Vendor Information
The First Annual Athabaska Ultra 100 will be held July 27-29, 2018. The start line is at West River’s Edge,
Fort Saskatchewan and the race follows the historic 100-Mile Portage built in 1876, now part of the
Trans Canada Trail, to the finish line at the Athabasca Landing at the riverfront in Athabasca. The ultra
running event will include an outdoor theatre where audiences are taken on a journey to experience the
trail development and its connections to Indigenous people and settler communities. The outdoor
theatre story presentation starts on Friday night, at the race package pick up and pasta dinner on July
27, 2018 in Fort Saskatchewan and continues through each transition station to the finish line in
Athabasca on July 29, 2018. The purpose of the play is to bring to life the rich history of the building and
use of the 100-Mile Portage and the contributions of the Indigenous and Metis people who built and
worked on the trail.
The Athabaska Ultra 100 is a running event that will showcase the communities and community spirit of
Northern Alberta. The Athabaska Ultra 100 is an opportunity to:
ORGANIZER’S CONTACT INFO
Brenda Reynolds
Race Director
a thabaskaultra100@gmail.com
EXPO HOURS:
Friday, July 27/18 @ 2 to 8 pm
Sunday, July 29/18 @ 10 am to 2 pm
*All vendors must be setup prior to 1:30 pm on Friday July 27th and 9:30 am on Sunday July 29th.
PAYMENT POLICY
$200/vendor
All payments must be received to confirm your spot and be eligible for pre-race promotion.
Facebook: Athabaska Ultra 100 athabaskaultra@gmail.com http://www.athabaskaultra100.ca/
Cheques may be payable to:
Athabaska Ultra 100
Box 639
Athabasca, AB
T9S 2A5
BOOTH/SPACE ASSIGNMENT
The Expo assigns booth/spaces on a first come first serve priority with sponsors having first selection.
Adjustments may be necessary to provide maximum utilization of space for 10’x10’ tents. No Exhibitor
shall assign, sublet, or apportion the whole or any part of the space allotted without the knowledge and
consent of the Expo Director. It is the responsibility of the Exhibitor to inform the Expo Director, in
writing, a list of all products and/or services
ONSITE BRANDING
All onsite branding must be pre-approved by the Expo Director. Please provide a list of banners, tents,
flags, or another event branding you wish to bring.
BOOTH PRESENTATION
It is essential that your booth presents a polished, professional image. We ask that each exhibitor make
every effort to have display materials prepared by experienced professionals. Paper or hand-written
signs are not permitted. Display booths and other exhibits shall not be placed in such a manner as to
interfere with sight line and other exhibits. Any constructed exhibit booth in excess of 4’ in height must
be kept within 4 feet of rear of booth. This guideline must be followed so that no booth with interfere
with other exhibits to the right or left of it.
Exhibitors must staff their booth space for the full hours of the Expo (unless previous arrangements have
been made with the Expo Director). Please note that Exhibits must be in place until closing hours to the
public. Dismantling is permitted only after the Expo has closed. All Exhibits must be completely
removed within the Load-Out period and garbage disposed. The Athabaska Ultra 100 Trail Run
Association is not responsible for items left at the Expo.
No loud speakers will be allowed in the exhibit area. In cases where a product demonstration is being
used, the sound must be subdued to such an extent as to ensure it’s having no reasonable nuisance
effect on neighbouring exhibitors. The event reserves the right to ban or discontinue the use of
amplified sound at an exhibitor booth space.
DELIVERIES
Any third-party deliveries must be approved and coordinated with the Expo Director. Any deliveries or
load-ins that are large or require special care should also be coordinated with the Expo Director.
Facebook: Athabaska Ultra 100 athabaskaultra@gmail.com http://www.athabaskaultra100.ca/
STORAGE
There is no extra on-site storage.
LABOUR
Athabaska Ultra 100 does not supply any manpower or equipment (dollies, carts etc.) in unloading of
trucks and movement of exhibits or displays to and from exhibits area.
