Please advise Show Management if you will be holding any In-booth Activations OR hosting Hospitality Suites, Receptions or other events. The Hospitality Suites/Receptions/other events must avoid conflicting with show hours.  Please complete the Booth Activation & Hospitality Suites form and submit by Friday, January 17, 2025.

All floor surfaces of booth displays must be covered with carpet or other approved floor covering —  at the exhibitor’s entire expense. Exhibitors can rent carpet through the general services contractor/show decorator, GES, or they can bring their own suitable floor covering. Exhibit booths found without carpet on-site will be required to place an order with GES.

NOTE: Floor covering is not required under display vehicles/equipment however plastic covering is required under all display vehicles/equipment that have been power washed during move-in.

Exhibitors who wish to lay down their own carpet or floor covering must use adhesive tape that will not damage the facility floor. You can purchase the approved brand of double-sided carpet during move-in from the GES service desk.

NOTE: If incorrect carpet tape is used, any floor cleaning charges will be billed back to the exhibitor. Exhibitors installing their own floor covering must arrange to have the carpet and tape removed during move-out. Recommended brands of double-sided tape:

• Polyken 105c LPDE
• Scapa 274004 or DC-W002A

Booth cleaning services are not included by show management and must be ordered by each exhibiting company through the facility, at the expense of the exhibitor. The facility will provide complimentary emptying of wastebaskets/garbage bins provided the bins are placed in the aisles outside each booth at the end of each show day. Wastebaskets/garbage bins left inside booths will not be emptied.

• Black drape to define booth space (8′ backwall x 3’ sidewalls)
• Material handling/drayage services included to and from your booth (uncrating, assembly, spotting excluded).
• 5 exhibitor staff badges per 100 square feet
• Dollies for use during move-in and move-out (first-come, first-served)
• 24-hour exhibit hall security
• Online exhibitor listing including your company name, description and contact information
• Personalized promo code (unlimited usage) providing FREE registration for your customers

Booth personnel including salespeople, demonstrators, receptionists, and models/hostesses are required to confine their activities within the exhibitor’s booth space. No exceptions.

Exhibitors’ rented booth space must remain in good condition. They must not use or allow the use of nails, screws, hooks, or other similar fixtures for attaching any items. It is forbidden to paint the floor or put anything on the floor without adequate protection and approval by the facility.

Show Management reserves the right to restrict the use of glaring lights, objectionable lighting effects, or exceptionally noisy machinery. Sound presentations, slides, or movies will be permitted, if tuned to a conversational level, and, if not objectionable to neighbouring exhibitors.

Use of air horns is strictly prohibited.

No exhibits will be permitted which interfere with the use of other exhibits or impede access to them or impede the free use of the aisle(s).

Five (5) badges are provided per 100 square feet. Exhibitor booth personnel can register their badges online starting in November 2024. Exhibitor badges will not be mailed and can be picked up on show site from the registration desk during move-in and show days (located on Level 2 in the lobby/Viger Hall). Badges must be worn in the exhibit halls and are required upon entry to the show floor.

No removal or dismantling of exhibits or exhibit material is permitted before 4:01 pm on February 8, 2025. Any exhibitor who starts to pack or dismantle their booth prior to the show closing will be charged a fee of $1,000 and may forfeit any seniority to future shows.  Show Management and/or GES will apply charges for removal of exhibit materials left in the building following move-out end date/time. Exhibitors with display vehicles must comply with the designated move-out schedule and procedures.

Hanging signs are only permitted in Peninsula, Island, and Split Island booth configurations with booth spaces equal to 20’x20′ or larger. To ensure maximum visibility, signs will be hung at staggered heights, according to applicable height restrictions or as determined by Show Management. A maximum height range of 12’ to 16’ from the floor to the bottom of the sign is applicable. Hanging signs should be set back 10ft (3.05m) from adjacent booths and hang directly over contracted space only.

