IDS Vancouver is the Pacific platform for all things design and each exhibitor must ensure that their participation reflects the upscale nature of this event. IDS Vancouver attracts design savvy consumers and design professionals from across North America; booth design should reflect a premium standard as opposed to a booth which might be seen at a typical consumer show.

Consider factors that will provide the greatest impact such as lighting, flooring, walls, colours, layout etc. The look and feel of your booth is a direct reflection of the response you will receive from the marketplace; ensure you meet, and exceed their expectations. Exhibitors must consider sustainability when designing, building and dismantling their booth.

Important Notes:
Your booth space does not include walls, lighting, electricity, or floor covering. Visit the Service Order Forms page to arrange these elements.
*Turn-key booth purchasers or exhibitors in Studio North, Prototype, District or Collect may have walls, signage, and flooring included—refer to your specific contract.

All business activities and display elements must remain within your contracted booth space. Exhibitors may not stand in aisles to conduct business or extend any items (merchandise, furniture, signage) beyond booth boundaries. Distribution of marketing materials is limited to your assigned space only.

BOOTH RENDERINGS SUBMISSION
If you have not submitted your final booth rendering, please submit it to Christine Heyman at Christine.Heyman@informa.com. All booth designs must be approved in advance of the show.

Booth designs that deviate in any way from the regulations listed below must be submitted to Melissa.Lauzon@informa.com for approval.

Through our commitment to the evolution of the events industry, we aim to ensure we are delivering the best possible experience for our customers. Informa is part of a global Better Stands programme which aims to unite and encourage exhibitors, along with their appointed contractors, to move away from disposable, single-use stands at events, in favour of reusable structures.

To learn more about Informa's Better Stands Programme, you can read our Better Stands Brochure and watch the Better Stands Informative Video.

We have had feedback from many exhibitors, who see a number of benefits from using reusable stands:

• A smoother, more predictable and stress-fee build and dismantle experience for all parties
• Reflect your brand’s commitment to sustainability – as you’re reducing waste and emissions by choosing a reusable stand
• Reduced waste bills and less likelihood of other unpredicted costs
• Reusable stands reduce the likelihood of accidents and incidents occurring during the build and dismantle of your stand
• Reusable stands also remove the likelihood of requiring early access or late working with subsequent additional costs

Below are items to consider when designing your booth:

• Consider the future use of your booth. You can save money and reduce environmental impact by re-using the whole, or elements of the booth – either by re-using it at the next IDS show, or in a showroom. Some exhibitors have used their booth to create furniture pieces.
• Specify local materials (locally manufactured and/or raw materials).
• Look out for materials with sustainability credentials, such as wood sustainably certified to the FSC or PEFC standards.
• Drywall is not permitted.
• Plywood or wood framing would be a better-suited, impermanent wall option with a longer life span for re-use.
• Use recycled materials or choose materials that can be recycled post-event.
• Use rapidly renewable materials.
• Choose construction methods that allow components to be taken apart and reused or donated (i.e no adhesive).
• Avoid materials like styrofoam/polystyrene, PVC, fiberglass and high-VOC paints.

Exhibitors must fill out the MANDATORY SUSTAINABILITY SURVEY by July 31, 2025 so that we can gather information about which components of your booth are being reused.

If you have sustainability suggestions to share with your fellow exhibitors, please send them to IDSOperations@informa.com so we can expand our list of best practices.

We will be conducting onsite assessments to check how each stand compares against the framework below and will use information submitted by you and your contractor in advance to help with that, if we can.

HABITAT FOR HUMANITY SUSTAINABLE SOLUTIONS: MATERIAL DONATION PROGRAM

Habitat for Humanity services the Greater Vancouver area and accepts donations of the following:

• Booth Construction Materials
• Furniture and Decor
• Product Samples

Contact Habitat for Humanity at donate@habitatgv.ca for pre-approval of materials, or if you have any questions. Please include photos, material, size, and quantities. Exhibitors will need to reach out to Habitat for Humanity in advance and make arrangements to drop off their donations at their ReStore (Burnaby Location) following move out.

