Public Access Hours
Friday, May 2, 2025, 10:00 AM - 7:00 PM
Saturday, May 3, 2025, 9:00 AM - 5:00 PM
Contact Information
For all exhibitor inquiries, please contact us at bmoexpo@runvan.org
Key Dates & Deadlines
Rental Space Agreement - Terms & Conditions |
March 7, 2025 |
Exhibitor Insurance Certificate |
March 13, 2025 |
VCH Food & Beverage Application |
March 29, 2025 |
Exhibitor Badges
Complimentary Exhibitor badges and staff wristbands are provided for exhibitors and their staff. Exhibitor badges and wristbands are provided when you check-in.
Early Access
Vancouver Convention Centre - East facility will be open to exhibitors, via the Canada Place Entrance ONE HOUR before daily Show opening. Security will be in effect at all times and exhibitor badges and wristbands must be worn.
IMPORTANT: Due to the multiple shows that the Convention Centre hosts, they are very strict with our allocated setup time. Exhibitors arriving outside of their designated setup date/time, will be turned away by the Convention Centre loading dock personnel. The Convention Centre security does not allow dollies to be used in the lobby or hallway areas.
Exhibitor and freight entry to the East Building is via the Truck Route at the corner of Howe St. and Waterfront Road in front of Canada Place. The loading area has loading bays reserved for our show and can accommodate up to 5-ton trucks.
YOU MUST PROVIDE YOUR OWN SAFETY VESTS FOR MOVE-IN AND OUT. THOSE WHO DO NOT HAVE ONE CAN PURCHASE THEM THROUGH THE VCC ONLINE SHOP OR FROM THE VENDING MACHINE ONSITE.
Set-Up Procedure
Move-in: Thursday, May 1, 2025, 2:00 PM - 8:00 PM
Please check-in at the Exhibitor Check-in desk at the hall entrance prior to proceeding to your booth. A show representative will be present to provide you with your exhibitor badges and wristbands.
- Exhibitors will not be permitted to set up during show hours
Exhibitor Parking
The most convenient parking lot is the Canada Place underground parking lot.
Dollies & Forklifts
Limited supply of dollies and carts will be provided on site. It is recommended that you bring your own. Forklift and driver assistance is provided as per availability.
Move-Out Procedure
Move-out: Saturday, May 3, 2025, 5:00 PM - 9:00 PM
Each Exhibitor will be provided with a move-out slip. Upon dismantling your booth you may submit your slip to show services to be granted access to leave through the loading dock.
- Booths may not be dismantled before 5:00 PM
Vehicle access to Loading Bay
Not permitted until 5pm. Vehicles arriving before 5pm will be turned away by Traffic Management Personnel. Vehicle queuing in and around the facility on city streets is not permitted.
We have secured discounted rates with the following hotels:
Pinnacle Hotel Harbourfront ($339 + Tax/night) - Pinnacle Booking Link
Sheraton Vancouver Wall Centre ($339 + Tax/night)- Sheraton Booking Link
Sutton Place Hotel ($339 + Tax/night) - Sutton Booking Link
Each 10x10 space will provide the following:
- 8' high blue back wall and 3' blue sidewall
- 6' x 2' blue skirted table (Number Requested)
- Chairs (Number Requested)
- Electricity, Internet, Audio Visual and Wi-fi ARE NOT included in your booth rental (please use the Vancouver Convention Centre link below).
Booth Parameters
Aisle space may not be used for exhibit purposes, or for general solicitation of business. Distribution of literature, food and beverage samples or other exhibit material is forbidden outside designated booth space. Mascots may not wander down the aisles and must stay within the contracted exhibit space.
Design Guidelines
Your exhibit must not block the view or interfere with neighbouring exhibits. No significant obstructions are allowed in the forward corners of the booth. Any display materials over 3 feet in height must be placed at the rear of the booth, not more than 4 feet from the back wall.
Fire Regulations
Displays may not block, impede or obstruct a fire exit from view or access. The use of propane must be pre-approved by Vancouver Convention Centre.
