1. art and entertainment
2. shows and events
3. fair

March 20- 22 2015
Metro Toronto Convention Centre
OPERATING GUIDELINES FOR
Toronto ComiCon
2015
10 Alcorn Avenue, Suite 100, Toronto, ON M4V3A9
|
tel. 416.241.7827
|
comicontoronto.com
TABLE OF CONTENTS
Sections
1. Important Contact Info
2. Important Deadlines
3. Exhibit Hall Hours
(Including Move-In/Out, Set Up, Registration, Restock)
4. Exhibitor Badges & Access
4.1 Exhibitor Badges
4.2 Exhibitor Badge Pick-up
4.3 Exhibitor Access
5. Payment for space
5.1 General
5.2 Advance Payment
6. Shipping & Deliveries
7. Exhibitor Eligibility & Responsibilities
7.2 Breakdown
7.3 Character of Exhibits
7.4 Verbal Agreements
7.5 Space/Placement Guarantee
8. Display Regulations
8.1 Neighboring Exhibits
8.2 Booth Terminology & Configuration
8.3 Cleaning of Exhibit Hall
8.4 Booth Floor Plan
8.5 Flooring
8.6 Maintenance
8.7 Lights
8.8 Draping
8.9 Display Safety
8.10 Covered Booths
8.11 Motorized Display Vehicles
9. Banners & Booth Signage
10. Height & Line of Sight Variance
11. Electrical Compliance
11.1 Code
11.2 Noise
12. Liability
13. Sound
13.1 Levels
13.2 Interference
13.3 Devices
15. In-Booth Events
15.1 Aisle Interference
15.2 Prizes
15.3 Signing Events
15.4 Giveaways & Flyer Distribution
15.5 Stickers
15.6 Security
16. Cardboard Boxes & Excess Trash
17. Licensing / Anti-Bootleg
18. Force Majeure
19. Metro Toronto Convention Centre House Rules
20. Vehicle Marshaling / Move-In
21. Move-Out Procedures
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SECTION 1 IMPORTANT CONTACT INFO
SHOW MANAGEMENT
SHOW WEBSITE
Show Director Event Coordinator Head of Operations –
VP of Sponsorship –
Exhibitor Coordinator –
Andrew Moyes [email protected]
James Armstrong [email protected]
Khatu Le [email protected]
Steve Menzie [email protected]
Gurmeet Sethi [email protected]
www.comicontoronto.com
SHOW LOCATION
Metro Toronto Convention Centre
South Building, Hall D
222 Bremner Boulevard
Toronto, ON, M5V 3L9
Tel: 416.585.8000
www.mtccc.com
PUBLIC RELATIONS
& MEDIA SERVICES
FANEXPO HQ
10 Alcorn Ave., Suite 100
Toronto, ON, Canada, M4V 3A9
Tel: 416.241.7827 Fax: 416.927.0862
OFFICIAL SHOW DECORATOR
Shelley Mantei
Fan Expo HQ
Director of Communications
Tel: 416.512.3479
[email protected]
OPS Event Rentals
5440 Maingate Drive
Toronto, ON L4W 1R8
Contact: Irene Arnolis
Tel: 905.624.6955
www.opseventrental.ca
AUDIO VISUAL SERVICES
ELECTRICAL & LIGHTING
Conference AV
200 North Service Rd. West, Unit 1 Suite 427
Oakville, ON L6M 2Y1
Contact: Manny DeSousa
Tel: 416.233.8884
www.conferenceavsolutions.ca
MARKETING & SPONSORSHIP
Steve Menzie
Fan Expo HQ
Vice President of Sales & Sponsorship
Tel: 416.512.3473
[email protected]
CUSTOMS BROKERAGE
SERVICES
Mendelssohn Commerce
3405 American Drive, Unit 7
Mississauga, ON L4V 1T6
Contact: Rob Parr, Manager of Events
Tel: 905.673.5445
[email protected]
ShowTech Power and Lighting
Metro Toronto Convention Centre
255 Front Street W
Toronto, ON M5V 2W5
Tel: 416.585.8109
www.showtech.ca
LOAD IN / MOVE OUT
Khatu Le
Fan Expo HQ
Head of Operations
Tel: 416.960.4528
[email protected]
FIRST AID
South Building
First Aid opposite Hall D
Emergency #: (416) 585-8160
Ext. 8160 from a facility phone
SECTION 2 IMPORTANT DEADLINES
January 9, 2015:
January 30, 2015:
February 2, 2015:
February 2, 2015:
February 12, 2015:
February 13, 2015:
February 13, 2015:
February 20, 2015:
February 27, 2015:
February 27, 2015:
March 2, 2015:
March 5, 2015:
March 6, 2015:
March 12, 2015:
March 16, 2015:
March 20, 2015:
March 20, 2015:
March 20, 2015:
March22, 2015:
March 22, 2015:
March 22, 2015:
OPS Exhibitor Service Kits Online
Final Booth Dimensions Deadline
Payment Balance Due
Exhibitor Contracts Due
In-booth Signing Schedule Deadline
Exhibitor Appointed Contractor Form Deadline
Health & Safety Form Due
Booths 20’x20’ or greater, floor plans, line of site variances & towers
submitted
Extra Passes Order Form Deadline
Move in schedule emailed out
OPS Warehouse opens to accept freight
ShowTech Discount Rate Ends
MTCC Advance Rates End
OPS Advance Price Deadline
OPS warehouse closes to freight
Exhibit installation begins
Exhibit installation complete by 4:00 PM
Show opens 4:00 PM
Show closes 5:00 PM
Exhibits and all material removed by 11:59 PM
2016 application and payment due for discounted rate
SECTION 3 EXHIBIT HALL HOURS –
IMPORTANT:
Includes: Move-In/Out, Setup, Restock, Registration, Open to the Public
We have once again assigned everyone a scheduled move-in time, which must be adhered to.
