Exhibitor Manual
Canadian Aesthetics Expo
March 26th-28th, 2021
Westin Harbour Castle Conference Centre –
Metropolitan Ball Room
11 Bay Street, Toronto, ON

Welcome and thank you for being a part of the inaugural Canadian Aesthetics Expo. Please take a
moment to read the exhibitor manual, which will provide you with all of the necessary information for
the preparation and installation of your exhibit.  Processing your orders at your earliest convenience will
allow us and the service-contractors time to provide you with the best possible service.
The Show Office will be set up adjacent to the Metropolitan Ballroom on Thursday, March 25th 2021 at 4pm and management will be available to assist you for the duration of the Show.

1. General Information (Show Dates, Times, Move-In/Out)

The Canadian Aesthetics Expo will be taking place:

Show Location
Westin Harbour Castle Convention Centre

Metropolitan Ballroom
11 Bay Street
Toronto, ON

Show Dates & Times
Friday, March 26th, 2021 9 am – 5 pm
Saturday, March 27th, 2021 9 am – 6 pm
Sunday, March 28th, 2021 10 am – 5 pm

2. What's Included & What's NOT Included

What’s Included:

INCLUDED IN YOUR CONTRACTED BOOTH SPACE:
Your booth space draped and perimeter marked
6 foot draped table, 2 chairs, basic electrical, wifi
Company name listed on the show website
Company name and website in the Show Guide (must be registered prior to March 15, 2020)
2 exhibitor badges (10 x 10 booth space), 4 exhibitor badges (10 x 20 booth space).  Additional badges may be purchased for a fee.

NOT INCLUDED – Order forms available on our website: Electricity, Phone, Internet (PSAV)

Full Services (Robinson Show Services)
Link: Canadian Aesthetics Expo 2020 Exhibitor Kit

Password:  cae2020
Shipping of material (Westin Harbour Castle) (Order Form)

3. Height & Booth Restrictions

Height & Booth Restrictions:

Exhibitors are provided with a standard 8’ high draped exhibit back wall (black), and 3’ high draped dividers for the sides of their spaces.

The maximum height for the back of an exhibitor’s display, including signage, is 10 feet.

All exposed areas must be finished to the satisfaction of show management.

All exhibit material and personnel must remain within their allocated space as contracted.

4. Show Guidelines

Show Guidelines:

1.       The use of nails, screws, or any material that can mark floors, walls, or the ceiling of the exhibit hall is prohibited.

2.       The only tape exhibitors are allowed to use for securing carpet or material to the floor is double-sided cloth tape.

3.       In order to maintain a professional image for the public attending the show, hand drawn signs of any nature are not permitted.

4.       Exhibitors planning to use special equipment or construction techniques are urged to submit plans to show management well in advance to ensure compliance with all regulations.

5.       Aisle space may not be used for exhibit purposes or for general solicitation of business. Distribution of literature or other exhibit material is only permitted within your exhibit area. 

6.       Audio-visual devices must not interfere with surrounding exhibitors.

7.       The use of stickers or helium balloons as giveaways and to decorate exhibits is absolutely forbidden.

8.       Any part of the back of your display panels that are unfinished and are visible from the aisle must be finished by you. It is your responsibility to give it a finished look.

9.       Out of respect for other exhibitors, excessive cutting of materials will not be permitted on the show floor. Please contact show management to make arrangements for a suitable location on-site.

10.   Children under the age of 16 are not permitted on the show floor during move-in and move-out.

11.   No exhibitor may sublet any portion of its allocated exhibit space to another company, supplier, and/or dealer without the express written consent of Canadian Aesthetics Expo 

12.   Please allow more visitors to stop and do business with you. Simply set back exhibit tables at least two feet from the aisle and open up your exhibit space so more attendees may access your exhibit materials, your literature, and you.

5. Parking, Security & Soliciting

Parking, Security & Soliciting:

PARKING AT THE WESTIN HARBOUR CASTLE

There is parking on and surrounding the facility over the course of the weekend.  We have provided suggestions of Green P Parking around the Conference Centre; however, delegates are free to use any service of their choosing.

