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October 24-25, 2020: Ottawa - EY Centre

Sat. 11am-5pm · Sun. 11am-4pm

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Exhibitor Manual for
The Franchise Expo – Ottawa

October 26 & 27, 2019
Ottawa, Ontario
EY Centre
Hall#1

Welcome and thank you for choosing to be a participant in The Franchise Expo - Ottawa. 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 EY Centre, on Friday October 25, 2019 at noon and management will be available to assist you for the duration of the Show.

Manual Quick Links

  1. General Information (Location, Dates, & Times)
  2. Check List
  3. Move-In Instructions
  4. Loading Dock
  5. Exhibitor Parking
  6. Vehicles on Show Floor
  7. Shipping & Deliveries
  8. Customs Broker
  9. Move-Out Instructions
  10. Show Decorator (Furniture & Display Rental)
  11. Booth Installation & Dismantle
  12. Booth Cleaning
  13. Electrical
  14. Telephone / Internet / WIFI
  15. Audiovisual
  16. Hotel
  17. Food Sampling
  18. How to Work a Booth
  19. Lead Retrieval Systems
  20. Exhibitor Badges
  21. Free Admission Passes
  22. Show Guide Ads & Sponsorship
  23. Insurance
  24. Rules & Regulations

GENERAL INFORMATION

 

Show Location

EY Centre
Hall 1
4899 Uplands Drive
Ottawa, Ontario
K1V 2N6
Tel: 613-822-8800

MAP
MAP TO FACILITY

Show Dates & Times

Saturday, October 26, 2019 ~ 11:00 am – 5:00 pm
Sunday, October 27, 2019 ~ 11:00 am – 4:00 pm

Exhibitor Move-In Times

Friday, October 25, 2019 ~ 12:00 pm – 6:00 pm

Exhibitor Move-Out Date & Times

Sunday, October 27, 2019 ~ 4:00 pm – 8:00 pm

Produced By

National Event Management
Suite #102
260 Town Centre Blvd.
Markham, ON 
L3R 8H8
Tel: 905-477-2677 or 1-800-891-4859
Fax: 905-477-7872

Exhibitor Coordinator

Joy Gallaiford
Tel: 905-477-2677 or 800-891-4859 ext. 284
Email: joy@nationalevent.com

Director of Operations

Dina Latina
Tel: 905-477-2677 or 1-800-891-4859 ext. 224
Email: dina@nationalevent.com

 

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CHECK LIST

 

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.

CHECKLIST

 

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MOVE-IN INSTRUCTIONS

 

Move-In Times: Friday October 25, 2019 ~ 12:00 pm – 6:00 pm

  • 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 6:00 pm Friday. Exhibitors will not be permitted to set up during show hours.
  • The aisle carpet will be in place Saturday morning. Dollies and carts WILL NOT be permitted on the carpet. Hand carried items only may be brought in on Saturday.
  • Children 15 years of age or younger will not be permitted in the exhibit area during move-in, set-up, or tear down.

 

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LOADING DOCKS

 

Please note that the loading docks are located at the back (East Side) of the building. Please see map below for details.

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, a forklift will be available to you. However, if you have excessive forklift requirements please speak with Dina Latina (dina@nationalevent.com) to discuss your needs. A charge may apply.


MAP

 

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EXHIBITOR PARKING

 

PRE-SHOW BOOKING DEADLINE: October 19, 2019

Exhibitors at the EY Centre can pre-purchase a special parking pass if parking for two consecutive days or more. Weekend Pass rates inclusive of tax ALLOW FOR IN/OUT PRIVILEGE. Non-discounted daily rates are $8.00 and do NOT include IN/OUT PRIVILEGE.

There are ground level parking spaces available for exhibitors at the back of the EY Centre at 4899 Uplands Drive. Parking is available on a first-come, first-served basis. Spaces cannot be reserved.

PARKING PASS ORDER FORM
MAP

 

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VEHICLES ON SHOW FLOOR

 

All vehicles must abide by the arrival and departure schedules and procedures established by Show Management. Please contact Dina Latina (dina@nationalevent.com) to arrange arrival time if you want to display a vehicle.

When motorized vehicles are approved for use, a protective sheet of visqueen, tarpaulin or comparable material may be required to eliminate damages from leaks of gas, oil, etc., at the exhibitor’s expense.

Motor vehicles or gasoline-powered equipment on display must be equipped with lock-on type gasoline tank caps and batteries are to be disconnected. Gasoline tanks must not be filled beyond the ½ mark in order to allow for expansion of product. Vehicles unable to be equipped with lock-on type caps must have caps sealed in a manner acceptable to the Fire Department.

  • Running of display vehicles during exhibit is prohibited unless approved by the Fire Department.
  • Shows requiring vehicles to run as part of a performance or contest must fill vehicle outdoors from approved safety containers.
  • Propane charged cylinders are not permitted on self-propelled vehicles or trailers on display inside buildings.
  • If at any time an Inspector deems that equipment is being operated in a manner dangerous to public safety, he shall cancel the privilege of the exhibitor concerned.

