Exhibitor Kit 2013

• ♦ Welcome to your Exhibitor Kit ♦
  This online resource contains everything you need as an exhibitor at IncentiveWorks 2013. The categories below expand to reveal key forms, deadlines and marketing tools that will assist with your event preparation. Please go through the entire kit to ensure you are ready for a successful show.

  Schedule of Due Dates

  **FOR YOUR PROTECTION**
  Please read this important notice from Robin Paisley, General Manager.
  For Your Protection: Must Read
  

  All of IncentiveWorks’ Official Suppliers will be featured in our Exhibitor Kit.
  Official Supplier List

  MANDATORY FORMSHide the Content

  The following forms must be filled out by their deadlines. Please complete and submit all forms in this section. An exhibitor cannot start moving-in and setting up their booth without these forms completed.

  Health + Safety Rules Declaration – due May 31, 2013:
  We are certain you are as committed to the safety of the delegates, exhibitors and staff involved in IncentiveWorks as we are. The attached health and safety requirements are best practices and requirements of the Occupational Health & Safety Act and Regulations in Ontario, Canada. Everyone on the show floor is responsible for ensuring a healthy and safe working environment. A signed copy of the Ontario Event Safety Rules Declaration must be submitted to Show Management by every exhibiting company. Please fax your completed form to 416-510-5140 or email to info@meetingscanada.com
  Safety Rules Declaration

   

  Booth Parameters – due July 15, 2013:
  All exhibitors with a booth 10’ x 20’ or larger must provide Show Management with a floorplan (including dimensions) of your booth for approval. For mandatory guidelines on booth requirements please click on the button here:
  Booth Parameters (for 10′ x 20′ or larger)

   

  Fire Safety Reply form – due July 18, 2013:
  This form provides important information about your booth to the Metro Toronto Convention Centre, the Toronto Fire Department and Show Management to ensure there are no fire hazards.
  Fire Safety Reply Form

   

  Booth Inclusion form – due July 29, 2013:
  This form confirms you are using the booth furniture provided with your exhibit purchase. Knowing in advance what you intend to use keeps our aisles clear during move-in; creating a safer experience for all persons on the show floor.
  Booth Inclusion Form

   

  Insurance – due June 1, 2013:
  A certificate of insurance is required of all Exhibitors participating in IncentiveWorks. Use our handy requirement sheet below. Send this to your insurance provider today. Most insurance providers will draft your certificate at no charge.
  Insurance Requirement

  For Exhibitors wishing to purchase temporary insurance for the show, please find more information on the “Info Sheet” button below. HUB International HKMB is the official recommended show insurance supplier offering insurance programs for our exhibitors. HUB International Info Sheet

  To purchase insurance, click the “Buy Insurance” button here:
  Use booth number 123 to bypass the booth number field.
  BUY INSURANCE

   

  Show Data and RegulationsShow Data and Regulations

  The following documents are important to read through. Please use them as reference guides when applicable.

  REFERENCE GUIDE
  Do you know everything about exhibit set-up and tear down, move in + out times, AV rentals, your booth badges and more? Read this 4 page document for all the details.
  Exhibitor Quick Reference

   

  TERMS, CONDITIONS + REGULATIONS
  As seen in your exhibitor booth contract, please see here for all IncentiveWorks 2013 terms, conditions and regulations.
  Terms, Conditions + Regulations

   

  RULES + REGULATIONS FROM THE VENUE
  Attn: ALL EXHIBITORS → From: The Metro Toronto Convention Centre
  Notice to Exhibitors / Display Companies

   

  BOOTHS LARGER THAN 10′ x 10′ (Also appears in MANDATORY FORMS)
  Is your booth larger than 10′ x 10′? This document provides mandatory guidelines for larger booths.
  Booth Parameters (for 10′ x 20′ or larger)

   

  SOCIAL FUNCTIONS
  IncentiveWorks is a great time for hosting client events. In planning for your client events please read this 1 page notice, which details regulations to keep in mind.
  Social Functions

   

  Venue Requirements and ServicesVenue Requirements and Services

  IncentiveWorks is taking place at the Metro Toronto Convention Centre (MTCC)
  255 Front Street West, Toronto, ON M5V 2W6

  Exhibitor Services Representative: Lisa Rowe, 416-585-8390, lrowe@mtccc.com 

  Welcome Letter

  ONLINE ORDERING
  You can order services from the Metro Toronto Convention Centre online in a one-stop shop process. If you would like to fax or email a form in please see the buttons for each form below.

