Banff Craft Beer Festival

Important Dates & Times

Banff Craft Beer Festival

Dates
*New Weekend – October 23 – 25, 2025

Location
Cave & Basin

Festival Times

Thursday
– 5:00PM: Doors Open & Sampling Begins
– 9:00PM: No Entry
– 9:15PM: Sample Token Sales End
– 9:30PM: Last Call for Alcohol
– 10:00PM: Event/Consumption Ends

Friday
– 5:00PM: Doors Open & Sampling Begins
– 9:00PM: No Entry
– 9:15PM: Sample Token Sales End
– 9:30PM: Last Call for Alcohol
– 10:00PM: Event/Consumption Ends

Saturday Afternoon
– 12:00PM: Doors Open & Sampling Begins
– 3:00PM: No Entry
– 3:15PM: Sample Token Sales End
– 3:30PM: Last Call for Alcohol
– 4:00PM: Afternoon Session Ends

Saturday Evening
– 5:00PM: Doors Open & Sampling Begins
– 8:00PM: No Entry
– 8:15PM: Sample Token Sales End
– 8:30PM: Last Call for Alcohol
– 9:00PM: Event/Consumption Ends

What’s Included in The Registration Fee?

Beverage Vendors
– 8′ x 8′ booth space with pipe & black draping.
– 1 x 6′ table with white table coverings & black skirting.
– 4 x Exhibitor Passes per day – these will be emailed 1 week prior to the festival
*Note – power is very limited at the venue and is available only for food vendors

Food Vendors
– 16′ x 8′ booth space with pipe & black draping.
– 2 x 6′ table with white table coverings & black skirting.
– 4 x Exhibitor Passes per day – these will be emailed 1 week prior to the festival
– AHS-Approved Hand Wash Station
– Power

How Does Sampling Redemption Work?

– All samples must be exchanged for sample tokens and no cash sales are permitted.
– Maximum Sample Sizes:
– Beer, Cider, RTDs – 4 ounces
– Spirits – ½ ounce
– Sample tokens are $1.00 each
– Alcohol Samples – minimum of 2 sample tokens – as mandated by the AGLC.
– Food Samples – Food vendors may charge any amount for food samples.
– ABF will collect the sample tokens from vendors at the end of each evening.
– You will receive $0.50 per sample token collected.
– A breakdown sheet of sample tokens collected per session and rebate cheques will be mailed to each sampling vendor no later than two weeks following the completion of both festivals.

What Volume of Product Do Vendors Serve?

BEVERAGE – number of samples poured per session according to the 2024 festivals:

– Average Number of Samples Per Session = 250
– 1000 samples in total per festival
– Based on assumption that all samples were 2 sample tokens each
Note – this is an average! Some vendors will serve more, and others will serve less.

FOOD – number of samples poured per session according to the 2024 festivals:

– Average Number of Samples Per Session = 300
– 1200 samples in total per festival
– Based on assumption that all samples were 3 sample tokens each
Note – this is an average! Some vendors will serve more, and others will serve less.

Exhibitor Load & Strike Schedule

The service road to the Cave & Basin is located behind the Information Building (there is a gate that you will have to buzz to get through) that will take you up to the Exhibitor Entrance so you can unload. No vehicles allowed on the Service Road during the event.

Wednesday, October 22, 2025
1:00PM – 5:00PM Set-up

Thursday, October 23, 2025
9:00AM – 3:00PM Set-up
4:00PM – 5:00PM Exhibitor Check-in

Friday, October 24, 2025
4:00PM – 5:00PM Exhibitor Check-in

Saturday, October 25, 2025
11:00AM – 12:00PM Exhibitor Check-in
4:00PM – 5:00PM Exhibitor Check-in
9:00PM – 11:00PM Tear Down *Please speak to Bill at the event to get a Move Out Pass/Time*

Exhibitor Staff Arriving/Departing the Festival

– All Staff Must wear an Exhibitor wristband to get into the event
– Exhibitor Entrance is located at the back of the building on the north side. Security will be there to scan and/or check wristbands
– For late arriving staff meet them at the Exhibitor Entrance to give them their passes, or email them in advance
– Move-Out Passes: to avoid a wait driving up to the venue after close on Saturday night, please obtain a Move Out Pass/Time from Bill Robinson
– Safety First: please do not block the block the shuttle buses with your vehicle on after close on Saturday night
– Please do NOT drink & drive: take our shuttles instead, they are open and free to Exhibitors

AHS – Policies + Reminders

All vendors must have hand sanitizer at their booth!