All exhibitors will receive their schedule by February 27, 2015.
EXHIBIT HALL/SHOW HOURS
Friday March 20
Saturday March 21
Sunday March 22
16:00 – 21:00
10:00 – 19:00
10:00 – 17:00
Show Hours
Show Hours
Show Hours
MOVE-IN / REGISTRATION / RESTOCK
Friday March 20
Saturday March 21
Sunday March 22
08:00 – 16:00
09:00 – 10:00
09:00 – 10:00
Registration and Set-up
Exhibitor Re-stock
Exhibitor Re-stock
PLEASE NOTE:
Exhibit space must be paid in full before exhibitors will be allowed to move-in. If you have any questions regarding
your account balance, please contact Gurmeet Sethi, [email protected]
MOVE-OUT
Sunday March 22
17:01 – 23:59
Breakdown and Move-out
Please note that extra charges apply for any move-out after midnight.
*Schedules subject to change
ADDITIONAL MOVE-IN/OUT INFORMATION
Exhibitors, Retailers and Artist Alley vendors are required to move in on Friday, March 20, 2015.
Move-in time begins at 08:00 and ends at 16:00. Everyone will be emailed their scheduled move-in time on February 27, 2015.
Please be sure to allot enough time for your set up.
entrance) to pick up all badges for your booth.
Please note that between the hours of 15:00 and 16:00 on Friday, March 20, 2015, you will be allowed access to the
NOT
and move-out hours.
All exhibitors must acknowledge their understanding and compliance with this policy by completing and submitting
the Workplace Health & Safety Declaration by Friday, February 13, 2015 online.
PLEASE NOTE:
All exhibitor personnel involved with the move-in and/or move-out process (i.e. material handling, erecting/dismantling
exhibits, etc.) MUST wear approved safety footwear at all times during move-in and move-out regardless of booth size
SECTION 4 EXHIBITOR BADGES & ACCESS
4.1 Exhibitor Badges (Allotment, Additional Badges, Where to Get Them)
All exhibitors and their booth personnel must wear their badges during set-up and teardown. Exhibitor badges will be
available at Exhibitor Registration at the Metro Toronto Convention Centre. Metro Toronto Convention Centre and
convention.
• Two (2) Exhibitor badges come with each 10 ft. x 10 ft. booth
• Two (2) Exhibitor badges come with each Artist Alley table
• Four (4) Exhibitor badges come with each Premium Artist Alley Endcap
Note:
responsible f
Exhibitor booth personnel found in violation of policies will be removed, having their b
he exhibitor from the exhibit
Exhibitors removed in this way will NOT be allowed to return to future shows with Fan Expo HQ.
ated.
4.2 Exhibitor Badge Pick-up
Exhibitors who have paid in full for their space will pick up their badges on Friday, March 20, 2015 in Hall D by the
loading dock doors. Exhibitor registration will be open on Friday from 08:00 until 16:00.
4.3 Exhibitor Access
Entering the Hall (Daily)
Toronto ComiCon exhibitors may enter the hall through the front doors of the Metro Toronto Convention
Centre South Building located on Bremner Boulevard during scheduled move-in times or restocking times.
The Exhibit Hall entrance will be staffed by security guards, so please be prepared to show your exhibitor badge.
Exiting the Hall (Daily)
The hall closes to the public at 21:00 Friday, 19:00 Saturday and 17:00 on Sunday. Please make your
at the advertised closing time for that night.
Note:
No exhibitor will be allowed to remain in the hall after hours.
