Exhibitor Manual

Booth Display Regulations

General booth regulations | Booth type Definitions | notice of project  |  installation  |  Dismantle  |  Turnkeys  |  Walls  |  Floor covering  |  Lighting  |  electrical  |  plumbing  |  propane / Natural gas  |  ceilings & second storeys  |  signage  |  Fire proofing  |  Furniture & Accessories  |  booth cleaning  |  care of exhibit hall floors & Walls  Storage  |  exhibitor appointed contractors  |  Display vehicles  |  Balloons

GENERAL BOOTH REGULATIONS

Any exhibit deemed unprofessional in appearance, at the sole discretion of Show Management, will not be permitted. Booth displays must be arranged to ensure all elements of your booth (including merchandise, furniture, etc.) are confined to the footprint of your space and do not extend into the aisles.

It is important your booth be set up in the best way to showcase your product and be inviting to attendees. If your booth space does not include walls, lighting, electricity or carpet, these may be ordered from our various suppliers. Order forms for these products and services can be found here.

Booth designs that deviate in any way from the regulations listed below and all exhibitors with booths greater than 400 sq. ft., or 200 sq. ft. for islands, must have their booth designs reviewed and approved in advance of the Show. Please submit your design proposal including dimensions and a drawing or photo to Tori Wines, Operations Coordinator at [email protected] prior to October 6, 2017

Please refer to the Metro Toronto Convention Centre's Fire Regulations for Exhibitors for additional booth regulations that must be adhered to. You can find this, as well as the mandatory Fire Safety Reply form and other details on the Show Floor Health & Safety page.

BOOTH TYPES

Please be sure to review the Booth Types & Standards (PDF) to ensure you are adhering to the correct regulations for your booth type (i.e. inline booth, corner booth, peninsula booth, island booth).

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. Visit the Ontario Ministry of Labour to complete the form online or to request a paper copy. There is no cost to file the Notice of Project, however if you do not file there could be a fine imposed onsite. A copy of the completed Notice of Project must be posted 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. Please contact the Ministy of Labour directly with any questions, Toll-free: 1-877-202-0008.

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. For more information, visit the Move-In & Move-Out page. 

DISMANTLe

Immediately after the show closes at 6:00 pm on Thursday, November 30, exhibitors will be permitted to begin dismantling their displays. For more information, visit the Move-In & Move-Out page.

Turnkeys

If you have ordered a turnkey package, walls, flooring, electrical may be provided, in addition to other services. Exhibitors who have ordered turnkey packages will be sent complete details and instructions about turnkey booths and set-up in September. If you require information prior to this, contact Tori Wines, Operations Coordinator at [email protected] or 416-512-3819 

WALLS - mandatory

 This is a HARDWALL show. Exhibitors are responsible for providing hard walls to create a separation from each adjoining booth. No standard booth drape is permitted at the show and exhibitors cannot use their neighbour’s exposed walls as a backdrop. 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 and side walls), it must be between 8’ and 10’ in height and be finshed above the 8' level. 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 come out to the aisles or to within 2' of the aisles and must be finished.

If you have an island or peninsula booth that is 200 sq. ft. or more, your height restriction is 12’. Above that height, approval must be obtained from Show Management, in writing, prior to November 1, 2017. Island walls and opaque displays over 3’ high may only block 50% of any open side, unless approved by Show Management otherwise. Exhibitors planning to go above the 12’ 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. For a quote, please contact Alan Walker from AJW Engineering at 905-840-0530.

FLOOR COVERING - mandatory

Floor covering is mandatory. Exhibitors are required to bring or rent their own floor covering (except those who have purchased a turnkey booth package). Booth designs that deviate from this in any way, must be granted prior approval from Show Management. Painting, nailing or drilling of the building 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, prior to laying the floor covering. 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).

When selecting the colour of your 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 your exhibit, including the floor covering can extend 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 must remember that they are limited to a maximum height of 6". In addition, 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. Exhibitors should ensure they build any raised floors with these requirements in mind.

SIGNAGE

All exhibitor signage must be confined to the exhibitor’s booth area and must not inappropriately block sightlines of the rest of the show floor. Please refer to the Booth Types & Standards (PDF), which details signage height restrictions according to booth type.