  Online Ordering

  FOOD + BEVERAGE FORM
  Please read through the food regulations and complete the forms to receive authorization to distribute food or beverages not purchased through the Food & Beverage Department of the Metro Toronto Convention Centre.
  (Form due to Metro Toronto Convention Centre)
  Booth Service Menus + PolicyFood/Beverage Request & Order Form

   

  PARKING PASS FORM
  If you would like to park at the Metro Toronto Convention Centre, we recommend you purchase a parking pass in advance. There are early bird rates, advance rates and once the event begins, onsite pricing applies.
  (Form due to Metro Toronto Convention Centre)
  Exhibitor Parking Pass Order Form

   

  VEHICLE MARSHALLING INFO
  A marshalling yard has been established at 100/120 Cherry Street in order to facilitate move-in and move-out of events at the Metro Toronto Convention Centre. This document provides by the venue includes a map and procedures to make this run smoothly.
  Vehicle Marshalling

   

  TELECOMMUNICATIONS ORDER FORM
  This order form is for exhibitors who need a telephone line within their booth.
  (Form due to the Metro Toronto Convention Centre)
  Telecommunications Order Form

   

  RIGGING + OVERHEAD WORK POLICY
  This policy is provided by the Metro Toronto Convention Centre. It applies to all overhead work in the venue. If you are doing any overhead work, you must abide by this rigging policy.
  Rigging/Overhead Work Policy

   

  RECYCLING PROGRAM INFORMATION
  Where does all the wood, plastic and cardboard go? This document provided by the venue explains.
  Recycling Program

   

  JANITORIAL SERVICE ORDER FORM
  In order to arrange for janitorial service please complete this form. Rates include vacuuming, dusting, cleaning of tables and emptying wastebaskets.
  (Form due to the Metro Toronto Convention Centre)
  Janitorial Service Order Form

   

  INTERNET ACCESS FORM
  To order high speed wireless internet or a dedicated hard wire internet connection for your booth please fill in this form. Note that the Convention Centre trade show floor is not a designated free hot-zone.
  (Form due to the Metro Toronto Convention Centre)
  High Speed Internet Access Form

   

  EXHIBITOR SERVICES BUSINESS CENTRE
  If you need to use the venue to fax, photocopy, print, FedEx small parcels, please see this one-page PDF for pricing.
  Business Centre Pricing

   

  If needed, these additional forms are available. Please let us know if you would like one sent to you:

  • Helium Authorization Form
  • Propane Cylinders & Gas Appliances
  • Animal Authorization Request

   

  Shipping/Customs/SecurityShipping/Customs/Security

  Shipping, customs and security are all critical logistics to make your show experience successful. Please read this section to learn the important details necessary to make sure your materials arrive on time. 

  SECURITY FORM
  If you would like to request booth coverage security, please see pricing and details here.
  (Form due to GSS Security Ltd.)
  Security Booth Coverage

   

  SHIPPING + CUSTOMS INFO
  If you are shipping in materials for your booth this document details where to ship and how to label your shipments so they get to the correct location. It also details how you can store materials before move-in on August 19th if needed.
  Shipping/Customs General Information

   

  OFFICIAL CUSTOMS BROKER
  North American Logistics Services (NALSI) is the official customs broker and freight forwarder for IncentiveWorks 2013. This 1 page document details what NASLI does and how to contact them if required.
  NALSI Announcement

   

  Order Forms
  (Forms due to North American Logistics Services)

  For customs clearance into Canada, please use this form:
  Customs Order Form

  For door-to-door transportation to/from the show, please use this form:
  Transportation Order Form

  If you plan on using your own carrier/courier to ship to our advance warehouse, please use this form:
  Advance Warehouse Form

   

  LABELS FOR SHIPPING DIRECTLY TO THE VENUE
  If you want to include these pre-made labels from Freeman (the show decorator) on your shipments, please print them and affix to your packages. They are only for shipments arriving onsite. (Not prior to August 19th).
  Incoming Shipping Labels

   

  OUTBOUND SHIPPING
  (Also appears in the Show Decorator category)
  (Form due to Freeman)
  During Move-Out the loading dock is a busy place. Please fill in the following one-page form to let the Show Decorator, Freeman, know who is picking up your materials from the loading dock. In the event your selected carrier fails to pick up your shipment, please indicate on the form how you wish to proceed. The venue will not keep your items after move-out is complete. This document can be completed before the show or onsite. Please note that shipments without paperwork will be returned to the warehouse at the exhibitor’s expense.
  Outbound Shipping Form

   

  Insurance/Health & SafetyInsurance/Health & Safety

  We are certain you are as committed to the safety of the delegates, exhibitors and staff involved in IncentiveWorks as we are. This section cannot be overlooked. Please be mindful of the information provided.

