Friday, August 1

5:00pm GFS Sample Order, Kitchen Prep & Mandatory Checklist Form Due
Alberta health form deadline

Saturday, August 31  

BMO Centre Discount Rates order deadline for utility services 

Wednesday, September 03 

5:00pm Showtime Discount Rates order deadline for exhibitor services 

Wednesday, September 10

5:00pm Showtime  Standard Rates order deadline for exhibitor services 

Monday, September 15  

10:00am Deadline to upload content/POS into the Perenso Portal 

Tuesday, September 16          
12:00pm - 6:00pm Vendor Move-in & Set up
12:00pm Sample's  Available
12:00pm - 5:00pm Badge Pick-Up Available 
2:00pm Mandatory Vendor Training with GFS Events & Perenso        

Wednesday, September 17

7:00am  Venue Opens/ Final set up
7:30am Sample  Deliveries Available
9:00am  GFS Sales walk through-All vendor booths set and staffed
10:00am - 4:00pm  Show Floor Open
4:00pm - 7:00pm  Vendor tear down

Exhibitor Booth Packages - Included in Booth Fees

Standard booth (10x10): pipe & drape, identification sign, carpet, one trash bin and one eight foot (8'x30") skirted table.
*Exhibitors are responsible for individual booth needs, samples, marketing materials, and staffing *

Exhibitor Booth Ordering: Decorator- Showtime Event and Display

• • STEP 1: To gain login access please email our exhibitor services team at Infodesk@showtimedisplay.com.  In some cases you may have already received your login email from show management or a previous order. 

  • STEP 2: Please click the link provided in the login email, you will be redirected to the online store Boomer, and will be asked to enter your email and password provided in your login email. You will then be prompted to change the password for your account

  • STEP 3:  Once you have successfully logged into the site, please select the show that you will be exhibiting at. Basic information should be viewable for the show such as the items included in your booth package. 

  • STEP 4: On the left-hand side of the page, there will be a list of available Departments. Click on these to browse through the items available to order.

  • STEP 5: Once you are ready to check out click, “View My Cart”, in the top right-hand corner and follow the check out prompts  

**please note ALL shipments will be subject to show site receiving charges. Any shipment received without a Show Site receiving will be held for payment. 

Advanced pricing order deadline:  Wednesday, September 03
Final day to order standard pricing: Wednesday, September, 10 

If you have any questions please feel free to contact our Customer Service, Team Phone toll-free at 1-800-721-0029 Option 3 Email at infodesk@showtimedisplay.com 

Exhibitor Information & Order Package PDF Link  
*To view the Decorator Exhibitor Information & Order Package PDF* 

Venue Exhibitor Services: Calgary Stampede Requirements

• • Visit BMO's website to order utilities and fill out all venue required forms

  • After clicking on above link, scroll to September 2025 and click "GFS Calgary"

  • Advanced order deadline is August 31, 2025.

Health Forms: 

• • Submit completed forms to: gfscalgaryfoodshow@gfs.com

  • Deadline: August 1, 2025.

*To view, download and complete the Alberta Health form click here*

Instructions: Click the link above, download the form to your computer & fill before emailing your complete copy.
This document cannot be given edit access to.

Gordon Food Service Forms: 

• • Click HERE for the Canada Show Fire Safety Rules

  • MANDATORY Checklist - TAB ONE on the below form

  • Sample/Kitchen Prep Request  - TAB TWO on the below form

  • Submit your completed forms to gfscalgaryfoodshow@gfs.com by August 1, 2025.

*To view, download and complete the Sample form click here*

Instructions: Click the link above, download the form to your computer & fill before emailing your complete copy.
This document cannot be given edit access to.

Recommended Hotels:

Hilton Garden Inn Calgary Downtown

Hotel Arts

Holiday Inn Express & Suites Calgary

Deerfoot Inn & Casino 

*we do not have a contracted block of rooms for vendors at these hotels

Exhibitor Booth Cleanup: 

Please wait until the announcement after 4pm to commence tear down of your booth.  No vendor should begin tearing down their booth prior to the announcement that the show has closed.  If you are found to not be compliant with this rule, you may be subject to a $1,000 fine.  Booth tear down must be completed by 7pm on Wednesday, September 10.  

Do NOT leave garbage at your booth; receptacles will be available for you to dispose of your garbage.  Boxes that have been broken down and stacked neatly can be left. Any booths that are left with garbage (including boxes not being broken down, POS, decorations and food) will be subject to a cleaning fee. Please refrain from dumping liquid waste by the docks.     

Improper disposal of oil & grease will result in a $5,000.00 fine to the vendor. Oil & grease must be dumped into designated grease barrels/bins that will be labeled as such on-site. If you have any questions of where to properly dispose of oil during the show, please don't hesitate to ask our information booth for more details. 

