Exhibiting At The Fair | Exhibitor Toolkit
Show Rules & Regulations
FAIR RULES AND REGULATIONS
Toronto Gift Fair rules and regulations are designed to ensure the safety, wellbeing and fairness of all Toronto Gift Fair exhibitors and its stakeholders. Please note that management reserves the right to restrict exhibits which interfere with the effective conduct of business during this bi-annual trade forum, and to close, without indemnity, the exhibit of any exhibitor who shall refuse, after notice, to conform to the rules and regulations of the Toronto Gift Fair.
The Toronto Gift Fair rules and regulations have been established for the overall betterment of the fair and the Canadian Gift Association shall be in control in the interpretation, amendment, and enforcement of any/all conditions, rules and regulations.
Show management has final authority to make any decisions with respect to the Toronto Gift Fair.
The Toronto Gift Fair is accessible for individuals with disabilities and assistive devices are available upon request. Support persons who accompany registered guests are welcomed into the fair, but must show personal ID to obtain an entrance badge. A guest with a disability that is accompanied by a guide dog, service animal or service dog will be allowed access to premises that are open to the public unless otherwise excluded by law. "No pet" policies do not apply to guide dogs, service animals and/or service dogs.
GIFT FAIR BOOTH SPACE POLICIES
All Gold Members in good standing with the Canadian Gift Association are eligible to exhibit at the Toronto Gift Fair.
All exhibitors must abide by fair rules, regulations, booth standard of quality and CanGift product criteria. Exhibitors must occupy allotted booth space contracted for, and only display that contracted exhibitor's product. Due to any circumstances which prevent the contracted exhibitor from occupying the assigned booth space with its own product and/or services, show management has the right, at any time, for any reason, to repossess the booth and reallocate the space.
The CanGift Board of Directors supports and asks that exhibitors know and understand the exhibiting 'Code of Ethics' click here. Upon signing of the exhibiting contract, every exhibiting company thereby agrees to the 'Code of Ethics' terms and policies.
All payments for booth space are to be made by the CanGift member who has contracted the space. Booth payments can be made with a company cheque in the name of the member company or by credit card. As of October 1, 2014 the Toronto Gift Fair will be accepting online credit card payments for membership renewals and/or show booth payments. You can access the new Payment Centre through your Member or Exhibitor Toolkit. Cash payments are not accepted. Payments must be received by show management on or before the due dates. Late deposits will void extra space and location requests. If the booth payment is due and not received by CanGift, the exhibitor will be deemed to have terminated the Contract for Exhibit Space and booth space could be reallocated to another member..
NEW AND REDEFINED FAIR POLICIES
Exhibitors Not Taking Retailers Off of the Show Floor
Your board approved a motion formalizing the unwritten policy prohibiting exhibitors from taking retail buyers off the show floor to visit exhibitors' off-site showrooms during fair hours.
Where a member is found to have taken retail buyers away from the trade show sites during fair hours, their status as a "member in good standing" may be terminated, or suspended for up to 12 months, upon review by the Board of Directors, as outlined in the association by-laws. Such a termination or suspension would prevent a member from exhibiting at subsequent fairs.
January fairs are a 5-day format
August fairs are a 4-day format
The "50-50" Rule
Formerly, the policy provided for 50% of the unassigned booth space at a fair to be allocated to existing exhibitors and 50% to be allocated to new exhibitors. Given the decline in wait list demand resulting from the recent expansion, the board eliminated the old allocation policy. The new policy provides that unassigned booth space will be allocated in the following priority order:
The requirements of any current exhibitor
The strategic initiatives identified and approved by the board
Wait-listed members in the order they joined the association
The "Two-Booth Limit" Rule
Formerly, the policy imposed a two-booth limit on the number of new booths an existing exhibitor could add to their show space at any given time. Given the old policy was required when demands for space far exceeded the available exhibition space, the board has eliminated the restriction on existing members, which limited them to expanding in two-booth increments.
The "Two-Year Wait" Rule
Formerly, the policy stated that once a request for increased show space was satisfied, an existing exhibitor had to wait a minimum of two years before they could receive additional booths. The board modified this policy to eliminate the two-year waiting period for existing exhibitors before expansion.
The "New Exhibitor Booth Limit" Rule
Formerly, the policy stated that any new exhibitor was limited to a maximum of two booths for their first fair, and then they had to wait a minimum of two years to request additional booth space. The board approved a change in this policy to allow wait-listed members who were invited into the fair to receive a maximum of four booths for their first fair. The member would then be required to wait two years before receiving any additional booth space.
All exhibit space is allocated according to CanGift membership seniority.
