OAS Toronto Exhibitor Manual

March 31 – April 2, 2023

Toronto, Ontario

Metro Toronto Convention Centre

North Building

Hall A & B

 

Welcome and thank you for choosing to be a participant in T.O. Food & Drink Fest.

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 & service.

The T.O. Food & Drink Fest team will be onsite at the MTCC starting at 11am on Thursday March 30th , 2023 and we will be available to assist you for the duration of the Festival.

 

Table of Content

GENERAL INFORMATION

Show Location

Metro Toronto Convention Centre
North Building
Hall A & B

255 Front St W.
Toronto, ON
M5V 2W6
Tel: (416) 585-8000

Show Dates & Times

Friday March 31, 2023                    3:00pm – 5:00pm (Industry, VIP, Media Preview)

Friday March 31, 2023                    5:00pm – 10:00pm
Saturday April 1, 2023                    12:00pm – 10:00pm
Sunday April 2, 2023                       12:00pm – 6:00pm

 

Exhibitor Move-in Date & Times

Thursday March 30, 2023            11:00am – 5:00 pm
Friday March 31, 2023                   8:00am – 12:00pm

*Deliveries can be made to your booth everyday. Between the hours of 10am -12pm. Dollies will be available for your use, staff will be on site to manage loading dock area and assist as needed.

*No deliveries are to be made during show hours. If you need to replenish your products visit Product Replenishment section on manual.

 

Exhibitor Move-Out Date & Times

Sunday April 2, 2023                     6:00 pm – 11:00 pm

 

Produced By

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

 

Exhibitor Coordinator

Haelee Jones
905 477-2677 or (800) 891-4859 Ext 233
Email: haelee@nationalevent.com

Exhibitor 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.

CHECKLIST

 

Directions

Directions to Metro Toronto Convention Centre:

From the East: Take Highway 401 West to Don Valley Parkway South. Follow the Don Valley Parkway South to the Gardiner Expressway. Take exit Spadina Ave, proceed north on Spadina Ave and turn right at Front St. Turn right on Simcoe St. then turn right into the parking garage.

From the West: Take Highway 401 East to highway 427 South. Follow Highway 427 South to the Gardiner Expressway Exit at Spadina Ave, proceed north on Spadina Ave and turn right on Front St. Turn right on Simcoe St. Then turn right into the parking garage.

Hotel

BOOKING DEADLINE: February 28, 2023

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 $259.00 + taxes per night at The InterContinental Toronto Centre. Complimentary wireless internet is provided in all guestrooms.

The InterContinental is located at:
225 Front St. West
Toronto, Ontario
M5V 2X3
Tel: (416) 597- 1400

Please use this booking link.

Make sure to mention T.O. Food & Drink Festival.

Loading Docks & Vehicle Marshalling

North building West Ramp Loading dock.

The MTCC has introduced a loading dock management system for booking powered by Voyage Control.

This complimentary service helps you to reserve a time slot for moving your materials directly in/out of the MTCC loading dock. This seamless loading dock management system not only saves you time, but also helps to reduce Co2 emissions in local area.

INFORMATION REGARDING VOYAGE CONTROL MOVE-IN/MOVE-OUT  WILL BE SENT CLOSER TO THE SHOW. 

You will be sent detailed instruction in making a booking with Voyage Control the MTCC loading dock management system.

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 or require dedicated in booth service, additional charges may apply. This service must be pre – arranged. Contact haelee@nationalevent.com  for more information.

LOADING DOCK MAP

 

Material Handling

Dollies and a pump truck will be available for your use every morning at the show. Show Management has made arrangements to cover the delivery for one skid from loading area to your booth.  (This includes return of your skid at the close of the show). If you require dedicated forklift service, have awkward pieces to deliver that require more time, or simply have more than 1 skid of material, you will be charged a rate of $150.00 per each additional skid.

If you have more than 1 skids, please completed the online form below that will prompt you to an online payment protal.

MATERIAL HANDLING FORM

Move-in Instructions

Move-in Times:    Thursday March 30, 2023 11:00am – 5:00pm | Friday March 31, 2023 8:00am – 12:00pm

Full and final payment for exhibit space must be made prior to move-in. Show management reserves the right to refuse entry to any exhibitor whose account has not been paid in full.

