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IDS Contract Exhibitor Kit
January 19-20, 2023
IDS Toronto Contract Exhibitor Kit
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No display may be arranged so that an exhibitor must stand in the aisle in front of the booth to conduct business. No merchandise, chairs, tables, lights, signs or other exhibitor items may extend into the aisle. The handing out of company marketing materials anywhere other than your contracted booth space is prohibited.

Booth designs that deviate in any way from the regulations listed below or from the Metro Toronto Convention Centre’s (MTCC) Facility Regulations (Notice to Exhibitors) or Fire Regulations must be submitted preshow for approval to Melissa Lauzon at Melissa.Lauzon@informa.com.


BOOTH RENDERINGS SUBMISSION

If you have not submitted your final booth rendering, please submit now using the link found HERE. All booth designs must be approved in advance of the show.

1) Walls.

All booths will be provided a hard wall structure:

  • Walls are 8′ high and approximately 4″ thick
  • The hard walls are smooth, ¼” MDF, painted white
  • Double-sided Velcro tape, small wood screws or finishing nails can be used to hang items, etc. on the wall. If you have a heavy item (eg. TV monitor) to hang on the wall please contact Melissa.Lauzon@informa.com to determine if the walls can support the weight
  • Small holes from screws and nails are permitted. You will be charged a repair fee for large holes and/or additional damage to the panels
  • All nails, screws, and fasteners must be removed at show closing by the exhibitor
  • Please do not paint or alter the walls
  • If you apply vinyl adhesive graphics or velcro tape you must remove it at show closing by the exhibitor
  • No glue can be used to adhere wallpaper to the walls

IMPORTANT: Walls must be returned in their original condition (other than small nails or screw holes). To avoid being charged for damages, do not use glues to adhere items to the walls during set up and remove all fasteners from the walls before you move-out.

2) Floor Covering.

Floor covering (grey carpet) is included in IDS Contract booths which are 200 sq ft or less. All other booths will be required to make their own floor covering arrangements.

The cost of booth carpet/floor covering is not included in the booth rental. Exhibitors must bring or rent floor covering from Stronco. Painting, nailing or drilling of floor is not permitted. Exhibitors wishing to lay tile or other floor covering, or build any structure, may not adhere it directly to the building floor. It is required that building paper, plastic sheeting, or some other suitable protection be laid on the building floor. If two-sided tape is used, it must be completely removed by the exhibitor during move-out. Exhibitors must not use masking tape, clear packaging tape or duct tape to adhere the covering to the show floor. The recommended tape is Scapa Tape which is a high-adhesion double-sided cloth tape commonly used at trade shows; it leaves almost no residue upon removal. Scapa Tape is available from Pillar Tapes Ltd. or National Hardware Sales Ltd.

Upon removal of each booth, the MTCC and Show Management will inspect each space for any damages incurred by the exhibitor and check that all materials, including tape residue left on the floor, are properly removed. Any charges to make good the exhibit space will be passed on to the exhibitor.

IMPORTANT NOTE: There is no aisle carpet at the show. All Informa shows are making changes towards creating more sustainable events. Part of our efforts will include eliminating the aisle carpets. We recommend that your booth design includes flooring or floor covering for comfort and so that your space is delineated from the aisles.

AVOID TRIP HAZARDS: Exhibitors with raised floors must remember that they are limited to a maximum height of 6″. In addition, all concealed wiring must be quickly accessible for emergency service. If you plan on installing raised floors in your booth, they must be non-hazardous and wheelchair accessible. Wheelchair ramps must be at least 3′ wide with a maximum slope of 1:12 (i.e. a 6″ rise would require a 6′ run). Landings must be provided at tops and bottoms of ramps and must be at least 36″ wide by 60″ and free of obstructions. Ramps must be curbed or guarded at their edges and surfaces must be firm and slip-resistant. There must also be a ramp at every 100 feet. Please note the full extent of any ramp must fall within your assigned booth space and cannot extend into the aisles. Exhibitors should ensure they build any raised floors with these requirements in mind.

Any flooring with a height of 3/8" or greater will require a transition strip.

Each exhibitor must stay within their contracted booth size; this includes all floor coverings.


Carpet Order Form
show code: 515445033
Earlybird Deadline: December 27, 2022

3) Booth Types.

PLEASE NOTE: Walls are 4" thick - interior dimensions may not be exactly as listed above. Please email Melissa.Lauzon@informa.com for interior dimensions of your booth.

Click on an image below to enlarge it:

IDS Contract: Inline Booth (10' x 20')

IDS Contract: Corner Booth (10' x 20')

IDS Contract: Peninsula Booth (10' x 20')

IDS Contract: Island Booth (20' x 20')

4) Lighting.

