Exhibitor Manual

Exhibitor Checklist

Click on the links below to access the order forms.

IAFS 2017 Required Items

ITEM MANDATORY? DUE DATE
Read General Exhibitor Information YES ASAP
High-res logo & organization write-up YES June 23, 2017
Booth plan approval exhibits > 300 sq ft June 23, 2017
Book hotel rooms at negotiated rates
Book hotel rooms for groups of 10 or more
YES July 19, 2017
Submit Certificate of Insurance YES July 24, 2017
Exhibit staff registration YES July 24, 2017
Submit Entertainment Request Form If needed July 24, 2017
Submit Giveaway Request Form If needed July 24, 2017
Ship items to Advance Warehouse Recommended August 7 – August 21, 2017

 

Important Information

Exhibition Schedule / Move-in / Move-out (click to expand)

Date & Location

Conference Dates Monday, August 21 – Friday, August 25, 2017
Exhibition Dates Wednesday, August 23 – Friday, August 25, 2017
City Toronto, Ontario, Canada
Venue Sheraton Centre Toronto Hotel
Exhibit Halls Lower Concourse Level

Schedule

Exhibitor Move-in Tuesday, August 22, 2017
Wednesday, August 23, 2017
14:00 – 19:00
08:00 – 09:30 quiet only **
Exhibition Hours * Wednesday, August 23, 2017
Thursday, August 24, 2017
Friday, August 25, 2017
09:30 – 16:00
09:30 – 16:00
09:30 – 16:00
Exhibitor Move-Out Friday, August 25, 2017 16:00 – 17:30 quiet only **
17:30 – 20:00 regular move-out

* All exhibits are required to be staffed during the Exhibition Hours – no exceptions.

** Please note that due to ongoing sessions nearby, only quiet carry-out will be allowed from 08:00 to 09:30 on Wednesday, August 23, and from 16:00 to 17:30 on Friday, August 25. Regular move-out will commence at 17:30 on Friday, August 25 after the last sessions. Empty crates will only be returned to the Exhibit Hall at that time. To ensure all materials are removed from the facility in a timely fashion, please have carriers check in by 15:30. Exhibitor materials must be cleared from the show floor by 20:00.

Floorplan (click to expand)

The Floorplan is a “working draft” and changes may be made up until one (1) week prior to the event. Every effort has been made to ensure the accuracy of all information contained on the Floorplan. However, no warranties, either expressed or implied are made with respect to the Floorplan. It is the sole responsibility of the exhibitor to verify all dimensions and locations. This includes the location of building columns, utilities or other architectural components of the facility.

For an up-to-date Exhibit Floorplan, please click here.

Registration and Housing (click to expand)

For every exhibit space purchased in the event, each exhibiting organization receives two (2) complimentary Exhibit Staff registrations and up to four (4) Conference registrations at the special exhibitor rate of USD 300 each.

Exhibit Staff registrations grant access to the Exhibit Hall only. Conference registrations at the special exhibitor rate grant access to all Conference sessions and the Exhibit Hall. In addition, both types of badges come with the following privileges:

  • Conference Program including all promotional materials
  • Opening Ceremony and Welcome Reception
  • Networking Breaks

An email with the registration information will be (or has already been) sent to each exhibitor. Please refer to the email and the link to register. Exhibitors may collect their badges on-site at the Registration Desk after a brief identification check during the exhibition move-in period.

Accommodation can be booked at time of registration.

Although the IAFS 2017 Secretariat and the Housing Bureau do their due diligence and negotiate the lowest possible group rates, we cannot predict future specials hosted by competing hotels. However, we urge all sponsors, exhibitors and delegates to support the Conference and book through the official housing bureau. The success of the Conference and the supporting associations depends on your using the contracted hotels. To book accommodation, please proceed here.

WARNING: We are aware that illegitimate companies are targeting our exhibitors, calling to ‘offer’ to set you up with accommodation. These companies are often fraudulent. Please note that they are not affiliated with us and that the only way to register & book accommodation will be only through the Conference website, with the dedicated link sent to you.

Standard Exhibit Space Package (click to expand)

Each exhibit space includes the following:

  • Floor space as assigned, carpeted, 100 sq ft (9 m2)
  • Booth ID sign with booth number and company name
  • Back drape: 8’ high (2.50 m) BLACK
  • Side drapes: 3’ high (0.90m) BLACK
  • 6’ skirted table BLUE
  • Chairs (2)
  • Wastebasket

Exhibit space does not include: additional furniture, electricity, internet connection, labour, shipping or any other services. These items should be ordered through the forms referenced further down on this page.

