Toronto, Ontario

October 16-18, 2015
Metro Toronto Convention Centre

Show Hours

Friday, October 16, 2015, 11:00 am - 8:00 pm

Saturday, October 17, 2015, 10:00 am - 6:00 pm

Sunday, October 18, 2015, 10:00 am - 5:00 pm

Bring a friend & have some fun!

Exhibitor Manual

Welcome and thank you for choosing to participate in the Toronto National Women's 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 Metro Toronto Convention Centre, on Thursday, November 6, 2014, at 8 am, and management will be available to assist you for the duration of the Show.

For questions pertaining to your participation in the Show, please contact our Exhibitor Services Coordinator, Dela Kumapley, at 905-477-2677 or 1-800-891-4859, ext. 286, or email her at dela@nationalevent.com. Dela will be happy to assist you.

Produced By

National Event Management
#102 - 260 Town Centre Blvd.
Markham, ON
L3R 8H8
Tel: 905-477-2677 or 1-800-891-4859
Fax: 905-477-7872

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Exhibitor Checklist

Please print a copy of this checklist to avoid missing deadlines and eliminating any problems that you might possibly encounter at the Show.

Show Location

The Metro Toronto Convention Centre
South Building – Halls D&E
222 Bremner Blvd., Toronto ON
M5V 3L9
Tel: (416) 585-8000

Please take a moment to review the MTCC Notice to Exhibitors & MTCC Emergency Procedures.

Show Dates & Times

Friday, November 7, 2014

11:00 am - 8:00 pm

Saturday, November 8, 2014 10:00 am - 6:00 pm
Sunday, November 9,  2014 10:00 am - 5:00 pm

Move-in Instructions

EXHIBITOR MOVE-IN TIMES

Thursday, November 6, 2014       8:00 am - 8:00 pm

For safety reasons, the Metro Toronto Convention Centre prohibits children under the age of 16 from being in the exhibit hall during move-in or move-out.

In an effort to lessen your wait times during move in, we will be coordinating a timed exhibitor move in. You will be contacted by Kevin Legallais closer to the Show with your move-in time. Any questions regarding your time should be directed to Kevin at: show.operations@gmail.com.

All trucks MUST report to the Marshalling yard. You will be directed from here to the dock when one becomes available.

All POVs may go directly to the docks at your scheduled move-in time.

You may not unload at the main entrance on Bremner Blvd.

There will be a limited move-in on Friday morning from 8:00 am until 10:00 am. Please note that dollies/carts will not be available for use Friday morning.

If you are in the following booths we ask that you do not move-in until 6:00 pm, Thursday November 6, 2014:
Booth #s: 1748, 1650, 1551, 1550, 1451, 1450, 1351, 1350 and 1251.

Exhibitors will not be permitted to set up during show hours.

IMPORTANT

Food and beverage products for the refrigerator trucks, should not be delivered before noon on Thursday, November 6, 2014. Time is needed to cool the units before putting product in them.

LOADING DOCKS

The loading docks for the South building are accessible off of Lower Simcoe Street, between Bremner and Lakeshore Blvd.

The MTCC has established a marshalling yard to facilitate a more efficient move-in and move-out process.Vehicles requiring dock access, must report first to the vehicle marshalling area. The yard will be opened 1 hour prior to the scheduled move-in /move-out times.

NOTE:  The location of the marshaling yard is 100/120 Cherry St.

VEHICLE STORAGE

If required, arrangements for vehicle storage during event days can be arranged through the Docks Department. Please call the Dock office at 416-585-8345, or 416-585-8278.

VEHICLES ON THE SHOW FLOOR

All vehicles must have management approval before being allowed on the show floor.

  • All vehicles being displayed in the MTCC must have drip pans underneath them and pads under all tires.
  • No motorized vehicle may be operated on carpeted areas, under any circumstances. Exceptions may be authorized by management. If approved, 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, or which have ever contained fuel,  shall be maintained less than ¾ full. Caps or fuel tanks fill pipes , shall be of the locking type and be maintained locked to prevent viewer inspection.  If they cannot be locked, they will be taped shut.
  • The electrical system shall be de-energized by either removing the battery, or disconnecting both battery cables and covering them with electrical tape or other similar insulating material. The fuse to the starter must also be disconnected.
  • Vehicles containing propane may be driven in and positioned. Engine should remain running, with valve shut off. Allow engine to run until all of the fuel in the fuel line is used up. Turn ignition off.
  • Cylinders for barbecues and/or appliances within vehicles such as stoves, refrigerators, etc. must be empty.

