibitor entrance is in the main foyer on the South/right side of the entrance. This entrance will be open from 8:00am to 12:00NOON on opening day, and from 9:00am to 10:00am on the other show days.

This entrance/exit is also used during normal show hours.

Exhibitor Badges

Exhibitor badges are necessary for you and your staff. Show name badges for bona-fide staff are available at the show office. There is no charge for exhibitor badges.

Please have your Exhibitor Badge form ready when you arrive for move in, as this will help expedite the process.

Click here for the Exhibitor Badge Form.

NOTE: You can email completed forms in advance to info@rigsandrides.ca

Fire Exit Doors

Fire exit doors must be kept clear at all times. The fire doors are locked with a magnetic locking system which spring open automatically in case of an emergency. They cannot be opened from the inside and exhibitors may not use the fire exit doors for anything other than an emergency.

If you need to move something in to your booth during the show, PLEASE SEE SUMMER NICHOLL or a SHOW TEAM member IN THE SHOW OFFICE FIRST, AND WE WILL ARRANGE TO HAVE A DOOR OPENED FOR YOU.

Giveaways

Due to Tradex sponsorship agreements, there may be restrictions on some products you may wish to give away.

Please check with Summer Nicholl, before making any arrangements to hand out anything other than your own products.

Hotels

The Rigs & Rides Show has contracted a room block and group rate with the new Sandman Abbotsford Airport Hotel; a brand new property only minutes away from the Tradex!

Click here for more info on the Sandman Abbotsford Airport Hotel.
Address: 3010 Mount Lehman Rd, Abbotsford, BC V4X 2N1
Please call / email the hotel directly to book your room; the show and hotel WILL NOT call you to book.
Phone: 604-859-7263 / Email: sales_abbotsford@sandman.ca

Group Name: Rigs & Rides 16
Group #: 3334
Rate: $89/night for:

  • 2 Queens or
  • 1 King

NOTE: If you receive a call from a ‘destination service company’ asking to book the room on your behalf, please do not proceed with them as this is likely a fraud call, and is quite common in the events industry. If you have any questions on booking, please email the show team at info@rigsandrides.ca.

Housekeeping / Vacuuming

Tradex housekeeping staff clean aisle carpets, however this does not include booth areas. Cleaning or vacuuming services for exhibitor booths can be arranged through LEVY Show Services at a minimal cost.

Click here for the full set of LEVY Order Forms

Impact Canopies Canada

For show exhibitors requiring any pop-up tents or banners to support their display, Impact Canopies has created special show packages with exclusive discounts to show exhibitors.

Impact Canopies can provide and produce any of the following:

Need something more creative? They can help!

Contact the Impact Canopies team directly at 877-776-6655, go over your show branding needs.

Insurance

All exhibitors are responsible for carrying at least $1 million in public liability insurance, which includes the following as additional insured’s:

  • Rigs and Rides Show
  • Rigs and Rides Show Inc.
  • Tourism Abbotsford Society
  • City of Abbotsford

The insured period is to include the move in and move out dates. (Wednesday, June 1 – Sunday, June 5)

If you have existing business insurance coverage, please click here for the sample certificate of insurance to provide to your agent; your agent can add the event insurance at a nominal fee.

If you do not have existing coverage, Show Management has arranged a tradeshow insurance program through HUB International Insurance. Click here for coverage information.

Please click here to access & complete the online application form.

If you have any questions, please contact the HUB Insurance team at:
Phone: 1 877-348-7764
Email: showprogram@hubinternational.com

Exhibitors will be liable for and will indemnify and hold harmless the Show Producer and Show Management, of any losses or damages whatsoever suffered by anyone or to anything as a result of the Exhibitors Participation in the Show.

Insurance – show limitations on material handling

Please click here for the information on the LIMITS OF LIABILITY AND RESPONSIBILITY related to material handling services onsite.

Internet Connections

A free Wi-Fi service is available through Tradex. If you require a dedicated hardline internet service, this can be arranged for you as well through Global Convention Services.

Click here for the Global Convention Services Order Forms

LEVY Show Services – official show services provider

All booths and small bulk areas will be provided with 8’ back draping and 3’ side draping. Any other decor items are optional, and the responsibility of the exhibitor. You may bring your own decor items, or you may rent them from the official show services display company.

The official show service display company for the Rigs And Rides Show is LEVY Show Services.

LEVY Show Services can provide anything you need to decorate your exhibit space.

Click here for LEVY service order forms

For further information, or for special requests, please contact LEVY Show Services at 604-277-1726 and ask to speak with a Rigs And Rides Show account representative, or email Operations@LEVYshow.com with your request.

