Rules & Regulations

Amplification and explanation of some of the Information that was Contained in the Exhibit Space Application & Contract

Rules & Regulations

Erection and operation of exhibit displays are governed by the following Rules and Regulations, in conjunction with those agreed to on signing the “Exhibit Space Application and Contract,” designed to ensure safety and fairness to all exhibitors. Show Management reserves the right to refuse entry to, or have removed at the exhibitor’s expense, any display which is not in accordance with these Rules and Regulations. If any doubt exists as to the acceptability of an exhibit or where a special case exists, the exhibitor must have such an exhibit approved by Show Management who holds final approval over all booths. Please – if you have any question about your booth please contact Show Management before the event to receive an opinion and approval.

Height Limitations for Displays

Height Limitations for racks, display shelves, graphics and signs vary according to the type of booth configuration. Large equipment or structures should be placed as close as possible to the rear of the booth. The front 6′ (back from the aisle) of the booth must not exceed 5′ (60″) in height – including racks, books, computer monitors, etc.

  1. In-Line Booths (non-perimeter)
    (irrespective of length of frontage) – maximum permitted height is 9′ at the back of the booth. Permission can be sought for pre-existing hard-wall booths that firms have brought to the show. Decisions will be based on past experience and the effect it will have on other exhibitors.
  2. Perimeter In-Line Booths
    (i.e. against an outer wall of the exhibit area – maximum permitted height is 14′ at the back of the booth.
  3. Peninsula Booths
    (i.e. a grouping of four or more booths with an aisle on three sides) – maximum permitted height is 10′. Permission can be sought for pre-existing hard-wall booths that firms have brought to the show. Decisions will be based on past experience and the effect it will have on other exhibitors.
  4. Island Booths
    (i.e. a block of exhibit space with aisles on all four sides) – maximum permitted height is 16′. However, OLA is very committed to allowing “showcase” companies to bring their primary booths to OLA and will consider on a case-by-case basis requests for exemptions to this height limitation.

It is recommended that maximum height is not used throughout but be restricted to a number of verticals which would allow a maximum “see-through” of the exhibit.

Exhibitors are required to exercise care so that their displays do not unduly obstruct visibility of adjacent exhibits. At least 6′ from the front of the booth between adjacent exhibits must allow for eye-level visibility (5′ height maximum). This applies to booth types A, B, and C. Every exhibitor must display a sign to identify their company. In island booths firms must not construct a “solid wall” that is more than 4′ wide at any point unless permission has been sought. OLA will consider on a case-by-case basis requests for exemptions to this limitation.

Overhead Banners

The OLA allows firms to arrange with Showtech Power & Lighting (MTCC Exclusive Supplier) to hang banners from the space above their booth provided they meet the following criteria:

  • Company has booked and paid for at least 300 sq. ft.
  • Cost for hanging the banner will be determined on a case-by-case basis by ShowTech (the exclusive sign hanger of the MTCC) and paid for completely by the exhibiting company.

These restrictions are not meant to curb the creativity of design, but to ensure that the overall appearance of the Show will be clean, clear and uncluttered. For further information on the above please contact the Show Management.

Show Management reserves the right to amend this policy for the good of the show if a situation arises that is deemed to be unacceptable by Show Management.

If you have any question about whether your booth plans fit into any of the rules or regulations for this show please submit any questions or booth drawings for a written approval from OLA or the appropriate authority.

Pre-Fabricated Booths

Exhibitors planning to use their own in-line pre-fabricated booth should make sure that:

  • An allowance of one inch is made on each side of the display to allow for the thickness of the dividers. If the lengths exceed 9’10”, etc., the exhibitor should notify Show Management so that special arrangements can be made.
  • All sides and surfaces of exhibits (and signs) which are exposed to view are properly finished and decorated.

Exhibitor’s Signs

Signs must be limited to the previously cited heights. Exhibitors requiring additional heights or suspended signs must receive permission from Show Management. See Overhead Banner section on previous page for guidelines of what will be approved.

Floor & Wall Damage

Painting, nailing, drilling or screwing to the floor, walls, electrical outlets or any other part of the building is not permitted. All displays must be self-supporting.

Soliciting, Samples & Souvenirs

Distribution of samples, souvenirs and promotional material and soliciting of business are not permitted in the aisles, restaurants, registration areas, hallways, top or bottom or escalators or other exhibits.

Only participating exhibitors have the exclusive right to promote or sell goods or services in this Show. All other parties who attempt to make any solicitations will be asked to leave the Show area. Exhibitors are asked to report any infractions to the Show Office so action can be taken.

Exhibitors who wish to hand out food or beverage samples must complete the authorization form found at the back of the manual. Special regulations apply to all alcoholic samples – please contact Show Management for more information.

Selling on the Show Floor

The OLA does, and always has, encouraged companies to sell their products and services on the OLA EXPO Floor. In the past there has been some confusion with other library and book shows that discourage this practice. There are no limits as long as selling does not violate the EXPO rules and regulations and any laws.

