Exhibitor FAQ Webinar Session

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November 9-11, 2018 | Toronto, Ontario | Metro Toronto Convention Centre | South Building | Hall D & E

Welcome and thank you for choosing to be a participant in The National Women’s Show – Toronto. 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 Metro Toronto Convention Centre, on Thursday, November 8, 2018 at 8 am and management will be available to assist you for the duration of the Show.

General Information (Location, Dates, & Times)


Show Location
Metro Toronto Convention Centre
South Building
Hall D & E
222 Bremner Blvd.
M5V 2W6
Tel: 416-585-8000
Email: [email protected]

MAP TO FACILITY

Show Dates & Times
Friday, November 9, 2018 ~ 11:00 am – 8:00 pm
Saturday, November 10, 2018 ~ 10:00 am – 6:00 pm
Sunday, November 11, 2018 ~ 10:00 am – 5:00 pm

Exhibitor Move-In Times
Thursday, November 8, 2018 ~ 8:00 am – 8:00 pm

Exhibitor Move-Out Dates & Times
Sunday, November 11, 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
Joy Gallaiford
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 Checklist

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.

CHECK LIST

Move In Instructions

Move-In Times: Thursday, November 8, 2018 ~ 8:00 am – 8:00 pm

Specific Move-In Hours
Closer to the show, you will be sent a dedicated move-in time & move-in instructions. Note that exhibitors may not set up during show hours.

Vehicle Marshalling – If you need a dock or are arriving with a truck or pulling a trailer please go directly to the Marshalling Yard
Please note that the Vehicle Marshalling Yard is located at 100/120 Cherry Street.

LOADING DOCK DIRECTIONS – If you have a single vehicle & do not require a loading dock, go directly to the South Building Loading Docks
The entrance to the loading docks is south of 222 Bremner Blvd., on the West side of Lower Simcoe Street, North of Lakeshore Blvd, and across the street from “The Path” through Maple Leaf Square.

  • 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 Thursday. Exhibitors will not be permitted to set up during show hours.
  • The aisle carpet will be in place Friday morning. Dollies and carts WILL NOT be permitted on the carpet.  Hand carried items only may be brought in on Friday.
  • Children 15 years of age or younger will not be permitted in the exhibit area during move-in, set-up, or tear down.

VEHICLE MARSHALLING INSTRUCTIONS
FIRE REGULATIONS (to be completed by all exhibitors)

NEW!

There are two new service elevators located on Bremner Boulevard. These elevators will accommodate standard flatbed dollies only. Elevators are accessible from Bremner Boulevard or the MTCC South Building parking garage and lead right into Hall E.

ELEVATOR SPECS:

  • Dimensions: 4’ 6” W x 8’ 4” L x 7’ H
  • Load Capacity: 5000 lbs
  • Elevators access: Bremner Blvd, South garage, 600L, 700L and 800L

DOOR SPECS:

  • Bremner Blvd. Entrance (Double Glass Doors): 5’10” W x 7’8” H
  • Parking Door: 5’10” W x 6’10” H
  • 800 Level – Hall E: 3’10” W x 7’2” H

Key Notes:

  • Exhibitors with small “hand carry” items will still be permitted to use the passenger elevator.
  • For exhibitor move in/out, dollies and flatbeds (4 wheels), pallet jacks or over sized loads are strictly prohibited in the pre-function areas.
Loading Docks

SPECIFIC MOVE-IN HOURS
Closer to the show, you will be sent a dedicated move-in time & move-in instructions. Note that exhibitors may not set up during show hours.

VEHICLE MARSHALLING – If you need a dock or are arriving with a truck or pulling a trailer, please go directly to the Marshalling Yard
Please note that the Vehicle Marshalling Yard is located at 100/120 Cherry Street.

LOADING DOCK DIRECTIONS – If you have a single vehicle & do not require a loading dock, go directly to the South Building Loading Docks
The entrance to the loading docks is south of 222 Bremner Blvd., on the West side of Lower Simcoe Street, North of Lakeshore Blvd, and across the street from “The Path” through Maple Leaf Square.

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, aforklift 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.

VEHICLE MARSHALLING INSTRUCTIONS

Exhibitor Parking

PRE-SHOW BOOKING DEADLINE: October 25, 2018

Directions to Metro Toronto Convention Centre:

From the East:
Take the 401 West to the Don Valley Parkway south Follow the Gardiner Expressway to Spadina Avenue and go north. Turn right at Bremner Boulevard for the South Building For the North Building, proceed further north on Spadina Avenue to Front Street and turn right.

From the West:
Take the 401 East to 427 South Follow the Gardiner Expressway and exit at Spadina Avenue and go north. Turn right at Bremner Boulevard for the South Building For the North Building, proceed further north on Spadina Avenue to Front Street and turn right.

Exhibitor parking passes are available for each event in our easy access, security-patrolled indoor parking garages.

