Show Policies & Standards have been developed to create a safe and professional environment within which Exhibitors may conduct business. To ensure the Show’s Policies & Standards are complied with, Show Management requires Exhibitors to read and where appropriate submit documentation where required.
Show Policies and Standards state that every Exhibitor is responsible for ensuring they have adequate insurance for their own personnel, exhibits and materials against all such hazards plus a minimum of $5,000,000.00 of Commercial General Liability insurance.
Neither Show Management nor the Metropolitan Toronto Convention Centre Corporation will accept responsibility for injury to persons, loss of, or damage to products, exhibits, equipment or decorations, by fire, accident, theft, or any other causes while in the building.
If you have sufficient Commercial General Liability coverage, instruct your insurer or their authorized representative to prepare a Certificate of Insurance naming Informa Canada (1200-20 Eglinton Avenue W., Toronto, ON M4R 1K8) and the Metropolitan Toronto Convention Centre Corporation (255 Front Street West, Toronto, ON M4V2W6) as additional insureds.
Attn: John Neo
Broker’s Trust Insurance Group
2780 Highway 7, Suite 103
Concord, ON L4K 3R9
All international exhibitors must purchase commercial general liability insurance coverage as your existing policy will not provide coverage in North America.
If you do not have the required insurance coverage, you may choose to purchase a special policy that meets all your Show insurance needs from EXHIBITORINSURANCE.COM. This coverage will be temporary for the duration of the Show and includes 3 days transit to and from the event.
EXHIBITORINSURANCE.COM offers a preferred rate to those exhibitors who submit their applications online:
Preferred Rate of $179.00 if insurance is ordered online (available until the first day of move-in)
Regular Rate of $199.00 if insurance application is faxed or mailed in
EXHIBITORINSURANCE.COM will issue a Certificate of Insurance once your application is approved. We would recommend you have a copy of your certificate onsite should you be asked to show proof.
If you will be hiring an Exhibitor Appointed Contractor for the Show, ensure you have filled out the Intent to Hire an Exhibitor Appointed Contractor form and submitted your EAC's Certificate of Insurance directly online through the above form. Please contact Tori Wines, Operations Coordinator at firstname.lastname@example.org if you have any questions.
The Ontario Building Code prohibits the use of flammable materials in booth construction and decor. Exhibitors requiring flame proofing are advised to contact the Fire Safety Officer in advance. The Fire Marshall will remove equipment and materials considered hazardous at the Exhibitor's expense.
Fire Rules & Regulations must be read by all Exhibitors and the Fire Safety Reply form completed and returned to the Metropolitan Convention Centre Corporation’s Fire Safety Officer, Michel Genier, via fax at 416-585-8278 or email at email@example.com by October 27, 2017.
Exhibitors are required to maintain staff within their booth during all show hours. To minimize the risk of theft we suggest you keep your booth staffed each night until the aisles have been cleared of attendees. Exhibitors are reminded that Show Management does not assume any responsibility for losses; therefore, exhibitors should take all reasonable precautions to protect their own property, including insurance. Security guards will be on 24-hour duty from start of move-in to the end of move-out. Show Management and the Metropolitan Toronto Convention Centre Corporation, however, do not assume any responsibility for losses incurred from pilferage or any other causes.
Exhibitors are strongly urged to remove small cartons and open cases of product or literature from the building immediately after the closing of the Show on the final day. Immediate removal of small items will minimize the possibility of loss or theft. It is recommended that small items be packed together in large crates or boxes that are too heavy or bulky to be carried away by one person. Show Management is not responsible for the loss of any item from an exhibitor's booth. During move-out, it is advisable that a representative from the exhibiting company remain with the booth until all goods and merchandise have been removed, either in person or by the service contractor or display company.
Any attention arousing devices, such as noisemakers, lighting, movies, music, broadcasting, television, drawings, etc. are subject to Show Management approval. No approval will be given to devices that are obviously distracting. Sideshow tactics are inappropriate and are forbidden. Electrical and other mechanical apparatus must be muffled so that noise does not disturb other Exhibitors.
To secure approval, forward your requests one month prior to the first day of Move-in to Tori Wines, Operations Coordinator at firstname.lastname@example.org.