Suspended banners and signs: Only booths 400 sq. ft. and above and island booths 200 sq. ft. may suspend signage from the ceiling structure of the exhibit hall (all suspended signage must stop 10' clear of the floor and the top of the signage must not reach higher than 20'). Installation of banners and signs is at the exhibitor’s expense and must be arranged through ShowTech Power & Lighting. Order forms for this service can be found here. Signage that is affixed to the booth walls themselves, must stay within the overall wall height restrictions. 

LIGHTING

It is recommended that exhibitors install additional lighting in their booths to highlight their displays. Exhibitors may either bring their own lights or rent them from ShowTech Power & Lighting; rental lighting can be hung from the exhibit hall ceiling or attached to the booth wall. If you are bringing your own lights, please make sure you order electrical to power them from ShowTech Power & Lighting and ensure the products are certified and approved by ESA for electrical safety in Ontario. Exhibitors requiring specialty or theatrical lighting for their displays may also order this service through ShowTech Power & Lighting. For more information and to place an order, click here.

ELECTRICAL

All electrical services at the MTCC are provided exclusively by ShowTech Power & Lighting. Exhibitors are responsible for arranging their own electrical power which should be ordered in advance of the show. Exhibitors are not allowed to install any electrical wiring devices on-site other than regular extension cords and any plug and play electrical equipment. All on-site hard-wiring and connections must be done by ShowTech Power & Lighting 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. For more information and to place an order, click here.

All electrical equipment, which is being assembled, displayed, offered for sale, or used in any show, must comply with the Electrical Safety Authority (ESA) Requirements. All electrical equipment must be approved. Approved electrical products carry the official mark or label of the agency that has approved this product. Here is a list of recognized marks and labels.  Since IIDEXCanada is a trade show, exhibitors can apply to show or energize an unapproved product by completing the Application for Permission to Show or to Energize form. The fee for Permission to Show is $60 +HST and the fee for Permission to Energize is $139 +HST.

WATER / PLUMBING

If you require water line connections or fill and drain service in your booth, it is important you are located beside a floor port which has this capability. Water line connections or fill and drain service can be ordered by completing the ShowTech Power & LIghting Mechanical order form (PDF).

PROPANE / NATURAL GAS

Exhibitors wishing to display any equipment that is fueled by either propane or natural gas must receive permission from the Metro Toronto Convention Centre. Download the Propane Cylinders & Gas Appliances permission form (PDF) and submit as directed to Michel Genier, Operations Manager at [email protected] by October 30, 2017.

Once your equipment has been approved, you can order a natural gas connection through ShowTech Power & Lighting. Please refer to the Natural Gas order form (PDF).

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 Tori Wines, Operations Coordinator at [email protected], prior to October 6, 2017, who in turn will submit the description to the MTCC, for approval. 

SIGNAGE

All exhibitor signage must be confined to the exhibitor’s booth area and must not inappropriately block sightlines of the rest of the show floor. Please refer to the Booth Types & Standards (PDF), which details signage height restrictions according to booth type.

Suspended banners and signs: Only booths 400 sq. ft. and above and island booths 200 sq. ft. may suspend signage from the ceiling structure of the exhibit hall (all suspended signage must stop 10' clear of the floor and the top of the signage must not reach higher than 20'). Installation of banners and signs is at the exhibitor’s expense and must be arranged through ShowTech Power & Lighting. Order forms for this service can be found here. Signage that is affixed to the booth walls themselves, must stay within the overall wall height restrictions.

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 booth regulations laid out in the Metro Toronto Convention Centre's Fire Regulations For Exhibitors, particularly in regard to prohibited types of display materials. 

The Ontario Building Code prohibits the use of flammable materials in booth construction and décor. Fire regulations require that all decorating materials (i.e. fabric and carpeting, etc.) be fire proofed or made of fire retardant material. This does not apply to displaying your own product. 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, 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 prior to move-in):

GreenDolphin Systems 
6305 Northam Drive, Unit 8
Mississauga, ON  L4V 1W9
Tel. 905-673-0707
Contact: Amie Hingston [email protected]

FURNITURE & ACCESSORies

Please note that any furniture or accessories must stay within the limits of your rented booth space. No exhibitor items are permitted to extend into the aisles.  A selection of furniture is available for rent from GES. Please refer to the Furnishings order form (PDF) and Specialty Furnishings order form (PDF) for more information. As this is a design show, please note that rented draped tables and draped platforms are not permitted.

