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Please familiarize yourself with this information by September 05, 2012

Booth Regulations

Your booth space does not include walls, lighting, electricity or carpet. These may be ordered from Juice Works Exhibits, Stronco and the Direct Energy Centre. Order forms can be found here. (Please note: certain exhibitors within the special feature areas (e.g. Light Canada Expo, Material World Expo, Hospitality Canada Expo, etc.) will have a turnkey booth in which case many of these items are provided. Visit the Special Feature Turnkey Booth Set-up Information page to confirm your package)

All booths must be in keeping with the environment of IIDEX/NeoCon Canada 2012 as a whole. Any exhibit deemed unprofessional in appearance, at the sole discretion of Show Management, will not be permitted. No display may be arranged so that an exhibitor must stand in the aisle in front of the booth to conduct business. Moreover, no merchandise, chairs, tables, lights, signs or other exhibitor items may extend into the aisle.

Booth designs that deviate in any way from the regulations listed below must be granted prior approval from Show Management.

SPECIAL NOTE: All exhibitors with booths greater than 400 sq. ft. must have their booth designs reviewed and approved by an IDC committee in advance of move-in Submit your design proposal to Jennifer Ledingham at the IIDEX/NeoCon Canada office (Tel: 416-960-4502, Fax: 416-944-9286, Email: jennifer@mmpicanada.com).

WALLS
Exhibitors are provided with floor space only. The booth fee does not include walls of any kind. This means that each exhibitor is responsible for providing hard walls to create a separation from each adjoining booth. No standard booth drape is allowed and exhibitors cannot use a neighbour’s exposed walls as a backdrop. In some cases, display elements may meet the criteria for separating walls. Show Management reserves the right to mask unsightly areas at the expense of the exhibitor. If you have a common wall with another exhibitor (this includes back walls and side walls), it must be between 8’ and 10’ in height. You must not build your display outside these dimensions if you have an adjoining wall with another exhibitor. Side walls, in addition to being between 8’ and 10’ in height, must also extend all the way to the aisles or to within 2’ of the aisles refer to the Definition of Booth Types page (PDF).

Backs of separating walls: These must be completely finished within 2’-0’‘ of an aisle and finished above the 8’-0’‘ level elsewhere, in neutral colours or a dark scrim fabric. No signage or logos may be incorporated on the backs. Self-finished modular exhibit systems are acceptable, but the structure of pop-up displays must be covered as specified above.

If you have an island or peninsula booth that is more than 200 sq. ft. your height restriction is 12’-0”. Above that height, written approval must be obtained from Show Management. Island walls and opaque displays over 3’-0” high may only block 50% of any open side. In addition, exhibitors planning to go above the 12’-0” height restriction may be required to have engineered, stamped exhibit drawings. Exhibitors who are unable to produce engineered drawings in their own offices may submit their exhibit drawings to an engineer for a fee (please call the engineer directly for a quote). Contact Jennifer Ledingham (jennifer@mmpicanada.com or Tel. 416-960-4502) if you need the name of a company who can provide this service.

Please refer to the Direct Energy Centre’s Safety Guidelines for Exhibitors (PDF) for additional booth regulations that must be adhered to.

BOOTH TYPES
Download the Definition of Booth Types page (PDF).


Inline Booths	Corner Booths	Peninsula Booths	Island Booths

FLOOR COVERING
Exhibitors must bring or rent their own floor covering. Painting, nailing or drilling of floor is not permitted. Exhibitors wishing to lay tile or other floor covering, 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. If two-sided tape is used, it must be completely removed by the exhibitor during move-out. 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 which is a high-adhesion double-sided cloth tape commonly used at trade shows; it leaves almost no residue upon removal. Scapa Tape is available from Pillar Tapes Ltd. (487 Norfinch Drive, North York, ON M3N 1Y7, Tel. 416-665-4646) or National Hardware Sales Ltd. (500 Alden Road, Unit 5, Markham, ON L3R 5H5, Tel. 905-513-3994 / www.nhsmedia.com).

NOTE: Upon removal of each booth, Direct Energy Centre and Show Management will inspect each space for any damages incurred by the exhibitor and to check that all materials, including tape residue left on the floor, are properly removed. Any charges to make good the exhibit space will be passed on to the exhibitor.

When selecting the colour of your booth floor covering bear in mind that the aisle carpet colour will be black and will extend close to your booth line. For this reason, no part of the exhibit including the floor covering can extend even minimally beyond the booth. Each exhibitor must stay within their contracted booth size or they may be charged a fee for custom cutting the aisle carpet around the booth.

Avoid trip hazards: Exhibitors with raised floors that are less than 4.9” high must be ramped and the minimum slope for the ramp is 1 to 10. For example: a 2” rise would require a ramp that is 20” long.

