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 of the necessary information to help make your participation in the Show more profitable and enjoyable. The Show Office will be set up at the International Centre Hall 5, on Thursday February 25, 2010, at 8 am and management will be available to assist you for the duration of the Show.
National Event Management
#105 - 60 Renfrew Dr.
Markham, ON
L3R 0E1
Tel: (905) 477-2677 or (800) 891-4859
Fax: (905) 477-7872
EXHIBITOR MANUAL QUICK LINKS
1. Check List
2. Show Location
3. Dates & Times
4. Move-in Instructions
5. Shipping to/ from Show
6. Move-out Instructions
7. Decorator forms(Furniture & Display Rental)
8. Booth Accessory Package
9. Electrical order form
10. Telephone & Internet
11. Hotel
12. Booth Cleaning
13. Parking
14. Audiovisual Rentals
15. Refrigeration Storage
16. Food Sampling
17. Exhibitor Badges
18. Customs Broker
19. Recycling
20. Insurance
21. Rules & Regulations
SHOW SERVICES/FORMS
For savings please note the preshow deadline on each of the forms
Please return by fax to the number on the form.
Please print a copy of this checklist to assist you in avoiding missed deadlines and eliminating any problems that you might possibly encounter at the show.
Check List
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Friday, February 26, 2010 12:00 noon - 9:00pm
Saturday, February 27, 2010 10:00am - 6:00pm
Sunday, February 28, 2010 10:00am - 5:00pm
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EXHIBITOR MOVE-IN TIMES
Thursday, February 25, 2010 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 8:00pm Thursday. Exhibitors will not be permitted to set up during show hours.
The aisle carpet will be in place Friday morning. Dollies or carts WILL NOT be permitted on the carpet. Hand carried items only may be brought in on Friday morning.
LOADING DOCKS
For Dock level unloading, access is located on the north side of the building. If you do not require dock level you may use the doors on the south side.
VEHICLES ON SHOW FLOOR
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.
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FREIGHT CARRIER:
If you require product shipped to or from the show, YRC Reimer is the official show carrier.
YRC Reimer
Tel: 1-866-496-EXPO
Reimer Order Form
NOTE: The International Centre will NOT accept shipments prior to the Show move-in time.
SHIPPING DIRECT TO SHOW ON FEBRUARY 25, 2010
You may ship your materials directly to the show during move-in hours. During move in hours, show management will accept shipments on your behalf. If you require assistance moving your supplies from the dock to your booth or a forklift, Stronco will be available to assist you.
Please address to:
Toronto International Centre - Hall 5
c/o The Outdoor Adventure Show
Company name
Booth number
6900 Airport Rd.,
Mississauga, ON L4V 1E8
PRE SHOW SHIPPING ( Shipping prior to February 25, 2010):
We recommend that you use YRC Reimer if you need to ship prior to the show. As the official show carrier they will warehouse your materials for up to 30 days prior to the show and deliver to the show on move - in day. There is no additional charge involved with holding your product. Your shipment will be left on the dock until you arrive.
Be sure your shipment is labeled clearly.
Toronto International Centre - Hall 5
c/o the Outdoor Adventure Show
Company name
Booth number
6900 Airport Rd.,
Mississauga, ON L4V 1E8
Installation & Dismantling Order Form
Credit Card Authorization
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Please note that move-out will begin once the show has closed and the aisles are cleared at approximately 5:30 pm. If you are able to carry your supplies out to your car we encourage you to do so.
Sunday, February 28, 2010 5:15 pm - 10:00 pm
All material must be removed by 10:00 pm
Items left on the show floor after move-out is completed, will be forced off the floor and you will be responsible for any charges incurred.
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Stronco Show Services
Tel: (905) 270-6767 or (800) 665-2621
Fax: (905) 270-6771
Show Colours
Booth Drapes - green and white
Aisle Carpet - green
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An all inclusive booth accessory package is available. This package includes green & white booth drape, grey booth carpet, 1 6ft draped table (Black Skirting ), 2 chairs and a standard electrical outlet. You will find prices on your contract. If you did not order at the time of booking and wish to have this package, please contact your sales rep. (905) 477-2677.
* Do not complete service forms for these items.
The cutoff date for ordering this package is February 11, 2010.
