IDS Contract Exhibitor Kit.
1) Fire Safety Regulations.
It is the exhibitor’s responsibility to comply with the Fire Regulations and requirements of the City of Toronto Fire Department. In addition, all exhibitors must review the Fire Safety Regulations outlined by the MTCC and then complete the Fire Safety Reply and return to the MTCC by the deadline.
Fire Safety Reply Form with Fire Safety Regulations (MANDATORY)
Deadline: December 15, 2022
The Ontario Building Code prohibits the use of flammable materials in booth construction and décor. Styrofoam and foam core, in any form, is forbidden. Fire regulations require that all decorating materials (i.e. fabric and carpeting, etc.) be fireproofed or made of fire retardant material. This does not apply to displaying your own product. Flameproofing usually lasts from 6 months to 1 year. All fireproofing must take place off-site prior to move-in. Once your display has been flameproofed please make sure you bring the documentation on-site to show to the fire prevention inspector. This will avoid having to fire-test the exhibit on site. The documentation should indicate by whom and when the fireproofing was done, the exact materials flameproofed and the flameproofing compound used and the approximate period of effectiveness. The fire prevention inspector will remove equipment and materials considered hazardous at the exhibitor’s expense. Service for flameproofing can be arranged with the recommended fire proofer Green Dolphin.
2) Exhibitor Insurance.
Neither Show Management nor the building owners accept any responsibility for injury to person, loss of or damage to products, exhibits, equipment or decorations, by fire, accident, theft or any other cause while in the building or its grounds. Show Management is not responsible for any injury, damage or theft occurring on the way to or from the Show or while on-site. Exhibitors, and any exhibitor appointed contractors, must possess comprehensive liability insurance which provides a minimum limit of liability of five million dollars ($5,000,000) for bodily injury and/or property damage in any one occurrence, includes a cross-liability clause, names both Informa Canada Inc. and Metropolitan Toronto Convention Centre Corporation as additional insured and provides that it will not be cancelled or materially altered before the termination of the Occupancy Period. This can be arranged through the exhibitor’s own insurance broker for a nominal fee. Exhibitors who do not have insurance may purchase temporary coverage for the duration of the show from Exhibitor Insurance using the link below.
The insurance must be issued by an insurance company licensed to transact business in North America and cannot be cancelled or materially altered prior to the termination of the Occupancy Period, January 15-20, 2023.
The following must be listed as additional insured:
- Informa Canada Inc. (20 Eglinton Ave. W. Suite #1200, Toronto, ON M4R 1K8)
- Metropolitan Toronto Convention Centre Corporation (255 Front Street West, Toronto, ON M5V 2W6)
Send a copy of your certificate to the IDS office to the attention of Abby Calusin at Abby.Calusin@informa.com. Deadline for submission is December 23, 2022.
Exhibitor Insurance Order Form
Deadline: December 23, 2022
3) Exhibit Hall Security.
IDS will take all reasonable security precautions to safeguard the premises. A security firm has been hired to provide 24-hour service to the exhibit halls. While we provide security, you must be vigilant and aware of your possessions. Exercise the following precautions to safeguard your booth during the Show:
- Try to be on site when your product is being delivered to your booth.
- Conduct a physical inventory after your product has been delivered, noting any missing or damaged items.
- Do not leave your bill of lading unattended in your booth.
- When setting up your booth, place your products where you can keep an eye on them.
- After setting up your booth, conduct a visual inventory of your product and the way in which it is displayed (your camera phone is helpful for this.) Inventory all valuable items in your booth by recording serial numbers and descriptions.
- Store any excess product or giveaways in a locked cabinet.
- Don’t leave purses or briefcases on tables near the entrance of the booth or in an unattended blind spot. They should also not be left behind drapes or underneath tables since this is the first place that is targeted.
- Try to greet anyone that comes into your booth – this lets them know that you are aware of their presence and will discourage any attempts to steal.
- If your booth contains many valuables which are difficult to secure or time-consuming to setup or teardown on a daily basis, you may want to consider hiring your own overnight security guard. The expense will be justified should you lose one item.
- When you leave at the end of each day either take your laptops, tablets or other electronic equipment with you, or store them in a locked cabinet.
- Never leave cash or credit card receipts in your booth overnight.
- At the closing of the Show, don’t leave your booth immediately; remain there until the floor clears. This is one of the premium times during which theft occurs.
- Stay with your product on closing day until it has been securely packed and picked up for shipment. If you’re returning the following day to pack up your booth then it’s advisable to remove small cartons and open cases of products immediately after 6:00pm on closing day to minimize the possibility of loss or damage to such items.
- Obtain proper insurance coverage for your booth display and products, including transit to and from the Show site. (Show Management is not responsible for any injury, damage or theft occurring on the way to or from the Show or while on site.) Exhibitors are urged to obtain a rider to existing insurance policies to protect booth/product from the time it leaves their warehouse to the time it returns by contacting their insurance agent. Alternatively, insurance for the Show can be purchased through the Exhibitor Insurance link listed above.
If you have any security concerns before the show, please contact Melissa Lauzon at Melissa.Lauzon@informa.com.
4) 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
5) Hazardous Materials/Products – SDS Required
Exhibitor planning to bring hazardous materials or products onsite (including during install/dismantle or in-booth demonstrations) must provide copies of each SDS (Safety Data Sheets) to Show Management. Please email your SDS to Melissa Lauzon at Melissa.Lauzon@informa.com by January 6, 2023.
Exhibitors must also have copies in their booth for reference.