Technical & Logistic Information
Exhibitor Manual - General Information & Operating Guidelines
The Exhibitor Manual - General Information & Operating Guidelines contains the complete information, regulations, operating guidelines, and general terms and conditions for the participation of the exhibitors in The National Job Fair & Training Expo. The Exhbitor Manual facilitates the exhibitors' preparation to the event, which allows the participants to get their team ready smoothly.
The Exhibitor Manual is intended to exhibitors only. It is automatically made available to participating organizations once they have completed their registration process by simply returning their filled and signed Registration Form to the Fair Management.
More details of the information provided in the following sections of this page are available in the Exhibitor Manual.
Exhibitor badges
No form is required to be filled to order the exhibitor badges. The badges are distributed exclusively to exhibitors and their staff for the event. The badge gives exhibitors access to the Exhibit Hall through an exclusive entrance door during the opening hours and for a limited time before the opening and after the closing hours. It also gives exhibitors exclusive access to the Exhibitors’ Lounge. A standard exhibitor badge displays the logo of The National Job Fair & Training Expo and the word “EXHIBITOR” (names are not required for the badge). A maximum of six exhibitor badges per standard space of 10 ft x 10 ft are available to exhibitors. It is the exhibitors’ responsibility to distribute the badges to each staff member before the show opens to the general public.
Distribution of exhibitor badges
Option 1: Exhibitor badges will be available for pick up by exhibitors during the MOVE-IN period (Set-up Day) from 2:00 p.m. to 8:30 p.m. at the Exhibitor Information & Service Centre, located near the Exhibit Hall visitors' entrance.
Option 2: Exhibitors will have the possibility to pick up their exhibitor badges on OPENING DAY from 8 a.m. to 10 a.m. at the Exhibitor Information & Service Centre, located near the Exhibit Hall visitors' entrance.
Option 3: In case of exhibitors' staff members arriving at the event site without a badge, they can pick it up individually upon arrival or during opening hours at their exhibit booth if one of their representatives already picked up all the badges on their behalf or at the Exhibitor Information & Service Centre if no one picked up the badges for them already.
Official hotel
Hilton Garden Inn Toronto Downtown
900, Peter Street
Toronto, Ontario
M5V 2G5
Special group rate: $149 per room(single/double occupency), per night, with free Internet access in the room (plus taxes applicables).
Click for information and booking procedures (by phone and online) and booking conditions
Suppliers & Order forms
All forms from exclusive suppliers of the Metro Toronto Convention Centre and suppliers recommended by The National Job Fair & Training Expo that you might need for your participation are grouped in this section. For specific questions regarding the services and materials offered or for a special request, please communicate directly with the suppliers concerned.
| Official (exclusive) suppliers and recommended suppliers | Forms for download |
EXHIBIT EQUIPMENT RENTALS / FURNISHING RENTALS |
|
SHIPPING SERVICES / TRANSPORTATiON SERVICES |
|
PARKING SERVICES |
MTCC-Directions.pdf |
| EXHIBITOR SERVICES |
MTCC-Loading_Dock_Map_North_Building.png |
| ELECTRICAL OUTLET / DISPLAY LIGHTING / HANGING SERVICES |
Contact the supplier. |
AUDIO VISUAL SERVICES / COMPUTER RENTAL SERVICES |
|
| SMALL PARCEL COURIER SERVICE
|
Contact the supplier. |
Shipping of exhibit and/or marketing materials
Shipping of exhibit and/or marketing materials on Set-up Day
For all shipments of exhibit and/or marketing materials at the Metro Toronto Convention Centre (MTCC) for delivery on move-in date (the day before the opening day), the courier company must be advised to deliver the shipment to the following address:
Metro Toronto Convention Centre (North Building) Phone: 416.585.8313 |
Shipments sent direct to the Metro Toronto Convention Centre prior to the Set-up Day is not permitted by the MTCC. In such case, the courier will be instructed by the MTCC to return on the Set-up Day and that may incur additional costs. Show Management staff is not authorized to sign waybills issued by exhibitors' carriers and/or accept shipments on behalf of exhibitors at the site. Special but limited arrangements can be made with Fair Management. Contact us for more details.
Advance shipping of exhibit and/or marketing materials
Exhibitors needing to ship exhibit and/or marketing materials in Toronto prior the move-in date (the day before the opening day) can order advance shipping through Stronco Logistics Services, the Fair’s official transportation and customs broker provider (in partnership with The Commerce Trade Show Logistics Group Ltd. for international shipment). In such case, the exhibitor materials will be shipped to Stronco’s warehouse in Brampton, Ontario. Then Stronco will deliver the materials at the MTCC – at the exhibitor's space number – on move-in date. All exhibitors need to fill in the Stronco's Advance Shipment Order Form. There is a starting date and a cut-off date to send an advance shipping order. Click Cheklist - Deadline dates to know the dates. Any shipments orders arriving after the cut-off date will be subject to off target receiving date charges. New shipment will not be accepted in their advance warehouse on or after the cut-off date.
