Frequently Asked Questions regarding participating in the show as an exhibitor
Exhibitor Information - Winter Market
Locations and access:
The Winter Market Show is being held at:
Embassy Grand Convention Centre, 8800 The Gore Road, Brampton, ON. L6P 0B1
Tel. (905) 794-9588
The show runs January 11th to 14th 2016. Move-in and set up is on January 10th.
All move-in must take place from the side and rear of the buildings not the front doors.
The facility will be secured overnight. If, for whatever reason, you need access to the halls outside of regular set up and show hours, it may be possible, authorized by show management. If the Show Manager is not available or on-site, please contact Robert Lauder at cell. (416) 523-0934 to arrange this.
Show Office location
The Show office is located in the suite next to booth L27 and the Show registration area in the lobby of Hall 5 (opposite end of the building to the loading dock).
Hotel info
A discounted rate for show visitors is posted on the Show web-site, www.spryshow.ca
Set Up Day
To view the configuration of booths permitted at this show, please see the Exhibitor Terms & Conditions section of the FAQ page on the web-site at the following link: http://www.spryshow.ca/faq/
General booth set-up is all day on Sunday January 10th from 10.30AM until 8.00PM.
Booths being constructed by third-party exhibit contractors may begin set up from 9.30AM.
The halls will be closed down at 8.00pm sharp on Sunday night. If you need to continue set up, the halls will be open at 7.30AM on Monday January 11th. There will be no load-in available on Monday so all product and display material must be in the booth space before the halls closes on Sunday evening. All final set up must be complete by 8.30AM Monday.
These facilities do not allow move-in to take place through the front doors of the buildings. All move-in must be through the various rear doors and loading dock at the back of the building. In the Embassy Grand for booth numbers up to aisle 1200, you will find it most convenient to enter through door #5 at the north-east corner of the building unless you need to use the split level dock. The split level dock is near door #1 and door #1 will be the most convenient for booth numbers 1300 and higher.
There is very little in the way of materials-handling equipment at these venues for large booth containers etc; nor is there much storage space. Heavy equipment is not allowed on the show floor at any time. All containers need to be hand-pushed onto the floor and need to be on wheels.
In addition to the slit level loading dock at Embassy Grand, there is also a ground-level cargo door to provide easy access to carrying display material and sample product onto the floor. All booths will be on the ground level of the building.
Parking
Ample Parking is free and at the front of the Convention Centre.
Food Service
At Embassy Grand, for your convenience, there will be a cash food concession, catered by the facility. The menu will offer a variety of high quality choices at reasonable prices and be serving from around 11.30am until around 2.30pm each show day. This service will provide hot and cold meal plates, sandwiches, salads, pop, chips etc. We encourage you to use this affordable service.
Please note; there is to be no food or drink brought into the building from outside.
Cell phone reception
Cell phones work normally in the convention centre.
Internet service – New from WifiCube!
High-speed wireless internet service will again be provided by WifiCube and is available for a base fee of $50.00 plus HST for the duration of the show. The service was first introduced at the Summer Market show and worked well. The data allowance provided in the base package should be more than sufficient for sending and receiving most email and general web-browsing. You will likely incur additional charges from the provider if you intend to stream video and download super-large files (like workbooks, for example). You must order internet service before the show and by no later than December 30th 2015. Follow this link to learn more about the service, the extra data capacity rates and to order the service: http://goo.gl/forms/JGbrexbSmF
There will be no facility to order the internet service on-site at the show.
Access Outside of Official Show Hours Appointments
Within reason, we are pleased to offer you the opportunity to hold presentation appointments outside of the official show hours to maximize your time at the Show. This must be pre-arranged if you intend to hold an appointment at a booth in the facility.
Official Show hours are:
9.00am til 6.00pm on Monday
9.00am to 6.00pm Tuesday
9.00am to 6.00pm Wednesday
9.00am to 5.00pm on Thursday
Presentations underway at the official closing time of each day of the show may continue and should not be disturbed by those leaving the building.
Please refer to the official schedule included in the Show Guide for additional events taking place over the course of the show.
Courier Shipments.
Arranging a courier shipment to the show should be arranged for delivery no earlier than January 8th. If the delivery is being arranged for January 8th (as opposed to January 10th), you must contact the show manager to arrange this so that temporary storage can be arranged otherwise the shipment will most likely be refused by Embassy Grand staff due to the limited storage space available.
Please mark the packages for the Spry Lifestyle Show, Attention: (Exhibitor name and booth #). The courier must check at Embassy Grand Admin Office to have the packages received and to be put into secure temporary storage.
