WELCOME AND THANK YOU for choosing to be a participant in The Toronto Outdoor Adventure Show.
Please take a moment to read the exhibitor manual, which will provide you with all 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 & service.
The Show Office will be set up at the International Centre on Thursday, February 20, 2025 at 8am and management will be available to assist you for the duration of the Show.
Table of ContentS
- General Information (Location, Dates, & Times)
- Checklist
- Audiovisual
- Booth Accessory Packages
- Booth Cleaning
- Booth Installation Services
- Custom Exhibits, Signage & Printing Needs
- Customs Broker
- Coupons
- Electrical
- Exhibitor Badges
- Food Sampling
- Free Admission Passes
- Hotel
- Ice
- Insurance
- Loading Docks
- Move-in Instructions
- Move-out Instructions
- Parking
- Rules & Regulations
- Shipping & Deliveries
- Show Decorator (Furniture & Display Rental)
- Signage Installation
- Telephone / Internet / WIFI
- Vehicles on Show Floor
GENERAL INFORMATION
Show Location
The International Centre – Hall 5
6900 Airport Road
Mississauga, ON
L4V 1E8
Tel: 1-800-567-1199
Show Dates & Times
Friday, February 21, 2025 | 10:00 am – 6:00 pm
Saturday, February 22, 2025 | 10:00 am – 6:00 pm
Sunday, February 23, 2025 | 10:00 am – 5:00 pm
Exhibitor Move-in Times
Thursday, February 20, 2025 | 8:00 am – 8:00 pm
Exhibitor Move-Out Dates & Times
Sunday, February 23, 2025 | 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 (800) 891-4859
Exhibitor Coordinator
Estelle Aliwalas
Tel: 905 477-2677 or (800) 891-4859 Ext 287
Email: estelle@nationalevent.com
CHECKLIST
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.
AUDIO / VISUAL RENTALS
PRE-SHOW BOOKING DEADLINE: February 7, 2025
Audio Visual is not supplied to your booth. If you require Audio Visual equipment, please complete the order form below and send it to:
Cross Connect Customs & Event Logistics
Email: info@crossconnectcl.com
Tel: 416-676-1124
Orders received after the pre-show booking deadline may be subject to additional charges.
BOOTH ACCESSORY PACKAGES
BOOKING DEADLINE: January 24, 2025
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 x10 booth or larger. If you did not order at the time of booking and wish to have this package, please complete the order form below.
There are no substitutions to this package.
BOOTH CLEANING
PRE-SHOW BOOKING DEADLINE: January 21, 2025
Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming please contact:
H & S Services Inc.
Fax: 416-548-7434
Email: cguardado@hsholdings.ca
BOOTH INSTALLATION & DISMANTLING
ORDER DEADLINE: January 29, 2025
Stronco Show Code: 522215641
Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited.
Should you require assistance setting up or dismantling your booth, please click the link below to place your service order online.
If this is your first time ordering from Stronco, you must complete the registration process by clicking on “New user? Register” and inputting our unique Show Code (Stronco Show Code: 522215641) and your Booth Number.
If you need assistance with our online ordering system, please contact our Exhibitor Services Centre at 800-665-2621. For all other questions please contact:
Stronco Show Services
Exhibitor Services
Tel: 800-665-2621
Email: exhibitorservices@stronco.com
Custom Exhibits, Signage & Printing Needs
Detonate is your one-stop destination for all your upcoming trade show needs. Whether you’re in search of a trade show booth, big or small, custom printing collateral to handed out we do it all. With your booth purchase, you have automatically received 25% off your first order with www.shopdetonate.com using coupon code SHOP25.
