Exhibitor Resources

This is your comprehensive guide to planning your booth and getting the best results from your company’s participation at the 2019 CPMA Trade Show. Keep an eye on the Important dates and deadlines and read the Exhibitor Updates for the latest information to keep you on track in your show planning.
We look forward to welcoming you in Montréal!

Our Convention dates this year will be April 2nd – 4th, 2019.
Trade Show days will be Wednesday, April 3rd and Thursday, April 4th.


Upcoming important dates:

Early December – Exhibitor manual launches, further exhibitor information and resources for show planning are available. 

General Show Information Application Forms Exhibitor Services Manual

 

Trade Show Planning Guide

Not sure where to start? For a quick overview of important show information and where to find all order forms & services, please read the bilingual CPMA Trade Show Planning Guide.


Exhibitor Forms

ALL exhibitors must complete the following notification forms by Wednesday, February 27th, 2019.
Will you be doing any of the following activities at your booth? If so, the following forms must be submitted.

 

Trade Show Information and Exhibitor Services

 

Exhibitor Services Manual / Ordering Information
Exhibitor Services ManualThe Exhibitor services manual will provide you with all in the information you need to plan your show, and order furniture and services for your booth.

Click here to access the manual.

Manual contents:

Exhibitor Appointed Contractors
  • Exhibitor appointed contractor form

Show Information
  • List of important deadlines/ show schedule
  • Official show suppliers contacts list
  • General trade show information
  • Trade show planning guide

GES Services
  • Carpet, tables and chairs
  • Booth Accessories, floral, graphics
  • Labour I&D, Forklift Services
  • Exhibit and furniture packages, custom booths
  • Electrical
  • Sign/banner hanging & rigging
  • Plumbing

Palais des congrès Services
  • Internet
  • TVs and AV equipment
  • Parking Information
  • Booth cleaning/vacuuming

Material Handling / Move In
  • Move-in information and target freight move in floor plan
  • Move-out information
  • Material handling information and order forms (includes daily produce delivery)
  • Daily delivery labels
  • Produce delivery and cold storage information
  • Food bank donations

Shipping, Customs & Logistics
  • Shipping Information & Labels – Advance warehouses – produce or non-produce
  • Shipping Information & Labels – Direct to show site – produce or non-produce
  • GES Logistics and shipping ordering information
  • Customs information and forms
  • Canadian Food Inspection Agency Letter (CFIA) – Available February 2019
  • Canadian Border Services Agency Letter (CBSA)

Sampling and Catering Information
  • Capital Traiteur Catering Menu and Order Form
  • Sampling and/or catering notification form
  • Temporary Handwash Station Order Form
  • Wash Station Floor Plan
  • Montreal Food Safety Rules and Regulations
  • Exhibitor request to serve alcohol

Additional Show Services
  • Exposoft lead retrieval
  • BBW temporary staffing
  • Lowe Refrigeration

Regulations and Safety Information
  • Exhibit rules
  • Booth display guidelines
  • Fire rules and regulations for exhibitors


What’s included with your exhibit space

Each inline booth space comes with an 8 foot high black drape, 3 foot high side rails, and 1 line ID sign (8” x 48”) with the company name and booth number. Please note: Carpet is not included with the booth, but is mandatory as per exhibitor rules. You may bring in your own carpeting or flooring or make arrangements to rent the carpet through GES. Please refer to the Carpet Order form. Carpet is also included as part of Show Special Turnkey Furniture Packages.

Booth furnishings are not included – you will need to make arrangements to supply your own furniture or rent from GES. Tables, chairs, and other booth furnishings and accessories can be ordered through the exhibitor service manual.

Electricity is not included so should you have any elements that required power in your booth, you can make arrangements to order from GES. The Electrical Order form is available here.  

CPMA Show Management will provide an initial pre-show clean for the exhibitor's booth, provided carpet is installed by 6:00pm on Tuesday, April 2nd. If additional cleaning is required on the second day, this will be at the exhibitor's own expense.
The Cleaning Service Order form is available in the Exhibitor Services Manual.

Official Show Contacts


Official Full-Service Provider

Carpet / Furniture / Labour / Exhibit Booth Rental Plants / Sign Production / Material Handling / Onsite Product Handling / Advance Warehouse
Global Experience Specials (GES Canada) | Marissa McDonald
Phone: (905) 283-0524 | Toll-free: (877) 437-4247
Email: torontoexhibitorservices@ges.com ; mmcdonald@ges.com

Palais Exhibitor Services
Electrical / Plumbing / Sign Hanging & Rigging / Compressed Air
Global Experience Specials (GES Canada) | Rachida Lallali
Phone: (514) 367-4848
Email: stand@ges.com ; RLallali@ges.com

CPMA Show Management
General Logistics Questions, CPMA Forms, Insurance Requirements | Nicole Jeffrey
njeffrey@cpma.ca | +1 (613) 226-4187 x217

For a complete listing of official service contractor contacts, please click here.