Address: 7977 Enterprise St. in Burnaby

Drop Off Hours: Monday through Friday from 9:30am to 3:30pm

Exhibitors must remove all of their booth materials from the VCC during move-out. Please consider reaching out to Habitat for Humanity if you have any materials to donate following the show.

New West Gypsum Recycling

New West Gypsum Recycling accepts waste gypsum wallboard and gypsum drywall for recycling into new gypsum products. Recycled products include new Gypsum Wallboard and related Gypsum products.

Help the environment and save money by returning your used Gypsum Wallboard end-cuts or renovation gypsum drywall waste to our New West Gypsum Recycling Plant located in New Westminster, British Columbia. Please contact them for disposal rates.

Click on an image below to enlarge:

Exhibitors are provided with floor space only. The booth fee does not include walls of any kind. This means that each exhibitor is responsible for providing hard walls to create a separation from each adjoining booth. Exhibitors can either bring their own hard wall system or rent walls from our official suppliers: Sequoia (formerly North Display) or our premium contractor Doug at Dado Designs (dadodesigns@telus.net) for a quote on a custom-built exhibit you could use year after year.

*If you purchased a turn-key booth or a booth within Studio North, Prototype, District, or Collect, you may have walls or structure included in your booth fee. If you are an exhibitor in one of the above sections, please review your individual booth contract.

Booth walls must follow these guidelines:

• No fabric drape allowed as walls
• Exhibitors must bring their own walls (cannot use a neighboring exhibitor's wall)
• Keep displays at or below 8' when next to other booths
• Side walls must reach from your booth to the aisle

Height limits:

• Iniline, Corner and Peninsula booths: 8' maximum. All walls adjacent to another exhibitor (in an in-line, corner or peninsula booth) MUST be 8' high.
• Island booths: 12' maximum
• Exceeding 12' requires written approval and may be required to have engineered, stamped exhibit drawings. Exhibitors who are unable to produce engineered drawings in their own offices may submit their exhibit drawings to Melissa.Lauzon@informa.com for submission to the VCC for approval before building or committing to the final drawings.

Show Management reserves the right to mask unsightly areas at the expense of the exhibitor.

To order Walls, please refer to the Sequoia and DADO forms linked through the Service Order Forms Page.

No Aisle Carpeting: As part of Informa's sustainability initiatives, aisle carpets have been eliminated. We recommend including flooring in your booth design for comfort and to clearly define your space.

Booth Flooring Options & Installation:

• Booth rental does NOT include carpet/floor covering - exhibitors must bring their own or rent using the Carpet Order Form
• Always place protective paper or plastic sheeting underneath all floor coverings
• Use only Scapa Tape to secure your flooring (available from National Hardware Sales Ltd.) - no masking tape, clear packaging tape, or duct tape

Raised Floors Safety Requirements:

• Maximum height: 6 inches with transition strips required for any flooring 3/8" or higher
• Must be wheelchair accessible with proper ramps (3' wide, 1:12 slope maximum) and landings
• All ramps must remain within your booth space with edges properly secured

Upon removal of each booth, the Vancouver Convention Centre and Show Management will inspect each space for any damages incurred by the exhibitor and to check that all materials, including tape residue left on the floor, are properly removed. Any charges to make good the exhibit space will be passed on to the exhibitor. All garbage, and disposal of leftover materials are the responsibility of the exhibitor; if materials are left in the booth, the fee for disposal will be passed on to the exhibitor.

To order Carpet, please refer to the LEVY portal linked through the Service Order Forms Page.

Exhibitors must provide lighting on their booth display. The overhead lighting at the Vancouver Convention Centre (VCC) will NOT be sufficient. You may bring your own lights or rent them from Riggit using the link below.

To order Lighting, please refer to the VCC portal linked through the Service Order Forms Page.

All electrical services at the Vancouver Convention Centre (VCC) must be arranged through the venue. Exhibitors are responsible for ordering their own electrical power in advance using the VCC Electrical Order Form provided below.

Installation Requirements: Exhibitors may only use regular three-prong grounded extension cords with wires of appropriate size for the electrical load. All on-site hard wiring and connections must be performed by VCC electricians. Self-installation of electrical wiring devices is strictly prohibited.