  HEALTH + SAFETY QUICK REFERENCE
  The Occupational Health & Safety Act has been in place in Ontario since 1979 and we have all been working subject to it since then. It is critical to be aware of health and safety issues and be able to take action to address, at the very least, the minimum standards of practice that allow us to run our events safely and successfully. Please review the specific policies in place for IncentiveWorks 2013 and referenced by an excerpt from the Occupational Health & Safety Act.
  Health & Safety Quick ReferenceOccupational Health + Safety Act

   

  ONTARIO EVENT SAFETY RULES DECLARATION – Due May 31, 2013
  (Also appears in MANDATORY FORMS)
  The following health and safety requirements are not only best practices but are also requirements of the Occupational Health & Safety Act and Regulations in Ontario, Canada. Everyone on the show floor is responsible for ensuring a healthy and safe working environment. Exhibitors are required to ensure the health and safety of their employees and inform them of these requirements prior to move-in.
  Safety Rules Declaration

   

  FIRE REGULATIONS FOR EXHIBITORS
  The purpose of these requirements is to maintain an acceptable level of fire safety within the Metro Toronto Convention Centre. Please read the requirements.
  Fire RegulationsEmergency Procedures

   

  FIRE SAFETY REPLY - Form Due July 18, 2013
  (Also appears in MANDATORY FORMS)
  A copy of the Fire Regulations for exhibitors is provided here. Please review the regulations to ensure that your exhibit meets the requirements. In some instances, aspects of your booths MUST BE APPROVED IN ADVANCE by Show Management, the Metro Toronto Convention Centre and the Toronto Fire Department.
  Fire Safety Reply

   

  INSURANCE REQUIREMENTS – Due June 1, 2013
  (Also appears in MANDATORY FORMS)
  Please provide your insurance company with this information to draft your certificate to ensure accuracy.
  Insurance Requirements

   

  Lead Retrieval and Audio VisualLead Retrieval and Audio Visual

  Official Show Suppliers
  Registration: Microspec Registration Services
  Audio Visual + Computer:  CCR Solutions

  LEAD RETRIEVAL ORDER FORM
  Microspec Registration Services is the event’s official registration company.  If you would like to scan buyers badges to retain contact information, please read this document and order your unit.
  NOTE: Email addresses are not provided in the final attendee list. Lead Retrieval Scanners will provide email addresses as attendees have given permission to receive their information.
  Lead Retrieval Order Form

   

  AUDIO VISUAL ORDER FORM – Due August 12, 2013
  CCR Solutions is the events official audio-visual and computer supplier. Please make all orders through this form.
  Audio Visual Order Form

   

  Marketing and PromotionMarketing and Promotion

  
  INCENTIVEWORKS MEDIA KIT 2013
  There are many ways to increase your exposure with the IncentiveWorks’ audience. Take a look through the media kit, to learn more. 
  IncentiveWorks Media Kit

   

  Build traffic @ your booth!
  Building traffic at your booth is a wise investment. Let our team help you.

  FREE CLIENT INVITATIONS
  We are pleased to provide you with trade show invitations to share with your current and potential new planner/buyer clients. This is an all-access trade show pass including innovative keynote presentations, entrance to the trade show floor and excellent networking opportunities.

  For a PDF or HTML invitation email Brian Eastcott
  Email Brian Directly

  BANNER ADS **Coming as of May 1, 2013**
  A selection of banner ad sizes to save and add to your website, emails and newsletters will be available May 1, 2013. You can link them to a special page on your website or use the IncentiveWorks homepage: www.meetingscanada.com/incentiveworks

  Available sizes are: 300 x 250, 125 x 125, 468 x 60 and 728 x 90
  If you would like one sent to you email Brian Eastcott.
  Email Brian Directly

   

  DIRECT MAIL ~ Get your invitation right in your buyers hands
  Option 1
  Send your client mailing list (in an excel file) to our third party bonded mailhouse. They will mail the IncentiveWorks attendee promotion to all of your clients. The list will be used for this mailing only and then deleted. We pay for the postcards and the postage. Deadline to provide your list is June 1, 2013 – to our third-party bonded mail-house Origo Direct Marketing Communications: data@origo.ca

  Option 2
  Request complimentary post card invitations. There is space for you to add a personal message before mailing them to your clients. We pay for the postcards, you pay for mailing. Please e-mail beastcott@meetingscanada.com to request your invitations. Deadline to order is June 14, 2013.

   

  SPONSORSHIP OPPORTUNITIES **More Opportunities Coming Soon**
  Sponsorship Opportunities

   

  SHOW GUIDE ADVERTISING
  This one-page document provides pricing and details to advertise and be listed in the Official Show Guide.
  Show Guide Advertising

   

  Show DecoratorShow Decorator

  Official show decorator is Freeman.
  Exhibitor Services Desk, 416-252-3361, FreemanTorontoES@freemanco.com

  This section of the exhibitor kit contains all decorating necessities from moving in to furnishing essentials. Please take a look through the information and forms to see when your scheduled move-in time is and what additional services you will require from Freeman. 

