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OAS Toronto Exhibitor Manual

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

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 RBC Winnipeg Convention Centre on Friday, February 10, 2023 at noon and management will be available to assist you for the duration of the Show.

 

Table of Content

GENERAL INFORMATION

Show Location

Winnipeg Convention Centre 
Main Floor, Room 3-10
375 York Ave
Winnipeg, MB
R3C 3J3

Show Dates & Times

Saturday, February 11, 2023 | 11:00 am – 5:00 pm
Sunday, February 12, 2023 | 11:00 am – 5:00 pm

Exhibitor Move-in Times

Friday, February 10, 2023| 12:00 pm – 6:00 pm

Exhibitor Move-Out Dates & Times

Sunday, February 12, 2023 |  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

Emily Huang
905 477-2677 or (800) 891-4859 Ext 284
Email: emily@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 1, 2023

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

Freeman Audio Visual
Seamus Murphy
Tel: 204-333-3395
Email: seamus.murphy@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: January 31, 2023

Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming please contact;

Central Display Ltd.
Phone: (204) 237-3367
Fax: (204) 235-1063
Email: info@centraldisplay.ca

BOOTH CLEANING ORDER FORM
PAYMENT FORM

BOOTH INSTALLATION & DISMANTLING

PRE-SHOW BOOKING DEADLINE: January 31, 2023

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;

Central Display Ltd.
Phone: (204) 237-3367
Fax: (204) 235-1063
Email: info@centraldisplay.ca

BOOTH INSTALLATION & DISMANTLE ORDER FORM
PAYMENT FORM

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: February 7, 2023

Electrical is not supplied to your booth. If you require an electrical hookup, please click the link below and login to your account to place your service order online.

ONLINE ORDERING LINK

(When accessing the link, scroll down and click “National Event Management – 2023 Winnipeg Franchise Show”)

If this is your first time ordering from RBC Convention Centre Exhibitor Services, you must create a New User Account before you can place your first order. If you need assistance with our online ordering system, please contact:

Exhibitor Services
RBC Convention Centre
Tel: 204-957-4538
Email: services@wcc.mb.ca

ONLINE ORDERING LINK

Exhibitor Badge

 FORM SUBMISSION DEADLINE: February 1, 2023

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

North Parkade – 2 levels of parking:

The entrance to the North Parkade is from Carlton Street (East), with the exit of the lower parking level onto Edmonton Street (West). The exit for the upper level is via Carlton Street exit (daytime hours to 3pm) or via Edmonton Street. The loading dock is located in the northwest corner of the ground level. (At the Edmonton Street & St. Mary Avenue corner)

Passenger elevators and stairwells are located at the corners of each level of the parkade.

For after-hours parkade access, use Edmonton Street and St. Mary Avenue doors. The North Parkade accepts cash, credit & debit cards at exit. Exit open 24 hours.

South Parkade – 1 level of parking:

The entrance and exit to the South Parkade is from the back alley at the south end of the building off of Carlton Street (East) or Edmonton (West). The loading dock is in the same area.

Passenger elevators are located on the north wall (York Avenue) and stairwells are located on the east wall (Carlton Street).

The entrance to the South Parkade is open Monday to Friday from 6 am – 4 pm and 1 hour prior to start of South Building events. Exit open 24 hours.

The South Parkade accepts cash, debit and credit cards for payment at the pay station located beside the elevator and credit cards only at the exit.

Food Sampling

FORMS SUBMISSION DEADLINE: January 8, 2023

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 emily@nationalevent.com  Food samples are limited to a 2 oz. portion and beverage products to 4 oz.

1. Please complete the below Sampling Form and send it to the RBC Convention Centre at services@wcc.mb.ca. For further Inquiries, call Exhibitor Services at 204-957-4538.

FOOD SAMPLING AUTHORIZATION FORM

2. Please complete the below “Temporary Food Permit Application” and email it to the Manitoba Environmental Health at healthprotection@gov.mb.ca & emily@nationalevent.com .  There is no fee involved.

Please ensure you are complying with the guidelines listed below & 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.

TEMPORARY FOOD PERMIT APPLICATION

 

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: January 12, 2023

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 $169.00 + taxes for single or double occupancy at The Delta Hotels Winnipeg.