 

SPECIFIC MOVE-IN/OUT HOURS

Closer to the show, you will be sent a dedicated move-in/out time & instructions. Note that exhibitors may not set up during show hours.

If you require information about moving in through the Loading Dock, please visit the above section.

  • All exhibitors must officially register before setting up. For your convenience, Show Management will be temporarily set up by the roll up doors at the back of the hall for exhibitor check in. Our staff will give you lanyards as well as direct you to your booth.
  • All exhibits must be set up by 3:00pm on Friday March 31, 2023. 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 Friday.
  • This event is 19+ no children under the age of 19 will be allowed to enter the Festival.

Key Notes:

  • Exhibitors with small “hand carry” items will still be permitted to use the passenger elevator.
  • For exhibitor move in/out, dollies and flatbeds (4 wheels), pallet jacks or over-sized loads are strictly prohibited in the pre-function areas.

Move-out Instructions

Move-out Times      Sunday April 2, 2023 6:00 pm – 11:00 pm

SPECIFIC MOVE-IN/OUT HOURS

Closer to the show, you will be sent a dedicated move-in/out time & 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.

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 11:00 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

BOOKING DEADLINE: March 16, 2023

Exhibitor parking passes are available for the weekend in a  security-patrolled indoor parking garages. Exhibitors may order parking at www.mtccc.com/order.

North Parking entrance off Lower Simcoe St. as well as on Queen’s Quay West near Harbourfront.

Discounted parking rates are available, orders must be placed 14 days prior to Move in day.

There is no parking in the loading dock, all vehicles must be removed as soon as they are unloaded, otherwise, they will be towed at exhibitor’s expense.

If you have questions about parking, please contact:
Metro Toronto Convention Centre – Parking Services
Email: exhibitor-services@mtccc.com
Phone: (416) 585-8387

PARKING ORDERING LINK

Shipping & Deliveries to the Show

Shipping Direct to Show: March 30, 2023

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 refer to the Material Handling section in manual.

Please address shipments to:

Company name Booth number
T.O Food and Drink Fest.
Metro Toronto Convention Centre
North Building
Hall A & B
255 Front St, Toronto,ON
M5V2W6

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;

Advanced Warehousing
The warehouse will start to receiving freight 30 days prior to the event from 9am to 3pm, Monday to Friday.

Please contact Cross Connect Custom & Logistics for all shipping and advanced warehousing needs.

Pat D’Alessandro
416-726-7229
info@crossconnectcl.com

Please address advanced shipments to:

Exhibitor Name, Booth #
c/o T.O. Food & Drink Festival
YRC Warehouse
6130 Netherhart Road
Mississauga, ON
L5T 1B7

SHIPMENT FORM & ADVANCED WAREHOUSING

Service Order Forms

Audio / Visual Rentals

BOOKING DEADLINE: March 17, 2023

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

Cross Connect Custom & Logistics
416-639-2176
info@crossconnectcl.com

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

AUDIO VISUAL ORDER FORM

Booth Accessory Packages

BOOKING DEADLINE: March 22, 2023

The following services are provided, compliments of Show Management;
8ft black draped backdrop and 8ft draped sides

An all-inclusive, booth accessory package is available for purchase. We have two different package options to choose from:
Package A includes; carpet, 2x stools, 1x wastebasket and 1x storage counter
Package B includes; carpet, 2x chairs, 1x wastebasket and 1x 6ft draped table

There are no substitutions to this package. To order a Booth Accessory Package, please complete the form below:

ALL-INCLUSIVE BOOTH ACCESSORY PACKAGE FORM

BOOTH CLEANING

BOOKING DEADLINE: March 16, 2023

Exhibitors are responsible for maintaining their own booth space. If you require in booth cleaning services such as: tables wiped, garbage removal, vacuming or mopping your floors; you may order these services at www.mtccc.com/order.

If you have questions; please contact:

Metro Toronto Convention Centre
416-585-8387
Exhibitor-services@mtccc.com

ONLINE ORDERING LINK

Booth Installation Services

BOOKING DEADLINE: March 9, 2023

Should you require assistance setting up or dismantling your booth, please click the link below to place your service order online.

ONLINE ORDERING LINK

Show Code517395206

If you are new to ordering from Stronco, you must complete the registration process by clicking on “New user Register” and imputing our unique Show Code and your Booth Number.

