Exhibition Technical Manual

EMERGENCY CONTACT
Should you experience an emergency during your time at the MTCC, please contact our Security Department at (416) 585-8160 or 8160 from the nearest house phone. DO NOT CALL 911 as responding emergency personnel (police, ambulance, and fire department) will be unaware of the precise location required. Emergency numbers are posted at all house phones. MTCC does not have a notification system for hearing or visually impaired attendees.
Please also review MTCC emergency procedures document included in this section.

EXCLUSIVE SERVICE PROVIDERS
Exhibitors and their contractors cannot perform the following tasks. They must be ordered exclusively through the venue’s official providers:

• Electrical & Plumbing: Must be handled exclusively by SHOWTECH (IBEW Local 353 / Local 46). Exhibitors may not run main power or plumbing lines.
• Material Handling & Loading Docks: Handled exclusively by GES (LiUNA Local 506).
• Audio/Visual & Staging
• Facility Services: Catering, cleaning, security, and parking are strictly union-operated by the venue.

EXHIBITING RULES AND REGULATIONS
Safety is of utmost importance when participating in events at MTCC. To ensure the well-being of all attendees and the preservation of the venue’s physical structure and equipment functionality, it is imperative that all exhibitors at the Metro Toronto Convention Centre adhere to the rules and regulations governing exhibitions. These guidelines encompass a wide spectrum, including general event regulations, fire safety protocols, exhibitor emergency procedures, and compliance with Electrical Safety Authority requirements. To access the most current specifications in each category, please click on the links provided below.
It is essential to note that submitting Fire Safety Replies to the facility NO LATER THAN MONDAY, 3 AUGUST is a mandatory requirement. Click HERE for the digital Fire Safety Reply Form,  
Guidelines for Exhibitors & Exhibitor Appointed Contractors (EAC’s)

Fire Regulations for Exhibitors

Fire Safety Reply
Click HERE for the digital Fire Safety Reply Form,  

Emergency Procedures

Guidelines for Securing Your Exhibit

Unapproved / Approved Electrical Equipment

Additional Considerations:
Canada Customs Regulations
Animal Authorization Request
Exhibitor Recycling & Donation Program
Helium Authorization Request
Propane Cylinders, Butane & Natural Gas Appliances

FOOD AND BEVERAGE (F&B) EXCLUSIVITY
The MTCC retains the exclusive right to provide, control and retain all food and beverage services throughout the facility for events. All food and beverage items must be supplied and prepared by MTCC’s Food & Beverage Department.
No food and/or beverage will be permitted to be brought into or removed from MTCC’s facility by the exhibitor or any of their guests or invitees without the written approval of the Food & Beverage Department.
Contact Catering Department:
Tel: (416) 585-8144
E-mail: catering@mtccc.com

INTERNAL BOOTH CLEANING 
The organiser will arrange for general cleaning of the exhibition premises prior to the opening of exhibition and daily prior to opening thereafter excluding exhibit booths and displays.
Internal booth cleaning is an exclusive service provided by the MTCC. No other provider, including the Exhibitor Appointed Contractor, is permitted to provide this service within the facility. Interior booth cleaning exclusive services include, but are not limited to: mopping, vacuuming, dusting, emptying of
wastebaskets…, etc. Additional charges may be incurred should exhibitors be found not in compliance with this exclusivity.
Please refer to MTCC’s Online Ordering Tool 

PERSONAL PROTECTIVE EQUIPMENT (PPE)
All exhibitors and stand builder personnel working on the show floor during move-in and move-out periods are required to wear approved Personal Protective Equipment (PPE), including CSA approved (or equivalent) safety shoes, high visibility vests, hard hats, harnesses, gloves and safety eyewear and is to be used when warranted by safety considerations. All exhibitor service providers must adhere to the Occupational Health and Safety Act, Ontario Regulation 213/91 – Construction Projects and Ontario Regulation 851/90 – Industrial Establishments.

SHOW DISPLAYS
All show displays must meet the following requirements:
All textiles used in, on, or around displays, shall meet the requirements of CAN/ULC-S109, “Flame Tests of Flame-Resistant Fabrics and Films”, NFPA 701 “Standard Methods of Fire Tests for Flame Propagation of Textiles and Films” or equivalent;
The pedestrian aisles between booths must stay completely clear
Nothing from an exhibitor’s space is allowed to spill over, stick out, or cross the line into that walking path.