SECTION 5 PAYMENT FOR SPACE
5.1 General:
All monies paid shall be retained by Informa Canada Inc. and are nonrefundable and nontransferable in the event that
,
Informa Canada Inc. is handed the right to take possession of said space and sell it to another party.
There will be no refunds for cancellations.
5.2 Advance Payment:
Exhibitors are required to pay in advance for all space requested. Acceptance of payment with the exhibitor application
should not be construed to mean payment has been made in full, any discrepancies in balance will be billed.
SECTION 6 SHIPPING & DELIVERIES
Direct shipments must be made during the exhibitor’s designated
move-in day and time.
Every crate or carton must be marked with appropriate shipping labels.
Please ensure that a representative from your company is present when
your shipment arrives. Also ensure that personnel working on your booth
have your company name and booth number. This will ensure that the
minimize security hold ups. If an exhibitor’s representative is not present,
Toronto ComiCon reserves the right to order equipment and/or materials
moved from the receiving dock to the exhibitor’s booth area, or to order
the removal of the truck from the receiving dock area. Charges for this
service will be invoiced to the exhibitor.
Direct shipping exhibit site address:
Toronto ComiCon
Exhibiting Company Name, Booth Number
Metro Toronto Convention Centre
222 Bremner Blvd.
South Building, Hall D
Toronto, ON
M5V 3L9
Canada
Piece
of
SECTION 7 EXHIBITOR ELIGIBILITY & RESPONSIBILITIES
eligible to exhibit. No adult materials or illegal weaponry may be displayed or sold without prior written permission
through Show Management.
*Subletting: The subletting of exhibit space without the prior written permission of Show Management is prohibited.
7.1
This includes all set-up and teardown hours in which the exhibitor has a display in place. Exhibitors are asked to make sure
7.2 Breakdown:
Exhibitors may not break down their display before the Expo closes on the last day of the show without permission from
Show Management.
If there is an emergency and you need an early breakdown, please contact
OPS Event Rentals
Contact: Irene Arnolis
Tel: 905.624.6955
7.3 Character of exhibits:
Character of exhibits is subject to approval from Toronto ComiCon, and all decisions regarding the display of materials
shall rest solely with Show Management.
7.4 Verbal Agreements:
All agreements concerning exhibit space must be in writing. No verbal agreements — including those involving space
7.5 Space/Placement Guarantee:
Filling out an application for exhibit space does not guarantee requested or specific space or placement. Placement
of your booth and/or table is at Show Management’s sole and absolute discretion although we will do our best to
accommodate requests.
SECTION 8 DISPLAY
REGULATIONS
8.1 Neighboring Exhibits: No exhibit may block or interfere with a neighboring exhibit
All Corporate Booths 20 ft. x 20 ft. or larger must submit a brief floor plan no later than February 20, 2015.
8.2
are based on a 10 ft. x 10 ft. exhibitor space. Please note that all retail
spaces are based on an 8 ft. x 8 ft. space and minor adjustments are to be considered. If you need help with
adjusting the details, please feel free to contact Khatu Le, [email protected] or 416.960.4528.
LINEAR BOOTH
Linear Booths, also called “in-line” booths, are generally arranged in a
straight line and have neighboring exhibitors on their immediate right
and left, leaving only one side exposed to the aisle.
Regardless of the number of Linear Booths utilized, display materials
should be arranged in such a manner so as not to obstruct sight lines of
neighboring exhibitors. The maximum height of 8 ft. is allowed only in
the back half of the booth space, with a 4 ft. height restriction on all
materials in the remaining space forward to the aisle.
NOTE: When three or more Linear Booths are used in combination as a
single exhibit space, the 4 ft. height limitation is applied only to that
portion of exhibit space which is within 10 ft. of an adjoining booth.
PERIMETER BOOTH
A Perimeter Booth is a Linear Booth that backs to an outside wall of
the exhibit facility rather than to another exhibit. All guidelines for
Linear Booths apply to Perimeter Booths except that the typical
maximum back wall height is 12 ft.
'
END CAP BOOTH
An End-cap Booth is exposed to
aisles on three sides and comprised
of two booths. The maximum back
wall height of 8 ft. is allowed only in
the rear half of the booth space and
within 5 ft. of the two side aisles, with
a 4 ft. height restriction imposed on
all materials in the remaining space
forward to the aisle.
SECTION 8 DISPLAY REGULATIONS
10'
5'
4'
5'
10'
5'
(1.524M) (3.048M) (1.524M)
MAX. PERMISSIBLE
PENINSULA BOOTH 3D VIEW
AISLE
AISLE
PENINSULA BOOTH PLAN VIEW
(6.096M)
20'
PENINSULA BOOTH
A Peninsula Booth is exposed to aisles
on three sides, and comprised of a
minimum of four booths. There are
two types of Peninsula Booths:
(a) one which backs to Linear Booths,
and
(b) one which backs to another
Peninsula Booth and is referred to
as a “Split Island Booth.”