Check out our trade show catalogue here “Detonate Displays”
Contact them at info@detonategroup.com or via phone 416-388-6713
Website: www.detonategroup.com
CUSTOMS BROKER
Cross Connect Customs & Logistics 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:
Cross Connect Customs & Logistics
Email: info@crossconnectcl.com
Tel: 416-726-7229
Coupons
Prior to the show we will email you an electronic discount coupon, so that your database of clients, friends and followers can purchase tickets at a discounted rate. Coupons are a valuable pre-show marketing tool that gives you added exposure and raises awareness to increase traffic to your booth. There is no limit to the amount of times that you may share with your database and social media network.
Customized E-Coupons
We would also like to offer a customized e-coupon that includes your logo for you to email to your database and post to all of your social media channels to promote your presence at the show! Please complete the form below and upload a high-resolution logo in .jpeg, .eps, or .pdf format. The completed custom coupons will be distributed approximately 2-3 weeks before the show.
DEADLINE OF LOGO SUBMISSIONS: January 24, 2025
Electrical
PRE-SHOW BOOKING DEADLINE: January 30, 2025
Electrical is not supplied to your booth. Our preferred supplier is ShowTech.
If you have never ordered from Showtech’s online ordering portal, you will need to create a new account with a username and password to log in first.
Please access the direct online ordering link below with Google Chrome to view pricing and/or order online.
ONLINE ORDERING LINK
ELECTRICAL SAFETY RULES & REGULATIONS
ELECTRICAL SAFETY PERMISSION TO ENERGIZE
Exhibitor Badges
DEADLINE: January 31, 2025
We have implemented a new automatic badge system to simplify the request process. Exhibitors are provided with up to a maximum of 6 personalized name badges based on the size of your booth. Badges will be available for pick up at the Show Office during move-in and must be worn to gain admittance to the Show.
Visit the Exhibitor Registration Portal to register your booth staff for the Toronto Outdoor Adventure Show. You can visit this portal at any time to manage your company’s staff badges. You will need to enter your Access Code to manage your company’s account. Your Access Code will be emailed to the main contact from your company roughly 8 weeks before show date.
If you have not received your access code, please contact exhibitors@nationalevent.com and indicate OUTDOOR ADVENTURE SHOW – TORONTO in your email request.
HOW TO REGISTER BADGES – INSTRUCTIONAL VIDEO
Food Sampling
FORMS SUBMISSION DEADLINE: January 21, 2025
If you are planning on sampling food or beverage product(s) in your booth, please note there are two (2) necessary forms to complete. Please send a copy of each completed form to estelle@nationalevent.com
PLEASE NOTE: If you are not a manufacturer or food & drinks are not part of your primary business and you wish to sample, please contact us before filling out the form.
Food samples are limited to a 2 oz. portion and beverage samples to 4 oz.
A temporary handwashing station will need to be set up in the vicinity that the food will be handled and served. The handwashing stations in the washroom does not replace this; neither does hand sanitizer or latex gloves. Here are examples of a temporary handwashing station set up.
1. Please complete the Venue Sampling Form and send it to The International Centre at catering@internationalcentre.com & estelle@nationalevent.com
2. Please complete the online “Special Event Application for Food Vendors” and print a copy for your records. There is no fee involved.
a. 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.
b. Exhibitors preparing food for the special event must have an up-to-date food handler certificate (these certificates are valid for 5 years). A few options are available to them if you do not have it already:
o Food handler certification course offered by Peel Public Health: https://www.peelregion.ca/services/health-and-safety/food-handler-certification/
o Food handler certification course completed with another Ontario public health unit
o There are private company courses offered online, but it must be recognized by the Ministry of Health. The list of private companies that are equivalent can be found here: https://www.ontario.ca/page/food-handler-training-and-certification
b. If you have any questions, please feel free to contact Region of Peel – Public Health at 905-791-7800 or by email peelhealth@peelregion.ca. You can also visit their Special events page for more information.
Rules and Regulations:
- All food must be obtained from an approved source
- All food must be prepared in an inspected and licensed food premises
- Home prepared food are not allowed, unless the home where food is prepared has been inspected by a public health inspector.
