Exhibitor Manual

September 13-14, 2023
Montreal Cannabis Expo
Palais des congrès

Welcome and thank you for choosing to be a participant in The Montreal Cannabis Expo.

Please take a moment to read the exhibitor manual, which will provide you with all of the necessary information for the preparation and installation of your exhibit. Processing your orders at your earliest convenience will allow us and the service-contractors time to provide you with the best possible rates & service.

The Show Office will be set up at Palais des congrès on Tuesday September 12, 2023 at 9am and management will be available to assist you for the duration of the Show.

General Information

Show Location
Palais des congrès
Room 220BC
1001 Jean-Paul-Riopelle
Montreal PQ H2Z 1M2
Tel: (514) 871-8122

AREA MAP
MAP TO FACILITY

Show Dates & Times
Wednesday September 13, 2023 ~ 10:00 am – 4:00 pm
Thursday September 14, 2023 ~ 10:00 am – 4:00 pm
Industry Networking Party September 13 ~ 4:00 pm – 6:00 pm
**Please see our Industry Networking Party section for more information**

Exhibitor Move-In Times
Tuesday September 12, 2023 ~ 9:00 am – 7:00 pm

Exhibitor Move-Out Dates & Times
Thursday September 14, 2023 ~ 4:00 pm – 10:00 pm

Produced By
National Event Management
Suite #102
260 Town Centre Blvd.,
Markham ON
L3R 8H8
Tel: (905) 477-2677 or (800) 891-4859
Fax: (905) 477-7872

Exhibitor Coordinator
Paula Juarez Lahore
905 477-2677 or (800) 891-4859 Ext 299
Email: paula@nationalevent.com

EXHIBITOR CHECK LIST

Please print a copy of this checklist to assist you in planning for the Show. To take advantage of “early booking discounts” please note booking deadlines.

CHECK LIST

AUDIO / VISUAL RENTALS

BOOKING DEADLINE: September 3, 2023

If you require audio-visual equipment in your booth, please send the completed order form to;

Solotech
Guillaume Lacrox
Tel: (418) 683-7656 ext. 3642
Fax: (418) 683-5650
Email: Guillaume.lacroix@solotech.com

AUDIO VISUAL ORDER FORM

BOOTH ACCESSORY PACKAGES

BOOKING DEADLINE: August 25, 2023

An all-inclusive, booth accessory package is available which contains: a draped booth, carpet, 1 black-skirted table (6 feet long x 30 inches high), 2 chairs, 1 wastebasket, and an electrical outlet. If you did not order at the time of booking and wish to have this package, please use the below form to submit you order.

There are no substitutions to this package.

To order a Booth Accessory Package, return the below form to emily@nationalevent.com

BOOTH CLEANING

PRE-SHOW BOOKING DEADLINE: August 28, 2023

Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming please use this Portal Link.

BOOTH INSTALLATION & DISMANTLING

PRE-SHOW BOOKING DEADLINE: September 1, 2023

For full move-in / move-out instructions, please see the relevant sections in the manual:

Move-In Instructions
Move-Out Instructions

Should you require assistance setting up or dismantling your booth, please submit the below forms to:

GES
Tel: 514-367-4848
1-877-399-3976
Email: dmacdonald@ges.com

To place an order online, please click link below:

ONLINE ORDERING LINK

CUSTOMS BROKER

SUBMISSION DEADLINE: August 14, 2023

ConsultExpo Inc. is our designated official Customs Broker for the Montreal Cannabis Expo and will be pleased to assist with the customs clearance of your display material to Canada. They offer round-trip simple and user-friendly customs assistance. Please note: If shipping via courier you will still require customs clearance – please provide ConsultExpo with your tracking number and complete their forms.

Follow this link to complete and submit the Online ConsultExpo Order Form and Canada Customs Invoice: http://consultexpoinc.com/onlineforms/
or download their forms from this link: http://consultexpoinc.com/forms/ and submit them via email: info@consultexpoinc.com or by fax: 888-629-9008.
For “live” assistance they have a Chat feature on their website.