LIGHTING
Hall lighting will be at a medium-high level this year (the same as last year) for the duration of the show. There is no natural light in the exhibit hall. Exhibitors may either bring their own lights or rent them (PDF) from the Direct Energy Centre; rental lighting can be hung from the exhibit hall ceiling or attached to the booth wall. Exhibitors requiring specialty or theatrical lighting for their displays should refer below to the Specialty Lighting & Rigging section in the following paragraph. Please note that on Thursday, September 20 between 5:00pm and 6:00pm the overhead lighting in the hall will be dimmed to create a more intimate atmosphere for the Welcome Reception.

SPECIALTY LIGHTING & RIGGING
The official supplier for exhibitors requiring more detailed overhead lighting, rigging, theatrical lighting, gobos and lighting design consultation is Spirit Event Production.

Spirit Event Production
Contact: Jimmy Pappas
10 Athol Ave., Etobicoke, ON M8Z 2A4
T. 416-697-9035 pappas@spiritevent.com

ELECTRICAL
All electrical services are provided exclusively by Direct Energy Centre. Exhibitors are responsible for ordering their own electrical power which should be ordered in advance using the Indoor Electrical order form (PDF). Exhibitors are not allowed to install any electrical wiring devices on-site other than regular extension cords. All on-site hard-wiring and connections must be done by Direct Energy Centre electricians. Extension cords must be of the three-prong type (ie. grounded) and must contain wires of the proper size to carry the electrical load.

Power and telecommunications are supplied to booths via floor ports, located every 30 ft. on centre throughout the hall. The floor ports are flush metal panels, approximately 18” by 18”.Use flat wiring to deliver power and telecommunication from the floor port to a specific area of your display. Ports that house water supply are spaced every 60 ft. on centre. Floor ports are indicated by small open rectangles on the floor plan.

Electrical Safety Code Requirements: It is a requirement of Rule 2-022 of the Ontario Electrical Safety Code, a provincial regulation, that any electrical equipment, which is being assembled, displayed, offered for sale or used in any show, convention, or similar exhibition MUST BE APPROVED. The authority for enforcing this regulation is vested in the Electrical Safety Authority. Electrical equipment is considered to be approved if it bears the certification mark or Field Evaluation label of an organization that has been accredited by the Standards Council of Canada to approve electrical equipment. If these markings are missing, the equipment is considered to be unapproved. The markings are not to be confused with similar markings used to identify equipment, which is approved for use in the United States and other countries. The letter “C” must appear to the left of the ETL, Entela, MET, OMNI, TUV, QAI, and UL marks. The approval marking must identify that the equipment is approved for use in Ontario.

Refer to the “ESA Provincial Requirements for Exhibiting Electrical Equipment at Trade Shows” form (PDF) for the list of organizations that have such accreditation.

The exhibitor is expected to make every reasonable effort to have electrical equipment approved prior to the show. The Electrical Safety Authority will permit equipment to be shown as stated in Rule 2-022(5) of the Ontario Electrical Safety Code for specific equipment and for a determined period of time.In these cases, the exhibitor is requested to obtain written permission to show the equipment at the event. A fee of $54.00 plus HST will be administered for this service.Please complete the Application For Permission to Show form (PDF) or contact:

The Electrical Safety Authority
Customer Service Centre
P.O. Box 24143, Pinebush Postal Outlet, Cambridge, ON N1R 8E6
Tel: 1-877-372-7233 Fax: 1-800-667-4278

Failure to comply could result in the equipment being removed from the display.

CEILINGS and/or SECOND STOREYS
Single-level booths with ceilings, two storey booths and booths with mezzanines require special approval, and in most cases, a building permit. A description of the proposed booth design must be submitted to Jennifer Ledingham (jennifer@mmpicanada.com) who in turn will submit the description to the Special Events Department, Direct Energy Centre, for approval. Direct Energy Centre will discuss these configurations with the Toronto Fire Prevention Division and/or Toronto Urban Development Services. Please refer to the Direct Energy Centre’s “Safety Guidelines for Exhibitors“ (PDF) for additional information.

SIGNAGE
All exhibitor signage must be confined to the exhibitor’s booth area and must not inappropriately block views of the rest of the show floor. Please refer to individual descriptions (PDF) for signage height restrictions.

Suspended banners and signs: Inline or peninsula booths 400 sq. ft. and over and island booths 200 sq. ft. and above may suspend signage from the ceiling structure of the exhibit hall (all suspended signage must stop 10’-0” clear of the floor). The clear ceiling height of Halls B & C is 34 ft (10.4m). Installation is at the exhibitor’s expense and must be arranged through Direct Energy Centre (Download the order form, PDF). Signage that is affixed to the booth walls themselves must stay within the overall wall height restrictions.

