EXHIBITORS’ MANUAL
Looking to Reserve a Booth? Please visit the Exhibitors’ Prospectus for the registration details.
This document provides complete details for all exhibitors who have registered and received confirmation to exhibit at Trade Show 2012. Please review all the details and direct any questions to Vera Shewell: Email vera@orcaretirement.com Phone: (905) 403.0500 x 223.
TRADE SHOW HOURS
Monday, April 2, 2012: 2:30 pm – 6:30 pm
Grand Opening Cocktail Reception: 4:00 pm – 6:30 pm
Tuesday, April 3, 2012: 10:00 am – 2:00 pm
MOVE-IN TIME
Sunday, April 1, 2012: 1:00 pm – 6:00 pm
Monday, April 2, 2012: 7:00 am – 12:00 noon
We encourage Sunday move-in wherever possible in order to avoid traffic and long line-ups on Monday morning. Exhibitors are required to have aisles cleared of all their material and have all packing material stored by 12:00 noon on Monday, April 2.
MOVE-OUT TIME
Tuesday, April 3, 2012: 2:00 pm – 7:00 pm
Trade Show will officially close at 2:00 pm. No exhibitor shall remove any or all parts of their display prior to the official closing time. This allows 1) delegates a safe exit from the trade show floor, and 2) removal of the aisle carpeting.
All exhibits must be removed from the floor by 7:00 p.m. Ensure that you have made arrangements with your shipper to remove your material from the floor by this time. Any material left on the floor past 7:00 p.m. will be removed at the owner’s expense.
EXHIBITOR REGISTRATION DESK HOURS
You must register at the Exhibitors’ Reception Desk (lower level) before setting up your booth.
Sunday, April 1, 2012: 12:00 Noon – 6:00 pm
Monday, April 2, 2012: 7:00 am – 6:30 pm
Tuesday, April 3, 2012: 7:00 am – 2:00 pm
BOOTH DETAILS
Your booth space is a 10′ x 10′ area, with 8′ high back drape, and 3’ side drape. The aisles will have carpeting; however the exhibit space is not carpeted. For rental of booth carpet, tables, chairs, etc. and any booth accessories, please refer to Freeman Decorating.
With Each Booth Rental you are entitled to:
- Grand Opening Cocktail Reception, Monday, April 2
- Two (2) Tickets for the Dinner/Entertainment evening Monday, April 2
- Two (2) Tickets for the Continental Breakfast, Tuesday, April 3
- Two (2) Tickets for the Buffet Lunch, Tuesday, April 3
- Four (4) Name Badges for exhibiting staff
- Complimentary registration for educational sessions
- Pre and post convention list of all Delegates in attendance in electronic format available upon request
Items not included in the Booth Space Rate
Furniture such as tables and chairs (may be ordered through Freeman)
Electrical (may be ordered through Showtech)
Individual Booth carpet (may be ordered through Freeman)
CONTRACT FOR EXHIBIT SPACE
Show Management requires this contract form completed. Pls print clearly as this is the form we will refer to, for our printed material.
Deadline Date: Friday, March 16, 2012
INVOICE & PAYMENT DETAILS
Important: Everyone must register method of payment online.
Whether you wish to pay by cheque or pay by credit card, you must register online. Conexsys online system will give you the option for method of payment, at which time your automated invoice or receipt will be sent via email.
Everyone must register online for this process. Deadline details below:
Terms of Payment:
A $500 non-refundable per booth administration fee is applicable.
Prior to December 31, 2011: Full payment is due within 45 days of your booth confirmation.
After January 1, 2012: Full Payment is due within 30 days of your booth confirmation.
After March 1, 2012: Full payment is due within 3 days of your booth confirmation.
Cancellation Policy:
Administration fee of $500 per booth is non-refundable.
The balance is refundable only if notice of cancellation is received in writing no later than March 1, 2012. No refund of payment will be made after March 1, 2012.
Click Here for Online Payment Registration.
NAME BADGE & MEAL TICKETS
Each Booth entitles you to 4 name badges and 2 meal tickets per meal.
Everyone must register for name badges online with the Conexsys Registration Systems. This program will give you opportunity to purchase additional name badges & meal tickets.