Parking at the Westin Harbour Castle is $50.00 per day.

 

SECURITY

The exhibit halls will be secured and locked every night on closing. It takes approximately 10 minutes to clear the hall of attendees. Do not leave your booth unattended and open to opportunists.

For the security of your goods, we suggest you stay in your booth until 10 minutes after the show closes. You must vacate the halls no later than a half-hour after closing each show night.

The hotel and Canadian Aesthetics Expo does not take any responsibility for any items left unattended overnight in the ballroom.  

 

SOLICITING

Soliciting of business and distribution of samples, souvenirs, and literature (including promotions by costumed personnel) must be confined to your exhibit space only.

It is not permitted in the aisles, in other exhibitors’ booths, at any building entrance/exit, or anywhere on the grounds of the event.

6. Shipping & Receiving

Shipping & Receiving:

Shipping & Receiving:

Show Management will receive shipments at the exhibit facility beginning at 4 pm on Thursday, March 25th.

Shipments arriving before March 25th will be refused by the facility. Any charges incurred for early freight accepted by the facility will be the responsibility of the exhibitor. Please note that any leftover freight at the end of the show will be shipped back to the exhibitor by Westin Hotel at the additional expense of the exhibitor.

Canadian Aesthetics Expo has made arrangements with TDI and Robinson Show Services as our official materials handling/shipping supplier.  For more information, see below:

TDI (Located at The Westin Harbour Castle Hotel)

Password: cae2020

7. Exhibitor Badges

Exhibitor Badges:

Exhibitors will receive 2 badges for a 10 x 10 booth and 4 badges for a 10 x 20 booth.

Extra badges may be purchased for an additional fee of $50.00 per badge. 

Badges are to be picked up at the registration desk (Lobby of Metropolitan Ballroom) on move-in day and/or first day of event.  Badges are printed at time of pick-up and each person must present a photo ID in order to receive a badge.  Exhibitors can only pick up their own badges.

If you lose or forget your badge, you will be required to purchase a new badge at $75.00 each.

In order to ensure accurate information, exhibitors are asked to complete the on-line badge form at
https://www.microspec.com/mars/ExLogin.cfm?code=CAE2020

8. Electrical Regulation

Electrical Regulations:

The Expo provides basic electrical for each exhibitor booth.   If you require additional electrical power, please make your arrangements directly with PSAV by using the order form attached. Once ordered, they will provide power in the form of a single receptacle. You should bring a power bar for power distribution within your booth.

The amount of electricity you use can be calculated by adding together the wattage of all light bulbs used and all other appliances you may install. Please note that the electrician will also go through this procedure for each booth. Booths are on circuit breakers that will trip if they are overloaded.

It is less expensive to order your electrical orders in advance than at the show.

ELECTRICAL SAFETY CODE REQUIREMENTS

Please read and understand these regulations. Your display will be inspected at the show.

  • Each exhibitor who displays or offers for sale any electrical equipment in the province of Ontario is subject to the requirements of the Electrical Safety Code of Ontario and compliance with these regulations is mandatory. 
  • No person shall advertise, display, or offer for sale or other disposal, or sell or dispose of any electrical equipment unless it has been approved in accordance with Rule 2-024 of the Electrical Safety Code of Ontario. The noted Rule 2-024 in the Code describes the process to have this equipment satisfy the requirements of Rule 2-022, which states that all equipment must bear proof of Certification acceptable to the Code, or the equipment must be approved by an acceptable agency which is accredited by this code.
  • Any accredited certification agency or approval agency can approve this equipment for use, or for sale in this province. To be accredited, the agency must be recognized under the Electrical Safety Code of Ontario as such an agency and be accepted by the Standards Council of Canada. The two most common methods for dealing with unapproved equipment is to have it approved by one of the following agencies:

Electrical Safety Authority

1 Terence Matthews Cres., Ste. 130

Ottawa, ON K2M 2G3

613-271-1489 or 1-800-559-5356

www.esapa.biz

 

Canadian Standards Association

178 Rexdale Blvd.

Toronto, ON M9W 1R3

416-747-4000 or 1-866-797-4272

www.csa-international.org

 