20'
20'
20'
(6.096M)
AISLE PLAN
When a Peninsula Booth backs up to
two Linear Booths, the back wall is
restricted to 4ft high within 5ft of
each aisle, permitting adequate line
of sight for the adjoining Linear Booths.
VIEW
Double-sided signs, logos and graphics shall be set back 10ft from adjacent booths.
SPLIT ISLAND BOOTH
SPLIT ISLAND BOOTH
A Split Island Booth is a Peninsula
PLAN VIEW
Booth, which shares a common back
wall with another Peninsula Booth.
AISLE
The entire cubic content of this booth
20'
(6.096M)
may be used, up to the maximum
allowable height, without any back
wall Line-of-Sight restrictions.
AISLE
ISLAND BOOTH PLAN VIEW
AISLE
AISLE
AISLE
(6.096M)
20'
(6.096M)
20'
ISLAND BOOTH
An Island Booth is any size booth
exposed to aisles on all four sides.
The entire cubic content of the
space may be used up to the
maximum allowable height.
20'
(6.096M)
The entire cubic content of the space
may be used up to the maximum
allowable height. Double-sided signs,
logos and graphics shall be set back
10ft from adjacent booths.
AISLE
AISLE
20'
(6.096M)
SPLIT ISLAND BOOTH 3D VIEW
AISLE
PLAN VIEW
ISLAND BOOTH 3D VIEW
SECTION 8 DISPLAY REGULATIONS
TOWERS
Show Management. Fire and safety regulations in many facilities strictly govern the use of towers.
A building permit or safety lines may be required.
ARTIST ALLEY
Artist Alley spaces include a 6 ft. by 30 inch skirted table. The entire Artist Alley space provided is 5.5 ft. x 6 ft.
including the table. Artist Alley exhibit spaces must be set up so that the long edge of the skirted table
not be set up like booth space. No sidewalls are allowed. No overhead arches or display space for
merchandise will be permitted. No portion of the table may protrude into any aisle during show hours.
Please Note: Premium Artist Alley spaces are 11 ft. wide x 6 ft. deep, including a skirted table and a
3 ft. pipe and drape across the rear of the space.
8.3 Cleaning of Exhibit Hall:
Aisles of the Exhibit Hall will be cleaned each night. The exhibitor is responsible for placing all trash in the
appropriate containers.
8.4 Booth Floor Plan:
Floor plans for spaces larger than 20 ft. x 20 ft. (400 sq. ft.) must be submitted prior to February 20, 2015.
Plans received after this deadline may be disallowed by the Fire Marshal with no recourse. Floor Plans must note any
vehicles (functioning cars, motorbikes, etc.), lighting structures, canopies or covered portions of the booth. Booths
though they meet Fire Marshal codes and regulations.
8.5 Flooring:
exhibitor during move-out. Exhibitors must not use masking tape, clear packaging tape or duct tape to adhere the
commonly used at trade shows; it leaves almost no residue upon removal. Scapa Tape is available from Pillar Tapes Ltd.
Unit 5, Markham, ON L3R 5H5, Tel. 905-513-3994 / www.nhsmedia.com).
NOTE: Upon removal of each booth, Facility Management and Show Management will inspect each
space for any damages incurred by the exhibitor and to check that all materials, including tape residue
to the exhibitor.
8.6 Maintenance and Booth Cleaning:
The exhibitor shall maintain their display in a clean and orderly manner and shall take such action as may be necessary
to prevent injury or damage to any person or exhibits in the Exhibit Hall. The Metro Toronto Convention Centre is an
exclusive provider of all cleaning services. Exhibitors and external companies (including display houses) are prohibited
from performing any janitorial services within the building or their booth. Please refer to the MTCC exhibitor forms for
rates.
CONTINUED ON NEXT PAGE
8.7 Lights:
8.8 Draping:
Drape must hang at proper length and may not be pulled up to sell or display merchandise. No drape on an aisle table
may be removed during the show. It is suggested that all aisle tables are draped.
8.9 Display safety:
8.10 Covered booths:
No exhibit space at Toronto ComiCon may incorporate a tent, partial or full roof or overhead covering of any kind
without prior written approval. Partially covered booths must submit a Height and Line of Sight Variance request,
please see Section 9. All partially covered booths are subject to additional rules and regulations.
8.11 Motorized Display Vehicles:
All vehicles must abide by the move-in and move-out schedules and procedures established by Show Management.
