Ottawa, Ontario

April 14-15, 2018
Shaw Centre
Formerly the Ottawa Convention Centre

Show Hours

Saturday, April 14, 2018: 10am - 6pm
Sunday, April 15, 2018: 10am - 5pm

Bring a friend & have some fun!

Exhibitor Manual

The National Women’s Show- Ottawa Spring

April 8 & 9, 2017
Ottawa, Ontario
Shaw Centre
Canada Hall

Welcome and thank you for choosing to be a participant in The National Women’s Show- Ottawa. 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 Show Office will be set up at the Shaw Centre, on Friday, April 7, 2017 at 9am 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. Services at a Glance
  4. Move-in Instructions
  5. Loading Dock
  6. Exhibitor Parking
  7. Vehicles on Show Floor
  8. Shipping & Deliveries
  9. Customs Broker
  10. Move-out Instructions
  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. Custom Coupons
  21. Exhibitor Badges
  22. Refrigeration
  23. Product Replenishment
  24. Food Bank
  25. Ice
  26. Goodie Bags
  27. Show Guide Ads & Sponsorship
  28. Insurance
  29. Rules & Regulations

General Information

Show Location

Shaw Centre
Canada Hall 3
55 Colonel By Drive,
Ottawa, ON K1N 9J2
Tel: (613)563-1984 or 1-800-450-0077
Fax: (613)563-7646



Show Dates & Times
Saturday, April 8, 2017 10:00 am – 6:00 pm
Sunday, April 9, 2017 10:00 am – 5:00 pm

Exhibitor Move-in Times
Friday, April 7, 2017 9:00 am – 8:00 pm

Exhibitor Move-Out Dates & Times
Sunday, April 9, 2017 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
Fax: (905) 477-7872

Exhibitor Coordinator
Kristen Andrews
905 477-2677 or (800) 891-4859 Ext 284

Operations Manager
Dina Latina
905 477-2677 or (800) 891-4859 Ext 224


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.



Services At A Glance

When you place an order for any show services; decorator, electrical, telephone, etc., please bring copies of your orders to the show to avoid any discrepancies.

Advanced Warehousing Shipping (Official Carrier)


Company: YRC Reimer
Phone: (866)506-3976
Contact: Joy Mallouk



- YRC Reimer Shipping BOL
- YRC Reimer Shipping Label


Audio Visual


Company: AV Canada
Contact: Zaid Sheikh
Phone: (905)566-5500



- Audio Visual Order Form


Booth Accessory Package Exhibitor Badges
Custom Coupons Refrigeration/Freezer


Company: National Event Management
Contact: Kristen Andrews
Phone: 905-477-2677 x 284 Email:


- Refrigeration Order Form

Email badge requests to
Email company logo and coupon request to


Booth Cleaning


Company: The Shaw Centre
Fax: 613-563-7646


- Booth Cleaning Form
- Catering Order Form

Booth Install/Dismantle Decorator (furniture, signs, labour, displays, etc)
Signage Installation


Company: Freeman Decorating 
Contact: Bryan Glube
Phone: (613) 748-7180
Fax: (613) 748-5977



- Furniture & Accessories Order Forms
- Booth Installation & Dismantle Order Forms
- Sign Hanging Order Forms
- Freeman Payment Information




Company: Mendelssohn Event Logistics
Contact: Phil Lopresti
Phone: 514-987-2700 ext. 2126



- Customs Order Form




Company: Freeman
Contact: Jamie Holland
Phone: 613-748-7180 ext. 243



- Electrical Order Forms
- Terms & Billing


Food Sampling
(Required Permits)


Company: Ottawa Public Health
Contact Toni D'Ettore
Phone: 613-580-6744 ext: 26317
Fax: 613-580-9648



- Food Vendor Application
- Food Sampling Forms
- Alcohol Service Policy




Company: The Novotel Ottawa
Contact: Leo Tanguay



Reservations may be made by calling 613-230-3033
or you can book online here



Company National Event Management
Contact: Kristen Andrews
Phone: 905-477-2677 x 284



- Fridge/Freezer Order Form


Telephone / Internet


Company: Freeman Audio Visual
Enoch Kwok
Tel: 613-688-9064
Fax: 613-688-9068



- Internet & Telephone Order Form



Back to top


Move-In Instructions

Move-in Times Friday, April 7, 2017 9:00 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 Friday. Exhibitors will not be permitted to set up during show hours.
-Children 15 years of age or younger will not be permitted in the exhibit area during move-in, set-up, or tear down.