All booths 399 Sq ft. or smaller will include the following overhead lighting:

  • 5’x10′ booths include one (1) Source 4 Par Light Fixture
  • 5’x20′ booths include two (2) Source 4 Par Light Fixtures
  • 10’x10’ booths include one (1) Source 4 Par Light Fixture
  • 10’x20’ booths include two (2) Source 4 Par Light Fixtures
  • 10’x30’ booths include three (3) Source 4 Par Light Fixtures
  • Booths 400 sq ft. or larger must make lighting arrangements with SHOWTECH. Lighting is mandatory.

One Source 4 Par Light Fixture (item # L575S4) offers an equivalent light output to a 1,000 Watt quartz floodlight and covers up to a 10’ x 10’ area. The use of any kind of clip-on lights is prohibited.


ADDITIONAL Lighting Order Form
Early Bird Deadline: December 22, 2022

5) Electrical.

Electrical services are provided exclusively by SHOWTECH Power & Lighting.

All booths 399 sq ft. or smaller will include one (1) electrical outlet (1500 Watt, 12 amp, 120 volt with two plugs). There is a possibility of drawing power from within your booth space; alternatively it will be dropped from the ceiling to the top of the wall. Exhibitors should bring or rent extension cords and power bars; additional electrical power can be ordered from SHOWTECH using the link below. Booths 400 sq ft or larger must order electrical power (if needed) via SHOWTECH using the link below; electrical may need to be ordered from the ceiling.

Contact Melissa Lauzon Melissa.Lauzon@informa.com for more information.


All electrical services are provided exclusively by SHOWTECH Power and Lighting. Exhibitors are responsible for arranging their own electrical power which should be ordered in advance using the link below. Exhibitors are not allowed to install any electrical wiring devices on-site other than regular extension cords. All on-site hard-wiring and connections must be done by SHOWTECH electricians. Extension cords must be of the three-prong type (i.e. grounded) and must contain wires of the proper size to carry the electrical load.

Power and telecommunications are supplied via pairs of floor ports, located every 30′ on centre, north-south and every 30′ on centre running east-west. The floor ports are flush metal panels, approximately 3′ by 3′. Use flat wiring to deliver power and telecommunication from the floor port to a specific area of your display. Floor ports are indicated on the floor plan (coming soon) as a small open square symbol.

IMPORTANT NOTE: IDS will not have any aisle carpet. If you do not have a floor port in your booth, we recommend ordering Overhead Power Outlets to prevent floor cables leading into your space.

Electrical Order Form
Early Bird Deadline: December 22, 2022



Electrical Safety

Electrical Safety Code Requirements for all Exhibitors: It is a requirement of Rule 2-022 of the Ontario Electrical Safety Code, a provincial regulation, that any electrical equipment, which is being displayed, offered for sale or used in any show, convention, or similar exhibition MUST BE APPROVED. The authority for enforcing this regulation is vested in the Electrical Safety Authority. At a show, unapproved electrical equipment will only be permitted to be displayed (not energized) when the Electrical Safety Authority gives permission through the Permission to Energize Application Form. Failure to comply with the Ontario Electrical Safety Code could result in charges under the Electricity Act.

Electrical Appliances in Booth Display
All wiring must be in done in an approved manner, acceptable to the latest edition of the Ontario Electrical Safety Code and the ESA inspector. The OESC and ESA will not accept:

  • open joints
  • joints that are taped
  • ungrounded wiring
  • improper box connectors

Any lighting or wiring that is not factory assembled must be approved by an accredited approval agency prior to move-in. Contact the Field Evaluation and Product Approval department of the ESA at 1-800-559-5356 to get information on approval agencies. Exhibitors will have to place an order with SHOWTECH for the in-house electricians to correct any deficient wiring; a standard hourly rate will be charged for this service. Exhibitors placing on-site orders to correct wiring that is not up to code will be worked on as soon as all pre-ordered orders are installed. It is strongly recommended that all wiring and lighting inspections and corrections be taken care of before being brought on site.

Electrical Products for Sale by Exhibitor (eg. lamps)
Any electrical product (e.g. lamps) being sold at the show must be CSA approved for parts AND assembly. Though all lamp parts might be CSA approved, when they are assembled together to make a new electrical product, it does not assure that this item has been assembled correctly or is electrically safe. Any new electrical product requires an inspection certificate. Contact the Field Evaluation and Product Approval department of the ESA at 1-800-559-5356 to get information on approval agencies.

