This is your source for exhibitor planning information for getting the best results from your company’s participation at the 2023 CPMA Trade Show.
Keep an eye on the important dates and deadlines and read the exhibitor updates for the latest information to keep you on track in your show planning! We look forward to welcoming you to Toronto.
Our Convention dates this year will be April 25-27, 2023. Trade Show days are Wednesday, April 26 and Thursday, April 27
2023 Exhibitor floor plan
Searchable exhibitor lists
Booth display height guidelines
Trade Show move-in schedule
What's included with your booth
Important exhibitor dates and deadlines
Official show suppliers contact list
Promotional email signature
New Product Showcase application form
Co-exhibitor registration form
Enhanced exhibitor profile form
Not sure where to start? For a quick overview of important show information and where to find all order forms and services, please read the Trade Show planning guide.
ALL exhibitors must complete the following notification forms by March 23.
Insurance Certificate Requirements (PDF)
Exhibitor Appointed Contractor (EAC) form
Fire safety reply form
Will you be doing any of the following activities at your booth? If so, the following forms must be submitted:
Sampling your product – You must submit both the MTCC approval form (sampling request form) by March 23 and the Toronto Public Health form by April 10 (Toronto Public Health vendor notification form)
March 23: Serving alcohol (exhibitor request to serve alcoholic beverages)
The exhibitor services manual will provide you with all in the information you need to plan your show, and order furniture and services for your booth
Click here to access the manual
Each inline booth space comes with an 8-foot high black drape, 3-foot high side rails, and 1 line ID sign (8” x 48”) with the company name and booth number. Please note: Carpet is not included with the booth, but is mandatory as per exhibitor rules. You may bring in your own carpeting or flooring or make arrangements to rent the carpet through GES. Please refer to the carpet order form. Carpet is also included as part of show special turnkey furniture packages.
Booth furnishings are not included – you will need to make arrangements to supply your own furniture or rent from GES. Tables, chairs, and other booth furnishings and accessories can be ordered through the exhibitor service manual.
Electricity is not included so should you have any elements that require power in your booth, you can make arrangements to order from showtech. The electrical order form is available here.
CPMA show management will provide an initial pre-show clean for the exhibitor's booth, provided carpet is installed by 6:00 pm on Tuesday, April 25. If additional cleaning is required on the second day, this will be at the exhibitor's own expense. The booth cleaning service order form is available through MTCC services.
Official full-service provider
Carpet / furniture / labour / exhibit booth rental plants / sign production / material handling / onsite product handling / advance warehouse
Global Experience Specials (GES Canada) |Marissa McDonald
Phone: (905) 283-0524 Toll-free: (877) 437-4247
Email: firstname.lastname@example.org ; email@example.com
Showtech Power and Lighting
Electrical / plumbing / sign hanging & rigging / compressed air
Phone: (416) 585-8109 | Email: firstname.lastname@example.org
CPMA show management
General show logistics questions| Nicole Jeffrey
email@example.com | 613-462-3724
General exhibitor questions and badge registration
For a complete listing of official service contractor contacts, please click here
For each 10x10 ft. of exhibit space, you will receive 5 exhibitor badges which include access to the After Party, trade show and business sessions.
Should you wish to attend the Chair’s Welcome Reception, Annual Banquet or Retail Tour, please purchase additional tickets as these functions are not included with your exhibitor package. Please note that meal functions are only included with full delegate registrations, and cannot be purchased as individual tickets. Full delegates who are from exhibiting companies have access to the trade show including during move-in and move-out times, and do not need an additional exhibitor registration
Badges are not mailed in advance, they will be picked up at the registration desk in the 600 Level of the MTCC South Building
Exhibitor badges can be registered online
As the official show carrier and customs broker, GES and ConsultExpo will provide assistance to exhibitors in the areas of transportation to and from the show site, as well as customs clearance services for exhibit materials and products. Please contact ConsultExpo for further details.
The Canadian Food Inspection Agency (CFIA) regulates importation of food and plant products for trade shows and exhibitions in Canada.
Please be aware that, like all countries, Canada has strict requirements for the importation of fruits and vegetables. The plant health requirements set by the CFIA are diverse and vary depending on the commodity and its origin. Some products are associated with elevated food safety risks and have specific import requirements to minimize potential hazards.
For information regarding the import requirements for various commodities, please see the CFIA's Automated Import Reference System (AIRS). Please note that the information in AIRS is subject to change so industry is encouraged to check the website for the most up to date information as some codes may have changed. The importer of product being imported for this show must ensure that all the requirements stated on AIRS are met.
If AIRS states that a phytosanitary certificate is required, then the importer must obtain the certificate prior to export of the product from the originating country. It is possible that a permit may be issued under Section 43 of the Plant Protection Regulations for exhibitions/shows in Canada for products that are currently not authorized for import to Canada. In this case, an application for a permit must be submitted and the CFIA will assess the application and make a decision about whether a Section 43 permit is warranted based on the information provided. In some cases, the CFIA may reach out to the applicant to get additional details to support their decision making.
