Move-In & Move-Out

We recommend you ship your show material to the Freeman warehouse in advance of the show. Goods may be shipped to arrive on or after November 4th, 2024 and NO LATER than November 25, 2024. The benefits of advance shipping include: storage of material for up to 30 days prior to the show, delivery of shipment to your booth prior to exhibitor move-in and it saves you valuable time.

For more information, refer to the Freeman Ordering Site or contact Freeman at FreemanCanadaFreight@freeman.com or by phone at 1-888-508-5054.

Direct shipments must be made during the exhibitor’s assigned Move-In day and time. Please refer to the colour coded Move-In schedule above. You may NOT move-in earlier than your scheduled time, however, if you DO NOT require Loading Dock access, you may move-in later using the service elevators.

In order to gain access to the Loading Docks for offloading you must make a booking using Voyage Control. Voyage Control allows you to book a dedicated time slot during your scheduled move-in time to show up at the Loading Docks to start offloading your items. Voyage Control Registration opens in mid-November. Detailed instructions will be emailed to you when the portal is live and ready to accept bookings for your designated move-in time.

If you arrive at the Loading Docks without a booking, you will NOT be allowed to offload. You will be turned away and asked to book an offload time within your allotted move-in time.

Please ensure that a representative from your company is present when your shipment arrives. Also, ensure that personnel working on your booth have your company name and booth number. This will ensure that the material handling on move-in days runs smoothly and efficiently and minimize security hold-ups. If an exhibitor’s representative is not present, The Buildings Show reserves the right to order equipment and/or materials moved from the unloading area to the exhibitor’s booth area, or to order the removal of the truck from the unloading area. Charges for this service will be invoiced by Freeman to the exhibitor.

Material Handling: The maximum time allotted for vehicle off-loading is 30 minutes. No mechanical conveyances will be provided for the movement of display material from the unloading area to your booth. A limited number of flatbed four-wheel dollies will be available, on loan, for unloading smaller shipments. If you require any larger mechanical devices (i.e. forklifts) for the movement of display materials from the loading dock area to your booth you must order Freeman Material Handling (note, this is an exclusive service and exhibitors may not bring their own forklifts).

Exhibitors who plan to off-load themselves might also want to consider using crates that have wheels to allow for faster unloading. PARKING AT THE OFF-LOADING AREA IS PROHIBITED. Vehicles must be removed as soon as unloading is complete. All exhibitors are urged to review their material handling operations and requirements with Freeman well in advance of move-in.

The Loading Docks do not have to be used if you are able to safely bring your exhibit materials onto the show floor through the front of the hall. Simply park in the South Building Parking Garage and access the show floor via the service freight elevators, passenger elevators and escalators. There is no need to make an appointment with Voyage Control for this option.

There are two service freight elevators located and accessible for exhibitor freight from within the South Building Parking Garage and from Bremner Boulevard across from the South Building MTCC entrance. These elevators can accommodate flat-bed dollies and pallets using pallet jacks only (no forklifts). Flat-bed dollies are strictly prohibited on escalators or passenger elevators.

Service Elevator Technical Specs:

• Dimensions of the physical elevator: 4’ 6” W x 8’ 4” L x 7’ H
• Load Capacity: 5000 lbs
• Dimensions of the door entrances to the elevators:
  • Bremner Blvd. Entrance (Double Glass Doors): 5’10” W x 7’8” H
  • Garage Parking Level Door: 5’10” W x 6’10”H
  • Hall E: 3’10” W x 7’2”H

Reminder: You may NOT move-in earlier than your scheduled time however, if you DO NOT require Loading Dock access, you may move-in later than your scheduled time.

You may stay on the show floor to set up your display for the remainder of the move-in time for that day (Monday and/or Tuesday until 10:00pm) and return the following day at the earliest scheduled time to finish (Tuesday at 8:00am and/or Wednesday at 7:00am).

You must comply with all health and safety regulations set out in the Exhibitor Health & Safety Document as agreed upon when signing your exhibitor contract.