Electrical equipment is considered to be approved if it bears the certification mark or Field Evaluation label of an organization that has been accredited by the Standards Council of Canada to approve electrical equipment. If these markings are missing, the equipment is considered to be unapproved. Since markings are updated regularly, visit the Electrical Safety Authority’s website for a current listing.

Exhibitors with unapproved electrical equipment that wish to display, but not connect or provide electricity to the equipment, must complete the Permission to Show Application Form and pay the fee indicated for each piece of unapproved electrical equipment that will be displayed but not energized. Exhibitors will be provided with a sales receipt that must be available to inspectors on show site at all times. The Permission to Energize application does not permit the connection/energizing of unapproved electrical equipment.

For more information contact Megan Mitchell-Downey at Megan.Mitchell-Downey@informa.com

6) Signage.

All booths (except island spaces) will receive standardized signage (17″W x 11″H flag signs attached to the provided wall structure).

IMPORTANT NOTE: no roll-up banners/pop up booths are permitted on the show floor (see examples below).

 

 

7) No Overhead Trade Banners.

No overhead trade banners or halos are permitted to be hung/installed above your booth. See the examples below.

Installations and lighting are welcome at the approval of Christine Heyman, Christine.Heyman@informa.com.

8) Sale Signs.

At no time will SALE signs, SHOW DISCOUNT signs, SHOW SPECIAL signs, or others of this nature be permitted on the exhibit floor. Show management will ask you to remove the signs if they are on display.

9) Suspended Installations

Suspended installations are welcome, please send to Christine Heyman at Christine.Heyman@informa.com for approval. All suspended installations must be installed by the exclusive rigging supplier, SHOWTECH.  For more information, please read the MTCC's Rigging/Overhead Work Policy.  To order overhead work for your booth, contact Ralph Scali, SHOWTECH Manager, at rscali@showtech.ca or call 416-585-8500.

10) Soliciting.

Distribution of samples, souvenirs, or literature must be confined within the exhibitor’s booth space. Absolutely no solicitation is allowed in the aisles, at any show or building entrance, or anywhere on the grounds of the Metro Toronto Convention Centre. This includes solicitation by costumed personnel.

11) Furniture & Accessory Rentals.

A limited selection of furniture is available from Stronco Show Services and can be ordered using the link below. Rented draped tables and draped platforms are not permitted. NOTE: IDS supports original design. Please ensure all furniture is the original design and not a copy.


Furniture Rental Order Form
show code: 515445033
Earlybird Deadline: December 27, 2022

12) Water/Plumbing.

Water line connections or fill and drain service can be ordered using the SHOWTECH link below. Floor ports that house water supply are spaced every 30 ft. on centre throughout the show floor.


Water/Plumbing Order Form
Earlybird Deadline: December 22, 2022

13) Propane Gas.

Exhibitors wishing to display any equipment that is fueled by propane must receive permission from the MTCC 30 days prior to show date. Download the Propane Cylinders, Butane & Natural Gas Appliances permission form below and submit as directed to the MTCC Safety Compliance Manager at FireSafetyReply@mtccc.com.


Propane Cylinders & Butane Permission Form
Deadline: December 15, 2022



Once approval has been granted, the exhibitor can then place their propane service order through SHOWTECH by contacting Ralph Scali at rscali@showtech.ca.

Note, natural gas is not available in the south building.

14) Cleaning.

Aisles and common areas within the show will be cleaned daily. Exhibitors are responsible for the appearance of their own booths. Exhibitors must make arrangements for all booth cleaning, and are required to use the janitorial services of the MTCC for all booth cleaning, including vacuuming of booths prior to show opening. Janitorial services (carpet shampooing, vacuuming, dusting, and garbage removal) are available to order using the link below . Please note, cleaning is an exclusive service provided by the MTCC and exhibitors cannot bring their own cleaning staff.

At the end of the show, exhibitors are also responsible for removing all garbage and debris from their booth upon moving out of the MTCC. There will be a bulk garbage removal fee charged to the exhibiting company if this is not adhered to. This will be billed directly to the exhibitor, with payment due 30 days after the invoice is submitted.


Booth Cleaning Order Form
Early Bird Deadline: January 4, 2023

15) Occupational Health and Safety.