To abide by local health code, please DO NOT give away product at the end of the show to Gordon Food Service Staff or customers. 
A no wagon nor wheeled carts policy will be implemented by Security at our entry doors to the exhibit halls. All guests will be requested  to leave these items in their personal vehicles during  show hours.
If you have a wagon or wheeled cart needed for vendor set-up / tear-down, please enter via the loading dock and staging area.

Any leftover food will be donated to a local Food Bank.  Please place a pink “DONATION” sticker on the items that you wish to donate.  Left dry or shelf stable items at your booth will be picked up by the local food bank after the show concludes.  Products left in the cooler or freezer after 4pm will be considered as a donation to the food bank or other charity. We appreciate your cooperation in assisting us with helping others in our community. 

Exhibitor Show Etiquette: 

• • Use your iPads for show Ordering and leads at all times.

  • No smoking of any type allowed in the building.  Please also refrain from smoking by the doors where our customers will be entering.  Your discretion and courtesy with respect to smoking is greatly appreciated.

  • Please do not use your cell phone for personal use while in your booth during show hours.

  • Do not remove chairs from seating areas throughout the show floor. 

  • Please wait until the announcement after 4pm to commence tear down of your booth.

  • iPad return is NOT permitted prior to the close of the show.  

  • Specific requirements must be followed per venue. Please see Venue Regulations tab below for more information. 

Gordon Food Service Graphic Standards

To aid in the creation of your Marketing Materials, the following document provided below includes our Gordon Food Service Graphic Standards. 
Click HERE to view the Vendor / Broker Marketing Material PDF

Cold Chain Compliance: 

Gordon Food Service is committed to operating our business in a manner which minimizes food safety risks to customers and consumers. As a valued business partner, we expect that you share our concern for maintaining a safe food supply. 

In order to achieve this, we ask that all suppliers, brokers, and their support staff follow our cold chain compliance procedure. There will be no exceptions. It is imperative that you plan accordingly as your failure to satisfy these requirements will prevent you from offering product at the show. 

*To view the Cold Chain Compliance PDF click here* 

Sample Order DEADLINE for Calgary Show: Friday, August 1 2025

Use the following LINK to order samples & complete the checklist

Checklist - TAB ONE on the below form
Sample/Kitchen Prep Request  - TAB TWO on the below form

• • Submit your completed forms to by August 1, 2025.

  • Download to your computer, fill out BOTH completed forms, then email it to gfscalgaryfoodshow@gfs.com. The form itself cannot be edited. 

Only active, open-coded, and in-stock items within each Show’s distribution center are allowed to be showcased at the Show.
For Gordon Food Service brand suppliers, please ensure that Gordon Food Service branded products are also presented at your booth. 

Sample Check-In

Cases will be delivered to the loading dock on Tuesday morning. 

• Exhibitors are responsible for checking their samples in at the dock on Tuesday, September 16.

• Product left on the loading dock or trailer is at-your-own risk. 

• If you are using samples for display purposes, you MUST come to the trailers/reefers to pick them up.

Re.Source

Gordon Food Service takes pride in an earth-friendly approach at our food shows. But we can't do it alone! Please make sure all disposable items at your food show booth are Re.Source products where applicable.

Recommended Re.Source products for food show booth applications:

• 1464884- White, Fork, 10-100 count

• 1464885- White, Knife, 10-100 count

• 1464886- White, Spoon, 10-100 count

• 1464887- Green, Fork, 10-100 count

• 1464888- Green, Knife, 10-100 count

• 1464889- Green, Spoon , 10-100 count

• 1422127- Wrapped Cutlery Kit (Fork, Knife, Spoon), 1-250 count

Bulk

• 1457066- Cutlery (Bulk)- Fork, 20-50 count

• 1457068- Cutlery (Bulk)- Knife, 20-50 count

• 1457070- Cutlery (Bulk)- Spoon, 20-50 count

Wrapped

• 1457065- Cutlery Wrapped- Fork, 1-250 count

• 1457067-Cutlery Wrapped- Knife, 1-250 count

• 1457069- Cutlery Wrapped- Spoon, 1-250 count

• 1457071- Fork, Knife, Spoon, 1-250 count

• 1457136- Fork, Knife, Spoon, Napkin, 1-250 count

• 1470370- Paper Food Tray #1/2- 4.75x3x1.25IN, 4-250 count

• 1470371- Paper Food Tray #1- 8x6x1.5IN, 4-250 count

• 1470372- Paper Food Tray #3- 6X4.25X1.75IN, 2-250 count

• 1470373- Paper Food Tray #5- 8X5X2IN, 2-250 count

• 1454087-Portion Cup 2oz, 20-100 count

• 1454096-Portion Cup 3.25oz, 20-100 count

• 1454097-Portion Cup 4oz, 20-100 count 

For the full Re.Source product list, please click HERE.

