CPMA Booth FAQ

FREQUENTLY ASKED QUESTIONS: BOOTH
Q: When is the Trade Show?
Thursday April 16, 2015 • 1:30 p.m. - 5:30 p.m.
Friday April 17, 2015 • 11:30 a.m. - 4:30 p.m.
Q: Where will the Trade Show take place this year?
Palais des congrès de Montréal
1001 Place Jean-Paul-Riopelle, Montréal, QC, Canada H2Z 1H5
Q: When is the move-in & move-out time?
MOVE-IN as per targeted MOVE-IN Floor Plan. All exhibits must be fully installed by April 16, 2015 at noon.
MOVE-OUT as per targeted MOVE-OUT Floor Plan.
The links to the schedules will be shared with exhibitors as soon as available but no later than Friday,
March 6.
Q: Where can we find the list of all deadlines? The complete list of various exhibitor services deadlines is
available in the Exhibitor’s Corner. Keep track of all important deadlines to make your participation even more
successful.
Q: We have Exhibitor Services questions. Whom should we contact? The complete list of the official contractors
is available in the Exhibitor’s Corner.
Q: Who is the official service supplier for the show? GES has been appointed as the official service supplier and
the exclusive provider of onsite material handling and drayage services, including labor and equipment to receive
exhibitor’s shipment, unload and deliver shipment to the exhibitor’s booth space, remove and store empty crates,
return empty crates to the exhibitor’s booth space at the end of the show, load freight onto the designated
outbound carrier, and manage onsite refrigerated storage.
Q: We have customs and transportation questions. Who should we speak to? 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.
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 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) . If AIRS states that a Permit to
Import is required for a given commodity from a given origin, the importer must apply for one to the Permit Office
of the CFIA's Plant Health and Biosecurity Directorate.
Please note that Canadian company must be the applicant for any Import Permits, they cannot be issued to nonresidents. if a non-resident wants to ship produce to the show, they should make arrangements with one of their
customers in Canada that they are already shipping to, to act as the Importer of Record, as they would in most
cases already have any applicable permits in place.
Q: Do we have to hire the union labour to set-up our pop-up booth? What services require the union labour?
All issues relative to the amount and type of display work an exhibitor can perform within the confines of their
exhibit booth space must be discussed with the approved contractor for the show - GES. Arrangements for all
temporary labourers should be made through GES.
There is a simple way of looking at the union labour requirements. An exhibitor is allowed to carry and set-up their
pop-up booth; even some booths that are not described as “pop-up” can be set-up by an exhibitor (easy & simple
installation). A large booth that requires power tools, ladders, etc. and /or 3rd party i.e. (display house) will
require the union labour.
Electrical, Plumbing & Painting must be done by the union labour only. Can an exhibitor plug in their light fixture
or fridge, yes! Can they hook-up a hose to the VCC pipes & drain, no! Can exhibitors use paint to touch up their
booth, yes! Can they bring out the rollers & drip cloth and repaint a wall, no!
If you are uncertain, you should ask GES for clarifications.
Q: We are planning to use a Contractor to set-up our booth. Are there any requirements to follow? It is the
exhibitor’s responsibility to see that all appointed contractors abide by the rules and regulations for the CPMA
Annual Convention & Trade Show, including CPMA Exhibit Rules and Regulations and Guidelines for Exhibitor
Appointed Contractors. The EAC shall possess a valid public liability and property damage insurance policy and
submit it to CPMA.
If your company plans to use a Contractor other than GES or your full time employees to install and dismantle your
exhibit, please read, complete and submit the EAC form to CPMA by March 6, 2015. Please note that if this
information is not received by the established deadline, GES labor must be used for all work inside exhibit halls to
install and dismantle exhibits. Non-registered with CPMA contractors will not be permitted into exhibit halls and
no temporary badges will be provided.
Full time employees of the exhibiting companies may set-up their own exhibits without assistance from GES or any
other appointed contractor. Your personnel must be properly identified with an exhibitor badge – make sure to
register your employees for exhibitor badges.
Q: What are the height limitations for our exhibit space? Height is the most critical dimension in the construction
of exhibits. A major objective is to ensure that every exhibitor has an equal opportunity to be seen, and excessive
height in a given exhibit is generally at fault when the objective is not met. Specific height limitations for each type
of booth and for different portions of each booth are indicated in the 2015 Exhibit Rules. In general, greater
heights are permitted in portions of booths farthest removed from adjoining booths. Lower height limitations
prevail where they are necessary to ensure sight lines from the aisles into adjoining booths. If an exhibitor’s display
material or product cannot comply with the sightline, it is required that the exhibitor rent a greater exhibit space.
All display materials should be confined to a maximum of 8 ft. for all standard in-line booths, 16 ft. for perimeter
booths and 20 ft. for island booths.
Please note that for all standard in-line and perimeter booths, all display fixtures and materials over 4 ft. in height
must be confined to that area of the exhibitor’s space which is within 5 ft. of the backline.
All 20x20 ft. and over exhibits require a drawing, plans or renderings to be submitted to CPMA.