 

Registration

Badge Registration
For each 10x10 ft. of exhibit space, you will receive five exhibitor badges which include access to the After Party, Trade Show and business sessions.

Should you wish to attend the Chair’s Welcome Reception, Annual Banquet or Retail Tour, please purchase additional tickets as these functions are not included with your exhibitor package. Other than the Annual Banquet, please note that meal functions cannot be purchased as individual tickets as they are only included with delegate registrations. Delegates who are from exhibiting companies have access to the Trade Show including during move-in and move-out times, and do not need an additional exhibitor registration.

Badges are not mailed in advance, they must be picked up at the registration desk in the Hall 220 Foyer on level 2 of le Palais des congrès de Montréal.

Exhibitor badges can be registered within the a2z system. For full delegate badges and individual tickets to other events, registration will open on January 7, 2019.

  

Customs and Shipping

GES, the official show carrier and customs broker, will provide assistance to exhibitors in the areas of transportation to and from the show site as well as customs clearance services for exhibit materials and products. Please contact GES for further details.

Please also read carefully CBSA Letter of Recognition and CFIA Letter of Exemption, and, if any applies to your company or product, have a copy of these ready at the border. The CBSA Letter of recognition will be sent to all international booth contacts in January 2019 and the CFIA letter will be available in February 2019. If your event materials will be imported by a commercial carrier or courier service, a copy of the CBSA letter should also be attached to any shipping documents.

Please be aware that, like all countries, Canada has strict requirements for importation of fruits and vegetables. This CFIA Letter of Exemption concerns only the import requirements set by the CFIA's Fresh Fruit and Vegetables unit under the Fresh Fruit and Vegetable Regulations. Please note that this exemption is only for the mandatory quality inspections that are required under the Fresh Fruit and Vegetable Regulations and it specifically says that there may be other requirements related to food safety and plant health.  As was the case in previous years, the letter does not provide an exemption regarding plant health or food safety requirements.

The Canadian Food Inspection Agency (CFIA) regulates importation of food and plant products for trade shows and exhibitions in Canada. For more information please click here.

The plant health requirements set by the Canadian Food Inspection Agency (CFIA) are very diverse and vary depending on the commodity and its origin. A good source of information regarding the import requirements for these various commodities is the CFIA's Automated Import Reference System (AIRS) and CFIA Importing plants and plant products: what you need to know.

If AIRS states that a Permit to Import is required for a given commodity from a given origin, the importer must apply (pdf viewable in internet explorer) for one to the Permit Office of the CFIA's Plant Health and Biosecurity Directorate.

  

Move-in and Booth Set-up

To ensure a safe and efficient move-in process, the CPMA Trade Show follows a targeted freight move-in schedule, which means all exhibitors who require the loading docks must have their truck arrive during their designated move-in slot to have their freight unloaded. Freight handling and delivery to the booth is an exclusive GES service.

Exhibitors Using the Loading Docks
To ensure a safe and efficient move-in process, a colour-coded move-in floor plan for freight arrivals has been designed to create a controlled environment on the Trade Show floor. If you are using the loading docks, you must have your carrier or trucks arrive during your scheduled move-in time and communicate any difficulties well in advance. If you miss your scheduled move-in time, you must reschedule or be prepared to wait and may be subject to off-target fees.

Trucks should check-in directly at the loading docks (163 Saint-Antoine West, Montreal, Quebec). Please note that there are four (4) entrances to the convention centre, however loading docks are only accessible through Saint-Antoine West.

Your assigned move-in time is when trucks can check in at the loading docks, not when it arrives on the floor, which can take some time depending on the volume being unloaded and availability of docks. Please be sure to schedule your labour accordingly. For a more accurate arrival time, you can choose to ship your freight to the advance warehouse which will mean that it will be in your booth BY your assigned move-in time.

Move-out begins Thursday, April 4th at 4:30 p.m. after show close. Empty containers will be returned starting at 5:30 p.m. after the aisle carpet removal. More information on move-out procedures can be found can be found here.

Exhibitors Not Using the Loading Docks
Exhibitors who do not require the loading docks may move in at any time during the hours specified below. If you have ordered carpet or furnishings from GES, these will be set-up in your booth prior to your arrival, according to your scheduled move-in time on the floor plan. Materials brought through the front of the exhibit hall must be a small quantity/size that the exhibitor can carry in by hand – no dollies or carts allowed. All other items must go through the loading docks.

