Montréal Exhibitor Manual – Live

March 27 – 29, 2026  | Montréal, Québec  | Palais des Congrès | Hall 210, 220A & 230 

Welcome and thank you for choosing to be a participant in The National Women’s Show- Montréal. Please take a moment to read the exhibitor manual, which will provide you with all of the necessary information for the preparation and installation of your exhibit. Processing your orders at your earliest convenience will allow us and the service-contractors time to provide you with the best possible rates & service.

The Show Office will be set up at the Palais des congrès on Thursday March 26, 2026 at 8 am and management will be available to assist you for the duration of the Show.

Table of Contents

1. General Information (Location, Dates, & Times)
2. Exhibit Booth Inclusions
3. Exhibitor Checklist
4. Audiovisual Rentals
5. Badges
6. Booth Accessory Package
7. Booth Cleaning
8. Booth Installation & Dismantling Services
9. Customs Broker
10. Electrical
11. Food Bank
12. Food & Beverage Sampling
13. Free Admission Passes & Discount Coupon
14. Furniture, Carpet and Display Rental​
15. Goodie Bags
16. Hotel
17. Ice
18. Insurance
19. Liquor Sampling
20. Loading Docks
21. Move-In Instructions
22. Move-Out Instructions
23. Parking
24. Preferred Service Providers
25. Product Replenishment
26. Promotion Packages & Sponsorship Opportunities
27. Quebec Language Laws
28. Refrigerated Storage
29. Rules & Regulations
30. Shipping & Deliveries to the Show
31. Show Decorator (Furniture, Carpet & Display Rental)
32. Signage Installation (Hanging of Banners / Rigging)​
33. Telephone / Internet / Wi-Fi
34. Tips for Success
35. Vehicles on Show Floor

General Information (Location, Dates, & Times)

Exhibit Booth Inclusions

Your exhibit application cost includes the following:

• 8 ft back drape
• 3 ft side drapes on each side of your booth
• Up to 6 exhibitor badges
• Material handling for one (1) skid only (from loading docks to your booth)

Items such as carpet, tables, chairs, and electrical are not included. If you require these in your booth, you may rent from our official show service providers identified in this Exhibitor Manual.

All booth designs and activities must comply with the Rules and Regulations of the Show and Venue.

Exhibitor Checklist

Please print a copy of this checklist to assist you in planning for the show. To take advantage of “early booking discounts” please note booking deadlines.

CHECKLIST

Audiovisual Rentals

PRE-SHOW BOOKING DEADLINE: February 27, 2026

If you require audio visual equipment in your booth, please send the completed order form below to;

TKNL  
Email : exhibitors@tknl.com  
Phone : 1 (514) 605-2672 

Orders received after the pre-show booking deadline may be subject to additional charges.

AUDIO VISUAL FORM

Badges

DEADLINE : March 14, 2026

We have implemented a new automatic badge system to simplify the request process. Exhibitors are provided with up to a maximum of 6 personalized name badges based on the size of your booth. Badges will be available for pick up at the Show Office during move-in and must be worn to gain admittance to the Show.

Visit the Exhibitor Registration Portal to register your booth staff for the Montreal National Women’s Show. You can visit this portal at any time to manage your company’s staff badges. You will need to enter your Access Code to manage your company’s account.  Your Access Code will be emailed to the main contact from your company roughly 8-weeks before show date.

If you have not received your access code, please contact exhibitors@nationalevent.com and indicate NATIONAL WOMEN’S SHOW – MONTREAL in your email request.

HOW TO REGISTER INSTRUCTIONAL VIDEO

Booth Accessory Package

BOOKING DEADLINE: March 6, 2026

An all-inclusive, booth accessory package is available for rent which contains: grey carpet, 1 black-skirted table (6 feet long x 30 inches high), 2 chairs, and an electrical outlet. If you did not order at the time of booking and wish to have this package, please contact your sales rep or fill out the form below to order.

There are no substitutions to this package.

To order a Booth Accessory Package, please fill out the form below.

BOOTH ACCESSORY PACKAGE ORDER FORM

Booth Cleaning

PRE-SHOW BOOKING DEADLINE: March 4, 2026

Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming please click the link below:

ORDER ONLINE

If this is your first time ordering from GES, you must create an account before you can place your first order. If you need assistance with our online ordering system, please contact our Exhibitor Services Centre: 

GES
Tel: 514-367-4848 or 1- 877-399-3876
Email: serviceinfo@ges.com  

ORDER ONLINE

Booth Installation & Dismantling Services

PRE-SHOW BOOKING DEADLINE: March 4, 2026

Should you require assistance setting up or dismantling your booth, please click the link below:

ORDER ONLINE

If this is your first time ordering from GES, you must create an account before you can place your first order. If you need assistance with our online ordering system, please contact our Exhibitor Services Centre:

GES
Tel: 514-367-4848 or 1- 877-399-3876
Email: serviceinfo@ges.com

ORDER ONLINE

Customs Broker

ConsultExpo Inc. is our designated official Customs Broker for the National Women’s Show and will be pleased to assist with the customs clearance of your display material to Canada. They offer round-trip simple and user-friendly customs assistance. Please note: If shipping via courier you will still require customs clearance – please provide ConsultExpo with your tracking number and complete their forms.

Follow this link to complete and submit the Online ConsultExpo Order Form and Canada Customs Invoice , or download their forms  and submit them via email to info@consultexpoinc.com.

For personalized service, please contact:
Jeff Labbé
Operations Coordinator
Tel: 514-482-8886 Ext. 7
Mobile: 514-709-0739
Email: JeffL@ConsultExpoinc.com
www.consultexpoinc.com

CUSTOMS ORDER FORMS

Electrical

BOOKING DEADLINE: March 11, 2026

Electrical is not supplied to your booth.

