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OAS Toronto Exhibitor Manual

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

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 Palais des Congres , on Friday October 28th at 10am and management will be available to assist you for the duration of the Show.

 

Table of Content

GENERAL INFORMATION

Show Location

Palais des Congres 
Hall 210
159 St-Antoine Quest
Montreal, QB
H2Z 1X7
Tel: (514) 871-8122
Fax: (514) 871-9389

Show Dates & Times

Saturday, October 29, 2022 | 11:00 am – 5:00 pm
Sunday, October 30, 2022 | 11:00 am – 5:00 pm

Exhibitor Move-in Times

Friday, October 28, 2022 | 10:00 am – 6:00 pm

Exhibitor Move-Out Dates & Times

Sunday, October 30, 2022 |  5:00 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

Eve Dorelas
(438) 469-9255 Ext 285
eve@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;

Solotech
Guillaume Lacroix
guillaume.lacroix@solotech.com
1 418 683 7656 

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 13, 2022

Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming please use this Portal link:  https://portailclient.congresmtl.com 

(When accessing the link: Click on “October”, scoll down to “Expo Franchise 2022” and then click “Order services online” )

BOOTH INSTALLATION & DISMANTLING

PRE-SHOW BOOKING DEADLINE: October 14, 2022

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;

ORDER ONLINE

If this is your first time ordering from GES, you must create an account before you can place your first order. If you need assistance with our online ordering system, please contact: 

GES
Tel: 514-367-4848
Fax: 514-367- 5115
serviceinfo@ges.com

ORDER ONLINE 

CUSTOMS BROKER

ConsultExpo Inc. is our designated official Customs Broker for the Montreal Franchise Expo and will be pleased to assist with the customs clearance of your display material to Canada. They offer round-trip simple and user-friendly customs assistance. Please note: If shipping via courier you will still require customs clearance – please provide ConsultExpo with your tracking number and complete their forms. 

 

Follow this link to complete and submit the Online ConsultExpo Order Form and Canada Customs Invoice,  or download their forms and submit them via email: info@consultexpoinc.com or by fax: 888-629-9008. For “live” assistance they have a Chat feature on their website.  

 

For personalized service, please contact:           
Jeff Labbé
Tel: 514.482.8886 Ext. 7
jeffl@consultexpoinc.com 

If you require additional assistance, please contact: 
Glen Anderson  
Manager Exhibit Services 
YRC Freight  
514-968-1812 
glen.Anderson@myyellow.com 

CUSTOM ORDER FORMS 

Electrical

BOOKING DEADLINE: October 13, 2022

Electrical is not supplied to your booth. If you require an electrical hookup, please use this Portal Link: https://portailclient.congresmtl.com  

 (When accessing the link: click on “October”, scroll down to “Expo Franchise 2022” and then click “Order services online”) 

ONLINE ORDERING LINK

Exhibitor Badge

 FORM SUBMISSION DEADLINE: October 7, 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

The Palais des Congrès does not offer a parking pass. Parking is available in the Palais parking at the corner of Chéneville (1025) and Viger Streets.  


PARKING RATES 

Food Sampling

FORMS SUBMISSION DEADLINE: September 29, 2022

If you are planning on sampling food or beverage products in your booth, please note the following updated guidelines:  

  • Samples must be no larger than 2oz (liquid) or 1oz (solids);  
  • Samples must be pre-cut and pre-packaged according to MAPAQ standards;  
  • The packaging is for single use only;  
  • Distribution of samples must be done to allow for proper distancing between the attendees and between exhibitors and attendees (currently 1m);  
  • There can be no ‘animations’ or traffic-stopper activities, to minimize the possibilities of gatherings. 

 

For any distribution, the below Food Sampling Form must be submitted to Capital Traiteur Catering at least 3 weeks prior to the event. Please read the guidelines included in the form for important details. 

FOOD SAMPLING FORM 

Your request should be submitted to info@capitaltraiteur.com by email or by clicking the Submit button at the bottom of the form.  

Please also send a copy of your email to eve@nationalevent.com. 

In addition to the above guidelines, you must adhere to the below safety requirements.  

FOOD SAFETY REQUIREMENTS 

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.

Passes will be emailed to you closer to the show. 