New exhibitors who receive prime booth space at the last minute will be re-allocated booth space the following fair.
Due to space limitations, all new members will be placed on a waiting list for exhibit space to be contacted by membership seniority should space become available after all current exhibitors have been confirmed.
Request for Additional/Relocation of Booth Space
A request for additional/relocation of space must be sent to show management in writing. A request for the upcoming show must be received four months prior to the fair. A request received after that time will be considered for the following show. These requests will be kept on file and when there is an opportunity to offer more space or space relocation (in conjunction with the development of loosely-grouped exhibitor categories) they will be based on CanGift membership seniority. Exhibitors must commit to additional space relocation offers within 24 hours.
Cancellation of Contract for Exhibit Space
The exhibitor is responsible for the full cost of their contracted booth space upon signing their Contract for Exhibit Space. The Contract for Exhibit Space may be terminated by the exhibitor only in writing received by the CanGift. If a termination notice in writing is received, the following will apply:
1) if notice is received by CanGift 90 days or more prior to the first day of move-in, the Exhibitor will be responsible for payment of 25% of the total contracted booth space fees;
2) if notice is received by CanGift between 43 and 89 days prior to the first day of move-in, the Exhibitor will be responsible for payment of 50% of the total contracted booth fees;
3) if notice is received by CanGift 42 days or less prior to the first day of move-in, the Exhibitor will be responsible for payment of 100% of the total contracted booth space fees.
Under no circumstances will the amount of any refund to the Exhibitor exceed the amount of the booth space fees paid up until the signed notification of termination.
Termination of the Contract for Exhibit Space will disentitle the Exhibitor (or applicant) to any rights or claims against the booth space, the fair or CanGift. The Exhibitor will remain responsible for paying their total contracted booth fees, except as noted above. All monies retained will be deemed a reasonable estimate of the damages incurred by CanGift for administrative and other related costs arising out of the termination.
Assignment of Booth Space
Exhibit space is not assignable or transferable. Documentation of company name changes, amalgamation or purchase of member companies, must be submitted to and reviewed by the Canadian Gift Association for approval, no later than 4 weeks before the show.
All exhibits must have a sign with the recognized membership company name. All signs must be in a readily visible, prominent location.
Removal of Tape From the Show Floor
Upon removal of each booth, the building representatives and show management will inspect each space for any damages inflicted by the exhibitor and to ensure that all materials, including tape adhered to the floor, are properly removed. Charges will be levied to any exhibitor not following this regulation.
Exhibitors are strictly prohibited from subletting all or part of their booth space. Confirmation of this infraction will result in immediate loss of booth space.
Your exhibit contract requires a minimum of $2,000,000 to cover any possible theft, damage or liability in case of any damage or injury caused while at the fair. Show Management will ensure that all official contractors have the appropriate insurance however each Exhibitor should be adequately covered and protected for any unforeseen circumstances.
First Aid and Emergencies
First Aid Personnel will be on-site during move-in, show hours and move-out at all locations. The First Aid room is located in Hall 1 - south side by the washrooms at the International Centre. In Hall 9 across from the Show Office on the West Side at the Toronto Congress Centre South.
Exhibitors are not permitted to enter another exhibitor's booth, or handle any product without expressed permission from the other exhibitor as per the Code of Ethics.
Cameras and video recorders are strictly prohibited on the show floor with the exception of approved media and official show photographers. Exhibitors who wish to take photographs of their own booth must wear a badge with the company name corresponding to the booth being photographed and obtain a Camera Pass from the fair office of their facility
Entry to the Fair
Show management reserves the right to refuse admission to any visitor, exhibitor or exhibitor's employee, who, in the opinion of show management, is unfit, intoxicated, or in any way creating disruption to the fair.
Children at the Fair
During move-in and move-out: No persons under the age of sixteen (16) years are permitted on the show floor during the move-in or move-out dates, under any circumstances.
During the show: No persons under the age of sixteen (16) years are permitted on the show floor, under any circumstances, except infants of tender years, incapable of sitting up on their own. No strollers are allowed under any circumstances. Infants taken onto the show floor must be carried at all times by the parent/guardian in a bunting bag or similar support. Parent(s)/guardian(s) will be required to sign a ‘Release and Indemnification Acknowledgement’ waiver before entering the show floor. Daycare is no longer available at the Toronto Gift Fair.
NO PETS ALLOWED.
Only exhibitors with appropriate badges are permitted to enter the building during move-in and move-out hours.
The public is not invited to the fair and RETAIL SALES ARE STRICTLY PROHIBITED.
