Move-In & Move-Out

SHIPPING TIMELINE:

• Earliest Arrival Date: January 5, 2027
• Latest Arrival Date: February 2, 2027
• Receiving Hours: 9:00 AM - 3:00 PM, Monday–Friday (excluding holidays)
• Any freight received at the Advance Warehouse before January 5, 2027 and after February 2, 2027 will incur a early/late surcharge and a delivery fee if a dedicated truck is required to deliver freight to show site.

REQUIREMENTS:

• All exhibitors using third-party carriers must submit the Levy Logistics Advanced Material Handling order form (found on the Order Forms page) before shipment arrival
• For advance warehousing, mail or fax the Material Handling Order Form and Invoice with pre-payment to LEVY SHOW SERVICES INC. Collect shipments will NOT be accepted

SERVICES INCLUDED:

• receiving your material at the warehouse up to thirty days in advance of the move-in day
• delivering the shipment to your booth at the facility
• removing empty crates from your booth to a designated storage area
• returning your empty crates to your booth at the close of the show
• loading your crates onto your designated carrier at the close of the show

SHIPPING ADDRESS:

BUILDEX VANCOUVER
Exhibiting Company Name & Booth # ___
Aerostream c/o Levy Show Service, Inc.
18391 McCartney Way
Richmond, BC V6W 0A1

INTERNATIONAL SHIPMENTS:

For shipments requiring Customs Clearance Services:

• Contact Levy Logistics: 604-277-1726 or email acheng@levyshow.com
• Review their form on the Order Forms page

BENEFITS OF ADVANCE SHIPPING:

• Storage of materials for up to 30 days prior to the show
• Delivery of shipment to your booth before exhibitor move-in
• No waiting at the vehicle marshaling yard
• Your freight will be in your booth prior to your scheduled move-in time

REQUIREMENTS & RESTRICTIONS

• Follow the Move-In Floorplan and Move-In procedures
• Mark all crates/cartons with appropriate shipping labels
• The VCC will NOT accept deliveries before the official move-in date. Early deliveries will be refused
• Complete and return the MATERIAL HANDLING order form from Levy (found on Order Forms page)

THIRD-PARTY CARRIER INFORMATION (NO MATERIAL HANDLING)

• Third-party carriers require a Voyage Control Booking to enter Loading Docks. Carriers may experience wait times for available space. If possible, please use our official carrier Levy Logistics as they will be given priority.
• If you do not pre-purchase Material Handling AND no booth representative is present for drop off of booth materials of any size:
  • BUILDEX Vancouver may order equipment/materials moved to your booth
  • BUILDEX Vancouver may order removal of the truck from the unloading area and refuse shipment
  • All charges will be invoiced by Levy Logistics to the exhibitor

DIRECT SHIPPING ADDRESS

BUILDEX VANCOUVER
Exhibiting Company Name and Booth #_____
Vancouver Convention Centre – West
Via Waterfront Road Truck Route
1055 Canada Place
Vancouver, BC V6C 0C3

VOYAGE CONTROL BOOKING SYSTEM

• MANDATORY: All Loading Dock access requires a Voyage Control booking
• Book a dedicated time slot during your scheduled move-in time
• Vehicles arriving without a booking will be turned away and must rebook within allotted Move-In time
• Voyage Control Registration opens late January and detailed instructions will be emailed to your logistics contact when the portal is live

MATERIAL HANDLING INFORMATION

• Maximum vehicle off-loading time: 30 minutes
• No mechanical conveyances provided for movement from unloading area to booth
• Limited flatbed four-wheel dollies available for hire for smaller shipments
• For larger materials, mechanical devices such as forklifts are available, please complete the Levy Logistics Material Handling Order Form. This is an exclusive service - exhibitors may not bring their own forklifts

SELF-UNLOADING TIPS & RESTRICTIONS

• Consider using wheeled crates for faster self-unloading
• PARKING AT THE OFF-LOADING AREA IS PROHIBITED
• Vehicles must be removed immediately after unloading is complete
• Review material handling operations and requirements with Levy Logistics well in advance of move-in

All exhibitors are strongly encouraged to contact Levy Logistics before the event to discuss material handling needs and ensure a smooth move-in process. Order Material Handling on the Order Forms page.

Each West Loading Bay has a width of 12' (3.66 m), a length of 80' (24.4 m), an overhead clearance of 17' (5.2 m), and a dock height of 52” (132 cm).