Pick-ups at the end of the show must be no later than Friday, January 15th. Embassy Grand Convention Centre and Podium Media Group cannot be held responsible for refused, lost or stolen packages while in temporary storage at the venues.
The courier address to ship all packages is:
Embassy Grand Convention Centre,
8800 The Gore Road,
Brampton, ON.
L6P 0B1.
The Embassy Grand Convention Centre phone number is: (905) 794-9588.
On show-closing day you must inform show management or a member of the Convention Centre staff that you are leaving a shipment to be picked up (get instructions from facility management) and they will direct the courier to its location on Friday.
You can also have delivery of packages to the show throughout each of the show days. These will be brought to you in your booth when they arrive.
Show Closing and Tear-down
Tear down of booths is not permitted until 5.00pm on Thursday. It is quite typical for some presentation appointments to extend to the closing time of the show. Presentations still underway at closing must not be disturbed by exhibitors tearing down; especially before the show officially closes.
Penalties for early tear-down/pack-up. Fines will be imposed.
Any exhibitor that begins tear down before 5.00PM* on Thursday afternoon will be subject to a $200.00 fine. All fines collected will go into an exhibitor draw fund and the proceeds will be distributed by process of random draw of all exhibitors that comply with the rule. Draw prizes will be cash prizes and awarded to exhibitors after each show. Failure to pay the fine will result in the exhibitor’s ineligibility to participate in future shows. We appreciate your cooperation with this.
*or before an earlier time that the show manager approves and publicly announces, which would be after the last customer has left the building.
Washrooms
There are clean and pleasant washrooms throughout the facilities.
Badges
Everyone participating in the show is required to wear an official show badge, which will be available for pick up on Sunday later in the afternoon and on Monday morning at the show registration area. Badges are not required to be worn on set up day.
Personal Belongings security
Every effort is being made to ensure the utmost safety and security of display product and visitor belongings in the facility however Embassy Grand Convention Centre and Podium Media Group cannot be held responsible for lost or stolen property.
Retailer Lounge at Embassy Grand
The lounge area is provided to allow retailers a quiet place to work outside of the hall. Please do not use this room as a sales-meeting room. Location of this lounge will be indicated on the floor plan and with signage.
Temperature in the facility
The temperature in the facilities is managed by air conditioning systems. The system adjusts according to the outside temperature as well as the interior temperature. The heat generated from booth lighting often affects the performance of the A/C system. Please let us know if the hall temperatures need to be adjusted.
Coat racks
Coat check will be provided and will be located at the registration area.
Please do not leave valuables in your coat pockets if you intend to utilize the coat check.
Show Exhibitor List, Floor Plan and Ontario Rep. Directory
The Floor Plan for the show will be issued just before the show and distributed by email and posted to the web-site. A comprehensive Show Guide will have already been posted to the Show web-site as well as distributed to retailers across the province.
Planning Meeting
The traditional planning meeting will be held Thursday at 8.00 AM in the retailer lounge area at the Embassy Grand. All those participating in the event are invited to attend this meeting to discuss plans and ideas for future Ontario Rep Shows.
Questions or Comments/ Contact Info
If you have any questions/comments or ideas about the running of the shows, please don’t hesitate to let us know. We aim to run these events the way you want them to be run. The office contact info is as follows; Tel: (905) 655-0863, Fax: (905) 655-7668, Email: info@sportsoutdoors.ca
Exhibitor Terms and Conditions
For a comlete review of booth configurations permitted at the Spry Shows, click here
SPACE RENTAL PAYMENT
APPLICABLE DEPOSIT MUST ACCOMPANY THIS APPLICATION. Balance due and
payable 60 days prior to the show. If balance is not received by the deadline, Exhibitor waives all rights to the space contracted and Show Management will not guarantee space at the requested location specified in the contract. Full payment is compulsory in advance of move-in dates. Podium Media Group Inc. (referred to herein as “Show Management” or “Podium”) reserves the absolute discretion to grant or refuse any request from individuals or companies wishing to exhibit in the show.
CANCELLATION POLICY
Booth space must be cancelled in writing. Cancellation received 90 days or more prior to the first
show day – 100% of “balance” payment will be refunded. Cancellation received within 31-89 days
prior to the first show day – 50% of “balance” payment refunded. Cancellation received within 30
days of the first show day, or Exhibitor fails to occupy booth space without notice, 0% of booth
payments refunded and Exhibitor will be liable for any unpaid balance of the contract.
