Exhibition Manual

EXHIBITION MANUAL

Dear HR Leaders Summit Toronto Partner,

We are delighted that you will be joining us! As you scroll through this page, you will find specific and pertinent information about the event that will aid in your event organization.

EVENT LOCATION – The International Centre 6900 Airport Rd, Mississauga, ON L4V 1E8. For directions, please click here.

EXHIBITION – The International Conference Centre – Orion Ballroom

EXHIBITION SETUP – Monday, November 11th, 2019 – 1:00 PM – 6:00 PM

EVENT START DATE – Tuesday, November 12th, 2019 – Registration and expo hall opens at 8:00 am, exhibitors may arrive as early as 7:00 am for last minute set up.

EVENT END & TEAR DOWN – Wednesday, November 13th, 2019 – 4:00 PM – 8:30 PM. Please be reminded all items must be removed at the end of the conference.

WHAT IS PROVIDED – Each booth will be carpeted and include 6ft clothed table and two chairs. If you have a banner, you will have to provide your own stands and set up within your footprint. If you are hanging something on the wall or the ceiling, please be sure to check with the show manager for approval.

DISTRIBUTION OF FOOD AND BEVERAGES – Arrangements for serving food and/or beverages must be made through the Catering Manager. Food and/or beverages will not be allowed on the premises unless purchased through banquets or as an approved exhibit by Show Manager.

DO NOT BLOCK THE AISLE OR INVADE NEIGHBOUR’S SPACE – No sign or decorative materials may protrude into the aisles or encroach upon neighbouring booths or sight lines. No obstructions may be placed in any aisle, passageways, lobby or exit leading to any fire extinguishing appliances.

EXCESSIVE TRASH AND BOOTH ABANDONMENT – Any excessive trash which consists of display materials, carpet, padding, crates and/or pallets will be disposed of and changed both a handling fee and disposal fee during move-in. Excessive booth materials and/or literature left in the booth at the end of the published exhibitor move-out that is not labeled for an outbound shipment will be considered abandoned and deemed as trash. The exhibitor will be charged for the removal and disposal of these items. Charges may include Installation Dismantle Labour, Forklift/Rigging Labour and/or Dumpster fee.

What we need from you:

COMPANY PROFILE & LOGO – due ASAP
If you have not done so kindly provide your logo in EPS or AI format & company Bio with URL. Please check here to double check that we have your correct profile & logo.

ONSITE GIVEAWAYS – (due on or before October 14, 2019)
In order to maximise your exposure and drive traffic to your booth we will be advertising onsite giveaways or raffles being conducted by exhibitors. A digital advertisement with pertinent information will be shown throughout the day. Please confirm any onsite giveaways and include; item, value and how to participate.

DELEGATE SHOW BAG INSERT – (due November 11, 2019)
Platinum and Gold partners are entitled to contribute a delegate bag insert. These items may be delivered to the Key Media office at the below address or brought during set up on Nov. 11th. Please note items not received by 6pm on November 11th will not be included as an insert.
Quantities of 300 required.

Key Media C/O Chris Davis
20 Duncan Street, Suite 300
Toronto, Ontario
M5H 3G8

DIGITAL ADVERT– (due on or before October 28, 2019)
Platinum and Gold partners are entitled to one digital advert to be displayed on stage in between sessions. Please note items received beyond this date will not be included.

You may choose one (1) of the following:

• A 1-2-minute video clip (with or without sounds) to be played in between the sessions on the Main and Executive screens. Video clip should be in mp4 format..

• A full-colour static image to be flashed in between the sessions on the Main and Executive screens. Resolution should be 1920×1080 in landscape orientation and 300 dpi.

• A PowerPoint presentation (2-3 slides) to be flashed in between the sessions on the Main and Executive screens. PowerPoint size ratio is 16:9 and in auto-play mode.

PUSH NOTIFICATION – (due on or before October 28, 2019)
Platinum and Gold partners are entitled to a push notification. Please provide a short notification you would like sent out, including a scheduled time during the event, through our event app.
*please note there is no character limit but should be kept short and concise.

SCROLLING APP BANNER – (due on or before October 28, 2019)
Platinum and Gold partners are entitled to a scrolling app banner on our event app.
App Banners must adhere to the following specs: 1440 x 205 px.

REPRESENTATIVES’ NAMES – (due on or before October 14, 2019)
Prior to the event we will require all on site representatives Full Names, Position and Email addresses.If we do not receive representative names by this date, we cannot guarantee reps will have an onsite badge printed or access to the event app and lead generator.

SPEAKER NAME & ABSTRACT (If applicable)
If you have not already done so please submit Speaker Name, Bio & Headshot as well as the session Abstract ASAP.

Things you may need:

EVENT RENTALS
To streamline your planning experience, we are introducing turnkey booth packages. Simply send your logo or artwork and we will take care of the rest. When purchasing a package all you need to do is show up!

High Top Table Package – $435
Includes:
• Bar Stools (2)
• High Top Table (1)
• X-Banners (2)

Lounge Package $830
Includes:
• Sofa (1)
• Chairs (2)
• Coffee Table (1)
• Pull Up Banner (2)

*Please contact [email protected]

POWER
If you require power for your booth, it can be ordered through Showtech Power. Please order here.

AUDIO VISUAL
If you require audio visuals for your booth, it can be ordered through BB Blanc thru [email protected].

INTERNET
Complimentary WIFI is provided for browsing, if you are doing a demo in your booth that requires high-speed connection or if you wish to have an exclusive connection for your booth alone, please contact Freeman Audio Visual at [email protected]

SHIPPING & RECEIVING
Shipping of any materials may only arrive for delivery one business day prior to our event set up day (Friday, November 8, 2019). Shipments sent prior to this date will be refused at the shipper’s expense and responsibility.
Shipping out is the sole responsibility of each exhibitor (packing, labeling and arranging pick-up with your preferred courier company)
All items must be picked up no later than one business day after the event ends. Please see attached for a sample shipping label for your reference.

Alternatively, you may simply bring your small materials such as pop up banners and flyer items with you on the day of the event.

If you wish to submit your requirements, please send it to [email protected]

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