IN CASE OF AN EMERGENCY
Please take note that in case of an emergency, you can dial 911 and notify the Expo Director.
SAFETY
Safety markings (flagging, railings etc.) must be placed on any projection or other objects where
attendees could injure themselves. Operating equipment and other objects, which might cause bodily
harm, must be adequately safeguarded. Cables of any kind must have the proper covering to avoid trip
hazards. Storage of any inflammable material is strictly forbidden.
SECURITY
The event assumes no responsibility for the loss of any articles at any time. We strongly recommend
that any valuable items are secured off site.
INSURANCE
Athabaska Ultra 100 Trail Run Association will assume no responsibility for the safety of exhibits against
theft, fire, damage, and accidents or for any cause whatsoever, either during load-in, while assembled,
or load-out periods. Management and staff wish to assure all Exhibitors that every precaution is taken
to safeguard exhibits. The event will assume no responsibility for the safety of exhibits against , fire,
robbery, damage, and accidents or for any cause whatsoever, either during move-in, event or 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 the event from all liability that might ensue from any cause
whatsoever.
Please attach a Certificate of Insurance for $2,000,000.00 per occurrence, public liability and property
damage, naming the Exhibitor.
FOOD & BEVERAGE EXHIBITORS
Enclosed are the guidelines/rules & regulations provided by Alberta Health Services. Food and Beverage
Exhibitors must also have approval from Alberta Health.
WATER/ICE
All food sampling should be served in individual containers and meet Alberta Health Services
regulations. There may be limited electrical power capacities. Please include any power requirements
in your application.
Facebook: Athabaska Ultra 100 athabaskaultra@gmail.com http://www.athabaskaultra100.ca/
APPLICANT INFORMATION
Please complete the information below
Exhibiting Company Name
Address
City Postal Code
Contact Person Phone Number
Description of Business/Exhibit/Products to be displayed
Email Completed form to:
Athabaska Ultra 100
athabaskaultra@gmail.com
Company Name for Receipt
Please make cheques payable to Athabaska Ultra 100 and mail to (Athabaska Ultra 100, Box 639,
Athabasca, AB T9S 2A5). Payment is required before your space can be confirmed.
Facebook: Athabaska Ultra 100 athabaskaultra@gmail.com http://www.athabaskaultra100.ca/
Athabaska Ultra 100 Trail Run Association Terms & Conditions
I HAVE READ, UNDERSTAND AND AGREE TO ALL THE TERMS AND CONDITIONS OF THE 2018 ATHABASKA
ULTRA 100 AS EXPLAINED IN THIS AGREEMENT.
PRINT NAME OF AUTHORIZED PERSON SIGNATURE DATE
Fort Saskatchewan and the race follows the historic 100-Mile Portage built in 1876, now part of the
Trans Canada Trail, to the finish line at the Athabasca Landing at the riverfront in Athabasca. The ultra
running event will include an outdoor theatre where audiences are taken on a journey to experience the
trail development and its connections to Indigenous people and settler communities. The outdoor
theatre story presentation starts on Friday night, at the race package pick up and pasta dinner on July
27, 2018 in Fort Saskatchewan and continues through each transition station to the finish line in
Athabasca on July 29, 2018. The purpose of the play is to bring to life the rich history of the building and
use of the 100-Mile Portage and the contributions of the Indigenous and Metis people who built and
worked on the trail.
The Athabaska Ultra 100 is a running event that will showcase the communities and community spirit of
Northern Alberta. The Athabaska Ultra 100 is an opportunity to:
- Experience the recreational and tourism opportunities in the communities, counties and towns
of Northern Alberta while exploring the historic Athabasca Landing Trail - Engage the many municipalities along the trail in cooperative hosting of an event that brings a
positive recreational activity to residents.