Each Exhibiting Company may purchase an additional maximum of 6 name badges, at a cost of $15.00 + HST each.
Pre-order any additional name badges now, as onsite ordering of name badges will incur additional costs, require exhibiting company identification as well as payment on-site.
All name badges and meal tickets will be available for pick-up at the on-site Exhibitor registration desk.
Deadline Date: Thursday, March 28, 2012
Click here for online Name Badge & Meal Ticket
LEAD RETRIEVALS
Scanners are available at a very reasonable cost. Order through Conexsys Systems in advance and avoid additional expense. A small light-weight & easy to carry scanner, allows for easy and straight forward use and provides an economical method of collecting leads.
Deadline for Early Bird Rate: Friday, March 16, 2012
PRESIDENTS’ DINNER
This Sunday Evening Event is an ideal opportunity to meet industry leaders, colleagues and allied health professions and government officials. Both associations’ Presidents welcome you to the start of Convention 2012, filled with an evening of exquisite food and networking. This event is not included in your exhibit package. Cost is $150 plus HST per person. Please click below for the registration form. If you are purchasing 8 tickets, we will arrange to reserve a table in your company name.
Deadline Date: March 23, 2012
TWC Presidents Dinner Order Form
RULES & REGULATIONS
Ensure you are familiar with all the Rules & Regulations. Note the revised and new rules highlighted in red.
Marshals will routinely be checking exhibits prior to, and during the show. Review the complete document and forward details to applicable 3rd party that may be setting up your booth. If your set-up does not meet the specifications and staff is not in your booth to re-arrange prior to opening, your booth will not be permitted to open until the specs are met.
Exhibitors may not extend exhibit activities into the aisles. This includes any direct attempt by exhibitor and/or staff to solicit and distribute material and brochures. The aisles are the property of the entire show.
Exhibitors with Double Booth End Units that back onto Two Aisles take note of the 2nd page of the Rules & Regulations. Only 10’ of your wall will be 8’ high (see diagram). Your display cannot block exhibitors backing onto your booths.
Click Here for Rules and Regulations
METRO TORONTO CONVENTION CENTRE
Based on your exhibiting needs, there are mandatory forms that require completion. All exhibitors must visit the MTCC site for the complete list of forms and requirements. Orders may also be taken on-site at the Exhibitor Services booth on the exhibit floor, however additional service charges will apply, so we strongly recommend you order in advance.
Please visit the site for the complete list of forms and requirements. Here are list of a few items, but it is strongly recommended you visit the site for all the exhibitor forms. For customer service, call 416-585-8387.
Mandatory Form:
- Fire Safety Reply
Only if required in your booth:
- Parking Pass
- New this year there is an ‘early bird’ rate for the 2 day parking rate. Discount Deadline is March 30, 2012.
- Vehicle Marshalling Yard
- The marshalling yard has moved to 100/120 Cherry Street. All exhibitors unloading any material must check in with the marshalling yard first. We encourage Sunday move-in wherever possible, to avoid the Monday morning traffic.
- Janitorial
- Show management will be responsible for the vacuum of the aisle carpeting only. Pre-order if you wish your booth to be vacuumed on any of the 2 days.
- Sample Food & Beverage Request
- Complete if you are distributing food samples.
- High Speed Internet / Telecommunications
- Both wired and wireless internet access is available for rent.
- Electrical equipment, Permission to Show / Permission to Energize
- Rigging Form
- Helium Form
Click Here for Online which also includes pdf version of forms.
FREEMAN DECORATING LTD.