NOTE: Hanging sign requests must be approved by Show Management a minimum of 60 days prior to move-in.

A sign installed on the neighbouring adjoining wall is authorized only on the inside wall of exhibits. Walls over 8’ high (visible from a neighbouring booth) must look presentable and clean without any logo or identification. Double-sided signs, logos and graphics must be set back 10’ (3.05m) from adjacent booths.

IMPORTANT: Signs weighing 50 lbs or less will be quoted and hung by the Palais des congrès de Montréal. Signs exceeding 50lbs in weight or with multiple hanging points is considered rigging and will be quoted and hung by the technical team from the in-house audio-visual company, TKNL.

All exhibitors at ExpoCam must have adequate Liability Insurance (Certificate of Insurance – COI) with a minimum limit of $2,000,000 that includes coverage for move-in, show days and move-out.

Review the detailed information HERE.

Mechanical conveyances (ie. electric carts, scooters, robots, or bicycles) are not permitted in the aisles during show hours. The only exception will be in the case of a person with a disability visiting the show, and duly authorized show personnel. Exhibitors demonstrating mechanical or electrical products in their booth are required to take appropriate safety precautions and have adequate insurance coverage.

A color-coded floor plan indicating move-in and move-out times for each exhibit booth will be provided 6 – 8 weeks prior to the show. All exhibit booths 400 sq.ft (37.16 sm) or larger, OR booths with display vehicles/equipment, are required to complete the Exhibit Installation Questionnaire. Information regarding your exhibit booth, display materials, and booth design will be assessed and help determine the move-in and move-out schedules. The deadline date for submission of the Exhibit Installation Questionnaire is November 15, 2024.

Final payment for exhibit space must be made by November 6, 2024. Full payment for exhibit spaces sold after November 6 is due upon receipt of invoice. Show Management reserves the right to refuse entry to any exhibitor whose account has not been paid for in full, prior to move-in.

Exhibitors are required to always maintain a staff member in their exhibit during the hours of the show. Security concerns can arise when booths are not staffed. Exhibitors are reminded that Show Management does NOT assume any responsibility for losses.

Pop-up tents and canopies may be permitted but must follow all local fire and facility regulations. In addition, for Linear or Perimeter booths, tents and canopies may not exceed 8ft (2.44m) in height and must comply with line-of-sight requirements. The sides and backs must not have branding and/or logos directly visible in neighbouring booths. Tents and canopies must be flame retardant and one of the following three certifications must be provided to the facility for review and approval:

• A label confirming that the fabric is NFPA 701 certified
• A label confirming that the vinyl is CPAI-84 certified
• A certificate from an accredited company indicating that the material is flame-retardant.

All vehicles entering the show flow must be dry and clean: free of water, ice, snow, debris, mud or lubricant. If requested by the Palais, waterproof barriers or pads must be placed underneath the vehicles to protect the underlying flooring and structures.

All fuel tank caps on vehicles and other combustion engines on display (except for tanks that have never contained fuel) must be locked or sealed with tape to prevent vapour leaks. Fuel tanks of vehicles on display must not be more than half-full or contain more than 38 litres of fuel.

Storage cells (batteries) must be disconnected. For engines not powered by a starter battery, all spark plugs must be removed.

Propane tanks used in recreational, commercial, and other vehicles must be empty and sealed before entering the exhibition halls.

Anti-theft devices and other accessories cannot be powered by the standard ignition battery; they must be powered by an external source that cannot be used to power the engine.

Starter batteries for internal combustion engine and hybrid vehicles must be disconnected.

Starter batteries for electric vehicles do not need to be disconnected.

Vehicles may not be moved during opening hours. No combustion engine may be started during the exhibition. Refueling and defueling vehicles and other combustion engines are strictly prohibited inside the building.

Exhibit booths with electric powered vehicles on display must maintain a portable fire extinguisher in the booth or near the vehicle(s). An ABC multipurpose powder extinguisher with a capacity of 5 lbs is mandatory.