FURNITURE & ACCESSORY RENTALS
A limited selection of furniture is available from Stronco (download the order form, PDF). Please note that rented draped tables and draped platforms are not permitted.

AUDIO / VISUAL PRESENTATIONS
Audio-visual and interactive aspects must be located within the booth space to avoid congestion in the aisles and volumes must be maintained at minimum levels that will not be bothersome to other exhibitors or attendees. We request that you turn off all amplified sound during the Keynote Speaker sessions that take place at the show floor theatre at scheduled times on Thursday and Friday.

WATER / PLUMBING
Water line connections or fill and drain service can be ordered by completing Direct Energy Centre’s Indoor Plumbing order form (PDF).

PROPANE / NATURAL GAS
If any propane or natural gas fired equipment is to be displayed in an exhibitor’s booth, the exhibitor must contact Show Management, prior to move-in, explaining the nature of the equipment. Requests will then be submitted to the Direct Energy Centre for approval, rejection or limitations and all associated costs (download the order form, PDF).

DISPLAY VEHICLES
Cars, trucks and machinery for display must be thoroughly cleaned before entering the building, and a protective sheet of plastic placed underneath to prevent staining the floor. In addition the following must be followed:

the car’s gasoline tank should be filled as close to the 3/4 mark as possible
the battery terminal needs to be disconnected
the car must have a lockable gasoline tank cover

BALLOONS
Helium-filled balloons are not permitted in the building. Exhibitors who disregard this regulation will be responsible for the cost of removing escaped balloons from the ceiling.

CLEANING – COMMON AREAS AND BOOTHS
Aisles and common areas within the show will be cleaned daily. Exhibitors are responsible for the appearance of their own booths. Exhibitors must take care of all booth cleaning, including vacuuming of booths prior to show opening. Should exhibitors require janitorial services (carpet shampooing, vacuuming, dusting, and garbage removal) please refer to the Booth Cleaning Services order form (PDF). At the end of the show exhibitors are also responsible for removing all garbage and debris from their booth upon moving out of Direct Energy Centre. There will be a bulk garbage removal fee, charged to the exhibiting company if this is not adhered to.

CARE OF EXHIBIT HALL FLOOR & WALLS
No signs or other articles are to be fastened to ceilings, walls, pipes, or electrical fixtures. The building regulations state that exhibitors handing out adhesive-backed promotional material will be charged for removal of this material from any building surface.

Building Management strictly prohibits the following:

The fastening of material to concrete floors by means of ramset fasteners or masonry nails.
The fastening of nailing strips to any of the building walls, by any means.
The painting of floors or walls in any part of the building.

Painting, nailing or drilling of floor is not permitted. Exhibitors wishing to lay tile or other floor covering, 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. If two-sided tape is used, it must be completely removed by the exhibitor during move-out. 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 which is a high-adhesion double-sided cloth tape commonly used at trade shows; it leaves almost no residue upon removal. Scapa Tape is available from Pillar Tapes Ltd. (487 Norfinch Drive, North York, ON M3N 1Y7, Tel. 416-665-4646) or National Hardware Sales Ltd. (500 Alden Road, Unit 5, Markham, ON L3R 5H5, Tel. 905-513-3994 / www.nhsmedia.com).

OCCUPATIONAL HEALTH AND SAFETY
All exhibitors are reminded that workplace and worker safety is everyone’s responsibility. All participants at IIDEX/NeoCon Canada 2012 must comply with the legislation contained in the Occupational Health and Safety Act (the green book) and its regulations, which is governed by the Ontario Ministry of Labour.

The Occupational Health & Safety Act also requires exhibitors who will spend $50,000 or more on labour and materials must complete a “Notice of Project” along with a “Registration of Constructors and Employers Engaged in Construction”. Please refer to the section below for more information.

IMPORTANT NOTICE: All exhibitor personnel involved with the move-in and/or move-out process (ie. material handling, erecting/dismantling exhibits, etc.) MUST wear approved safety footwear at all times during move-in and move-out regardless of their booth size or location on the show floor. Approved hard hats must be worn in booths where overhead work is being done. Show management will be vigilantly monitoring the show floor to ensure a safe work environment. It needs to be everyone’s goal to minimize the potential hazards and reduce the risk of injuries. Should you see a hazard or unsafe work practice on the show floor, notify show management immediately.

In order to ensure that everyone understands the importance of this policy, all exhibitors are required to sign and return the Safety Acknowledgement Form (PDF) prior to move-in (deadline is Wednesday, September 5, 2012).