Food/Beverage Sampling Rules & Information

Gordon Food Service is committed to procuring and delivering safe food to our customers. Please designate one person to be responsible for food safety and sanitation for your booth. Please keep in mind the following guidelines:

• • Vendor/Broker representatives must wash hands before beginning food preparation.

  • Food service gloves must be worn during preparation and service of food.

  • Replace food products according to safe food handling guidelines that apply to your particular product.

  • Do not add fresh food to food already on display food.

  • Any uncooked protein products of any kind on display MUST be covered by cellophane or Plexiglas.

  • As per regulations, in order to prepare your samples at your booth, you are only allowed to use small electrical appliances (i.e.: electric pan, electric fryer, etc.) or induction cooker. All equipment must be commercial grade. 

  • Proper hot holding units must be provided in booths that store cooked perishable foods. These units must be capable of maintaining a temperature of 140°F or 60°C. These units are only for holding the food at temperatures - not for cooking. The food must be a minimum of 140°F or 60°C when placed in these units. 

  • For safety reasons, if you opt to prepare food at your booth, you should have your own fire extinguisher for easy accessibility. 

  • If you choose to offer/prepare food within your booth, you will need to have hand sanitizers or supply your own hand washing station.

Runners

• • Runners will be assigned to you for sample delivery on show day, only if it is communicated to us by the noted deadline, otherwise we will assume that runners are not required for your booth.

  • All hot food samples are to be coordinated through the staff runner assigned to your area.

  • Runners will meet with you in the morning to review the requirements that you will have already submitted to Gordon Food Service prior to the show.

  • At no time should you or anyone working in your booth attempt to access the kitchen or speak with the Chef directly. This is why you are being provided a runner. They will be your liaison to the kitchen and Chef at the venue.

*Kitchen prep and runner charge: $100 per item, max 4 items*

Transportation of Samples

Gordon Food Service requires that all refrigerated/frozen products be transported to the show site in our trucks. Please refer to the “Cold Chain Compliance” section. Please use the Sample and Kitchen Prep Form in order to have your samples shipped from our warehouse to the show.

Vendors are responsible for checking their samples in the reefers we will supply as storage area. If BMO is doing some prep for you, those items will be in the kitchen already, but it is still recommended that you speak to one of our team members by the dock area to double check we have all your samples.

Schedule & Information

Please adhere to the schedule below for All Vendor Move-In. **Note that no earlier access will be permitted.
Reminder that exhibitors are responsible for checking their samples Tuesday morning. 

Tuesday, September 16

12:00pm - 6:00pm All Vendor Move-In
2:00pm Mandatory Vendor Training with GFS Events & Perenso    

Exhibitor name badges must be worn once on the show floor and can be picked up at the Perenso booth near Information.  

NOTE: Your booth must be fully prepared and ready for customers at 9am on the day of the show.  

Dock Information: 

Exhibitors are required to follow all venue loading and unloading guidelines.  

• All vendors must book a specific time within the available booking dates in order to gain access to the BMO loading dock. If you do not need access to the loading dock and can walk your items in from your parked vehicle, you do not need to complete a booking. 

• Click HERE for BMO's Vendor Move-In Information + Vendor Code

• Click HERE to schedule a move-in time at BMO 

• Please park in the 11th Avenue lot and access Halls E & F through door 21 for all wheeled/ hand-carried items. 

• Show Floor: Halls E & F

• please note ALL shipments will be subject to show site receiving charges with ShowTime. Any shipment received without a Show Site receiving will be held for payment. Receiving estimates and packages can be located in the Exhibitor Forms tab with ShowTime. 

Gate Addresses:

20 Roundup Way SE, 

Calgary AB, T2G 2W1

Exhibitors are required to follow all venue parking guidelines and unloading guidelines.  After unloading your vehicle at the discharging facility, you must move your vehicle to the 11th Avenue lot and access Halls E & F through door 21. Parking attendants will assist you. We want our customers to have access to the best parking spaces. 

Floor Plan LINK

Floor plan links are live and considered final 30 days before the show. After this time, they have been sent over for fire marshal approval and we may not be able to make further adjustments. Any questions, please reach out to events@gfs.com 

Click this LINK for Vendor Registration

Save time during setup and register today!  Print your badge on site using your express QR code, emailed to you after registering. On-Site Registration and badge printing will take place during set-up Tuesday afternoon at the Perenso booth.

For detailed instructions on how to register for name badges, please click HERE.