For personalized service, please contact:

Jeff Labbé
Operations Coordinator
Tel: 514-482-8886 Ext. 7
Mobile: 514-709-0739
Email: JeffL@ConsultExpoinc.com
www.consultexpoinc.com

ELECTRICAL

PRE-SHOW BOOKING DEADLINE: August 28, 2023

Electrical is not supplied to your booth. If you require an electrical hookup, please use this Portal Link.

EXHIBITOR NAME BADGES AND REGISTRATION

PRE-SHOW BOOKING DEADLINE: August 22, 2023

Each exhibitor will be provided with 8 personalized name badges for the booth staff. Badges must be worn to gain admittance to the Show.

Registration will be done online. Each exhibitor will receive an email from our registration provider (Microspec Tix123) containing a unique registration link and password. Follow the instructions provided in the e-mail to register your booth staff.

Badges will be available for pick up at the Show Office on move in day 9:00 am – 7:00 pm. In order to avoid delays the morning of the show, we strongly encourage you to pick up Badges for your staff during Move in.

FOOD SAMPLING

SUBMISSION DEADLINE: August 23, 2023

If you are planning on sampling food or beverage products in your booth, please note samples must be no larger than 2oz (liquid) or 1oz (solids);

For any distribution, the below SAMPLING FORM must be submitted to Palais des congrès at least 3 weeks prior to the event. Please read the guidelines included in the form for important details.

FOOD SAMPLING FORM

Step 1. Please submit the FOOD SAMPLING FORM by clicking the Submit button at the bottom of the application.

Step 2. Send a copy of your application to paula@nationalevent.com

FREE ATTENDEE PASSES

Each exhibitor will be provided with a promo code good for 8 free admissions to the show. The code is to be used for you to invite your clients or special guests to the event free of charge. NOTE: Once the code has been redeemed 8 times, it will become invalid.

HOTEL

BOOKING DEADLINE: August 11, 2023

Rooms and discounted rate will only be held until the specified date. Rooms will then be subject to availability at prevailing rates.

We have obtained a group rate of $279.00 + taxes for single occupancy at Embassy Suites by Hilton Montreal.

The Embassy Suites is located at:
208 St-Antoine West
Montreal, Quebec
H2Y 0A6

Reservations may be made by booking online here.

To receive these rates, you must mention that you are with The Montreal Cannabis Expo when booking. Rates cannot be changed at check-in/check-out times if you fail to identify your affiliation at the time of booking.

Industry Networking Party

Please note that each exhibiting company receives 2 free tickets to the Industry Networking Party, being held on Wednesday, September 13th at 4 PM. Should you require additional tickets for the Industry Networking Party for your booth staff and/or guests, a limited number of additional tickets can be purchased for $45 each. For additional ticket orders, please click here: ADDITIONAL TICKET ORDER FORM – INDUSTRY NETWORKING PARTY

To order additional Industry Networking Party tickets for your booth staff, click here to access the order form. Please note that this form and reduced price is only intended for tickets for your booth staff. Visitors must buy their tickets on our visitor website, along with a trade show pass.

INSURANCE

Insurance for booth/show
Exhibitors must have their own liability insurance covering a minimum of $1 million in damages. Please list National Event Management as “additional insured”.

Transportation Insurance
Show Management is NOT responsible for damages caused during the transportation of your products. We strongly recommend purchasing transportation insurance when booking your shipments.

Liability
Exhibitors will be liable for, will indemnify, and will hold harmless Show Management from any loss or damage whatsoever occurring to, or suffered by, any person or company. This includes, without limiting the generality of the foregoing, exhibitor, other exhibitors, management, the owners of the building and their respective agents, servants and employees, and members of the public attending the show, either (a) on the said space or (b) elsewhere. Neither the facility nor Show Management will be responsible for loss or damage to persons, exhibits, or decorations by fire, accident, theft, or any cause while in the exhibition buildings.

Insurance Supplier
If you do not already have insurance for the show, you may contact:

Exhibitor Insurance
Phone: 905-695-2971
Toll Free: 1-866-836-9066
info@exhibitorinsurance.com

Exhibitor Insurance Brokers.com is offering a special price for the show at $175 + taxes. Please click on the link here to access their form: ONLINE EXHIBITOR INSURANCE

If you prefer, you may also fill out the form below and send to info@exhibitorinsurance.com.