Freeman Decorating is the Official Service Contractor for our Together We Care Convention & Trade Show. We encourage you to use Freeman’s online services for ordering all your Freeman requirements. All exhibitors will receive an email notification from Freeman which will include a direct link to their website. This online service should be available starting November 21st, 2011. You will be required to enter your login ID and password. If this is your first time ordering online you will be need to create a new account. If after November 30, 2011 you have not received Freeman’s email notification, you may click on the link below to go directly to the website. Should you prefer printed copies of the order forms, pls see pdf below. Contact Freeman Exhibitor Services for support at (416) 252.3361 x 284, or via email at freemantorontoES@freemanco.com
| Furniture & Accessories | Tables, Chairs, Plants, etc. |
| Booth Carpeting | Order your individual booth carpet, as only the aisles will be carpeted |
| Exhibit Rentals | Hardwall or custom booths available |
| Signage & Graphics | General signage & custom graphics available |
| Transportation | Shipping to and from the advance warehouse or the facility |
| Customs Clearance | Transportation & Customs Services available at (877) 478.1113 |
| Material Handling | Offloading of material from your designated carrier once at show site, delivering material to your booth, storage of empty materials during the show, reloading material onto designated outbound carrier at end of show |
Deadline Date for Discount Pricing: Monday, March 19, 2012 (Prestige Carpet Deadline: March 2, 2012)
Click Here for Complete Manual PDF
Click Here for Quick Facts PDF
SHOWTECH POWER & LIGHTING
Showtech is the official service provider for exhibitors requiring any of the following services. Customer service may be reached at 1.855.746.9832.
- Electrical Services
- Sign & Banner Hanging
Deadline Date for Discount Price: March 19, 2012
AVW-TelAV
TelAv is the official service provider for exhibitors requiring any of the following services. Customer service may be reached at 416-585-8312.
- Audio Equipment
- Computers
- Internet Accessories
GREEN 5 CHALLENGE
Convention continues to embrace a paperless policy wherever possible. This is an optional self-assessment tool recognizing exhibitors who are committed to minimizing their environmental footprint at the show. Complete the ‘Green 5 Award’ Form, and if your company complies with all 5 on the checklist, you’re in. Post the original form at your booth for delegate visibility, and fax us a copy for our reference only. Remember this is a self-assessment that you are posting. We’ll recognize all those exhibitors that are complying, with a friendly token for you to display at your booth.
Deadline Date: March 19, 2012
HOTEL ACCOMMODATION
If you require hotel accommodation, please reserve before the beginning of February, 2012 to ensure that you receive the special Convention 2012 group rates we have secured for you. Be sure to identify yourself as an OLTCA/ ORCA or Together We Care Convention attendee. The Toronto Intercontinental Hotel is the onsite hotel, however there are a few others in the vicinity, you may prefer.
EXHIBITORS’ SCHEDULE AT A GLANCE
At a glance schedule of the 3 day event.
GRAND OPENING COCKTAIL RECEPTION
Monday, April 2, 4:00 pm is the office grand opening reception. All delegates who are registered will be on the floor at this time. Hors d‘oeuvres and drinks will be available throughout the floor to encourage walks throughout. The judging of the Best Booth Award will also be taking place during this time.
DRAWS / LOTTERIES
Draws are permitted with a maximum total cumulative value of $500 per exhibiting company. If you are hosting a draw and wish the winner’s name announced, you will be required to complete the form that will be provided in your onsite kit. The completed form must be handed in to the ORCA Booth at the front foyer by Tuesday, April 3, 12:00 noon. Draw will be held during the lunch period between 12:00 noon to 1:00 pm. If you do not wish to have winner’s name announced, you may contact the winner on your own time.
DRESS CODE
Trade Show Hours: Business attire is appropriate.
Monday Evening Dinner & Entertainment: We’ll be riding the Orient Express! Once we have our Itinerary, you’ll want to dress the part.
MONDAY EVENING EVENT
All Aboard! The Orient Express departs at 7:00 pm sharp from the Victoria Station, London. Arriving in Istanbul, Turkey at 7:20 pm, Tokyo, Japan at 8:00 pm, and Mumbai, India at 9:00 pm. Party on the Rails! Use your imagination and dress for your favorite location. Kick up your heels for what promises to be a trip of a lifetime! For exhibitors and delegates alike, this is an event that will give everyone ample opportunity for networking. Each exhibit space entitles you to 2 tickets for this Dinner & Entertainment. Additional meal tickets may be purchased via Conexsys online link or onsite at the Exhibitor Registration Desk.
BREAKFAST OF CHAMPIONS, TUESDAY, APRIL 3, 2012
Each exhibiting company is entitled to two (2) Breakfast tickets. The Breakfast of Champions hosts both delegates and exhibitors where both associations recognize honorable mentions in our industries.