DECORATIONS
The following materials require prior authorization:

• Helium balloons, glitter and confetti
• Decals on floors, escalators, windows, walls and pillars.
• Installation of temporary floor coverings on the facility’s carpet requires approval. This process can cause damage to the carpet and potential tripping hazards.

All requests, including process, type of tape or adhesive is subject for review and approval by the Venue in advance. Ultimately, the exhibitor/stand builder assumes full responsibility for potential damages and liability.

ONTARIO MINISTRY OF LABOUR COMPLIANCE (NOTICE OF PROJECT – IF APPLICABLE!)
Exhibitors and their appointed stand builders are independently responsible for ensuring compliance with the Ontario Occupational Health and Safety Act.
Please note that this requirement will not apply to the vast majority of standard stands. However, in case that a custom booth build meets the criteria for a structural “Construction Project” under Ontario Regulation 213/91 (including total labor and material costs exceed $50,000), the exhibitor’s hired contractor/builder is independently responsible for filing a NOTICE OF PROJECT with the Ministry of Labour prior to move-in, in compliance with the Ontario Occupational Health and Safety Act.

SHOW SET-UP & DISMANTLING PROCEDURES
The exhibitor/stand builder will be responsible for the following during the set-up and dismantling of shows:

• Obtaining approval of the booth layout and approval for any special material, processes and equipment from the venue’s Safety Compliance Manager before commencement of set-up;
• Drivers must stand by their vehicles at all times;
• Loading and unloading of vehicles to be done in a controlled area;
• Ensuring trucks are not left engine running while in building;
• Removal of all crates and packaging materials;
• Enforcing procedures during the set-up and dismantling of shows as set out in the exhibitors’ regulations.

SPECIAL EFFECTS
Show producers planning to have special effects such as pyrotechnics, open flame, etc. for any part of their event must receive prior approval from the Toronto Fire Department and the venue’s Safety Compliance Manager. All requests for approval must be submitted three (3) weeks prior to the event.
A special effects permit, a fire watch and certificate of comprehensive general liability insurance will be required. Fog machines, hazers and confetti guns must receive approval from the venue’s Safety Compliance Manager. Fire watch (MTCC Security) will be required. Additional charges may apply.

HEALTH PROTECTION & PROMOTION ACT
The Ontario Public Health Standards (OPHS) are published by the Minister of Health and Long-Term Care under the authority of the Health Protection and Promotion Act (HPPA) to specify the mandatory health programs and services provided by boards of health. Protocol has been developed to provide direction to boards of health to minimize the risk of contracting blood-borne and other types of infections during the delivery of personal services. The protocol applies to any facility, service, or person offering services where there is a risk of exposure to blood. This protocol also applies to special events such as trade shows, conventions etc. For further information, please visit: www.ontario.ca/laws/statute/90h07

OCCUPATIONAL HEALTH & SAFETY ACT
Hazard means any setup, condition, or activity inside the venue or right outside it that breaks local Occupational Health and Safety laws. Exhibitors and their contractors must not do anything or omit doing anything that may create a hazard.
If an exhibitor or contractor breaks a safety rule, and the government safety inspector fines or charges the venue/organizers for it, the exhibitor/contractor must pay all of the venue/organizers’ legal fees and expenses to defend themselves.

LADDER SAFETY
All exhibitors, service providers personnel shall ensure all personnel using a ladder follow proper ladder safety, which includes:

• All ladders and subsequent usage shall meet the requirements under O.Reg. 213/91 – Construction Projects and amendment O. Reg. 345 /15;
• Inspecting each ladder before use (i.e., missing loose steps or rungs, loose nails, screws, bolts or nuts, etc.);
• Any defective ladders are to be tagged and taken out of service;
• Use the appropriate CSA Z11-12 approved ladder designed for the task and ladder user;
• Ladder shall be set up at the required angle by using the 4-to-1 rule, for every 4 feet (1.2 metres) up, place the base of the ladder 1 foot (0.3 metres) from the wall or upper support it rests against;
• Ensure personnel working at heights comply with all the local fall arrest and fall protection legislated requirements;
• Proper fall protection equipment (i.e. lanyard and safety harness) must be worn when working at heights over 3 meters (10 feet);
• Face the ladder when going up or down and when working on it;
• Keep the centre of your body within the middle of the side rails;
• Do not step on the top cap, top step or pail shelf;
• Do not use a chair or box as a makeshift ladder;
• Do not carry objects in hands while on a ladder. Hoist materials or attach to a belt; and Consider having another worker hold and support the base of the ladder when required.