MOVE-OUT REGULATIONS & PROCEDURES FOR ALL EXHIBITORS
1. Appropriate footwear (safety shoes) must be worn in work areas and loading dock areas at all times. This rule will be strictly enforced. (See Page 7 of your Exhibitor Manual for the Health and Safety policy.)
2. The fair closes at 3 p.m. on the last day of the event. Under no circumstances may any exhibitor start teardown or begin removal of his exhibit before that time. The fair hours must be observed as a courtesy to both buyers and exhibitors. Notification of fair closure will be made over the PA system.
3. Do not order teardown personnel to arrive at your booth until show closing time. They will not be allowed in the fair before closing nor permitted to begin work until this time! Note that these individuals will require a special move-out badge to gain access to the floor. Please ensure that all/any individuals you hire for move-out are notified of this procedure.
4. At show closing time, the building will be cleared of buyers and the show decorator will be given one hour to roll-up the aisle carpets and remove plants and garbage containers from the aisles. During this time, nothing with wheels will be allowed on the show floor. This includes dollies, handcarts, pump trucks, etc. Only items that can be hand-carried to or from the booth are allowed on the floor at this time.
5. Once all aisle carpet has been removed from the facility and the 'all clear' has been given, materials handling staff will begin to return storage to exhibitors' booths.
6. LIFO (Last In, First Out): International Centre ONLY - LIFO booths are typically positioned in close proximity to docks and therefore, must be completely packed up (booth structure as well as product) no later that one hour after the fair closes to allow for the return of off-site storage. Show management will ensure that storage is returned to exhibitors in LIFO booths promptly.
7. Off-Site Storage: The storage is housed off-site on trailers. All exhibitor storage will be returned to booths starting at 4 pm after the show has closed. Exhibitors should check the schedule posted in the show office at both locations by 1 pm on Tuesday for approximate off-loading times. Trailers will be off-loaded and all storage will be returned to exhibitors in the order it was received (i.e. first in, first back).
8. Please be patient! Toronto Gift Fair management and its official contractors will work diligently to return storage to all exhibitors as quickly as possible while ensuring a safe working environment for all concerned.
9. IMPORTANT REMINDER: NO PRODUCT OR EXHIBIT MATERIAL WILL BE PERMITTED THROUGH THE GLASS DOORS.
10. It is important that exhibitors do not leave their booth unattended at any time during this period, as it is almost impossible to protect against theft due to the general confusion present during dismantling.
11. As an added precaution against theft, exhibitors who do not plan to move out on Thursday are advised to hire a security guard from Thursday at 3 p.m. to Friday at 8 a.m. to ensure against theft. This allows the exhibitor to not rush move-out and avoids them having to pay overtime for staff. It may even be possible to share the guard and costs with neighbouring exhibitors.
12. The forklift operators have been instructed to follow directions from floor management staff only. Attempting to have them retrieve specific items is not allowed and only slows the entire storage return process.
13. Dollies: There are never enough dollies for everyone during move-out. To ease the frustration, exhibitors are encouraged to bring their own dolly, clearly labeled with your company name. To obtain a dolly, a driver's license or credit card is the only ID accepted.
International Centre: The dock areas of your building
Toronto Congress Centre South: Outside the show office - Hall 9 (West side)
Toronto Congress Centre North: Loading docks (Hall 11)
14. All trucks will be held in a holding area until the exhibitor is packed and ready to load at the docks. Only when completely packed, an exhibitor can obtain a Marshalling or Dock Pass from the dock supervisor or floor manager for accessing loading docks.
15. No tipping of any facility employee or show contractor is required or allowed. Immediately report to show management any discourtesies or attempts to imply that service will be speeded through tipping.
16. For safety reasons, the use of alcoholic beverages on the show floor is strictly prohibited. Alcoholic beverages may only be consumed in the designated lounge areas.
17. For the convenience of all exhibitors, round-the clock move-out is available at both fair locations. If you are not using one of the Toronto Gift Fair's official carriers, it is recommended that you encourage your carrier to pick up during off-peak hours and avoid potentially lengthy delays.
18. All exhibitors must be cleared from the International Centre and the Toronto Congress Centre by 2 p.m. on Friday of show week at the spring fairs and by 2 p.m. on Thursday of show week at the fall fairs. Any equipment, materials, crates or crating material left in the buildings after these times will be shipped by one of the official carriers at the exhibitor's own expense.
PLEASE BE REMINDED THAT THE SALE OF GOODS FROM THE SHOW FLOOR IS STRICTLY PROHIBITED AT ALL TIMES AND CAN RESULT IN LOSS OF AN EXHIBITOR'S BOOTH SPACE.