Exhibitor Service Kit
Welcome to the Show
Here you will find everything you need to plan your booth setup—from move-in and move-out details to shipping, electrical, and ordering services. You’ll also discover important deadlines (save $ by ordering early), marketing tips, and opportunities to help you get the most out of your time at the show. Our team is here to support you every step of the way, ensuring you have a positive experience connecting with thousands of attendees eager to discover the latest in wellness, nutrition, fitness, and healthy living.
If you have questions, connect with us at (403) 971-3227 or by email at support@eventworx.ca.
What’s included in your booth?
Each booth comes standard with:
10’ wide x 10’ deep and larger booths:
8’h back wall drape (blue), 3’h side wall drape(blue), grey booth carpet, one (1) 8, 6 or 4 foot skirted table (black), two (2) folding chairs, four (4) exhibitor badges
8’ wide x 10’ deep:
8’h back wall drape (blue), 3’h side wall drape(blue), grey booth carpet, one (1) 8, 6 or 4 foot skirted table (black), two (2) folding chairs, four (4) exhibitor badges
6.5’ wide x 10’ deep:
8’h back wall drape (blue), 3’h side wall drape(blue), grey booth carpet, one (1) 6 or 4 foot skirted table (black), two (2) folding chairs, four (4) exhibitor badges
Move in/out Schedules
Please note – Each exhibitor, big or small, MUST schedule their move in and out times. NO EXCEPTIONS. The Vancouver Convention Centre provides each exhibitor with scheduled times for load-in and load-out. Contact Bruce Carew at brucecarew@eventworx.ca for the form codes to schedule your move-in time.
IMPORTANT NOTICE ABOUT MOVE IN/OUT:
At move-in on Friday, January 30 and move-out on Sunday, February 1, if moving freight for your booth from the Main Doors of Vancouver Convention Centre, NO CARTS, WAGONS, DOLLIES ARE ALLOWED. You must HAND CARRY all of your items. If you are coming in from the Loading Dock, this is OK.
This is in accordance with the rules and regulations of Vancouver Convention Centre. Security at the Main Doors (public doors) will STOP YOU from entering if you are carrying freight on a wheeled apparatus.
Exhibitor Move In – Friday
(30/01/26) – 2:00 PM – 10:00 PM
Show Hours – Saturday
(31/01/26) – 10:00 AM – 6:00 PM
Show Hours – Sunday
(01/02/26) – 10:00 AM – 5:00 PM
Exhibitor Move Out – Sunday
(01/02/26) – 6:00 PM 10:00 PM
NO FREIGHT or items may be left overnight for pickup. ALL items must be removed from the floor by 10:00 pm.
Exhibitor Insurance
Exhibitor Insurance in MANDATORY. Entry into the loading areas is at the exhibitor’s risk. Neither EventWorx nor the VCC will assume responsibility for personal injury due to accidents of any cause whatsoever.
Management and staff wish to assure all exhibitors that every precaution is taken to safeguard exhibits. Both EventWorx and the VCC will assume no responsibility for the safety of exhibits against robbery, fire, damage, accidents, or for any cause whatsoever, either during show hours or move-in / move-out periods. In all cases, exhibitors must insure their own goods and exhibits against any such loss. The exhibitor shall indemnify and hold harmless EventWorx from all liability that might ensue from any cause whatsoever.
Your COI should include the following:
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Naming both Vancouver Convention Centre and Eventworx complete address.
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VCC 1055 Canada Place Vancouver BC
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Eventworx Suite 100-342 111 5th Ave SW Calgary AB
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Company name and details of the insured
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Description of where the extended insurance applies and the dates
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Commercial general liability for both the public (up to $2M) and products (up to $2M)
A certificate or copy of your insurance must be provided to EventWorx no later than January 16, 2026.
Section A – Marketing
Promotional opportunities, show logo, social media graphics; exhibitor badges and general show questions.
