Terms and Conditions

Terms and Conditions

1. Show Information

Show and Expo Location: Gallagher Centre, Yorkton, SK

455 Broadway Street W, Yorkton, SK

Show Dates: Saturday March 29th and Sunday March 30th, 2025

Trade Show Times: 

· Saturday, March 29th 9:00am – 5:00pm

· Sunday, March 30th, 10:00am – 4:00pm

2. Exhibitor Package

a. All exhibitors will be provided with an exhibitor package upon arrival at show. Exhibitor package will include two (2) weekend show only entrance passes (unless requests are made prior to the show). Exhibitor packages are to be picked up at the Parkland Outdoor Show and Expo Office located in the main foyer of the Gallagher Centre. Look for signs.

b. Show passes will need to be worn the entire duration of the show, including before and after-hours for access to the tradeshow exhibit area. Each person working an exhibit booth will require a separate pass.

c. If additional passes are needed for workers, They will need to be purchased for $5.00 each prior to show start. Exhibitors will only be issued a maximum of two passes.

3. Move In/Move Out

a. All exhibitors will be granted access to the Nexera Flexi Hall to set up/tear down their booth during the following times

Set up:

Friday, March 28th, 2025: 9:00am – 7:00pm – large exhibitors need to plan on arriving and setting up for early time slots.

*All exhibits must be ready for the public and manned for 9:00am Saturday, March 29th and 10:00am March 30th, 2025

Tear down:

Sunday, March 30th, 2025, starting no sooner then 4:00pm,  until 9:00pm

*All exhibits must remain in place until the end of the show. Do not tear down early!

*All exhibits must be cleared, with all items removed by 9:00pm on Sunday, March 30th, 2025.

b. PLEASE NOTE: No vehicles will be allowed in the Nexera Flexi Hall Agri-Pavilion, Yorkton Curling Rink or on the Outdoor Show and Expo area after the move in deadline as stated in point

3a. 

c. All exhibitors are required to have their full booth set up and manned during all the show hours of the event. Any exhibitor, who does not comply, does not have their booth set up by the deadline above, or who tears down all or part of their exhibit early will be considered in breach of the agreement. They will be considered in bad standing with The Parkland Outdoor Show and Expo and will not be invited back to exhibit at The Parkland Outdoor Show and Expo in future years without express permission from Show  Management.

4. Show Office Hours

a. The show office will serve as the headquarters for The Parkland Outdoor Show and Expo and will be open according to the  following  schedule:

Friday, March 28th, 2025 9:00am-7:00pm

Saturday, March 29th, 2025 8:00am-6:00pm

Sunday, March 30th, 2025 8:00am-6:00pm 

1. All exhibitors must adhere to the full rules and regulations outlined in this contract, as well as the rules and regulations of the Province of Saskatchewan, the Parkland Outdoor Show and Expo, and The City of Yorkton’s  Nexera Flexi Hall, Yorkton Curling Rink, Agri-Pavilion and The National Bank Convention Place.

2.  PUBLIC LIABILITY INSURANCE – All exhibitors are required to carry a minimum of $2,000,000 Comprehensive General Liability coverage including The Parkland Outdoor Show & Expo Inc as an Additional Insured. Please ask for our preferred insurance contacts if you do not already have this coverage and would like more information. Proof of insurance will need to be provided to Show Management prior to arriving at the show. Additional insurance may be required depending on the nature of the vendor and goods being displayed. The policy of insurance must protect show management and insure the exhibitor against all claims, demands, actions or proceedings for sums of money, damages, costs, penalties and losses and all liability which may be imposed by law for loss of life, personal injury, or damage to or loss of property arising from or in any way connected with the exhibitor’s presence or operations at the show.

3. All of the exhibitor’s property at the show is at the sole risk of the exhibitor and The Parkland Outdoor Show and Expo assumes no responsibility or damage thereto.

4. The exhibitor agrees to obey any non-smoking regulations in effect at the facility and agrees to ensure that its officers, agents, employees, and those for whom in law they are responsible for, obey any such regulations.