Note: Tabletops include only 1 table and 2 chairs, they don’t include back & side drapes.

Shipping - Advanced Warehouse & Show site (click to expand)

The IAFS 2017 Secretariat recommends using the Advanced Warehouse services of RSS to ensure timely delivery of your materials to your booth. RSS will accept and store your shipment at our warehouse for a maximum of two weeks in advance of the show. The exact availability dates for the Advanced Warehouse are August 7 – August 21, 2017. Please note that charges will apply for early or late shipment.

If using the services of the Advanced Warehouse, click on "Ship items to Advance Warehouse" to view details, order shipping & material handling services, and obtain shipping labels.

If shipping directly show site, click on "Ship Items Show site" to view details, order, and obtain shipping labels. You will still need to order Material Handling.

 

CBSA Letter of Recognition
Border-to-Show privileges have been granted for IAFS 2017. The CBSA (Canada Boarder Services Agency) has advised its ports of entry to allow your goods to move directly to the show site (once they have been reported to CBSA at the first port of entry) where officials will perform the necessary clearance procedures.

Please attach a copy of the letter (here) to any boxes or packages being shipped to Canada for this event.

Move-In & Construction Limitations (click to expand)

Move-in times must be adhered to and will be enforced. The exhibition halls will be closed during non-Exhibitor Service Centre Hours, during which time no one will have access to the halls. Exhibitors have to complete exhibit construction within the given move-in time frame, which is specified in the Exhibition Schedule. Any exhibitor, who has not commenced exhibit construction/decoration one hour prior to event opening, is subject to removal by the IAFS 2017 Secretariat at its own discretion. Moreover, the exhibitor is then liable to IAFS 2017 for the agreed exhibit rental fee. The exhibitor is not entitled to damage claims.

The exhibitor and their affiliates are liable for any damage they cause to building, floors, walls, columns, and to standard exhibit equipment. Application of labels, tape, paint, lacquer, adhesives or other coatings to building columns, floors and walls or to standard exhibit equipment is strictly prohibited. Any damages made by an Exhibitor and/or their affiliates will require compensation for the cost of recovering any damaged facilities to the original state.

All exhibits must comply with all regulation established by the safety authorities. All materials used for decorating must be fire resistant. Cartons, boxes and crates may not be stored under tables, behind displays or in any part of the exhibit area. At the exhibitor's expense, empty crates, etc. will be picked-up, stored and returned to each exhibit space after the event. The IAFS 2017 Secretariat, the Sheraton Centre Toronto Hotel and/or local authorities can enforce an order of dismantling of booths and exhibits that have not been approved or do not follow the regulations.

The Ontario Electrical Safety Code (Ontario Regulation 10/02) is the provincial regulation that defines the minimum requirements for electrical installations and electrical products in Ontario. The Electrical Safety Authority (ESA) is responsible for enforcement of the Ontario Electrical Safety Code.

Rule 2-022 of the Ontario Electrical Safety Code requires that any electrical equipment that is being displayed or used in any congress shall be approved; this includes lighting and any display equipment. Electrical equipment is considered 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. Bulletin 2-7-*22 (*indicates latest version) shows all approved certification marks or Field Evaluation markings accepted in Ontario. Since markings are updated regularly please make sure to visit www.esa-safe.com (electrical product safety section) for a current listing.

Electrical equipment shall be approved as an assembled unit. The exhibitor is expected to make every reasonable effort to have electrical equipment approved prior to the show. Please see application forms in the section “Exhibitor Order Forms”. For more information call: 1 (877) ESA-SAFE (372-7233).

All exhibitors with an exhibit space in excess of 300 square feet (27 square meters) are required to get approval on their booth layouts/designs from the IAFS 2017 Secretariat in writing. The layout, with measurements and building material specifications, needs to be submitted in detailed drawings to the IAFS 2017 Secretariat. If exhibit plans are revised after approval has been send, the revised plans need to be re-submitted for approval as soon as possible. Please allow enough time for exhibit construction approval.

Deadline for submission of booth layout: June 23, 2017

 

Maximum booth height restrictions are as follows:
Booths under 300 sq ft 8’ 0” 2.5 m
Booths starting at 300 sq ft and bigger 11' 8'' 3.5m

The arrangement of displayed items or structures shall not disturb other booths or hinder passage of visitors. Displayed items should not create inconveniences to visitors and be kept at least 1’-0” (30cm) away from the exhibit space line. If exhibitors fail to conform to this rule, the IAFS 2017 Secretariat may demand those items to be relocated. This restriction is designed to give an equal opportunity to every exhibitor in terms of space and visibility.

