Otafest 2022

Exhibitor Application

Calgary Telus Convention Centre

May 21 - 22, 2022

Mailing List

Friday

May 20

Setup
12:00 PM – 11:00 PM

Saturday

May 21

Final Setup
7:00 AM – 9:30 AM
Open to Public
10:00 AM – 6:00 PM

Sunday

May 22

Restock / Reset
7:00 AM – 9:30 AM
Open to Public
10:00 AM – 6:00 PM
Teardown
6:00 PM – 10:00 PM

COVID-19 Safety

  1. Proof of vaccination is not required to attend Otafest, as per recent government regulations.
  2. Otafest participants are encouraged to wear a mask covering their nose, mouth, and chin.
  3. COVID-19 safety protocols may be revised without notice pending government policy or at Otafest’s discretion.

Pricing & Details

Booths

Each Exhibitor may purchase and combine together up to a maximum of eight (8) booths.

Regular Booth ($525.00 + GST)

  • 100 sq. ft. (10 ft. x 10 ft.)
  • Materials Handling
  • 8ft. pipe and drape on 3 sides
  • 1 table (8 ft. x 2 ft.)
  • 2 chairs
  • 2 Exhibitor badges*

Corner Booth ($625.00 + GST)

  • 100 sq. ft. (10 ft. x 10 ft.)
  • Materials Handling
  • 8ft. pipe and drape on 2 sides
  • 2 tables (8 ft. x 2 ft.)
  • 2 chairs
  • 2 Exhibitor badges*
* Exhibitor Badges will grant the bearer access to the Exhibitor Hall ONLY so you can get to your booth and sell your merchandise. If you want to explore the rest of Otafest (panels, showings, maid cafe, etc.), you will need to purchase a pass to Otafest 2022. An exhibitor badge can be upgraded to include general weekend admission for $30.00 CAD during Otafest at the Exhibitor Relations booth.

Additional Badges

Extra Exhibitor badges are available at CAD $10.00 + GST each. You may note your required number of extra badges on your application form.

Additional Badges requested after March 27, 2022 (including replacement badges required during the event) will be charged at $30.00 + GST each.

Services

Materials Handling, Shipping, and Storage

Materials handling will be handled exclusively by Global Convention Services LTD. This pertains to all merchandise and equipment that comes through the loading dock. For details regarding extra furnishing for booth spaces, shipping and storage of merchandise please refer to the Tradeshow Forms.

Power & Internet​

Power and internet access are available, however you must order them directly through the Calgary Telus Convention Centre Tradeshow Forms. Otafest is not able to order these services for you. As these particular services are provided direct to you, if you have any questions please contact the Calgary Telus Convention Centre.

Hotel

The Marriott Hotel

Just an elevator ride away from Otafest, you can book your stay at the Calgary Marriott Downtown Hotel with special rates for Otafest exhibitors!

Connected directly to the Telus Convention Centre and boasting Calgary’s largest standard guestroom available with a single king or two double beds and large windows, the Marriott’s rooms feature beautifully appointed furniture and hypoallergenic Duvets, fitness center, pool access, and wireless internet.

Special Considerations

Food & Drink​

The sale of food and drink is prohibited unless authorization has been granted from Otafest and Marriott Catering Services.

A Food and Beverage Authorization Request Form must be filled out. Please submit the completed form to Otafest by March 27, 2022. 

The sale of regular sized Pocky, Hi-Chew Fruit Chews, and flavoured KitKat bars has already been approved for all Exhibitors.

Mystery Containers

The sale of mystery containers is prohibited at Otafest.

A “mystery container” is defined as a bag, box, or container whose exact contents are unknown to the purchaser until after the purchase has been made.

Due to several issues arising in prior years regarding the quality of items included in mystery containers, Otafest no longer allows their sale.

If you have questions regarding whether an item is considered a mystery container, please contact the Exhibitor Team for clarification.

Weapons & Realistic Props

The sale of weapons and/or props resembling realistic weapons is prohibited at Otafest.

A “weapon” is defined to be any item that is designed to cause injury or death, or anything a person actually uses or intends to use to cause injury or death. Also includes any item which is designed, used, or intended for use to threaten or intimidate.

A “prop resembling a realistic weapon” is defined as any prop that can be mistaken for a weapon by a casual observer at any distance.

Props that abide by the Otafest Weapons & Props Policy may be sold.

Please let the Exhibitor Team know in advance if you intend to sell such items or reach out if you need further clarification.

Gift Certificates

As part of Otafest’s various contests, patrons will be given gift certificates for use in the Exhibitor Hall. We ask that you accept the certificates for the value indicated as an all-or-nothing item (i.e. don’t give any change).

At the end of each day, please bring all gift certificates collected to the Exhibitor Information Desk to be paid out. Please note you will not be compensated for lost certificates and should treat them as cash. A sample certificate will be shown prior to the start of the festival so you’ll know what to expect.

Raffles & Draws

If you wish to include a charged raffle or draw, then you must obtain a raffle license and notify Otafest with proof of license. Otafest must also approve the raffle. Please refer to the Alberta Gaming, Liquor and Cannabis site for details on license requirements.

Otafest reserves the right to remove unlawful or unauthorized raffles or draws during the event.

Flammable Materials

As per the Fire Code any decorative material, such as, but not limited to, drapes, theatre curtains, signs, banners, acoustical material, plastic cloth, plastic displays, canvas, cardboard, canopies etc. must be of non-flammable material, conforming to CAN/ULC S2109, or treated and maintained in a flame retardant condition to ensure that the material will pass the match flame test in NFPA 705.

Payment & Deadlines

Payment is due Sunday, February 27, 2022. A confirmation email will be sent out once the application has been approved and will include details regarding booth details and payment.

Payment Options

Online

Online payments can be made via Square. Please note a 2.9% + $0.30 service fee will apply. If you would like to pay online, contact the exhibitor team by email.

Cheque

Make cheques and acceptable money orders payable to: “Otafest”. Do not send cash in the mail. Receipts will be issued upon request.

Send payments by post to the following address:

Otafest
P.O. Box #42143
Southland Crossing RPO
Calgary, AB Canada T2J 7A6

Failure to meet the above payment deadline will result in the loss of the reserved booth space. A $75.00 fine will be issued for bounced cheques or invalid payments.

Map

Application