Notice of Project: Any exhibitor who will spend more than $50,000 on materials and labour to construct their booth must file a “Notice of Project” with the Ministry of Labour before move-in. Please contact Jennifer Ledingham at 416-960-4502 or jennifer@mmpicanada.com to request the necessary form; forms are also available at all Ministry of Labour offices. There is no cost to file the Notice of Project, however, if you do not file there could be a fine imposed on you on-site. Please contact the Ministry of Labour directly with any questions (416-235-5330). Remember to post the yellow copy of the completed Notice of Project in your 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.

Some of the other mandatory requirements that apply once a Notice of Project has been filed include having the entire booth cordoned off (ie. with yellow caution tape) and all staff or sub-contractors working within the area must wear steel-toed shoes and hard hats while booth construction is taking place (ie. walls being erected or dismantled, etc.).

FIRE PROOFING REGULATIONS
It is the exhibitor’s responsibility to comply with the Fire Regulations and requirements of the City of Toronto Fire Department. In addition, exhibitors must adhere to the safety requirements (PDF) of The Direct Energy Centre, particularly in regard to prohibited types of display materials.

The Ontario Building Code prohibits the use of flammable materials in booth construction and décor. Styrofoam and foam core, in any form, is forbidden. Fire regulations require that all decorating materials (ie. fabric and carpeting, etc.) be fire proofed or made of fire retardant material. This does not apply to displaying your own product. Flame proofing usually lasts from 6 months to 1 year. Once your display has been flame proofed please make sure you bring the documentation on-site to show to the fire prevention inspector. This will avoid having to fire-test the exhibit on site. The documentation should indicate by whom and when the fireproofing was done, the exact materials flame proofed and the flame proofing compound used and the approximate period of effectiveness. The fire prevention inspector will remove equipment and materials considered hazardous at the exhibitor’s expense. Service for flame proofing can be arranged with the official Fire Proofer (All fire proofing must take place off-site.):

GreenDolphin
26 Voyager Court South, Toronto, Ontario M9W 5M7 Tel. 1-866-384-2202
Contact: Lorri Bates lorrib@greendolphin.net

INSTALLATION
Construction and installation of displays must be confined within the exhibitor’s booth space, and are not permitted in the aisles. Construction that may cause disturbance or damage to other exhibits, such as strong paint fumes or excessive dust, is prohibited. Union labour regulations must also be adhered to.

DISMANTLING
Immediatelya name= after the show closes at 6:00 pm on Friday, September 21, 2012, exhibitors will be permitted to begin dismantling their displays. Move-out may begin once aisle carpet has been removed from the floor. Remember to order your dismantling labour early to avoid waiting for dismantling assistance. All Display Labour rates will be charged at overtime rates during move-out. It will take several hours for all crates and boxes to be returned. Product is most vulnera name=able to loss during dismantling, and so never leave valuables unattended. The show’s general security is merely a presence to inhibit theft. Every item, whether exhibit material, brochures or trash, belonging to exhibitors must be removed entirely from the Direct Energy Centre by 4:00pm, Saturday, September 22, 2012. Should any exhibitor, its agent or contractor fail to remove all property by the time stipulated, then the exhibitor shall indemnify Show Management in respect to any claim thereby occasioned. Show Management shall be entitled, but not obliged, to remove such materials belonging to the exhibitor, who shall be liable for all loss and costs incurred. Show Management reserves the right to specify the time at which individual booths and exhibits shall be removed.

STORAGE
There is no complimentary storage at the Direct Energy Centre during the show. Stronco Show Services will, if required, arrange for the removal and return of empty freight crates and containers (note, this is a paid service for which exhibitors are responsible). All containers should be clearly marked with exhibitor’s name and booth number, with empty storage labels provided by Stronco. Empty storage labels will be available for exhibitors to pick up at the Stronco service desk. Exhibitors who handle their own freight should complete the Stronco Storage Order Form (PDF) if they wish to arrange storage of empties or other material during show.

BOOTH RULES AND REGULATIONS continued...

Union Labour Jurisdictions
Special Feature Turnkey Booth Set-Up Information
Exhibitor Appointed Contractors

Monday, September 17	8:00 am - 8:00 pm
Tuesday, September 18	8:00 am - 8:00 pm
Wednesday, September 19	8:00 am - 8:00 pm

Quick Links

SHOW HOURS

MOVE-IN/SET UP HOURS

DISMANTLING/MOVE-OUT HOURS

SHOW LOCATION

Booth Regulations

Thursday, September 20	9:00 am - 6:00 pm
Friday, September 21	9:00 am - 6:00 pm

Friday, September 21	6:00 pm - 12:00am
Saturday, September 22	7:00 am - 4:00 pm