Exhibitor Manual
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CHFA East 2020 Exhibitor Manual

CHFA remains hopeful that the COVID-19 pandemic will abate and our CHFA East trade show, scheduled for September 12 & 13, will proceed as planned. We remain in close contact with the Canadian Government and Provincial Health Agencies to assess how the pandemic may affect events in September. Many of you have shared the importance of CHFA East to your businesses and your desire for the event to proceed as planned. At this time, we are continuing with preparations in order to ensure we deliver the calibre of event that our industry has come to expect. Because this is still an evolving situation, we are also investigating a contingency plan in the event CHFA East cannot run in September.


Thank you for choosing to exhibit at CHFA East 2020.  Please carefully read through the information below and stay on top of all deadlines by reviewing the Key Dates Calendar and working with our Official Service Providers.

Beware of Unaffiliated Solicitors

When preparing for the show, we encourage all exhibitors to work with our Official Service Providers and caution all exhibitors regarding solicitors who call and/or email claiming to be affiliated with our show. The event industry is facing an ongoing issue with hotel, marketing consultants, and online directory scams. Please refer to the Official Service Providers contact sheet and, when in doubt, feel free to contact us directly to verify you are working with one of our show partners.

Included in the Exhibit Application

As a reminder your exhibit application costs include:

  • Carpet
  • 8’-high drapery back wall (in-line booth only)
  • 3’-high drapery sidewall (in-line booths only)
  • 4 exhibitor badges per 100 sq. ft
  • Material handling (on-site - show docks to booth)
  • Access to the Exhibitor Success Centre

All booth designs and activities must adhere to the CHFA Display Rules and RegulationsCHFA Exhibitor Show Policies, the Facility Notice to Exhibitors and the Food Safety Guidelines. We also encourage all exhibitors to review the Five Steps to a Successful Exhibit.


Marketing Opportunities

While we are promoting all exhibitors in our show marketing campaign, you are also encouraged to make use of the marketing resources listed below. Don’t rely on location and booth design alone to capture your retailer audience. CHFA Marketing and Sponsorship Opportunities will increase your show presence, engage retailers, and drive your sales. Here are the forms and availability for these opportunities.

Food Sampling, Cold Storage, Ice and Catering

As required by the Toronto Public Health, if you are providing unpackaged food or beverage samples, you must submit a Food Sampling Application by August 12.  If you have extensive on-site food preparation (chopping, frying, heating, etc.) or unpackaged food samples in your booth, you must  have a Temporary Hand Washing Station within your exhibit space. Failure to comply with these requirements will result in the closure of your booth.

To support the food safety guidelines, we are providing limited onsitcold storage (includes ice) rental space on a first-come, first-served basis. Please order your cold storage and/or ice at your earliest convenience and no later than August 12

 If you would like to offer full-size food portions and/or alcoholic beverages, you mabook catering through the facility’s catering department until August 14. To order catering services call 416-585-8144 or email catering@mtccc.com.

To get a quote on renting food equipment from Edge Food Equipment & Rentals, you can call Michelle Coloma at  416.744.9995 ext. 2 or email michelle_c@edgefoodequipment.com.

Furniture and Décor for Rent by Freeman

The official show decorator is Freeman and they offer a substantial order discount for exhibitors who rent furniture and accessories online by August 20.  For more information on how to set up your online Freeman account, please contact Alyssa Penwill, Exhibitor Services Representative, at 416.252.2420 or Alyssa.Penwill@freemanco.com

If you would like to review the Freeman furniture rental prices, click on the relevant links below. 

Electricity, Lead Retrieval and Additional Services

Additional exhibit requirements, such as electricity, can be ordered quickly and easily by following the links below and working with our Official Service Providers.

(*) denotes a discount deadline 

Move-in and Move-out Schedule

UPDATED Info – All move-in and move-out times at the Metro Toronto Convention Centre will need to be scheduled on Voyage Control, a reservation system for booking a dedicated access time for vehicles. Your designated time will be within your pre-assigned move-in and move-out window (coming soon). The goal of the Voyage Control program is to reduce wait times and give all vehicles (regardless of size) direct to dock access. This program will be used for all CHFA trade shows this year and we will no longer be using the Holding lot or Marshalling yards for large vehicles.

More information (including how to create your own login profile) on the Voyage Control program will be emailed to all contracted exhibitors in August. All brokers and distributors may forward this information to their vendor partners so their carriers can also create their own login.

If your truck arrives before or after your scheduled move-in time, it will be turned away and you will need to reschedule your access time. Your set up may commence after your move in is complete and continue as needed until the show opens. All booths must be set up by 9:00 a.m. on Saturday, September 12 and please note there is no dock access available on Saturday at any time.

Alternatively, you may simplify your shipping process and use thadvanced warehouse services. All advanced warehouse shipments must arrive between August 4 and September 4. Contact TWI Group at 905.812.1124 or orders@twigroup.com for more info.

Shipping with TWI Group

TWI Group is the official shipping provider for CHFA East 2020.  They offer very affordable domestic and international shipping solutions. They will assist with advanced warehousing, direct-to-show shipping and your return shipments. Those in Halls F or G can make use of the south truck elevator, please make note of the specifications on size and height restrictions

For more information click on the links below.  For a quick quote, contact TWI Group at 905.812.1124 ext. 6410 or orders@twigroup.com.

Insurance

All exhibitors must provide proof of adequate liability insurance with a minimum limit of $3 million for the full duration of the show (includes move in and move out). This insurance is to protect you, the exhibitors, attending public and the venue. Review the Exhibitor Insurance Requirements and contact your current provider or order affordable insurance with BFL, your member benefit partner, by August 20.

Sustainability

Please help us make sustainability a priority and consider the environment when planning your exhibit. Review the Tips on Reducing Your Footprint and the Facility Sustainable Event Guidelines. Consider applying some of your organization’s sustainable practices to your exhibit design. Simple changes like using compostable sample cups, reducing your paper collateral and considering the global helium shortage can help make a world of difference.

Show Policies

The following show policies protect your investment, our service partners and ensure a safe and successful show for all participants.  If you have any questions about these polices, or if you want to better understand why certain rules are in place, please do not hesitate to contact us.