Marketing: paulaarnold@eventworx.ca
Registration and general questions: support@eventworx.ca
Sponsorships, speaking opportunities, giveaways: sales@eventworx.ca
1. Online Floor Plan & Exhibitor Listing
The online floor plan and exhibitor list provides an excellent opportunity to enhance your visibility. You can add your logo, a company description, and details about your products, services, and show promotions. When you booked your exhibit space, you created an online account to manage your listing. If you don’t have access, please contact support@eventworx.ca and we’ll provide your login details.
2. Social Media Promotion
We strongly encourage exhibitors to share videos, product highlights, and digital postcards promoting your participation in The Wellness Show. These are perfect for social posts, newsletters, or website banners inviting your customers to visit your booth!
- If you’d like our team to create a customized digital postcard featuring your company logo, please email your logo to marketing@eventworx.ca with the subject line: “Wellness Show Exhibitor Postcard.”
3. Add the Show to Your Website
Include The Wellness Show on your company’s “Upcoming Events” or “Where to Find Us” page to let customers know where they can meet you in person.
4. Invite Your Customers
Each exhibitor receives a number of complimentary tickets to invite valued clients and prospects — plus the option to purchase additional tickets at a discounted rate. We recommend using your complimentary tickets for online giveaways or advance contests to boost awareness and drive booth traffic.
5. Contest Partnerships
Contests are a fantastic way to engage your audience and attract new customers. Exhibitors are invited to partner with The Wellness Show by providing prizes, gift baskets, or gift cards (valued over $100) for our promotional campaigns. In return, your company will be featured in our newsletters and social media promotions leading up to the show. To participate, please complete the contest partnership form and deliver your prize to the show office during move-in. The sooner we receive your prize details, the more exposure your brand will receive.
Exhibitors Newsletters
To ensure you receive the latest in Exhibitor news, please contact paulaarnold@eventworx.ca to be added to The Vancouver Wellness Show Exhibitors Newsletter.
Section B – Vancouver Convention Centre (VCC)
Power, WIFI, Water, Food & beverage, Booth cleaning and more…
The 2026 pricing will apply only to the Exhibitors who ordered after December 31, 2025.
Vancouver Convention Centre – Online Ordering Information – PDF
The deadline for Advance Rate Ordering is January 8, 2026. The deadline for Pre-Show Ordering is January 26, 2026.
The Vancouver Convention Centre Exhibit Services Desk will also be open during exhibitor move-in times and the first 2 hours of show open. Exhibitors can make on-site orders and requests here but will be subject to late rate pricing.
Very Important
Due to WorkSafeBC regulations all exhibitors are required to wear WorkSafeBC approved high-visibility vests at all times during move-in and move-out periods. For exhibitors that do not own a personal safety vest, safety vests are available for purchase on our online ordering platform and will be stored at the Exhibit Services Office for pickup during event move-in. Alternatively, we have vending machines available throughout the Vancouver Convention Centre offering safety vests for purchase. The vending machines are located at the West Loading Bays and East Delegate Concourse.
Section C – Goodkey Show Service Ltd.
Booth furnishings, material handling, signage, labour services
Goodkey Show Services – Online Ordering
The deadline to qualify for early bird prices is January 9, 2026. All orders processed after the deadline date would be considered a late order; regular prices will apply and are subject to a 35% late order surcharge. Goodkey Show Services requires payment in full at the time orders are placed. Canceled Orders: There is a 50% cancellation fee.
If you have questions regarding booth furnishings, material handling, signage and labour, please contact Goodkey Show Services directly by email at info@goodkey.com or by telephone: (780) 426-2211.
Section D – Vancouver Coastal Health
Food preparation and sampling
If you are providing food samples at your booth, you are required to complete forms from Vancouver Coastal Health.
Section E – GNS Freight Solutions
Advanced Shipping & storage, Freight Solutions, & Customs Brokerage
GNS Freight Solutions offers competitive ground and air freight solutions – from across the country or across town. The advantage to you is your freight will be in the booth before you arrive for set up – and no need to spend time offloading and onloading that the convention docks.
GNS Freight Solutions Order Form
GNS Freight Solutions – Shipping and Receiving
GNS Freight Solutions – EE Commercial Invoice Packing List
If you have questions regarding shipping and customers, please contact GNS Freight Solutions directly by email at andrew@gnsfreight.com or by telephone: (902)-315-2750.