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Exhibitor Manual

 

Exhibitor Manual for

The Outdoor Adventure Show – Toronto

February 23, 24, & 25, 2018
Toronto, Ontario
The International Centre
Hall #5

Welcome and thank you for choosing to be a participant in The Outdoor Adventure Show – Toronto. Please take a moment to read the exhibitor manual, which will provide you with all of the necessary information for the preparation and installation of your exhibit. Processing your orders at your earliest convenience will allow us and the service-contractors time to provide you with the best possible rates and service.

The Show Office will be set up at The International Centre, on Thursday February 22 at 8 am and management will be available to assist you for the duration of the Show.

Manual Quick Links

  1. General Information (Location, Dates, & Times)
  2. Check List
  3. Move-in Instructions
  4. Loading Dock
  5. Exhibitor Parking
  6. Vehicles on Show Floor
  7. Shipping & Deliveries
  8. Customs Broker
  9. Move-out Instructions
  10. Booth Accessory Packages
  11. Show Decorator (Furniture & Display Rental)
  12. Booth Installation & Dismantle
  13. Signage Installation
  14. Booth Cleaning
  15. Electrical
  16. Telephone & Internet
  17. Audiovisual
  18. Hotel
  19. Food Sampling
  20. Ice
  21. Exhibitor Badges
  22. Custom Coupons
  23. Insurance
  24. Rules & Regulations
 

General Information

Show Location

The International Centre
Hall 5
6900 Airport Road
Mississauga, ON
L4V 1E8
Tel: 1-800-567-1199
Fax: 905-678-4681

Show Dates & Times

Friday, February 23, 2018  |  10:00am – 7:00pm *Please note time change*
Saturday, February 24, 2018  |  10:00 am – 6:00 pm
Sunday, February 25, 2018  |  10:00 am – 5:00 pm

Exhibitor Move-in Times

Thursday, February 22, 2018  |  8:00 am – 8:00 pm

Exhibitor Move-Out Dates & Times

Sunday, February 25, 2018  |  5:00 pm – 10:00 pm

Produced By

National Event Management
Suite #102
260 Town Centre Blvd. 
Markham, ON 
L3R 8H8
Tel: 905-477-2677 or 1-800-891-4859
Fax: 905-477-7872

Exhibitor Coordinator

Kristen Andrews
905-477-2677 or 1-800-891-4859 ext 284
Email:

Operations Manager

Dina Latina
905-477-2677 or 1-800-891-4859 ext 224
Email:

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Exhibitor Check List

Please print a copy of this checklist to assist you in planning for the Show. To take advantage of “early booking discounts” please note booking deadlines.

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Move-In Instructions

Move-in Times: Thursday, February 22, 2018 | 8:00 am – 8:00 pm

  • All exhibitors must officially register before setting up. Please come to the show office and staff will direct you to your booth.
  • All exhibits must be set up by 8:00 pm Thursday. Exhibitors will not be permitted to set up during show hours.
  • The aisle carpet will be in place Friday morning. Dollies and carts WILL NOT be permitted on the carpet. Hand carried items only may be brought in on Saturday.
  • Children 15 years of age or younger will not be permitted in the exhibit area during move-in, set-up, or tear down.

Please Note: Depending on your booth set-up or location, you may be contacted by Show Management for a specific move-in time.

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Loading Docks

If you require dock level access the docks are located on the on the north side of Hall 5.

If you do not require a dock you may enter on the south side of the hall at the roll up door.

Dollies and a pump truck will be available for your use. If you require a forklift to move material from the dock to your booth, a forklift will be available to you. However, if you have excessive forklift requirements please speak with your sales representative to discuss your needs. A charge may apply.

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Exhibitor Parking

Parking is free for both exhibitors and the public.

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Vehicles on Show floor

All vehicles must abide by the arrival and departure schedules and procedures established by Show Management. Please contact Dina Latina () to arrange arrival time if you want to display a vehicle.