Helium-Filled Balloons
and other inflatable items are acceptable but must be approved by Vancouver Convention Centre. A deposit and signed waiver form is required.
The following services and additional equipment are available for individual show booths at additional costs. When an order is placed for any show service; to avoid any discrepancies in your orders, bring copies of your orders to show site.
Levy Show Services
The following services and products will be available for order through Levy Show Services:
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ORDER CATALOGUE COMING SOON!
Vancouver Convention Centre (VCC) Exhibitor Services
The following services and products will be available for order through the VCC:
- Power / Electrical within booth
- Wireless or wired internet
- Audio Visual Equipment
ORDER CATALOGUE COMING SOON!
All food and beverage sampling must be approved by show management. Please complete the Vancouver Coastal Health (VCH) form and submit in the Upload Documents section of the exhibitor portal, no later than March 29, 2025. Forms submitted after this date will be subject to a fee from VCH.
Samples can not be more than 4oz as per the Vancouver Convention Centre regulations. No alcohol is permitted.
Wash-up Stations on the floor - Show Management has installed wash-up stations in various parts of the show for the purpose of satisfying the Health Regulations’ requirement for food handlers to have access to sinks with hot and cold water. Powder mixes cannot be discharged in these sinks. Ask Tracey for more information. Please check with Expo Manager as to the proximity of a sink to your booth if you are handling food and beverage products.
Shipping and Deliveries
Permitted Methods of shipping and delivering of merchandise to the show:
- Ship direct to the Convention Centre to arrive on May 1st only during move-in hours. If LEVY needs to receive or move your shipment from the loading bay to your booth, you will be charged a material handling fee. Contact LEVY for pricing and to order this service.
- Advance shipping of merchandise to LEVY warehouse (between March 29 and April 26, 2025). LEVY will deliver all items to your booth on May 1st for your set-up convenience. Contact LEVY for pricing and to order this service.
- Delivery of material at the time of set-up via personal truck will be permitted on May 1st during your scheduled move-in time. If Levy needs to receive your shipment and deliver to your booth, you will be charged for material handling. Contact LEVY to order their Material Handling Service.
Limited storage and accessible storage is available on first come basis at the Expo. If you require additional storage please contact us at bmoexpo@runvan.org.
Each exhibitor is responsible to carry mandatory insurance against liability, loss or damage for the duration of the show. The Policy shall provide coverage of at least $2,000,000.00 for each occurrence. You will not be permitted on the show floor without insurance.
The Policy shall name the following:
Certificate Holder:
Vancouver International Marathon Society 5279 Still Creek Ave #3B, Burnaby, BC, V5C 5V1 and B.C. Pavilion Corporation dba Vancouver Convention Centre (Vancouver Convention Centre, East Building), 1055 Canada Place, Vancouver, BC, V6C 0C3
Additional Insured:
B.C. Pavilion Corporation dba Vancouver Convention Centre, Vancouver International Marathon Society, their Directors and employees, and all affiliates and subsidiaries directly or indirectly controlled by the Vancouver International Marathon Society.
Show Name: BMO Vancouver Marathon Health, Sports & Lifestyle Expo
Event Location: Vancouver Convention Centre, East Building,
1055 Canada Place, Vancouver, BC, V6C 0C3
Event Dates (including load in and load out): May 1, 2025 to May 3, 2025
Legal Name of Show Organizer: Vancouver International Marathon Society
Address of Show Organizer: 5279 Still Creek Ave #3B, Burnaby, BC, V5C 5V1
Who can provide me with a Certificate of Insurance?
Most exhibitors are able to coordinate insurance through your carrier. Otherwise, insurance can be ordered.
PAL Canada offers a ‘blanket’ exhibitor policy through their online insurance program. The Exhibitor Insurance Program is outlined in full on the link below:
https://www.palcanada.com/index.php/en-us/event-participants/exhibitor
Alternatively, Insurance Waivers are also available from the Expo Manager. The waivers must be submitted prior to the event dates. Entry to the show floor will not be allowed until the waiver is signed.
Submit certificates of insurance in the Upload Documents section of the exhibitor portal.
Certificate of Insurance due on: March 13, 2025