Discounted parking rates are available for orders placed 14 days prior to the first contracted day.

Metro Toronto Convention Centre
Tel: 416-585-8387
Fax: 416-585-8388

Exhibitors may order parking at www.mtccc.com/order.

PARKING MAP

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.

Any vehicle that drips oil or other staining solutions may not be operated within the Centre without a drip pan or dry absorption powder. Responsible parties will be charged cleaning or replacement costs for staining solutions that are not removed.

No motorized vehicle may be operated on carpeted areas under any circumstances. Exceptions may be authorized by the Director of Event Coordination or Operations Manager. When motorized vehicles are approved for use on carpeted areas, a protective sheet of Visqueen, tarpaulin or a comparable material must be used to eliminate damage from leaks of gas, oil, etc.

All vehicles displayed in the Centre must use drip pans underneath them and pads under all tires.

Fuel tanks containing fuel, or which have ever contained fuel, shall be less than ½ full. Caps for fuel tank 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 ½ full. Vehicles may be driven in and positioned. Engine should remain running, with valve shut off. Allow engine to run until all of the fuel line is used up. Turn ignition off.

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.

Shipping & Deliveries to the Show

Shipping Direct To Show: Thursday, November 8, 2018

PLEASE NOTE: The facility will NOT accept shipments prior to the Show move-in dateShow 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]

YRC TRADESHOW QUOTE REQUEST

Please address shipments to:
Company name
Booth number
The National Women’s Show
Metro Toronto Convention Centre
South Building
Hall D & E
222 Bremner Blvd.
Toronto, Ontario
M5V 2W6

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]

YRC TRADESHOW QUOTE REQUEST

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.

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:
Joe MacDonald or Beverly Carson
Email: [email protected] or [email protected]
Direct Line: 416-585-8227
Cell: 647-546-1358

CUSTOMS REGULATIONS
CUSTOMS ORDER FORM

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.

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.

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

PRE-SHOW BOOKING DEADLINE: October 17, 2018

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:

Stronco Show Services
Exhibitor Services
Tel: 905-270-6767 ext 2258
Fax: 905-270-6771
Email: [email protected]

Carpet or Flooring is mandatory for all exhibits. You can use the show decorator or you are welcome to bring in your own. See Tape Restrictions in the Rules & Regulations section below.

To place your order online, view the show schedule or print order forms, go to www.stroncoonline.com.

In order to protect your privacy and restrict access to exhibitors in this event we have assigned the following show code to this event: Show Code: 486323199

To place online orders you will be required to enter your Show Code and Booth Number. If you have not registered on our online ordering system before, you must complete the registration process.

Once you have registered your information in our Online Ordering System you will not be required to register again to place online orders for future events serviced by Stronco.

If you need assistance with our online ordering system, please contact our Exhibitor Services Centre at 800-665-2621.

Show Colours

  • Booth Drapes : Black
  • Aisle Carpet : Plum
  • Exhibitors must provide their own booth flooring

FURNITURE & ACCESSORIES ORDER FORMS
NOTICE TO EXHIBITORS
FIRE REGULATIONS (to be completed by all exhibitors)

Booth Installation & Dismantling

PRE-SHOW BOOKING DEADLINE: October 17, 2018

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:

Stronco Show Services
Exhibitor Services
Tel: 905-270-6767 ext 2258
Fax: 905-270-6771
Email: [email protected]

Show Code: 486323199

BOOTH INSTALLATION & DISMANTLE ORDER FORM

Signage Installation (Hanging of Banners / Rigging)

PRE-SHOW BOOKING DEADLINE: October 25, 2018

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

Show Tech
Tracy Landry
Tel: 416-585-8109
Email: [email protected]

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.

SHOWTECH ONLINE ORDERING
ELECTRICAL & SIGN HANGING ORDER FORM
RIGGING POLICY

Booth Cleaning

PRE-SHOW BOOKING DEADLINE: October 25, 2018

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

Metro Toronto Convention Centre
Tel: 416-585-8387
Fax: 416-585-8388

Exhibitors may order services at www.mtccc.com/order.

Electrical

PRE-SHOW BOOKING DEADLINE: October 25, 2018

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

Show Tech
Tracy Landry
Tel: 416-585-8109
Email: [email protected] 

SHOWTECH ONLINE ORDERING
ELECTRICAL & SIGN HANGING ORDER FORM
ELECTRICAL SAFETY AUTHORITY FORMS

Telephone / Internet

PRE-SHOW BOOKING DEADLINE: October 25, 2018

Please Note: This venue has temporary & limited free wifi.

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

Metro Toronto Convention Centre
Tel: 416-585-3596
Fax: 416-585-8275
Email: [email protected]

Exhibitors may order services at www.mtccc.com/order.

Audiovisual

PRE-SHOW BOOKING DEADLINE: October 19, 2018

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.