Any vehicle that drips oil or other staining solutions may not be operated within the Centre without a drip pan or dry absorption powder. All vehicles being displayed in the Centre must have drip pans underneath them and pads under all tires. When motorized vehicles are approved for use, a protective sheet of visqueen, tarpaulin or comparable material is to be used to eliminate damages from leaks of gas, oil etc.

Exhibitors are responsible for oil, grease, or any general damage to the carpeted area.

  1. Motor vehicles or gasoline-powered equipment on display must be equipped with lock-on type gasoline tank caps and batteries are to be disconnected. Gasoline tanks must not be filled beyond the ¾ mark in order to allow for expansion of product. Vehicles unable to be equipped with lock-on type caps must have caps sealed in a manner acceptable to the Fire Department.
  2. Running of display vehicles during exhibit is prohibited unless approved by the Fire Department.
  3. Shows requiring vehicles to run as part of a performance or contest must fill vehicle outdoors from approved safety containers.
  4. Propane charged cylinders are not permitted on self-propelled vehicles or trailers on display inside buildings.
  5. If at any time an Inspector deems that equipment is being operated in a manner dangerous to public safety, he shall cancel the privilege of the exhibitor concerned.

Exhibitors must provide a set of keys, the contact name, and phone number of the person responsible to remove the vehicle(s) to Show Management.

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Shipping & Deliveries to the Show

Shipping Direct To Show: Thursday, February 22, 2018

PLEASE NOTE: The facility will NOT accept shipments prior to the Show move-in date. Show Management will sign for the delivery on your behalf during move-in hours only. Your materials will be left at the dock until you arrive. To move your items to your booth space, pump trucks and dollies will be available at no charge. Should you require assistance or the use of a forklift, please contact your sales rep as charges may apply.

The most cost effective way to ship your items to the show is to arrange delivery during move in hours with our Official Show Carrier:

YRC Reimer Customer Care
1-877-330-3321

Please address shipments to:
Company name, Booth number
The Outdoor Adventure & Travel Show
The International Centre
Hall 5
6900 Airport Road
Mississauga, ON
L4V 1E8

Pre-Show Shipping

If you choose the official show carrier as your freight carrier, they will warehouse materials for up to 30 days prior to the Show at no charge and deliver them to the show on move-in day.

To request a quote, please complete the below order form and email to:

YRC Reimer Customer Care
1-877-330-3321

Shipping enquiries must be finalized 14 days prior to show move in date. Be sure your shipment is labeled clearly.

If you choose to use a carrier other than the show carrier and wish to ship pre-show, please speak to your sales rep.

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Customs Broker

North American Logistics Services Inc is our designated official customs broker to coordinate customs clearance of goods destined for The Outdoor Adventure Show. Please make sure you contact them at least one month prior to the event in order to arrange your custom needs.

If you have any questions, please contact:
Michele Odhoch
Office: 416-585-8227
Cell: 647-272-1506
Email: 

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Exhibitor Move-out Instructions

Please note that move-out will begin once the show has closed, the aisles are cleared and the aisle carpets removed. If you are able to hand carry your supplies out to your car, we encourage you to do so.

All material must be removed by 10:00 pm

Items left on the show floor after move-out time will be forced off the floor. Show Management reserves the right to reroute shipments that are not picked-up or refused by carriers. Should this occur, you will be responsible for any charges incurred.

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Booth Accessory Packages

BOOKING DEADLINE:  FEBRUARY 1, 2018

An all-inclusive, booth accessory package is available which contains: a draped booth; grey carpet; 1 black-skirted table (6 feet long x 30 inches high); 2 chairs; and an electrical outlet. One table will be included if your package is for a 10 X 20 booth or larger. If you did not order at the time of booking and wish to have this package, please contact your sales rep to order.

There are no substitutions to this package.

To order a Booth Accessory Package, return the below form to your sales rep.