Return shipping after the event
Any exhibit materials must be shipped back after the fair by the end of the move-out period. Couriers must pick-up the exhibitors' shipments at the exhibitors' booth space number in the Exhibit Hall A on closing day between 7:01 p.m. and 11:59 p.m. If an exhibitor's courier can not pick-up the shipment by 11:59 p.m. that day, the exhibitor can make arrangements on site with the show decorator Stronco Show Services. Stronco can store the material at their warehouse for the exhibitor materials to be picked up by the exhibitor's courier company the next day. Charges may apply for temporarily storage. Stronco Show Services can be reached at 905-270-6767.
Small parcel carrier service
A small parcel courier service is offered through the MTCC’s Exhibitor Services office and Livingston Event Logistics via FedEx, up to a maximum of 99 lbs. MTCC’s Business Services Centre can be reached at 416.585.8387.
Move-in and move-out times
No transportation of goods is permitted in the exhibit hall during the opening hours of the show for safety issues
Booth assembly period
Booth display set-up period for all exhibitors is held during the Set-up Day (assembly day), which is the day before the opening day, from 2:00 p.m. to 8:30 p.m. During this period, the Fair Management staff coordinating logistics and show decorator staff will be on hand to assist the exhibitors. Booth set-up on the morning of the opening day is strictly limited to final booth adjustments only. Such booth adjustments must be completed by 9:00 a.m., which is one hour before the opening to the general public, to avoid any delay in the opening of the event.
Note: Carpet is mandatory at all exhibitors' space. If the exhibitor rented a booth package through the Fair Management, the carpet is already included. Exhibitors bringing their own booth display but that do not have a carpet can order one through the Fair Management prior or during the Set-up Day. To order a carpet, contact the Fair Management.
Booth dismantling period
The disassembly period starts immediately after the closing of the last day of the event. The disassembly period is from 7:00 p.m. to 11:59 p.m. During this period, the Fair Management staff coordinating logistics and show decorator staff will be on hand to assist the exhibitors. All materials, without exception, must be removed during the disassembly period only. No disassembly is allowed before the closing time of the last day of the event. The exhibitors are responsible for the removal of all their booth display and marketing materials. To facilitate the disassembly, removal of the carpets from the aisles by the decorator starts immediately at the end of the Fair at 7 p.m. Pushing carts on the carpet in the Exhibit Hall aisles is strictly prohibited.
Out of respect for visitors, other exhibitors and Fair Management, no display may be dismantled during the entire period of the event and display and products must remain intact until closing hour of the last day of the event. Should special situation arise, the exhibitors should advise the Fair Management prior to the event to find an appropriate solution if it is not possible to respect this rule for the entire duration of the event.
Once the floor has been cleared by the decorator or freight carrier at the end of the disasembly period, any materials remaining on the floor after 11:59 p.m. will be considered bulk trash and disposed of immediately. After the event, exhibitors should make sure to not leave the Exhibit Hall without all their exhibit and marketing materials, unless previous arrangements have been made with Stronco Show Services, as indicated in the "Shipping of exhibit and/or marketing materials" section of this page. The National Job Fair & Training Expo, the Metro Toronto Convention Centre and the official decorator will not be deemed responsible for loss of materials.
Unloading/Loading Dock Area: Entering and exiting exhibit materials
Unloading/Loading Dock Area entrance
Metro Toronto Convention Centre
North Building East Dock & East Freigth Entrance (corner of Station St. & Simcoe St.)
Toronto, Ontario M5V 2W6
Entering exhibit materials (for move-in only): Unloading Dock Area
Move-in/out to Exhibit Hall C will be facilitated through the two (2) East freight elevators of the Metro Toronto Convention Centre, located at the base of Simcoe Street. Exhibitors off load in the loading docks and dolly their materials to the freight elevators in the Exhibit Hall, then to their booth. All exhibitors must report to the Marshalling Yard prior to move-in. Click MTCC-Loading Dock Map North Building for download. The Unloading Dock Area can be used for unloading exhibitors’ materials only. Important note: Parking is not allowed at the unloading dock. The unloading dock can be used only for unloading and loading Exhibitors’ materials.
Exiting exhibit materials (for move-out only): Loading Dock Area
Once the exhibitors' materials are disassembled and packed for move-out, they can get a cart and take it down themselves to the East Freigth elevators, then go to the Loading Dock Area, obtain an exit coupon from the loading dock employee and go to get their vehicle. They then bring their vehicle to the Loading Dock Area, give the coupon the employee and pick up their materials.
All materials that can be carried by hand when disassembled and packed can be exit by the main entrance of the Exhibt Hall (no need to exit by the loading dock area).
