Payment Terms

Booths must be paid in full before you’re permitted to set up. No exceptions.

Cancellation Policy

• All cancellations are subject to a $150 cancellation fee.
• Cancellations made 31–45 days before the show will incur a 25% fee of your total payment.
• No refunds will be issued for cancellations made within 30 days of the show, including setup day.

Booth & Display Rules

• Only the products/services listed on your application may be displayed.
• Subletting space or sharing booths is not permitted without written approval.
• Nothing may be nailed, screwed, or otherwise affixed to floors or walls. Use only cloth tape if needed.
• You’re responsible for any damage caused to your booth or the venue.
• Keep aisles clear of displays and materials at all times.
• No soliciting outside your booth.

Safety & Fire Regulations

• All materials must be flame retardant.
• No flammable or explosive materials allowed.
• Vehicles on display: Max ¼ tank of fuel, fuel cap taped, battery disconnected and taped.
• Helium tanks and popcorn are not allowed inside the venue.

Sound & Audio/Visual

• Volume must stay at a "conversation level."
• Organizers may require you to turn down or shut off disruptive audio.
• Speakers must face inward, not into the aisles.

Insurance Requirements

All vendors must carry a minimum $2 million in liability insurance, with the Fort McMurray Chamber of Commerce listed as an additional insured.

The Chamber is not responsible for:

• Lost, stolen, or damaged items
• Injury or property damage caused by exhibitors
• Any agreements, representations, or business made between exhibitors and attendees

If requested, you may be asked to provide a copy of your insurance certificate.

Liability & Indemnity

You assume all risk related to your booth, products, and activities. The Chamber is not liable for any losses, damages, injuries, or business dealings during the show. If needed, the organizers may cancel this agreement if the show becomes impractical.

Exhibit Conduct & Standards

• Booths must remain fully set up and staffed during all show hours.
• The Chamber reserves the right to remove displays or exhibitors that are disruptive or don’t align with the event's values and standards.
• Offensive signage, behavior, or materials will not be tolerated.

Display & Signage Restrictions

• Booths may not exceed 8 ft in height.
• Please ensure at least 50% visibility between booths at eye level.
• No hanging or suspended signs allowed.
• If you have a prefabricated display that exceeds height limits, contact the show team in advance to make arrangements.

Final Notes

The Chamber reserves the right to interpret, update, and enforce these rules to ensure a safe and positive experience for all participants.