Parking

Regular Exhibitor parking will now be located in the main lot. Regular passes are $18.00 each and are available through Tradex only.

All passes are valid for all three show days, and include in/out privileges.

Normal parking charges are $6.00 per visit.

Click here for the Parking Order Form

Propane Tanks

Propane fuel tanks must not be larger than a 20 lb. unit, unless empty or attached permanently to an RV. The propane tank must be certified as to its proper filling density and labeled with an expiry date and kept upright at all times. A regulator valve complete with excess flow protection must be installed. Extra tanks must not be stored indoors.

Respecting Your Neighbours

As a sign of respect for your fellow exhibitors. Please do not enter their unattended exhibit space before or after show hours.

Security

Overnight security will be in place during the show, however exhibitors are reminded not to leave cash or small valuables on site overnight.

Shipments to Tradex

Goods being shipped separately to your exhibit space may not arrive until Wednesday June 1st and should be addressed to:

Exhibitor Name
c/o Rigs And Rides Show – Tradex
Booth #: ______
1190 Cornell Street
Abbotsford Airport,
Abbotsford B.C.
V2T 6H5

Show Guide – ad purchase order form (DUE APRIL 15th)

Each show exhibitor will have a company listing, including Company Name, Space Number, Physical Address, Phone Number and Website.

We encourage exhibitors to consider purchasing an ad within the guide itself to help further promote your company.

Our show guide producer is 4WDrive Magazine, a division of Sun Cruiser Media

Click here for the Show Guide Ad Order Form.

Questions on ad sizes and pricing? Call Lisa Di Marco of the SunCruiser Media team directly at (778) 355-2061, email lisa@suncruisermedia.com

Show Hours

Show Hours for the attending public are:

Friday, June 312:00pm – 8:00pm
Saturday, June 4 10:00am – 8:00pm
Sunday, June 510:00am – 5:00pm

Show Office Contact Numbers

From Thursday, June 2 to Monday, June 6, our offices will be located at the Tradex Show Office.
Contact numbers there are:

PHONE: 604-782-9704

Show Rules and Guidelines

This guide will help provide direction and answer commonly asked questions related to Show Rules and Display Guidelines. Please click here to download the guide.

If you are in doubt, please ask Show Management.

Show Services

All booths and small bulk areas will be provided with 8’ back draping and 3’ side draping. Any other decor items are optional, and the responsibility of the exhibitor. You may bring your own decor items, or you may rent them from the official show services display company.

The official show service display company for the Rigs And Rides Show is LEVY Show Services.

LEVY Show Services can provide anything you need to decorate your exhibit space.

Click here for the LEVY Order Forms

For further information, or for special requests, please contact LEVY Show Services at 604-277-1726 and ask to speak with a Rigs And Rides Show account representative, or email Operations@LEVYshow.com with your request

Smoking

Tradex is a smoke free building. Smoking is permitted only outside the building.

Staffing of Booths

All booths must be manned at all times. Staff must be in place by show opening hours and must remain until the show closes.

Tickets

Admission charge for show visitors are:

  • $10.00 for Adults (17- 64)
  • $8 for Seniors (65+)
  • $8 for Students with Valid Student ID

Kids 16 & under are free when accompanied by an adult.

Attendee tickets are available for purchase at the show entrance

$1.00 of the proceeds being split between to our charity partners. (Mathew’s House and the Education Scholarship program).

Vancouver Car Wraps & Element 5 – printing, signage and vehicle wraps

For show exhibitors requiring any branding services, Vancouver Car Wraps & Element 5 have created special show packages with exclusive discounts to show exhibitors.

Vancouver Car Wraps can provide and produce any of the following:

  • Graphic design services
  • Show signage and banners
  • Decals
  • Vehicle wraps

Need something more creative? They can help!

All printing needs can be arranged pre-show, and customized to your display needs!

Contact the Vancouver Car Wraps team directly at 604-882-3198, or email Brooke directly at brooke@vcwteam.com to go over your show branding needs.

Reference show promo code: “Rigs&Rides16” to receive special exhibitor discounted pricing of up to 25%

Walls and Floors

No adhesive tapes may be used on the walls or on the floors. “Funtack” or “Hold-it” may be used to adhere lightweight materials to walls. Approved carpet tape is the only tape that may be used on the floors. The exhibitor is responsible for the cost of repairing any damage to the walls or floors of Tradex that is caused in any way by the exhibitors display or staff.

IF YOU ARE UNSURE ABOUT THE TAPE YOU INTEND TO USE, PLEASE ASK IN ADVANCE BEFORE APPLYING THE TAPE TO THE FLOOR SURFACE.