- Any vehicle that drips oil or other staining solutions may not be operated within the Metro Toronto
Convention Centre without a drip pan or dry absorption powder. Exhibitors will be charged cleaning costs
for staining solutions not removed.
- No motorized vehicle may be operated on carpeted areas under any circumstances. Exceptions may only
be authorized by the Vice President, Customer Service or Building Manager of the Metro Toronto
Convention Centre.
- All vehicles being displayed in the Centre must have drip pans underneath them and pads under all tires.
- Fuel tanks containing fuel, or which have ever contained fuel shall be maintained less than ½ full. Caps for
If they cannot be locked, they shall be taped shut.
- The electrical system shall be de-energized by either:
a) removing the battery or
b) disconnecting both battery cables and covering them with electrical tape or other
similar insulating material
- Tanks containing propane shall be maintained less than 1/2 full. Vehicles may be driven in and positioned.
If you feel that your display does not conform to the display rules, please contact Khatu Le, [email protected]
or 416.960.4528, as soon as possible so that you can discuss your concerns.
SECTION 09 BANNER & BOOTH SIGNAGE
All signs must be single-sided. The only exception will be for signs hung from the ceiling. Banners that are
above and attached to your booth must be single-sided. Only exhibitors with a booth greater than or equal
to a 20 ft. X 20 ft. island or peninsula exhibit may hang signs from the ceiling. Exhibitors with 10 ft. X 20 ft. end caps
MAY NOT hang signs. Nothing may be hung from the ceiling without prior written permission from Show Management.
All signs greater than 10 ft. high must be approved by Show Management prior to installation.
Toronto ComiCon must approve all banners hung from the ceiling for content and size.
Please email an example or mock-up of your banner to Khatu Le at [email protected] prior to installation.
All banners MUST be hung through Show Tech Power and Lighting (416.585.8109).
SECTION 10 HEIGHT & LINE OF SIGHT VARIANCE
As a courtesy to you and your exhibiting neighbors, we try to keep all linear booths at a consistent height.
If you do not comply with the line of sight rules, you will be asked to adjust onsite.
Show Management may be able to grant a variance to the Height and Line of Sight policy and you are asked to
forward this request no later than February 20, 2015.
Please note that we may not be able to grant every request we receive.
If we can find a location that will not negatively affect other exhibitors or the event, we will try to grant your
request
If you need to request a height and/or line of sight variance, you must do so no later than February 20, 2015.
[email protected]. Please include your company and contact info.
SECTION 11 ELECTRICAL COMPLIANCE
10.1 Code:
Electrical wiring and equipment must meet the Ontario Electrical Safety Code requirements,
http://www.esasafe.com/consumers/productsafety/who-can-certify-electrical-products-in-ontario
10.2 Noise:
SECTION 12 LIABILITY
SECTION 13 SOUND
13.1 Levels:
Exhibitors must monitor their own booths to be sure that noise levels from sound systems or any other device/activity
are kept to a minimum and do not interfere with others. Show Management will be monitoring the sound levels of all
booths and may require that an exhibitor turn down the sound level in their booth. Failure to comply may result in
13.2 Interference:
Speakers and sound systems must be turned to the inside of the booth. The use of sound systems or equipment
producing sound is an exception to the rule, not a right. The Show Management reserves the right to determine at
what point sound constitutes interference with others and must be discontinued.
13.3 Devices:
No megaphones, bullhorns, or microphones will be allowed. Exceptions may be made on a case-by-case basis.
Please contact Show Management for more details.
SECTION 14 EXHIBITOR OFFSITE EVENTS
Exhibitor offsite events that conflict with show or conference hours must have the approval of Show Management.
SECTION 15 IN-BOOTH EVENTS
15.1 Aisle Interference:
video viewing tables, or demonstration tables must be placed a minimum of 2 ft. back from the aisle. Videogames should
be installed at the back of the booth to accommodate persons playing as well as onlookers. Should participants
Management may discontinue the activity.
15.2 Prizes:
No drawings for prizes may be held that require the winner be present to win. This includes trivia contests, audience
participation events, and scavenger hunts. Absolutely no games or contests where a fee is charged to participate are
style games. No contest will be allowed that involves the consumption of any food or beverage. Contests must comply
with applicable provincial and federal regulations.
15.3 Signing Events:
Exhibitors must space at least 30 minutes between signing events. Exhibitors may not have more than one signing
event going on in their booth at any given time. All in-booth signings must be coordinated with Toronto ComiCon.
15.4 Giveaways and Flyer Distribution:
outside Toronto ComiCon site, or in any other Metro Toronto Convention Centre space.