  • Inspectors from the Electrical Safety Authority will be visiting the show to ensure compliance with the code. They will identify any unapproved equipment in evidence, and offer information to exhibitors detailing the steps required to have the unapproved equipment accepted. 
  • Any questions concerning regulations for booth wiring should be addressed to the Electrical Safety Authority. 
  • Failure to comply with Safety Code requirements can result in electrical equipment being refused connection to the source of electrical supply and it may be ordered removed from the display.
  • FIRE REGULATIONS/FLAME-PROOFING
  • The Westin Conference Centre, in accordance with City of Toronto bylaws, requires that all decorations and material for display are flame-proofed. This law does not apply to your products. The primary concern is with vertical-hanging fabrics. An inspector will be visiting every booth on set-up day to conduct fire tests on all display materials. All tested material that holds a flame for more than two seconds is deemed to have failed.
  • You should test all your materials before you arrive for set-up. Hold a flame to a sample of the material for 12 seconds; if it burns for more than 2 seconds after you remove the flame, it is not acceptable. To have your material flame-proofed in advance, please check the Fireproofing or Textile Finishers section of your Yellow Pages. Please take the time to read over the following Fire Regulations. The law prohibits the show from opening until all violations are corrected and the regulations strictly followed.
  • These materials shall be flame-proof if used for display or decorative purposes: flowers (artificial), foliage (artificial), paper (cardboard less than 1/8″ is considered paper), plastic materials, ruscus, split wood and bamboo fibres, Styrofoam, and textiles. Wallpaper is permissible if adhered securely to walls or board. 
  • The use of the following is prohibited: acetate fabrics, corrugated paper boxboard, seamless paper, and paper-backed foil.
  • It is not necessary to flame-proof textiles, papers, and other combustible merchandise on display for sale but the quantity so used shall be limited to the displaying of one salvageable length. Each sample must differ in colour, weave, or texture.
  • The use of open flame is limited to certain articles of merchandise where the operation of an approved appliance or device definitely helps to promote the sale of such equipment. Equipment must be set up in a manner to comply with approved safety standards; a suitable fire extinguisher shall be provided on recommendation of the Inspector. If at any time the Inspector deems such equipment to be operated in a manner dangerous to public safety, he/she shall cancel the privilege of the Exhibitor concerned. 
  • Flames should not be used for the purpose of attracting attention.
  • Flammable liquids or gases shall not be stored inside the building. AEROSOLS: It is permissible to exhibit one pressurized container, not exceeding one-pint capacity of each product classified as a flammable liquid. Non-flammable products are not restricted.
  • Displays must not encroach on EXIT doorways, nor may exit doors be concealed or obscured by drapes or partitions in any manner.
  • No portion of displays shall project into any aisle.

9. Internet & Wifi

Internet & Wifi

Basic Wifi is included in your booth; however, should you require additional services, please fill out the PSAV form below:

10. Show Decor

Show Decor

Your booth comes with a 6ft draped table and 2 chairs.  The Ballroom is already carpeted.

The Show colours are:

Draped Walls – Blue

Draped Tables – White top with blue skirt

Should you require special decor, please visit:

Link: Canadian Aesthetics Expo 2020 Exhibitor Kit

Password: cae2020

11. Hotel

Hotel

The Canadian Aesthetics Expo has reserved a block of rooms at the Harbour Castle Westin Hotel located in beautiful downtown Toronto’s waterfront.Rooms are available for $237.00 per room per night (plus applicable taxes). As a guest of the Canadian Association of Medical Aesthetics, we would like to offer complimentary WIFI in each room.The Westin Harbour Castle boasts 4 restaurants/lounges, a fitness centre, indoor pool and an incredible view of the Toronto Islands.  
 
Reservations: (888) 627-8559
Promo code: CA2501
11 Bay Street, Toronto Ontario M5J 1A6
 

12. Insurance Requirements

Insurance Requirements:

Mandatory for all exhibitors

Insurance must be provided before move-in begins. Exhibitors who fail to provide proof of insurance will be denied access to the event.