Exhibitor Move-out

Sunday, November 9, 2014  5:15 - 10:00 pm

Please note that move-out will begin once the show has closed and the aisles are cleared at approximately 5:30 pm. To avoid waiting in line, if you are able to carry your supplies out to your car, we encourage you to do so.  

All Trucks must check-in to the Marshalling Yard and will be called to load at the docks as space becomes available. This will begin at 7pm.

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. To avoid this, all materials must be removed by 10pm.

Shipping & Deliveries to the Show

The most cost-effective way to ship your items to the show is to arrange delivery for Thursday, November 6, 2014, during move-in hours. You can use our Show shipping company (YRC Reimer – see details below), or your own preferred shipper.

PLEASE NOTE that the facility WILL NOT receive shipments prior to Thursday, November 6, 2014.

Show Management will sign for the delivery on your behalf, on November 6, 2014, during move-in hours. 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 for your use, at no charge.

Address your items as follows:

Toronto National Women's Show
Your company name
Booth Number
The Metro Toronto Convention Centre
SOUTH BUILDING LOADING DOCKS
222 Lower Simcoe St.
Toronto, ON M5V 3L9

PREFERRED CARRIER

If you must ship pre-show, we recommend that you use YRC Reimer. As the official show carrier, they will warehouse your materials for up to 30 days prior to the show at no charge, and deliver to the show on move-in day. Your shipment will be left on the dock until you arrive.

To arrange a shipment, contact Joy Mallouk at 1-866-506-3976, or email joy.mallouk@YRCFreight.com.

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.

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

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

PRESHOW BOOKING DEADLINE: OCTOBER 23, 2014

SHOW COLOURS

  • Aisle carpet is plum
  • Back & side drapes are black

Tel: (905) 270-6767, or (800) 665-2621           
Fax: (905) 270-6771

You may also order online at www.stroncoonline.com - show code is 302421222

BOOTH ACCESSORY PACKAGE

BOOKING DEADLINE:  October 17, 2014

An all inclusive booth accessory package is available. This package includes black booth  drape, charcoal booth carpet, 1 x 6ft draped table (Black Skirting), 2 chairs and a 1500  watt electrical outlet.  If you have a 10 x 20 space or larger, your package will include 2 , 6ft tables. You will find prices for the package 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. The cutoff date for ordering this package is October 17, 2014.

DO NOTcomplete service forms for items included in this package.
There are no substitutes to this package.

Electrical

PRESHOW BOOKING DEADLINE: OCTOBER 22, 2014

Showtech is the electrical contractor for the MTCC. If you require an electrical outlet and have not ordered a Booth Accessory Package please complete the attached form and return it to Showtech. To receive the preshow price, orders must be received by October 22, 2014.

Orders placed on-site during move-in will be charged an additional 10% above the regular price.

Tel: (416) 585-8109
Fax: (905) 283-0551

Online orders may be placed by going to Showtech.ca. Click “online ordering”, and follow the instructions.

Telephone

PRESHOW BOOKING DEADLINE: OCTOBER 22, 2014

If you require a telephone line in your booth, please complete this form and return to MTCC by October 23, 2014 to receive a $25 preshow discount.

Fax: (416) 585-8275
Email: telecommunications@mtccc.com

Direct enquires to: (416) 585-3596

Internet

PRESHOW BOOKING DEADLINE for Wired Internet: OCTOBER 22, 2014

Both wireless and wired internet are available at the MTCC. There is no advanced rate for wireless but orders received for a wired internet connection and paid for by October 22, 2014, are eligible for a $100 discount. 
 
There can be issues on the 800 level with reliability of wireless access. If you are using a debit machine, to be sure that you have continuous access, a wired internet connection is best. However, you may bring a rocket stick and obviously this is the best and least expensive way. This is approved by the MTCC as long as you do not create a network for others to use.  Some of your devises may be internet enabled already. 

Questions may be directed to (416) 585-3596.

Fax: (416) 585-8275
Email: telecommunications@mtccc.com

Hotel

BOOKING DEADLINE: OCTOBER 7, 2014

We have secured a preferred rate of $169.00 at The Intercontinental Hotel.
The Intercontinental Hotel is conveniently attached to the Metro Toronto Convention Centre.

Intercontinental Hotel Toronto
225 Front Street West
Toronto ON,
M5V 2X3

To make a reservation, please call (416) 597-8172 or (800) 235-4670. You may also book online.

When making reservations, please specify the Women’s Show.

Please note that the cutoff date for booking is October 7, 2014.  After this time, reservations will be accepted subject to availability, at the prevailing rate.