15.5 Stickers:
No exhibitor may give away or distribute stickers. Exhibitors will be charged for removal of stickers found adhered to
walls, furnishings, or any part of the Metro Toronto Convention Centre.
15.6 Security:
Exhibitors will be responsible for providing security from Toronto ComiCon’s official firm for any in-booth event if
necessary. Please contact Show Security at least 2 weeks prior to such in-booth events to ensure crowd safety and flow.
If you have any questions, please contact Northwest Security at 416.464.5072.
Celebrity Signings can be a great way to get the attendees to your booth. However, because of the crowds
at Toronto ComiCon, we need to make sure these signings are as safe and well organized as possible.
All Celebrity Signings must be coordinated with Show Management in advance. Not all booths will be able to
accommodate all signings. The best way to get approval for your signing is to have a plan for controlling the lines
SECTION 16 CARDBOARD BOXES & EXCESS TRASH
You must break down all cardboard boxes. The Show Management will assess a cleaning charge to any exhibitors who
do not break down their boxes. To avoid unexpected cleaning charges or if you expect a high volume of empty
boxes and need assistance breaking them down, please call Metro Toronto Convention Centre cleaning crew at 416.585.8387
to schedule booth cleaning and trash removal. Any amount of trash thrown into the aisles may incur a cleaning charge
from Toronto ComiCon.
SECTION 17 LICENSING/ANTI-BOOTLEG
Toronto ComiCon or FanExpoHQ does not permit or condone the sale of bootleg or unauthorized merchandise
at the show.
The sale and/or display of ANY merchandise shall ONLY BE ALLOWED where the merchandise has been approved by
the license holder for the property depicted and does not infringe on copyright or trademark laws.
By attending Toronto ComiCon as an exhibitor, you are agreeing to follow these guidelines and any violation may
result in immediate expulsion from the event without refund.
Toronto ComiCon works with law enforcement authorities, licensees, and rights holder to act against the sale of
bootleg and unauthorized merchandise at this event. Any exhibitor caught selling any bootleg or otherwise
unauthorized material or merchandise may additionally be subject to prosecution by local, provincial and federal
authorities who will be given full access to this event.
SECTION 18 FORCE MAJEURE
In the event that, due to circumstances beyond the reasonable control of Toronto ComiCon:
(b) The Metro Toronto Convention Centre or its exhibitor area is unavailable (in whole or in part); or
(c) The installation, exhibition or move-out time for exhibit booths is reduced
there will be no refunds (in whole or in part) of exhibitor or advertisement fees.
For purposes of this Section, the term “circumstances beyond the reasonable control of Toronto ComiCon shall
strike, war, riot, act of public enemy, acts of violence by third parties, governmental and municipal acts or ordinances,
and other acts of God”.
SECTION 19 METRO TORONTO CONVENTION CENTRE HOUSE RULES
Clear Aisles:
consent. All product/boxes/trash must be clear of the aisles 60 minutes prior to show opening.
Fasteners:
Never staple, tape or deface drapes, materials or walls belonging to the Metro Toronto Convention Centre or OPS.
Damages:
Any damage caused to the building by an exhibitor or their employee is the sole responsibility of the exhibitor
and will be billed accordingly.
Food and Drink:
No alcohol is allowed in Metro Toronto Convention Centre during Toronto ComiCon or during move-in or move-out.
No food may be sold or given away from any exhibit at any time without prior written permission from the Show
Management and the Metro Toronto Convention Centre. No chewing gum will be allowed for sale or as a giveaway.
Garbage
Trash should not be placed in the aisles; it must be placed in one of the large, wheeled receptacles located throughout
Smoking:
The Metro Toronto Convention Centre is a smoke-free environment. Therefore, all public areas and rental space, including
corridors, registration area, meeting rooms, the exhibit halls and the loading docks are designated non-smoking areas. The
exhibitor is required to enforce no-smoking rules.
Handcarts/Dollies:
No handcarts are allowed in the lobby at any time.
Helium:
Use of helium balloons as a giveaway item is strictly prohibited. Approval by Show Management is required for
Fog/smoke machines:
No fog/smoke machines will be permitted in the Exhibit Hall. Any device that produces smoke or any other
airborne particulate will not be allowed.
In-booth storage:
Exhibitors may store a maximum of one day’s worth of stock in their booth. Additional onsite storage is available
through Show Management.
PLEASE NOTE:
To arrange Exhibitor Services (booth cleaning, parking passes, telecommunications) with the
Metro Toronto Convention Centre and to review their policies and procedures, please see the
forms at, http://www.comicontoronto.com/exhibitors/
Vehicle Marshalling / Move-In
Toronto ComiCon 2015 exhibitors will be utilizing Exhibit hall D in the South building of the Metro
Toronto Convention Centre.