If you need assistance with our online ordering system, please contact;

Stronco Show Services
Exhibitor Services
Tel: (800) 665-2621
exhibitorservices@stronco.com

ONLINE ORDERING LINK

Electrical & Plumbing

BOOKING DEADLINE: March 9, 2023

Electrical and plumbing is not supplied to your booth. If you require an electrical hookup, or sinks; these services may be ordered through Showtech. Please click the link below to place your order online.

If you are bringing your fridge/ freezer for your booth and require power to stay on overnight. You must order 24hr electrical service.

ONLINE ORDERING LINK

If this is your first-time ordering from Showtech, click the “Create Account” link at the top of the page and follow the instructions. Please note: You will not be able to login to your new account until you have verified your email. If you have an account with SHOWTECH you may need to reset your password before placing an order online. .

If you have need assistance with the online order system, please contact the Showtech help desk at (855) 746-9832. For all other inquiries, please contact:

SHOWTECH Inc.
Tel: 855-746-9832

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

ELECTRICAL SAFETY AUTHORITY FORMS
ONLINE ORDERING LINK

Lighting

BOOKING DEADLINE: March 9, 2023

Ambient low -level lighting is used to enhance the overall show atmosphere. Exhibitors are encouraged to bring or order individual booth lighting.

Please click the link below to place your order online.

ONLINE ORDERING LINK

If this is your first-time ordering from SHOWTECH, click the “Create Account” link at the top of the page and follow the instructions. Please note: You will not be able to login to your new account until you have verified your email. If you have an account with SHOWTECH you may need to reset your password before placing an order online. .

If you have need assistance with the online order system, please contact the Showtech help desk at (855) 746-9832. For all other inquiries, please contact:

SHOWTECH Inc.
Tel: 855-746-9832

ONLINE ORDER LINK
ELECTRICAL SAFETY AUTHORITY FORMS

SIGNAGE INSTALLATION

BOOKING DEADLINE: March 9, 2023

If you require the hanging of banners from the ceiling and/or rigging of equipment all needs to be approved by show management. This service may be ordered through Showtech. Please before you summit an order online you must have show management approval. Please contact your sales rep. Please click the link below to place your order online.

ONLINE ORDERING LINK

If this is your first-time ordering from Showtech, click the “Create Account” link at the top of the page and follow the instructions. Please note: You will not be able to login to your new account until you have verified your email.

If you have need assistance with the online order system, please contact the Showtech help desk at (855) 746-9832. For all other inquiries, please contact:

SHOWTECH Inc.
Tel: 855-746-9832

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

RIGGING POLICY
ONLINE ORDERING LINK

Show Decorator

BOOKING DEADLINE: March 9, 2023

8ft back drape and 8 ft side drape are supplied for your exhibit space.

Show Colours

  • Booth Drapes: Black
  • Aisle carpet will be mostly Black 

Carpet or Flooring is highly recommended. 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, or use the attached PDF form and send to:

Email: exhibitorservices@stronco.com

ONLINE ORDERING LINK

Show Code – 517395206

If you are new to ordering from Stronco, you must complete the registration process by clicking on “New user? Register” and entering our unique Show Code (517395206) and your Booth Number.

If you need assistance with the online ordering system, please contact;

Stronco Show Services
Exhibitor Services
Tel: (905) 270-6767 ext 2258
Fax: (905) 270-6771 exhibitorservices@stronco.com

NOTICE TO EXHIBITORS
FIRE REGULATIONS
ONLINE ORDERING LINK

Staffing

All staff must be 19 or older, no underage visitors or staffs are permitted under any circumstance. Exhibitors must have staff in their exhibit at all times during the show hours and for half an hour prior to show open and a past show close. It is recommended at least one staff member stays until all visitors have left the building which can take up to one hour. Show Management does NOT assume any responsibility for losses. Staff must always carry valid ID.

SMART SERVE COURSE

Telephone / Internet / WIFI

BOOKING DEADLINE: March 16, 2023

Please Note: This venue has temporary & limited free WIFI.

If you require a telephone, internet line, or consistent access to wifi in your booth; you may bring in a USB/hotspot or order these services at www.mtccc.com/order.