Who DOES NOT have to complete AHS Form?
– Beverage Vendors that are strictly serving alcohol

Who DOES have to complete the AHS Form?
– All Restaurant Vendors
– Beverage Vendors that are using garnishes with their samples (i.e. fresh fruit or
vegetables).

Where do I find the AHS Form?
– Find a copy of the AHS form you can fill out online and then save HERE
– Before you complete and submit, please review the Special Event Food Vendor Package
– Jill’s AHS Cheat Sheet – HERE
– AHS Form must be submitted by September 24, 2025

AGLC – Policies & Reminders

– Be sure to read and understand all information forwarded to you by AGLC regarding
festival participation.
– No minors allowed in the venue – this includes working at booths in any capacity!
– No consuming alcohol behind your booth for any reason.
– Products cannot be “pre-mixed” – all cocktail samples must be prepared on-site.
– All samples must be exchanged for sample tokens – no cash sales are permitted
– Maximum Sample Sizes:
– Beer, Cider, RTDs – 4 ounces
– Spirits – ½ ounce
– Sample tokens are $1.00 each
– Minimum of 2 tokens per sample

*Proserve
– All vendors serving alcohol must have Proserve
– All staff at beverage booths need to have their Proserve cards with them.
– Vendor Check-In – All beverage vendor staff will need to show their Proserve at the entry
point in order to receive their exhibitor wristbands and enter the venue.

Restaurants are not permitted to serve or collect tokens for alcoholic samples at the
festival

Fire Department – Policies + Reminders

Tents/Canopies
– ALL tents and canopies must be approved for indoor use
– ALL canopies must have a tag (attached to the canopy) clearly indicating that it is approved
for indoor use and has a CAN/ULC-S109 or NFPA 705 rating.
– Be sure to have this confirmed prior to bringing your canopies to the festivals!
– If you bring a tent bring a smoke detector

Additional FAQ’s

I need my product chilled – how do we do this?
– There will be a reefer truck on site for the Banff Festival this year
– There will also be HUGE bags of ice available to order ($12 per large bag)

Need to rent or purchase a draught unit?
– Contact Craig with Everclear Draught Services at least two weeks prior to the event
at everclear@shaw.ca

Are we allowed to sell merchandise at the festival?
– These are sampling festivals and selling product is not permitted

I have more questions – who should I contact?
– Please email Mark Kondrat directly at m.kondrat@albertabeerfestivals.com with any
questions or comments!

Registration

There are NO refunds on cancellations

Exhibitor registration will only be considered to be valid when it has been completed in full and
processed by Alberta Beer Festivals Inc., including all monies to be received. ‘In Full’ means fully executed Exhibitor Registration Forms, and a signed & dated ‘Rules and Policies’ page.

CONFIRMATION

In order to ensure registration, please ensure that you have the following: Completed registration
form, signed rules and policies form, as well as your final tally payment.

INDEMNIFICATION

The Calgary International Beerfest, The Edmonton Craft Beer Festival, The Banff Craft Beer
Festival, and Alberta Beer Festivals Inc., Sponsors, and/or the host facility shall not be responsible for injury, loss or damage to persons, goods, equipment or decoration which occurs during the transportation of goods and/or other cause beyond the control of the organizers, who shall be in no way whatsoever liable.

RESTRICTIONS

The event organizer reserves the right to modify the layout and exhibitor spaces should the need
arise. Further, it is agreed that the exhibitor will not in any way sublet booth space without consent from event organizers. It is also understood that the event organizers reserve the right to restrict, prohibit or evict any exhibitor who in the opinion of the organizer is reflecting unfavourably against the character of the festival. Exhibitors may not tear down until show close.
The registrant, by execution of this document by it’s authorized representative, accepts the terms
and conditions as set out and agrees to ensure compliance by its employees, agents or representatives participating in the festival.

