Call for Exhibitors and Sponsors
Fire Rescue Canada (FRC) 2025
September 21-24, 2025

Winnipeg, MB

Background:

 

For over 25 years, the Canadian Association of Fire Chiefs (CAFC) has hosted Fire Rescue Canada (FRC). This national conference gives fire chiefs from across the country, many of whom are also emergency managers, the opportunity to convene for educational and networking purposes.   

 

This is a niche conference intended to facilitate and foster relationship-building across the sector. The planning committee makes an effort to ensure relevance to all department types, from large metro to small rural, from career to composite to volunteer. 

 

For those not familiar with FRC, this event includes our annual general meeting and awards gala. We hear new topics both from within the membership and from guests who may include politicians, journalists, researchers, clinicians, policy experts, musicians, artists, and athletes. Some discussions result in resolutions, ideas, and programs that appear in the next year’s operating plan.

 

We also facilitate an opportunity for our partners in the industry to interact with us and showcase the best of their products and services. In this regard, here is what we have planned:

 

How to apply:

You can access the application here (please make sure to download it before making any edits). If you have questions, please contact Walter Willett: wwillett@cafc.ca or phone 613-716-9373

 

Here is what we have planned:

Sponsorship

Fire Rescue Canada sponsorship options are available on a first-come, first-served basis at a starting price of $5,300.00 for members and $5,800 for non-members. This year’s prices are lower than last year’s. Reflecting feedback from FRC 2024, we have created the option to purchase separate tickets for Fun Night, the Gala, and the hospitality suites (unless you are sponsoring them). We realize that not all sponsors wish to attend all social events. Other than the additional tickets for Fun Night, Gala and hospitality suites, sponsorship prices are all-inclusive. There are no additional costs for food unless you wish to offer something other than the standard fare that CAFC would propose. Each sponsorship includes a 5-minute speaking opportunity and can include space to exhibit during the sponsored option.

 

 

1.     Sponsor one of 3 breakfasts (Monday (SOLD), Tuesday (SOLD), Wednesday): For this option, all branding turns to your company. We have a slide on the screen, signs on the tables, a welcome from the Chair, and a 5-minute remark opportunity for you to showcase your product or service or if you prefer a video during that session (We suggest remarks at the end for breakfasts). Your sponsorship includes the costs of the food, so there are no additional fees. The standard fare is a hot breakfast. 

 

2.     (SOLD) Sponsor one of 2 luncheon (Monday, Tuesday): For this option, all branding turns to your company. We have a slide on the screen, signs on the tables, a welcome from the Chair, and a 5-minute remark opportunity for you to showcase your product or service or if you prefer a video during that session (We suggest remarks at the beginning for luncheons). Your sponsorship includes the costs of the food, so there are no additional fees. The standard fare is a soup, sandwich, and salad. 

 

3.     Sponsor one of 2 coffee breaks (Monday, Tuesday): We will have two coffee breaks on each of the two full days of the conference. One sponsor covers one full day’s coffee breaks. Your company’s signage will be on the screen and the coffee tables, there will be a welcome to your company from the Chair, and you will have a 5-minute remark or video opportunity to showcase your product or service. The coffee is paid for by the CAFC, and there are no additional costs. The standard fare is coffee, tea and juice.

 

4.     Sponsor one of 3 Hospitality suites (Sunday, Monday, Tuesday): This option allows you to host your own hospitality suite or mini-event at the hotel for all attendees. The price is $5,300.00, which covers brand recognition and administration. Hospitality suite events must be discussed with the Committee. The standard fare is one drink ticket per evening and food that is heavier on the Sunday post-reception and lighter on the Monday and Tuesday post-Fun Night and Gala. A cash bar is then available. 

 

5.     (SOLD) Sponsor the Sunday Opening Reception:The opening reception this year is being planned. Ideas are welcomed. The opening reception usually takes place on the Sunday evening (September 21) from 8 PM to 9 PM, after the opening ceremony. This is generally the first social activity for delegates upon arrival. It is formal in nature. The price is $5,300.00, which covers brand recognition and administration. The standard fare is 6 hors-d’oeuvres per person, plus a drink ticket. 

 

6.     (SOLD) Sponsor our Monday Fun Night:  Fun night this year is being planned. Ideas are welcomed. Fun Night usually takes place on the Monday evening (September 22). The price is $5,300.00, which covers brand recognition and administration. All other costs and benefits are to be negotiated. The standard fare is one drink ticket and casual dinner, as might be expected at a carnival, comedy club, or other casual event. 

 

7.     Gala Wine (1 available): This option is available to a company that would like to sponsor the wine during the Gala on the Tuesday night (September 23). Each table will have signage with the company logo recognizing them as the sponsors for the wine for the evening and recognition on the program website. The cost is $5,300.00. 