If you have questions; please contact:

Metro Toronto Convention Centre
Tel: (416) 585-8387
Email: exhibitor-services@mtcc.com

ONLINE ORDERING LINK 

Food & Beverage

Food Sampling & Selling

BOOKING DEADLINE: March 1, 2023

If you are planning on sampling or selling food or beverage product in your booth, please note there are two necessary steps to complete.

Step 1: 

1. Please complete the below “Temporary Food Establishment Application” you do not need to email. The form will summit directly to our public health inspector. There is no fee involved.

a. Please ensure you are complying with the guidelines listed within the application. If you do not complete this form, and do not comply with the guidelines, you could be closed down when an inspector comes to the show.

b. If you have any questions, please contact the city of Toronto’s Healthy Environments department at 416-392-1356.

c. Please complete this application if you are selling or sampling any food or beverage product.

TEMPORARY FOOD VENDOR PACKAGE

 

Please note these additional Food Safety Rules and Regulations:

There will be washing/prep stations with soap and paper towels around show perimeter for the use of all food exhibitors to wash utensils etc.

PLEASE DO NOT CLEAR SCRAPS FROM DISHES IN THE SINKS. USE THE GARBAGE BINS BESIDE THE SINKS FOR SCRAPS FOOD AND WASTE. 

CHARGES WILL APPLY TO ANYONE FOUND CLOGGING THE SINKS.

These cannot be used for handwashing. 

You must have a temporary hand washing station set up in your booth. This can be as simple as a container with a spigot that provides a continuous flow of warm water, liquid soap, paper towels, and a bucket to collect waste water.

Or handwashing stations can also be ordered from Edge Food Equipment.

HAND WASHING STATIONS REQUIREMENTS

Step 2: 

  1. If you are planning on cooking food inside, please fill out the FIRE SAFTEY FORM to get approval for cooking equipment. If you do not get approval, you can risk being shut down before show opens when inspection is being done.
    Please email completed for to FireSafetyReply@mtccc.com & haelee@nationalevent.com

If you need more informaiton please visit Propane Cylinders or Gas Appliance section in manual. 

FIRE APPROVAL FORM – DUE MARCH 1
PROPANE & GAS APPROVAL

Food Sizes & Serving

Food vendors that when selling for onsite consumption, your dishes should be 2-3 bite sized portions.

Non-alcohol beverages should be sold between 4-6 oz

Alcohol brands are as follows based on our SOP alcohol permit;

1 oz cocktail
4oz wine and
6oz beer and cider.

NO BOTTLE sales are allowed on show floor. 

If you are planning to sell food for consumption on site please contact your sales rep to ensure they are notified.

 

Single Use Compostables Products 

If you are in need of single – use disposable items such as: napkins, plates, cups etc (as glass wear for serving is not permitted) please contact

Jeremy Taylor
jeremy@compostable.ca
+1 (800) 787-5086
+1 (514) 649-5773

You can also access the online catalogue by clicking here.  compostable.ca/events

Ice

BOOKING DEADLINE: March 20, 2023

Ice can be picked up daily. ice can be picked up in loading area near Reefer & Freezer trucks. Exhibitors are responsible for bringing their own bus and pan and water jugs. Please label your items clearly to avoid confusion.

Ice must be pre ordered, There will be a limited number of bags available onsite however, additional charges will apply. Show management recommends that you bring a two wheel dollie to get ice to your booth.

ONLINE ORDERING LINK

Liquor Sampling

If you will be sampling or selling  an alcoholic item, please contact Haelee Jones (haelee@nationalevent.com ) .

Rules & Regulations:

  1. Any beverage and/or alcohol vessels for service on the show floor must be disposables (no glass permitted). If you need compostible serving wear visit the Food Selling & Serving Section in manual. 
  2. No alcohol is to be consumed by any vendors/exhibitors while serving the public at any time during the event.
  3. All vendors who are pouring or serving alcohol must be 19+ Smart Serve certified and carry proof of certification. The MTCC reserves the right to cease service of an exhibitor until a valid certificate is produced.

    Product Replenishments

    The loading dock will be open daily from 10am to noon for product replenishment. Four wheeled dollies will be available for use & staff will available to help you if needed. Once your product has been delivered to your booth you must remove your vehicle from the dock area. Parking in the dock is prohibited.

    Crates, boxes and packing materials must be removed from the booth, and placed into storage.

