Exhibitor Resources

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 

Manual contents:

Exhibitor Appointed Contractors

• Exhibitor appointed contractor form

Show information

• List of important deadlines/ show schedule
• Official show suppliers contacts list
• General trade show information
• Trade show planning guide

GES services & booth furnishings

• Carpet, tables and chairs
• Show special turnkey packages
• Booth Accessories, floral, graphics
• Labour I&D, forklift services
• Exhibit and furniture packages, custom booths

Utilities/ convention centre services

• Electrical, plumbing, sign/banner hanging & rigging (showtech)
• Booth cleaning/vacuuming/ phone lines/ parking passes
• Internet
• TVs and AV equipment 

Move in, material handling, customs & logistics

• Move-in information and target freight move in floor plan
• Move-out information
• Material handling information and order forms
• Daily delivery labels
• Produce delivery and cold storage information
• Food Bank donations
• Shipping information & labels – Advance warehouses – produce or non produce
• Shipping information & labels – direct to show site – produce or non produce
• GES logistics and shipping ordering information
• Customs information and forms
• Canadian Border Services Agency letter (CBSA)

Sampling and catering information

• Catering menu and order form
• Sampling notification form
• Toronto Public Health food safety information
• Toronto Public Health notification form
• Temporary handwash station order form
• Exhibitor request to serve alcohol

Additional show services

• Exposoft lead retrieval
• BBW temporary staffing
• Lowe refrigeration

Regulations and safety information

• Exhibit rules
• Fire safety reply form
• Booth display guidelines
• Fire rules and regulations for exhibitors

What’s included with your exhibit space

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 show contacts

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: torontoexhibitorservices@ges.com ; mmcdonald@ges.com

Showtech Power and Lighting
Electrical / plumbing / sign hanging & rigging / compressed air
Phone: (416) 585-8109 | Email: info@showtech.ca

CPMA show management
General show logistics questions| Nicole Jeffrey
njeffrey@cpma.ca | 613-462-3724

General exhibitor questions and badge registration
Alie MacFarlane
amacfarlane@cpma.ca
Phone: 613-790-8007

For a complete listing of official service contractor contacts, please click here

Badge registration

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:

1. A Canadian citizen or permanent resident;
2. A person authorized under the laws of Canada to reside in Canada for a period of six months or more and who will have possession, care or control of the thing to be imported; or
3. In the case of a corporation with a place of business in Canada, the applicant must be an agent or officer of the corporation who resides in Canada.

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 mmcdonald@ges.com.

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 27^th 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

• There are two service elevators located and accessible for exhibitor materials from within the South Building parking garage and from Bremner Boulevard across from the South Building MTCC entrance. These elevators can accommodate flat-bed dollies and pallets using pallet jacks only (no forklifts). Flat-bed dollies are strictly prohibited on escalators or passenger elevators. Service elevator technical specs:
• Dimensions of the physical elevator: 4’ 6” W x 8’ 4” L x 7’ H
• Load capacity: 5000 lbs

Dimensions of the door entrances to the elevators:

• Bremner Boulevard. Entrance (double glass doors): 5’10” W x 7’8” H
• Garage parking level door: 5’10” W x 6’10”H
• Hall E: 3’10” W x 7’2”H
• Reminder: You may NOT move in earlier than your scheduled time however, if you DO NOT require loading dock access, you may move in later than your scheduled time.
• Download/view all the dock related measurements by clicking here.

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 27^th 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 23^rd 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

FORMS REQUIRED

• You must submit the MTCC approval form (sampling request form) by March 23 to obtain approval.
• In addition, the Toronto Public Health form (Toronto Public Health vendor notification form) must be submitted by April 10.

Cooking in the booth

• If you wish to cook or heat food in your booth, please review the fire regulations carefully, and provide details on the fire safety reply form
• If using propane or gas appliances, approval must be obtained 30 days prior to the show
• A fire extinguisher must be provided

Alcohol service at your booth

• Alcoholic beverages may only be served at your booth with written consent from show management. You must complete a request to serve alcohol, and provide proof of insurance to CPMA by March 23rd.  Alcohol may only be purchased through MTCC catering and be served by an MTCC bartender.  Exhibitors are not permitted to bring in their own alcohol.

FOOD SAFETY

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.

• Appropriate handwashing arrangements must be in place in the exhibitor’s booth
• You must have arrangements for garbage disposal within your booth.  CPMA will provide general garbage cans on the show floor
• Protect food from contamination during storage, preparation, transportation and display.
• All perishable products must be kept at temperatures below 4⁰C (40⁰F) or above 60⁰C (140⁰F)

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.

• If you are looking to hire local booth personnel, chefs or certified food handlers, these can be arranged through  BBW International.
• If you are bringing your own chef to work at your booth, CPMA will provide chefs working at the show an exhibitor badge (outside of your allowed quota) at no charge. Please send njeffrey@cpma.ca the name of your chef working in your booth.

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.

For display cooler rentals at your booth, please contact Lowe Refrigeration. Their catalogue and order forms are included in the exhibitor’s services manual. 

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 (njeffrey@cpma.ca) to be added to our list.

Exhibitor bulletins archive

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

Attendee lists

Please be aware that any solicitation trying to sell you the attendee list and contacts is a scam. CPMA has no affiliation with any such companies, and does not make attendee contact information publicly available, in accordance with our privacy policy and Canada’s CASL anti-spam legislation.”

Housing scams

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

The only official exhibitor listing and program for the show is produced through CPMA. Should you receive an email or invoice from International Fairs Directory requesting companies verify their show listing and submit payment, please be aware this is fraudulent communication. This guide is an independent publication, and has no affiliation with CPMA and its official exhibitor listings.  Please disregard, and as always should you have any questions about the legitimacy of any solicitations regarding the CPMA Convention and Trade Show, please contact Nicole Jeffrey at njeffrey@cpma.ca.