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.

 

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SHIPPING & DELIVERIES TO THE SHOW

 

Shipping Direct To Show: Friday October 25, 2019

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

Show 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 Dina Latina dina@nationalevent.com 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:

Please address shipments to:
Company name Booth number
The Franchise Expo
EY Centre
Hall 1
4899 Uplands Drive
Ottawa, Ontario
K1V 2N6

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;

TWI Group
Shannon Trotter or Owen Hickey
orders@twigroup.com
Direct Line: 905-812-1124 x 4098 or 4023
Cell: 647-282-6794 or 416-668-7990

TWI ORDER FORMS

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.

Please address shipments to:
TWI C/O YRC FREIGHT/OTTAWA FRANCHISE
2411 Holly Lane
Ottawa ON
K1V 7P2
Attention: Sherry
Phone: 613-744-8501

To request a quote, please complete the below order form and email to:

TWI Group
Shannon Trotter or Owen Hickey
orders@twigroup.com
Direct Line: 905-812-1124 x 4098 or 4023
Cell: 647-282-6794 or 416-668-7990

TWI ORDER FORMS

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CUSTOMS BROKER

 

TWI Canada is our designated official customs broker to coordinate customs clearance of goods destined for The Franchise Expo. Please make sure you contact them at least one month prior to the event in order to arrange your customs needs.

If you have any questions please contact:
Shannon Trotter
Email: orders@twigroup.com
Direct Line: 905-812-1124 ext. 6401
Cell: 647-282-6794

CUSTOMS ORDER FORM

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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. Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited.

All material must be removed by 8:00 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.

 

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SHOW DECORATOR (TO ORDER TABLES, CHAIRS, ACCESSORIES, ETC.)

 

PRE-SHOW BOOKING DEADLINE: October 3, 2019

Carpet, 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:

Freeman Decorating
Tel: 613-748-7180
Fax: 613-748-5977

Show Colours

  • Booth Drapes: Black
  • Aisle Carpet: Teal
  • Booth Carpet: Grey

Take advantage of 30% discount by ordering online by October 3, 2019. To place online orders you will be required to enter your unique Login ID and Password. To access Freeman OnLine® for The Franchise Expo go to:

https://www.freemanco.com/store/show/landing.jsp?nav=02&showID=487075&referer=s

Click on the “Login” link in the top right corner to proceed. If this is your first time using Freeman Online® click on the "Login" link in the top right corner to create a new account.

If you need assistance with Freeman OnLine® please call our Customer Support Center toll free at 1-888-508-5054 for Canada & U.S. exhibitors or (512) 982-4186 for International exhibitors.

FURNITURE & ACCESSORIES ORDER FORM
PAYMENT FORMS

 

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BOOTH INSTALLATION & DISMANTLING

 

PRE-SHOW BOOKING DEADLINE: October 3, 2019

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:

Freeman Decorating
Tel: 613-748-7180
Fax: 613-748-5977

Take advantage of 30% discount by ordering online by October 3, 2019. To place online orders you will be required to enter your unique Login ID and Password. To access Freeman OnLine® for The Franchise Expo go to:

https://www.freemanco.com/store/show/landing.jsp?nav=02&showID=487075&referer=s

Click on the “Login” link in the top right corner to proceed. If this is your first time using Freeman Online® click on the "Login" link in the top right corner to create a new account.

If you need assistance with Freeman OnLine® please call our Customer Support Center toll free at 1-888-508-5054 for Canada & U.S. exhibitors or (512) 982-4186 for International exhibitors.

BOOTH INSTALLATION & DISMANTLE ORDER FORM
PAYMENT FORMS

 

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BOOTH CLEANING

 

PRE-SHOW BOOKING DEADLINE: October 4, 2019

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

EY Centre
Tel: 888-822-9221
Fax: 613-688-4824
Email: cleaning@eycentre.ca

BOOTH CLEANING ORDER FORM

 

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ELECTRICAL

 

PRE-SHOW BOOKING DEADLINE: October 3, 2019

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

Freeman Decorating
Phone: 613-748-7180
Fax: 613-748-5977

ELECTRICAL ORDER FORM
PAYMENT FORMS

 

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TELEPHONE / INTERNET / WIFI

 

PRE-SHOW BOOKING DEADLINE: October 19, 2019

Please Note: This venue has paid WIFI only.

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

DE Systems
Laura Armitage
Tel: 613-903-4123
Fax: 613-723-8756
Email: larmitage@desystems.com

INTERNET & TELEPHONE ORDER FORMS

 

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AUDIO / VISUAL RENTALS

 

PRE-SHOW BOOKING DEADLINE: October 23, 2019

If you require audio visual equipment in your booth, please send the completed order form to:

AV Canada
Martin Stanfield
Tel: 613-223-0441
Fax: 1-888-294-2067
Email: martin.c@av-canada.com

Orders received after the pre-show booking deadline may be subject to additional charges.