ORGANIZER’S CONTACT INFO
Brenda Reynolds
Race Director
a thabaskaultra100@gmail.com
EXPO HOURS:
Friday, July 27/18 @ 2 to 8 pm
Sunday, July 29/18 @ 10 am to 2 pm
*All vendors must be setup prior to 1:30 pm on Friday July 27th and 9:30 am on Sunday July 29th.
PAYMENT POLICY
$200/vendor
All payments must be received to confirm your spot and be eligible for pre-race promotion.
Facebook: Athabaska Ultra 100 athabaskaultra@gmail.com http://www.athabaskaultra100.ca/
Cheques may be payable to:
Athabaska Ultra 100
Box 639
Athabasca, AB
T9S 2A5
BOOTH/SPACE ASSIGNMENT
The Expo assigns booth/spaces on a first come first serve priority with sponsors having first selection.
Adjustments may be necessary to provide maximum utilization of space for 10’x10’ tents. No Exhibitor
shall assign, sublet, or apportion the whole or any part of the space allotted without the knowledge and
consent of the Expo Director. It is the responsibility of the Exhibitor to inform the Expo Director, in
writing, a list of all products and/or services
ONSITE BRANDING
All onsite branding must be pre-approved by the Expo Director. Please provide a list of banners, tents,
flags, or another event branding you wish to bring.
BOOTH PRESENTATION
It is essential that your booth presents a polished, professional image. We ask that each exhibitor make
every effort to have display materials prepared by experienced professionals. Paper or hand-written
signs are not permitted. Display booths and other exhibits shall not be placed in such a manner as to
interfere with sight line and other exhibits. Any constructed exhibit booth in excess of 4’ in height must
be kept within 4 feet of rear of booth. This guideline must be followed so that no booth with interfere
with other exhibits to the right or left of it.
Exhibitors must staff their booth space for the full hours of the Expo (unless previous arrangements have
been made with the Expo Director). Please note that Exhibits must be in place until closing hours to the
public. Dismantling is permitted only after the Expo has closed. All Exhibits must be completely
removed within the Load-Out period and garbage disposed. The Athabaska Ultra 100 Trail Run
Association is not responsible for items left at the Expo.
No loud speakers will be allowed in the exhibit area. In cases where a product demonstration is being
used, the sound must be subdued to such an extent as to ensure it’s having no reasonable nuisance
effect on neighbouring exhibitors. The event reserves the right to ban or discontinue the use of
amplified sound at an exhibitor booth space.
DELIVERIES
Any third-party deliveries must be approved and coordinated with the Expo Director. Any deliveries or
load-ins that are large or require special care should also be coordinated with the Expo Director.
Facebook: Athabaska Ultra 100 athabaskaultra@gmail.com http://www.athabaskaultra100.ca/
STORAGE
There is no extra on-site storage.
LABOUR
Athabaska Ultra 100 does not supply any manpower or equipment (dollies, carts etc.) in unloading of
trucks and movement of exhibits or displays to and from exhibits area.
IN CASE OF AN EMERGENCY
Please take note that in case of an emergency, you can dial 911 and notify the Expo Director.
SAFETY
Safety markings (flagging, railings etc.) must be placed on any projection or other objects where
attendees could injure themselves. Operating equipment and other objects, which might cause bodily
harm, must be adequately safeguarded. Cables of any kind must have the proper covering to avoid trip
hazards. Storage of any inflammable material is strictly forbidden.
SECURITY
The event assumes no responsibility for the loss of any articles at any time. We strongly recommend
that any valuable items are secured off site.
INSURANCE
Athabaska Ultra 100 Trail Run Association will assume no responsibility for the safety of exhibits against
theft, fire, damage, and accidents or for any cause whatsoever, either during load-in, while assembled,
or load-out periods. Management and staff wish to assure all Exhibitors that every precaution is taken
to safeguard exhibits. The event will assume no responsibility for the safety of exhibits against , fire,
robbery, damage, and accidents or for any cause whatsoever, either during move-in, event or 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 the event from all liability that might ensue from any cause
whatsoever.
