To Exhibit In The Expo (Terms)

DECEMBER 16 UPDATE – The Main Level is sold out (has been sold out since the summer) and the Basement Level is filling up (sold out but we’re compiling a waiting list so prospective exhibitors still have a chance to get in once we work through some cancellations).  Information at EXHIBITORS is being updated continually as new exhibitors sign on.

Exhibitor Basics Facts:

• The Expo is held on 2 distinct levels of the building:
• Main Level – ground floor level accessed by 5 separate doors, including the U.C. south doors where the bus drop-off and taxi stations bring guests right up to the building
• Basement Level – includes Peter Clark Hall Foyer (basement lobby) + Peter Clark Hall (large auditorium)
• Saturday hours: February 2, 2013 – 9.00 am – 5.30 pm [note: public often arrives at 7.30 am]
• Sunday hours: February 3, 2013 – 10.00 am – 4.30 pm [traffic will start 8.45 am and goes past 4.30 pm]

 

We welcome all exhibitors, however there is a minimum pre-screening process for qualification:

1. Please read the Terms & Conditions for exhibitors

1. If you feel your company, group, product, service, association, methodology, credo, belief system, etc., qualifies for this Expo and that you can commit to a 2-day Expo in early February, please immediately phone the Expo Manager at (705) 444-0923 to inquire.

1. At this stage, you and the Expo Manager can decide if you meet the minimum entry standard for the Expo based on the TERMS & CONDITIONS (i.e. certified organic products, or a service consistent with the event mandate).

1. The Expo Manager will then immediately send a detailed Exhibitor Registration Kit by mail while also tentatively confirming a table # for you (the table is held awaiting payment)

1. Upon receipt of the Exhibitor data, you will fill this in and FAX, scan or mail back the appropriate -registration form, -equipment & electricity declaration,-sampling form declaration (for food samplers)

1. For those paying by cheque, there are various payable deadlines and amounts depending on -for-profit status, -non-profit status

1. All Main Level table payments are due December 15, 2012 .

1. All Basement Level payments are due December 15, 2012, thus “now due.”

1. On-line payment: these same payable deadlines and amounts. This option cannot be used unless you have previously confirmed your PayPal intentions with the Expo Manager.You will get a password for accessing the PayPal form and you proceed to the form where you enter all applicable payments then check out using your credit card.

If you are still not clear on this process, you are welcome to phone the Expo Manager at (705) 444-0923 to discuss it, or to send an E-Mail with your detailed inquiry to: organix@auracom.com

NOTE: people ask why we don’t post the complete and total exhibitor forms at one spot on this Web Site. Reason: we fear a flood of non-qualifying applications coming in which in many cases, we would have to return to the applicant due to non-qualification, as this is a restricted show.

IMPORTANT: Any question, dispute, conjecture, etc.,  about compliance to the 2013 Expo terms will be referred to our ‘Certification Oversight Sub-Committee’ which will review all relevant info – this compliance group within our greater Guelph Conference Committee is made up of organic certification personnel.

 

SEE BELOW, OR : Click here to download the 2013 TERMS & CONDITIONS

ENHANCE YOUR EXPO MESSAGE

ALL EXHIBITORS: Purchase extra exhibitor badges for your staff at a $28.25 deep-discount per badge (includes HST). Main Level tables gets 2 badges included in registration price. Basement Level get 1 badge included in registration price. Badges contain your company/group name. Each badge is transferable and allows the wearer from your company to attend any of the 34 Saturday-Sunday workshops.

CENTRAL LITERATURE TABLE – Final payment & confirmation deadline Jan 18, 2013- 1 sq. ft of display space on the official Conference Info Table placed prominently within the Expo near the UC103 Registration Room. The table is staffed & supervised so all the info you provide (magazines, flyers, cards, buttons, etc.) will be tidy, maintained & re-stocked – $28.25 (includes HST)

For 2013 – these are the “official”…

Organic Exhibitor Terms & Conditions February 2-3, 2013 Guelph Organic Expo 

Organic Exhibitors

The Expo takes place in the Guelph University Centre (Ontario, Canada)

IMPORTANT: to all Organic Expo participants – your space approval is subject to the decision of the board of directors of Organic Food Conferences Canada. We will consider each & every application on its own merits.

BACKGROUND – over the years, we were often asked “who is allowed to exhibit in this Trade Show.” To answer that question, these Terms & Conditions were developed. The goal is to present a consistent image to the public, as well as to federal organic food regulators, to organic food producers and processors, as well as to the media.

The COR – the Canada Organic Régime came into force as of July 2009 and the 2-year ‘Stream of Commerce’ phase-in ended in July, 2011. Thus, we feel bound to represent “organics” fairly, clearly, legally. The guidelines below will help you and the event organizers to communicate a consistent message.

