Vendor FAQ

Gluten Free Expo – Vendor FAQ

1. Do my products need to be gluten-free certified?

No. Your products do not need to be third-party gluten-free certified to participate in the Gluten Free Expo. However, all food products represented, sampled or sold as gluten-free at the Expo must meet Canadian requirements for gluten-free claims.

Under CFIA and Health Canada guidance:

  • Foods represented as gluten-free cannot contain intentionally added gluten sources.
  • Gluten that may be present as a result of cross-contamination should be kept as low as reasonably achievable and must not exceed 20 parts per million (ppm).
  • Appropriate manufacturing and handling practices should be in place to minimize the risk of gluten cross-contamination.

You do not need to operate from a dedicated gluten-free facility, provided you have appropriate controls in place to consistently produce products that meet Canadian gluten-free requirements.

2. What is included with my booth?

Your booth includes the basic equipment you need to get set up and start selling.

10' × 10' Booth

  • 1 × 8' table
  • Tablecloth
  • 1 chair
  • 1 mini waste bin

5' × 10' Booth

  • 1 × 4' table
  • Tablecloth
  • 1 chair
  • Shared waste bin

Additional equipment such as extra chairs, carpet, shelving, refrigeration and other rentals may be available depending on the venue. Ordering information will be provided on your exhibitor information page.

3. What is the application process?

Once you complete the online vendor application, our team will review your submission.

We may contact you with follow-up questions or, once accepted, send you a Welcome Email containing the information you need to prepare for the Expo.

Food vendors will generally be required to complete the following:

  • Health Authority Form – VCH for Vancouver or AHS for Alberta events. We will provide the appropriate form and the information required to complete it.
  • Insurance – You will be required to add the Gluten Free Expo/event organizer as an Additional Insured on your existing insurance policy. This is normally free through your insurance provider, and we will provide the exact wording and information you need.
  • Sampling Information/Form – Requirements vary by event and venue. We will send you the appropriate form or questions.
  • Electrical Orders – If you require power, an electrical ordering link will be provided.
  • Additional Equipment – Links for additional chairs, carpet, shelving, refrigeration and other available rentals will also be provided.

Invoicing

Invoices are sent separately from your Welcome Email.

Your invoice number will be included in your initial Welcome Email so you can easily reference and match your invoice to your application.

4. When can I set up my booth?

Set-up times vary depending on the event and venue.

Most Gluten Free Expo events offer morning-of-show set-up, commonly from approximately 8:00 AM–10:00 AM, although some venues may provide additional or different set-up times.

Your confirmed set-up schedule will be shared with you as soon as it is available and will also normally be listed on the Exhibitor Information Page for your specific event.

Please allow yourself enough time to unload, park, set up your booth and be completely ready before doors open.

5. How do loading docks and vendor arrival work?

Many of the convention and event centres we use operate their loading docks through Voyage Control or another scheduled vehicle-management system.

If you plan to use the venue's loading dock, you may be required to reserve an arrival time in advance. Instructions and booking links will be provided on your Exhibitor Information Page when applicable.

If you do not need the loading dock, you can generally park your vehicle and bring your supplies through the designated public or vendor entrance, subject to the venue's rules.

Please arrive on time.

The area outside the venue can become very busy during the final 45 minutes before doors open, with attendees beginning to line up for the Expo.

Arriving late with carts, boxes or other equipment can make it difficult for you to access the building and can interfere with attendee entry.

We strongly recommend arriving during the designated vendor set-up period so you have plenty of time to get settled and be completely ready when the doors open.

6. Do my products need to be labelled “gluten-free”?

No. Your product packaging does not need to specifically say “gluten-free.” However, any product being sold, sampled or promoted as gluten-free at the Expo must meet the applicable Canadian gluten-free requirements.

If the packaging itself does not clearly identify the product as gluten-free:

  • A clear and visible sign should be placed beside or directly near the product identifying it as gluten-free.
  • A knowledgeable staff member should be available at the booth to answer customer questions about ingredients, preparation, manufacturing and potential cross-contact.
  • Signage should be easy for customers to see without having to ask.

Many of our attendees have celiac disease or other medical reasons for avoiding gluten, so clear communication and knowledgeable booth staff are very important.

7. How many visitors can I expect?

We consistently see over 2,000 visitors at our Gluten Free Expo events.

Because our attendees are specifically coming to discover, sample and purchase gluten-free products, the Expo is a high-shopping-intent event. Customers are eager to find products they can trust and often arrive ready to buy.

For your first event with us, we recommend bringing more product than you think you may need. It is better to have some product left at the end of the day than to sell out early and disappoint customers who came specifically to shop your booth.

Your first Expo is also a great opportunity to gauge demand so you can plan inventory even more accurately for your next event with us.

8. How much product should I bring?

This will depend heavily on your product category, price point and how quickly customers can understand and purchase your product.