5. The exhibitor agrees to obtain, at its own expense, any licenses or permits which are required, including without limitation, from government bodies, trade or industry associations, and any other third parties, for the operations of its trade or business during the show and to pay all taxes that may be levied against it as a result of the operations of its trade or business in their space allocated.

6. The exhibitor accepts all risks associated with the use of the exhibit space and environs. The exhibitor shall not make any claim or demand or take any legal action, whatsoever, against Parkland Outdoor Show and Expo, the show sponsors or the facility in which the show is held, for any loss, damage or injury howsoever caused, to the exhibitor, its officers, employees, agents or their property.

7. The exhibitor agrees to indemnify and hold harmless the Parkland Outdoor Show and Expo, show sponsors and the facility, their respective officers, and employees, against all claims, cost and charges of every kind resulting from their occupancy of the exhibit space or its environs, for personal injuries, death, property damages or any other damage sustained by the exhibitor or its officers, agents, employees or those for whom in law they are responsible or a visitor to the show.

8. DAMAGE – The Exhibitor shall not injure, mar or in any manner deface or damage the premises or property of the City of Yorkton’s Nexera Flexi Hall, Yorkton Curling Rink, Agri-Pavilion and The National Bank Convention Placeand shall not cause or permit anything to be done whereby loss of or damage to the premises or property of the City of Yorkton’s Nexera Flexi Hall, Agri-Pavilion and The National Bank Convention Place or The Parkland Outdoor Show and Expo might occur. If the premises or property of the City of Yorkton’s Nexera Flexi Hall, Yorkton Curling Rink, Agri-Pavilion and The National Bank Convention Place or The Parkland Outdoor Show and Expo is lost or damaged through the act, default, or negligence of the Exhibitor, its servants, agents, employees, invitees, or contractors, the Exhibitor will pay the City of Yorkton’s Nexera Flexi Hall, Yorkton Curling Rink, Agri-Pavilion and The National Bank Convention Place or The Parkland Outdoor Show and Expo such sum as is necessary to replace or restore the lost or damaged premises or property.

9. SAFETY – City of Yorkton’s Nexera Flexi Hall,Yorkton Curling Rink, Agri-Pavilion and The National Bank Convention Place and the Parkland Outdoor Show and Expopractices safety and accident prevention. All booths and exhibits shall be installed, operated, and removed in a safe and hazard free manner.

10. CONDUCT OF EXHIBITS – Show Management reserves the right to require the Licensee to withdraw any item from public sale or view that it deems objectionable as well as the right to change any exhibit or concession location so as to enhance the quality and/or presentation of the Show. The Parkland Outdoor Show and Expo reserve the right to reject the Exhibitor’s display in order to enhance the quality and/or presentation of the Show.

11. DELIVERY OF GOODS – Employees of the Event or Facility will not receive goods on behalf of the Exhibitor. Arrangements for delivery and storage of goods are the responsibility of the Exhibitor. Delivery of goods to the location prior to the Show is prohibited unless express permission is obtained from Show Management beforehand.

12. RAFFLE TICKETS – The selling of raffle tickets or soliciting of donations by Exhibitors from booths is prohibited unless written permission is given and granted by Show Management.

13. CONTRAVENTION OF LAWS – The Exhibitor is responsible for complying with all applicable federal, provincial, and municipal laws with respect to its product and exhibit. This includes, but is not limited, to labour standards legislation with respect to minimum wages and benefits of employees working at its exhibits, municipal business license, social insurance numbers, and immigrant requirement.

14. SALES TAX – The Exhibitor is responsible for collecting and remitting to the appropriate government authority all sales and other taxes as applicable with respect to the sale of products or services from the booth. All listed product prices shall include applicable taxes (i.e., GST).

15. GOVERNMENT INSPECTORS – The Exhibitor will provide to all government inspectors or agents all information required in the conduct of their investigations and will not impede or overrule the work of any government inspector in any area of their jurisdiction.