PROCEDURES:
1. All vehicles will report directly to the South loading dock, in the South building.
2.
The South loading dock will be accessible as of 0800h
3.
Vehicles entering the loading dock areas will be met by the Convention Centre dock staff who will
control the flow of vehicle traffic
4.
The control of the vehicles once inside the hall will be the responsibility of Show Floor
Management in conjunction with the Convention Centre dock staff.
5.
Once vehicles have un-loaded all materials for their booth, they must exit Marshalling area and
proceed to parking garage.
6.
Vehicle storage is available at our Cherry Street marshalling yard during events at $32.00 plus
13% HST per day. Arrangements must be made in advance through our dock office at (416) 5858345/ (416) 585-8278
Or cell number (416) 529-3461
Directions to South Building Dock
Access to Hall E loading area is through the South loading dock
South loading dock is located just North of Lakeshore Blvd if coming from the South
or just South of Bremner Blvd if coming from North
Our People are the Centre
T: (416)585-8345 / F: (416)585-8115
Move-Out Procedures
In an effort to better assist you on the move-out, the following arrangements will be in place:
1) Toronto ComiCon will close at 1700h on Sunday, March 22, 2015. South Loading dock will open
at 1700h and will be staffed by the MTCC Dock Staff. Be sure to check in with the staff before
heading into Hall D.
2)
As per the Ministry of Labour, children under 16 years of age are NOT permitted on the show
floor during tear down or move out. Please also note, that as per the Ministry of Labour,
Proper Protective Equipment is required to be worn while all tear down and move out activity
is taking place
3) All electrical power will be turned off 1/2 hour after show closes unless you've made prior
arrangements with ShowTech Power & Lighting.
4) The Metro Toronto Convention Centre is a SMOKE FREE ENVIRONMENT. Please use the
designated smoking areas. We thank you for your co-operation in this matter.
5) Please note for the move out the South loading docks will be used. When your exhibit
is packed and ready to go, you are expected to take your packed booth material to
your vehicle at South Loading dock.
6) All vehicles must be either in the MTCC parking garages or area parking lots
(mini-van or smaller). Please do not leave vehicles on the streets surrounding the Centre –
you can anticipate Metro Parking Authority to Tag and Tow if you are street parked .
PLEASE DO NOT HAVE VEHICLE BROUGHT OVER TO THE SOUTH LOADING DOCK UNTIL
BOOTH IS PACKED UP. Any vehicles arriving without a valid pass will be redirected to the
Marshalling Yard at 100/120 Cherry Street.
7) No material may be taken through the Main Entrance unless it can be carried by hand.
Dollies are not allowed on carpeted areas. No equipment may be transported on the
escalators or public passenger elevators.
8)
In order to minimize the risk of theft during move-out, it is recommended that all small articles
of value be removed at the close of the show and that the exhibitor guards the rest of the
material.
9) All exhibits must be removed by 2359h on Sunday, March 22, 2015. Please ensure that you
have made arrangements with your shipper to remove your goods from the floor at this time.
The official carrier will remove all materials left on the floor past 2359h, at the owner’s
expense
10) If you need help with moving your freight, please speak with a Commerce Trade Show
logistics representative on the show floor.
11) Thank you and have a safe trip home.
Our People are the Centre
T: (416)585-8345 / F: (416)585-8115
MARCH 20-22 2015
METRO TORONTO CONVENTION
CENTRE
Exhibitor Occupational Health & Safety
COMPLIANCE DECLARATION
All exhibitors at the 2015 Toronto ComiCon are required to review, sign and return this form acknowledging their
understanding and compliance with its contents by Friday, February 13, 2015.
IMPORTANT:
Exhibitors, their on-site staff and suppliers/contractors, shall comply with all show terms, rules and regulations, and
all pertinent and applicable laws, codes and regulations, federal, provincial, municipal and local, including the
Occupational Health & Safety Act, governed by the province of Ontario, which may affect the show space.
It is also the sole responsibility of the Exhibitor to ensure that all their on-site staff and suppliers/contractors are
informed of and comply with all these terms at all times while on the show property. The exhibitor agrees to be liable
for the actions of its on-site staff and suppliers/contractors.
These terms and regulations will be enforced by both Show Management and Ministry of Labour. Exhibitor’s failure to
comply with such laws, terms, rules and regulations shall entitle Show Management to terminate Show Management
obligations under this contract and remove, shut down or darken Exhibitor’s space. Show Management’s decision on
all such matters shall be final.
In order to ensure that everyone understands the importance of these requirements all Exhibitors are required to sign the
“Exhibitor Health and Safety Compliance Declaration” prior to move-in.