• WORKPLACE AND WORKERS SAFETY IS EVERYONE’S RESPONSIBILITY- All participants must comply with the legislation contained in the Occupational Health & Safety Act, which is governed by the Province of Ontario. Exhibitors are responsible to ensure that all their on-site staff and suppliers/contractors are informed of and comply with the Occupational Health & Safety Act while on the show property including:
  • All persons on the show floor will be required to wear proper protective footwear, as per the Occupational Health & Safety Act during move-in and move-out, additionally any booths performing construction must also wear hard hats and hi-visibility vests.
  • Other safety protective equipment (such as gloves and safety glasses) must be worn wherever exposure to injury is possible such as when carpentry work is being done.
  • The maximum allowable height for a ladder on the show floor is 10 feet. When working at heights of 10 feet or more, ladders must be tied off and appropriate rigging equipment worn. Ladders cannot be used as working platforms.
  • Please note, no persons under 16 years of age are allowed on the show floor during move-in/move-out.

This option will allow you to pack up your exhibit materials, leave it in your booth and walk away without any wait time.

• Material Handling Services
• Shipping

LEAVING YOUR EXHIBIT MATERIALS FOR PICK UP BY YOUR CARRIER – Every shipment requires a Freeman Material Handling Agreement and Shipping Label. Freeman can prepare these for you and deliver them to your booth by filling out a Material Handling Agreement (you will need to sign up for an account for access) and returning it to the Freeman Service Desk before show close. It is imperative you complete the form so that your goods can be released to your carrier. This form can also be picked up onsite at the Freeman Service Desk.

Move-Out will follow the colour-coded schedule, with the first group of exhibitors moving out being a targeted group of exhibits blocking key areas of the show floor. This will make the move-out easier and safer for all. Move-Out will continue following the colour-coded schedule.

Vehicles will not gain access to the South Loading Docks without a Voyage Control QR booking code for Move-out. If you are using your own vehicle to move-out, you can get in your vehicle and show the printed QR code at the South Loading docks entrance at the booked timeslot..

DO NOT arrive at the South Loading Docks prior to your booked time. If your vehicle arrives early, it will be turned away until the scheduled booked time.

DO NOT move your exhibit materials to the loading docks until your vehicle is on the show floor. Your booth should be completely dismantled, packed and ready for loading into your vehicle. You will have a maximum of 30 minutes to load your vehicle. If you are unable to self-load within this time, consider booking material handling with Freeman.

Due to the limited amount of space on the show floor and the fact we are using city streets, we are limited by the number of booking slots that can fit at one time. We will have a Police Officer working with us to monitor this process and to assist with the traffic flow. Please understand that we are working strategically and are working as quickly and efficiently as we can to clear the floor in a safe and timely manner.

Please note: Move-Out timeslots in Voyage Control for 53’ trailers and 5 tonne trucks will be available after 7:30pm.

MINIMIZE THE RISK OF THEFT – It is recommended that small articles of considerable value be removed at the close of the show and that your exhibit materials are not left unattended.

At 1:00pm you may pack up and move-out by hand through the front of the show to your car using the elevators and escalators (to be safe you must be able to hold onto the escalator handrail). Please note, flat-bed dollies are not permitted in the passenger elevators, only in the service elevators.

Remember to remove all carpet tape to avoid being charged for cleaning costs (rental carpet is an exception) and all items from your booth space (stranded freight will be packed, removed & held for pick-up by Freeman at the exhibitor’s expense).

All exhibit materials must be removed from the show floor no later than 9:00pm on Friday, December 6, 2024. If any part of an exhibit is left behind, it will be shipped out of the building through Freeman at the expense of the exhibitor.

You must comply with all health and safety regulations set out in the Exhibitor Health & Safety Document as agreed upon when signing your exhibitor contract.