The Delta is located at:
350 St Mary Ave.
Winnipeg, MB
R3C 3J2

Reservations may be made by booking online 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 loading dock is located in the northwest corner of the ground level, at the Edmonton Street & St. Mary Avenue.

ALL DELIVERIES FOR THE SHOW ARE TO BE MADE SOLELY THROUGH THE EDMONTON AND ST. MARY STREET GROUND LEVEL LOADING DOCK.   The RBC Convention Centre will not accept shipments of any kind for trade show/exhibitions.

All materials should be consigned to the contracted display company for the show.

A Dockmaster will be on the first-floor loading dock.  They will instruct you on where to park and where the freight elevator is located. 

Dock level access is available. Dollies and a pump truck are available for your use.  If you require a forklift please contact Haelee Jones (haelee@nationalevent.com )  to discuss your needs.

Please do not use the 3rd floor loading ramp, due to another show moving in.

Move-in Instructions

Move-in Times:               Friday February 10, 2023         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 February 12,  2023         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.

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.

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.

EXHIBIT HALL TAPE USE

Only Renfrew Double Coated Cloth Tape will be approved for use in the installation of carpeting in booths. This product is used and also sold by Central Display.

The Centre will require a representative of the Show Management Company (or the Show Manager), to make themselves available for a pre-ingress/post-egress facility inspection. A “clean” facility will be provided for each show, and it must be left in the same condition upon the show’s egress. In the event that the Centre must undertake extensive cleaning of any sort in the exhibit halls, these costs will be invoiced directly to the show/show management company, along with any costs, relative to the delay in the ingress of a succeeding show.

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 Joens (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.

ANIMAL AUTHORIZATION FORM 

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@nationaleve.com )  if you wish to use helium balloons in your display.

HELIUM AUTHORIZATION FORM 

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,February 10, 2023

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 The Franchise Expo – Winnipeg
Winnipeg Convention Centre
Main Floor, Room 3-10
375 York Avenue
Winnipeg, MB
R3C 3J3

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

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.

Please address Advance Warehouse Shipments to:
Exhibitor Name, Booth #
c/o The Franchise Expo – Winnipeg
YRC – 1450 Inkster Blvd
Winnipeg, MB
R2X 1P7

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

CROSS CONNECT ORDER 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: January 31, 2023

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

Central Display Ltd.
Phone: (204) 237-3367
Fax: (204) 235-1063
Email: info@centraldisplay.ca

Show Colours

  • Booth Drapes: Black
  • Booth Carpet: This venue has a multi-coloured carpet

PAYMENT INFORMATION
FURNITURE & ACCESSORIES ORDER 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. Speak to your sales rep for more information.

Telephone / Internet / WIFI

BOOKING DEADLINE: February 7, 2023

Enjoy Free TELUS Wi-Fi at the RBC Convention Centre. TELUS’ free and friendly Wi-Fi is open to everyone – not just TELUS customers. TELUS smartphones will automatically establish a secure connection to the #TELUSdirect network when they are in range. Non-TELUS customers can connect to #TELUS through a simple splash page to enjoy the same service.

-Turn on Wi-Fi
-select the #TELUS network
-open a browser
-enter your email
-accept terms
-click “submit”
-Happy browsing!

If you require a telephone or internet line in your booth, please click the link below and login to your account to place your service order online.

ONLINE ORDERING LINK

(When accessing the link, scroll down and click “National Event Management – 2023 Winnipeg Franchise Show”)

If this is your first time ordering from RBC Convention Centre Exhibitor Services, you must create a New User Account before you can place your first order. If you need assistance with our online ordering system, please contact:

Exhibitor Services
RBC Convention Centre
Tel: 204-957-4538
Email: services@wcc.mb.ca

ONLINE ORDERING LINK 
TELECOMMUNICATIONS RULES & REGULATIONS 

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.jones@nationalevent.com for approval and to arrange arrival time if you want to display a vehicle.

General Notes: Approved vehicles must enter through the front doors and then through Meeting room 5.  Your vehicle must fit through a 6′.9″ high x 10.2″ wide door.   Vehicles must be clean and dry before entering the building. 

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.