EXHIBIT SPACE
Show management agrees to provide a standard display booth. Carpet, furnishings, décor etc.
are the sole responsibility of the Exhibitor. Exhibitors will be responsible for the set up of their
own exhibit. The Exhibitor agrees to confine its activities to the exhibit space.
SUBLETTING
Subletting space is prohibited. The Exhibitor shall not assign, sublet or apportion the whole or
any part of the space allocated by Show Management to the Exhibitor.
ASSIGNMENT OF EXHIBIT SPACE
Exhibit space will be allocated by Show Management. Show Management reserves the right
to relocate exhibits which may be affected by a change in the floor plan, or in the interests of
optimum traffic control and exhibit exposure. Show Management will not be held liable if competitive
exhibitors are adjacent to or opposite each other, but, if possible, efforts will be made to
allocate space on a basis fair to all exhibitors.
SET-UP
All exhibitors must be set up within the time schedule specified in Exhibitor Manual. No major
changes to displays are permitted during public show hours. Show Management shall have the
right to open any booth where an exhibitor is absent during show hours. Show Management will
not be responsible to an exhibitor for any loss or damage caused as a result of the booth being
opened and unattended during show hours.
ARRANGEMENT OF EXHIBITS
Displays must not protrude beyond the measured booth dimensions or obstruct a clear view of the
neighbouring booths, and may not be taller than 8 ft. in height except in specified areas. Please
advise at time of application if display exceeds 8’ in height. Exhibitor may not attach displays to
walls, structural supports, or flooring in the exhibit building by nails, screws, bolts or permanent
cement, nor may it suspend anything from the ceiling or rafters. No exhibitor shall permit the
exposure of any unfinished surface to neighbouring booths. If Exhibitor fails to correct the unfinished
part, Show Management will have the right to finish such outside partitions. The cost of
such repairs shall be paid by the Exhibitor to Show Management upon demand being made. Show
Management reserves the right to restrict the use of glaring or irregular lighting effects.
DISMANTLING AND REMOVAL
No exhibitor shall dismantle or remove any part of its display before the time scheduled as specified
in the Exhibitor Manual. Any material remaining after the cut off time may be removed by
Show Management at Exhibitor’s expense.
CHARACTER AND CONDUCT
All displays and promotional literature must be in good taste. The product or service must be
presented in a professional manner and no carnival or side show sales tactics will be permitted.
Free samples may be distributed. Orders for products may be taken and merchandise may be
sold at cash retail prices. Raffles and giveaways may be conducted but only with the prior written
approval of Show Management. The sale and/or distribution of wine, liquor or beer is strictly
prohibited in the exhibit hall, except with the consent of Show Management. If consent is given,
the Exhibitor must comply with all relevant laws and regulations. If in the opinion of Show
Management an exhibitor or its servant or agents conduct themselves in an objectionable manner,
Show Management reserves the right to expel them from the show. In such circumstances,
Show Management will not be liable for any damage or loss to the Exhibitor or the person
expelled, nor will there be any refund of exhibitor fees.
NOISE AND MACHINERY
Show Management shall have the right to stop the display, demonstration of or the running of an
engine or machine which by causing vibration, noise, smoke, smell or any of them is considered
to be a nuisance. The Exhibitor shall at the request of Show Management stop the use of loudspeakers,
microphones, amplifiers, musical instruments, gramaphones, radios, film equipment or
any of them. The Exhibitor shall not have on its stand or exhibit or display at the show any goods
of an explosive, inflammable, obscene or noxious nature. Show Management reserves the right
to refuse or terminate the exhibit or sale of any article which they may in their discretion deem
unsuitable or objectionable or deceptive to purchasers.
CARE
Exhibit must be attended during all show hours by at least one representative of Exhibitor. It
is the Exhibitor’s responsibility to keep its area clean and orderly throughout the show and to
ensure it is ready for opening at the time the show opens each day.
GENERAL SHOW AREA
All lobbies, corridors, aisles, restrooms, food and beverage concessions, and special assembly
rooms will be considered as general show areas to be used for the movement and flow of the
public and/or for their entertainment and convenience. No exhibitor will be permitted to use
these areas for the display or distribution of products, services or their attendant literature.
ADVERTISING
The Exhibitor may use the name of the show to promote only its participation at the show. It
cannot be used in any way that is perceived as an endorsement by Show Management of the
Exhibitor’s company, product and/or service. The Exhibitor acknowledges that damages are
not a sufficient remedy and consents to a court injunction to prevent any unauthorized use of
any trademarks or trade names in use by or the property of Podium Media. Exhibitor grants Show
Management the right to use the name of the Exhibitor as a part of its advertising for the limited
purpose of communicating that the Exhibitor is displaying its products or services at the show.