16. FIRE REGULATIONS- Exhibitors are responsible for obtaining their own fire or other insurance. If the Exhibitor uses any type of fuel such as gas, oil or propane they must obtain permission from Show Organizers before proceeding. Exhibitors that want to use open flame or fire also must obtain permission from Show Organizers before proceeding. Shows Organizers reserve have the right to refuse or deny exhibitors these rights. Each exhibitor must obtain a legal and functioning fire extinguisher for their booths. The extinguished must be up to date and certified.

17. AEROSOLS – Prior approval must be obtained from Show Management for any exhibits containing or consisting of pressurized containers of product classified as a flammable liquid.

18. MOTORIZED EQUIPMENT – Any motorized vehicle or equipment on display, if gasoline or battery powered shall contain less that ¼ tank of fuel and must be equipped with locked fuel tank; batteries must be disconnected. There must also be a drop cloth to collect any fluid that may leak from vehicle.

19. NOISE – Undue noise in the operation of exhibits or noisy or unseemly methods employed in sales or demonstration activities will not be permitted. The decision of what constitutes undue noise or unseemly methods rest exclusively with the Show Management.

20. PUBLIC ADDRESS SYSTEMS – Public address systems may be used only with the permission of the Show Management.

21. PETS – No live animals of any description are permitted in or about the Exhibitor’s booth unless otherwise authorized by Show Management.

1. All items exhibited at The Parkland Outdoor Show and Expo must be related to hunting, recreational shooting sports, or related outdoor activities. Items not directly related to these sports or activities, or in keeping with the general nature of the Show, are prohibited. Show Management reserves final discretion over the approval of items being exhibited at the show.

2. Full disclosure of items an Exhibitor is planning to bring is required during the application process. Once an exhibitor and product list is approved, any additions or changes to the application or products require approval from Show Management.

1. Standard booth size is 10’ wide by 10’ deep (or multiples thereof).

2. Electrical booths are available at no extra cost, however you must indicate that you need electrical to your booth prior to show application deadline. 

3. Each booth space is provided 2 folding chairs and 1 folding 8 foot skirted table. Additional tables and chairs can be requested on order form.

4. If exhibitors want tables and chairs other that what is provided for all exhibitors and what is already provided with booth rental, it will be the responsibility of the exhibitor to provide the necessary chairs and tables they require.

5. Exhibit must fit within assigned space. Extending into aisles is a violation of the fire code.

6. Distribution of promotional literature and/ or product information, and product demonstrations, must be conducted only within the contracted booth space, not in the aisles.

7. Display in any part of the front half of the booth may be no more than 48” higher.

8. Display in the back half of the booth may be 8’ high.

9. Display on sides of booth in back half of booth may extend 8’ high.

10. When an exhibitor has multiple booths in a straight line, exhibit material may be allowed to be placed higher than 48” in the linear center of the booths, upon Shown Management approval.

11. Exhibitors using see-through material (wire racks, lattice, etc.) must maintain the height requirements. In some cases neighbouring exhibitors will give permission to place such material in the front half of the booth. Event management retains the right to adjust placement.

12. Line of sight visibility must be maintained in the front half of all booths in any given row. Every exhibitor and attendee has the right to a full view down the aisle.

13. All booths with power must note that power may cycle out during the course of the night, resulting in temporary power loss to the booth. No perishable items or equipment that requires constant power are to be used overnight in exhibitor booths.

14. No exhibitor is permitted to supply their personal or company generator for use at the Event. Power requirements are to be submitted in the separate order form attached to this agreement and the exhibitor is responsible for payment of the application power charge.

1. The Parkland Outdoor Show and Expo reserve the right of refusal for any exhibitor.

2. The Parkland Outdoor Show and Expo reserves the right to move location of any exhibitor booth space if need be.

3. Space cannot be sublet, shared or assigned to a second party without the prior knowledge and written consent of Show Management. There is an additional $200.00 fee for sharing of a booth.

4. Costs for any booth unloading/loading, moving or adjustments requiring chargeable labour and/or equipment use will be borne by exhibitor.

5. Exhibitor must be attendance during all show hours.

6. Signs cannot be placed on walls, columns or other fixtures, unless approved by Show Management.

7. Show Management reserves the right of relocate or reassign an exhibitor when circumstances warrant, so long as said relocation or reassignment is in the best interest of the Show and Expo.