    Propane cylinders or gas appliance

    BOOKING DEADLINE: March 1, 2023

    If you require the Indoor Use of a Propane Cylinder or a Gas Appliance, you must receive permission from the MTCC 30 days prior to the show. Complete the below form and sent it to the MTCC FireSafetyReply@mtccc.com

    1. Appliances must be approved for indoor use (CSA / UL / ULC) and shall be used for demonstration purposes only;

    2. Cylinder capacity must not exceed 20 lbs of propane;

    3. A person knowledgeable in the safe operation of the appliance must remain in attendance whenever the appliance is operating;

    4. Regular or continuous monitoring (logged every hour) that carbon monoxide in the vicinity of the appliance does notexceed 10 ppm. If carbon monoxide exceeds 10ppm, the appliance should be shut down;

    5. Means shall be provided to protect the public from contact with hot surface or open flames;

    6. Proper signage to caution public of hot surface required;

    7. A 10 lbs BC fire extinguisher must be provided;

    8. Main shut off valve to be accessible. Valve to be turned off during non-show hours;

    9. Permission must be obtained from the Show Manager;

    10. Shall not be used within 50 feet of an exit or exit stairwell. Cylinder to be secured in such a way to prevent tripping, falling and tampering;

    11. Five million dollars ($5,000,000) liability insurance for bodily injury and/or property damage in any one occurrence, shall include a cross-liability clause and shall name Metropolitan Toronto Convention Centre Corporation as additional insured.

     If you have any question please contact:

    (416) 585-8449
    FireSafetyReply@mtccc.com

    If you require use of propane cylinders, Butane & Natural Gas Appliances please complete the form below and summit FireSafetyReply@mtccc.com. Please also email a copy to your exhibitor coordinator haelee@nationalevent.com

    FIRE SAFETY FORM – DUE MARCH 1
    FIRE REGULATIONS
    PROPANE & GAS APPROVAL – DUE MARCH 1 

    Refrigeration & Freezer Storage

    BOOKING DEADLINE: March 3, 2023

    The Refrigeration & Freezer trucks are parked at the loading dock. Product should be clearly identified, as other exhibitors will be sharing truck space

    There will be a charge of $90 per skid.

    Please complete the online order form below, after you add in your information it will take you to online payment platform.

    If you have any questions, please contact:

    Haelee Jones
    Tel: 905-477-2677 x 233
    Email: haelee@nationalevent.com

    FREEZER ORDER FORM
    REFRIGERATION ORDER FORM

    Sinks 

    There will be 3-4 sinks located on the show perimeter. These sinks are not to be used for dumping grey water. If you required to have your own sink by Public Health one can be ordered from Edge Food Equipment. https://edgefoodequipment.com/about/#CONTACT  or  Showtech our electrical and plumbing supplier.

    Smart Serve

    All staff members that will be handling and serving alcoholic beverages MUST BE SMART SERVE CERTIFIED. Please see online certification course link below. Please carry your SMART SERVE card at all times.

    SMART SERVE COURSE

    LCBO Deliveries

    Information Coming Soon 

    Liquor lockup storage

    BOOKING DEADLINE: March 3, 2023

    The Liquor lockup will be in loading area. Product should be clearly identified, as other exhibitors will be sharing the space

    Please complete the online order form below, there is no charge for service as liqour has to be locked up over night.

    Space will also be available in limited quantities for on-site purchase using QR code payment link. Cash will not be accepted onsite.

    If you have any questions, please contact:

    Haelee Jones
    Tel: 905-477-2677 x 233
    Email: haelee@nationalevent.com

    LIQUOR LOCKUP SPACE ORDER FORM

    Special Occasions Permit

    All alcohol to be sampled or served at the festival must be purchased using the event SOP which will be available two months prior to the festival. Please have your purchase receipts available at the booth at all times, as well as scan a copy prior to arriving on site to: haelee@nationalevent.com

    Exhibiting Info

    Exhibitor Badge

    We have implemented a new automatic badge system to simplify the process. Each comapny will received 6 badge with company name only.

    Badges will be available for pick up at the Show Office during move-in and must be worn to gain admittance to the Show.

    Free Passes/ Discounted Coupons

    Prior to the show, 10 free admission passes will be sent to you via email.  These passes should be used to invite your clients or special guests to the show. Passes will be sent early March.