Checklist - Deadline dates
important deadline dates
We strongly recommend exhibitors to review the checklist below to ensure not to miss important deadline dates for their registration and to get discounted rates from the suppliers for their special orders. Referring to this checklist is a good way to ensure the exhibitor's preparation to the fair will run smoothly.
| December 31, 2012 | Deadline date to get the early bird promotional registration discount for exhibitors. Please note that registration is confirmed on the date of receipt of the Registration Form (duly completed and signed) at the Fair Management Head Office (by email, by fax or by mail). |
| Before the fair in all circumstances | Payment in full is required before the fair and must be received at the Fair Management Head Office in all circumstances. If the invoice is dated over 60 days of the fair, payment in full is required to be made by cheque or wire transfer within 30 days of the date of the invoice. If the invoice is dated within 60 days of the fair, payment in full is required to be made by cheque or wire transfer upon receipt of the invoice. |
March 8, 2013 |
Starting date to place an advance shipping order of exhibit/marketing materials prior the move-in date of April 2, 2013, to the Metro Toronto Convention Centre through Stronco Logistics Services, the Fair’s official transportation and customs broker provider (in partnership with The Commerce Trade Show Logistics Group Ltd. for international shipment). |
| March 21, 2013 | Cut-off date to reserve your hotel room(s) at the Hilton Garden Inn Dowtown Toronto, the fair’s official hotel. After this date, reservations are not guaranteed at the preferred rate for exhibitors and are subject to availability. |
| March 18, 2013 | Deadline to order exhibit materials and furnishings at discounted rates from Stronco Show Services, the official decorator. |
| March 18, 2013 | Deadline to order material handling services (unloading of shipment and delivery to booth, removing of empty containers from booth to designated storage area, loading of shipment from booth to carrier of choice, etc.) fromStronco Show Services, the official decorator. |
| March 18, 2013 | Deadline to order labour services from Stronco Show Services, the official decorator. |
| March 20, 2013 | Deadline to place an authorization request for sample food and/or beverage item distribution used as traffic promoters from the exclusive supplier of the Metro Toronto Convention Centre. |
| March 20, 2013 | Deadline to order food and beverage (catering service) at regular rate from the exclusive supplier of the Metro Toronto Convention Centre. |
| March 21, 2013 | Cut-off date to send the order form for advance shipping order of exhibit/marketing material prior to the move-in date of April 2, 2013, to the Metro Toronto Convention Centre through Stronco Logistics Services. |
| March 22, 2013 | Deadline to register as an exhibitor and get your name listed in the official Show Guide. Registration is confirmed upon receipt of the Registration Form duly completed and signed to the Fair Management Head Office. |
| March 22, 2013 | Deadline to reserve your advertising space (quarter page or eight page) and send your material for the special section produced in collaboration with the Toronto SUN and reach over 660,000 readers. The special section also serves as the official Show Guide and is handed to visitors at the entrance of the event. |
| March 22, 2013 | Deadline to send us your color logo for the logo spread pages (with your booth number) in the special section produced in collaboration with the Toronto SUN and reach over 660,000 readers. The special section also serves as the official Show Guide and is handed to visitors at the entrance of the event. |
March 27, 2013 |
Cut-off date to send an advance shipping order of exhibit/marketing materials prior the move-in date of April 2, 2013, to the Metro Toronto Convention Centre through Stronco Logistics Services. |
| March 29, 2013 | Deadline to order a power supply from the Fair Management. Last-minute orders on APril 2, 2013 (Set-up Day) must be made directly through Showtech Power & Lighting, the exclusive supplier of the Metro Toronto Convention Centre. |
| March 29, 2013 | Deadline to order a sign installation or banner hanging from Showtech Power & Lighting, the exclusive supplier of the Metro Toronto Convention Centre. |
| March 29, 2013 | Ultimate deadline to register as an exhibitor (upon space availability). Registration is confirmed upon receipt of the Registration Form duly completed and signed to the Fair Management Head Office. |
| April 2, 2013 | Deadline to order a wireless high speed Internet connection or a telephone line from the Metro Toronto Convention Centre. |
| April 2, 2013 | An exhibitor that does not order its parking passes by the first day of move in (i.e. October 15, 2012) will have to pay the onsite rate for parking which is more expensive. It is important that exhibitors are aware of the discounted “early bird” rate available. To know the deadline to order a pre-purchase parking pass (at a discounted rate if parking for two consecutive days or more or at regular rates if parking for one day only), contact the Exhibitor Services Office of the Metro Toronto Convention Centre at 4146-585-8387. |
| April 2, 2013 | Deadline to order janitorial service (booth cleaning) at regular ratefrom the exclusive supplier of the Metro Toronto Convention Centre. |
| April 2, 2013, from 2:00 p.m. to 8:30 p.m. | Move-in time (booth assembly period) for all exhibitors. |
| April 3, 2013, at 9:00 a.m. | Deadline for all exhibitors to get their exhibit booth ready to operate. |
| April 4, 2013, from 6:01 p.m. to 11:59 p.m. | Move-out time (booth dismantling period) for all exhibitors. |
Conditions, rules and regulations
The complete information about the conditions, rules and regulations of The National Job Fair & Training Expo are part of the Exhibitor Manual - General Information & Operating Guidelines. This document is sent to all exhibitors by email upon receipt of your Registration Form or upon availability (also available upon request).
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