Exhibiting At The Fair | Exhibitor Toolkit
Show Rules & 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.
FAIR RULES & REGULATIONS
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.
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.
Only exhibitors with appropriate badges are permitted to enter the building during move-in and move-out hours.
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, except infants incapable of sitting up on their own. No strollers are allowed. Infants taken onto the show floor must be carried at all times 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 not available at the Toronto Gift Fair.
NO PETS ALLOWED. Please refer to Accessibility policy above.
NEW AND REDEFINED FAIR POLICIES
Exhibitors Not Taking Retailers Off 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 show hours.
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 standards 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.
Code of Ethics
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.
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 "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.
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.
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.
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.
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 CanGift. If a termination notice in writing is received, the following will apply:
WHILE AT 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.
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 rooms are located in Hall 1 - south side by the washrooms at the International Centre - and 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.
MOVE-OUT REGULATIONS & PROCEDURES FOR ALL EXHIBITORS
Safety & Security
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.)
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.
1. The fair closes at 3 p.m. on the last day of the event. Under no circumstances may any exhibitor start tear-down 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.