Exhibit Rules & Regulations

Booth Inclusions

Booth Space Regulations

Booth Inclusions

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Shipping & Material Inquiries
Show General Information

    • Black drape to define booth space

    • Carpet (venue is carpeted)

    • One (1) black skirted 6-foot table* and two (2) side chairs

    • Full-access delegate badges as follows:

      • Platinum Sponsors = 8 full-access delegate badges

      • Gold Sponsors = 6 full-access delegate badges

      • Silver Sponsors = 4 full-access delegate badges

      • Bronze Sponsors = 2 full-access delegate badges

    *Exhibitors wishing to change size of the table from 6-foot to 4-foot (free of charge)MUST notify Show Management at hps@newcom.ca before Friday, May 8, 2026. Any requests received after this date will be subject to an additional fee of $30.

    • Insurance (REQUIRED for all exhibitors)

    • Electrical and lighting (optional)

    • Additional booth furnishings (optional)

    • Telecommunications, internet, parking & booth cleaning (optional)

  • Please be mindful of your neighbors’ booth visibility. Please do not cause any sightline obstructions i.e.: pull up banners, displays etc. in front of neighboring booths.

Booth Space Regulations

  • The Vancouver Convention Centre, East Building, Exhibit Hall A is a carpeted venue. Carpet / floor surface covering is therefore included in exhibit space rental fees.

  • ‍The Heat Pump Symposium is a table-top style tradeshow. Heavy machinery and large equipment cannot be displayed at this show. 

  • Booth personnel including salespeople, demonstrators, receptionists, and models/hostesses must confine their activities to their booth space. No exceptions.

  • Contracted exhibit booth space must remain in good condition. Exhibitors are liable for all damage to the facility and/or carpet.

  • Show Management reserves the right to restrict the use of glaring lights, objectionable lighting effects, or noisy equipment. Sound presentations, slides, or movies will be permitted, if tuned to a conversational level, and, if not objectionable to neighboring booths.

  • As an exhibiting sponsor of the Heat Pump Symposium you have access to a set number of complimentary badges for the event. These can be used for your booth staff, members of your team, or invited guests.

    Exhibiting sponsors can register their complimentary passes HERE using the access code you were provided. The deadline for registering your complimentary passes is Friday, May 1, 2026. If you don’t have a record of your access code, please contact hps@newcom.ca.

    Exhibiting sponsors can purchase additional tickets (above and beyond your complimentary allotment) online at  www.heatpumpsymposium.ca/register.

    Badges are required to enter the event and must always be worn in the exhibit hall and breakout rooms. Badges can be picked up at onsite registration on the day of the event (Wednesday, May 20, 2026) beginning at 7:00 am.

    Questions regarding your complimentary badges or purchasing additional tickets? Please email hps@newcom.ca.

  • No removal or dismantling of exhibits or exhibit material is permitted before 7:01 pm on Wednesday, May 20, 2026. Any exhibiting sponsor who starts to pack or dismantle their booth prior to the event closing may be charged a penalty fee and may forfeit any seniority to future events. All exhibits & exhibit material must be removed from the venue by 10 pm on Wednesday, May 20, 2026. Show Management and/or Global Convention Services will apply charges for removal of exhibit materials left in the building following move-out end date/time.

  • Exhibitors must have a Certificate of Insurance (COI) for move-in, show day, and move-out.

    There are 2 options to obtain a COI.

    1. Purchase Single Show Insurance through our provider ExhibitorInsurance.com.
    2.     Contact your own insurance provider and request a Certificate of Insurance (COI). Our guidelines COI is for reference. Please submit your COI via our online portal.

    Click HERE to Order/Purchase COI
    Click HERE for Sample COI & Guidelines
    Click HERE to submit COI

  • MOVE-IN
    Tuesday, May 19, 2026 | 1:00pm - 6:00pm
    Wednesday, May 20, 2026 | 6:30am - 7:30am (hand-carry only)

    MOVE-OUT
    Wednesday, May 20, 2026 | 7:00 pm - 10:00 pm

    IMPORTANT NOTES:

    • The Heat Pump Symposium is a tabletop show. Large equipment and heavy machinery are not permitted. Small equipment and light machinery MUST be pre-approved by Show Management (bianca@newcom.ca) pending confirmation that this material can be moved with a four wheel dolly. There is no forklift service or pump truck available at the Heat Pump Symposium.

    • Exhibitors who require loading dock access and dolly service MUST move in on Tuesday, May 19, 2026.  Loading dock access is by scheduled appointment only.  Please contact Bianca Kennedy at bianca@newcom.ca.  Dollies will be available to exhibitors at the loading docks, with a limit of one dolly per company. Dolly use is on a first-come, first-served basis.

    • Exhibitors who can hand carry exhibit materials can use the main entrance to the venue.

    Directions to Loading Docks:

    • Loading facilities for the East building are via the East Truck Route at the foot of Howe Street off Canada Place.

    • The East Truck Route has one-way access only and is 16’ wide (4.88 m). There is an incline of 3’6” (1.07 m) over a 35’ (10.67 m) section, as well as an overhang with a clearance of 13’11” (4.24 m) at the access point to the exhibit halls. The incline will allow a standard trailer with a bottom clearance of no less than 12” (30.48 cm) to enter exhibit halls.

    • The loading dock consists of three loading bays, which can accommodate trailers up to 30’ (9.14 m) in length. All three bays have levelers. Loading dock clearance is 13’10” (4.22 m) high, 12’ (3.66 m) wide.

    • IMPORTANT!  Please note, tractor trailers CANNOT access the loading bays of East Building, Exhibit Hall A.  If you have a carrier delivering product to the venue, please ensure they are aware of the vehicle size limitations detailed above.