Loading Docks

There are both dock level and ground level docks available. The docks are accessed off of Nicolas St.

Dock level access is available. 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.



Back to top


Exhibitor Parking


From Toronto and the USA to Ottawa:
Take the 401 east to Highway 416 north. Take 416 North to Highway 417 east. Follow the 417 east (Queensway) to Ottawa. Take Nicholas Street Exit 118, turn left on Daly Street.

From Montreal to Ottawa:
Take AutoRoute 40 west to Highway 417 west. Follow 417 West to Ottawa; take Nicholas Street Exit #118.

Two indoor parking garages, operated by Citipark, provide 1,500 spaces beneath the Shaw Centre and Rideau Centre. For more information, please contact:

Tel: 613-234-6526.

Hourly Rate
$1.50 per half hour
12-hour pass $18.00
24-hour pass $20.00

The Shaw Centre can be accessed through:
• Entrance to Level B1 from Citipark Blue Garage P2 (Elevator or stairs up to Level 1)
• Entrance to Level 1 from Citipark Blue Garage P1
• Main entrance to Level 1 is located off the Capital Plaza on Colonel By Drive
• Entrance to Level 2 from the Rideau Centre Shopping Complex
• Entrance to Level 2 from the Westin Hotel link



Back to top


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.

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.

The information below outlines the rules and regulations involving the safe display of vehicles at the Shaw Centre. Items below are industry standards, and are in place to protect all exhibitors and attendees. Please notify your sales rep if you want to display a vehicle.
The Ottawa Fire Prevention Division, Show Management and the Shaw Centre reserves the right to remove any vehicle from the show confines, at exhibitor’s expense, which contravenes these rules and regulations or is deemed to be unsafe for display.

Exhibitors must read and agree to the following:
1. Provide exact weights and measurements of the vehicle (diagram where possible) should there be a floor load bearing issue.
2. Copies of insurance coverage in case of loss, damage, theft or fire. Show Management and the Shaw Centre will be held harmless from any action that results from loss, theft, fire, damage or any other occurrence.
3. Vehicle must have the battery disconnected while on static display and gas caps are to be locked or secured against tampering.
4. Vehicle must have minimal amounts of fuel. Only enough to propel the vehicle in and out of the building is permitted.
5. While on static display, the vehicle must have an oil/fluid pan collecting leaking fluids and to protect the show floor surface. This must be monitored and cleaned.
6. A set of keys and emergency telephone numbers for contact person(s) responsible for the vehicle is to be left with the Shaw Centre Security Department.
7. Vehicle move-in and out times are to be coordinated with Event Material Handling crews. Upon move in and move out there must be a forward and rear ground guide present to direct vehicle and pedestrians.
8. Vehicles may be brought into the facility via the freight elevators, up the ramp to level 2 (note that only very small vehicles can go up the ramp) or via the entry point at the main entrance.

*Note that any vehicle being brought into the Facility that is unusual (such as a tank) or extremely heavy should be approved by the Facilities Department.

Please complete and send the below form to both the Shaw Centre & National Event Management:

Shaw Centre
Fax 613-563-7646.

National Event Management
Fax: 905-477-7872



Back to top


Shipping & Deliveries to the Show

Shipping Direct To Show: Friday, April 7, 2017

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
Joy Mallouk

Please address shipments to:
Company name Booth number
The National Women’s Show
Shaw Centre
Canda Hall 3
55 Colonel By Drive,
Ottawa, ON K1N 9J2

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
Joy Mallouk

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.


Back to top


Customs Broker

Mendelssohn Event Logistics is our designated official customs broker to coordinate customs clearance of goods destined for The National Women’s 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:
Phil Lopresti
Direct Line: 514-987-2700 ext. 2126
Cell: 514-241-0559



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.


Back to top


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


8ft 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:

Freeman Decorating
Tel: (613) 748-7180
Fax: (613) 748-5977

Show Colours

  • Booth Drapes : Black
  • Aisle Carpet : There is grey carpet in the hall.

Our Internet online ordering service, Freeman OnLine® is available for your convenience to order all Freeman services, view show schedule, or print order forms. Once your show is available online you will receive an email which includes a direct link to Freeman OnLine®.

Take advantage of 30% discount by ordering online by March 17, 2017. To place online orders you will be required to enter your unique Login ID and Password. To access Freeman OnLine® for The National Women’s Show go to:

Click on the “Login” link in the top right corner to proceed. If this is your first time using Freeman Online® click on the "Login" link in the top right corner to create a new account.

