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OAS Toronto Exhibitor Manual

Welcome and thank you for choosing to be a participant in The Franchise Expo – Calgary.

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 TELUS Convention Centre, on Friday November 4, at noon and management will be available to assist you for the duration of the Show.

 

Table of Content

GENERAL INFORMATION

Show Location

Calgary TELUS Convention Centre 
South Buliding 
Macleod Hall
120 Ninth Ave SE
Calgary, AB 
T2G 0P3
Tel: 430 261-8500
Fax: 403 261-8510

Show Dates & Times

Saturday November 5, 2022 | 11:00 am – 5:00 pm
Sunday November 6, 2022 | 11:00 am – 4:00 pm

Exhibitor Move-in Times

Friday November 4, 2022 | 12:00 pm – 6:00 pm

Exhibitor Move-Out Dates & Times

Sunday  November 6, 2022 |  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 (800) 891-4859
Fax: (905) 477-7872

Exhibitor Coordinator

Estelle Aliwalas
905 477-2677 or (800) 891-4859 Ext 287
Email: estelle@nationalevent.com

Director of Operations

Dina Latina
905 477-2677 or (800) 891-4859 Ext 224
Email: dina@nationalevent.com

 

Exhibitor Checklist

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

 

AUDIO / VISUAL RENTALS

PRE-SHOW BOOKING DEADLINE: October 21, 2022 

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

Encore
1-403-261-8577
darren.ilao@encoreglobal.com

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

AUDIO VISUAL ORDER FORM

BOOTH CLEANING

PRE-SHOW BOOKING DEADLINE: October 21, 2022

Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming go to www.globalconvention.ca select “Online Catalogue”, then “Order Exhibit Items”, and enter the username and password.

USERNAME: CFEAB22
PASSWORD: 2022

Or contact:

Global Convention Services
Tel: (403) 273-8064
E-mail: calgary@globalconvention.ca

ORDER ONLINE

BOOTH INSTALLATION & DISMANTLING

PRE-SHOW BOOKING DEADLINE: Ocotber 28, 2022

Should you require assistance setting up or dismantling your booth, go to www.globalconvention.ca select “Online Catalogue”, then “Order Exhibit Items”, and enter the username and password.

USERNAME: CFEAB22
PASSWORD: 2022

Or submit the below forms to:

Global Convention Services
Tel: (403) 273-8064
E-mail: calgary@globalconvention.ca

ORDER ONLINE
BOOTH INSTALLATION & DISMANTLE ORDER FORM
PAYMENT FORMS

 

CUSTOMS BROKER

Cross Connect Customs & Logistics 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 custom needs.

If you have any questions please contact:
Pat D’Alessandro
info@crossconnectcl.com
Cell: 416-726-7229

CROSS CONNECT ORDER FORMS

Electrical

BOOKING DEADLINE: October 21, 2022

Electrical is not supplied to your booth. If you require an electrical hook-up, go to www.globalconvention.ca select “Online Catalogue”, then “Order Exhibit Items”, and enter the username and password.

USERNAME: CFEAB22
PASSWORD: 2022

Or summit forms below to:

Global Convention Services
Tel: (403) 273-8064
E-mail: calgary@globalconvention.ca

ONLINE ORDER 
ELECTRICAL FORMS
PAYMENT FORM

Exhibitor Badge

 FORM SUBMISSION DEADLINE: October 21, 2022

We have implemented a new automatic badge system to simplify the request process. Please follow the link below to complete your badge request form. You will receive a confirmation email upon completion.

Exhibitors are provided with up to a maximum of 6 personalized name badges based on the size of your booth.

10×10 booth – 2 booth staff
10×20 booth – 4 booth staff
300 feet or larger – 6 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.

BADGE ORDERING LINK

Exhibitor Parking

Calgary Parking Authority operates a heated underground parking facility under the North Building called the Convention Centre Parkade or “Lot 60”. Please note: The show is in the SOUTH BUILDING.  

The entrance to the parking lot is located at: 

727-1 Street SE
Calgary, AB 
T2G 2G9 

For more information on parking contact: 

Calgary Parking Authority
Central Office
403-537-7006 

PARKING & LOADING DOCK MAP 

Food Sampling

FORMS SUBMISSION DEADLINE: October 8, 2022

If you are planning on sampling food or beverage product(s) in your booth, please note there are two necessary steps to complete. Please send a copy of each completed form to estelle@nationalevent.com

Food samples are limited to a 2 oz. portion. 

