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OAS Toronto Exhibitor Manual

Welcome and thank you for choosing to be a participant in The National Franchise Show – Halifax.

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 Halifax Convention Centre Friday March 1, 2024 at 12pm and management will be available to assist you for the duration of the Show.

 

Table of Content

GENERAL INFORMATION

Show Location

Halifax Convention Centre
Hall C1-2
1650 Argyle St
Halifax, Nova Scotia
B3J 3N8

Show Dates & Times

Saturday, March 2, 2024 | 11:00 am – 5:00 pm
Sunday, March 3, 2024  | 11:00 am – 4:00 pm

Exhibitor Move-in Times

Friday March 1, 2024 | 12:00 pm – 6:00 pm

Exhibitor Move-Out Dates & Times

Sunday March 3, 2024 |  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

Emma Barnes-Chow
905 477-2677 or (800) 891-4859 Ext 284
Email: emma@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: February 17, 2024 

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

Encore Audio Visual
Kirk Beazley
kirk.beazley@encoreglobal.com 

Orders received after the ORDER deadline may be subject to additional charges.

AUDIO VISUAL ORDER FORM

BOOTH CLEANING

PRE-SHOW BOOKING DEADLINE: February 17, 2024

Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming, please access the online catalogue by going to https://www.globalconvention.ca/  “Exhibitor Ordering”, and entering the username and password.

USERNAME: NFS2024
PASSWORD: 2024

Alternatively if you would prefer please fill out the order form below and email to info@globalcovention.ca

For all other questions please contact:
Global Convention Services
Tel: 902-425-1400
Fax: 902-423-4129
E-mail: info@globalconvention.ca

ORDER ONLINE
BOOTH CLEANING ORDER FORM 
PAYMENT FORM 

BOOTH INSTALLATION & DISMANTLING

PRE-SHOW BOOKING DEADLINE: February 17, 2024

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 access the online catalogue by going to https://www.globalconvention.ca/  “Exhibitor Ordering”, and entering the username and password.

USERNAME: NFS2024
PASSWORD: 2024

If you would prefer please fill out the forms below and email them to: info@globalconvention.ca

For all other questions please contact:
Global Convention Services
Tel: 902-425-1400
Fax: 902-423-4129
E-mail: info@globalconvention.ca

ORDER ONLINE
BOOTH INSTALLATION & DISMANTLE ORDER FORM
PAYMENT INFORMATION

CUSTOMS BROKER

Cross Connect Customs & Logistics is our designated official customs broker to coordinate customs clearance of goods destined for The National Franchise Show. 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: February 17, 2024

Electrical is not supplied to your booth. If you require electrical in your booth, please access the online catalogue by going to https://www.globalconvention.ca/  “Exhibitor Ordering”, and entering the username and password.

USERNAME: NFS2024
PASSWORD: 2024

If you would prefer, please fill out the forms below and email them to: info@globalconvention.ca

For all other questions please contact:
Global Convention Services
Tel: 902-425-1400
Fax: 902-423-4129
E-mail: info@globalconvention.ca

ORDER ONLINE
ELECTRICAL ORDER FORM
PAYMENT INFORMATION

Exhibitor Badge

 FORM SUBMISSION DEADLINE: February 16, 2024 

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

Parking is available in the Nova Centre and is managed by Page Realty. Rates can be found here. Please note, rates are subject to change.

In addition to the onsite paid parkade there are several major paid parkades within close proximity of the Centre. Please review the parking map below for locations and rates.

PARKING MAP 

EZ Backdrops

If you require a pop-up banner or backdrop, please contact:

EZ Backdrops
Phone: 678-717-1222
Email: angie@ezbackdrops.com
http://www.ezbackdrops.com/

Food Sampling

FORMS SUBMISSION DEADLINE: February 2, 2024

If you are planning on sampling food or beverage products in your booth, you will need approval from the facility and the city.  Please send a copy of your completed forms to emma@nationalevent.com

  1. Send your sampling details to the venue as early as possible:

Details required include:
– Company Name
– Booth Number
– a picture of the product being sampled
– list of ingredients
– serving size
– documentation to support that samples meet all provincial food safety regulations.
– Address/Facility product is made

Please email your request for authorization to:

Colleen Bates
colleen@halifaxconventioncentre.com  and Emma@nationalevent.com

Exhibitors are to provide their own equipment suitable for serving their products, and fees will apply should equipment or other items be required. The Halifax Convention Centre is unable to store any product samples.

FOOD SAMPLING GUIDELINES (FACILITY)

    FREE ADMISSION PASSES

    Raise awareness and let people know you will be at The National Franchise Show! Increase traffic to your booth by sharing free admission passes to the event. There is no limit to the number of FREE Admission Passes you may share to your email database, as well as on social media. Please share the registration link below for free passes or download a copy of our generic FREE Admission Pass.

    You can also distribute a customized FREE Admission Pass to promote your participation at the show. If you are interested, please complete the form below and  upload a high-resolution logo (.jpg, .eps, .pdf format accepted). You will receive an email from emma@nationalevent.com with your customized pass.

    CUSTOM COUPON REQUEST FORM

    DEADLINE OF LOGO SUBMISSIONS: January 16, 2024

    Hotel

    BOOKING DEADLINE: January 30, 2024

    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 Prince George Hotel

    The Prince George Hotel
    1725 Market Street
    Halifax, NS
    B3J 3N9

    Reservations may be made by calling 902-425-1986  or you can book online using this link.

    https://bookings.princegeorgehotel.com/13608?groupID=3984667#/guestsandrooms

    To receive this rate, you must mention that you are with The National Franchise Show  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.