Please attach a Certificate of Insurance for $2,000,000.00 per occurrence, public liability and property
damage, naming the Exhibitor.
FOOD & BEVERAGE EXHIBITORS
Enclosed are the guidelines/rules & regulations provided by Alberta Health Services. Food and Beverage
Exhibitors must also have approval from Alberta Health.
WATER/ICE
All food sampling should be served in individual containers and meet Alberta Health Services
regulations. There may be limited electrical power capacities. Please include any power requirements
in your application.
Facebook: Athabaska Ultra 100 athabaskaultra@gmail.com http://www.athabaskaultra100.ca/
APPLICANT INFORMATION
Please complete the information below
Exhibiting Company Name
Address
City Postal Code
Contact Person Phone Number
Description of Business/Exhibit/Products to be displayed
Email Completed form to:
Athabaska Ultra 100
athabaskaultra@gmail.com
Company Name for Receipt
Please make cheques payable to Athabaska Ultra 100 and mail to (Athabaska Ultra 100, Box 639,
Athabasca, AB T9S 2A5). Payment is required before your space can be confirmed.
Facebook: Athabaska Ultra 100 athabaskaultra@gmail.com http://www.athabaskaultra100.ca/
Athabaska Ultra 100 Trail Run Association Terms & Conditions
- The Exhibitor agrees that all displays will be fully set up by 1:30 pm on Friday July 27th and from
9:30 am to 1:30 pm on Sunday, July 29th. - The Exhibitor agrees to have their booth open and staffed at all times during the Expo hours.
- The Exhibitor agrees that displays will not visually or physically disturb aisles or adjacent
exhibitors. - The Exhibitor agrees to conform to all rules and regulations adopted by Athabaska Ultra 100
Trail Run Association in the best interest of the Expo, and agree that Athabaska Ultra 100 Trail
Run Association shall have final decision in adopting any rule or regulation deemed necessary
prior to, during and after the Expo. - The Exhibitor agrees to restrict use of the Exhibitor’s booth(s) solely to the Exhibitor, and will
not rent, sublet, share or sell any portion of the reserved space to another company, group or
organization, other than that approved by the Expo, without permission from Athabaska Ultra
100 Trail Run Association. - Literature and/or other promotional materials cannot be handed out, left on display or
otherwise distributed in any space other than the exhibitor’s assigned booth at any time without
express prior written permission from Athabaska Ultra 100 Trail Run Association. Advertising of
booth spaces by any mobile means (carrying/wearing of signage materials, verbal
communication with attendees, etc) in areas of the Expo other than the exhibitor’s assigned
booth is not permitted. - The Exhibitor will be informed prior to event weekend of the booth space assigned to them;
however, the Exhibitor acknowledges and agrees that booth assignments may be changed by
Athabaska Ultra 100 Trail Run Association. Every effort will be made Athabaska Ultra 100 Trail
Run Association not to change booth assignments. - The Exhibitor agrees that all literature, products, etc., belonging to the Exhibitor shall be
removed from the Expo within 2 hours of close on Friday July 27th and by 4 pm on Sunday July
29th unless agreed otherwise in writing. - The Exhibitor agrees that the violation of any terms and conditions of the Agreement may result
in forfeiture of the booth. Fees paid by the Exhibitor will be retained by the Athabaska Ultra 100
Trail Run Association as liquidated damages for breach of this agreement. - The Exhibitor agrees not to cause damage to the site, or act in any manner deemed
inappropriate by Athabaska Ultra 100 Trail Run Association. The Exhibitor agrees they shall be
liable for all damages that they may cause to the site in connection with their exhibit. - The Exhibitor assumes entire responsibility and liability for losses. The exhibitor’s property shall
be placed on display and exhibited at their own risk, and Athabaska Ultra 100 Trail Run
Association assumes no responsibility for loss or damage thereto. The Exhibitor shall also
assume all responsibility for loss or damage to their property due to fire, theft, lightning,
earthquake, explosion or any cause beyond the control of Athabaska Ultra 100 Trail Run