 

8.     (SOLD) Sponsor the Awards Gala: The Gala takes place on Tuesday night (September 23). For this option, all branding turns to your company. We have a slide on the screen, a welcome from the Chair, and a 5-minute remark opportunity for you to showcase your product or service. The price is $5,000.00, which covers brand recognition and administration. All other costs and benefits are to be negotiated. The standard fare is a 3-course meal, with a choice of 2 entrées and a vegetarian option.

 

9.     SOLD Sponsor the Saturday Private VIP Dinner: This generally takes place the Saturday night (September 20) before the conference begins. It is attended by members of the Board and National Advisory Council and their partners. This is an intimate gathering of about 50 people. The sponsorship fee is all-included, and there are no additional costs.

 

10.  Sponsor one of 6 Concurrent Breakout (Session) rooms for the day: Fire Rescue Canada 2025 Program consists of plenary and break-out room (concurrent session) talks. In this sponsorship option, you will sponsor a breakout/concurrent room for the day. There are three rooms available for each of Monday and Tuesday. The room you sponsor will have your logo on it and will be referred to as “Your Company’s” room. When the program is available, the sponsor will have the choice of room in accordance with the order of confirmation. You will have a slide on the screen, signs on the tables, a welcome from the Chair, and a 5-minute remark opportunity for you to showcase your product or service, or if you prefer, a video during the plenary sessions. No additional costs.

 

11.  (SOLD) Registration Sponsor (1 available): This high-profile sponsorship includes branding at the Registration Desk Area for the entire conference, as well as a premium exhibit booth (8x10 space) adjacent to the Registration Area. Delegate bags, including your company’s brochure (supplied by your organization), will be supplied by CAFC and distributed to conference attendees at the registration desk.

 

12.  Sponsor some swag and registration lanyards (SOLD): This option is available to companies that may wish to distribute their own branded materials, such as bags, pens, shirts, or gifts (materials to be provided by the sponsor). CAFC retains the right to approve the product. If desired by the company, CAFC can explore co-branding the product if the company would like, but it is not guaranteed. The fee for this option is $5,000.00. CAFC will assist with the distribution at registration. 

 

13.  Sponsor Hotel Room Keys (1 available): This option gives the sponsoring company the opportunity to brand the hotel room keys used by participants in Fire-Rescue Canada 2025. CAFC retains the right to approve the image. This sponsorship is $5,300.00.

 

14.  Event WIFI (1 available): Each year, the CAFC has a dedicated WIFI for the duration of FRC. This sponsorship includes recognition in the program and on location, as well as the ability to set the password as the name of the sponsoring organization. This sponsorship is $5,300.00.

 

15.  Charging stations (1 available): This sponsorship is available to a company that would like to sponsor a charging station on location for attendees to charge their electronics. It includes signage at the charging station and recognition on the program webpage. The location of the charging station is to be determined. The cost is $5,300.00.

 

16.  Other items as proposed and discussed with the CAFC: CAFC is very interested in items you might like to sponsor. Please feel free to make a suggestion. 

 

Exhibitor Booths - SOLD OUT

 

FRC 2025 welcomes 30 booths. As of June23, 2025, all booths are sold out. 

 

We appreciate all the positive and constructive feedback on past conferences. This year’s exhibit package will have three major changes.

 

(1) In response to the 2024 feedback, we created the option to purchase separate tickets for Fun Night, the Gala, and the hospitality suites. We realize that not all exhibitors wish to attend all social events. This lowers the prices of the Exhibit Booths. The added events can be purchased separately if and as desired.

 

Each booth is $4,300.00 for members and $5,000.00 for non-CAFC members.

 

(2) You will be pleased to know that the meal tables will be in the same room as the exhibits and the buffet tables right outside. The floor plan is available on page 7 of the sales document. This will increase the time attendees spend in the exhibit by 4 hours. 

 

(3) Requested the installation of pipes and drapes so that booths do not over-extend.

 

Again, this year, the space is carpeted. You will have two chairs. A special needs survey will be circulated for additional needs, which will be billed to you at cost. 

 

Exhibit spaces are allocated upon receipt of payment on a first-come, first-served basis. We will have dedicated time and incentives for people to meet the exhibitors. 

 

To ensure that everyone gets to your table and drops off a card, CAFC will provide a money draw at your exhibit, at a time to be determined with you in the order in which you register. You can also have a second draw if you provide the prize.

 

Your exhibit will also include a 1-minute lightning talk at a time to be determined within the plenaries to allow exhibitors to introduce their booth and ensure everyone knows of your presence and support. Exhibitors will be randomly assigned a speaking time.

 

Your exhibit will also include admission for two people to the conference. If you would like individuals to attend FRC in addition to your two free registrations, we have a special exhibitor pass for $400.00 per person.

 

Note that separate tickets will need to be purchased for the Fun Night, Gala and hospitality suites. Tickets and booths are non-refundable but are transferable. 

 

 

Tradeshow Floorplan (SOLD OUT)

 

 

Thank you to our current sponsors and exhibitors