AUDIO VISUAL ORDER FORM

Hotel

BOOKING DEADLINE: October 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 $214.00 + taxes for single or double occupancy at The Intercontinental Toronto Centre.

The Intercontinental is located at:
225 Front St. West
Toronto, Ontario
M5V 2X3

Reservations may be made by calling 1-800-235-4670 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

PRE-SHOW BOOKING DEADLINE: October 5, 2018

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 4 oz.

Please complete the below Sampling Form and return it to:

Metro Toronto Convention Centre
Tel: 416-585-8144
Email: [email protected]

You are also required to complete the below “Temporary Food Vendor Package” and return it to the Health Department. There is no fee involved. Please ensure you are complying with the guidelines listed within the application. 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.

There will be 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 14 &15 in the Vendor Package.) Sinks with running water can be ordered through ShowTech.

Show Tech
Tracy Landry
Tel: 416-585-8109
Email: [email protected] 

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

Be sure to read the additional information on pages 6 -17 on the application document, regarding food preparation and hand washing.

Fax/Email the attached Temporary Food Vendor Package to:

City of Toronto
Healthy Environments
Tel: 416-392-7685
Fax: 416-338-1643
Email: [email protected]

Please also send copies of your completed forms to [email protected].

FOOD SAMPLING FORM
TEMPORARY FOOD VENDOR PACKAGE

Propane Cylinders or Gas Appliance

PRE-SHOW BOOKING DEADLINE: September 28, 2018

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:

Metro Toronto Convention Centre
Michel Genier
Tel: 416-585-8278
Fax: 416-585-8125
Email: [email protected]

PROPANE & GAS AUTHORIZATION FORM
FIRE REGULATIONS (to be completed by all exhibitors)

Liquor Sampling

If you will be sampling an alcoholic item, please contact your sales rep.

Exhibitor Badges

PRE-SHOW BOOKING DEADLINE: September 28, 2018

Four to six weeks prior to the show, you will be mailed 6 badges per 10×10 booth and 12 badges for a 10 x 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 and increase traffic to your booth by distributing Customized Discounted 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]

Free Passes


10 free admission passes will be mailed along with your exhibitor badges prior to the show.

Refrigeration

PRE-SHOW BOOKING DEADLINE: October 12, 2018

A limited amount of refrigerated storage is available. There will be a charge of $75 for each skid.

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 or 1-800-891-4859
Fax: 905-477-7872 or 866-544-7872
Email: kr[email protected]

REFRIGERATION FREEZER ORDER FORM

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.

Any food left on the dock after 7pm will be donated to the Food Bank.  

Ice

If you will require ice during the show, please email [email protected].

Goodie Bags

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

Prompt Assembly and Packaging
228 Midwest Road
Scarborough, Ontario
M1P 3A9
Attention: Hardeo Chowthi
Tel: 416-425-0884

Shipments must be there by October 12, 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 “TORONTO WOMEN’S SHOW” on your shipment.

Booth Accessory Packages

BOOKING DEADLINE: October 19, 2018

An all-inclusive, booth accessory package is available which contains: a draped booth, carpet, 1 white-skirted table (6 feet long x 30 inches high), 2 chairs, and an electrical outlet. Two tables will be included if your package is for a 10 x20 booth or larger. If you did not order at the time of booking and wish to have this package, please contact your sales rep to order.

There are no substitutions to this package.

To order a Booth Accessory Package, return the below form to your sales rep.

BOOTH ACCESSORY PACKAGE ORDER FORM

Tips for Success

Please review the “Tips for Success” pdf below for important information on how to make the most out of exhibiting with us!

TIPS FOR SUCCESS

Promotion Packages & Sponsorship Opportunities

There are a number of ways to increase your brand awareness at our shows. Speak to your sales rep for more information

Insurance

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.

Liability
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

NOTICE TO EXHIBITORS

Booth Display & Restrictions

Booth2

  • 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 4 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.

Signage
No signage or material may be extended above the 8 ft 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.

Carpet or Flooring
Carpet or Flooring is mandatory for all exhibits. You can use the show decorator below or you are welcome to bring in your own at your own cost. See Tape Restrictions below.

Tape (Floor, Wall, and Carpet Damage)
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.

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.

If you would like to install your carpet on top of the existing carpet, please contact Dina Latina, [email protected], 905-477-2677 or 1-800-891-4859 ext 224.

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.

Demonstrations/Distributions
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, [email protected], 905-477-2677 or 1-800-891-4859, ext. 224.

FIRE REGULATIONS (to be completed by all exhibitors)
PROPANE & GAS AUTHORIZATION

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.

ANIMAL AUTHORIZATION FORM

Helium Balloons
Helium balloons are prohibited in most venues.  There is a large retrieval fee, charged to the exhibitor, when balloons are lost. Please contact Dina Latina ([email protected] ) if you wish to use helium balloons in your display.

HELIUM AUTHORIZATION FORM

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.

Non-Compliance
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.

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