- Unpasteurized food products and/or beverages are not premitted. They cannot be sold or given away as samples
- Any hazardous foods being transported, stored, and served must be within the proper internal temperature and out of the danger zone. Failure to do so may lead to the food being disposed of on-site. Please see here food temperature safety information.
- If a public health inspector finds contaminated food or temperatures in the danger one, they will discard the food.
If you are preparing food, you may be required by Public Health to have a temporary handwashing station in your booth.
VENUE SAMPLING FORM
SPECIAL EVENTS LETTER FROM PEEL PUBLIC HEALTH
ONLINE SPECIAL EVENT APPLICATION FOR FOOD VENDORS
FOOD SAFETY GUIDELINES FOR SPECIAL EVENTS
FREE ADMISSION PASSES
Free Admission Passes
Prior to the show, 10 free admission passes will be mailed to the shipping address provided on your contract. These passes may be used to invite your clients or special guests to the show. Physical passes are not to be handed out on site unless you are leaving them at the Will Call desk for pick-up. Please email your sales representative if you would like to provide an alternate mailing address for the tickets.
Promo Code
We will also be e-mailing you a unique promo code that is valid for 5 free ticket registrations to share with people you would like to digitally invite as special guests.
Hotel
HotelPlanner is one of the world’s top providers of individual, group and corporate travel bookings, specializing in unique “Closed User Group” discount rates.
Book your hotel stay for the show through HotelPlanner.com. Click Here for the best rates available.
Toronto Outdoor Adventure Show Link
Or
BOOKING DEADLINE: January 22, 2025
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 $199.00 + taxes for single or double occupancy at The Westin Toronto Airport Hotel. The Westin is a smoke free establishment.
The Westin is located at:
950 Dixon Rd.
Toronto, Ontario
M9W 5N4
Reservations may be made by booking online here.
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.
Ice
ORDER DEADLINE: February 2, 2025
If you require ice during the show, you can order it with the form below. Please email completed form to boothservices@internationalcentre.com
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.
Insurance Supplier
If you do not already have insurance for the show, you may contact:
Exhibitor Insurance
Tel: 905-695-2971
Toll Free: 1-866-836-9066
Email: info@exhibitorinsurance.com
Exhibitor Insurance Brokers.com is offering a special price for the show at $175 + taxes. Please click on the link here to access their form:
ONLINE EXHIBITOR INSURANCE
If you prefer, you may also fill out the form below and send to info@exhibitorinsurance.com.
Loading Docks
If you require dock level access the docks are located on the on the north side of Hall 5 doors 65-72
If you do not require a dock you may enter on the south side of the hall at the roll up door. Drive in doors 80 & 79.
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 Estelle Aliwalas (estelle@nationalevent.com) to discuss your needs, as a charge may apply.
Move-in Instructions
Move-in Times | Thursday, February 20, 2025 | 8:00 am – 8:00 pm
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All exhibitors must officially register before setting up. Please come to the show office and staff will direct you to your booth.
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All exhibits must be set up by 8:00 pm, Thursday. Exhibitors will not be permitted to set up during show hours.
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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 Friday.
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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.
Move-out Instructions
Move-out Times | Sunday, February 23, 2025 | 5:00 pm – 10:00 pm
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.
Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited. A fee will be charged if you move out early, as there are attendees still in the hall who have paid to attend the show.
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.
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.
Parking
Parking is free for both exhibitors and the public. If you require overnight parking, you must register online here: www.ticcparking.com. If you have any questions, please call 416-723-0451.
Rules & Regulations
Booth Display & Restrictions
Diagram #1: Sample of the drape provided for your booth Diagram #2: Sample of display allowance
Booth Display & Restrictions
- 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 Estelle Aliwalas (estelle@nationalevent.com)
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 it’s 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 Show Management. Please send your request with pictures to Estelle Aliwalas (estelle@nationalevent.com).