Hotel

BOOKING DEADLINE: September 27, 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 $229 +taxes for a Standard Suite at The Embassy Suites by Hilton Montréal.   

The Embassy is located at:
208 St. Antoine West
Montréal, Québec
H2Y 0A6  

   

Reservations may be made by calling  by booking online here.

To receive this rate, you must mention that you are with The Franchise Expo Fall 2022 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.

Loading Docks

Please note that the loading docks are located at 163 St-Antoine W. between de Bleury & St-Urbain streets. 

Dock level access is available. There are a limited number of dollies and a pump truck 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 e-mail dina@nationalevent.com with a description of your forklift needs. A charge may apply.

Move-in Instructions

Move-in Times:               Friday October 28, 2022         10:00 am – 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 October 30, 2022         5:00 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 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.

Québec Language Laws

For those exhibiting in any public shows in the Province of Québec, you should be aware that there are language laws found in the Charter of the French Language, which are in effect when doing business in the Province of Québec. These laws were amended in May 2011. The changes clarified that all companies showcasing at a public event (all National Event Management Shows are deemed public events) regardless of whether you are based outside of Québec or outside of Canada you must comply with French language laws.

 

What does this mean for exhibitors?

HANDOUTS AT THE SHOW

Catalogues, brochures, folders and commercial directories must be available in French at the show. Handouts can be bilingual or publications may be in 2 separate versions, one exclusively in French, the other exclusively in another language, provided that the material presentation of the French version is available under no less favourable conditions of accessibility and quality than the version in the other language.

DISPLAYS, SIGNS AND POSTERS

Public signs and posters may be exclusively in French or both in French and in another language, provided that French appears at least as prominently (twice as big or as present).

BOOTH STAFF

Since French is the official language of Québec, there should be at least one French speaking staff person available in your booth during all show hours. Consumers of goods and services have a right to be informed and served in French. There are a few exceptions to these rules, based on trademarked names, showcasing of company name, etc. 

***Please refer to the Commerce and Business Section (Chapter VII), and the Exceptions to Section 51 for situations where English is permitted (Company Name, Trademark, etc.) Please review the legislation changes and your booth signage, materials and staffing plan to ensure you are in compliance with the new regulations.

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.

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.

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 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 October 28, 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:
Company name Booth number
The Franchise Expo 
Palais des Congrès
Hall 210
163 St-Antoine W.
Montréal PQ H2Z 1X8 

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;

If you would like a transportation qoute please contact:
TYC Freight Customer Care 
1-877-610-6500
customercare.canada@yrcfreight.com

If you require additional assistance, please contact:
Glen Anderson
YRC Freight
514-968-1812
glen.anderson@myyellow.com

 CUSTOMS FORMS 

Pre-Show Shipping  

ConsultExpo Inc. has been selected as the official advance shipment receiving service provider for The Montreal Franchise Expo. Please complete the ConsultExpo Order Form and Canada Customs Invoice (for international shipments) and return to their office. For your convenience, you may download their forms from http://consultexpoinc.com/forms/ or go to their web link and submit customs and transportation form information online: http://consultexpoinc.com/onlineforms/. 

 

Please address advanced warehouse shipments to Exhibitor name/ Booth #  c/o
Montreal Franchise Expo c/o
ConsultExpo / YRC Freight 
1725 Chemin St-Francoise
Dorval, QC
H9P 2S1 

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

ConsultExpo
Jeff Labbé
514.482.8886 Ext. 7
jeffl@consultexpoinc.com 

ADVANCED WAREHOUSE 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 14, 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 or you are welcome to bring your own.  

Show Colours 

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

To place an order with the show decorator, please click the link below.  

ORDER ONLINE

If this is your first time ordering from GES, you must create an account before you can place your first order. If you need assistance with their online ordering system, please contact their Exhibitor Services 

Centre at 800-636-8235. For all other questions please contact: 

GES
Tel: 514.367.4848
Fax: 514.367.5115
serviceinfo@ges.com  

ORDER ONLINE

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 13, 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 use this Portal Link: https://portailclient.congresmtl.com  

(When accessing the link: click on “October”, scoll down to “Expo Franchise 2022” and then click “order services online”) 

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.