Power Distribution: Power and telecommunications are supplied through floor ports located every 30' on centre (north-south and east-west). These flush metal panels (approximately 2'4" × 1'10") are marked as small open square symbols on the floor plan. Use flat wiring to deliver power from floor ports to your display. For specific floor port locations, contact IDSOperations@informa.com.

Important Note: Since IDS will not have aisle carpeting, we recommend ordering Overhead Power Outlets if your booth lacks a floor port. This prevents cables from running through aisles into your space.

To order Lighting, please refer to the MTCC portal linked through the Service Order Forms Page.

Electrical Compliance Requirements

Wiring Standards: All wiring must comply with the latest edition of the Canadian Electrical Code. The BC Safety Authority will reject:

• Open joints
• Taped joints
• Ungrounded wiring
• Improper box connectors

Pre-Show Inspection: Any lighting or wiring not factory-assembled must be approved by an accredited agency before move-in. Non-compliant wiring will require correction by VCC electricians at standard hourly rates. On-site correction orders will only be addressed after all pre-ordered work is complete. We strongly recommend having all wiring and lighting inspected and corrected before bringing it on-site.

Certification Contact: For electrical equipment certification, please contact the Canadian Standards Association.

Products for Sale Requirements

Electrical Products for Sale by Exhibitor (eg. lamps)

Any electrical product (eg. lamps) being sold at the show must be CSA approved for parts AND assembly. Though all lamp parts might be CSA Approved, when they are assembled together to make a new electrical product, it does not assure that this item has been assembled correctly or is electrically safe. Any new electrical product requires an inspection certificate. Please visit the Technical Safety BC website for more details.

Electrical equipment is considered to be approved if it bears the certification mark or Field Evaluation label of an organization that has been accredited by the Standards Council of Canada to approve electrical equipment. If these markings are missing, the equipment is considered to be unapproved. Since markings are updated regularly visit the Technical Safety BC website for a current listing.

To order Electrical, please refer to the VCC portal linked through the Service Order Forms Page.

All booths with ceilings must be equipped with a 5 lb ABC-type fire extinguisher that remains visible and accessible throughout the show. Exhibitors are responsible for providing their own fire extinguisher and ensuring booth staff complete the mandatory fire safety training course at Canada Safety Council.

Fully enclosed structures or roofed areas larger than 10' × 10' may require additional smoke detection systems as mandated by Vancouver Fire and Rescue Services.

The following booth types require special approval and building permits:

• Booths with any type of ceiling
• Two-storey structures
• Booths with mezzanines
• Multi-storey configurations

Please submit all engineered drawings to Melissa.Lauzon@informa.com for processing. Upon receipt, the Vancouver Convention Centre (VCC) will conduct a thorough review of all submissions. Following their assessment, the VCC will coordinate the necessary approvals with Vancouver Fire and Rescue Services to ensure compliance with all safety regulations and building requirements.

Important: Any modifications to previously approved complex booth designs must be resubmitted for approval before implementation. For complete guidelines, please consult the VCC’s Exhibitor Safety Fire Regulations for additional information.

All exhibitor signage must remain within the designated booth area and be positioned to maintain clear sightlines across the show floor. Only professionally printed and properly mounted signage is permitted. Please note that flag banner pop-up signs are not allowed anywhere on the show floor. Signage should be re-used, or recycled; environmental impacts should be considered when selecting signage and printed materials.

If you are interested in ordering additional signage and any other visual element requirements for your booth, please reach out to info@astleygilbert.com refer to the Astley Gilbert order form on the Service Order Forms Page

IMPORTANT NOTE: No roll-up banners/pop up booths are permitted on the show floor. See the examples below.

No overhead trade banners are permitted. Installations and lighting are welcome at the approval of Christine Heyman at Christine.Heyman@informa.com.

Suspended installations are welcome; please send plans to Christine Heyman at Christine.Heyman@informa.com for approval. All suspended installations must be installed by VCC, the exclusive rigging supplier. Once approved, place your order using the Suspended Installations Form below.