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Show Decorator (to order tables, chairs, accessories, etc.)

PRE-SHOW BOOKING DEADLINE: JANUARY 31, 2018

8 ft back drape and 3 ft side drape are supplied for your exhibit space. If you require tables, chairs or additional booth supplies, these items can be rented from the Show Decorator:

Stronco Show Services
Exhibitor Services
Tel: 905-270-6767 ext 2258
Fax: 905-270-6771

Carpet or Flooring is mandatory for all exhibits. You can use the show decorator or you are welcome to bring in your own. Please review the “Proper Tape” attachment below and the “Tape Restrictions” in the Rules & Regulations section below to avoid penalties.

To place your order online, view the show schedule or print order forms, go to www.stroncoonline.com.

In order to protect your privacy and restrict access to exhibitors in this event we have assigned the following show code to this event: Show Code: 481072946

To place online orders you will be required to enter your Show Code and Booth Number. If you have not registered on our Online Ordering System before, you must complete the registration process.

Once you have registered your information in our Online Ordering System you will not be required to register again to place online orders for future events serviced by Stronco.

If you need assistance with our Online Ordering System, please contact our Exhibitor Services Centre at 1-800-665-2621.

Show Colours

  • Booth Drapes: Blue
  • Aisle Carpet: Green

Please review Stronco’s Order Forms:

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Booth Installation & Dismantling

PRE-SHOW BOOKING DEADLINE: JANUARY 31, 2018

Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited.

Exhibitors are encouraged to remove small items and open cases of products from the show floor first. Show Management will take all reasonable security precautions, but immediate removal of these items is the best way to prevent pilferage.

Should you require assistance setting up or dismantling your booth, please submit the below forms to:

Stronco Show Services
Exhibitor Services
Tel: 905-270-6767 ext 2258
Fax: 905-270-6771
Email:

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SIGNAGE INSTALLATION (HANGING OF BANNERS / RIGGING)

PRE-SHOW BOOKING DEADLINE: FEBRUARY 8, 2018

If you require the hanging of banners from the ceiling and/or rigging of equipment in your booth, please fax the attached form to:

Show Tech
Jamie Harris
Tel: 905-283-0565
Email:

Please note that your banner and booth structure should be limited to the space directly above your booth. Any other configurations would need to be approved by Show Management prior to the show.

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Booth Cleaning

PRE-SHOW BOOKING DEADLINE: FEBRUARY 16, 2018

Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming please contact;

Caldas Building Services Inc
Tel: 905-672-2304
Fax: 905-672-5670
Email: 

Please review the “Proper Tape” attachment below and the “Tape Restrictions” in the Rules & Regulations section below to avoid penalties.

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Electrical

PRE-SHOW BOOKING DEADLINE: FEBRUARY 8, 2018

Electrical is not supplied to your booth. If you require an electrical hookup please contact:

Show Tech
Jamie Harris
Tel: 905-283-0565
Email:

Please note that your banner and booth structure should be limited to the space directly above your booth. Any other configurations would need to be approved by Show Management prior to the show.

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Telephone / Internet

PRE-SHOW BOOKING DEADLINE: FEBRUARY 9, 2018

If you require a telephone or internet line in your booth you must contact:

The International Centre
Tel: 905-678-5615
Fax: 905-678-5614
Email:

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Audio / Visual Rentals

PRE-SHOW BOOKING DEADLINE: FEBRUARY 5, 2018

If you require audio visual equipment in your booth, please send the completed order form to:

AV Canada
Contact: Zaid Sheikh
Phone: 905-566-5500
Email:

Orders received after the pre-show booking deadline may be subject to additional charges.

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Hotel

BOOKING DEADLINE: JANUARY 24, 2018

Rooms and discounted rate will only be held until the specified date. Rooms will then be subject to availability at prevailing rates.

We have obtained a group rate of $129.00 + taxes for single or double occupancy at The Westin Bristol Place Toronto Airport. The Westin is a smoke free establishment.