Exhibitors and their contractors must comply with the legislation contained in the Occupational Health & Safety Act (the green book) and its applicable regulations. The Ministry of Labour has deemed the show floor a construction site during move-in and move-out. As a result, there are three areas we will require your compliance on:


1. Personal Protective Equipment:

Anyone working or visiting the show floor during move-in and move-out regardless of their booth size or location on the show floor MUST wear the following:

  • CSA approved hard hat (bicycle helmets are not allowed)
  • CSA approved steel-toed safety shoes (look for the green triangular patch), toe caps are not allowed.
  • High visibility vest

This requirement is mandatory, and you will not be permitted to enter halls D or E without your hard hat, safety shoes and vest. This requirement will be strictly enforced until such time all of the construction activity throughout the exhibit hall has been completed. All other construction activity requiring the use of personal protective equipment such as safety glasses, gloves, fall protection, etc., will also be enforced.

Safety equipment can be found at the following locations (call ahead to be sure stock is available!):


2. Ministry of Labour Form 016-1000E

All exhibitors are required to submit to us the completed Form 016-1000E (“Registration of Constructors and Employers Engaged in Construction”). The form is to be completed by the employer who is constructing or building the booth. If the exhibitor is using their own staff to build the booth then they would complete the form with their own company information. If the exhibitor has hired a third-party contractor, then the contractor must complete the form.


Form 016-1000E (Mandatory)
Deadline: January 6, 2023


3. Health & Safety Declaration Form

All exhibitors are required to submit the Health & Safety Declaration Form by the appropriate deadline.


Health & Safety Declaration Form (Mandatory)
Deadline: December 23, 2022

 

16) Installation.

Construction and installation of displays must be confined within the exhibitor’s booth space and is not permitted in the aisles. Construction that may cause disturbance or damage to other exhibits, such as strong paint fumes or excessive dust, is prohibited. The MTCC does not have collective agreements with labour, carpentry or painting unions, however, some work conducted in the exhibit hall must be performed or provided by Exclusive Suppliers only.

Stronco Show Services is able to provide install and dismantle labour; make arrangements via the Stronco Labour Order Form below.

Any exhibitor who plans to use an independent contractor(s) other than the IDS23 Official Suppliers must submit the Notice of Intent to Use Exhibitor Appointed Contractor (EAC) Form and a copy of the EAC’s certificate of insurance by by the appropriate deadline. The EAC must comply with the requirements and regulations listed on the form. EAC’s cannot perform the work of Exclusive Suppliers.


Installation and Dismantling Labour Order Form
show code: 515445033
Earlybird Deadline: December 27, 2022


Exhibitor-Appointed Contractor Form
Deadline: December 23, 2022

17) Storage.

There is no complimentary storage at the MTCC during the show. Stronco Show Services will, if required, arrange for the removal and return of items needing storage (note, this is a paid service for which exhibitors are responsible unless they have booked the Material Handling services which includes storage of empty crates and pallets). All containers should be clearly marked with the exhibitor’s name and booth number. Exhibitors who handle their own freight should complete the Stronco Storage Order Form below if they wish to arrange storage of empties or other material during the show. NOTE: exhibitors who have ordered Stronco Material Handling already have storage included with their order.


Storage Order Form
show code: 515445033
Earlybird Deadline: December 27, 2022


Material Handling Order Form
show code: 515445033
Earlybird Deadline: December 27, 2022

18) Environmental Considerations.

IDS is working to exceed the needs of the design community while limiting environmental harm. We are committed to strengthening our practices and assisting exhibitors in adopting sustainable thinking and a behavior shift. All exhibitors are encouraged to conceive of installations that can be reused or upcycled by using sustainably-sourced or creatively-recycled materials. Below are items to consider when designing your booth:

  • Avoid using drywall. Plywood or wood framing would be a better-suited, impermanent wall option with a longer life span. However, if reuse is not intended and donation is not possible, drywall is a better solution as it can be recycled, whilst plywood cannot. Painted/treated wood is not recyclable and instead goes into landfill.
  • Design with reuse in mind after the show.
  • Specify local materials (locally manufactured and/or raw materials).
  • Look out for materials with sustainability credentials, such as wood sustainably certified to the FSC or PEFC standards.
  • Use recycled materials or choose materials that can be recycled post-event.
  • Use rapidly renewable materials.
  • Choose construction methods that allow components to be taken apart and reused or donated (i.e no adhesive).
  • Avoid materials like styrofoam/polystyrene, PVC, fiberglass and high-VOC paints.

If you have sustainability suggestions to share with your fellow exhibitors, please send them to Megan.Mitchell-Downey@informa.ca so we can expand our list of best practices.

19) MTCC Material Donation Program and Recycling.

The MTCC and IDS have partnered with Habitat for Humanity to donate items rather than throw them out or ship them back post-show. Items such as; promotional items, samples, furniture and booth display materials. All of these items must be pre-approved by the MTCC to donate prior to the show opening. To get pre-approval and make arrangements for donations, please  the Sustainability Team at donations@mtccc.com . Note: The process will require photos of all items, prior to approval. 

