Please note that exhibitors are provided with raw floor space and blue drape on the back and side perimeter of the booth.
Walls, Heights & Sightlines
- Each exhibitor is responsible for providing a back wall display that is at between eight (8) feet and ten (10) feet in height. Walls that go above eight (8) feet in height need to be fully finished on the back side in a neutral colour (i.e. white or black) with absolutely no logos or branding. Please note pop-up tents are not permitted for use as a back wall. We recommend a tension-fabric display (or step-and-repeat) that can be branded to your company.
- Draped side walls will be provided that are 3 (three) feet in height for inline booths.
- Island booth spaces are not required to have a backwall. If the exhibitor chooses to have a backwall within their booth space, the maximum height is twelve (12) feet in height. The back side of the wall needs to be fully finished, however it can include logos or branding.
400 Square Foot (or Larger) Exhibits
- All four hundred (400) square foot (or larger) exhibits must obtain written booth design approval from Show Management prior to move-in. Designs must be submitted by March 6, 2023. Forward full details of your booth design/schematics, including dimensions, with any available drawings/photos to Tori Grant at email@example.com.
- Please note, all four hundred (400) square foot (or large exhibits) are able to go up to twelve (12) feet in height.
Canopies & Ceilings
All requests for canopies and ceilings must receive written approval from Show Management and the venue by March 6, 2023. Contact Tori Grant at firstname.lastname@example.org.
- The bottom of the canopy should not be lower than 7ft (2.13m) from the floor within 5ft (1.52m) of any aisle.
- Canopy supports should be no wider than three inches (0.08m).
- 100 - 399sq.ft. - requires an ABC Fire Extinguisher
- 400 - 799sq.ft. - requires a Smoke Alarm & an ABC Fire Extinguisher and a potential Fire Watch.
- 800sq.ft. plus - requires a Sprinkler System and a potential Fire Watch.
- Note: 600sq.ft. plus - requires Toronto Fire Department approval and may be required to have a Fire Watch.
Exhibitors wishing to conduct in-booth demonstrations must secure written approval from Show Management by March 6, 2023 by emailing Tori Grant at email@example.com. Forward full details of the demonstration, including SDS (safety data sheets) for any hazardous material or product brought onsite. Depending on the nature of the demonstration, further approval may be required from the venue.
- Exhibitors must conduct in-booth demonstrations in such a way to ensure all exhibitor staff and attendees are within the contracted exhibit space and not encroaching on the aisle or neighbouring exhibits.
- It is the responsibility of each exhibitor to arrange displays, product presentation, audio visual presentations and demonstration areas to ensure compliance.
- Any demonstrations that will include machinery or equipment that has moving parts, or is otherwise potentially hazardous, should install hazard/safety barriers as necessary to prevent accidental injury to attendees, or provide personal protective equipment, if required.
- Demonstrations should only be conducted by qualified personnel.
A Tower is a free-standing display separate from the main exhibit backwall.
- The height restriction is the same as the exhibit space configuration being used.
- Towers built higher than 8ft (2.4m) must have booth designs/schematics submitted to Show Management for approval by March 6, 2023.
Hanging Signs & Graphics
All signage copy and graphics including company name and logos must only be visible from within the exhibitor's booth space and cannot be displayed on the sides or back of the booth.
- Booths smaller than 400sq.ft. are NOT permitted to hang signs above their booth.
- Flags and balloons of any kind are NOT permitted.
- Electric flashers or signs involving the use of Neon or similar cases are prohibited.
- Hanging signs and graphics must be placed over the contracted booth space only and must be suspended at a maximum height of 16ft (4.8m) from the bottom of the sign to the show floor.
- Exhibitors wishing to hang signage from the ceiling must order this service through ShowTech Power & Lighting.
Positioning of Heavy Machinery
- All machinery must be arranged to fit within the contracted booth space allowing sufficient room for staff to work within
the booth and attendees to enter the booth.
- All machinery must be placed 2ft (0.61m) back from the aisle.
As a part of our sustainability measures we have removed aisle carpet from the show.
Floor covering is not provided but encouraged for our exhibitors. This will help you delineate your booth from the aisle. Exhibitors should consider some type of floor covering to safely cover any utilities and electrical cables in the booth.
When covering the floor in your booth space, you must adhere to the following:
- Painting, nailing or drilling of the building floor is not permitted.