To order Suspended Installations, please refer to the VCC portal linked through the Service Order Forms Page.

At no time will SALE signs, SHOW DISCOUNT signs, SHOW SPECIAL signs, or others of this nature be permitted on the exhibit floor. Show management will ask you to remove the signs if they are on display.

Distribution of samples, souvenirs, or literature must be confined within the exhibitor’s booth space. Absolutely no solicitation is allowed in the aisles, at any show or building entrance, or anywhere on the grounds of the Vancouver Convention Centre. This includes solicitation by costumed personnel.

A limited selection of furniture is available from LEVY Show Service and can be ordered using the Furniture Order Form below. Please note that rented draped tables and draped platforms are not permitted. IDS supports original design. Please ensure all furniture is the original design and not a copy.

To order Furniture for your booth please refer to the LEVY portal on the Service Order Forms Page.

Water line connections or fill and drain service can be ordered by completing the VCC Plumbing Order Form below. For details on floorports that supply water, please contact Melissa.Lauzon@informa.com.

To order Water/Plumbing, please refer to the VCC portal on the Service Order Forms Page.

Propane Usage Requirements

Exhibitors planning to display equipment fueled by propane or natural gas must obtain permission from the Vancouver Convention Centre at least 30 days before the show date. For permission requests, contact Nick Hamzah at NHamzah@vancouverconventioncentre.com.

Propane tanks exceeding 20 lbs (9.1 kg) are prohibited inside the building but may be stored in designated outdoor areas through arrangements with Event Services & Venue Operations. Generally, exhibits are limited to one propane tank per booth, with exceptions possible at the fire marshal's discretion.

All propane tanks must be equipped with flow restriction valves, available from Home Depot (604-675-1260) or Acklands-Grainger (604-879-4211). Every propane connection requires inspection and approval by Vancouver Convention Centre staff. For exhibits with larger propane requirements, special arrangements must be coordinated through the Provincial Gas Inspector via Melissa.Lauzon@informa.com.

All empty containers must be removed when the event concludes. Please note that fees will apply for any tanks left on-site after the event.

Compressed Gas Cylinders and Other Gas Containers

All requests to use or store compressed gas cylinders or other gas containers on-site must be submitted to Event Services & Venue Operations for approval. Contact Nick Hamzah at NHamzah@vancouverconventioncentre.com. with details including:

• Number of containers
• Size/volume of each container
• Type of gas

The Vancouver Convention Centre will determine whether gas containers may be stored on-site (either in the event space or elsewhere) and specify any applicable storage conditions. All gases must be stored in approved containers specifically designed for their contents and clearly labeled with appropriate content and safety information.

Exhibitors are responsible for arranging both drop-off and pick-up of gas containers. Disposal costs will be charged to the Client/Exhibitor for any gas containers left on-site following the event.

Aisles and common areas within the show will be cleaned daily. Exhibitors are responsible for the appearance of their own booths. Exhibitors must make arrangements for all booth cleaning, and are required to use the janitorial services of the VCC for all booth cleaning, including vacuuming of booths prior to show opening. Should exhibitors require janitorial services (carpet shampooing, vacuuming, dusting, and garbage removal) please refer to the VCC Booth Cleaning Order Form listed below. Please note, cleaning is an exclusive service provided by the VCC and exhibitors cannot bring their own cleaning staff.

Exhibitors are also accountable for clearing all garbage and debris from their booths upon vacating the Vancouver Convention Centre and are expected to explore avenues for reuse and recycling rather than resorting to direct landfill disposal. Failure to comply will result in a bulk garbage removal fee being charged to the exhibiting company.

Any exhibit construction that requires the use of power tools must have the appropriate dust extraction equipment. All construction waste must be removed by the exhibitor.

To order Booth Cleaning, please refer to the VCC portal on the Service Order Forms Page.

High-visibility vests are MANDATORY, please ensure that your entire team brings their own vests, or be prepared to purchase them onsite at the VCC Exhibitor Service Desk.