Q: Can we use some tape or nails to improve our booth support? No. Booths must be designed and set-up is such
a manner to be self-supporting. Nothing shall be taped, mounted or attached in any form or manner to walls,
doors or facility structure. The driving of nails, tacks or screws into floors, walls, columns, ceiling or trim will not be
permitted nor will drilling of holes into any portion of the exposition hall.
Q: We want to hang a sign over our booth. Is it allowed? Hanging signs and graphics are permitted only in all
standard peninsula and island booths whether suspended from above or supported from below to a maximum
height of 20’ from the floor to the top of the sign. Approval for the use of hanging signs and graphics should be
received from CPMA prior to installation.
Q: Are there back / side drapes provided for our booth? And what’s the color of the drape? Each booth (for the
exception of island booths) will be set with 8' high black back drape and 3' high black side drape.
Q: What is the carpet color for the aisles this year? The exhibit hall aisles will be carpeted in black.
Q: Is carpet included with our exhibit space? No. Exhibit spaces are not carpeted. In order to maintain the
professional appearance of the trade show, all exhibit booths must be carpeted at the expense of the exhibitor.
Please note that no concrete should show between your carpeting area (exhibit area) and aisle. Please make sure
to arrange accordingly if you bring in your own carpeting or flooring or please make arrangements to rent the
carpet through GES. Please refer to the Carpet Order form, available in the Exhibitor Services Manual . The carpet
installation service includes the carpet itself, delivery, material handling, installation and removal. Please contact
GES for further details.
Q: Is electricity included with our exhibit space? No. Exhibitors have to order electrical services. Design your
booth with electrical efficiency in mind. Settle on your design in advance and avoid making changes. Changes are
expensive and can create delays when setting up your display. The Electrical Order form is available in the Exhibitor
Services Manual . Please contact Vancouver Convention Centre for further details.
Q: Are furnishings (tables & chairs) included with our exhibit space? Can we bring in our own furnishings?
No booth furnishings are included with your exhibit space. Furnishings Form is available in the Exhibitor Services
Manual . Please be informed that you are allowed to bring your own furnishings but in that case, you will be
subject to the material handling rates. Please contact GES for further details.
Q: Are cleaning services provided to our exhibit space? No. You need to order your booth cleaning services.
External companies are prohibited from performing any type of janitorial service within the exhibit hall. The
Cleaning Service Order form is available in the Exhibitor Services Manual .
Q: Can we unload ourselves from / to the loading dock? No. You cannot unload yourself your shipment at the
loading docks of the Convention Centre and you have to use GES services. This is to ensure smooth move-in and
move-out as well as safety for all the exhibitors. Please contact GES for further details.
You can bring in your booth materials through the main entrance of the exhibit hall only if you can hand carry
these materials. Otherwise, you are required to use loading docks.
Q: Is cold storage provided for exhibitors? How can we arrange to have a cooler at our booth? Cold storage will
be provided to all exhibitors through GES to store your produce (by pallet or box) onsite. Please refer to the
Exhibitor Services Manual for more details on the produce shipment, labels, material handling and daily delivery in
your booth. Yes, you can rent a cooler for your booth – the form is available in the Exhibitor Services Manual .
Q: We are shipping our product to a different warehouse as it is more convenient for us. Can GES arrange to pick
it up and transfer it onsite? It is exhibitors’ responsibility to arrange for their shipment to be shipped to the
advance warehouse as arranged for and provided by CPMA or directly to show site within the prescribed
timeframe. All costs associated with shipping, material handling and labour fees are to be paid directly by
exhibitors to GES. Exhibitors who choose to ship to any alternative warehouses must make their own
arrangements, as well as pay any associated costs, to have their product/shipment transferred to the official
advance warehouse or directly at show site.
Q: We would like to have some live music at our booth. Is it allowed? Exhibitors may use sound equipment in
their booths as long as the noise level does not disrupt the activities of neighboring exhibitors. Speakers and other
sound devices should be positioned so as to direct sound into the booth rather than into the aisle. Sound or noise
should not exceed 85 decibels. Undue noise made in the operation of exhibits will not be permitted. The decision
of what constitutes undue noise shall rest with CPMA whose decision shall be final. All exhibitors must have an
equal opportunity to conduct their business without interference from their neighbors.
Please complete the Exhibitor Request for Entertainment form to CPMA to receive an approval prior to making any
arrangements.
Q: Are any exhibitor badges included with our exhibit space rental? Yes. You receive 5 exhibitor badges with
each 10x10 ft. space.
CPMA Exhibitor Registration Portal - Use the Exhibitor Registration Portal to add booth staff to your booth,
purchase additional items, view and print your statement and to make any additional payments. Note: All
registered exhibitor booth administrators have received an email with a link to access the new CPMA Exhibitor
Registration portal. Included in that email is your username and password
to log into the portal.
Q: Can our children come to the trade show? Children under the age of 16 are not permitted on the trade show
floor during move-in and move-out hours. Children 16 and under can attend the trade show during the trade show
hours under adult supervision (registered attendees and/or exhibitors). Children can attend the trade show free of
charge.