- Exhibitors wishing to lay floor covering other than carpet, or build any structure, may not adhere it directly to the building floor. It is required that building paper, plastic sheeting, or some other suitable protection be laid on the building floor, prior to laying the floor covering.
- If double-sided tape is used, it must be completely removed by the exhibitor during move-out, otherwise charges will be applied.
- Exhibitors must not use masking tape, clear packaging tape or duct tape to adhere the covering to the show floor. The recommended tape is Scapa Tape - #174, and is available from:
- Caldas Building Services at The International Centre
- Pillar Tapes Ltd. (163 Jardin Dr, Concord, ON, L4K 1X5, Tel. 905-760-8273)
- National Hardware Sales Ltd. (500 Alden Road, Unit 5, Markham, ON L3R 5H5, Tel. 905-513-3994).
If you would like to rent carpeting, it can be rented from Freeman.
AVOID TRIP HAZARDS: Exhibitors should ensure they build any raised floors with these requirements in mind:
- Exhibitors with raised floors must remember they are limited to a maximum height of 6″.
- All concealed wiring must be quickly accessible for emergency service.
- If you plan on installing raised floors in your booth, they must be non-hazardous and wheelchair accessible.
- Wheelchair ramps must be at least 3′ wide, with a maximum slope of 1:12 (i.e. a 6″ rise would require a 6′ run).
- Landings must be provided at tops and bottoms of ramps and must be at least 36″ wide by 60″ and free of obstructions.
- Ramps must be curbed or guarded at their edges and surfaces must be firm and slip-resistant. There must also be a ramp at every 100 feet.
- Please note: the full extent of any ramp must fall within your assigned booth space and cannot extend into the aisles.
Notice of Project
- An exhibitor who will spend more than $50,000 on material and labour to construct their booth must file a “Notice of Project” with the Ministry of Labour before move-in.
- Visit the Ontario Ministry of Labour website to complete the online form or request a paper version. A copy of the completed Notice of Project must be posted in the exhibitor’s booth during move-in and move-out.
- In addition to the Notice of Project form, you must also complete a Registration of Constructors and Employers Engaged in Construction form. This form does not have to be submitted ahead of time to the Ministry of Labour but must be posted in the booth along with the Notice of Project.
Accessibility for Ontarians with Disabilities Act (AODA)
All exhibiting companies are required to comply with the Accessibility for Ontarians with Disabilities Act (AODA), and are encouraged to be sensitive, and as reasonably accommodating as possible, to attendees with disabilities. Information regarding AODA compliance is available on the Ontario Government website. Exhibits are not exempt from AODA compliance. Full outline of what is required can be accessed below in the Floor Covering section.
- All exhibit displays should be designed and installed in a manner that will be structurally sound to withstand normal contact caused by neighbouring exhibitors, hall labourers, or installation/dismantling equipment, such as forklifts.
Flammable and Toxic Materials
- All display and construction materials used must be made of fire retardant materials and be certified as flame retardant. Materials that cannot be treated to meet the requirements should not be used.
- Any exhibitors who plan to bring products onsite that require SDS (safety data sheets) must submit copies to Show Management prior to move-in. Copies must also be available in the booth, should proof be requested onsite.
Soliciting, Samples, and Food & Beverage Sampling
- In our continued effort to promote a healthy and safe and sustainable show floor we are asking that you find alternatives to handing out samples or swag from your booth. There are some amazing examples of executing this in a manner that is safe and recommend that you explore the use of QR codes to scan at your booth for contests, promotional materials, videos etc. If you need any direction please connect with Tori Grant at firstname.lastname@example.org
- Distribution of samples, souvenirs and promotional items and soliciting of business must be confined to the exhibitor’s booth space only. Such activities are not permitted in the aisles, registration areas, hallways, restaurants, lobbies, other exhibits, or elsewhere on the property of The International Centre.
- Only participating exhibitors have the exclusive right to promote or sell goods or services in this show. All other solicitations without the express written permission of Show Management will be permanently removed from the show area. Please report any infractions to the show office so that immediate action can be taken.
- Samples of food and beverage items are permitted, provided the food or beverages are directly related to the exhibitor’s line of business and are subject to prior approval by The International Centre and must follow explicit rules regarding size and quantity. For details and guidelines, contact the catering department at The International Centre by email at email@example.com.
Sound & Lighting Levels
- No lighting, fixtures, lighting trusses or overhead lighting are allowed outside the boundaries of the exhibit space or project onto other exhibits.