DRAWS, PROMOTIONAL GIVE-AWAYS AND MAILING LISTS
All Exhibitor draws and promotional give-aways must be approved by Show Management prior
to the show, but such approval shall not construed to mean that Show Management deems the
draw or giveaway to be legally compliant. All Exhibitor draws and promotional give-aways must
be free and clear of any financial obligation on the part of the winner and must be in compliance
with all applicable laws. Exhibitor is solely responsible to ensure that its promotional activities
are in compliance with all applicable laws. All contest terms and conditions, and list of prizes
available and their value must be clearly posted. Show Management reserves the right to cease
any promotional activities that do not meet with the above criteria. Mailing lists compiled by the
Exhibitor at the show may not be sold or otherwise distributed and are for the exclusive use of
the Exhibitor, unless otherwise consented to by participating individuals.
BADGES AND PASSES
Exhibitor badges will be issued only to companies named on the Exhibitor’s application or such
other persons as may be approved by Show Management. No free admissions passes will be
distributed.
SECURITY, SAFETY, FIRE AND HEALTH
The Exhibitor will assume all responsibility for compliance with local, city and provincial safety,
fire and health ordinances regarding installation and the operation of its exhibit. Exhibitor shall
be properly insured for same. Security will be provided by Show Management on a 24 hour basis
throughout move-in, show and take-down hours. Except during show hours and where possible,
doors will be locked and guards will be on the premises. Limited access will be provided at other
times only to bona fide exhibitors and their authorized representatives. Such admittance will be
by badge only. The removal of material from the show floor is prohibited, except where such
removal is granted on application in person to Show Management. Security will permit removal
only on presentation of a property pass (Security Release Form) issued by Show Management
and signed by both the Exhibitor and Show Management. Invoices must be supplied to the
purchaser of any merchandise sold. Invoices must be shown to security prior to removal of the
merchandise from the premises.
SHOW MANAGEMENT LIABILITY AND EXHIBITOR’S INSURANCE
Show Management shall not under any circumstances whatsoever be liable or responsible for
(a) any loss, damage, theft or destruction whatsoever or howsoever caused to any goods, equipment
or any other property belonging to the Exhibitor or for which the Exhibitor is responsible
(b) any damage or injury suffered by the Exhibitor or his servants or agents or by any other
person (c) any loss, damage, injury, or cost whatsoever suffered by the Exhibitor by reason of
any change in the date, time or place of Exhibition or the abandonment thereof. The Exhibitor
shall be liable for and will indemnify and hold harmless Podium Media and its parent, affiliates and
related companies and their respective directors, officers, employees and agents from any and
all liability, causes of action, claims, demands or proceedings whatsoever, whether by common
law or statute, arising out of or in any way related to the Exhibitor’s participation at the show
and/or Exhibitor’s products and/or services. If Show Management should be prevented from
holding the show by any cause beyond its control or if it cannot permit the Exhibitor to occupy
its rented space due to circumstances beyond its control including, but not limited to, strike, fire,
civil disobedience, inclement weather, lockouts, acts of God, and suppliers, Show Management
shall have no further obligation or liability to the Exhibitor. Any contractual agreements made
between the Exhibitor and any supplier shall be between those parties and Show Management
shall not be a party thereto nor incur any liability on behalf of any one in such contractual ar-
rangements. The Exhibitor shall at its own expense employ the officially appointed contractors as
stated in the show brochure for all electrical work. The Exhibitor shall not interfere with any of
the services carried out in respect of the show premises.
GENERAL
All matters and questions not covered by these Terms and Conditions are subject to the decision
of Show Management. In addition, Show Management shall have full discretion in the interpre--
tation and enforcement of all terms and conditions contained herein and the authority to make
such amendments thereto and such further rules and regulations governing the conduct of the
participation in the show as it shall consider necessary for the proper presentation of the show.
Exhibitor agrees to abide by all decisions of Show Management and further agrees to cease any
activity that the Show Management deems to be a violation of the terms and conditions and to
follow the directive of Show Management.
This Agreement shall be governed by, and construed in accordance with, the laws of the Province
of Ontario and the federal laws of Canada applicable therein. Any court of competent jurisdic--
tion within the Province of Ontario will be the exclusive jurisdiction and venue for any disputes
arising out or relating to this Agreement.