All exhibitors are reminded that workplace and worker safety is everyone’s responsibility. All participants at IDS Vancouver must comply with the legislation contained in the Occupational Health and Safety Regulation and Workers Compensation Act, which is governed by WorkSafeBC.

The Occupational Health and Safety Act also requires exhibitors who will spend $100,000 or more on labour and materials must complete a “Notice of Project”. Please see the Notice of Project section below for more information.

1. Personal Protective Equipment:

Anyone working or visiting the show floor during move-in and move-out regardless of their booth size or location on the show floor MUST wear the following:

• CSA approved steel-toed safety shoes (look for the green triangular patch).
• High visibility vest.
• Safety vests are available to purchase at the Service Desk on the show floor; you are also more than welcome to bring your own safety vests.
• CSA approved hard hat in booths where overhead work and any work above 10 ft. is being done. (bicycle helmets are not allowed)

2. Health & Safety Declaration Form

Show management will be vigilantly monitoring the show floor to ensure a safe work environment; everyone must make it a priority to minimize the potential hazards and reduce the risk of injuries. Should you see a hazard or unsafe work practice on the show floor, notify show management immediately. All exhibitors are required to submit the Health & Safety Declaration Form by the appropriate deadline. We kindly ask that you advise your staff, suppliers and exhibitors of the safety practices.

To complete the Mandatory Exhibitor Health & Safety Declaration, click HERE.

Any exhibitor who will spend more than $100,000 on materials and labour to construct their booth must file a “Notice of Project” with the Workers Compensation Board via WorkSafeBC before move-in. To confirm if you need to submit a NOP, please read this page. There is no cost to file the NOP, however, if you do not file there could be a fine imposed on you on-site or a WCB inspector could issue a stop work order. A copy of the Notice of Project must be posted at the booth before work commences. Please contact WorkSafeBC directly with any questions (1-888-621-7233).

Some of the other mandatory requirements that apply once a Notice of Project has been filed include having the entire booth cordoned off (eg. with yellow caution tape or an appropriate barrier) and all employees and/or sub-contractors working within the area must wear CSA approved steel-toed shoes and hard hats while booth construction is taking place (ie. walls being erected or dismantled, etc.).

To complete the Notice of Project, click HERE.

Construction and installation of displays must be confined within the exhibitor’s booth space, and is not permitted in the aisles. Construction that may cause disturbance or damage to other exhibits, such as strong paint fumes or excessive dust, is prohibited. The Vancouver Convention Centre does not have collective agreements with labour, carpentry or painting unions, however, some work conducted in the exhibit hall must be performed or provided by Exclusive Suppliers only.

Any exhibitor who plans to use an independent contractor(s) other than the IDS Vancouver Official Suppliers must submit the Notice of Intent to Use Exhibitor Appointed Contractor (EAC) with a copy of the EAC’s certificate of insurance. The EAC must comply with the requirements and regulations listed on the form. EAC’s cannot perform the work of Exclusive Suppliers.

To complete the Exhibitor-Appointed Contractor Form, click HERE.

The Vancouver Convention Centre does not provide complimentary storage during the show. Exhibitors have the following options:

• LEVY Show Service Storage: Available as a paid service for exhibitors requiring storage of containers or materials. Exhibitors handling their own freight should arrange storage of empty containers or materials directly at the LEVY Service Desk during the move-in period.
• Included Storage with Advance Warehousing or Material Handling: Exhibitors who have ordered Advance Warehousing or Material Handling services already have storage included with their order. To arrange these services please refer to the Levy portal on the Service Order Forms Page.

All containers should be clearly marked with exhibitor’s name and booth number.

The Vancouver Convention Centre will have dedicated Mega Bags for recycling materials: one for cardboard and one for soft plastic. Please place materials directly into these bags onsite to be compacted and recycled.

Any oversized quantity of material that an exhibitor would like to recycle will need to be approved by Show Management. If approved, exhibitors are responsible for carrying/dolling the material to the sorting bins on the loading dock.

If any exhibitors have pallets left over, please contact the Show Office to see where these can be recycled onsite.

