Calgary International Beerfest

Thank you for joining us for ABF’s upcoming events – The Calgary International Beerfest & Edmonton Craft Beer Festival!  Below are some important details about festival logistics and frequently asked questions.  To ensure that you maximize the value of your participation, read this information carefully and share with your team!

Please understand that ABF must enforce all AGLC, AHS, Fire and Police rules and policies.  ABF will continue to update this document to reflect policy and rule changes and share it with all participating vendors.

Important Dates, Times & Logistics

Dates:
May 2 & 3, 2025

Location:
BMO Center, Stampede Park – Halls D,E,F

Set-Up:
Thursday, May 1 – 1PM to 7PM
Friday, May 2 – 9AM to 4PM

BMO Move-In Information
A staged move in approach is in full effect through the BMO Centre logistics management system, Voyage Control. You must book your specific time to gain access to the BMO Loading Dock Apron.

1. Go to the BMO Centre portal at http://calgarystampede.voyagecontrol.com/
2. Click the LOG IN/SIGN UP button to create an account. If you have an existing account from previous years or other venues that also use Voyage Control you can use the same login information
   – User Type = Exhibitor
   – Booking Code = BEER596
3. Select a time for your load in, available times include:
   – Thursday May 1st, 1:00 pm to 6:00 pm
   – Friday May 2nd, 9:00 am to 2:00 pm

More information available in the Move In Exh Comm – Beerfest – EXHIBITOR document

Take-Down:
Saturday, May 3 – 10PM to Midnight
All items must be removed from the venue immediately following the festival!
Please review and reference the End of Evening Shut Down Instructions

Festival Hours: 

Industry Session (no sample tokens collecting – industry only):
B2B Power Hour: Friday – 4PM to 5PM

Festival Sessions (sample token collection begins):
Session #1: Friday – 5PM to 10PM
Session #2: Saturday – 12PM to 4:30PM
Session #3: Saturday – 5:30PM to 10PM

What Does My Booth Space Include?

Each Beverage Vendor’s Booth includes the following:
– 10×10 Space (8’ pipe & drape black background)
– 1 x 8’ table with covering and skirting
– 4 x Exhibitor Passes / Session
– 6 x Promo Passes for Session #1 (Friday Evening)
– 6 x Promo Passes for Session #2 (Saturday Afternoon)

Each Food vendor will be provided with the following:
– 20×10 Space (8’ pipe & drape black background)
– 2 x 8’ table with covering and skirting
– 1 x 1500v Power Outlet
– 1 x Handwash Station
– 1 x Garbage Can
– 1 x Parking Pass*
– 6 x Promo Passes for Session #1 (Friday Evening)
– 6 x Promo Passes for Session #2 (Saturday Afternoon)

Each NSV vendor will be provided with the following:
– 10×10 Space (8’ pipe & drape black background)
– 1 x 8’ table with covering and skirting
– 4 x Exhibitor Passes / Session
– 6 x Promo Passes for Session #1 (Friday Evening)
– 6 x Promo Passes for Session #2 (Saturday Afternoon)

I need to order more items for my Booth Space!

The following additional items can be ordered through the Calgary Stampede Exhibitor Order Portal including:
– Electrical/Power
– Banner Hanging
– WiFi
– Plumbing
– Fridges
– If any exhibitors are having problems with ordering they can e-mail exhibitorservices@calgarystampede.com for assistance
– For best pricing order before Wednesday, April 16, 2025

Parking – please use the ParkPlus system to pre-pay for parking: Click here for more information.

Additional Tables & Chairs – please review the Global Convention Exhibitor Kit

How Do Sample Tokens Work?

– Both festivals are strictly sampling events.
– 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.
– Minimum of 2 tokens per sample.
– 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 Pour?

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

– Average Number of Samples Per Session = 600
– 1800 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 = 500
– 1500 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.

How Do Vendors Order Products?

ABF is proud to have Sobeys Liquor and Safeway Liquor as our Title Sponsors and Liquor Store Partners! Below is the Order Form to complete when submitting your liquor order.

Only vendors that order products through Sobeys Liquor will have access to cold storage.

Why Should You Order Through Sobeys Liquor?

There are a lot of perks when you order through Sobeys Liquor, including:

– Your product will be featured at the On-Site Liquor Store.
– Free access to the Sobeys/Safeway Liquor reefer trailer.
– Join Sobeys program to support local.

Important Steps:

Vendors ordering through Sobeys Liquor need to complete and submit the Sobeys Liquor Order Form

– Download a copy of the Sobeys Liquor Order Form
– Complete the Liquor Order Form & email it to beerfest@sobeys.com

*All orders must be submitted and paid for by 4:00pm Friday April 18, 2025

Return Product (post-event) – please email the email address that you placed your order with to request return.  Include quantity and description as well as order code.  Sobeys will assign a location once all returns have been assessed. No excess product left at venue – Absolutely No Exceptions

How does the Business to Business (B2B) Industry Session work?

ABF is excited to introduce the Business to Business (B2B) Industry Session to our spring festivals.

What is The Industry Session?

– A unique opportunity for vendors (you) to network with key decision-makers in the liquor and
hospitality industries.
– Showcase your product to owners and managers from local liquor stores and restaurants – please
have your booth ready and staffed by 4pm on Friday.
– Admission to the Industry Session will be free for owners and managers of liquor stores and
restaurants.

Calgary Beerfest B2B Industry Power Hour

– BMO Centre
– Friday, May 2, 2025, 4pm – 5pm

– Share THIS LINK with owners and managers from your network – they will receive their complimentary passes directly through Showpass!
– Food Vendors are not required to serve food, you can use this time to continue preparing for the consumer portion of the festival – which begins at 5PM.

AHS – Policies + Reminders

All vendors must have hand sanitizer at their booth!

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

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

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

All 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!
– See Tag Example Here

All Display Vehicles
– Must have less than ¼ of gas in the tank – no exceptions!
– Gas gauge must be functional.

Be sure to read and understand the Calgary Fire Department Indoor Events Guide regarding festival participation.

Frequently Asked Questions

I need my product chilled – how do we do this?
All vendors that order product through Sobeys Liquor will have access to cold storage
There is no cold storage available for vendors that do not order their product through Sobeys Liquor for the Edmonton Craft Beer Festival and Calgary International Beerfest.

There will also be ice available to order onsite at the festivals ($10 per large bag). Visit the Ice Booth at the back of the halls.

I need to rent or purchase a draught unit – how do I do this?
Contact Craig Sorrette with Everclear Draught Services at least two weeks prior to the event 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!

CANCELLATIONS

There are NO refunds on cancellations.

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, The Jasper Beer & Spirits Festival, The Revelstoke 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 Calgary Beer Festivals 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.

PLEASE NOTE

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.

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.