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OAS Toronto Exhibitor Manual

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

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 exhibitProcessing 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 Saskatoon Prairieland Park, at noon on Friday October 4, 2024. Management will be available to assist you for the duration of the show. 

Table of Content

GENERAL INFORMATION

Show Location

Saskatoon Prairieland Park
Hall B
503 Ruth St W
Saskatoon, SK
S7K 4E4

Show Dates & Times

Saturday, October 5, 2024 | 11:00 am – 5:00 pm
Sunday, October 6, 2024 | 11:00 am – 4:00 pm

Exhibitor Move-in Times

Friday, October 4, 2024 | 12:00 pm – 6:00 pm

Exhibitor Move-Out Dates & Times

Sunday, October 6, 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

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
TIPS FOR A SUCCESSFUL WEEKEND 

AUDIO / VISUAL RENTALS

PRE-SHOW BOOKING DEADLINE: September 18, 2024

Audio Visual is not supplied to your booth. If you require Audio Visual equipment, please complete the order form below and send it to:

forms@prairielandpark.com

If you have any questions regarding Audio Visual please contact: 306-683-8883

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

AUDIO VISUAL ORDER FORM

BOOTH CLEANING

PRE-SHOW BOOKING DEADLINE: September 19, 2024

Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming please fill in the form below and send it to:

Handy Special Events
Email: specialevents@sohandy.com
Tel: 603 933-2727 

BOOTH CLEANING FORM
PAYMENT FORMS

BOOTH INSTALLATION & DISMANTLING

PRE-SHOW BOOKING DEADLINE: September 19, 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 submit the below forms to;

Handy Special Events
Email: specialevents@sohandy.com
Tel: 603 933-2727

BOOTH INSTALLATION & DISMANTLE FORM
PAYMENT FORMS

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
Email: info@crossconnectcl.com
Tel: 416-726-7229

TRANSPORTATION & CUSTOM ORDER FORMS 

 

Electrical

PRE-SHOW BOOKING DEADLINE: September 18, 2024 

Electrical is not supplied to your booth. You can order electrical from Saskatoon Prairieland Park.

Please fill out the form below and send it to: forms@prairielandpark.com 

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

ELECTRICAL ORDER FORM

Exhibitor Badge

DEADLINE: September 20,2024

We have implemented a new automatic badge system to simplify the request process. Information regarding this new system will be coming soon. 

Exhibitors are provided with up to a maximum of 7 personalized name badges based on the size of your booth. Badges will be available for pick up at the Show Office during move-in and must be worn to gain admittance to the Show. 

Food Sampling

FORMS SUBMISSION DEADLINE: September 5, 2024

If you are planning on sampling food or beverage product in your booth, please note there are two necessary forms to complete.  

Food samples are limited to a 2 oz. portion and beverage products to 4 oz. 

1. Please complete the Venue Sampling Form and send to emma@nationalevent.com

2. Saskatoon Public Health – Requires every exhibitor that wants to sample to complete the formPublic Health Application. Please send to both emma@nationalevent.com and phioc@saskatoonhealthregion.ca 

Please ensure you are complying with the guidelines listed within the application.  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 regarding the public health application, please contact:  

Environmental Public Health Department 
Population and Public Health  
Saskatchewan Health Authority  
Tel: 306-655-4605  
Email: phioc@saskatoonhealthregion.ca  

VENUE SAMPLING FORM 
PUBLIC HEALTH APPLICATION 

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 2-3 week before the show. 

CUSTOM COUPON REQUEST FORM

DEADLINE OF LOGO SUBMISSIONS: September 6, 2024 

Hotel

There are two options available to book your hotel reservations:

OPTION 1: Four Points By Sheraton –  Saskatoon

BOOKING DEADLINE: September 3, 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 $149.00 + taxes at Four Points by Sheraton Saskatoon.   

Four Points By Sheraton –  Saskatoon
503 Cope Way
Saskatoon, SK
S7T 0G3
(306) 933-9889

Reservations may be made online using this BOOKING LINK

Make sure to mention The National Franchise Show – Saskatoon. 

OR

OPTION 2: Hotel Planner

Book your hotel stay for the show through HotelPlanner.com.
HotelPlanner is one of the world’s top providers of individual, group and corporate travel bookings, specializing in unique “Closed User Group” discount rates.

Click here for the best rates available: https://franchisecanada.hotelplanner.com/

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

Details coming soon. 

Loading Docks

Loading dock #9 will be available for exhibitors to use. Dock #9 is located on the back end of the building.  

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, please contact Emma Barnes-Chow at emma@nationalevent.com no later than 2 weeks prior to the show. 

Move-in Instructions

Move-in Times:               Friday October 4, 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 October 6, 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 floorShow 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.  

Exhibitor Parking

Exhibitor parking at the Prairieland Park is free.

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 Emma Barnes-Chow (emma@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 onlyYour brand messaging can only face the inner walls of your exhibit space. 

Carpet or Flooring

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. 

  • 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 Emma Barnes-Chow (emma@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 floorIt 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 neighboring exhibitorsThe 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 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 exceptionPlease contact Emma Barnes-Chow (emma@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 lostPlease contact Emma Barnes-Chow (emma@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 showInterpretation 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 4, 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 onlyYour materials will be left at the dock until you arriveTo 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 Emma Barnes-Chow (emma@nationalevent.com) as charges may apply.    

Please address shipments to:
Company Name, Booth #
c/o The National Franchise Show – Saskatoon 2024
Saskatoon Praireland Park
503 Ruth Street West
Saskatoon, SK  
S7K 4E4 

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
Email: info@crossconnectcl.com
Tel: 416-726-7229

TRANSPORTATION AND CUSTOMS FORMS 

Pre-Show Shipping

Handy Special Events can warehouse materials for up to 30 days prior to the Show and deliver them to the show on move-in day.  

Handy Special Events  
Email: specialevents@sohandy.com  
Tel: 603 933-2727 

ADVANCED WAREHOUSING 
PAYMENT FORM

 

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

PRE-SHOW BOOKING DEADLINE: September 19, 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

Handy Special Events
Email:specialevents@sohandy.com
Tel: 603 933-2727 

Show Colors:

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

FURNITURE ORDER FORM
PAYMENT FORM

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 Thompson at nadine@nationalevent.com or 905-477-2677 ext. 229.

Telephone / Internet / WIFI

BOOKING DEADLINE: September 18, 2024

If you require an internet line, or WIFI access in your booth you may order services with the below form and send it to:   

Email: forms@prairielandpark.com  

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

INTERNET ORDER FORM 

Vehicles on Show Floor

All vehicles must abide by the arrival and departure schedules and procedures established by Show Management.  

Please contact Emma Barnes-Chow (emma@nationalevent.com) and provide pictures and specifics (make, model, dimensions) of the vehicle you would like to display for approval and to arrange arrival time. 

All vehicles that are being displayed on the show floor must have their exterior clean.  

Any vehicle that drips oil or other staining solutions may not be operated within the Centre without a drip pan or dry absorption powder. Responsible parties will be charged cleaning costs for staining solutions not removed. 

No motorized vehicle may be operated on carpeted areas under any circumstances. Exceptions may be authorized by the Director of Event Coordination or Operations Manager. 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. 

Fuel tanks containing fuel, or which have ever contained fuel, shall be maintained at less than ¼ full. Caps for fuel tanks fill pipes shall be of the locking type and be maintained locked to prevent viewer inspection. If they cannot be locked, they shall be taped shut. 

The electrical system shall be de-energized by either: 

  1. Removing the battery, or
  2. Disconnecting both battery cables and covering them with electrical tape or other similar insulating material.

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.