Badge Pick-Up is available 12:00pm - 5:00pm the day before the show; as well as the morning of the show. 

**Please note: each booth worker MUST register for a new name badge for each Show. The same badge cannot be used Show to Show.**

Discounted pre-purchased exhibitor parking is available for purchase through the exhibitor order portal, 10 days prior to the event start date (see exhibitor forms & information tab above). Exhibitors who pre-purchase exhibitor parking will be emailed an event code, valid for their designated parking lot. This event code will need to be entered daily, registering your license plate through ParkPlus. Pre-purchase codes must be entered daily and cannot be entered on the Park-Plus App or website.

After the pre-purchase cut-off, parking is paid for by registering your license plate at ParkPlus pay machines located in the parking lots or paying through the ParkPlus app for iPhone or Android.

PLEASE NOTE: Discounted pre-purchased exhibitor parking is only valid in the 11th Ave Parking Lot – access via 5th Street and 11th Ave SE – view parking map here (link to: https://www.calgarystampede.com/stampede/plan/getting-to-stampede-park )

Restrictions on trailer and oversized vehicle parking is enforced in all Stampede parking lots. To accommodate our exhibitor and client needs, the Calgary Stampede offers COMPLIMENTARY trailer and oversized vehicle parking in lot 25a (620 25th Avenue SE – refer to parking map linked above).

Parking is available on a PER vehicle PER day basis.

**BMO Centre Parking Map**

*NEW THIS 2025 SEASON*
Vendors and Brokers will have the ability to download the show app on their personal devices to capture leads. All booths still receive (1) iPad per single booth space. Utilizing the show app increases the number of booth users capable of taking leads. 

Instructions: 

• Personal Device Lead Capture Training PDF 

• Personal Device Lead Capture Training Video 

• iPad Ordering and Lead Retrieval step-by-step 

• iPad Lead Capture Training Video - how to use on show floor 

Gordon Brand Content / POS:

We have gone paperless on Gordon Food Service Branded point of sale / content. All branded content will be accessible on the sales tablets at your booth. You will be able to email the materials to the customer directly from the tablet.

National Brand Content:

To email customers your Point of Sale marketing content from the booth iPad, all content must be uploaded to the Show Portal. If you have already loaded content into the portal you do not have to load it again. 

Here's how:

• • You'll receive an email from events@gfs.com with instructions

  • Click this Show Portal Link

  • Enter your User ID (same ID used to enter allowances)

  • Click the "Content" tab

  • Follow the instructions on the document in the email from events@gfs.com to upload your content.

  • For a detailed tutorial with step by step images please CLICK HERE.

Deadline to upload content to the show portal is Monday, September 15 at 10:00am MST. 

**If you miss the Monday deadline to upload your content, please email showsupport@perenso.com** 

*To print the Vendor Broker Marketing Materials PDF click here*  

OFF-INVOICE DISCOUNTS

Customers receive automatic price discounts on all eligible products delivered from 10/05/25 - 11/29/25 just for attending the show. They don't have to commit to these items at the show to get the discount; it will happen automatically. 

GIVEAWAYS & BOOTH ACTIVITIES

We would like to help communicate your booth giveaways or activities to our Customers and Sales Teams via our internal show site, customer app & email communication. Please fill out the Food Show Giveaways & Activities form to indicate what you are planning on doing - the more information the better!
The form is due 30 days before the show and is now closed - please reach out to events@gfs.com for further inquiry. 

SUPPORTING SUSTAINABILITY WITH REDUCING WASTE TO LANDFILL

Safe food donations: Jesus Loves You Society 

• We have charitable stickers that will be distributed prior to show close. Please leave your identified products on your tables and they will be picked up. All products left in the trailer or cooler after 3:00PM are considered a donation.

Not suitable for donation? 

Help us reduce waste to landfill by utilizing our Compost Bins available at:

• Vendor/Broker Kitchenette areas - Compost food items that are no longer acceptable for samples throughout the show day

• Waste Reduction Zones on the show floor

• Review your Vendor Compost Guide in your booth

• During show tear-down

View our Composting Awareness video to learn the ways we can create further sustainability at our shows 

Please remember to bring a reusable water bottle for our refillable station.

GUIDELINES FOR ATTENDING THE SHOW 

Please Note: Adults Only

As part of our commitment to providing a professional and safe environment for all guests, no children under the age of 19 are permitted in our shows. 

The Gordon Food Service Events team will be happy to help you on any show related questions.  Contact us at events@gfs.com. 

For specific show questions contact Dorothee Dumas at Dorothee.dumas@gfs.com and Erin Green at erin.green@gfs.com . 

For questions regarding show deals, products, and/or approval for sample coordination for the show; contact Erin Green.