Exhibitors wishing to conduct demonstrations within their booth space must secure written approval from Show Management at least 1 month prior to the first day of Move-in. To secure approval, forward full details of the demonstration, including MSDS (material safety data sheets), where applicable to Tori Wines, Operations Coordinator at email@example.com with the subject line Request to Conduct In-Booth Demonstration Depending on the nature of the demonstration, further approval may be required from the Fire Marshall's Office and/or the Operations Manager of the Metropolitan Toronto Convention Centre Corporation. Only those demonstrations that have been approved in writing by Show Management will be permitted to be conducted on the Show floor.
If you plan to have a display vehicle in your booth, please email Tori Wines, Operations Coordinator at firstname.lastname@example.org with the subject line “Request to Display Vehicle”. In your email indicate the type of vehicle, size and any special move-in requirements needed to position the vehicle in your booth. Please note, the vehicle must fit within your booth space allowing for your staff to work within your booth and attendees to enter your booth. You must receive confirmed approval before bringing in the vehicle.
- All vehicles being displayed must have drip pans underneath them and pads under all tires. Exhibitors will be charged with cleaning costs for staining solutions not removed.
- No motorized vehicle may be operated on carpeted areas under any circumstances unless approved by Show Management and the MTCC. When motorized vehicles have been approved for use on carpeted areas, a protective sheet of visqueen, tarpaulin or comparable material is to be used to eliminate damages from leaks of gas, oil, etc.
- Fuel tanks containing fuel shall be maintained less than 1/2 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 1/2 full.
Exhibitors planning on displaying helium balloons or using propane cylinders or gas appliances in their display must secure permission from Show Management and the Metropolitan Toronto Convention Centre prior to bringing these materials onto the Show floor. Exhibitors must submit in writing to Show Management how these items will be used in the display, provide details on the safeguards to be used to protect any hazard and complete and submit the following appropriate document one month prior to the first day of Move-in:
Exhibitors planning on having animals in their booth during the Show must secure permission from Show Management and Metropolitan Toronto Convention Centre one month prior to first day of Move-in. Exhibitors must complete and submit the Animal Authorization Request form along with proof of insurance.
Mechanical conveyances such as electric carts, scooters or bicycles are not allowed in the aisles during Show hours, unless previously approved by Show Management. Forward your requests to Tori Wines, Operations Coordinator at email@example.com. The only exception to this rule will be in the case of handicapped persons; or in the case of authorized show duty personnel. In addition, no other form of manual or "push" carts or dollies will be permitted on the Show Floor. Stocking of booth materials, which require such conveyances, must be done outside of Show hours.
Sales promotions and the operation of any recreational pastime by the Exhibitors in conjunction with their display must receive written approval from Show Management one month prior to Show. There must be no obligation on the part of the prize-winners and they must not be required to place an order before collecting the prize offered. All such competitions must comply with any existing government regulations and must be able to be operated within the confines of your booth space and not block the common areas such as aisles. Forward your requests to Tori Wines, Operations Coordinator at firstname.lastname@example.org with the subject line Request to Hold In-Booth Draws, Competitions.
Distribution of samples, souvenirs and promotional material and soliciting of business must be confined to the Exhibitor's own booth space. Such activities are not permitted in the aisles, restaurants, registration areas, hallways, other exhibits, lobbies or entrances to the Metropolitan Toronto Convention Centre or on their property including parking lots. Exhibitors wishing to enter another Exhibitor's area may do so if invited.
Only participating Exhibitors have the exclusive right to promote or sell goods or services in this Show. All other parties who attempt to make any solicitations without the express written permission of Show Management will be permanently removed from the Show area. Exhibitors are asked to report any infractions to the Show Office so that immediate remedial action can be taken.
Samples of food and beverage items are permitted provided the food or beverages are directly related to the Exhibitor’s line of business. Sampling is subject to both prior approval by Metropolitan Toronto Convention Centre Corporation and explicit rules regarding size and quantity. For details and guidelines refer to the Food & Beverage Sample Request form or contact the Metropolitan Convention Centre Corporation’s Food & Beverage department at 416-585-8144 or by email at email@example.com.