  Welcome LetterFreeman Quick Facts

  METHOD OF PAYMENT: ORDER FORM
  If you are ordering from Freeman, please include this form with your order to tell Freeman your method of payment. Discounted early bird rates end: July 29, 2013.
  Method of Payment

  Payment & Labour Terms + Conditions

   

  EXHIBITOR MOVE-IN SCHEDULE  **Coming July 1, 2013**
  Exhibitor move-in is staggered by time-frame. Your move-in time depends on your booth number. Please look at this show floor plan to see when your move-in time takes place.
  **COMING JULY 1st**

   

  THIRD PARTY AUTHORIZATION FORM
  In order to authorize Freeman to invoice a third party for payment of services rendered to exhibitors, both the exhibiting company and the third party must complete this form and return it at least 14 days prior to show move-in.
  Third Party Authorization

   

  WHAT ARE FREIGHT SERVICES?
  If you want to know more about material handling and freight services, please read this one-page document. 
  What are Freight Services?

   

  MATERIAL HANDLING FORMS
  Freeman has been appointed the Official Material Handling service provider for this event. The Material Handling rates/order form is located in the button just below. Should you prefer to be responsible for the off-loading of materials, please complete and return the Material Handling Exemption Form to Freeman prior to the first day of move-in.

  Material Handling Order Form Material Handling Exemption Form Material Handling Terms + Conditions

   

  OUTBOUND SHIPPING
  (Also appears in the Shipping category)
  (Form due to Freeman)
  During Move-Out the loading dock is a busy place. Please fill in the following one-page form to let the Show Decorator, Freeman, know who is picking up your materials from the loading dock. In the event your selected carrier fails to pick up your shipment, please indicate on the form how you wish to proceed. The venue will not keep your items after move-out is complete. This document can be completed before the show or onsite. Please note that shipments without paperwork will be returned to the warehouse at the exhibitor’s expense.
  Outbound Shipping Form

   

  INCLUSION FORM – Due July 29, 2013
  (Also appears in MANDATORY FORMS)
  Show management provides the following items per 10′ x 10′ boothspace. Please fill in this one-page form to sign back what you need.
  Booth Inclusion Form

   

  INSTALLATION + DISMANTLE INFORMATION and ORDER FORM
  Whether you choose to supervise or you need the assistance of a full-time Freeman employee, Freeman can meet all your needs, from shipping and storage to emergency on-site repairs to basic installation and dismantling to support service coordination including electrical, furnishings and more. Freeman has the resources and the capabilities to help you have the most successful show experience possible.

  Installation and Dismantle Brochure Labour Union Jurisdictions + Regulations Installation and Dismantle Order Form

   

  BOOTH FORK LIFT ORDER FORM 
  If you require a fork lift, please fill in this form.
  In Booth Fork Lift Order Form

   

  ADDITIONAL EXHIBIT PACKAGES
  If you would like a packaged booth set up for your arrival with your graphics already printed, please see these documents detailing a variety of booth set-ups and order forms:

  Rental Exhibits Brochure →  Rental Exhibits Order Form

  Total Flex Brochure →  Total Flex Order Form

  If you would like a 10×10 or 10×20 booth special, please see this document for info and pricing:
  Freeman Booth Special

   

  DIGITAL GRAPHICS
  Digital Graphics Brochure

  Digital Graphics Guidelines Digital Graphics Order Form

   

  FURNISHINGS, ACCESSORIES + CARPET INFO and ORDER FORMS
  The following buttons provide detailed information on items you may need to make your booth look just right.

  Furnishing Essentials Specialty Furnishings Brochure Accessories Order Form Furnishings and Floral Order Form Carpet Brochure Carpet Order Form

   

  Power/Lighting/Sign HangingPower/Lighting/Sign Hanging

  Official show supplier is SHOWTECH Powering & Lighting.

  This section of the exhibitor kit contains forms and information regarding electricity, power and lighting. Please take a look through the buttons below to make sure your needs are covered.

  INFORMATION + CONDITIONS
  Electrical and Lighting Information

  Rigging Policy Overhead Work
  (Also seen under ‘Venue Requirements and Services’ category of this Exhibitor Kit)

  Showtech Terms and Conditions

   

  ELECTRICAL REQUIREMENTS + APPLICATION FORM
  This document provides provincial requirements for exhibiting electrical equipment at trade shows. If applicable, please ensure you meet the requirements and fill out the appropriate paperwork.
  (Form due to the Electrical Safety Authority)
  Electrical Equipment Requirements

   

  FORMS – Discount price due date: August 5, 2013
  Electrical Order Form

  Sign/Banner Hanging Order Form

  If you require your electrical drop anywhere other than from the back of your booth please complete this form:
  Booth Layout Form