TRADE SHOW LUNCHEON, TUESDAY, APRIL 3, 2012
Each exhibiting company is entitled to (2) Lunch tickets. This luncheon will take place on the trade show floor. Tickets are required for entry into the food court, so please ensure you have tickets. Additional may be purchased via Conexsys online link or onsite at the Exhibitor Registration Desk.
4 CORNERS OF THE FLOOR
Features on the ‘4 Corners’ of the floor will encourage delegate traffic throughout. Delegates will indulge in a sweet or two. Always popular, these feature corners are sure to attract delgates throughout the floor.
RAFFLE DRUMS & PRIZES
To encourage aisle traffic, trade show floor will include four (4) raffle drums scattered throughout. Upon registration, delegates will be provided with 4 ballets which they will place in the colour-coded drums.
JOHN GALLAGHER BEST BOOTH AWARD
It’s the people’s choice, so put your ‘best booth’ forward, as our delegates place their vote on Monday, April 2, during the Grand Opening Reception. Be unique, be inviting , and you may be recognized as the Best Booth! Recognition will take place at the Monday Evening Dinner event.
FAILURE TO OCCUPY EXHIBIT SPACE
If space is not occupied by 2:00 pm on Monday April 2 (½ hr prior to show opening), this will be considered a no-show and the space will be forfeited by the exhibitor. This forfeited space may be resold, reassigned or used by the OLTCA/ORCA without obligation.
SECURITY / INSURANCE
While every effort will be made to provide security for exhibitors while in the Metro Toronto Convention Centre (MTCC) neither OLTCA/ORCA or the MTCC will assume responsibility for loss or damage to exhibits or other exhibition property. OLTCA /ORCA recommends exhibitors contact their insurer and request that their coverage be extended to insure their property and liability during the transportation to and from the convention and while onsite.
ENVIRONMENTALLY FRIENDLY
We continue to partner with the MTCC to do our best to make this a paperless, recyclable, no-waste convention, and we are challenging you to do your part. Please keep this in mind if you are handing out token items at your exhibit. Environmentally friendly bags will be provided for the delegates upon registration. Let’s all do our part !
FREQUENTLY ASKED QUESTIONS…
How do I register my name badges ?
Via Name Badge & Meal Ticket Conexsys Link
How many name badges am I entitled to?
Each 10’ x 10’ booth is entitled to 4 name badges
How many meal tickets am I entitled to?
Each 10’ x 10’ booth is entitled to 2 Monday Dinner, 2 Tuesday Breakfast & 2 Tuesday Lunch Tickets.
Can I order additional name badges & meal tickets?
Yes, via the Name Badge & Meal Ticket Conexsys Link. Each exhibiting company may order an additional maximum of 6 name badges at $15 each. Pre-order as on-site registration will incur additional expense.
What if I need to change a name badge already registered?
Just go online and make the change anytime up until March 28, 2012.
Will my name badges & meal tickets be mailed to me?
No they will NOT be mailed. Please pick up at the onsite registration desk.
Does my booth include carpeting?
No, please order your carpet from Freeman Decorating Services.
Does my booth include electrical outlets?
No, please order your power from Showtech Electrical Services.
Does my booth come with a table?
No, please order your furniture from Freeman Decorating Services.
Can exhibitors attend the educational sessions?
Your exhibitors’ name badge will entitle you to attend any of the education sessions. Registration not required.
Can I order a Lead Retrieval System for scanning?
Yes, you may rent a scanner through Conexsys via the link provided.
Where can I get a parking pass?
Your may order via MTCC. Take advantage of the ‘early bird’ rate and pre-order. Passes may be picked up at the MTCC Service Desk located on the exhibit hall floor, or you can pick up at the Parking Office located on Level 5A of the parking garage.
Where do I drive to unload?
New location this year — You must drive into the Marshalling Yard located at 100/120 Cherry Street.
Visit MTCC online for procedure & directions.
Do you need to know in advance if we are having a draw at our booth?
No, we do not need advance notice. Simply complete the form you will find in your on-site package and follow the instructions provided.
Is the President’s Dinner included in the exhibitor Package?
No, it is not inclusive. The event takes place on Sunday evening. Order in advance using the TWC Registration form before the of deadline March 23, 2012.
Did we miss your question? Contact Vera Shewell at vera@orcaretirement.com