Trade Show Exhibitor Information

Terms & Conditions
1. Exhibit Space Assigned – booths are assigned on a first-come, first-serve basis to fully paid applications. Assignments are confirmed after full payment has been received. Sponsors will be assigned first. Subsequent booth designations will be based upon the date and time that applications are received. Confirmation of exhibit space and show order forms will be forwarded shortly after receipt of application.

2. Agreement for Exhibit Space – The accepted application, the formal notice of assignment by CTS and the payment of booth rental constitute a contract for the right to use the space allotted subject to the rules and regulations issued by CTS. These regulations are part of the application for space that does not become effective until countersigned by a duly authorized representative of CTS. CTS reserve the right to make such additional conditions, rules and regulations as it deems necessary to insure the success of the exhibition.

3. Booth Rental Includes - standard back wall drape 8 feet high, 3 foot side rails, general overhead illumination, 1 15AMP – 129 V – Standard Household power outlet. For availability of additional electrical and IT services please contact TCU Place directly.


4. Available Services – As a service to exhibitors, CTS has appointed Handy Special Events as the Official Display Company to coordinate the following services: cartage, storage, equipment moving and erection, lighting furniture and booth decorations.

5. Permissible Exhibits – It is CTS’s plan to provide a well-rounded educational exhibition to compliment Summit sessions. And as such, any unusual activities must be reviewed and approved by CTS in advance of the exhibition. Undignified methods of attracting attention will not be permitted. CTS reserve the right to determine the eligibility of any company or product for inclusion in the exhibition.

6. Installation of Exhibits – Exhibits must be set up by the time designated in the Exhibit Confirmation Kit. Space unclaimed by the opening of the first exhibit day will be forfeited without a refund of any of the rental paid. CTS reserves the right to make changes in the installation hours, however, such changes will be made known as far in advance of the exhibition as is practical. The exhibitor further agrees not to dismantle the exhibit or to do any packaging before the closing hours of the last exhibit day as described on the application. Penalty charges will be billed for any exhibit material remaining after the move out hours. Anyone who commences to dismantle an exhibit before closing hour of the last exhibit day will not be permitted to exhibit the following year.

7. General Restrictions – CTS reserves the general right to restrict any exhibit because of noise, method of operation, or any reason that is judged dangerous or objectionable, and also to prohibit, or to evict, any exhibit that is considered to detract from the general character of the exhibits area as a whole. This general reservation includes persons, things, conduct, printed matter, or anything deemed objectionable by CTS. In the event of such restriction or eviction, CTS is not liable for any refund or rental or other exhibitor expenses.

8. Sound Systems – The use of sound systems is permissible provided they are not audible in neighboring booths, nor more than 3 feet into the aisle, and that the sound is directed only into the exhibitors’ booth or vertically. CTS shall have and exercise absolute control over this regulation, the intent of which is that sound systems shall not be audibly objectionable to neighboring exhibitors.

9. Motion Picture and Other Projections – Portable projection machines for 16mm or smaller film, film strips, lantern slides, Kodachromes, VCRs, DVDs, etc. may be used in the exhibit booths, provided that the films are an approve slow burning or non-flammable type.

10. Display Heights – All booth arrangements shall conform in all respects to the dimension, and height requirements as indicated in the space diagram. Booth back wall height is 8 feet. Exhibitors will not erect nor maintain a back wall higher than 8 feet. There can be no exception on this height limitation. So that the display value of an adjoining booth is not materially diminished, sidewall, fixtures and other display material may be erected to the maximum height of 8 feet only in that portion of the booth extending no more than 46 inches from the back wall.

11. Insurance and Liability – CTS will provide regular guard service to cover the exhibition area. However, the CTS shall not be liable for damage or loss to exhibitors properties through theft, fire, accident or any other cause, whether the result of negligence or otherwise. Exhibitors shall insure their own exhibit and display materials. CTS assume no liability for any injury that may occur to visitors to the exhibition, exhibitors and their agents and employees or others.
Exhibitors agree to protect, save and keep CTS, Handy Special Event, Exhibit Centre, the City and Province in which the exhibits are held, their agents, or employees forever harmless from any damage of charges imposed for violation of any law or ordinance, occasioned by the exhibitor or those holding under the exhibitor, as well as to strictly comply with the applicable terms and conditions contained in the agreement between Exhibit Centre, the City and Province in which the exhibit is held and CTS regarding the exhibition premises. And further, exhibitor shall at all times protect, indemnify, save and keep harmless, the CTS, the Exhibit Centre. The City and Province in which the exhibit is held, their agents, or employees and business invites, which arises from out of or by reason of said exhibitor’s occupancy and use of the exhibition premises or a part thereof.

It is suggested that the exhibitors be alert to the liability to risk involved in exhibiting and that they amend their existing bodily injury liability and property damage liability insurance. Exhibitor must provide evidence of such insurance to CTS on request.

12. Fire Protection – No combustible decoration shall be used at any time. All packing containers must be flameproof and must be remove from the floor. All cloth decoration must stand a flameproof test as prescribed by the applicable fire and safety ordinance. Inflammables material and fluids must be kept in safety containers. No open flames are permitted. CTS reserve the right to cancel the entire exhibit or any irregular parts, with no refund or rental or liability for exhibit expense, if inspection indicates negligence in compliance with these requirements.

13. Restrictions in Use of Space – All demonstrations, interviews, or other activities, such as the distribution of circulars and advertising matter of any description, must be confined to the exhibitor’s own booth. The exhibitor agrees not to assign, sublet, or share, the whole or any part of his/her assigned space without the prior knowledge and written consent of CTS. Consent may be withheld. No exhibitor is permitted to show goods other than those goods other than those manufactured or dealt in the regular course of business.

14. Admission - Admission to the exhibiting area will be available to all Conference registrants. Publicity will encourage the attendance of all Conference registrants.

15. Programs and Badges – CTS will provide badges for all booth workers. All staff in a booth must wear badges. CTS will provide a separate registration desk for all exhibitors.

16. Cancellations – Cancellations by exhibitors will be accepted only at the discretion of CTS, and only according to the refund schedule on the application for space. Percentage will be abased on the full dollar amount of the space contract.

17. Compliance with Laws – The Exhibitor agrees to observe all union contracts and labour relations in force, agreements between the organizer, the official trade show contractors and the building in which the Trade Show will take place. The Exhibitor also agrees to act according to the labour laws of the jurisdiction in which the building is located and observe the provisions of the provincial Human Right code and the Labour Standards Act in the hiring and treatment of exhibit booth staff.