If a permit to import is required for a given commodity from a given origin, an application must be submitted to the permit office of the CFIA's Plant Health and Biosecurity Directorate. The permit application form can be found here: Application for Permit to Import Plants and Other Things Under the Plant Protection Act (CFIA/ACIA 5256).
Please note that the applicant for an import permit must be one of the following:
The importer section of the application has a field requesting a produce license or DRC membership. This can be left blank if the importer is exempt, as noted above. It is the responsibility of the exhibitor to ensure that the above import requirements are met. Learn more about the permit application process.
Please note: For CPMA’s Convention and Trade Show, there is no longer a requirement to use a CFIA letter of exemption. The update to the end uses in CFIA's Automated Import Reference System (AIRS) to include “show or exhibition” has removed the need for this letter, since this end use does not ask for a DRC membership or SFCR license. CPMA members are strongly encouraged to view CFIA’s AIRS to ensure that their product can be imported into Canada without a CFIA Letter of Exemption. It is also important to note that importers must still meet requirements regarding plant health or import permits when importing products under the end use “Show or Exhibition”.
Lastly, CPMA members are encouraged to read the CBSA letter of recognition carefully. If your event materials will be imported by a commercial carrier or courier service, a copy of the CBSA letter should also be attached to any shipping documents.
To ensure a safe and efficient move-in process, the CPMA Trade Show follows a targeted freight move-in schedule which means all exhibitors who require the use of the loading docks must have their truck arrive during their designated move-in slot to have their freight unloaded. Freight handling and delivery to the booth is an exclusive GES service.
Option 1: Ship your exhibit materials to the Advance Warehouse:
We recommend you ship your show material to the GES warehouse in advance of the show. Goods may be shipped to arrive on or after Monday, March 27 and NO LATER than Friday, April 14. The benefits of advance shipping include: storage of material for up to 30 days prior to the show, delivery of shipment to your booth prior to exhibitor move-in and it saves you valuable time..
For more information, see the shipping information & labels - Advance Warehouse or contact Marissa McDonald at firstname.lastname@example.org.
Option 2: Move in for exhibitors using the loading docks:
The South Building loading docks are located at 222 Bremner Boulevard. The entrance is located on Lower Simcoe Street, a Google map can be viewed here. An interactive map is also available here.
New for 2023 – Voyage Control loading dock management system
The Metro Toronto Convention Centre (MTCC) has introduced a loading dock management system for booking a loading dock time powered by Voyage Control. This complimentary service helps you to reserve a time slot for moving your materials directly in/out of the MTCC loading dock, without having to wait in a marshalling yard prior to accessing the docks. This seamless loading dock management system not only saves you time, but also helps reduce CO2 emissions in the local area.
A move-in floor plan for freight arrivals has been designed to create a controlled environment on the Trade Show floor.
You must use Voyage Control to book your unloading slot in advance within your booth’s colour coded move-in window.
The Voyage Control system will be available to accept bookings two weeks prior to the show. Booking information and instructions will be sent to your booth coordinator in early April.
If you are using the loading docks, you must have your carrier or trucks arrive during your scheduled move-in time and communicate any difficulties well in advance. If you miss your scheduled move-in time, you must reschedule or be prepared to wait and may be subject to off target fees.
Your assigned move-in time is the time your truck is permitted to check in, not when it arrives on the floor, which can take some time depending on the volume being unloaded. Please be sure to schedule your labour accordingly. For a more accurate arrival time, you can choose to ship your freight to the Advance Warehouse which will mean that it will be in your booth BY your assigned move in time.
Move-out begins Thursday, April 27th at 4:30 pm after show close. Empty containers will be returned stating at 5:30 pm after the aisle carpet removal. More information on move-out procedures can be found here. Voyage control will also be used to manage the move-out process.
Option 3: Move in for exhibitors using the Hall E service elevators
Option 4: Move in for exhibitors hand carrying items (without using loading docks)
Exhibitors who do not require the loading docks may move in at any time during the hours specified below.
If you have ordered carpet or furnishings from GES, these will be set-up in your booth prior to your arrival according to your scheduled move-in time on the floor plan.
Materials brought through the front of the exhibit hall must be a small quantity/size that the exhibitor can carry in by hand - no dollies or carts allowed. All other items must go through the loading docks or service elevators
Move out begins Thursday, April 27th at 4:30 pm after show close. Empty containers will be returned starting at 5:30 pm after the aisle carpet removal. More information on move-out procedures can be found here.