Please go to https://fanexpohq.formstack.com/forms/comicon2015_h_s_form or visit the Toronto ComiCon
website http://www.comicontoronto.com/exhibitors/ to read and sign our Health and Safety Declaration Forms.
Exhibitors may be prohibited from setting up on the show floor if this form has not been submitted by Friday, February 13, 2015 to
Khatu Le at Fan Expo HQ via:
Toronto ComiCon website https://fanexpohq.formstack.com/forms/comicon2015_h_s_form
or
Fax: 416.927.086 or Email: [email protected] or Mail: 10 Alcorn Ave., Suite 100, Toronto, ON M4V 3A9, Canada
HEALTH & SAFETY REQUIREMENTS FOR ALL EXHIBITORS
The following requirements are not only best practices but are also requirements of the Occupational Health & Safety Law.
Everyone on the show floor is responsible for ensuring a healthy and safe working environment.
As an exhibitor, it is your responsibility to contact all the people who will be involved in the assembling and dismantling of your
booth/display, including staff and outside contractors, to ensure that they are fully briefed on the health and safety requirements
of working in this environment.
Show management will be monitoring the show floor to ensure a healthy and safe work environment. Should you or your
employees observe any hazard or unsafe work practice on the show floor, we request that you notify Show Management immediately.
GENERAL HEALTH AND SAFETY REQUIREMENTS
All Exhibitors must:
• Ensure their on-site employees and suppliers/contractors comply with all required safe work practices as required by
health and safety law and outlined in this document.
• Ensure that all on-site employees and suppliers/contractors whose activities require the use of Personal Protective
Equipment are properly equipped.
• Ensure that all on-site employees and suppliers/contractors wear CSA approved safety shoes (regardless of booth
location or size) during move-in and move-out.
• Monitor and enforce the required health and safety practices for their on-site employees and suppliers/contractors
during move-in and move-out.
• Must provide copies of any accident or incident reports to Show Management as applicable.
• Be aware of forklifts and other potential machinery moving through the aisles and loading dock areas. Please stay
clear of them, especially when they are carrying a load.
• Must comply with all safety rules while working in or accessing any common areas such as aisles and loading docks.
• Ensure that all on-site employees and suppliers/contractors are aged 16 or older. (No one aged 15 and under will be
permitted into the exhibit hall during move-in or move-out.)
MEDICAL EMERGENCIES
• All accidents that take place on-site need to be reported to Show Management immediately. The show office room
and telephone number will be made available via a hand-out during show move-in.
• First Aid services are on-site during move-in, move-out and show days to respond to medical emergencies and can be
located across from the Hall D entrance on Level 800. The first aid attendant can also be reached via any show security
guard located at every show entrance and the loading docks or by calling 416-585-8160.
• If the accident results in a serious or critical injury*, the Ministry of Labour must be contacted at 1-877-202-0008
as soon as the situation is under control. In addition to a phone call, a report must be filed to the Ministry of Labour
within 48 hours.
*The Occupational Health & Safety Act defines a critical injury to be one or more of the following: life is in jeopardy,
unconsciousness, substantial loss of blood, fractured leg or arm but not a finger or toe, amputation of leg, arm or hand
but not a finger or toe, burns to majority of body, loss of sight in an eye
CONTINUED ON NEXT PAGE...
WORKING AT HEIGHTS
In order to avoid injury, we require the following procedures to be followed:
• Proper extension devices (i.e. ladders) must be used. We strongly discourage the use of ladders 12’ or higher.
Items such as tables, chairs, boxes, etc. shall not be used to lift a person.
• All ladders should be maintained in safe working order with suitable heights, weight loads, non-slip footings,
rung spacing and tethers capable for what they are subject to.
• When in use, ladders also need to be placed on a firm non-slip ground surface.
SLIPS, TRIPS AND FALLS
During move-in, there may be a considerable amount of debris on the show floor that can cause injury.
Exhibitor’s must be alert to potential hazards and comply with the following procedures:
• All work areas/booth spaces are to be kept in reasonable order and materials not in use should be appropriately stored.
• Reinforce with employees positioning of booth materials to minimize congestion as much as possible.
• Reinforce with employees placing waste in appropriate waste containers.
• If you spill something or notice a spill please report it immediately.
• Do not run in the exhibit hall.
FIRE EXITS
• All exits from the exhibit hall and building must be kept clear. Items found blocking the exits and passageways will be
cleared immediately.
• Exhibitor’s on-site employees and/or suppliers/contractors must ensure that emergency exits are not obstructed as
per local fire code requirements.
The above list is not intended to be complete or exhaustive. Please consult the Occupational Health and
Safety Act and applicable Regulations for further information regarding your obligations under the Act.