Information for Exhibitors


Online Exhibitor Registration Form – please
click here. WE ARE SOLD OUT FOR 2017 

Exhibitor Guidelines and Code of Conduct – please click here

RA Centre Building Floor Plan – please click here.

2017 Veg Fest Floor Plan COMING SOON

Event Information

Date and time
Saturday and  Sunday June 3-4, 2017, from 10 am to 4 pm.

Set-up Times
To avoid a mad rush on Saturday morning we offer the opportunity to set up on Friday from 4:30 to 7:30 pm. Saturday set up will be from 8:00 am to 9:45 pm.  If you need help finding your booth, when you arrive, report to the Event Office booth near the main entrance to the show or find a Veg Fest Volunteer.

Though the room is locked overnight, we recommend that you not leave valuables (such as laptops) at your booth. Sunday morning you can enter starting at 9 am.

Take down will take place between 4 and 6 pm on Sunday.

Location
RA Centre, 2451 Riverside Drive.  This venue offers a great central location and lots of FREE parking  For more information and a map, click here. For a floor plan of the RA Centre, showing the location of Veg Fest, click here.

The RA Centre will allow presentations to be located right next to the exhibition floor, and offers a loading door for easy access when setting up and taking down.

A final floor plan for exhibitors will be provided by email before the event. A preliminary plan is available through the link above.

Important Note
Please note that only products that are VEGAN (i.e. containing no animal or dairy products) may be displayed and/or sold at this event. Products containing honey or beeswax are NOT vegan.  No exceptions!

Exhibitor Code of Conduct
All exhibitors must comply with the prescribed code of conduct.  Useful guidelines are also provided. See link above on this web page.

Parking
Free parking is available onsite at the RA Centre. Vendors are asked to park in the parking area to the east of the RA Centre (closest to Billings Bridge Plaza).

Admission
Admission is by donation (proceeds from the event will be given to two deserving non-profit groups.  At our events during the last few years we have raised more than $30,000 for worthy causes.

Anticipated Attendance
This is obviously hard to estimate, but based on past VEG FEST we expect 5000 to 6000 attendees.

Number of Exhibitors:  between 80 and 100 (depending upon booth sizes reserved by exhibitors)

Overnight Security
The RA Centre has overnight security, but we recommend that valuable belongings (such as laptops) not be left overnight.

Booth Information

Reserve your booth now! (SOLD OUT FOR 2017)
Don’t miss out.  The last Ottawa Veg Fest sold out.  Reserve and pay for your booth before March 31st and save $100.  Standard booth prices remain unchanged from last year, but the price for deluxe corner booths have been inceased by $50 to $650 (still a great value).

Standard Booth
8 ft. wide x 6 ft. deep ($300) … for two days (includes one 6′ long table with white tablecloth and 2 chairs).

Deluxe Corner Booth
8 ft. wide x 12 ft. deep ($650) … for two days (includes one 6′ long table with white tablecloth and 2 chairs); this booth type has 12 ft. frontage on two aisles and 8 ft. frontage on the aisle end; a limited number of these deluxe booths are available and will be assigned on a first come first served basis.  Please note that prime locations are reserved for our sponsors and organizing partners.

Non-Profit Booths
8 ft. wide x 6 ft. deep ($200) … for two days (does NOT include table or chairs); a limited number of these booths are available, so please apply early.

Sharing Booths
We do permit two companies to share one booth (on a limited basis).

Special Group Rates
Associations requiring a group of booths should contact us for special pricing consideration.

Restaurant Vendors have the option to book a booth for one day: 8 ft. wide x 6 ft. deep ($175)
(they may choose to book a booth for two days at the standard booth price). Please note that you are not permitted to sell full meals for consumption on site, but rather may sell only small samples of your food (maximum value of $5). Electricity is not included in your booth cost (see note below).

Prices listed above are applicable only if paid before March 31, 2017 … after that date a late fee of $100 will be added. Please note that booths at the last several Ottawa Veg Fest sold out, so please reserve your booth early.  Please note that until you are paid in full, your booth is not reserved.

Electricity will be available for an additional $50 cost (limited availability … first-come first-served). Power supply is limited and it is the responsibility of the vendor to ensure that you inform the organizers of your specific power requirements. We will make every effort to ensure that the power provided will be adequate. The cost for one-day restaurant vendors is $30.

All booths will have fabric walls (pipe and drape) behind them.  A light-weight sign or banner may be suspended from the top metal bar (but not fastened to the fabric).

An additional table, with white table cloth and two chairs are available at a rate of $50 for two days.

Marketing and Promotion

An extensive marketing and promotion plan for Ottawa Veg Fest is in place which includes the vegfest.ca website, search engine optimization, online and email advertising, social media (primarily Facebook), news releases to local media, advertising in local newspapers and magazines, posters and postcard distribution at local businesses and events. Vendors are also urged to actively promote the event.  We can provide materials for online or print promotion.

Optional Marketing Opportunities

All exhibitors will receive a FREE basic listing in the printed program which will be distributed to attendees (will include company and website or email address).

Business card size ad (3.5″ wide x 2″ high) in the program: $75 (limited number, first-come first-served)

Exhibitor Fee includes a free basic listing in the website exhibitor directory
(includes company name in bold and website address or email).

Enhanced website listing: $25
(includes company name in bold, two line description, linked website address, email and phone number)

Deluxe website listing: $50
(includes company logo linked to your website, company name in bold, two line description, website address linked to your website, email and phone number) Please Note: our past exhibitors receive a FREE Deluxe listing (a saving of $50).

Additional Marketing Opportunities:

We will investigate additional pre-event advertising opportunities for our exhibitors.  This will include but not be limited to appearances on local TV and radio. If you are interested in this opportunity, please contact us.  Only a limited number of these opportunities exist, so please contact us early.

Gift Bag

As we have successfully done for our past events, we will offer the first 100 attendees each day a Gift Bag. Exhibitors may provide product samples or coupons for inclusion in the Gift Bag (but not just promotional literature).  This is a great way to promote your business.