Booth Cleaning

PRESHOW BOOKING DEADLINE: October 22, 2014

Exhibitors are responsible for maintaining their booth space. Should you require booth cleaning services please complete this form and return to MTCC.

Fax: (416) 585-8388
Email: exhibitor-services@mtccc.com

 After the Preshow booking deadline, on-site rates will take effect within 14 days prior to event move-in (+25%).

Exhibitor Parking

PRESHOW BOOKING DEADLINE: OCTOBER 22, 2014

A discounted parking pass is available if you are parking two consecutive days or more. The rate is $15.00 per day, inclusive of tax, with in/out privileges.. This early bird rate expires 14 days prior to move in . On-site rates will take effect within 14 days of the event moving
into the building .

Please complete the attached form and return to MTCC:
Tel: (416) 585-8387      
Fax: (416) 585-8388   
Email: exhibitor-services@mtccc.com

The number of parking passes for the South Building will be limited to 2. Additional passes will be issued for the North Building. The North and South buildings are connected by an internal walkway To be assured that you have a pass, please place your order early.

Parking passes are required to exit the lot.  If you do not have your pass please bring a copy of your order for proof of purchase.

The parking garage for the South Building is accessed off of Lower Simcoe St., south of Bremner and you will enter the North lot from Simcoe St., south of Front St., west.

Passes may be mailed out if your order is received by Oct 22, 2014 . Otherwise, they may be picked up at the Exhibitor Services Counter in the show hall, during move-in. If you are unable to pick your pass up during regular service hours, it may be picked up at the Parking Office. The parking offices are located at the entrance / exit in the South Building (off of 600 level or in the North Building off of Level 5A).

Audio/Visual

If you require any Audio Visual equipment for in your booth AV Canada can supply this for you. Please see the enclosed order form.

Fax: (905) 566-5511
Email: gene.h@av-canada.com

Questions may be directed to Gene Hondzio at:

TEL: (905) 566-5500 or (866) 667-2645

Food Sales / Sampling

All exhibitors sampling or selling food or beverages must complete a Food Sampling Form to be returned directly to the MTCC. We must also submit a list of the companies exhibiting on the show floor, so please CC a copy to dela@nationalevent.com.

There will be three hand washing/prep stations with soap and paper towels, in the World of Taste, for the use of all food exhibitors,  to wash utensils etc.  These cannot be used for handwashing.

You must have a temporary hand washing 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. Please see pages 16 &17 in the Temporary Food Vendors info. 

You are also required to have a sneeze guard unless you are personally handing out your sample.

TEMPORARY FOOD ESTABLISHMENT FORM

PRESHOW SUBMISSION DEADLINE: OCTOBER 22, 2014

National Event must submit a form for Organizers, to the Health Department, listing all companies who intend to sample a product.

Exhibitors must also submit a Temporary Food Establishment Application for Food Vendors and fax to (416) 338-1643. There is no charge to do this but you must submit. You could risk being shut down if the Health Department does an inspection and you have not returned the form. Remember that you will be flagged on our list.

Please submit no less than 2 weeks prior to move-in, by Oct 22, 2014.

INDOOR USE OF PROPANE CYLINDERS OR GAS APPLIANCES

PRESHOW OBTAINMENT OF PERMISSION DEADLINE: OCTOBER 6, 2014

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 attached form and fax to: (416) 585-8125 or email to: mgenier@mtccc.com by October 6, 2014.

Questions may be directed to Michel Genier at the email address above tor call (416) 585-8278.

Refrigeration Storage

A limited amount of refrigeration space is available. Freezer availability will depend on the demand for such. If you require space, please complete the attached form and email to: dela@nationalevent.com, or fax to (905) 477-7872, ASAP.

There will be a charge of $50 per skid and $25 for each additional skid.

IMPORTANT: Food and beverage products for the refrigerated trucks, should not be delivered before noon on Thursday, Nov 6, 2014. This will allow time for delivery of trucks and that the proper temperature is reached.

BOOTH REFRIGERATOR RENTAL

If you require a refrigerator for your booth, the following companies are available to supply these:

Kent Leasing: (416) 449-6122
Arctic Refrigeration: (905) 528-8528 (commercial size)

PRODUCT REPLENISHMENT

The docks will be open each day, for product replenishing, during the following hours:

  • Friday: 8am - 3pm
  • Saturday: 8am - 2pm
  • Sunday: 8am - noon

Food Bank

Arrangements will be made with the Daily Bread Food Bank for any food product remaining after the show closes. All product left in the refrigeration trucks will go 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.