    Raise awareness and increase traffic to your booth by sharing an exclusive Promo Code to the Show. There is no limit to the number of times that you can share the discount. Feel free to share through your email database, as well as, on your social channels, including LinkedIn, Facebook, Twitter and Instagram.

    Promo codes will be send early March.

    Please email haelee@nationalevent.com with any questions.

    Promotion Packages & Sponsorships

    There are a number of ways to increase your brand awareness at our shows. Sponsorship recognition includes on-site signage, & online presence. Speak to your sales rep for more information regarding marketing opportunities.

    Rules & Regulations

    All exhibits and exhibitors are required to abide by all rules and regulations included in addition to the exhibitor rules and regulations as stipulated on the Exhibit Space Contract. All exhibits and exhibitors must also comply with the Metro Toronto Convention Centre Rules & Regulations.

    The T.O Food & Drink Festival may add, adjust or amend these rules and regulations as necessary to ensure the safety and security of the event, its property and all exhibitors, staff and guest associated with the event and venue, in all cases interpretation of the rules and regulations shall rest with Show Management and its decision shall be final. Metro Toronto Convention Centre, National Event Management along with all subsidiary, and parent companies, and all staff, are not liable for any damages or losses incurred as a result of participation or association with the T.O. Food & Drink Festival.

    NOTICE TO EXHIBITORS

    Booth Display & Restrictions:

    • Create a welcoming, professional and attractive environment in your booth
    • Make it clear to see what your serving, pricing and simple key messaging
    • Please use only professional décor and ensure you brand(s) are clearly visible.
    • No card tables, no hand written banners or unskirted displays will be permitted.
    • You can use any decor company you wish or rent from our decorator – Stronco
    • Floor covering/ carpet for your booth is mandatory unless it ‘s behind tables.
    • Create a nice reusable banner for your back wall with grommets- max length 9

     

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

     

    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 are 8 ft. high, all booths will have three sides 8ft high unless you are a corner then only two sides will be 8ft high.
    • Any exceptions to this must have pre-approval from Haelee Jones (haelee@nationalevent.com)

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

    Signage/Banners/ Decorations

    The MTCC allows banners to be suspended above booths. The ceiling is 35’ high. The regulations controlling installations are:

    • Signage above the 8’ drape line must be approved in advance by Show Management. Signage is required to be within the airspace directly above your booth and must not interfere with the adjacent exhibits
    • All signage must be professionally made and displayed
    • Graphic material may appear on both sides of banners Must be double sided if in the middle of show
    • Showtech must do all installations. While every effort will be made to hang signage according to exhibitors requirements, we cannot guarantee that your individual banner will be hung at the center of your booth

    Exhibit Integrity

    Show Management reserves the right to restrict the use of glaring lights, objectionable lighting effects, or exceptionally noisy machinery. Sound presentations, slides, or movies will be permitted, if tuned to conversational level and, if not objectionable to neighboring exhibitors. Sound levels may not exceed 70 decibels more than 4’ from the source. Exhibits must not cause or produce any unusual, noxious or objectionable smoke, vapors, gases or odors.

    Prefabrication booth

    An exhibitor planning to use or build a prefabricated display should make sure that:

    • An allowance of one inch is made on each side of the display to allow for the thickness of standard dividers. If lengths exceed 9’10, notify Show Management so that special arrangements can be made
    • Projection of sidewalls must be limited to a maximum of five feet from the rear of the booth, allowing for 50% visibility at the sides of the exhibit
    • All sides and surfaces of exhibits (booth and signs) that are exposed to view must be properly finished and decorated

    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. Your brand messaging can only face the inner walls of your exhibit space.

    Aisles and Common Areas

    Are not to be used by individual exhibitors. No solicitation may be conducted in aisles, foyers or common areas. Flyers, incentives and signage are not are not permitted in any common areas without express prior written approval by show management and may involve a sponsorship agreement. Any unauthorized solicitation or distribution in the aisles or common areas will be subject to fines of $1000 or more per incident.

    Carpet or Flooring

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

    Booth Sharing

    Booth sharing is not permitted. All products represented within your exhibit space must be wholly owned by the corporation or company booking the exhibit space. The official agency of record may book booth space to present products they represent. Any exhibitor subletting or promoting products that they do not officially represent will be fined $1000 per occurrence.

    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.