Any exhibit construction that requires the use of power tools must have the appropriate dust extraction equipment. All construction waste, including but not limited to, concrete, wood, grout, molding, flooring, etc., must be removed by the exhibitor. Failure to do so may result in additional costs billed to the exhibitor. Also, painting besides finishing is not allowed inside the hall (fire prevention safety rule). Due to electricity lines under the floor, exhibitors must be careful not to spill water or wash the floor with water.

No one under the age of 16 years may be allowed in the exhibit area during move-in / out. During move-in/out, exhibit halls and loading dock areas are considered hazardous work areas. As such, there shall be absolutely no drinking of alcoholic beverages, no horseplay and in general, any and all unsafe conditions or activities are to be corrected promptly.

Security & Safety (click to expand)

The Exhibition Hall will be locked during non-Exhibit hours. Although 24-hour security is provided, including during set-up, show hours and dismantling, the ultimate responsibility for displayed exhibits and equipment lies with the individual exhibitor. Exhibitors must secure, at their own expense, appropriate liability/loss insurance at all times. Security services are available through the venue. Exhibitors will not be allowed to enter the Exhibit Hall during non-show hours without consent of the Conference Secretariat. IAFS 2017 and its affiliates will not be held responsible for the loss, theft or damage to exhibitor supplies at all times.

Exhibitors should take necessary safety measures prior to using dangerous equipment or parts during the show, in order to prevent accidents. Each exhibitor is responsible for the maintenance and safety of their equipment.

A Security team is on site 24/7. For non-emergency situations, dial "4348" (Lost and Found) or "0" on any in-house phone. For emergency situations, dial "4977". All Security associates are trained in First-aid, CPR, and Automated External Defibrillator. In the event a participant of the meeting requires any medical assistance, please dial "4977" or 911. There are five Automated External Defibrillators on site. In case of a power outage, our building is equipped with an emergency generator for emergency lighting and power supply.

Advertisements, Sales Activities and Presentations (click to expand)

The exhibitor agrees to confine all products/ service demonstrations and other sales activities to the limits of the contracted exhibit space and within the maximum height set. Distribution of any material is likewise limited to said-exhibit space confines. Exceptions may be given by the Secretariat prior to show opening in writing.

The use of games of chance, lottery devices, musical instruments and other sideshow practices is permitted only with written permission of the IAFS 2017 Secretariat. The use of amplifiers, musical performances and any other sound generating equipment - even for advertising purposes - requires an advanced written approval as well. Noisy demonstrations may be restricted or prohibited after permission if such demonstrations are considered a disruption of the general order of the event. A request form is available here.

Flashlights and revolving light equipment are prohibited. Lights from one exhibit should not disturb or damage other booths.

The exhibitors are not allowed to carry items, signboards and brochures for recruitment purposes.

Giveaways (click to expand)

Giveaways should be educational in nature and must be pre-approved. As per the University of Toronto’s accreditation rules, exhibitors and sponsors cannot distribute gift items. This includes small items bearing the company’s name and/or logo.

Distribution of pre-approved educational material is limited to contracted exhibit space only. It is recommended to await approval from the Conference Secretariat prior to production and shipment of any Conference-related giveaways. Permission to hand out giveaways may be restricted or prohibited after permission if such giveaway is considered a disruption of the general order of the event. A request form is available here.

In-Booth-Catering (click to expand)

The exclusive caterer for IAFS 2017 is the Sheraton Centre Toronto Hotel.

It retains the exclusive right to provide and control all food and beverage services for any event held at the Hotel, including catering and concession services, sale of alcoholic as well as non-alcoholic beverages, and to retain any revenues from these sales. It is not permissible for any food and beverage to be purchased or brought in from off-site and served in the facility, regardless of quantity.

For more information on the In-Booth Catering Menus please contact Deborah Cloutier at the Sheraton Centre Toronto Hotel.

Please note that prices offered by the hotel only apply for In-Booth Catering. Catering requirements for any other event taking place during the Conference have to be discussed with the Conference Secretariat.

Announcements/Messages (click to expand)

Announcements will not be permitted during the show.

Parking (click to expand)

The hotel has valet parking for $50/24 hours with in and out privileges.