Association. - The Exhibitor hereby agrees to indemnify and hold harmless Athabaska Ultra 100 Trail Run
Association from any claims arising as a result of the Exhibitor’s exhibit or any actions or conduct
of the Exhibit or the Exhibitor’s agents and employees, or the property of the Exhibitor. - In the event any circumstances whatsoever should occur which might make it impossible or
impractical for the Expo to permit Exhibitors to occupy the premises, or if the Expo is cancelled,
Facebook: Athabaska Ultra 100 athabaskaultra@gmail.com http://www.athabaskaultra100.ca/
no party shall be liable to the other under this Agreement for any loss, damage, costs, expenses
or other claims for compensation arising as a result of breach or non-performance of this
Agreement where such breach or non-performance is directly or indirectly caused by or results
from events beyond the reasonable control of such party. These events shall include force
majeure events such as acts of God, acts of government, acts of wars, epidemics, quarantines,
riots, fire, strikes or labour problems (including legal work stoppages or slow downs),
unavailability of communications or electrical power or other necessary utility services,
governmental regulations superimposed after the fact and earthquakes, floods and other
disasters, and other events of a similar natures. Where Athabaska Ultra 100 Trail Run
Association is unable to perform its obligations under this Agreement due to such events,
Athabaska Ultra 100 Trail Run Association shall refund 100% of the Exhibitor Fees received in
cash if the Event is cancelled greater than six months prior to the Event, 75% of the Exhibitor
Fees received in cash if the Event is cancelled greater than four months prior to the Event, 50%
of the Exhibitor Fees received in cash if the Event is cancelled greater than three months prior to
the Event, but shall not be liable to refund any of the Exhibitor Fees received in cash fees if the
Event is cancelled for any such reason less than three months prior the the Event. - There are NO REFUNDS for any reason (except for clause #13) on any payments made to
Athabaska Ultra 100 Trail Run Association if the Exhibitor wishes to cancel. - The Exhibitor will assume responsibility for obtaining any required licenses for vending their
products, and any costs incurred by Athabaska Ultra 100 Trail Run Association due to the
Exhibitor’s failure to secure proper licensing. - The Exhibitor will assume responsibility for completing all order forms for services required
beyond what is provided by Athabaska Ultra 100 Trail Run Association shall not in any event
exceed the amount paid by the Exhibitor. - Any liability of Athabaska Ultra 100 Trail Run Association shall not in any event exceed the
amount paid by the Exhibitor. - 18. Athabaska Ultra 100 Trail Run Association will assign booth space to the Exhibitor on a first
come, first serve basis and will in its discretion take into account the needs of the Exhibitor
along with safety and other factors in assigning locations. Athabaska Ultra 100 Trail Run
Association reserves the right to make changes to the Floor Plan and limit exhibit space as
necessary. - Exhibitors shall allow Athabaska Ultra 100 Trail Run Association to use any photos or video of
the exhibit for its own purpose. - The sale or sampling of food or beverage may be permitted with the permission of the
Athabaska Ultra 100 Trail Run Association. Sampling portions are limited to 4 ounces of liquid
(non-alcoholic) and 1 ounce of food. Exhibitors may only produce samples of product that they
serve and/or produce for the purpose of promoting their merchandise. All sampling is subject to
compliance of health, safety and sanitation, or other specific requirements of the Alberta Health
Services. A minimum of 14 days notice is required for the application of a “Temporary Food
Booth Permit’ from the Alberta Health Services. - Any unauthorized use of the Athabaska Ultra 100 Trail Run Association trademark for any
purpose is strictly prohibited.
I HAVE READ, UNDERSTAND AND AGREE TO ALL THE TERMS AND CONDITIONS OF THE 2018 ATHABASKA
ULTRA 100 AS EXPLAINED IN THIS AGREEMENT.
PRINT NAME OF AUTHORIZED PERSON SIGNATURE DATE