8. All booths must remain in place until official close of show at 4:30pm local time Sunday. The exhibitors must remove displays and equipment from the show site by the final move-out time limit, or in the event of failure to do so, the exhibitor agrees to pay for such additional costs as may be incurred.

9. Exhibitors leaving early will be removed from the master contact list for subsequent years.

10. No carts are allowed on show floor during public hours. Cart presence during those hours violates building, insurance rules and fire regulations, voiding exhibitor’s insurance. Products to restock booth during expo hours must be hand-carried in. Carts can only be used during non-show hours.

11. Exhibitors responsible for all damages that they cause. For example tears, rips to City of Yorkton’s Nexera Flexi Hall, Yorkton Curling Rink,  Agri-Pavilion and The 

National Bank Convention Place.  Equipment will which is parked on surface will need to be padded. (includes trailer hitches, tired etc.) Please refer to Point #2 in the Public Liability Insurance located in the General Regulations section of this exhibitors package

Due to the City of Yorkton’s licensing conditions, any food vendors who wish to purchase booth space would need to contact Show Management regarding products they can sell during the Parkland Outdoor Show and Expo. Vendors who do not contact Show Management in advance about their food product line would be in violation of the City of Yorkton’s licensing agreement

1. All firearms, ammunition and other shootings or archery related products are subject to the Parkland Outdoor Show and Expo Product Eligibility regulations as well as the Canadian Gun Show Regulations (Firearms Act).

2. All exhibitors must hold a licence authorizing the possession of the firearms the exhibitor displays or has been provided with a confirmation number of the declaration by a customs officer under section 3 or the Importation and Exportation of Firearms Regulations (Individuals) for the firearms that the exhibitor displays.

3. During the hours of the show, the exhibitor must ensure their booth is under constant supervision by a person who is at least 18 years of age and either holds a licence authorizing the possession of firearms of has been provided with a confirmation number of their declaration by a customs officer under section 3 of the importation and Exportation of Firearms Regulations (Individuals)

4. All firearms must not be loaded at any point during the duration of the show, must not be removed from the booth at any time and must have a secure locking device to render the firearms inoperable. In the case of automatic firearms that has a removable bolt or bolt carrier, the bolt or bolt carrier is to be removed and stored in a room that is different from the room in which the automatic firearm is displayed.

5. All ammunition must be stored in a container or receptacle that is kept securely locked and that is constructed so that it cannot be broken or open or into.

1. This contract may only be cancelled if notice, in writing, is received by the Parkland Outdoor Show and Expo by the deadline below. All deposits received up to the date of notice of cancellation are non-refundable. In the event the exhibitor fails to make payment as detailed below or fails to comply in any respect with the terms of this contract, Parkland Outdoor Show and Expo reserves the right to cancel this contract without notice and all rights of the exhibitor hereunder shall cease and terminate. Any payment made by the exhibitor on account hereof will be retained by show management as liquidated damages for breach of contract and show management may thereupon rent said space. Failure to appear at the event does not release exhibitor from responsibility for payment of the full cost of the space rented. Exact deadlines for payment and cancellations are below:

Cancellation Fees: 

Before January 1st, 2025 May qualify for all refunds less a $100.00 processing fee.

After January 1st, 2025 Will result in forfeit half of registration.

After February 1st, 2025 Will result in forfeit of all registration fee. (May qualify for refund of incidentals)

Cancellation or Curtailment of Show

1. In the event that the facility in which the show is to be held is destroyed or becomes unavailable for occupancy, for reasons beyond the control of Parkland Outdoors Show and Expo and sponsors, or if for any reason Parkland Outdoor Show and Expo is unable to permit the exhibitor to occupy or the space, or if the show is cancelled or curtailed, Parkland Outdoor Show and Expo and sponsor will not be responsible for any loss of profits, damage or expense of whatever nature exhibitor may suffer. The reason listed include, but are not limited to, such reasons as: casualty, explosion, fire, lighting, flood, weather, epidemic, earthquake or other acts of God, acts of public enemies, riots or civil disturbances, strike, lockouts or boycott.