AUDIO VISUAL ORDER FORM

 

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HOTEL

 

BOOKING DEADLINE: September 27, 2019

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 $139.00 + taxes for single or double occupancy at The Hilton Garden Inn.

The Hilton Garden Inn is located at:
2400 Alert Road,
Ottawa, Ontario
K1V 1S1

Reservations may be made by calling 613-288-9001 (ext 2 reservations) or booking online here.

To receive this rate, you must mention that you are with The Franchise Expo when booking. Rates cannot be changed at check-in/check-out times if you fail to identify your affiliation at the time of booking.

 

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FOOD SAMPLING

 

PRE-SHOW BOOKING DEADLINE: September 26, 2019

If you are planning on sampling food or beverage product(s) in your booth, please note there are two necessary forms to complete. Please send a copy of each completed form to joy@nationalevent.com. Food samples are limited to a 2 oz. portion and beverage products to 4 oz.

 

1. Please complete the below Sampling Form and send it to the EY Centre at catering@eycentre.ca

FOOD SAMPLING FORM

 

2. Please click the link below to complete the “Special Event Application for Food Vendors” and print a copy for your records. There is no fee involved.

 

a. Please ensure you are complying with the Food Safety Guidelines below. 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.

b. If you have any questions, call 613-580-6744 to speak with Ottawa Public Health.

 

COMPLETE ONLINE FORM HERE
FOOD SAFETY GUIDELINES

 

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HOW TO WORK A BOOTH

 

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

 


LEAD RETRIEVAL SYSTEM

 

We are now offering a new Lead Collection system at the Franchise Expo. This system uses any smartphone or internet enabled device (no scanners needed). Attendees’ contact info (name, email and cell if provided) will be pre-populated into the software to make your lead collection easy on-site and your post-show follow-up effortless.

Please send your completed order form to kristen@nationalevent.com if you would like to sign up for this system.

LEAD RETRIEVAL ORDER FORM
HOW TO COLLECT LEADS

 

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EXHIBITOR BADGES

 

PRE-SHOW BOOKING DEADLINE: October 4, 2019

To request your badges, please email badges@nationalevent.com and include the following information:

  • Email Subject Line: “The Franchise Expo – Ottawa”
  • Company Name (as you would like it to appear on badges)
  • Booth Staff Names (First and Last)

Exhibitors are provided with up to a maximum of 7 personalized name badges based on the size of your booth.

  • 10x10 booth - 3 booth staff
  • 10x20 booth - 5 booth staff
  • 300 feet or larger - 7 booth staff

Badges will be available for pick up at the Show Office during move-in and must be worn to gain admittance to the Show.

 

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FREE ADMISSION PASSES

 

Raise awareness of your franchising initiatives and increase traffic to your booth by distributing Customized FREE ADMISSION passes to the Show. There is no limit to the number of FREE passes you may distribute to your professional and personal databases. Please email your high-resolution logo in .jpeg, .eps, or .pdf format to Joy Gallaiford at joy@nationalevent.com.

 

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SHOW GUIDE AD & SPONSORSHIP OPPORTUNITIES

 

There are a number of ways to increase your brand awareness at our shows. Additional ad space is available in our Show Guides that are distributed to attendees and sponsorship recognition includes show guide space, on-site signage, & online presence. Speak to your sales rep for more information.

 

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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.

 

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RULES & REGULATIONS

 

Booth Display & Restrictions

 
Diagram #1: Sample of the drape provided for your booth Diagram #2: Sample of display allowance
 
Booth Drapes Sizing Booth Display Allowance
 
  1. Diagram #1 shows the drapes that are provided as a part of your booth cost.
  2. Diagram #2 shows the allowed clearance for displays, banners and products within your booth.
  3. No exhibit may exceed a maximum height of 8 ft.
  4. Side panels 8 ft. high, must not exceed a depth of 4 ft. extending from the back of the display.
  5. The remainder of the 6 ft depth from the front of the booth must not exceed a 4 ft. height.
  6. Any exceptions to this must have pre-approval from Dina Latina (dina@nationalevent.com).

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 8ft 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

Grey carpet is provided within your booth space. If you would like to change the colour, you may order different flooring through our decorator at your own cost or you may bring your own. *Please be sure to review the Tape Restrictions below.

Tape (Floor, Wall, and Carpet Damage)

This only applies to companies that choose to place carpet or flooring on top of the existing carpet.

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:

  1. Polyken 105c LPDE
  2. Scapa 274004
  3. 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, dina@nationalevent.com , 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 it’s 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, 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, dina@nationalevent.com, 905-477-2677 or 1-800-891-4859, ext. 224.

FIRE REGULATIONS

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 (dina@nationalevent.com, 905-477-2677 ext. 224) regarding the necessary forms.

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 (dina@nationalevent.com) if you wish to use helium balloons in your display.

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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