Exhibitor Online Manual

Policies & Standards

The Policies and Standards have been designed to ensure safety and fairness to all Exhibitors.  Show Management reserves the right to restrict exhibits, which because of noise or any other reason are objectionable, and to close without indemnity the exhibit of any Exhibitor who, after notice, refuses to conform to the Policies and Standards as outlined in the following documents, including but not limited to, your Exhibitor's Contract for Exhibit Space and APPENDIX A - POLICIES & STANDARDS GOVERNING EXPOSITION  which apply to all Exhibitors.  The following is a summary of some of the key points of which you must be aware.  Click here to download a copy of your APPENDIX A - POLICIES AND STANDARDS GOVERNING EXPOSITIONS.

Exhibitors are fully responsible for their own booths.  A full range of exhibitry and accessories is available from GES Canada Exposition Services. 

EXHIBITORS MUST PROVIDE CARPETING, to cover the entire floor space of their booth.  The only exception to this requirement is in the case where an Exhibitor wishes to use some other material (wood flooring, tile, etc.) or where prior approval from Show Management has been obtained.  Please email your request for an alternate floor covering to Karen Fraser, Director of Operations at Karen@yorkcom.to.  If you do not have your own carpeting, it can be rented from GES Canada Exposition Services.  

This is a “HARDWALL” show - There are no draped booths - You supply the booth.  A pop-up booth qualifies as a hardwall booth.  Each exhibitor is responsible for covering the full length of their exhibit space at a height of 8’.

While sidewalls are not encouraged, the projection of such is permitted but must be limited to a maximum of 5' out from the rear of the booth, allowing 50% visibility at the sides of the exhibit.  The remaining 5' must be at a height no greater than 4'.  All sides and surfaces of the exhibit (including booth, signs, display racks, shelves, etc.), which are exposed to view must be properly finished and decorated. 

Large equipment or structures should be placed as close to the rear of the booth as possible.  Consider your neighbours.  Do not block their view. 

There is an 8' high limitation as to the height of the equipment on display, unless authorized prior to the Show by Show Management. 

Show Management reserves the right to refuse entry or to have removed at the Exhibitor's expense any display which is not in accordance with the information outlined here and in APPENDIX A - POLICIES & STANDARDS GOVERNING EXPOSITION.  If you would like to ensure that your exhibit meets the Show criteria , please provide full details and have it approved in writing by Show Management prior to Move-in.  Forward full details to Karen Fraser, Director of Operations via email at Karen@yorkcom.to.

Exhibit Space Insurance Requirements - MANDATORY

Neither Show Management nor the Metro Toronto Convention Centre will accept responsibility for injury to persons, loss of, or damage to products, exhibits, equipment or decorations, by fire, accident, theft, or any other causes while in the building. 

According to the Policies and Standards every exhibitor is responsible for ensuring that they have adequate insurance for their own personnel, exhibits and materials against all such hazards and General Liability Insurance with a minimum limit of $5,000,000.00.

IF YOU HAVE SUFFICIENT LIABILITY INSURANCE COVERAGE, please instruct your insurer or their authorized representative to prepare a Certificate of Insurance naming MMPC Expositions ULC as additional insured.  It is recommended that you have a copy of your Certificate onsite should the facility require proof of insurance.

If you do not have the required insurance coverage, you may choose to purchase a special policy that meets all your needs from Nacora Insurance Brokers Ltd.  This coverage will be temporary for the show, as well as, 3 days transit to and from the event.  To proceed, please complete the EXHIBITORS LIABILITY PROGRAM FORM and return it with payment to. If payment is by credit card you can fax your application to 905-307-1234 or mail to Nacora Insurance Brokers Ltd. 80 Tiverton Court - Suite 801, Markham, ON L3R 0G4.  For more information contact Kim Libenstein at 905-307-0307, ext. 222 or email kim.libenstein@nacora.com .

Overhead Signs

Exhibitors wishing to hang banners from the ceiling must first obtain approval from Show Management, and hanging must be contracted through ShowTech Power & Lighting. Go to the ShowTech Order Form or contact Kathy Russell Tel: 416-585-8109 Fax: 416-585-8255 Email: krussell@showtech.ca .