  • Full and final payment for exhibit space and/or sponsorship must be made before Friday, May 1, 2026. Event Management reserves the right to refuse entry to any sponsor/exhibitor whose account has not been paid in full, prior to move-in.

  • Hanging signage is not allowed.

    All signage must be free-standing and professionally produced. Handwritten signs are not permitted under any circumstances. Additionally, signage can only be displayed inside contracted booth space.

    All display material – including signage – must be made of fire-retardant materials.

  • Exhibiting sponsors are advised to maintain a staff member in their booth space during all hours of the event. Security concerns can arise when booths are not staffed. Exhibiting sponsors are reminded that Event Management does NOT assume any responsibility for losses.

Shipping & Material Handling Inquiries

  • Global Convention Services is the official advance warehouse service provider. This is a paid service.

    Advance Warehouse Address:
    GLOBAL CONVENTION SERVICES
    Unit #115 - 2325 Peardonville Road
    Abbotsford, BC V2T 6J8

    Period:
    From: Monday, April 20, 2026
    To: Friday, May 15, 2026

    Please note:

    • Material arriving after deadline will be received at the warehouse with an additional after charge.

    • Warehouse materials are accepted at the warehouse Monday – Friday between 9:00 am and 4:00 pm (Closes on weekends and holidays)

  • ‍The Heat Pump Symposium is a table-top style tradeshow. Heavy machinery and large equipment CANNOT be displayed at this show. There will be NO forklift service or pallet jack service available to exhibitors.  Four wheel dollies will be available to exhibitors at the loading docks, for use on the show floor, with a limit of one dolly per company. Dolly use is on a first-come, first-served basis. Exhibitors who can hand carry exhibit materials onto the show floor are invited to use the main entrance to venue.

  • Exhibitors who require loading dock access and dolly service MUST move in on Tuesday, May 19, 2026.  Loading dock access is by scheduled appointment only.  Please contact Bianca Kennedy at bianca@newcom.ca.

Show General Information

  • The Heat Pump Symposium is open to industry professionals, over the age of 16. Anyone under the age of 16 will not be permitted to access the event during move-in, event hours, or move-out.

  • Show Management reserves the right to refuse admission to the event to any visitor, sponsor/exhibitor, or sponsor/exhibitor employees, whom in the opinion of Show Management is disruptive at the event. Abusive language, threats, assaults, vandalism, theft, and all other inappropriate actions will result in immediate removal from the premises and prosecution, if appropriate.

  • ‍ Exhibitors must abide by the Fire Code Regulations outlined in Vancouver Convention Centre Operating Guidelines(page 69).

  • Sodexo Live is the exclusive supplier of culinary & facility set up services at the Vancouver Convention Centre. No outside food or beverage may be brought into the premises by exhibitors, attendees, suppliers or show management.

    Breakfast, lunch, coffee / snack breaks and a cocktail reception are included in delegate passes and exhibitor badges.

  • Photography/videography of other sponsor / exhibitor booths is strictly prohibited, unless authorized by that organization.

  • Distribution of promotional material and soliciting of business must be confined to sponsor / exhibitor booth spaces. Such activities are not permitted in the aisle, restaurants, registration area, hallways, or other exhibits.

  • Popcorn machines and helium balloons are not permitted due to the debris potential.

  • Show Management does NOT assume any responsibility for losses incurred from pilferage or any other causes. Sponsors / exhibitors should take all possible precautions to protect their own exhibit property and should have appropriate insurance. Small items such as laptop computers and cellular phones should NEVER be left unattended.

  • In accordance with the City of Vancouver, all areas at Vancouver Convention Centre are designated as non-smoking.

  • Show Management does not provide lockable storage for exhibitor use. Please take your storage requirements into account when designing your booth. Fire Regulations do not permit the storage of packaging or equipment behind exhibitor’s booths.

Other Information

  • Canadian contests must comply with provisions of the Criminal Code, Competition Act. Also, if personal information is collected during the contest for any secondary purpose, then the contest must also comply with Canada's federal privacy law called the Personal Information Protection and Electronic Documents Act. If you are sending email or text messages, Canada’s anti-spam law may also apply. The information in this clause is information only. It is not, and should not be taken as, legal advice. Professional legal advice should be obtained.

  • Show Management reserves the right to make such changes, amendments, and additions to these Exhibit Rules and Regulations as it shall deem necessary to the proper conduct of the Event. The Exhibit Rules and Regulations as amended, shall govern in all cases. Interpretation of the Exhibit Rules and Regulations and Operational Rules shall rest with Show Management and its decision shall be final. Show Management may require exhibitors to make such alterations to their displays as it deems necessary to the proper conduct of the Exhibition and, on failure to comply, may order the immediate removal of the entire exhibit without compensation and at the Sponsor’s / Exhibitor’s expense. Sponsors / Exhibitors failing to observe Show Rules and Regulations may be removed from the Exhibit Hall.

  • An exhibitor / sponsor may not show counterfeit products, or another manufacturer’s products which have been purchased or lifted from a distributor or another manufacturer, or any products which are deemed by Show Management in its sole discretion to be deceptively or illegally marketed. Sponsors / exhibitors who display products on the show floor or offer products in their catalogues displayed at Heat Pump Symposium that are found to violate a patent or trademark will face sanctions by Show Management. Sanctions are up to the Show Management, and may include closing the booth, together with a ban from the event and loss of seniority privileges and other sanctions as deemed appropriate by Show Management.

Show Management (Heat Pump Symposium) is confident that our exhibitors seek to maintain the highest of standards of compliance with Canadian law and industry standards. If you have any questions concerning rules and regulations, or any other matter prior to the show, please contact hps@newcom.ca. During the show, please direct any problems concerning possible intellectual property violations to the Show Office.

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