• DOLLIES – There is a limited quantity of four-wheel dollies for exhibitor use during move out, available on a first come, first served basis. Dollies can be picked up from the Freeman Service Desk.
• CRATE RETURN – Due to volume, crate return could take up to 7 hours.
• PLEASE EXERCISE EXTREME CAUTION when using escalators during move out. Large and oversize items will not be permitted on escalators.
• TIPS FOR MOVE-OUT–
  • Remove small articles of considerable value, cartons and open cases of product literature from the building immediately after the closing of the show.
  • Pack small items in large crates or boxes that are too heavy or bulky to be carried away by one person.
  • Ensure a representative from the exhibiting company remains in the booth until all goods and merchandise have been removed.
  • At the end of the show, removal of goods in bond for shipment to the United States and internationally must first be cleared with the show’s official Customs Broker.
• WORKPLACE AND WORKERS SAFETY IS EVERYONE’S RESPONSIBILITY– All participants must comply with the legislation contained in the Occupational Health & Safety Act, which is governed by the Province of Ontario. Exhibitors are responsible to ensure that all their on-site staff and suppliers/contractors are informed of and comply with the Occupational Health & Safety Act while on the show property including:
  • All persons on the show floor will be required to wear proper protective footwear as per the Occupational Health & Safety Act during move-in and move-out. Additionally, anyone performing construction in their booths must wear hard hats and hi-visibility vests.
  • Other safety protective equipment (such as gloves and safety glasses) must be worn wherever exposure to injury is possible such as when carpentry work is being done.
  • The maximum allowable height for a ladder on the show floor is 10 feet. When working at heights of 10 feet or more, ladders must be tied off and appropriate rigging equipment worn. Ladders cannot be used as working platforms.
  • Please note, no persons under 16 years of age are allowed on the show floor during move-in/move-out.
• MATERIAL DONATION PROGRAM– If you no longer need certain materials at the end of the show and they could be used by someone else, consider donating them to the MTCC’s Donation Program (ITEMS MUST BE PRE-APPROVED).
  • Visit the MTCC’s Exhibitor Services Desk during move in or contact the Sustainability Officer at donations@mtccc.com or 416-585-8137 for more information.

Freeman is the Official Customs Broker for The Buildings Show. Freeman will maintain staff on-site from move-in through move-out to assist exhibitors with their entry/import and return/export of goods. Exhibitors shipping materials from outside of Canada, including convention materials, must use a customs broker. Advance communication will ensure the most favourable customs status and trouble-free entry. Exhibitors may request a comprehensive Customs Guide from Freeman to assist in the preparation and distribution of documents.

Note: U.S.A. Exhibitors who are sending equipment to the show that is not of U.S.A. origin, must complete a special customs form for U.S. Customs to ensure easy return to the U.S.A. after the show. Contact Freeman for more information.

Review and submit the following documents to Freeman:

• Customs Information - South Building

Freeman:
T:# 1-877-478-1113
E: email exhibittrans.canada@freeman.com

It is recommended that exhibitors with shipments arriving by sea arrange to have them arrive early, allowing for customs clearance and delivery to the show building. Carefully label your crates and material for the show, understand customs procedures, ensure that you have the necessary forms and be familiar with Canadian Customs policy for your products.

A list of the Port of Entries into Canada can be found here. Exhibitors should be prepared to answer questions from CBSA officers about why they are travelling to Canada.

Exhibitors may qualify as a business visitor seeking temporary entry to Canada provided:

• They are seeking entry for business purposes.
• The proposed business activity is international in scope.
• They have no intention of entering the Canadian labour market.
• Their primary source of remuneration is outside of Canada.
• The principal place of business and the accrual of profits remains outside of Canada.
• For more information about travelling from the United States into Canada as a temporary business traveller, please visit The U.S. Embassy in Canada website.
• Informa Canada Inc. accepts no responsibility for any delays or seizures at the border, including exhibitors being turned away due to paperwork, criminal record or other reasons.

Canada Border Services Agency
T. +1-800-461-9999 (within Canada)
T. +1-204-983-3500 or 506-636-5064 (outside of Canada).
W. www.cbsa.gc.ca.

• Equipment and exhibits for this show, which will leave the country after the show, may be brought in free of duties and taxes but are subject to a deposit equal to the duties and taxes normally levied on them. (No duties apply, just 13% HST, for products made in the U.S.A.).
• The Official Customs Broker has made arrangements with Canada Customs for a bond to cover all imports to this show. Exhibitors using the services of the Official Customs Broker will therefore not be required to issue a separate power of attorney.
• Note: For printed materials, advertising material and give-away articles, Canada Customs requires the payment of full duties and taxes on these materials. (No duties apply, just 13% HST, for products made in the U.S.A.). For more details, contact the Official Customs Broker directly.
• HST Tax paid in relation to The Buildings Show may be refundable for exhibitors based outside of Canada. For eligibility and instructions click here.