If you need assistance with Freeman OnLine® please call our Customer Support Center toll free at 1-888-508-5054 for Canada & U.S. exhibitors or 817-607-5000 for International exhibitors.



Back to top


Booth Installation & Dismantling


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;
Freeman Decorating
Tel: (613) 748-7180
Fax: (613) 748-5977



Back to top




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

Freeman Decorating
Tel: (613) 748-7180
Fax: (613) 748-5977

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.



Back to top


Booth Cleaning

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

The Shaw Centre
Fax: 613-563-7646





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

Jamie Holland
Tel: 613-748-7180 ext. 243



Back to top


Telephone / Internet


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

Freeman Audio Visual
Enoch Kwok
Tel: 613-688-9064
Fax: 613-688-9068


Audio / Visual Rentals


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

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



Back to top



BOOKING DEADLINE: March 13, 2017

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 Novotel Ottawa.

The Novotel is located at:
33 Nicholas St.
Ottawa, Ontario
K1N 9M7

Reservations may be made by calling 613-230-3033 or you can book online here.

To receive this rate you must mention that you are with The National Women’s 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.


Back to top


Food Sampling


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 products to 3 oz.

Please complete the below Food Sampling Form and fax it to:

The Shaw Centre
Fax: 613-563-7646

You are also required to complete the “Food Vendor Application for a Special Event” and return it to the Health Department. There is no fee involved. Please ensure you are complying with the Safety Guidelines 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 below Food Vendor Application to:

Ottawa Public Health
Toni D'Ettore
Tel: 613-580-6744 ext: 26317
Fax: 613-580-9648

You may also complete this form on-line HERE.

Please also send a copy of your completed form to



Back to top


Exhibitor Badges


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 you want the badges delivered to an address other than the one on your contract, please advise your sales rep.

Custom Coupons

Raise awareness of your franchising initiatives 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.  


Back to top



BOOKING DEADLINE: March 17, 2017

A limited amount of refrigerated storage is available. There will be a charge of $75 for the first skid and each additional skid will be $50.

If you do require refrigeration we ask that you plan your move-in for after 12 noon.

Please complete and send the form below to:

Kristen Andrews
Tel: 905-477-2677 x 284
Fax: 905-477-7872



Back to top



The loading dock will be open daily from 8am to noon for product replenishment. Please note that vehicles cannot be left on the loading dock.


Arrangements will be made with a local shelter or Food Bank for any food product remaining after the show closes. Any product left in the refrigeration trucks will be donated to the Food Bank. If you have non-refrigerated product to donate there will be an area on the loading dock where it can be left.


If you require ice in your booth, you can order it directly from the Convention Centre. The cost is $12 per 10 lb of ice.

Complete the form below and return to:

The Shaw Centre
Fax: 613-563-7646



Back to top



If you have arranged to participate in the Goodie Bag Sampling Program, please ship your product to:

Horizon Packaging
Attention: Jane Jewel
295 Alliance Road, Units 2 & 3, Dock Door 3
Milton, ON L9T 4W8
Phone: 905-878-2336

Shipments may begin arriving on February 6, 2017 and must be there by March 6, 2017. We will have to ship to Ottawa so be sure to have your product there on time. Product arriving after the due date will be inserted only in the bags that are remaining to be filled, when your product arrives.

Please make sure that you put OTTAWA SPRING WOMEN’S SHOW, on your shipment.


Back to top


Show Guide Ad & Sponsorship Opportunities

There are a number of ways to increase your brand awareness at our shows. Additional ad space is available in our Show Guides that are distributed to attendees and sponsorship recognition includes show guide space, on-site signage, & online presence. Speak to your sales rep for more information.


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.

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.


Back to top


Rules & Regulations


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 Dina Latina (

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. All signs must be printed on one side only. Your brand messaging can only face the inner walls of your exhibit space.

Tape (Floor, Wall, and Carpet Damage)
The exhibit hall is carpeted. We do not recommend that you lay carpet or flooring over the existing carpet in the hall. If you choose to anyway, 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 and/damage that may be made to the carpet.

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.

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, 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 ex: 224) regarding the necessary forms.

Helium Balloons
Helium balloons are prohibited in most venues. There is a large retrieval fee 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.

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.


Back to top


Share this:

Copyright © 2017 National Event Management / All Rights Reserved.

Privacy Policy