EXHIBITOR INSURANCE FORM

LANGUAGE

We strongly recommend that you prepare to communicate in both French and English at the Montreal Cannabis Expo. In order for your messaging to reach the greatest number of visitors, we suggest that you print signs and pamphlets in both languages, and ensure that your booth staff is capable of communicating in both languages.

LEAD RETRIEVAL

We are now offering Lead Collection system at the Cannabis Expo.

BENEFITS OF LEAD RETRIEVAL

Connect with Attendees
Easy To Use
Flexible & Reliable
No power required
Scan Anywhere/Anytime
Secure Portal
Customizable Options
Qualified Leads
Real Time Data (App)
Surveys (App)
Pictures (App)
Email (App)

To order this system, please visit www.microspec.com/lr/MCE2023

LEAD RETRIEVAL OPTIONS

LOADING DOCKS

Please note that the loading docks are located at 163 St-Antoine W. between de Bleury & St-Urbain streets.

Dock level access is available. Dollies and a pump truck will be available for your use. If you require a forklift to move material from the dock to your booth, a forklift will be available to you. However, if you have excessive forklift requirements (more than 2 skids), please speak with Emily (emily@nationalevent.com) to discuss your needs. A charge may apply.

AREA MAP
MAP TO FACILITY

MATERIAL HANDLING

Dollies and a pump truck will be available for your use. Show Management has made arrangements to cover up to a maximum delivery of 2 skids to your booth. (This includes return of your skid at the close of the show). If you require dedicated forklift service, have awkward pieces to deliver that require more time, or simply have more than 2 skids of material, you will be charged a rate of $150.00 per each additional skid.

If you have more than 2 skids, please email the below form to emily@nationalevent.com

OVERSIZED SHIPMENT FORM

MOVE-IN INSTRUCTIONS

Move-in Times: Tuesday, September 12, 2023 ~ 9:00 am – 7:00 pm

All exhibitors must officially register before setting up. Please come to the show office and staff will direct you to your booth.
All exhibits must be set up by 7:00 pm Tuesday. Exhibitors will not be permitted to set up during show hours.
The aisle carpet will be in place Wednesday morning. Dollies and carts WILL NOT be permitted on the carpet. Hand carried items only may be brought in on Wednesday.
Children 15 years of age or younger will not be permitted in the exhibit area during move-in, set-up, or tear down.

MOVE-OUT INSTRUCTIONS

Move-out Times: Thursday, September 14, 2023 ~ 4:00 pm – 10:00 pm

Please note that move-out will begin once the show has closed, the aisles are cleared and the aisle carpets removed. If you are able to hand carry your supplies out to your car, we encourage you to do so.

Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited. A fee will be charged if you move out early, as there are attendees still in the hall who have paid to attend the show.

All material must be removed by 10:00 pm

Items left on the show floor after move-out time will be forced off the floor. Show Management reserves the right to reroute shipments that are not picked-up or refused by carriers. Should this occur, you will be responsible for any charges incurred.

Exhibitors are encouraged to remove small items and open cases of products from the show floor first. Show Management will take all reasonable security precautions, but immediate removal of these items is the best way to prevent pilferage.

PARKING

The Palais des Congrès does not offer a parking pass. Parking is available in the Palais parking at the corner of Chéneville (1025) and Viger Streets.

AREA MAP
MAP TO FACILITY

PRINTING & PACKAGING

Detonate Cannabis Agency is the suggested supplier of print collateral, trade show builds and packaging & labelling. With over 4 years of experience in the cannabis market, Detonate understands Health Canada’s guidelines on marketing within this industry. They offer design, printing, branding, building & dismantling needs all under one roof.

Contact: DCA@Detonategroup.com
Tel: 416-388-6713

DETONATE ONLINE CATALOGUE

RULES & REGULATIONS

Booth Display & Restrictions

Diagram#1 shows the drapes that are provided as a part of your booth cost.
Diagram#2 shows the allowed clearance for displays, banners and products within your booth.
No exhibit may exceed a maximum height of 8 ft.
Side panels 8 ft. high, must not exceed a depth of 4 ft. extending from the back of the display.
The remainder of the 6 ft depth from the front of the booth must not exceed a 4 ft. height.
Any exceptions to this must have pre-approval from Dina Latina (dina@nationalevent.com).

