Show Standards

SECURITY

  • Exhibitors are required to maintain staff within their booth during all show hours. Show Management and the Palais des congrès de Montréal do not assume any responsibility for losses; therefore, exhibitors should take all reasonable precautions to protect their own property, including valid Commerical General Liability Insurance. 
  • Security guards will be on 24-hour duty at entrances and exits from the start of move-in to the end of move-out. 

Tips for move-out:

  • Remove small cartons and open cases of product literature from the building immediately after the closing of the show.
  • Pack small items in large crates or boxes that are too heavy or bulky to be carried away by one person.
  • Ensure a representative from the exhibiting company remains in the booth until all goods and merchandise have been removed. 
  • At the end of the show, removal of goods in bond for shipment to the United States and internationally must first be cleared with the show’s official Customs Broker, TWI Group. 

SOUND LEVELS & LIGHTING

  • Any attention arousing devices, such as noisemakers, lighting, movies, music, broadcasting, television, drawings, etc. are permitted, provided they are not distracting and are pre-approved by Show Management by March 22, 2019.

To secure approval:

  • Forward full details of your request to Tori Grant, Operations Coordinator at [email protected]. 

Please note:

  • Sideshow tactics are inappropriate and are forbidden. 
  • Electrical and other mechanical apparatus must be muffled so that noise does not disturb other exhibitors. 
  • The maxiumum sound limit is 85 decibles in your booth space.

IN-BOOTH DEMONSTRATIONS & ACTIVITIES

  • Exhibitors wishing to conduct in-booth demonstrations must secure written approval from Show Management by March 22, 2019.

To secure approval:

  • Forward full details of the demonstration, including SDS (safety data sheets), where applicable, to Tori Grant, Operations Coordinator at [email protected]. 
  • Use the subject line: RFT19 - Request to Conduct In-Booth Demonstrations.
  • Depending on the nature of the demonstration, further approval may be required from the Fire Marshall’s Office and/or the Operations Manager of the Palais des congrès de Montréal.

Please Note: 

  • SDS (safety data sheets) are required for any hazardous material or product brought onsite and must be submitted to Show Management by March 22, 2019. Exhibitors must have copies in their booth, should they be asked to show proof onsite.

DISPLAY VEHICLES

  • Exhibitors wishing to display a vehicle in-booth must secure written approval from Show Management by March 22, 2019.

To secure approval:

  • Forward full details including the type and size of vehicle and any special move-in requirements needed to position the vehicle in your booth to Tori Grant, Operations Coordinator at [email protected].
  • Use the subject line: RFT19 - Request to Display In-Booth Vehicle.
  • Please note: the vehicle must fit within your contracted booth space allowing for your staff to work within your booth and attendees to enter your booth. 

Requirements for display vehicles:

1. All fuel tank openings of vehicles and other internal combustion engines on display should be locked or sealed with tape to prevent the escape of vapours (except for tanks that have never contained fuel).

2. Fuel tanks of vehicles on display should not be more than half full or contain more than 10 gallons (38 litres) of fuel.

3. a) Starter batteries must be disconnected on gasoline-powered cars. Anti-theft devices and other accessories may not be powered via the regular battery but only through an outside source incapable of also powering the engine. Remove the spark plugs when a secondary battery is not required to start the engine.

3. b) On hybrid vehicles, the battery for starting the gasoline engine must also be disconnected. No intervention is required on the electric engine and battery module.

3. c) No need to remove and/or disconnect batteries on electric vehicles.

4. Vehicle owners are responsible for ensuring their engines cannot be started during the exhibition. Motor vehicles may not be moved during exhibition hours unless authorized by the Security Department of the Palais des congrès de Montréal.

5. It is prohibited to fuel or defuel any vehicle inside the building or within the Palais des congrès de Montréal’s immediate surroundings.

6. Propane tanks, used in trailers, recreational and utility vehicles or any other form of equipment, must be emptied and sealed before entering the exhibition rooms.

MECHANICAL AND OTHER CONVEYANCES

  • Mechanical conveyances such as electric carts, scooters or bicycles are not allowed in the aisles during show hours, unless previously approved by Show Management or in the case of handicapped persons. 
  • No other form of manual or “push” carts or dollies will be permitted on the show floor. 
  • Stocking of booth materials, which require such conveyances, must be done outside show hours.

GAMES OF CHANCE, LOTTERIES, DRAWS & COMPETITIONS

  • Exhibitors wishing to conduct sales promotions, or operate any recreational pastime in conjunction with their display must be submitted in writing to Show Management by March 22, 2019.

To secure approval:

  • Forward full details of the request to Tori Grant, Operations Coordinator at [email protected].
  • Use the subject line: RFT19 - Request to Hold In-Booth Draws, Competitions.

Please note the following conditions for approval:

  • Must be free of any obligation on the part of the prize winner. 
  • The prize winner must not be required to place an order before collecting the prize offered. 
  • The schedule of prizes and terms of the competitions must be clearly stated on the entry form. 
  • All such competitions must comply with any existing government regulations. 
  • Any activities must be operated within the confines of your booth space and not block the common areas such as aisles.

SOLICITING, SAMPLES & SOUVENIRS

  • Distribution of samples, souvenirs and promotional items and soliciting of business must be confined to the exhibitor’s booth space only. Such activities are not permitted in the aisles, registration areas, hallways, restaurants, lobbies, other exhibits, or elsewhere on the property of the Palais des congrès de Montréal.
  • Only participating exhibitors have the exclusive right to promote or sell goods or services in this show. All other solicitations without the express written permission of Show Management will be permanently removed from the show area. Please report any infractions to the show office so that immediate action can be taken.
  • Samples of food and beverage items are permitted, provided the food or beverages are directly related to the exhibitor’s line of business and are subject to prior approval by the Palais des congrès de Montréal and must follow explicit rules regarding size and quantity. For details and guidelines, refer to the Food & Beverage Sample Request form or contact the Palais des congrès de Montréal's catering department by email at [email protected].