Security

Exhibitors are required to maintain staff within their booth during all show hours. To minimize the risk of theft we suggest you keep your booth staffed each night until the aisles have been cleared of attendees.  Exhibitors are reminded that Show Management does not assume any responsibility for losses; therefore, exhibitors should take all reasonable precautions to protect their own property, including insurance.  Security guards will be on 24-hour duty from start of move-in to the end of move-out.  Show Management and the Metro Toronto Convention Centre, however, do not assume any responsibility for losses incurred from pilferage or any other causes.  

Exhibitors are strongly urged to remove small cartons and open cases of product or literature from the building immediately after the closing of the Show on the final day.  Immediate removal of small items will minimize the possibility of loss or theft.  It is recommended that small items be packed together in large crates or boxes that are too heavy or bulky to be carried away by one person.  Show Management is not responsible for the loss of any item from an exhibitor's booth. During move-out, it is advisable that a representative from the exhibiting company remain with the booth until all goods and merchandise have been removed, either in person or by the service contractor or display company.   

At the end of the Show, removal of goods in bond for shipment to the United States must first be cleared with the Commerce Trade Show Logistics Group Tel: 1-888-827-7469, fax: 905-673-2574 or contact Beverly Carson at beverlyc@commercetradeshows.com and Rob Parr at robp@commercetradeshows.com for more information.

Sound Levels

Any attention arousing devices, such as noisemakers, flashing lights, movies, music, broadcasting, television, drawings, etc. are subject to Show Management approval.  No approval will be given to devices that are obviously distracting.  Sideshow tactics are inappropriate and are forbidden.  Electrical and other mechanical apparatus must be muffled so that noise does not disturb other Exhibitors.  Forward your requests to Karen Fraser, Director of Operations via email at Karen@yorkcom.to.

Mechanical and Other Conveyances

Mechanical conveyances such as electric carts, scooters or bicycles are not allowed in the aisles during Show hours, unless previously approved by Show Management.  Forward your requests to Karen Fraser, Manager, Show Operations via email at Karen@yorkcom.to.  The only exception to this rule will be in the case of handicapped persons; or in the case of authorized show duty personnel.  In addition, no other form of manual or "push" carts or dollies will be permitted on the Show Floor.  Stocking of booth materials, which require such conveyances, must be done outside of Show hours.

Competitions and Draws

Sales promotions and competitions conducted by Exhibitors in conjunction with their display are encouraged by Show Management but must be free of any obligation on the part of the winner.  Prize-winners must not be required to place an order before collecting the prize offered.  All such competitions must comply with any existing government regulations.

Soliciting, Samples & Souvenirs

Distribution of samples, souvenirs and promotional material and soliciting of business must be confined to the Exhibitor's own space.  Such activities are not permitted in the aisles, restaurants, registration areas, hallways or other exhibits.  Exhibitors wishing to enter another Exhibitor's area may do so if invited.

Only participating Exhibitors have the exclusive right to promote or sell goods or services in this Show.  All other parties who attempt to make any solicitations without the express written permission of Show Management will be permanently removed from the Show area.  Exhibitors are asked to report any infractions to the Show Office so that immediate remedial action can be taken. Samples of food and beverage items are permitted but are subject to both prior approval by the Metro Toronto Convention Centre and explicit rules regarding size and quantity. 

Go to the Food & Beverage Sample Request or contact Jannet Gibson
Tel: 416-585-8327, Fax: 416-585-8251, or Email: jgibson@mtccc.com for more information.

Fire Safety Reply - MANDATORY

The Ontario Building Code prohibits the use of flammable materials in booth construction and decor.  Exhibitors requiring flame proofing are advised to contact the Fire Safety Officer in advance.  The Fire Marshal will remove equipment and materials considered hazardous at the Exhibitor's expense. Review the Fire Rules & Regulations for Exhibitors and complete and return the Fire Safety Reply Form by October 26, 2007 or contact the Fire Safety Officer, Michel Genier Tel: 416-585-8278,
Fax: 416-585-8224, or Email: mgenier@mtccc.com for more information.

Fire Rules & Regulations for Exhibitors
Must be read by all Exhibitors

Fire Safety Reply Form
Submission Deadline: October 26, 2007