Exhibitors must provide proof of liability insurance coverage of at least $2,000,000 for each separate occurrence during the period commencing on the first move-in date and terminating on the last move-out date. The policy shall protect us and insure you against all claims, demands, actions, or proceedings for money, damages, costs, penalties, and losses and all liability which may be imposed by law for loss of life, personal injury, or damage to or loss of property arising from or in any way connected with your presence or operations at the Show.

Canadian Association of Medical Aesthetics, 1550 South Gateway Road, #350, Mississauga, ON L4W 5G6 must be added as additionally insured.

Please refer to the back of your contract or to our Conditions of Contract page for further details.

Providing proof of insurance can be achieved by having your insurance company or broker forward their own documentation to Brokers Trust Insurance Group Inc. For those who don’t have existing coverage or are finding their present coverage more expensive, we have made arrangements with Brokers Trust Insurance Group Inc.; forms are included in this package as well as on our website. For additional information, please contact:

Exhibitorinsurance.com

Administered by Brokers Trust Insurance Group Inc.

434 North Rivermede Rd., Ste. 3

Concord, ON L4K 3M9

Tel: 905-695-2971, ext. 102 or 1-866-836-9066

Fax: 905-760-2260

victoria@exhibitorinsurance.com

www.exhibitorinsurance.com

Attn: Victoria MacEachern

13. Move-In Instructions

Move-In Instructions:

Move-In Time is from 6:00pm — 11:00pm
 
The Westin Convention Centre is located at 11 Bay Street, Toronto, ON. (see map provided).  There is a loading dock for larger booth display exhibitors and will be manned.
 
By the loading dock, there is a circular driveway where the exhibitors can park their vehicles to load in for half an hour to an hour max (then exhibitors will  have to find parking for their vehicle).
 
The Expo will do it’s best to provide some bell carts to assist with move-in; however, exhibitors should have their own dolley’s to ensure ease of move-in.

14. Move-Out

Move-Out Instructions

Please note that move-out will begin once the show has closed at 5:00pm on Sunday, March 28th, 2021.  If you are able to hand carry your supplies out to your car, we encourage you to do so.

Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited. A fee will be charged if you move out early, as there are attendees still in the hall who have paid to attend the show.

All material must be removed by 10:00 pm

Items left on the show floor after move-out time will be forced off the floor. Show Management reserves the right to reroute shipments that are not picked-up or refused by carriers. Should this occur, you will be responsible for any charges incurred.

Should you require materials handling after the show, please contact the following to make arrangements:

TDI (Located at The Westin Harbour Castle Hotel)

Password: cae202

15. Parking

Parking

Daily Parking is available at the Westin Harbour Castle Hotel for a daily rate of $50.00.
 
There is plenty of alternate parking around the Conference Centre.  Attached is a Green P parking map indicating locations for your convenience.
 

16. FAQ

Frequently Asked Questions:

  1. Can I move in earlier than the allocated time?
  2. Unfortunately we cannot have access to the hall before the beginning of move-in on Thursday, April 16, 2020 at 6pm.

 

  1. How can I pick up my exhibitor badges?
  2. All exhibitor badges can be picked up on site in the lobby outside of the Metropolitan Ballroom during move-in and throughout the weekend.  Don’t forget, you will require photo ID to pick up your badge.  You cannot pick up badges for your colleagues.  For security, each person must present photo ID in order to receive their badge

 

  1. Is booth cleaning available?
  2. Yes, Please consult the Booth Cleaning Form to order this service for your booth through Robinson Show Services:

Link: Canadian Aesthetics Expo 2020 Exhibitor Kit

Password: cae2020

 

 

  1. Are there food concessions stands available to exhibitors?
  2. There are no food concessions stands located at the Expo. There is plenty of fast and convenient food options just outside the facility along Queen’s Quay and Yonge Street.

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The Canadian Aesthetics expo Location

Location: The Westin Harbour Castle 1 Harbour Square, Toronto

Contact Us Information

Phone Number: (416) 537-7774

Email: info@canadianaestheticsexpo.com

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