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Electrical is not supplied to your booth. If you require an electrical hookup please complete the attached form and fax to
ShowTech.
ShowTech
Tel: (905) 677-9546 - International site office
Fax: (905) 677-8713
Electrical Order Form
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If you require a telephone or internet line in your booth this can be arranged through
International Centre Telecommunications.
International Centre
Tel: (905) 678-5615
Fax: (905) 678-5614
Telephone/Internet Order Form
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We have secured a preferred rate of $111.00 at the
Westin Bristol Place.
Westin Bristol Place
950 Dixon Rd.,
Toronto, ON M9W 5N4
Tel: (416) 675-9444 or (800) 937-8461
Fax: (416) 675-4426
When calling in a reservation, please quote group name "Outdoor Adventure Show"
The cutoff date for booking is January 28, 2010.
You will receive 50% off the parking cost and 10% off all meal orders.
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Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming please complete the enclosed form and fax to
Caldas by February 12th.
Caldas Building Services Inc.
Tel: (905) 672-2304
Fax: (905) 672-5670
It is important that you read the attached information on using the proper carpet tape in your booth. If you do not use the correct tape there will be a charge for tape removal. We will be happy to provide tape to you if required. Please just ask for it at the show office.
Booth Cleaning Form
Proper Floor Tape Regulations
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If you require any Audio Visual equipment for in your booth AV Canada can supply this for you.
AV Canada
Tel: (905) 566-5500 or (866) 667-2645
Fax: (905) 566-5511
AV Order Form
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If you are planning on sampling or selling a food or beverage product in your booth, please complete the attached form and fax to (905) 678-4681. For more details call (905)677-6131 ext 153 and speak with Breann Allard.
Food Sampling/Selling Form
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Four to six weeks prior to the show, you will be mailed 6 badges per 10x10 booth and 12 badges for a 10x20 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.
If badges are to be mailed to an address other than the one on our contract, please be sure to notify Rosemary Lanni at rlanni@nationalevent.com or call (905) 477-2677.
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Livingston Commercial is the official customs broker for the Show. Should you require their services, please contact their office directly.
Livingston Commercial
Tel: (416) 863-9339 ext. 233
Fax: (416) 863-0301
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The International Centre has implemented a recycling program. We ask for your support by separating your cardboard from the rest of your garbage. During move-in, cleaners will be going around each aisle picking up the garbage and cardboard. By having it separated it will help to clear the aisles faster.
Recycling Program
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National Event Management Inc., will not assume responsibility for losses or damages incurred from pilferage or any other causes. Exhibitors should take all possible precautions to protect their own property, including insurance for liability within your booth space.
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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 4ft. height. Any exception to this must have pre-approval from Show Management.
Prefab booth partitions must be finished on both sides. If they are not, please request drapes prior to the show.
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.
Displays, demonstrations or distribution of advertising materials, are not permitted outside the confines of your booth. The use of microphones is not permitted without prior management approval.
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 Lynn McVey at (905) 477-2677 or (800) 891-4859 ext 224.
Fire Regulations
The International Centre's policy prohibits the presence of animals . Permission must be obtained from the International Centre for any exception to this and release indemnification forms must be filled out.
Please speak with your sales representative regarding the necessary forms.
If you require a sign or banner to be hung from the ceiling please speak to your sales representative for details. Showtech will provide this service.
1. In all areas of the show where a person may be exposed to a foot injury, that person must wear foot protection appropriate to the circumstances. This applies to any person walking in or around forklifts/scissorlifts/manlifts.
2. Under no circumstances will children 15 years of age or younger be permitted in the exhibit area during move-in, set-up, tear down or move-in.
3. If you are working around or under any equipment that is used for working at heights such as scissor lifts, manlifts or zoom-boom lifts the following personal protective equipment must be worn by all staff both working near or around that equipment.
a) CSA approved hard hat
b) CSA steel toed safety boot.
4. Stay alert and stay away from overhead work whenever possible. Do not walk under any zoom booms, ladders, scaffolds or man lifts. Obey caution tape and all warning signs, where used.
5. When constructing large boothsd or structures, the area must be cordoned off by caution tape or stanchions. Personal protective equipment must be worn by anyone working inside the area.
Lighter-than air balloons are prohibited within the building unless tethered to a fixed object and may be no larger than 36 inches in diameter.
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