PERMITTED ENTRY THROUGH MAIN ENTRANCE & ELEVATORS

• Hand-carriable materials
• Small, light-weight two-wheeled dollies
• Pop-up displays

PARKING OPTIONS

• Underground parking at the Convention Centre
• Any local parking lot near the Convention Centre

RESTRICTIONS

• Four-wheeled dollies are NOT permitted through front door or elevators
• Large materials (beyond a normal armload) are NOT permitted through front door or elevators
• Escalators are not permitted for move-in/move-out usage due to safety
• DO NOT park in the loading zone in front of the Convention Centre - vehicles will be towed

This alternative entry method helps you avoid holding lot congestion during move-in.

There is limited on-site storage during the show. If you have not booked material handling (through Levy Show Services), please make arrangements to take your empty crates off-site after moving in or to hide your ‘empties’ in your booth.

Material Handling is a paid service that provides exhibitors assistance with unloading booth materials from vehicles at loading docks and delivering those materials to their booth space during move-in, and vice versa during move-out. Depending on the service requested, material handling services can also include the collection of your crates and skids during move-in, storage of crates and skids during the event, and the return of crates and skids for move-out.

Material Handling is a paid service and is not included in your exhibition fees. If you do not require material handling, do not allow staff to help unload your vehicle at the loading docks as this could result in additional fees you have not accounted for. Be prepared to meet your shipment at the dock upon arrival to offload the items and avoid additional fees.

Not sure if you want or need Material Handling? Read the information below to make an informed decision.

Material Handling is recommended for any exhibitor unable to safely unload their booth materials without the use of a forklift or additional labour. Forklifting is an exclusive service of our General Show Services contractor, Levy. If you require a forklift to deliver materials to your booth space, please contact Levy prior to your arrival at the venue to secure preferential service rates..

Often (but not always), a larger and/or more elaborate booth space (ex. a 20x20 space, or booth with an intricate build in several crates) will require material handling of some kind.

Additionally, any exhibitor requiring storage of their crates or skids, etc. will be required to purchase Material Handling as this is the only way to receive storage onsite.

Advanced Warehousing is shipping your crates and skids ahead of time to our General Show Services contractor, Levy’s warehouse, where they are stored ahead of the event and delivered to your booth space during move-in. Any exhibitor who has opted to use Advanced Warehousing will have Material Handling included as part of their Advanced Warehousing service.

The exhibitor is responsible for making appropriate arrangements with a carrier for shipping following the close of the show if necessary. The official freight carrier, Levy Logistics will be on-site during the show to assist with the co-ordination of all outbound shipping and/or customs brokerage services. Please make note of the allotted move-out time and confirm this with Levy or your alternate carrier. The exhibitor is responsible for clearly marking and labeling each piece of freight to be shipped. If MATERIAL HANDLING has been ordered and paid for, Levy Show Service will load your crated shipment onto your chosen carrier.

For further info call 604-277-1726 or email operations@levyshow.com.

VOYAGE CONTROL BOOKING REQUIREMENT

• MANDATORY: All vehicles require a Voyage Control QR Booking Code to access loading docks
• Booking codes and instructions will be emailed to main contacts starting late January
• If not received by late January, email Holly Kilbourn at holly.kilbourn@informa.com
• For personal vehicles: Print your QR code and present it at the Loading Docks entrance at your booked timeslot.

MOVE-OUT SCHEDULE

• Follow the colour-coded schedule above
• First group: targeted exhibits blocking key areas of the show floor
• 53' trailers and 5-ton trucks: timeslots available only after 7:30pm

IMPORTANT LOADING DOCK RULES

• DO NOT arrive prior to your booked time. Vehicles will be turned away
• DO NOT move exhibit materials to loading docks until your vehicle is at the loading docks
• Maximum loading time: 30 minutes. If unable to self-load within this time, consider booking material handling with Levy Logistics

SECURITY RECOMMENDATION

• Remove small valuable articles at show close
• Do not leave exhibit materials unattended to minimize theft risk

Those with small booths (hand-carriable, small lightweight 2-wheeled dollies or 2-wheeled pop-ups) are free to remove small hand-carried materials via the front doors of the convention centre as soon as the show closes. Do not attempt to use the elevators with large 4 wheel dollies or rolls of carpet; security personnel will be posted at the elevator to prevent exhibitors from boarding with material that does not conform to convention centre regulations. Please do not park in the loading zone out front of the convention centre or you will be towed.