Exhibitor move-in hours are as follows:
Sunday, April 23, 2023: 10:00 am - 6:00 pm (freight as per targeted move-in schedule)
Monday, April 24, 2023: 7:00 am - 6:00 pm (freight as per targeted move-in schedule)
Tuesday, April 25, 2023: 7:00 am - 6:00 pm (freight as per targeted move-in schedule)
Wednesday, April 26, 2023: 7:00 am - 12:00 pm (noon)
**All exhibits must be show ready by noon on Wednesday, April 26**
All exhibitors, service providers and personnel working on the show floor during move-in and move-out periods are required to wear approved personal protective equipment, at a minimum safety shoes or steel toes. Hard hats, harnesses, fall protection, gloves and safety eyewear must be worn when warranted by safety considerations.
Exhibitor Appointed Contractors
Exhibitors who are using a third party contractor, other than GES, Lowe’s, or any of our official service providers must complete the Exhibitor Appointed Contractor form to register their contractors by March 23rd and also provide proof of insurance from their contractor. Please note that if EACs are not registered in advance or do not provide proof of insurance, they will not be permitted into exhibit halls and GES labour must be used.
Electrical, plumbing and rigging are exclusive services and must be arranged through Showtech.
Height limitations for exhibit space
Height restrictions vary depending on the type of booth and location, and are strictly enforced. Review these guidelines here.
All display materials should be confined to a maximum of 8 ft 3” for all standard in-line booths, 16 ft. for perimeter booths and 20 ft. for island booths. Please note that for all standard in-line and perimeter booths, all display fixtures and materials over 4 ft. in height must be confined to that area of the exhibitor’s space which is within 5 ft. of the backline.
Hanging signs and banners are permitted in island and perimeter booths. In-line booths cannot hang signs.
The Metro Toronto Convention Centre is the exclusive supplier of food services at the show. Catering menus can be found in the exhibitor services manual.
If you are planning on sampling your product at your booth, please read all the information below carefully and review the Toronto Public Health food safety information
Cooking in the booth
Alcohol service at your booth
To assist you in organizing your safe participation, detailed instructions on safe food handling requirements are detailed in the Toronto Public Health requirements webpage to prevent the possibility of foodborne illness.
Temporary hand washing stations. All exhibitors handling unwrapped food require a suitable hand washing kit to be set-up in their booth. Hand sanitizers are not permitted as a replacement for traditional hand washing. Exhibitors can provide their own handwashing station –requirements are a container with a spigot/turn spout, for example, 5 gallon ‘blue’ plastic water jugs or collapsible transparent water container, to supply a continuous stream of warm water that leaves both hands free to allow for vigorous rubbing with soap for 20 seconds, and include a drain bucket, paper towel and hand soap. You can also rent one from GES. Exhibitors who are handling raw meat or other high-risk foods must have a plumbed-in sink in their booth space. These can be ordered through Showtech
Food handlers and chefs. It is recommended that all food handlers take some basic food handler course or food safety certification. Food handlers’ hygiene requirements must be observed at all times.
Produce wash, utensils wash and handwash stations. CPMA will be providing wash stations around the outside of the trade show floor for all exhibitors to use. These will have signs indicating the locations of the wash stations for hand wash, produce wash and utensils wash. Please note that these do not replace the requirement to have a temporary handwash station in your booth, depending on the level of preparation. High risk foods require you to have a plumbed in sink in your booth. Sink rentals and plumbing services are available through Showtech.
Cold storage. Cold storage will be available through GES to store your produce onsite. Please refer to the exhibitor’s services manual produce material handling information section for more details on ordering storage and daily delivery in your booth. Labels for daily deliveries can be found in the exhibitor manual. Please label your produce and ensure that you have scheduled your produce deliveries with GES. Daily produce booth deliveries will occur on Tuesday, Wednesday and Thursday, beginning at 7:00 am. Produce must be ready for removal from your booth by 10:30 am.
Exhibitor updates will be sent to the booth logistics contact on a monthly basis to provide important information to help you plan your show and stay on track with upcoming deadlines for CPMA 2023.
Not receiving our CPMA exhibitor bulletins by email and you would like to? Please contact Nicole Jeffrey (email@example.com) to be added to our list.
Exhibitor update #1: Hotel blocks open November 23
Exhibitor update #2: Hotel blocks open today
Exhibitor update #3: Exhibitor manual now available
Exhibitor update #4: Update your company profile
CPMA does not use housing bureaus. Please make all hotel bookings by contacting the hotel directly using the information posted on the convention website.
The chances are quite good that you will receive a fax, email or phone call, that offers you cut rate housing for the CPMA Convention and Trade Show. The author’s apparent intent is to convince you that the offer is made on behalf of the CPMA Convention and Trade Show. These companies are NOT representatives of CPMA and its Annual Convention & Trade Show.
International Fair Directory
Metro Toronto Convention Centre (MTCC) South Building
222 Bremner Blvd
Toronto, ON M5V 2T6
Wednesday, April 26th
1:30 pm - 5:30 pm
Thursday, April 27th
11:30 am – 4:30 pm
Update your directory listing
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Update your contact information, add products categories and listings. The information must be completed by March 10th in order to appear in the printed guide.