  1. Please complete the below Food Sampling Form and email it to estelle@nationalevent.com  and

FOOD SAMPLING FORM 

  1. Please submit the Special Event Food Vendor Notification to specialevents@albertahealthservices.ca.  There is no fee involved. Please send a copy of your completed form to estelle@nationalevent.com 
  2. Please ensure you are complying with the guidelines listed in the Special Events Food Vendor PackageIf you do not comply with the guidelines, you could be closed down if an inspector comes to the show.  
  3. If you have any questions, call 403-943-2288 to speak with Calgary Environmental Public Health. 

    SPECIAL EVENT FOOD VENDOR NOTIFICATION
    INFORMATION FOOD SAMPLING
    TEMPORARY HANDWASHING STATIONS 

    Please note these additional Safety Regulations: 

    1. Cooking of food or deep fat frying is not permitted in the CTCC exhibit areas.
    2. Must have approval from the CTCC prior to any warming of foods, supplying of food samples or bottled water within the CTCC.
    3. Equipment used for warming must be electric and shall be listed and labelled for commercial use (not residential) by a recognized testing laboratory (e. CSA or ULC). Residential appliances shall only be permitted if they are part of a demonstration and approved by the CTCC and the Calgary Fire Department (CFD).
    4. All guidelines/regulations and permits must be followed/obtained as specified from Alberta Health Services.
    5. All guidelines/regulations must be followed as specified in the Calgary Fire Department Indoor Special Event Requirements, Section for Cooking/Warming and Demonstration Cooking.
    6. A fire extinguisher is required in the booth when cooking equipment is present; if you require one please contact Facilities Department at 403-261-8559 for rental prices.

    FREE ADMISSION PASSES

    Raise awareness of your franchising initiatives and increase traffic to your booth by distributing  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.

     

    Hotel

    BOOKING DEADLINE: October 4, 2022

    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 $179.00 + taxes for single or double occupancy at The Calgary Marriott Downtown Hotel 

    The Calgary Marriott Downtown is located at:
    110 Ninth Ave SE
    Calgary, AB
    T2G 5A6

    To make a reservation you can book online, CLICK HERE 

    To receive this rate, you must mention that you are withThe 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.

    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.

    Lead Retrieval System

    We offer a 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 emily@nationalevent.com  if you would like to sign up for this system. Please note: This is not a complete list of attendees. It is a lead retrieval service to help you capture leads quickly and accurately.

    LEAD RETRIVAL ORDER FORM
    HOW TO COLLECT LEADS

    Loading Docks

    The Franchise Expo will be taking care of materials handling costs for exhibitors, which includes unloading your vehicle and moving your material from the south dock down to the hall. If you have excessive materials handling requirements or have pieces weighing over 4000 lbs., please contact Dina Latina (dina@nationalevent.com) as charges may apply. 
     

    All conference materials come through the South Loading Dock located at: 

    705 First Street SE,
    Calgary, Alberta
    T2G 2G9 

    Move-In Procedures
    Drive to the south loading dock 
    Drop your materials off for your booth 
    Once the materials are dropped off, go and park your car. From there make your way to Macleod Hall which is located in the South Hall.  

    The materials you dropped off will be taken to your booth by Global. 

    Exhibitors with items that can be hand carried into the Hall
    Exhibitors can move their own material into MacLeod Hall, if it is something that can be carried in by hand. In this case, please load in from the 8th Ave entrance. Once you are inside the building, there will be dollies available at the bottom of the stairs for your use.  

    Exhibitors should use the South dock for anything that they will not be able to hand carry and let our materials handling service do the rest! 

    LOADING DOCK AND PARKING MAP 

    Move-in Instructions

    Move-in Times:               Friday November 4, 2022         12:00 pm – 6:00 pm

    • All exhibitors must officially register before setting up. Exhibitors will not be permitted to set up during show hours.
    • All exhibits must be set up by 6:00 pm Friday. 
    • 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.

    Move-out Instructions

    Move-out Times:               Sunday November 6, 2022         4:00 pm – 8:00 pm

    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 10:00 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.

    Rules & Regulations

    Diagram #1: Sample of the drape provided for your booth
    Diagram #2: Sample of display allowance

    Upright banners & products must be within 4’ from the back drape, and a maximum of 8’ high. The front 6’ of the booth must be clear above 4’.

     

    Booth Display & Restrictions

    • Diagram#1 shows the drapes that are provided as a part of your booth cost.
    • Diagram#2 shows the allowed clearance for displays, banners, and products within your booth.
    • No exhibit may exceed a maximum height of 8 ft.
    • Side panels 8 ft. high, must not exceed a depth of 4 ft. extending from the back of the display.
    • The remainder of the 6 ft depth from the front of the booth must not exceed a 4 ft. height.
    • 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.