FIRE REGULATIONS
EMERGENCY PROCEDURES
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 Estelle Aliwalas (estelle@nationalevent.com) 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 Estelle Aliwalas (estelle@nationalevent.com) 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.
SHIPPING & DELIVERIES TO THE SHOW
Shipping Direct To Show: Thursday, February 20, 2025
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 Estelle Aliwalas (estelle@nationalevent.com) as charges may apply.
Please address shipments to:
Exhibitor Name, Booth #
c/o The Outdoor Adventure Show
Toronto International Centre
6900 Airport Road
Mississauga, ON – L4V 1E8
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:
Cross Connect Customs & Logistics
Email: info@crossconnectcl.com
Tel: 416-726-7229
TRANSPORTATION AND CUSTOMS FORMS
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.
Please address Advance Warehouse Shipments to:
Exhibitor Name, Booth #
c/o The Outdoor Adventure Show 2025
ABF FREIGHT
15 Strathearn Ave.,
Brampton, ON L6T 4P1
To request a quote, please complete the below order form and email to:
Cross Connect Customs & Logistics
Email: info@crossconnectcl.com
Tel: 416-726-7229
TRANSPORTATION AND CUSTOMS FORMS
Shipping enquiries must be finalized 14 days prior to show move in date. Be sure your shipment is labeled clearly.
You may choose to use another carrier however, keep in mind that not all carriers deliver and pick up during our scheduled move in/move out times.
Show Decorator (Furniture & Display Rental)
ORDER DEADLINE: January 29, 2025
Stronco Show Code: 522215641
8ft back drape and 3 ft side drape are supplied for your exhibit space.
Show Colours
- Booth Drapes : Blue
- Aisle Carpet : Green
Carpet or Flooring is mandatory for all exhibits. Your booth space does not include carpet, tables or chairs. These items and additional booth supplies can be rented from the Show Decorator, Stronco Show Services, or you can bring your own.
To place an order with the Show Decorator, please click the link below.
If this is your first time ordering from Stronco, you must complete the registration process by clicking on “New user? Register” and inputting our unique Show Code (Stronco Show Code: 522215641) and your Booth Number.
If you need assistance with the online ordering system, please contact the Exhibitor Services Centre at 800-665-2621. For all other questions please contact:
Stronco Show Services
Exhibitor Services
Tel: 800-665-2621
Email: exhibitorservices@stronco.com
Signage Installation
(HANGING OF BANNERS / RIGGING)
ORDER DEADLINE: January 30, 2025
Important Note: All banners hung from the ceiling must have Show Management approval.
If you require the hanging of banners from the ceiling and/or rigging of equipment in your booth, please click the link below to place your order online.
If you have never ordered from Showtech’s online ordering portal, you will need to create a new account with a username and password to log in first.
If you need assistance with the online ordering system, please contact the Showtech Help Desk at (855) 746-9832. For all other inquiries, please contact:
Show Tech
Tel: 905-677-9546
Email: info@showtech.ca
Orders received after the pre-show booking deadline may be subject to additional charges.
Telephone / Internet / WIFI
PRE-SHOW BOOKING DEADLINE: February 7, 2025
Please Note: This venue does NOT have free Wi-Fi.
If you require a telephone or internet line or access to WIFI in your booth you must submit the below order form to:
Encore Global
Tel: 905-678-5120
Email: ticc@encoreglobal.com
Vehicles on Show Floor
All vehicles must abide by the arrival and departure schedules and procedures established by Show Management. Please contact Estelle (estelle@nationalevent.com ) for approval and 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.
- 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.
- Running of display vehicles during exhibit is prohibited unless approved by the Fire Department.
- Shows requiring vehicles to run as part of a performance or contest must fill vehicle outdoors from approved safety containers.
- Propane charged cylinders are not permitted on self-propelled vehicles or trailers on display inside buildings.
- 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’s name, and phone number of the person responsible to remove the vehicle(s) to Show Management.