Edmonton Craft Beer Festival

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

Dates:
March 10 & 11, 2023

Location:
Edmonton Expo Center – Halls B + C

Set-Up:
Thursday, March 9 – 1PM to 7PM
Friday, March 10 – 10AM to 3:30PM (vehicles must be removed by 2:30)

Take-Down:
Saturday, March 11 – 10PM to Midnight
All items must be removed from the venue immediately following the festival!

Festival Hours: 
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 (Passes emailed approximately 1 week prior to each festival)
10 x Promo Passes for Session #2 (Passes emailed approximately 1 month prior to each festival)

Items that can be ordered through the venue?
Electrical
Parking Passes
Banner Hanging (from the ceiling)
Additional tables, chairs

ABF will provide venue order forms for all additional products in updates leading up to the festival

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.

How Do Vendors Order Products?

Ordering Through Sobeys Liquor:
Sobeys Liquor is the sponsor of both festivals and will be accepting orders from all vendors that are serving alcohol.
Order forms will be attached to all updates 6 weeks in advance of each festival.
Follow the ordering instructions carefully and follow up with Sobeys Liquor directly if you have any questions related to ordering your product through Sobeys Liquor for the festival(s).

Order Through Your Tasting Room:
If you have the appropriate AGLC license you are permitted to order and deliver the product to the festivals directly.
You must provide ABF with the invoice and receipt of payment for ALL products that you are sampling at the festivals before you are permitted to begin sampling your product.
AGLC will have inspectors at all festivals to ensure that the product being served has been purchased for the purpose of sampling at the festival.

What Volume of Product Do Vendors Pour?

Below are the estimated number of samples poured per session according to the 2019 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.

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).
– If you require AHS forms please contact Mark at m.kondrat@albertabeerfestivals.com.

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 “SC-109” rating.
– Be sure to have this confirmed prior to bringing your canopies to the festivals!
All Display Vehicles
– Must have less than ¼ of gas in the tank – no exceptions!
– Gas gauge must be functional.

Frequently Asked Questions

I need my product chilled – how do we do this?
Access to reefer/cold storage at the event is for vendors who order their product through Sobeys.
There will be no other reefer / cold storage available at the event.
This applies even if you self deliver, although there is a special price from Sobeys for self delivered product.
Ice bags are 25lbs and cost $10 each.
Cost for each bag of ice you use will be deducted from your sample tokens.

I need to rent or purchase a draught unit – how do I do this?
Contact Craig Sorrette with Everclear Draught Services: everclear@shaw.ca

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

I have more questions – who should I contact?
Please email 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.

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

Dates:
March 10 & 11, 2023

Location:
Edmonton Expo Center – Halls B + C

Set-Up:
Thursday, March 9 – 1PM to 7PM
Friday, March 10 – 10AM to 3:30PM (vehicles must be removed by 2:30)

Take-Down:
Saturday, March 11 – 10PM to Midnight
All items must be removed from the venue immediately following the festival!

Festival Hours: 
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 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
5 x Exhibitor Passes / Session (Passes emailed approximately 1 week prior to each festival)
10 x Promo Passes for Session #2 (Passes emailed approximately 1 month prior to each festival)

Items that can be ordered through the venue?
Banner Hanging (from the ceiling)
Additional tables, chairs
Fridges + Alto Sahms

ABF will provide venue order forms for all additional products in updates leading up to the festival

How Do Sample Tokens Work For Food?

Both festivals are strictly sampling events.
All samples must be exchanged for sample tokens and no cash sales are permitted.
There is no minimum or maximum number of sample tokens for food samples.
All sample tokens are $1.00 each.
ABF will collect the sample tokens from vendors at the end of each session.
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.

How Do Vendors Order Alcohol?

Ordering Through Sobeys Liquor:
Sobeys Liquor is the sponsor of both festivals and will be accepting orders from all vendors that are serving alcohol.
Order forms will be attached to all updates 1.5 months in advance of each festival.
Follow the ordering instructions carefully and follow up with Sobeys Liquor directly if you have any questions related to ordering your product through Sobeys Liquor for the festival(s).

Order Through Your Tasting Room:
If you have the appropriate AGLC license you are permitted to order and deliver the product to the festivals directly.
You must provide ABF with the invoice and receipt of payment for ALL products that you are sampling at the festivals before you are permitted to begin sampling your product.
AGLC will have inspectors at all festivals to ensure that the product being served has been purchased for the purpose of sampling at the festival.

What Volume of Food Do Vendors Serve?

Below are the estimated number of samples poured per session according to the 2022 festivals:
Average Number of Samples Per Session = 500*

*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.

AHS – Policies + Reminders

All food vendors must complete AHS forms and email them directly to Mark with ABF at m.kondrat@albertabeerfestivals.com.
All food vendors must have hand sanitizer at their booth.
You must transport all food to the venue safely – keeping food at appropriate temperatures.
All food must be stored safely with temperature remaining consistent during the festival.
No food can be cooked on-site.
Reheating pre-cooked food is allowed.
You must have a fire extinguisher at your booth at all times.
Please review all AHS policies prior to the festival to ensure that your team is following their guidelines.

AGLC – Policies + Reminders

No minors allowed in the venue – this includes working at booths in any capacity!
No consuming alcohol behind your booth for any reason.
Serving alcohol at your booth? All vendors serving alcohol must have Proserve – and you must have proof.
All samples must be exchanged for sample tokens and no cash sales are permitted.
Alcohol – Maximum Sample Sizes
– Beer, Cider, RTDs – 4 ounces
– Spirits – ½ ounce
– Alcohol – Minimum of 2 tokens per sample

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 “SC-109” rating.
– Be sure to have this confirmed prior to bringing your canopies to the festivals!
All Display Vehicles
– Must have less than ¼ of gas in the tank – no exceptions!
– Gas gauge must be functional.
All food vendors must have a fire extinguisher at their booth!

Frequently Asked Questions

Is there ice available at the festival?
There will also be ice available to order at the festivals ($10 per large bag).

I need to rent or purchase a draught unit – how do I do this?
Contact Craig Sorrette with Everclear Draught Services: 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 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. 4 oz. samples.
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.
7. Each exhibitor will receive 5 event exhibitor badges and 5 exhibitor wristbands which must be presented upon entry to the event. No exceptions. Additional badges will be available upon request.
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.
11. Exhibitors must disclose any and all beverages/food that will be sampled by the public during the event with a minimum of one beer per booth.
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. Non-compliance with any of these rules and policies will result in immediate fines.