Prefab booth partitions must be finished on both sides. If they are not, please request drapes prior to the show.

Signage
No signage or material may be extended above the 8 ft height at the back of your booth nor hung from the ceiling or across the aisle, without approval from Show Management. All signs must be printed on one side only. Your brand messaging can only face the inner walls of your exhibit space.

Carpet or Flooring
Carpet or Flooring is mandatory for all exhibits. You can use the show decorator below at your own cost or you are welcome to bring in your own. See Tape Restrictions below.

Tape (Floor, Wall, and Carpet Damage)
It is important that you use the proper carpet tape in your booth. If the tape you use leaves residue, there will be an additional charge for clean-up.
Here are some suggested models of two-faced tapes.

Polyken 105c LPDE
Scapa 274004
DC W002A
Écho Tape : DC-W188F
Écho Tape : CL-W6048

If you bring your own carpet, you must adhere to the above Tape Restrictions. If you do not have the proper tape, please notify Show Management before installing your carpet or tiles.

Approved tape can be purchased online here.

Tape can also be purchased through the Show Decorator.

Restrictions for Booth Installation

Painting, nailing, drilling, or screwing to the floors, walls or any other part of the building is not permitted. Exhibitors are also responsible for oil, grease, or any general damage to the carpeted area. Exhibitors wishing to lay any floor coverings may not fasten the coverings to the building floor. It is suggested that building paper or the approved tape (Polyken 105c LPDE OR Scapa 274004 OR DC W002A) is used instead.

Demonstrations/Distributions
Displays, demonstrations or distribution of advertising materials, are not permitted outside the confines of your booth. If audio visual equipment is used, the sound must be subdued to such an extent as to ensure it’s having no nuisance effect on neighboring exhibitors. The use of microphones is not permitted without prior management approval.

Fire Regulations
All exhibitors planning to use any type of fuel (such as gas, oil, helium gas, or propane) in their exhibits are requested to contact Show Management. All displays or exhibited materials must be fireproof to conform to Federal, Provincial/Sate, and City Fire Laws.

National Event Management is obligated to abide by the Fire Code regulations in each city. We therefore retain the right to refuse any material or object that does not confirm to code. If you have a question or need information re the Fire Code please contact Dina Latina, dina@nationalevent.com, 905-477-2677 or 1-800-891-4859 ext. 224.

FIRE REGULATIONS

Animals in the Show
The facility’s policy prohibits the presence of animals unless they are used as a working dog for the blind. Permission must be obtained from the facility for any exception. Please contact Dina Latina (dina@nationalevent.com ; 905 477-2677 ex: 224) regarding the necessary forms.

Helium Balloons
Helium balloons are prohibited in most venues. There is a large retrieval fee, charged to the exhibitor, when balloons are lost. Please contact Dina Latina (dina@nationalevent.com) if you wish to use helium balloons in your display.

Mechanical Conveyances
Mechanical Conveyances such as electric carts, scooters, or bicycles will not be allowed in the aisles during the show hours. The only exceptions to this rule will be in the case of handicapped persons visiting the show, or those with authorization from Show Management.

Non-Compliance
National Event Management reserves the right to make changes, amendments, and additions to the rules and regulations without notice, as considered necessary to the efficient and proper conduct of the show. Interpretation of these rules and regulations shall rest with Show Management and non-compliance can result in ejection of the offending exhibitor or in the closing of his/her exhibit.

Cannabis at the event
The display, storage or sale of cannabis on-site is prohibited by the law and the rules of the venue.

SHIPPING & DELIVERIES TO THE SHOW

Shipping Direct To Show: Tuesday, September 12, 2023

PLEASE NOTE: The facility will NOT accept shipments prior to the Show move-in date. Show Management will sign for the delivery on your behalf during move-in hours only. Your materials will be left at the dock until you arrive. To move your items to your booth space, pump trucks and dollies will be available at no charge. Should you require assistance or excessive use of a forklift, please e-mail dina@nationalevent.com as charges may apply.

