Exhibitor Manual

CHFA NOW · Toronto 2023

EXHIBITION PLACE

Conference: September 21–22, 2023
Trade Show: September 23–24,2023

CHFA NOW · Toronto 2023

Exhibitor Manual

EXHIBITION PLACE

Conference: September 21–22, 2023
Trade Show: September 23–24,2023

Thank you for choosing to exhibit at CHFA NOW 2023. Please fully 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.

ICYMI: Exhibit Bulletins from CHFA Events Team

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. – click here to enter badges
Material handling (on-site – show docks to booth)

All booth designs and activities must adhere to the CHFA Display Rules and Regulations, CHFA Exhibitor Show Policies, the Facility Exhibitor Reference List  and the Food Safety Guidelines. 

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.

Below are the forms (where applicable) and deadlines for these opportunities.

*Please only submit these forms if you have purchased these advertising opportunities. To order additional opportunities, click here.*

($4,500) Regulatory Forum Sponsor – Morning – July 28
($2,000) Regulatory Forum Sponsor – Lunch – July 28
($800) Banner Advertisement in Pre-Show Promo Email (August) – August 1
($1,400) Branded Email – Exhibitor List – August 1
($500) Rotating Banner Advertisement on the Website – August 1
($1,000) CHFA Member Lounge – Snack & Beverage Sponsor *Exclusive* – August 4
($1,000) Launch Pad Sponsor – August 4
(No Cost) Submit Exhibitor Attributes for Digital & Printed Show Guide – August 9 for show guide (Entries Accepted Until September 20 for website listing)
($2,700) Carpet Stickers / Decals – August 11
($1,200) Bathroom Posters – August 11
($2,000) Conference Sponsor: Keynote Session – August 14
($1,250) Brand School – August 16
($300) Retailer Gift Bag Sponsor – August 16
($2,000 for Saturday, $1,500 for Sunday) Sampling Table at Show Entrance – August 16
($1,500) Speaker Sessions Sponsor – August 16
($1,700) Networking Break – Exclusive Sponsor – August 16
($350) Networking Break Sampling Sponsor- Morning (Exclusive) – August 16
($1,000) Networking Break Sampling Sponsor – Afternoon (Non-Exclusive) – August 16
($2,500) Sampling Blitz – August 16
(Starting at $1,650) Host a Celebration Station (Alcoholic Happy Hour) – August 21
($700) Host a Celebration Station (Non-Alcoholic Happy Hour) – August 21
($1,000) Exclusive Pull Up Banner Placement – August 25
($300) 1/4 Page Advertisement in Digital Show Guide – August 25
($600) 1/2 Page Advertisement in Digital Show Guide – August 25
($1,200) Full Page Advertisement in Digital Show Guide – August 25
($750) Meeting Room Rentals – August 29
($350) Featured Product Showcase Shelf / ($100) Additional Online Product Showcase Listing – August 30
($1,200) Banner Advertisement in Pre-Show Promo Email (September) -August 31
($1,500) Branded Attendee Email (Show Week) – September 1
($1,700) Branded Attendee Email (Show Days) – September 1
($500) Show Announcement – September 7
(No Cost) Quick Find Listing (exclusively available to brokers and distributors) – Changes and Additions Accepted Until September 20 for the website

CHFA NOW Toronto Promo Toolkit

Spread the word about CHFA NOW Toronto! To help make it easier for you to promote your participation at the show, we created a promotional toolkit with various digital assets and sample copy which you can use as designed or modify to better suit your needs.

Food and Beverage Sampling

As required by the Toronto Public Health, if you are providing food or beverage samples, you must complete the Food & Beverage Sampling Application by September 19, 2023. If you have extensive on-site food preparation (chopping, frying, heating, etc.) in your booth, you must also have a Temporary Hand Washing Station within your exhibit space. For menu items that require preparation, a FOODSAFE certified food handler shall be involved in the preparation and be present at the booth. Foodsafe certificates are valid for five years. Certificates and personal identification are required on site. To arrange cooking services in advance, please see the kitchen service request form for details.

Deep frying is not permitted in indoor special event, unless approved by Health Authority. Failure to comply with these requirements will result in the closure of your booth. Please review the Toronto Public Health food safety guidelines for more information on food safety requirements.