Any of the following represent an understanding and acceptance of these rules and policies:
submission of an Alberta Beer Festivals registration form, a signed rules and policies form, paid
registration, participation in the event or any other indication that the organizers of The Banff Craft Beer Festival deem to be acceptable.

The registrant further releases The Calgary International Beerfest, The Edmonton Craft Beer
Festival, The Banff Craft Beer Festival, The Jasper Beer & Spirits Festival, The Revelstoke Craft Beer Festival and Alberta Beer Festivals Inc., It’s sponsors, the organizers, the volunteers, or the venue from any and all liability arising out of the participation in the events The Calgary International Beerfest, The Edmonton Craft Beer Festival, The Banff Craft Beer Festival, The Jasper Beer & Spirits Festival, The Revelstoke Craft Beer Festival and Alberta Beer Festivals Inc. and operation of the exhibitor of the registrant.

A SIGNED CONTRACT/REGISTRATION FORM ACKNOWLEDGES THE BELOW BEER FESTIVAL RULES & POLICIES

1. There is to be no over-serving of alcohol under any circumstances. If you have a problem with any patron, please inform Security or the Police on site.
2. Absolutely no cash transactions for alcohol are permitted.
3. No free sampling. Minimum two tokens per sample.
4. All persons responsible for the serving or handling of alcohol for an exhibitor booth before, during or after the event must comply with all provincial legal certification requirements and laws. [4oz. samples is the law]. You must have valid ProServe or Servicing It Right Certification or to pour alcohol and you must have proof on you at all times during the festival to show to Alberta Gaming Liquor Cannabis (AGLC) or BC Liquor and Cannabis Regulation Branch (LCRB).
5. Serving either prior to or after the specified hours that the event is open to the public is in no way permitted.
6. With the exception of exhibitor beer bottles which must be emptied into the plastic sampling cups by the exhibitors themselves, absolutely no glassware is permitted anywhere on site or under any circumstances. NO FULL BOTTLES. 4 oz. samples only, to a maximum of two samples per person.
7. Each exhibitor will receive event exhibitor passes emailed to them in advance of the event which must be presented upon entry to the event. Upon presentation, exhibitors will be given a wristband that they must keep on for the duration of that session. No exceptions.
8. No refunds for any vendors who register for the festival.
9. Exhibitors may not share booth space without the express written consent of the show organizers.
10. Food and eatery booths must obtain written permission from event organizers before distributing alcohol in any form, in compliance with the AGLC or LCRB. They must also comply with all AHS regulations and can be shut down without refund for non-compliance.
11. Exhibitors must disclose any and all beverages/food that will be sampled by the public during the event.
12. All exhibitors must abide by all local health, safety, alcohol, fire and all municipal, provincial and federal laws at their own cost.
13. A minimum of two staff members must be present in each exhibitor booth at all times to ensure both safety and quality.
14. All exhibitors must maintain their booths in a respectable order. This means that all exhibitors are responsible for bagging their own trash and that all recyclables/empties are neatly bagged or re-boxed. At the end of each evening, all garbage and recyclables/empties must be placed in front of your booth for pick up.
15. Booths must be fully operational throughout all posted hours of the event. Any exhibitor that tears down earlier than posted event times indicated on the contract will be assessed a non- negotiable $250/hour charge.
16. The organizer’s posted load in, set up, and strike load out times must be adhered to without exception. Special arrangements must be adhered to without exception. Special arrangements must be made well in advance of the event – minimum of one week from set up date. All additional charges for electricians, forklifts etc. will be charged back to that exhibitor.
17. All exhibitors must have proper liability insurance in the amount of $3,000,000 (three million dollars) for participation in Alberta Beer Festivals events, and must name ‘Alberta Beer Festivals Inc.’ as additionally insured.
18. Do have fun. Do NOT drink & drive!
19. Non-compliance with any of these rules and policies will result in immediate fines.