Please address shipments to:
Company name; Booth number
Palais des congrès
Room 220BC
1001 Jean-Paul-Riopelle
Montreal PQ H2Z 1M2
Tel: (514) 871-8122

The most cost-effective way to ship your items to the show is to arrange delivery during move in hours with our Official Show Carrier;

To request a quote, please complete the order form below and email it to:

ConsultExpo
Jeff Labbé
Tel: 514-482-8886 Ext. 7
Email: JeffL@ConsultExpoinc.com

CUSTOMS & TRANSPORTATION SERVICES ORDER FORM

Shipping enquiries must be finalized 14 days prior to show move in date. Be sure your shipment is labeled clearly.

Pre-Show (Advanced Warehouse) Shipping

If you reqiure advanced warehousing please contact: GES or go to the online ordering site HERE.
Call (514) 367-4848 / 1-877-399-3976

Shipments should arrive on or between business days:
Friday, August 11, 2023 – Friday, September 8, 2023

Warehouse receiving hours are:
Monday – Friday, 9:00 AM to 4:00 PM; Closed Holidays

Please Note: Shipments arriving before Friday, August 11, 2023 will incur a storage fee, and shipments arriving after Friday, September 8, 2023 will incur a Late to Warehouse Fee.

Order your Material Handling Services

SHOW DECORATOR (TO ORDER TABLES, CHAIRS, ACCESSORIES, ETC.)

PRE-SHOW BOOKING DEADLINE: September 1, 2023

8 ft back drape and 3 ft side drape are supplied for your exhibit space. If you require tables, chairs or additional booth supplies, these items can be rented from the Show Decorator:

GES
Tel: 514-367-4848
1-877-399-3976
Email: dmacdonald@ges.com

To place an order online please following link below:

ONLINE ORDERING LINK

SHOW MAGAZINE AD & SPONSORSHIP/PARTNERSHIP OPPORTUNITIES

There are a number of ways to increase your brand awareness at our shows. Additional ad space is available in our Show Magazines that are distributed to attendees and sponsorship recognition includes show magazine space, on-site signage, & online presence. Contact Jean-Philippe Turgeon at jpturgeon@nationalevent.com for more information.

SIGNAGE INSTALLATION (HANGING OF BANNERS / RIGGING)

PRE-SHOW BOOKING DEADLINE: August 28, 2023

If you require the hanging of banners from the ceiling and/or rigging of equipment in your booth, please use this Portal Link.

Please note that your banner and booth structure should be limited to the space directly above your booth. Any other configurations would need to be approved by Show Management prior to the show.

TELEPHONE / INTERNET

ORDER DEADLINE: August 28, 2023

If you require a telephone or internet line in your booth, please use this Portal Link.

VEHICLES ON SHOW FLOOR

All vehicles must abide by the arrival and departure schedules and procedures established by Show Management. Please contact Emily (emily@nationalevent.com) with your vehicle dimensions (H x L x W) for approval and to arrange arrival time if you want to display a vehicle.

Motor vehicles or gasoline-powered equipment on display must be equipped with lock-on type gasoline tank caps and batteries are to be disconnected. Gasoline tanks must not be filled beyond the ¼ mark in order to allow for expansion of product. Vehicles unable to be equipped with lock-on type caps must have caps sealed in a manner acceptable to the Fire Department.

• All fuel tank caps for vehicles and exposed combustion engines must be crossed off or sealed with adhesive tape to prevent vapors from escaping (with the exception of tanks that have never contained fuel).

• Fuel tanks must not be more than ¼ full and must not exceed 10 gallons (38 liters).

• Batteries must be disconnected.

• No vehicle may be moved without the written permission of the Exhibition Hall Administration.

• Propane gas tanks used in trailers, recreational and utility vehicles or other vehicles must be disconnected before entering the showroom.

Exhibitors are responsible for oil, grease, or any general damage to the carpeted area.

Exhibitors must provide a set of keys, the name and phone number of the person responsible to remove the vehicle(s) to Show Management.