Food & Beverage Sampling Application – due September 19
Kitchen Service Request Form – due September 8
Food Vendor Checklist
Temporary Hand Washing Station – required for all booths with excessive food prep
Sanitizing Solution
Hand Washing
Temperature Control of Food

Cold Storage, Ice and Catering

To support the food safety guidelines, we are providing limited onsite cold storage rental space on a first-come, first-served basis. Please order your cold storage  at your earliest convenience and no later than August 18.

If you would like to offer full-size food portions, alcoholic beverages and/or ice, you may pre-book catering or ice  through the facility’s catering department until September 8, 2023. Please contact the Catering Manager, Christine Frankie should you require assistance with a special request via email or phone 437-779-1662.

Furniture 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 24, 2023. For more information on how to set up your online Freeman account, please contact ExhibitorSupport@Freeman.com or 888.508.5054.

If you would like to review the Freeman furniture rental prices or submit paper order forms, click on the relevant links below.

Link to Freeman Services
Rental Exhibits
Furniture
Steels and Extensions
Display Accessories
Signage & Graphics
A dditional Carpet Underpadding (due no later than August 24, 2023)
Pavilion Carpet Colour Selection  (due no later than August 1)
Set-up / Tear-down Labour

IMPORTANT NOTE ON UNION LABOUR
Exhibitors may hand-carry their own freight into the exhibit facility. However, the use of pump trucks and other mechanical equipment is not permitted. Union labour must be booked through Freeman Decor for extensive exhibit installation and dismantle.

The Enercare Centre is a union facility and as such, the operation or use of all motorized lifts and motorized material handling equipment for installation/dismantle of exhibits is NOT permitted by exhibitors or by their exhibitor appointed contractors (EAC’s).

Electricity, Lead Retrieval and Additional Services

Additional exhibit requirements, such as electricity, can be ordered quickly and easily online  or by following the links below and working with our additional service providers.

If you would like to review the prices or submit order forms, click on the relevant links below.

Lead Retrieval Scanner – September 21*
Audio Visual – September 5* (online ordering closes september 11)
Electricity – August 31*
Lighting – August 31*
Internet & Telecommunications – September 6*
Banner Hanging / Rigging Services  (restrictions apply) – September 5* (online ordering closes September 17)
Booth Cleaning – September 5*
Plumbing/Mechanical Services – August 31*
Parking Pass – September 5* (online ordering closes September 19)

(*) denotes a discount deadline

Move-in and Move-out Schedule

Every exhibitor has an assigned move-in time to help us control traffic to the show docks and within the exhibit hall.

Move-in and move-out times have been assigned to control traffic flow to the loading docks and inside the exhibit hall. Your assigned timeslot is based on your exhibit location and all exhibitors must adhere to their assigned schedule. To access the loading docks, all vehicles must first go to the Marshalling Yard, sign in and wait for their turn to access the loading docks. There is no option to set an appointment, exhibitors must adhere to their move-in and move-out times. If your truck arrives before or after your scheduled move-in time, it will be turned away and you will need 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 23 and please note there is no dock access available on Saturday at any time.

Alternatively, you may simplify your shipping process and use the advanced warehouse  services. All advanced warehouse shipments must arrive between August 21, 2023, and September 18, 2023. Contact Cross Connect Customs & Logistics at 416.726.7229 or info@crossconnectcl.com for more info.

Shipping with Cross Connect Customs & Event Logistics

Cross Connect Customs & Event Logistics is the official shipping provider for CHFA NOW 2023. They offer very affordable domestic and international shipping solutions. They will assist with advanced warehousing, direct-to-show  shipping and your return shipments.

If you’re looking for temperature-controlled transportation, please reach out to Cross Connect at info@crossconnectcl.com for a quote.

For more information, click on the links below. For a quick quote, contact 416.726.7229 or info@crossconnectcl.com.

Advanced Warehouse and Direct to Show Shipment (shipment must arrive between August 15 and September 18 for Advance Warehouse Shipments)
Advanced Warehouse Shipping Label
Direct-to-show label  (shipment must match your move-in schedule)
Customs Information & Shipping Forms
Canadian Border Services Letter – please send request to events@chfa.ca.

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 by August 31, 2023, your member benefit partner.

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 GREENSmart Handbook. 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.