AUDIO / VISUAL PRESENTATIONS

Audio-visual and interactive aspects must be confined 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, which take place in the show floor theatre at scheduled times on Wednesday and Thursday. Our official Audio-visual supplier is Freeman Audio Visual Canada; their order form is available here.

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 order any required booth cleaning 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. Please note cleaning is an exclusive service provided by the MTCC and exhibitors cannot bring their own cleaning staff.

At the end of the show, exhibitors are also responsible for removing all garbage and debris from their booth upon moving out of the Metro Toronto Convention 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 of the exhibit hall. 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.

STORAGE

There is no complimentary storage at the MTCC during the show. GES will, if required, arrange for the removal and return of empty freight crates and containers. All containers should be clearly marked with exhibitor’s name and booth number, with empty storage labels provided by GES. Empty storage labels will be available for exhibitors to pick up at the GES service desk. For exhibitors who ordered Material Handling, crate storage is included in this service. 

Note: Exhibitors who have arranged empty crate storage with GES and are scheduled to move-out Friday, are not guaranteed to recieve their crates back at their booth until Friday at 7am.

Exhibitor Appointed Contractors

It is the exhibitor’s responsibility to see that all appointed contractors or agents abide by the rules and regulations for IIDEXCanada, including the Guidelines for Exhibitor Appointed Contractors outlined below. We recommend that they review this manual to give them an overall picture of the show guidelines.

GUIDELINES FOR EXHIBITOR APPOINTED CONTRACTORS (EACs)

Those exhibitors who wish to employ EACs for the erection and dismantling of their exhibit booth displays, should make known to them the guidelines to be followed as listed in the Booth Design Regulations, as well as the points below.

1. The EAC shall be given the right to provide services requested of them by an exhibitor in the set-up and dismantling on the show floor, and shall have the right to utilize qualified employees.

2. These services shall not conflict with existing labour regulations or contracts, including exclusive services provided by the MTCC. The EAC shall adhere to the rules and regulations listed here. In performing work for their clients, the EAC shall cooperate fully with GES Canada and the MTCC.

3. The EAC shall possess a valid public liability and property damage insurance policy for a least $5,000,000. The certificate of insurance must name Informa Canada Inc., GES Canada and the Metro Toronto Convention Centre as additional insureds. Please send proof of insurance certificate to John Neo, Exhibitorinsurance.com, Fax: 905-760-2260 or Email: [email protected], prior to November 1, 2017.

4. The EAC shall have a true and valid work order from an exhibitor in advance of the show move-in date and shall not solicit business on the show floor, or during move-in or move-out dates.

5. The EAC will be responsible, if applicable, for all reasonable costs related to the EAC’s work at the site. This may include overtime pay for stewards, restoration of the exhibit space to its initial condition, etc.

6. The EAC shall abide by the Occupational Health and Safety Act and its applicable Regulations at all times during set-up and tear down. All workers 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. Full details can be found in the Show Floor Health & Safety page.

7. Upon arrival at the site, EACs must pick up their temporary move-in badges at the West Ramp.

Download the Exhibitor Appointed Contractors PDF here.

DISPLAY VEHICLES

Any cars, trucks and machinery for display must be thoroughly cleaned before entering the building. They must also use drip pans and have pads under all tires. Protective sheets of Visqueen, tarpaulin or comparable material are also recommended. Any cleaning or replacement costs for staining solutions, which are not removed, will be the responsibility of the exhibitor. In addition, the following must be followed:

  • Fuel tanks containing fuel or propane, or which have ever contained fuel or propane, must be less than 1/2 full
  • Caps for fuel tank fill pipes shall be of the locking type and should be kept locked to prevent viewer inspection. If they cannot be locked, they must be taped shut.
  • The electrical systems shall be de-energized by either removing the battery or disconnecting both battery cables and covering them with electrical tape or similar insulating material
  • The fuse to the starter must also be disconnected

If you plan to display a vehicle or machinery at the show, please contact Tori Wines, Operations Coordinator, [email protected] by November 1, 2017 for approval and to ensure you are following all applicable regulations.

BALLOONS

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