Outside the hotel, the Green P Carpark 36 is located at 110 Queen Street West (Nathan Phillips Square Garage). It is a garage with 2,087 space capacity and height restriction of approximately 6’ 4”/1.93 m. There are no bike racks. For more information, visit http://parking.greenp.com.

Non-Smoking (click to expand)

The Sheraton Centre Toronto Hotel is a non-smoking facility.

Electronic cigarettes and vaporizers are subject to the same regulation by the Sheraton Centre Toronto Hotel.

Move-out & Removal (click to expand)

Dismantling of exhibit construction and décor may only commence on Friday, August 25, 2017 at 16:00 (carry-out only) with regular move-out starting at 17:30. The IAFS 2017 Secretariat reserves the right to charge the exhibitor a contract penalty fee if this clause is violated. The exhibit space has to be left in its original condition not later than outlined in the Exhibition Schedule.

The Sheraton Centre Toronto Hotel endeavours to operate in a manner that fully complies with the Ontario Occupational Health & Safety Act. The facility requests the full cooperation of exhibitors, their contractors, suppliers, staff and guests in ensuring a safe and healthy environment. Please note that in all cases without exception, children under the age of 16 are prohibited on the event floor during move-in and move-out. Scooters, in-line skates, bicycles, skateboards and similar items are not permitted for use inside the facility. Freight should be moved in and out through designated loading areas only – other facility entrances should not be used.

After the exhibition, when the subcontractors remove the furniture, exhibitors should pay attention not to leave behind any belonging in the drawers and the shelves. The IAFS 2017 Secretariat does not take the responsibility for any damages and losses as a consequence. All of the participants must return the equipment and tools that may have been leased from the IAFS 2017 Secretariat.


 

Ordering Other Items

ITEM MANDATORY? EARLY-BIRD PRICING
DEADLINE
Order with RSS
Booth Furniture August 4, 2017
Hardwall Package Optional
(pipe & drape included)
August 4, 2017
Graphic & Sign August 4, 2017
Material Handling If shipping
materials
August 4, 2017
Labour & Dismantle August 4, 2017
Order with PSAV online (you will receive login credentials, click here if you have difficulties.)
Electrical & Lighting August 4, 2017
AV Items August 4, 2017
Internet August 4, 2017
Telecommunication August 4, 2017
Order with Sheraton Centre Toronto Hotel
In-Booth Catering July 22, 2017
Security August 8, 2017
Customs & Shipping Forms Recommended Prior to shipping
CBSA Letter of Recognition
(US and international exhibitors only)
Recommended Prior to shipping
Order Lead Retrieval System – coming shortly
TBC
Ship items Show site TBC

 

Contacts

Conference Organizer Contact Information (click to expand)

Conference Manager
Laura Robinson: +1 604 639 3928
IAFS2017@icsevents.com

Sponsorship & Exhibit Manager
Cali Vindeirinho: +1 604 639 3919 (office) – +1 778 847 7461 (onsite)
IAFS2017-Sponsorship@icsevents.com

Registration & Housing Manager
Thespena Kanakos: +1 236-521-0021
IAFS2017-Registration@icsevents.com

Supplier Contact Information (click to expand)
Robinson Show Services (RSS) General Services Contractor (Furniture, Accessories, Advanced Shipping)
Official Supplier
Alexandra Buonaiuto
Email
+1 905 417 7789 ext.226
Presentation Services (PSAV) * AV Equipment, Electrical, Telecommunications, Internet
Official Supplier
Email
+ 416 304 1354
Sheraton Centre Toronto Hotel In-Booth Catering, Security
Official Supplier
Deborah Cloutier
Email
+1 416 947 4863
Davidson & Sons Customs Brokers Ltd. Customs Broker & Freight Services (outside of GTA)
Official Supplier
Stefanie Lane
Email
+1 604 681 5132
TBC Lead Retrieval
Official Supplier
 TBC
FedEx Office at Sheraton Toronto Show Site Shipping Email
+1 647 255 1856

* PSAV is the selected exclusive provider of Power Distribution, HSIA (High Speed Internet Access), Telecommunications, and Rigging Services in addition to being the preferred on-site audio visual production company at the Sheraton Centre Toronto Hotel. An ONLINE ordering system will be used for this event and you will receive login credentials shortly. Should you have any challenges logging into the store, or require special items not included in the store, please contact PSAV’s on-site Sheraton Centre Toronto team at the contact details above.

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