    Insurance Supplier
    If you do not already have insurance for the show, you may contact:

    Exhibitor Insurance
    Phone: 905-695-2971
    Toll Free: 1-866-836-9066
    info@exhibitorinsurance.com

    Exhibitor Insurance Brokers.com is offering a special price for the show at $175 + taxes. Please click on the link here to access their form:
    ONLINE EXHIBITOR INSURANCE

    If you prefer, you may also fill out the form below and send to info@exhibitorinsurance.com.

    EXHIBITOR INSURANCE FORM

    Lead Retrieval System

    We offer a Lead Collection system at the The National Franchise Show. 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 emma@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.

    If you have already selected lead retrieval upon registering, you do not need to fill out a form.

    LEAD RETRIEVAL ORDER FORM
    HOW TO COLLECT LEADS

    Loading Docks

    Please note that the loading docks are located on Market Street*. Please review the Docking Bay Map for important arrival instructions.

    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 Haelee Jones (haelee@nationalevent.com )  to discuss your needs.  A charge may apply.

    *Exhibitors may use the Argyle Street, Grafton Street, or parking entrances to transport materials they can carry in one trip to their booths.

    DOCKING BAY MAP

    Move-in Instructions

    Move-in Times:               Friday March 1, 2024         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 March 3, 2024          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 Haelee Jones (haelee@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

    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 Haelee Jones (haelee@nationalevent.com 

    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 Haelee Jones (haelee@nationalevent.com 

    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 Haelee Jones (haelee@nationalevent.com )  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 Haelee Jones (haelee@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: March 1, 2024

    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 Haelee Jones (haelee@nationalevent.com)  as charges may apply.

    Please address shipments to:
    Company name Booth number
    C/O Halifax The National Franchise Show
    Halifax Convention Centre
    Hall C1-2
    1650 Argyle St
    Halifax, Nova Scotia
    B3J 3N8

    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

    CROSS CONNECT ORDER FORMS

    Pre-Show Shipping: January 27 – February 17

    Advanced Warehousing can be ordered through our show decorator Global Convention Services. To request a quote, please contact:

    Global Convention Services
    Tel: 902-425-1400
    Fax: 902-423-4129
    E-mail: info@globalconvention.ca

    ADVANCED WAREHOUSING SHIPPING LABELS

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

    Pre-show booking deadline: February 17, 2024 

    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 https://www.globalconvention.ca/  “Exhibitor Ordering”, and enter the username and password.

    USERNAME: NFS2024
    PASSWORD: 2024

    If you would prefer please fill out the forms below and email them to: info@globalconvention.ca

    For all other questions please contact:
    Global Convention Services
    Tel: 902-425-1400
    Fax: 902-423-4129
    E-mail: info@globalconvention.ca

    ORDER ONLINE
    FURNITURE & ACCESSORIES ORDER FORMS
    PAYMENT INFORMATION

    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.  For more information, please contact Nadine at nadine@nationalevent.com or 905-477-2677 ext. 229.

    Telephone / Internet / WIFI

    Advance Rate ordering deadline: February 17, 2024 

    Please Note: This venue has free (but limited) access to WIFI in its public spaces (this does NOT include the show floor). Paid WIFI can be accessed through the Pay-As-You-Go Portal by connecting to the Halifax Convention Centre hotspot while onsite. The cost is $20 per device, per 24 hours (plus applicable taxes).

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

    USERNAME: NFS2024
    PASSWORD: 2024

    If you would prefer, please fill out the forms below and email them to: info@globalconvention.ca

    For all other questions please contact:
    Global Convention Services
    Tel: 902-425-1400
    Fax: 902-423-4129
    E-mail: info@globalconvention.ca

    ORDER ONLINE
    INTERNET ORDER FORM
    PAYMENT FORM

    Vehicles on Show Floor

    All vehicles must abide by the arrival and departure schedules and procedures established by Show Management.  Please contact Haelee Jones haelee @nationalevent.com for approval and to arrange arrival time if you want to display a vehicle.

    All vehicles must be authorized by the Halifax Convention Centre, and the procedures as outlined below must be followed. The Halifax Convention Centre reserves the right to remove any vehicle deemed to be unsafe for display at the exhibitor’s expense. All vehicles must be dry of rain or snow, washed and cleaned before arriving to the facility.

    Requirements:

    1. Provide exact weight and measurements of the vehicle (diagram where possible) to prevent any floor load bearing issues.
    2. Secure copies of insurance coverage in case of loss, damage, theft or fire. The Halifax Convention Centre will not be held accountable for action that results from loss, theft, fire, damage or any other occurrence.
    3. Vehicles must have the battery disconnected while on static display, and gas caps are to be locked or protected against tampering. If the gas fill opening can only be opened from the inside, then locking the vehicle doors is sufficient.
    4. While on static display, the vehicle must have an oil/fluid pan collecting leaking fluids to protect the show floor surface. This must be monitored and cleaned. To further prevent damage, please provide sheets of plastic to be placed underneath vehicles. Studded tires are not permitted.
    5. A set of keys and emergency telephone numbers for contact person(s) responsible for the vehicle are to be left with your Event Manager.