The MTCC also has an aggressive waste reduction program in place in order to reduce landfill by recycling whenever possible.

Acceptable Donation Items (new or showroom condition)

  • Appliances & electronics
  • Windows & doors
  • Sinks, tubs, shower heads, faucets & bathroom vanities
  • Artificial flower arrangements – may be accepted if photos are first sent for approval
  • Framed photos & pictures
  • Lamps, light fixtures, ceiling fans and unopened packs of lightbulbs
  • Hardwood flooring – minimum 200 sq. ft. of each style
  • Tiles – minimum 100 sq. ft. of each design
  • Carpet tiles – complete carpet size (disassembled and stacked on skids)
  • Rugs
  • Bathroom hardware (towel racks, doorknobs)
  • Door hardware (locks, hinges, levers)
  • Cabinets & shelving
  • Furniture (dining room, bedroom, living room, patio)
  • Countertops & backsplashes
  • Home décor items (seasonal decorations, candles, vases, mirrors, flower pots)
  • Building materials (plyboard, nails, screws, fasteners, tools)
  • Paint & stain (up to 2,500 litres at one time)
  • BBQ & grills
  • Lawn & garden equipment
  • Pillows and mattresses (unsoiled and in a mattress bag – can be provided if needed)

20) Display Vehicles.

Absolutely no vehicles of any description are allowed to be displayed on the Show floor except for those of the IDS Car Sponsor.

21) Balloons.

Absolutely no balloons of any kind are permitted at IDS.

22) Animals.

Absolutely no animals are allowed to be used within exhibitor booths as display props. If you believe the animal is necessary to sell your product you must request permission from Megan Mitchell-Downey, at Megan.Mitchell-Downey@informa.com. NOTE: service animals are allowed into all the areas of our event that are open to the public.

23) Internet Access.

There is no complimentary WiFi access on the Show Floor. To order internet access, complete the MTCC Internet link below. Wireless Internet access for exhibitors includes unlimited wireless access for one computer or wireless device from anywhere within the Metro Toronto Convention Centre for the duration of the event. Access codes for additional computers or devices are available at a reduced cost. Wired Internet Access is also available. Show Management, exhibitors and attendees are prohibited from providing or distributing any wired or wireless (including cellular-based and 3G/4G wireless access points) Internet access within the facility without permission from the MTCC. Any installations that have not been granted permission in advance will be subject to removal without compensation. Complimentary WiFi is available outside the exhibit halls in the lounge areas.


Internet Order Form
Early Bird Deadline: January 4, 2023

24) Food & Beverage Service and/or Sampling.

MTCC’s catering department has exclusive food and beverage distribution rights within the Metro Toronto Convention Centre. If unapproved food is brought into the MTCC it will be removed by the MTCC’s Beverage Manager and/or security.


In-Booth Catering.

Exhibitors who wish to have food served from their booth during the Opening Night Party or at any other time during the show can make arrangements by completing the Exhibitor Catering Order Form (PDF coming soon) or by contacting catering@mtccc.com.


In-Booth Catering Form
Deadline: Friday, December 16, 2022


Food and/or Beverage Sampling.

Exhibitors may distribute SAMPLE food and/or beverage products ONLY upon written authorization and adherence to ALL of the conditions outlined in the Authorization Request – Sample Food and/or Beverage Distribution Form (PDF coming soon).


Food Sample Request Form
Deadline: Friday, December 16, 2022


Liquor.

Alcohol is not permitted on the show floor unless purchased from the MTCC. If Alcohol is brought into the MTCC it will be removed by the MTCC’s Beverage Manager and/or security. Any liquor bottles that are being used for display purposes must be empty. If you wish to serve liquor to clients in your booth you can make arrangements with the MTCC at 416-585-8144 or catering@mtccc.com.

25) Dismantling Procedures.

Immediately after the show closes at 6:00pm on Friday, January 20, 2023 exhibitors will be permitted to begin dismantling their displays. All empty crates and boxes will be returned to booths by 8:30pm. Product is most vulnerable to loss during dismantling, and so never leave valuables unattended. The show’s general security is merely a presence to inhibit theft. Every item, whether exhibit material, brochures or trash, belonging to exhibitors must be removed entirely from the MTCC by Friday, January 20, 2023 at 11:00pm. Should any exhibitor fail to remove all property by the time stipulated, then the exhibitor shall indemnify Show Management in respect to any claim thereby occasioned. Show Management shall be entitled, but not obliged, to remove such materials belonging to the exhibitor, who shall be liable for all loss and costs incurred. Read more about move-out HERE.