    Music in Booths

    No Dj’s are permitted, no mic’d presentations or volume above 70 decibels.

    Solicitation

    Distribution of samples, souvenirs, promotional materials and soliciting of business must be within the exhibitors’ booth space. Such activities are not permitted in the aisles, restaurants, registration area, hallways or other exhibits. No exceptions will be made. Booth personnel, including demonstrators, receptionists and models are required to confine their activities to within the exhibitor’s booth space. Please call or email show management if you wish to distribute materials in the Official Festival Bag.

    Theft Prevention

    It is recommended that the exhibitor remove all articles of value from their booth each night at festival close. Show Management will take reasonable security measures; however, removal of valuable items will minimize the possibility of loss. Every precaution will be taken to prevent losses but neither Show Management nor the Metro Toronto Convention Centre will be held responsible for personal injuries, losses, or damage to products, stands, equipment, and decorations, resulting from fire, accident, theft or other, while in the building. Each booth and all it content is solely the responsibility of the exhibitor or sponsor.

    Care of Rented Space

    Exhibitors must ensure space rented for their booth remains in good condition. Any fastening done in the building must not deface any floors, pillars, walls or ceilings. Exhibitors may not paint the floor space in their display or drill or damage the floor in any manner. It is forbidden to apply any non removable substance to the floor surface. Stickers of any kind are prohibited at the MTCC. Exhibitors may not put written materials on the walls of Convention Center.

    Insurance

    • Exhibitors must have their own liability insurance covering a minimum of $1 million in damages. Please list National Event Management as “additional insured”.
    • Most business insurance policies will allow the addition of events at no charge.
    • Each exhibitor must carry full insurance for the entire durations of the show, including move-in and move-out. Proof of insurance must be provided to show management prior to move -in.

    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.

    Refusal of Entry

    Show Management reserves the right to refuse admission to the show building to any visitor, exhibitor or exhibitor’s employee(s) who, in the opinion of Show Management, is unfit, intoxicated or in any way creating a disruption to the show

    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 Haelee Jones (haelee@nationalevent.com ) Please refer to the Propane Cylinders or Gas Appliance for more information.

    FIRE REGULATIONS
    FIRE APPROVAL FORM – DUE MARCH 1
    PROPANE & GAS APROVAL – DUE MARCH 1 

    Animals in the Show

    The facility’s policy prohibits the presence of animals unless they are used as a working dog for the blind. If you require more information please contact haelee@nationalevent.com

    Helium Balloons

    Helium balloons are prohibited in the MTCC.

    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.

    Vehicles on Show Floor

    All vehicles must abide by the arrival and departure schedules and procedures established by Show Management.  Please contact Haelee Jones haelee@nationalevent.com for approval and to arrange arrival time if you want to display a vehicle.

    When motorized vehicles are approved for use, a protective sheet of visqueen, tarpaulin or comparable material may be required to eliminate damages from leaks of gas, oil, etc., at the exhibitor’s expense.

    All vehicles being displayed in the Centre must have drip pans underneath them and pads under all tires.

    Fuel tanks containing fuel, or which have ever contained fuel shall be maintained less than ½ full. Caps for fuel tanks fill pipes shall be of the locking type and be maintained locked to prevent viewer inspection. If they cannot be locked, they shall be taped shut.

    The electrical system shall be de-energized by either:

    a) Removing the battery or

    b) Disconnecting both battery cables and covering them with electrical tape or other similar insulating material.

    Tanks containing propane shall be maintained less than ½ full. Vehicles may be driven in and positioned. Engine should remain running, with valve shut off. Allow engine to run until all of the fuel line is used up. Turn ignition off.

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

    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.

    Food trucks please contact haelee@nationalevent.com

     

    LOOKING FORWARD TO HAVING YOU AT THE SHOW!

     

    T.O Food and Drink Festival is experiential style event attracting affluent, well-educated and socially active guest. They spend significantly more on premium products, gourmet brands and dining than the average consumer. The festival offers a diverse array of premium products, stylish décor, live entertainment, complimentary stages and incredible features like Meet the Makers Wine Cellar and our Shake it to Make it Mixology classroom. We are thrilled to have your team as part of this incredible annual celebration of all thing’s food & drink. Please contact your show management team professional for any further questions. Thanks so much and we look forward to working with you!