The Westin is located at:
950 Dixon Rd.
Toronto, Ontario
M9W 5N4

Reservations may be made by calling 1-866-837-5184.

Concessions

  • Complimentary wifi in guestrooms
  • There is discounted self-parking for $5.
  • Complimentary airport shuttle running every 30 min. (4am-2pm, by request after.)
  • 15% off in outlets on all meal orders (excluding alcohol) with presentation of show badge.
  • Special shuttle transportation at $10 per person return to/from The International Centre.

Shuttle Schedule

  • Feb 23 – To The International Centre – 9:15 am & 10:15 am
    • Returning to the Hotel – 8:15 pm
  • Feb 24 – To The International Centre – 9:15 am
    • Returning to the Hotel – 6:15 pm 
  • Feb 25 – To The International Centre – 9:15 am
    • Returning to the Hotel – 5:45 pm

To receive this rate you must mention that you are with The Outdoor Adventure Show when booking. Rates cannot be changed at check-in/check-out times if you fail to identify your affiliation at the time of booking.

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Food Sampling

FORMS SUBMISSION DEADLINE: JANUARY 26, 2018

If you are planning on sampling food or beverage product in your booth, please note there are two necessary forms to complete. Please send a copy of your completed forms to . Food samples are limited to a 2 oz. portion and beverage samples to 4 oz.

Please complete the below Sampling Form and fax to The International Centre (905-678-4681) or email:

You are also required to complete the “Special Event Application for Food Vendors” and return to the Health Department. There is no fee involved. Please ensure you are complying with the Region of Peel’s Food Safety Guidelines attached below. If you do not complete this form, and do not comply with the guidelines, you could be closed down if an inspector comes to the show.

Fax/Email the attached Special Event Application to:

Region of Peel Health Department
Tel: 905-799-7700
Fax: 905-565-9602
Email:

You may also complete this form online.
https://www.peelregion.ca/health/environnew/forms/vendor-info-form.asp

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Ice

ORDER DEADLINE: FEBRUARY 9, 2018

If you require ice during the show, you can order it with the form below. The cost is $8.00 for an 8lb bag.

The International Centre
Fax: 905-678-4681

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Exhibitor Badges

PRE-SHOW BOOKING DEADLINE: JANUARY 12, 2018

Four to six weeks prior to the show, you will be mailed 6 badges per 10×10 booth and 12 badges for a 10×20 booth or larger. Badges will have your company name only. Lanyards will not be included in the package but may be picked up at the show. Please distribute these prior to move-in, to the people working in your booth. If you are unable to do so, bring the badges to the show office during move-in and arrange to have them picked up there. Badges must be worn at all times to gain entrance to the show. You will receive 15 free passes to the show which will be mailed with your exhibitor badges.

If you want the badges delivered to an address other than the one on your contract or if you would like to pick them up at the show during move-in, please advise your sales rep.

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Custom Coupons

Raise awareness and increase traffic to your booth by distributing Customized Coupons to the Show. There is no limit to the number of coupons you may distribute to your professional and personal databases.

Please email your high-resolution logo in .ai, .eps, or .pdf format to Kristen Andrews. ()

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Insurance

Insurance for booth/show

Exhibitors must have their own liability insurance covering a minimum of $1 million in damages. Please list National Event Management as “additional insured”. 

Transportation Insurance

Show Management is NOT responsible for damages caused during the transportation of your products.  We strongly recommend purchasing transportation insurance when booking your shipments.

Liability

Exhibitors will be liable for, will indemnify, and will hold harmless Show Management from any loss or damage whatsoever occurring to, or suffered by, any person or company. This includes, without limiting the generality of the foregoing, exhibitor, other exhibitors, management, the owners of the building and their respective agents, servants and employees, and members of the public attending the show, either (a) on the said space or (b) elsewhere. Neither the facility nor Show Management will be responsible for loss or damage to persons, exhibits, or decorations by fire, accident, theft, or any cause while in the exhibition buildings.