Our Gluten Free Expo events consistently attract over 2,000 visitors, and they are coming specifically to discover and purchase gluten-free products. Because of this, we encourage vendors to bring more product than they think they will need for their first show with us.

Some of our busiest food booths have sold approximately $6,000–$8,000 worth of product at a single event. These are typically highly sought-after gluten-free foods such as fresh breads, donuts and other bakery products.

When planning your inventory, consider how your product compares:

  • If you sell a popular everyday gluten-free food such as bread, baked goods, snacks or ready-to-eat products, you may want to prepare for very strong sales volume.
  • If your product is more specialized, higher-priced or purchased less frequently, adjust your inventory accordingly.
  • Non-food vendors should consider their typical conversion rate and price point rather than using food sales as a direct comparison.

For your first Expo, we would rather see you bring a little too much than sell out too early. Running out early means missed sales for you and disappointed customers who may have come specifically to purchase from your booth.

Your first event with us will also give you an excellent benchmark for planning inventory at future Gluten Free Expo events.

9. Is sampling encouraged?

Yes! Sampling is strongly encouraged.

Our shoppers love being able to try a product before purchasing, and sampling can be a great way to introduce your brand and increase sales at the Expo.

If you plan to cook, heat or warm food at your booth and are unsure whether your equipment or setup is permitted, please contact us before submitting your application.

We can review your proposed setup and, if required, contact the event centre or venue team to confirm what is permitted.

Requirements can vary by venue, so it is always best to check with us in advance rather than making assumptions about cooking, warming or electrical equipment.

10. Is cooking allowed at the Expo?

Cooking requirements vary by venue, so what is permitted at one Gluten Free Expo may not be permitted at another.

Most event centres require commercial-grade cooking equipment, and open flames are generally not permitted. Additional restrictions may apply depending on the equipment you are using, ventilation requirements and the type of food being prepared.

If you plan to cook, heat or prepare food at your booth, contact us with details about your setup and equipment.

We can review your setup and work with the venue team to determine what is permitted before the event.

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11. What are the parking options at the Centre?

Convenient parking options are available. Details on parking fees and valet services can be found on our venue information page.

Vancouver:

Parking at Canada Place is available in the underground parkade directly beneath the venue through Parking Indigo Vancouver V374 - Canada Place.

Main Parking Information

  • Underground parking located directly at Canada Place
  • Entrance typically accessed via Howe Street ramp
  • Open 24 hours daily
  • EV charging available
  • Walking access directly into the venue area

Transit: 

Canada Place has some of the best transit access in Vancouver and is extremely easy to reach without driving.

SkyTrain Access

The venue is only a short walk from:

Waterfront Station

Waterfront Station connects to:

Expo Line
Canada Line (direct airport connection)
Millennium Line connections
West Coast Express
SeaBus
Bus Access

Multiple TransLink bus routes stop throughout the downtown waterfront area near:

Cordova Street
Burrard Street
Hastings Street
SeaBus Access

Visitors coming from North Vancouver can take the SeaBus directly to Waterfront Station, located beside Canada Place.

Walking Access

Canada Place is easily walkable from:

Downtown hotels
Vancouver Convention Centre area
Gastown
Coal Harbour

Edmonton:

Main Parking Options
Grierson Hill surface parking lot directly beside the venue
Nearby downtown parkades and surface lots throughout the Jasper Avenue / Churchill area
Metered street parking nearby
Connected downtown parkades within walking distance
Main Convention Centre Lot

One of the closest parking options is:

Parking Indigo Edmonton E505 - ECC East

Additional nearby lots include:

Impark - Canada Place (9777 - 102 Ave) Lot 360
Impark
Diamond Parking

Transit: 

The Edmonton Convention Centre has excellent public transit access and is one of the easiest major venues in Edmonton to reach without driving.

LRT Access

The venue is directly connected to:

Churchill LRT Station

Churchill Station serves both:

Capital Line
Metro Line
Valley Line

Visitors can access the Convention Centre through Edmonton’s indoor pedway system connected to the station, which is especially helpful during winter months.

Bus Access

Multiple ETS bus routes stop throughout the downtown core near:

Jasper Avenue
100 Street
Churchill Square

Calgary: 

Parking for our event is FREE.

WinSport has several parking lots across the property, so if the main Event Centre lots become full, overflow parking will be available nearby throughout the campus.

Main Parking Areas
  • Event Centre parking lots directly outside the building
  • Canada’s Sports Hall of Fame parking lot
  • Players parking lot
  • Warehouse parking lot
  • West Overflow parking lot

The largest overflow area is the West Overflow Parking Lot, located on the west side of the WinSport property near the Markin MacPhail Centre and ski hill area.

Transit: Transit access is available via Calgary Transit Route 108 from Brentwood CTrain Station directly to WinSport / Canada Olympic Park. Please plan your trip in advance using the Calgary Transit trip planner.