All materials brought in by exhibitors must be removed entirely from the Vancouver Convention Centre by the end of your assigned move out time. Should any exhibitor fail to remove all property by the time stipulated, the exhibitor will be responsible for the disposal fees and labour costs involved to remove items on their behalf.

Absolutely no vehicles of any description are allowed to be displayed on the show floor except for those of the IDS Car Sponsor.

Absolutely no balloons of any kind are permitted at the Interior Design Show Vancouver.

Absolutely no animals are allowed to be used within exhibitor booths as display props. If you believe the animal is necessary to sell your product you must request permission from Melissa.Lauzon@informa.com. Requests must be made at least (7) days prior to move in and include plans for control/enclosure and waste. Note, service animals are allowed into all the areas of our event that are open to the public.

There is no complimentary WiFi access on the Show Floor. Paid wireless Internet access includes unlimited wireless access for one device from anywhere within the Vancouver Convention Centre for the duration of the event. Access codes for additional computers or devices can also be purchased at a reduced cost after the first access code has been purchased. To order WiFi, fill out and submit the Internet Order Form below.

Wired Internet Access is also available. Show Management, exhibitors and attendees are prohibited from providing or distributing any wired or wireless (including cellular-based and 4G/5G wireless access points) Internet access within the facility without permission from the VCC. Any installations that have not been granted permission in advance will be subject to removal without compensation.

To order Internet, please refer to the VCC portal on the Service Order Forms Page.

All catering arrangements must be made through VCC Catering Department, the exclusive in-house supplier of Vancouver Convention Centre. Exhibitors who wish to have food served from their booth (during the Opening Night Party or at any other time during the show) can make arrangements by ordering via the VCC portal (link provided below) or by contacting Roya Roohi at RRoohi@vancouverconventioncentre.com. Please note, the serving of alcoholic beverages in exhibitors’ booths is only possible when arranged through VCC Catering Department.

The facility operates under its own Liquor Primary liquor license, issued by the British Columbia Liquor Control and Licencing Board. Alcohol is not permitted on the show floor unless purchased from the Vancouver Convention Centre. If Alcohol is brought into the Vancouver Convention Centre it will be removed by the VCC’s Beverage Manager and/or security. Any liquor bottles that are being used for display purposes must be empty. If you wish to serve liquor to clients in your booth you can make arrangements with the VCC by contacting Roya Roohi at RRoohi@vancouverconventioncentre.com.

IDS Vancouver 2024 Catering Menu (2025 Catering Menu will be available in June)

To order Lighting, please refer to the VCC portal linked through the Service Order Forms Page.

Vancouver Convention Centre catering department has exclusive food and beverage distribution rights within the Convention Centre. Exhibitors may distribute SAMPLE food and/or beverage products ONLY upon written authorization and adherence to ALL of the conditions outlined in the Food Sampling Guidelines. Please note that food sampling permission extends only to products sold by your company. Questions regarding food & beverage sampling can be directed to Roya Roohi at RRoohi@vancouverconventioncentre.com.

RPAS / drones may not be operated indoors at Vancouver Convention Centre without the facility’s express consent. Please note that drones will not be allowed to fly over attendees within the Vancouver Convention Centre. Exhibitors who wish to fly a drone within the convention centre must contact Melissa.Lauzon@informa.com to learn about insurance requirements and other regulations. The lead time to obtain the necessary permissions and accepted policies from insurers can be lengthy, so exhibitors are encouraged to begin the process early.

Exhibitors may begin dismantling displays immediately after the show closes on Sunday, September 28. Empty crates and boxes will be returned as promptly as possible. Products are most vulnerable to theft during the dismantling period. Do not leave valuables unattended. Show security provides only a general presence to deter theft but cannot guarantee protection of your items. All exhibitor property—including exhibit materials, brochures, and trash—must be completely removed from the Vancouver Convention Centre by your designated move-out time as specified on the Colour-Coded Move-Out Floorplan.

Exhibitors failing to remove all property by their stipulated deadline must indemnify Show Management against any resulting claims. Show Management reserves the right, but not the obligation, to remove remaining materials at the exhibitor's expense, with the exhibitor liable for all associated losses and costs.Read more about move-out on the Move-In/Out page.