Exhibitor Move-In
           •   Monday, April 1st – 7:00 a.m. to 6:00 p.m. as per targeted move-in schedule.
           •  Tuesday, April 2nd – 7:00 a.m. to 6:00 p.m. as per targeted move-in schedule.
           •   Wednesday, April 3rd – 7:00 a.m. to 12:00 p.m. (noon).

** All exhibits must be show-ready by Wednesday noon**

Exhibitor appointed contractors
Exhibitors who are using a third party contractor, other than GES, Lowe’s, or any of our official service providers must complete the Exhibitor Appointed Contractor Form to register their contractors by February 27, 2019, and also provide proof of insurance from their contractor. Please note that if EACs are not registered in advance or do not provide proof of insurance, they will not be permitted into exhibit halls and GES labour must be used.

Electrical, Plumbing and Rigging are exclusive services and must be arranged through GES Canada.

Height Limitations for Exhibit Space
Height restrictions vary depending on the type of booth and location, and are strictly enforced. Review these guidelines here.

All display materials should be confined to a maximum of 8 feet 3 inches for all standard in-line booths, 16 feet for perimeter booths and 18 feet for island booths. Height is limited to a maximum of 12 feet for perimeter booths in marked ‘Low ceiling areas.’ Please note that for all standard in-line and perimeter booths, all display fixtures and materials over 4 feet in height must be confined to that area of the exhibitor’s space which is within 5 feet of the backline.

Hanging signs and banners are permitted in island and perimeter booths. In-line booths cannot hang signs.

  

Sampling / Food Service at the Booth

ALL exhibitors must submit the Sampling/Catering Notification Form by February 27th, 2019.

Capital Traiteur Montréal Inc. is the exclusive supplier of food services at the Palais des congrès de Montréal. Catering Menus can be found in the Exhibitor Services Manual.

FORMS REQUIRED
  • If you are planning on sampling your product and/or serving food or beverages at your booth, you will need to review and abide by the City of Montreal Food Safety requirements. The information provided through the sampling/catering notification form will be sent by CPMA to the health department. No additional forms or permits are required.
  • Approval to sample your own products must be obtained from the Palais des congrès by submitting the Palais des congrès Authorization Form.

Cooking/Heating Food in the Booth
If you wish to cook or heat food in your booth, a fire extinguisher is required. You can rent one from GES. Please ensure that you note your plans for cooking on the Sampling/Catering Notification Form as approval from the Palais des congrès is required.

The guidelines below must be followed:

  • Only electrical cooking appliances and sterno hot plates are permitted.
  • When cooking, a fire extinguisher must be readily available within the booth.
  • Maximum surface area for cooking equipment is limited to 288 square inches (0.19 m²).
  • Cooking equipment should be placed on a non-combustible surface.
  • Cooking equipment must be installed at a minimal distance of 4 feet (1.2 m) from visitors.
  • Cooking equipment must be at a minimum distance of 2 feet (0.6 m) from all combustible materials or any other cooking device.
  • Open fryers are not permitted, because it is impossible to recover the grease and oil vapours. Only fryers with an airtight cover are permitted. However, you are required to submit a model of the equipment in question for approval by the Production Department.
  • No portable cooking equipment using charcoal, wood charcoal, gas, propane or butane can be used inside the Palais des congrès de Montréal.

Alcohol Service at Your Booth
Alcohol must be ordered and served through the Palais des congrès catering services. Exhibitors wishing to serve alcohol at their booths must complete the Alcohol Request Form by March 8th, 2019, as approval must be provided by Show Management. Exhibitors are not permitted to bring in their own alcohol.

FOOD SAFETY

The Food Inspection Division of the City of Montreal has Food Safety Requirements that are included in the Sampling and Catering Information Section in the Exhibitor Services Manual. Instructions on safe food handling requirements have been provided in this package to prevent the possibility of foodborne illness.

  • Appropriate handwashing arrangements must be in place in the exhibitor’s booth.
  • You must have arrangements for garbage disposal within your booth. CPMA will provide general garbage cans on the show floor.
  • All foods must be protected from contamination (from public handling, coughs, sneezes, dust, etc.) during preparation, processing, storage and display.
  • High risk foods must be kept constantly, except during their preparation, at an internal and ambient temperature not exceeding 4 ° C (40 ° F). Do not defrost food at room temperature. Hot food must be cooled down quickly. Hot perishable foods, transported, sold or served hot, must be kept at an internal temperature of at least 60 ° C (140 ° F). The temperature of these foods must be verified with a reliable thermometer. Equipment should be used such as refrigerators, freezers and hot tables, to maintain the food temperatures prescribed above.
  • Approved sanitizer to be utilized for food contact surfaces.
  • Self-service foods must be offered in individual packaging or placed in dispensers that do not allow the reintroduction of pathogens by the consumer. Unpackaged foods must be protected from the manipulation of the public.