    Tents and Canopies Regulations  

    • Booths that include tents, canopies and/or other structures inside a building shall not be constructed with any roof, ceiling or other obstruction larger than 27.9 m2 (300 squared ft.) without written approval of the Calgary Fire Dept.
    • Booths that include tents, canopies and/or other structures inside a building having between 9.3 m2 (100 squared ft.) and
    • 27.9 m2 (300 squared ft.) of roof, ceiling or other obstruction shall be provided with a listed single station smoke alarm.
    • Booths that include tents, canopies and/or other structures inside a building having between 9.3 m 2 and 27.9 m2 of roof, ceiling and/or other obstruction with a source of ignition shall be provided with a listed single smoke alarm plus a 2A-10BC fire extinguisher within.
    • Tents and canopies must be approved for indoor use and have a permanently attached label indicating conformance to CAN/ULC-5109, “Flame Tests of Flame-Resistant Fabrics and Films”.
    • Minimum of 3 m separation is required between each 27.9 m2 aggregate of tents, canopies and/or other structures on all sides. An aggregate area exceeding 27.9 m2 shall not be permitted. 

    CANOPY & FLAME TEST INFO SHEET
    Please contact Haelee Jones if you need approval on material or structure. haelee@nationalevent.com

    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

    Carpet or Flooring is mandatory for all exhibits. You can use the show decorator below or you are welcome to bring in your own at your own cost. See 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.

    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.

    • Polyken 105c LPDE
    • Scapa 274004
    • 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/Sate, 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.

    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 ex: 224) regarding approval and 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.

    SHIPPING & DELIVERIES

    Shipping Direct to Show: Friday November 4, 2022

    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.

    Please address shipments to:
    Tradeshow Name and Show Date
    Exhibitor’s Company Name
    Booth Number and Room Name
    c/o Calgary TELUS Convention Centre North Loading Dock
    705- 1st Street S.E. Calgary, Alberta T2G 2G9 Canada

    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;

    Cross Connect Customs & Logistics
    Pat D’Alessandro
    info@crossconnectcl.com
    Cell: 416-726-7229

    TRANSPORTATION AND CUSOTM 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 Advance Warehouse Shipments to:
    Exhibitor Name, Booth #
    c/o Calgary Franchise Expo
    YRC Advanced Warehouse
    8063 22nd Street NE
    Calgary, AB
    T2E 7Z6

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

    Cross Connect Customs & Logistics
    Pat D’Alessandro
    info@crossconnectcl.com
    Tel: 416-726-7229

    TRANSPORTATION AND CUSTOM FORMS

    Shipping enquiries must be finalized 14 days prior to show move in date. Be sure your shipment is labeled clearly.

    You may choose to use another carrier however, keep in mind that not all carriers deliver and pick up during our scheduled move in/move out times.

    Show Decorator (to order tables, chairs, accessories, etc.)

    PRE-SHOW BOOKING DEADLINE: October 21, 2022

    Carpet, 8ft 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 the Show Decorator:

    Show Colours

    • Booth Drapes: Black
    • The hall is carpeted with a multi-coloured carpet.

    To access the online catalogue, go to www.globalconvention.ca, select “Online Catalogue”, then “Order Exhibit Items”, and enter the username and password.

    USERNAME: CFEAB22
    PASSWORD: 2022

    Or submit the below forms to:

    Global Convention Services
    Tel: (403) 273-8064
    E-mail: calgary@globalconvention.ca

    ORDER ONLINE
    FURNITURE & ACCESSORIES ORDER FORMS
    PAYMENT FORMS

     

    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.

    Telephone / Internet / WIFI

    BOOKING DEADLINE: October 21, 2022

    Please Note: This venue does NOT have free wifi.

    If you require a telephone or internet line or access to WIFI in your booth please access the online catalogue, go to www.globalconvention.ca, select “Online Catalogue”, then “Order Exhibit Items”, and enter the username and password.

    USERNAME: CFEAB22
    PASSWORD: 2022

    Global Convention Services
    Tel: (403) 273-8064
    E-mail: calgary@globalconvention.ca

    ONLINE ORDERS
    INTERNET & TELECOMMUNICATIONS ORDER FORMS
    PAYMENT FORMS

     

    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

    for approval and 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 ¼ 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’s name, and phone number of the person responsible to remove the vehicle(s) to Show Management.