COMPLIANCE to the Canada Organic Products Regulation is requested from all participants. Can your product comply with the following ???

All Expo exhibitors who sell ‘organic food products’ in this Expo are expected to use certified organic production (and processing) for their product lines. This is our goal: to have 100% of the food products in the Expo as “CERTIFIED ORGANIC” ! However, as explained below, several other organic farming, processing, contingency and other categories exist.

• Effective deadline – today : these terms apply to all exhibitor applications received for the 2013 Organic Expo.

All Expo participants must comply to the best of their ability.

• Products: all products claiming to be ‘organic’ must be certified BY A CFIA ACCREDITED CERTIFIER or recognized under an organic trade arrangement with a foreign competent authority under the Organic Products Regulations, 2009. Processed product must be certified and the certifier’s name or applicable seal must be visible.” Please submit your current, valid certificate(s) for those products displayed, with your Expo booth application.

 

• Exemption/allowance: if your product is not certified or if not certifiable in its current form, we reserve the right to exclude you from the Expo. However, approvals may be made on a case-by-case basis. In the event that you do, in fact, exhibit in the Expo under conditional approval for these (transitional or other) products, you must display clear, explanatory signage at your booth . For instance: “this product is not currently certified organic, though we have applied for certification with Certifier X (i.e. certification pending). Or XX % of the raw ingredients used in this product are certified.” Anticipated certification date: ___

 

• Agricultural/farm inputs:‘input products & substances’ used in certified organic farm production must be in accordance with the “Permitted Substances List” (PSL) as referenced by the Canada Organic Product Regulation. Your product or substance must be approved according to the PSL and/or approved by an accredited organic certifier with your applicable certificate or the certifier attestation/approval letter visible. To grow Canadian organic crops, your product must be approved to the PSL. If your product is directly approved by an accredited certification body for use in Canada, a copy of your certificate will verify that fact.No testimonial from a non-accredited consulting body is accepted. ‘Un-approved input use’ can affect the certification of growers in this Expo, if they were to buy non-compliant products, the use of which can result in loss of organic status for fields, an entire farm or the products.

 

• Ag inputs which are non-registered, non-certified or non-compliant to Canada’s PSL: these are excluded from the Expo. They pose a liability risk to you (and to the Expo Committee) if they void a grower’s certification causing loss of organic status for fields, the farm or products.

 

• Fair trade: must also be certified organic or show a clear time line for certification.

 

• Seeds:seed producers, handlers or vendors must either be currently selling certified organic seeds; or, must be certified as a trading enterprise (seed cleaner, etc.). Alternatively, your enterprise must give a valid and tangible reason why the seed is not yet available as ‘organic.’ Alternatively, you must provide a statement outlining why the seed is still transitional with a firm date for certification. If you sell only non-certified organic or untreated seed, we reserve the right to refuse you space in the Expo unless you have a tangible and verifiable reason for maintaining this status.Small seed grower-packer-vendors: low cost organic certification is available through one or more certifiers. All seed vendors currently in the Expo are certified.

 

• Hemp: your hemp must be certified to be in the Expo as this is now common practice.

 

• Wildcrafting: within the ‘certified’ category, we must know what wildcrafting practices you follow and which certifier supervises your operation. If your handling, blending, mixing, etc. are not certified, please send a statement on how and when you plan to get certified. Wildcrafting exhibitor approval is on a case-by-case basis.

 

• Other categories making organic claims: the Committee welcomes other significant commodity categories which may currently function outside the regulation, such as pet food, textiles, cotton, cosmetics, soaps, retailers, restaurants, etc. Though not yet included in the scope of the current Canadian organic regulation, they may be covered by a private program such as a Global Organic Textile Standard, Cosmetic Standard, or others. We will consider your product if you are following an industry best practice , or if you have a 3rd party certification, or can provide other data. Approval to exhibit will proceed on a case-by-case basis, overseen by our board-authorised group which we call the “Certification Oversight Sub-Committee.”

 

• Trade associations, services, groups, movements, solutions, methodologies, belief systems – without organic in their title: every year, we are asked to accept groups whose organic link is not evident. If you feel you belong in the 2013 Organic Expo, please send a policy statement right away confirming your relationship to organic foods, organic farming, organic processing, etc. For instance: “as an educational body, we support the promotion of organic foods as a way to enhance human nutrition…” or “our work supports sustainable food production.”

 

Your written comments/concerns will go immediately to our board and to the Certification Oversight Sub-Committee for review. We have sincerely tried to cover every eventuality but yours may be an organic SPECIAL CASE… so please tell us about it. Organically yours !

Tomás Nimmo

Guelph Conference & Expo 2013 Manager (705) 444-0923 – organix@auracom.com