Temporary Hand Washing Stations
All exhibitors handling unwrapped food require a suitable hand washing kit to be set up in their booth. Hand sanitizers are not permitted as a replacement for traditional hand washing. Exhibitors can provide their own handwashing station – requirements include a container with a spigot/turn spout (for example, 5 gallon ‘blue’ plastic water jugs or collapsible transparent water container) to supply a continuous stream of warm water that leaves both hands free to allow for vigorous rubbing with soap for 20 seconds, and include a drain bucket, paper towel and hand soap. You can also rent one from GES. Exhibitors who are handling raw meat or other high-risk foods must have a plumbed-in sink in their booth space. These can be ordered through GES.

Food Handlers and Chefs
It is recommended that all food handlers take some basic food handler course or food safe certification. Food handlers’ hygiene requirements must be observed at all times.

  • If you are looking to hire local booth personnel, chefs or certified food handlers, these can be arranged through BBW International.
  • If you are bringing your own chef to work at your booth, CPMA will provide chefs working the show an exhibitor badge (outside of your allowed quota) at no charge. Please send njeffrey@cpma.ca the name of your chef working in your booth by March 15, 2019.

Produce Wash, Utensils Wash and Hand Wash Stations
CPMA will be providing wash stations around the outside of the trade show floor for all exhibitors to use. There will be signs indicating the locations of the wash stations for Hand Wash, Produce Wash and Utensils Wash. A map of these locations can be found here. Please note that these do not replace the requirement to have a temporary hand wash station in your booth, depending on the level of preparation.

Cold Storage
Cold storage will be available through GES to store your produce onsite. Please refer to the Exhibitor’s Services Manual Material Handling Information section for more details on ordering storage and daily delivery in your booth. Labels for daily deliveries can be found in the exhibitor manual. Please label your produce and ensure that you have scheduled your produce deliveries with GES. Daily produce booth deliveries will occur on Tuesday, Wednesday and Thursday, beginning at 7:00 a.m. Leftover produce must be ready for removal from your booth by 10:30 a.m. and marked with either an updated delivery label or food bank sticker.

For display cooler rentals at your booth, please contact Lowe Refrigeration. Their catalogue and order forms are included in the Exhibitor’s Services Manual. Bagged ice can be ordered from le Palais des congrès.

  

Exhibitor Updates Archive

Exhibitor Updates bulletins will be sent to the booth logistics contact on a monthly basis to provide important information to help you plan your show and stay on track with upcoming deadlines for CPMA 2019.

Not receiving our CPMA Exhibitor Updates by email and you would like to? Please contact Nicole Jeffrey (njeffrey@cpma.ca) to be added to our list.

Exhibitor Updates Archive
  • Exhibitor Update #1 – November, 2018
    (Topics: Trade Show Schedule, Book Your Hotel for Montréal – November 13, Exhibitor Warnings, Official Full Service Provider/Exhibitor Services Manual, Exhibitor Confirmation Letter/a2z profile, New Product Showcase)

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    Exhibitor Warnings

    Attendee Lists
    Please be aware that any solicitation trying to sell you the attendee list and contacts is a scam. CPMA has no affiliation with any such companies, and does not make attendee contact information publicly available, in accordance with our privacy policy and Canada’s CASL anti-spam legislation.

    Housing Scams
    CPMA does not use housing bureaus. Please make all hotel bookings by contacting the hotel directly using the information posted on the convention website.

    The chances are quite good that you will receive a fax, email or phone call that offers you cut rate housing for the CPMA Convention and Trade Show. The author’s apparent intent is to convince you that the offer is made on behalf of the CPMA Convention and Trade Show. These companies are NOT representatives of CPMA and its Annual Convention & Trade Show.

    International Fair Directory
    Should you receive an email or invoice from International Fairs Directory requesting companies verify their show listing and submit payment, please be aware this is fraudulent communication. This guide is an independent publication, and has no affiliation with CPMA and its official exhibitor listings.

    The only official exhibitor listing and program for the show is produced through CPMA. As always should you have any questions about the legitimacy of any solicitations regarding the CPMA Convention and Trade Show, please contact Nicole Jeffrey at njeffrey@cpma.ca.