Competitions & Drawings

Sales promotions and competitions conducted by exhibitors in conjunction with their display must be free of any obligation on the part of the winner. Prize winners must not be required to place an order before collecting the prize offered. All such competitions should comply with all the existing government regulations.

Exhibitors are encouraged to inform Show Management of any competitions and give-aways in order to publicize these activities with overall show promotions.

Mechanical Conveyances

Mechanical conveyances such as electric carts, scooters or bicycles are not allowed in the aisles during the Show hours unless previously approved by the Show Management. The only exception to this rule will be in the case of handicapped persons visiting or exhibiting at the Show; or in the case of authorized show duty personnel.

Sound Levels

Any attention arousing devices such as noise makers, flashing lights, movies, music, broadcasting, television, drawings, etc. are subject to Show Management approval. No approval will be given to devices which are obviously distracting. Electrical and other mechanical apparatus must be muffled so that noise does not disturb other exhibitors.

Insurance & Liability

Exhibitors will be liable for and will indemnify and hold harmless the Metro Toronto Convention Centre and the Ontario Library Association from any loss or damages whatsoever occurring to or suffered by any person or company, including, without limiting the generality of the foregoing, other exhibitors, Show Management, the owner of the building, and their respective agents, servants and employees and members of the public attending the Show, either (a) on the said place or (b) elsewhere. Neither Metro Toronto Convention Centre nor Show Management will be responsible for loss or damage to persons, exhibits or decorations by fire, accident theft, or any other cause while in the Centre.

Exhibitors, or their agents, must provide adequate insurance for their own personnel, exhibits and materials against all such hazards.

All exhibitors, even those using Special Event Rentals Inc., must complete the Service Contractor Insurance Form in the front section of the Manual, and return it along with copies of the appropriate insurance certificate to the Metro Toronto Convention Centre.

Security

Security guards will be on 24-hour duty (from 10:00 am, Wednesday, January 30, 2019 to 4:00 pm, Friday, February 1, 2019) but the furnishing of such guards shall not be deemed to increase the liability of the Exhibition sponsor, Show Management, its members, representatives of Official Service Contractors and employees, nor to modify in any way, the assumption of risk and release provided for above. All property of exhibitors is understood to remain under their custody and control, in transit to, within, or from the confines of the hall, subject to the Rules and Regulations of the Exhibition.

It is recommended that exhibitors take precautionary measures of their own such as securing of small or easily portable articles of value (DVDs, TVs, computers, laptops, etc.) and the removal of them to a place of safekeeping after exhibit hours.

Objectionable Conduct

The Ontario Library Association reserves the right at any time to reject, prohibit or remove exhibits or any part thereof and to expel exhibitors generally from exhibits or the operation of exhibits, which may be objectionable to the participants and the Ontario Library Association. Without limiting the generality of the foregoing, this paragraph applies to persons’ conduct, signage, materials or printed matter which may affect the Show generally.

Sublet

It is agreed that under no circumstances shall space be sublet without the written permission of the Ontario Library Association.

Staffing of Exhibits

Exhibitors are encouraged to maintain a staff member in their booth at all times during the hours of the show. The OLA offers a booth-sitting service if your representative needs to be vacant from the EXPO booth.

Removal of Exhibits

Exhibitors agree to move equipment from the Show building by the published time and date. No displays may be dismantled or goods removed during the Show hours. Companies that dismantle before the end of the Show risk exclusion from further Ontario Library Association affiliated shows, activities and events.

Release Forms

During the operation of the Show, removal of equipment, parts thereof, merchandise and other material requires release forms.

  • Non-Bonded Goods – Release forms must be signed by the authorized exhibitor representative (or senior representative at the exhibit) and by Show Management. Forms are available from the Show Office.
  • Bonded Goods – Removal of goods in bond must be cleared with Canada Customs. On producing this clearance, a release form will be issued by Show Management.

Compliance

Exhibitors assume all responsibility for compliance with all pertinent ordinances, regulations and codes of duly authorized local, provincial and federal governing bodies concerning fire prevention, public safety and health, together with the rules and regulations of the operators and/or owners of the property wherein the Show is held. Materials exhibited in booths must meet all governing body standards in place at the time.

Show Management reserves the right to make such changes, amendments, and additions to the above 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 with them can result in ejection of the offending exhibitor or the closing of the exhibit in question.

Fire Regulations

The Ontario Building Code prohibits the use of flammable materials in booth construction and decor. Foam plastic cored art board shall be coated on all sides with a fire-retardant paint or varnish. Edges to be encased in a metal “U” channel or metal “muffler” tape. Tape must extend at least ¾” on face and reverse of board. For details, see Fire Regulations For Exhibitors at the back of this section.

The Fire Marshal will remove equipment and materials considered hazardous at the exhibitor’s expense. Exhibitors requiring flame-proofing are advised to contact, in advance, the Fire Safety Officer of the Metro Toronto Convention Centre:

Michel Genier, Fire Safety Officer,
Metro Toronto Convention Centre
255 Front Street West, Toronto, ON M5V 2W6
Tel: (416) 585-8278 FAX: (416) 585-8224