April 14 & 15, 2018 | 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 13, 2018 at 9 am and management will be available to assist you for the duration of the Show.

General Information (Location, Dates, & Times)

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 14, 2018  ~  10:00 am – 6:00 pm
Sunday, April 15, 2018  ~  10:00 am – 5:00 pm

Exhibitor Move-In Times
Friday, April 13, 2018  ~  9:00 am – 8:00 pm

Exhibitor Move-Out Dates & Times
Sunday, April 15, 2018  ~  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
Tel: 905-477-2677 or 800-891-4859 ext. 284
Email: [email protected]

Director of Operations
Dina Latina
Tel: 905-477-2677 or 800-891-4859 ext. 224
Email: [email protected]

Exhibitor Check List

Please print a copy of this check list to assist you in planning for the Show. To take advantage of “early booking discounts” please note booking deadlines.

Move-In Instructions

Move-In Times: Friday, April 13, 2018  ~  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.

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.

Exhibitor Parking

There is a 2-storey underground facility providing 730 spaces. It is a fully-staffed facility with two entrances located on Daly Avenue and Nicholas Street South. The three exits are located on Nicholas Street South. Entry points to both the Shaw Centre and the Rideau Centre shopping complex are located on both levels on the north and west walls. There are four handicap spaces per level located on the north wall near the Rideau Centre entrances. The parking is a fully-automated multi-level facility. There is an ambassador patrolling the pay stations and entry and exit points on a 24-hour basis.

Impark accepts the following payment methods:

Daily Max – $20
More than 24hr – $25

Glen Russell
Tel: 613-234-6526
Email: [email protected]

The Shaw Centre can be accessed through:

  • Entrance to Level B1 from Impark Blue Garage P2 (Elevator or stairs up to Level 1)
  • Entrance to Level 1 from Impark 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

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.

Vehicles on Show Floor

All vehicles must abide by the arrival and departure schedules and procedures established by Show Management. Please contact Dina Latina ([email protected]) 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.
  9. All vehicles must be approved by the Shaw Centre.

*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
Email: [email protected]
Fax: 613-563-7646.

National Event Management
Email: [email protected]
Fax: 905-477-7872

Shipping & Deliveries to the Show

Shipping Direct To Show: Friday, April 13, 2018

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 Customer Care
Tel: 1-877-330-3321
Email: [email protected]

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 Customer Care
Tel: 1-877-330-3321
Email: [email protected]

Shipping enquiries must be finalized 14 days prior to show move in date. Be sure your shipment is labeled clearly.

Warehouse Shipping Address:
YRC Ottawa
1270 Leeds Ave
Ottawa, Ontario
K1B 3W3

Contact: Elizabeth Papalia
Telephone: 1-613-744-8501

Shipments for warehousing must arrive no later than April 12th

If you choose to use a carrier other than the show carrier and wish to ship pre-show, please speak to your sales rep.

Customs Broker

North American Logistics Services Inc 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:

Andres Valdes
Email: [email protected]
Direct Line: 877-332-8987
Cell: 514-868-6650

Exhibitor Move-Out Instructions

Please note that move-out will begin once the show has closed, the aisles are cleared, and the aisle carpets are 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.

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


8 ft 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 21, 2018.  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: http://www.freemanco.com/store/show/showInformation.jsp?showID=452497&nav=02

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.

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

Signage Installation


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.

Booth Cleaning


Exhibitors are responsible for maintaining their own booth space. If you require booth cleaning, please contact:

The Shaw Centre
Fax: 613-563-7646
Email: [email protected]

Cleaning services include vacuuming and garbage pick-up.



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

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

Telephone / Internet


Please note: Tethering to your phone’s internet or bringing in a hotspot will be a less expensive alternative to booking a secured line through the venue.

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

Freeman Audio Visual
Yanna Crawford
Tel: 613-688-9063
Fax: 613-688-9068
Email: [email protected]



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

AV Canada
Zaid Sheikh
Tel: 905-566-5500
Email: [email protected]

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


BOOKING DEADLINE: March 12, 2018

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 $149.00 + taxes for single 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.

Food Sampling


Please Note: Regulations have changed and anyone sampling may require access to a water station with hot & cold running water. You must complete the forms below with as much detail as possible for approval.

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 [email protected]. 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
Email: [email protected]

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 [email protected].

On-Site Treatments

If you would like to perform on-site treatments such as microblading, electrolysis, botox injections, or dental procedures; you must contact the City of Ottawa for authorization. Please contact:

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

Exhibitor Badges


Four to six weeks prior to the show, you will be mailed 6 badges per 10×10 booth and 12 badges for a 10×20 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.

Discount Coupons

Raise awareness of your franchising initiatives and increase traffic to your booth by distributing Customized DISCOUNT passes to the Show. There is no limit to the number of passes you may distribute to your professional and personal databases.

Please email your high-resolution logo in .ai, .eps, or .pdf format to Kristen Andrews at [email protected].

Refrigeration Storage

BOOKING DEADLINE: March 23, 2018

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 ext. 284
Fax: 905-477-7872
Email: [email protected]

Product Replenishment

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

Food Bank

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
Email: [email protected]

Goodie Bags

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

215 Labrosse
Pointe Claire, QC
H9R 1A3
Tel: 514-363-3025

Shipments must be there by March 1, 2018. Please 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 WOMEN’S SHOW, on your shipment.

Show Magazine Ads & 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.

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 ([email protected]).

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

If you are bringing a covered tent, you must provide the venue with the following:

  • Certificate of flame resistance (Tents that do not have this certificate, will not be allowed in the Shaw Centre).
  • Size of tent.
  • If it’s over 100 sq. feet, a smoke detector inside the tent and a fire extinguisher must be installed by the exhibitor.

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/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 Dina Latina at [email protected], 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 ([email protected], 905-477-2677 ext. 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 ([email protected]) 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.

Start typing and press Enter to search