- Lighting that is potentially harmful, such as lasers, ultraviolet lights or flashing or strobe lights that can trigger photosensitive epilepsy are not permitted.
- Any attention arousing devices, such as noisemakers, movies, music, broadcasting, television, drawings, etc. are permitted, provided they are not distracting and not interfere with neighbouring exhibitors, and should be kept to a sound limit of 80 decibels.
- Exhibitors may be asked to turn off sound equipment if attendees or other exhibitors complain.
- Exhibitors wishing to display a vehicle in-booth must secure written approval from Show Management by March 6, 2023.
To secure approval:
- Forward full details including the type and size of vehicle and any special move-in requirements needed to position the vehicle in your booth to Tori Grant at firstname.lastname@example.org.
- Please note: the vehicle must fit within your contracted booth space allowing for your staff to work within your booth and attendees to enter your booth.
Requirements for display vehicles:
- All vehicles being displayed must have drip pans underneath them and pads under all tires. Exhibitors will be charged with cleaning costs for staining solutions not removed.
- No motorized vehicle may be operated on carpeted areas under any circumstances unless approved by Show Management and The International Centre. When motorized vehicles have been approved for use on carpeted areas, a protective sheet of visqueen, tarpaulin or comparable material is to be used to eliminate damages from leaks, oil, etc.
- Fuel tanks containing fuel shall be maintained less than half full. Caps for fuel tank fill pipes shall be of the locking type and be maintained locked to prevent viewer inspection. If they cannot be locked, they shall be taped shut.
- The electrical system shall be de-energized by either: a) removing the battery or b) disconnecting both battery cables and covering them with electrical tape or other similar insulating material.
- Tanks containing propane shall be maintained less than half full
Cleaning & Recycling
- Exhibitors are responsible for the appearance of their own booths.
- We recommend that exhibitors sanitize the surfaces in their booth throughout the Show and when you return the following morning.
- Exhibitors are required to use the janitorial services of Caldas Building Services Inc. for all booth cleaning, including vacuuming of booths prior to show opening.
- To order cleaning services, complete the Cleaning Order Form from Caldas Building Services Inc. Please note, cleaning is an exclusive service provided by Caldas Building Services and exhibitors cannot bring their own cleaning staff.
- At the end of the show, exhibitors are responsible for removing all garbage and debris from their booth upon moving out of The International Centre. There will be a bulk garbage removal fee, charged to the exhibiting company if this is not adhered to and be billed directly to the exhibitor.
Electrical Equipment Regulations
Ontario has specific province requirements for exhibiting electrical equipment at trade shows. Please check any electrical product/equipment you plan to bring onsite to ensure it is approved and complies with these requirements.
Are you unsure if your electrical equipment is approved?
Approved electrical products carry the official mark or Field Evaluation label of an agency that is accredited by the Standards Council of Canada and that has approved the product. Click here for a list of recognized marks and labels in Ontario. New electrical products or any lighting/wiring that is not factory assembled must be approved by an accredited approval agency prior to move-in. This approval certificate should be brought onsite, should you be asked to show proof.
Do you plan to display or energize UNAPPROVED electrical equipment in your booth?
If you answered yes, please read this information and fill out the mandatory Application for Permission to Show or Application for Permission to Energize form and submit these directly to the Electrical Safety Authority with payment in advance of the show.
Bring your proof of approval for Application for Permission to Show or Application for Permission to Energize with you onsite should you be asked to show proof.
Please note, if you submit an Application for Permission to Energize you do NOT need to submit an Application for Permission to Show for the same products.
Other Important Considerations
- All electrical services and rental lighting must be ordered through the exclusive show supplier, ShowTech Power & Lighting.
- Exhibitors are not permitted to install electrical wiring devices onsite.
- All wiring and lighting inspections and connections should be taken care of before being brought onsite.
- Any electrical product (i.e. lamps) sold at the show must be CSA approved for parts AND assembly.
- Wiring and electrical must follow the latest edition of the Ontario Electrical Safety Code (OESC), be up to the standards of the Electrical Safety Authority (ESA) , and MUST BE APPROVED.
- The OESC and ESA will not accept:
- Open joints.
- Taped joints.
- Ungrounded wiring.
- Improper box connectors.
- Extension cords must be of the three-prong type (i.e. grounded) and must contain wires of the proper size to carry the electrical load.
Electrical Safety Authority Contact Information
400 Sheldon Drive, Unit 1, Cambridge, ON N1T 2H9, Canada