Goody Bags / Exit Samples

PRESHOW PRODUCT DELIVERY DATES: SEPTEMBER 2 - OCTOBER 6, 2014

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

Horizon Packaging
295 Alliance Rd.,
Units  2 & 3
Dock Door #3
Milton, ON
L9T 4W8
ATTENTION:  Jane Jewell / National Women’s Show

Product may start being delivered September 2, 2014, and MUST arrive by October 6, 2014. The dock is open from 9am – 3pm . You may give your driver Jane’s number below, in case they get stuck in traffic on the way and can’t be there right at 3pm.

Any questions regarding shipping may be directed to Jane Jewell at (905) 878-2336.

EXIT SAMPLING

If you are exit sampling, please have your product shipped to the MTCC on Thursday November 6, 2014. Ship to:

The National Women’s Show
Company name
Exit Samples
The Metro Toronto Convention Centre
SOUTH BUILDING LOADING DOCKS
Lower Simcoe St.
Toronto, ON M5V 3L9

Exhibitor Badges & Free Passes

We will mail you 6 free exhibitor badges. If you require more please let Sian know. The badges will not be personalized, but will have your company name only. Please be sure to distribute these prior to move-in, to the people working in your booth. If for some reason 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. In addition to the badges, you will be mailed 10 free admission passes.

If you have multiple staff using badges please have them pick up and drop off badges before and after their shifts so we always have badges on hand for your staff.

If badges are to be mailed to an address other than the one on our contract, to be guaranteed that you receive them, please email sbull@nationalevent.com.

Customized Admission Passes & Web Buttons

We are also pleased to offer customized Bring a Friend and save $5.00 admission passes to be distributed & posted to your databases and social media channels. These passes are a great tool to raise awareness of your business initiatives and drive traffic to your booth.

For your convenience and immediate use, please feel free to use our generic Coupon.

To receive a Customized Discount Coupon, please send your hi-res logo to dela@nationalevent.com.

WEB BUTTONS

We also encourage Exhibitors to take advantage of our web buttons, and be sure to make them link here (so your guests can access their coupon to the Show). These may be posted on your website to raise awareness of your participation in the show.

Re-admission Passes

If you have a potential client who would like to visit the show a second day, please let them now that they may pick up a re-entry pass to attend the show again as they exit, free of charge. Our re-admission policy allows exhibitors to extend their conversations with patrons over the course of the entire weekend and increase sales!

Customs

Mendelsshon  is available for our international exhibitors.

Tel: (416) 863-9339, ext. 234
Fax: (416) 863-0301

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. Fax the attached form to Showtech at: 416-585-8255

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Recycling

The MTCC has a recycling program in place. Please read the attached form and see how you can do your part to participate.

Business Services

The MTCC has 2 locations available to fulfill your business needs. In the South Building the Business Centre is conveniently located in the lobby just outside of the show. The Centre is open Monday to Friday 8:30 am - 4:30 pm and Saturday from 9:00 am - 5:00 pm

The UPS Store is the closest full service print and shipping firm to the MTCC. It is located at 371 Front Street.W. The UPS Store is open Thursday & Friday 9:00 am - 8:00pm Saturday from 10:00 am - 4:00 pm and closed on Sunday.

Insurance

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.

Booth Displays & Restrictions

No exhibit may exceed a maximum height of 8 ft. Side panels must not exceed a height of 4 ft. Any exceptions must have prior approval from Show Management.

Rules & Regulations

Attached is a notice to Exhibitors from the MTCC. Please read this and pay particular attention to items 1 & 2, to avoid any unnecessary charges.

MASCOTS

Mascots and other personnel are not allowed to roam the aisles.

SIGNAGE

No signage or material may extend above the 8ft height at the back of your booth nor be hung from the ceiling or across the aisle, without prior approval from Show Management. All signs must be printed on one side only unless they are hung over an island or peninsula booth.

DEMONSTRATIONS / DISTRIBUTIONS

Displays, mascots, demonstrations or distribution of advertising materials, are not permitted outside the confines of your booth.

MICROPHONES

The use of microphones is not permitted without prior management approval.

FIRE REGULATIONS

National Event Management is obligated to abide by the Fire Code regulations set by the MTCC. We therefore retain the right to refuse any material or object that does not confirm to code.

ANIMALS

Animals, with the exception of working dogs, are not permitted in the MTCC except as an approved exhibit requiring the use of animals, in which case an animal authorization form must be completed.

HELIUM BALLOONS

Written permission must be given to use helium balloons in your booth.

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