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Rules & Regulations

Booth Display & Restrictions

Diagram #1: Sample of the drape provided for your booth
Booth Dimensions

Diagram #2: Sample of display allowance
Booth Display Allowance

  • Diagram #1 shows the drapes that are provided as a part of your booth cost.
  • Diagram #2 shows the allowed clearance for displays, banners and products within your booth.
  • No exhibit may exceed a maximum height of 8 ft.
  • Side panels 8 ft. high, must not exceed a depth of 4 ft. extending from the back of the display.
  • The remainder of the 6 ft depth from the front of the booth must not exceed a 4 ft. height.
  • Any exceptions to this must have pre-approval from Dina Latina ().

Prefab booth partitions must be finished on both sides. If they are not, please request drapes prior to the show.

Signage

No signage or material may be extended above the 8ft height at the back of your booth nor hung from the ceiling or across the aisle, without approval from Show Management. All signs must be printed on one side only. Your brand messaging can only face the inner walls of your exhibit space.

Carpet or Flooring

Carpet or Flooring is mandatory for all exhibits. You can use the show decorator below or you are welcome to bring in your own at your own cost. See Tape Restrictions below.

Tape (Floor, Wall, and Carpet Damage)

It is important that you use the proper carpet tape in your booth. If you do not use the correct tape there will be a charge for tape removal.
Here are the models of two-faced tapes that are authorized by the facility.

  • Polyken 105c LPDE
  • Scapa 274004
  • DC W002A

If you bring your own carpet, you must adhere to the above Tape Restrictions. If you do not have the proper tape, please notify Show Management before installing your carpet or tiles.

Restrictions for Booth Installation

Painting, nailing, drilling, or screwing to the floors, walls or any other part of the building is not permitted. Exhibitors are also responsible for oil, grease, or any general damage to the carpeted area. Exhibitors wishing to lay any floor coverings may not fasten the coverings to the building floor. It is suggested that building paper or the approved tape (Polyken 105c LPDE OR Scapa 274004 OR DC W002A) is used instead.

Demonstrations/Distributions

Displays, demonstrations or distribution of advertising materials, are not permitted outside the confines of your booth. If audio visual equipment is used, the sound must be subdued to such an extent as to ensure its having no nuisance effect on neighbouring exhibitors. The use of microphones is not permitted without prior management approval.

Fire Regulations

All exhibitors planning to use any type of fuel (such as gas, oil, helium gas, or propane) in their exhibits are requested to contact Show Management. All displays or exhibited materials must be fireproof to conform to Federal, Provincial/Sate, and City Fire Laws.

National Event Management is obligated to abide by the Fire Code regulations in each city. We therefore retain the right to refuse any material or object that does not confirm to code. If you have a question or need information re the Fire Code please contact Dina Latina, , 905-477-2677 or 1-800-891-4859 ext 224.

Animals in the Show

The facility’s policy prohibits the presence of animals unless they are used as a working dog for the blind. Permission must be obtained from the facility for any exception. Please contact Dina Latina (, 905-477-2677 ext 224) regarding the necessary forms.

Helium Balloons

Helium balloons are prohibited in most venues. There is a large retrieval fee, charged to the exhibitor, when balloons are lost. Please contact Dina Latina () if you wish to use helium balloons in your display.

Mechanical Conveyances

Mechanical Conveyances such as electric carts, scooters, or bicycles will not be allowed in the aisles during the show hours. The only exceptions to this rule will be in the case of handicapped persons visiting the show, or those with authorization from Show Management.

Non-Compliance

National Event Management reserves the right to make changes, amendments, and additions to the rules and regulations without notice, as considered necessary to the efficient and proper conduct of the show. Interpretation of these rules and regulations shall rest with Show Management and non-compliance can result in ejection of the offending exhibitor or in the closing of his/her exhibit.

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