Welcome and thank you for choosing to be a participant in The National Franchise Show – 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 April 19, 2024 at noon and management will be available to assist you for the duration of the Show.
Table of Content
- General Information (Location, Dates, & Times)
- Checklist
- Audiovisual
- Booth Cleaning
- Booth Installation & Dismantle
- Customs Broker
- Electrical
- Exhibitor Badge
- Exhibitor Parking
- EZ Backdrops
- Food Sampling
- Free Admission Passes
- Hotel
- Insurance
- Lead Retrieval System
- Loading Docks
- Move-in Instructions
- Move-out Instructions
- Rules & Regulations
- Shipping & Deliveries
- Show Decorator (Furniture & Display Rental)
- Show Guide Ads & Sponsorship
- Telephone / Internet / WIFI
- Vehicles on Show Floor
GENERAL INFORMATION
Show Location
EY Centre
Hall 4
4899 Uplands Drive
Ottawa, Ontario
K1V 2N6
Tel: (613) 822-8800
Show Dates & Times
Saturday April 20, 2024 | 11:00 am – 5:00 pm
Sunday April 21, 2024 | 11:00 am – 4:00 pm
Exhibitor Move-in Times
Friday April 19, 2024 | 12:00 pm – 6:00 pm
Exhibitor Move-Out Dates & Times
Sunday April 21, 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.
AUDIO / VISUAL RENTALS
PRE-SHOW BOOKING DEADLINE: March 20, 2024
If you require audio visual equipment in your booth, please send the completed order form to;
AV Canada
Email: stefan.k@av-canada.com
Orders received after the pre-show booking deadline may be subject to additional charges.
BOOTH CLEANING
PRE-SHOW BOOKING DEADLINE: March 29, 2024
Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming please contact;
EY Centre
Tel: 613-822-8800 x208
BOOTH INSTALLATION & DISMANTLING
PRE-SHOW BOOKING DEADLINE: March 29, 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 Click the link below to order this service;
To place your order online, view the show schedule or print order forms, go to www.stroncoonline.com.
Show Code: 511084635
If you have any questions about ordering please contact;
Stronco Show Services
Exhibitor Services
Tel: (800) 655-2621
exhibitorservices@stronco.com
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:
Cross Connect Custom & Logistics
Pat D’Alessandro
info@crossconnectcl.com
Cell: 416-726-7229
Electrical
BOOKING DEADLINE: March 29, 2024
Electrical is not supplied to your booth.
If you require an electrical hookup please contact:
EY Centre
Tel: 613-822-8800 x 208
eventservices@eycentre.ca
Please note that as of January 1, 2024 EY Centre is no longer allowing BATTERY PACKS of any sort on show floor.
Exhibitor Badge
FORM SUBMISSION DEADLINE: April 5, 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.
Exhibitor Parking
FORMS SUBMISSION DEADLINE: March 29, 2024
Parking is $10 throughout the show. Move-in is free for exhibitors. Parking passes & Exhibitor passes are available to pre-purchase for the front and back lots. Discounted two day Exhibitor passes can be purchased online here: https://eycentre.boomerecommerce.com/
Parking passes can be picked up on move in day.
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:March 20, 2024
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 emma@nationevent.com . Food samples are limited to a 2 oz. portion and beverage products to 4 oz.
- Please complete the below Sampling Form and send it to the EY Centre at catering@eycentre.ca & emma@nationalevent.com
- 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.
- 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.
- . If you have any questions, call 613-580-2424 to speak with Ottawa Public Health.
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.
- Free Admission Pass: https://ottawafranchiseshow.com/freetickets
- Generic Free Admission Coupon (.jpg): click here
- Generic Free Admission Coupon (.pdf) click here
CUSTOM COUPONS
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.
DEADLINE OF LOGO SUBMISSIONS: March 9, 2024
Hotel
BOOKING DEADLINE: March 18, 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 $199.00 + taxes for single or $209 + taxes for two beds at The Homewood Suites.
The Homewood Suites is located at:
3605 Paul Anka Drive
Ottawa ON K1V 2S6
613-422-3678
Reservations may be made by calling 613-422-3678 or by booking online here: https://www.hilton.com/en/book/reservation/rooms/?ctyhocn=YOWHWHW&arrivalDate=2024-04-19&departureDate=2024-04-21&groupCode=FSW&room1NumAdults=1
To reserve your stay online:
1) Go to homewoodsuites.com
2) Enter city and dates
3) Click on “add special rate codes”
4) Enter FSW in the “group code” section.
To receive this rate, you must mention that you are with The Franchise Show or give the Group Code “FSW” 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.
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.
Loading Docks
Please note that Hall 4 has a drive-thru roll-up door. 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 Haelee Jones (haelee@nationalevent.com ) to discuss your needs. A charge may apply.
Move-in Instructions
Move-in Times: Friday April 19, 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 April 21, 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 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.
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
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.
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 )
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: April 19, 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 contactHaelee Jones (haelee@nationalevent.com ) as charges may apply.
Please address shipments to:
Company name Booth number
c/o The National Franchise Show – Ottawa
EY Centre – Hall 4
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;
Cross Connect Customs & Logistics
Pat D’Alessandro
info@crossconnectcl.com
Cell: 416-726-7229
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 and deliver them to the show on move-in day.
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
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: March 29, 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:
Stronco Show Services
Exhibitor Services
Tel: (800) 665-2621
exhibitorservices@stronco.com
To place your order online, view the show schedule or print order forms, go to www.stroncoonline.com.
In order to protect your privacy and restrict access to exhibitors in this event we have assigned the following show code to this event:
Show Code: 511084635
Show Colors:
- Booth drapes: Black
- Aisle Carpet: Teal
- Booth Carpet: Grey
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
BOOKING DEADLINE: March 29, 2024
Please Note: This venue does NOT have free wifi.
If you require a telephone or internet line or access to WIFI in your booth you must order online using the link below:
DE Systems
Email: eycentre@desystems.com
613-822-8800 x 208
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.
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.