PROHIBITED ACTS & MATERIALS
In order to sustain a high quality environment, emphasis is being directed towards identifying and eliminating activities that lead to damage to the facility. Prohibited actions are as follows:

• In general, wall surfaces (including drywall, wood, fabric, vinyl wall covering) are not to have anything attached to them by tacks, pins, tape or by any other means;
• The drywall / tile grid ceilings are not to have anything suspended from them by any means, nor should any person other than an employee of the venue access the lay-in tile system for any purpose;
• During move-in/out periods, the exhibitor/stand builder must ensure all staff respect the wood entries at each meeting room. When possible, all loading activities are to be directed through the entry least likely to suffer damage, and if required, protective measures taken;
• When specific approval has been given for the movement of large or heavy items over the carpet areas (vehicle, display, forklift), the carpet must be covered by a protective plastic sheet;
• Use of any part of the facility for lodging or sleeping;
• Taking up a collection in public areas or allowing peddling or soliciting;
• Causing or producing any unusual noxious or objectionable smoke, gases, vapours or odours, objectionable noises, smells or lights in the facility;
• Drilling holes, driving nails, hooks, screws, tacks or making any alterations to any part of the facility or its equipment;
• Use of helium balloons as a give-away item (approval required for use of helium balloons as part of a fixed display);
• Committing any nuisance or knowingly doing or permitting anything that may result in the creation or commission of a nuisance, or annoying, harassing or interfering with users of any part of the facility;
• Doing or permitting anything that may interfere with the effectiveness or accessibility of utility, heating, ventilation, escalators, electrical, plumbing, gas, compressed air or air conditioning systems, or portions thereto in the facility, or interfering with free access to adjacent public areas or to adjoining streets or sidewalks;
• Allowing articles or permitting any acts within the facility that conflict with the rules of the Toronto Fire Department or any relevant governmental authority, which will render void or increase the premiums on the insurance policies held by the venue. Damaging or defacing any part of the facility, or permitting anything to be done by their agents or employees by which the facility may, in any manner, be damaged, marred or defaced.

TAPES & ADHESIVES
In order to protect and maintain their building, the MTCC constantly try to identify and eliminate activities that may lead to potential damage. Using appropriate adhesive tape is important.
Hall E – double sided Scapa tape, low tack cloth gaffer tape or TransfeRite are the ONLY tapes permitted for use on the cement floor.
Use of decals or unapproved tapes on the facility’s permanent flooring including terrazzo or tile require pre-approval by the venue. Use of decals or unapproved tape on the facility’s carpet in meeting rooms or common space is not permitted.
All tape must be removed by the exhibitor prior to vacating the space or cleaning charges will apply Where the facility’s permanent carpet needs to be covered in order to protect it, only non-residual plastic is permitted. Please contact the venue for specific brands.

PERSONNEL

• All exhibitors and their stand builders personnel are subject to the inspection of cartons, packages or containers brought into or removed from the facility.
• Individuals working in the facility must wear an identification badge from their employer.
• Restricted areas of the facility, labeled “authorized only,” are off-limits to all personnel except employees of the venue or their designated representative.
• The exhibitors are responsible for the conduct of their personnel. Employees under their supervision who do not comply with the Operating Guidelines will be subject to removal from the facility and may be restricted from the premises as deemed appropriate by the venue.
• Abusive language, threats, assault, vandalism, theft, harassment and all other inappropriate actions will result in immediate removal from the premises and prosecution where appropriate.
• Loud music and personal listening devices are prohibited.
• The safety of all occupants of the facility is of the utmost concern. Any and all unsafe conditions or activities must be brought to the attention of all parties concerned and corrective measures are to be taken immediately.

HARASSMENT-FREE WORKPLACE POLICY
The venue is committed to providing and maintaining a workplace that ensures all employees of the venue are treated with dignity and respect and are able to work and/or conduct business in an environment free from harassment and discrimination from any source. This includes workers, customers, suppliers and vendors.
Harassment is a form of discrimination that is prohibited by law and the venue embraces the freedom from harassment and discrimination provisions of the Ontario Human Rights Code. You are invited to support the venue in its efforts to create an environment free from harassment, discrimination and violence.

UNION JURISDICTION
The venue operates under strict local union jurisdictions. All exhibitors and stand builders must comply with these regulations during move-in, show days, and move-out. Outside contractors must respect local union boundaries. Any worker causing labor friction or disputes will be removed from the facility immediately.