If you require an electrical hookup, please use this Portal Link to place your order with the Palais des congrès. 

For the stand surface you can put 0, open sides are 0 unless you are corner booth.

Food Bank

Arrangements will be made with a local shelter or Food Bank for any food product remaining after the show closes. Any product left in the refrigeration trucks will be donated to the Food Bank. If you have non-refrigerated product to donate, please advise Show Management.  

Food & Beverage Sampling

FORMS SUBMISSION DEADLINE: March 4, 2026

If you are planning on sampling food or beverage products in your booth, please note the following updated guidelines:

• Samples must be no larger than 2oz (liquid) or 1oz (solids);
• Samples must be pre-cut and pre-packaged according to MAPAQ standards;
• The packaging is for single use only;

For any distribution, the below Food Sampling Form must be submitted to Maestro Culinaire at least 3 weeks prior to the event. Please read the guidelines included in the form for important details.

FOOD SAMPLING FORM

Your request should be submitted to info-mtl@maestroculinaire.ca by email.
Please also send a copy of your email to paula@nationalevent.com

Free Admission Passes & Discount Coupon

Free Admission Passes
Prior to the show, 10 free admission passes will be mailed to the shipping address provided on your contract. These passes may be used to invite your clients or special guests to the show. Physical passes are intended to be distributed before the event and are not to be handed out at the door unless you are leaving them at the Will Call Desk for pick-up. Please email Paula (paula@nationalevent.com) if you would like to provide an alternate mailing address for the tickets.

We will also be e-mailing you a unique promo code that is valid for 10 digital passes to share with people you would like to invite as special guests.

Digital Discount Coupon
We will email you an electronic discount coupon so that your database of clients, friends and followers can purchase tickets at a discounted rate. Coupons are valuable pre-show marketing tools that give you added exposure and raise awareness to increase traffic to your booth. There is no limit to the amount of times that you may share the coupons with your database and social media network.

Furniture, Carpet and Display Rental​

PRE-SHOW BOOKING DEADLINE: March 4, 2026

8ft back drape and 3ft side drape are already supplied for your exhibit space.
If you require tables, chairs or additional booth supplies, these items can be rented from the Show Decorator or you are welcome to bring your own.

Show Colours

• Booth Drapes: Black
• Aisle Carpet: Plum

Carpet or Flooring is mandatory for all exhibits. You can use the show decorator or bring in your own. See Tape Restrictions in the Rules & Regulations section above.

To place an order with the show decorator, please click the link below:

ORDER ONLINE

If this is your first time ordering from GES, you must create an account before you can place your first order. If you need assistance with their online ordering system, please contact their Exhibitor Services

GES
Tel: 514-367-4848 or 1-877-399-3976
Email: serviceinfo@ges.com

ORDER ONLINE

Goodie Bags

GOODIE BAG SAMPLES DELIVERY DATES:  February 16, 2026 – March 6, 2026

If you have already arranged to participate in the Goodie Bag Sampling Program and need the shipping information, please contact christine@nationalevent.com

Please make sure that you write “THE NATIONAL WOMEN’S SHOW MONTREAL” on your shipment.

Products arriving after the due date will be inserted only in the remaining bags that are yet to be filled. Additional shipping charges may be applied if samples arrive after the deadline.

If you haven’t signed up for this program and are interested in participating, please contact  christine@nationalevent.com. 

Hotel

Ice

If you require ice during the show, it is available at the facility through the concession stand on Friday, Saturday & Sunday. We recommend that you bring a few bags of ice to start each day, in the event that the concession stand experiences delays.

You can purchase ice from concessions 1hr before show starts on each day. 

If large amounts of ice are required, please contact Maestro Culinaire at 514-871-3111. Quantities are limited.

Insurance

Insurance for booth/show
Exhibitors must have their own liability insurance covering a minimum of $1 million in damages. Please list National Event Management as “additional insured”.

Transportation Insurance
Show Management is NOT responsible for damages caused during the transportation of your products. We strongly recommend purchasing transportation insurance when booking your shipments.

Liability
Exhibitors will be liable for, will indemnify, and will hold harmless Show Management from any loss or damage whatsoever occurring to, or suffered by, any person or company. This includes, without limiting the generality of the foregoing, exhibitor, other exhibitors, management, the owners of the building and their respective agents, servants and employees, and members of the public attending the show, either (a) on the said space or (b) elsewhere. Neither the facility nor Show Management will be responsible for loss or damage to persons, exhibits, or decorations by fire, accident, theft, or any cause while in the exhibition buildings.

Insurance Supplier
If you do not already have insurance for the show, you may contact:

Exhibitor Insurance
Phone: 905-695-2971
Toll Free: 1-866-836-9066
info@exhibitorinsurance.com

Exhibitor Insurance Brokers.com is offering a special price for the show at $175 + taxes. Please click on the link here to access their form:

ONLINE EXHIBITOR INSURANCE

If you prefer, you may also fill out the form below and send to info@exhibitorinsurance.com.

EXHIBITOR INSURANCE FORM

Liquor Sampling

To sample a liquor product, you must obtain a permit from the RACJ. This permit is valid for sampling only and a sample size is restricted to 2 oz. Sales of samples is strictly prohibited.

Please contact Christine Barry at (905) 477-2677 or (800) 891-4859 ext. 227 or email christine@nationalevent.com and she will provide you with our permit number, which you will require when applying for your permit.  You must send a copy of your permit to Christine Barry by email or by fax at 1-866-544-7872, and provide the original copy to the banquet maitre d’ on the delivery date.

Liquor sampling is restricted to the area designated on the authorization form provided by Maestro Culinaire. Please email noemie.pilon@maestroculinaire.ca with the beverage you wish to sample to gain authorization.

You may place purchase orders for your products, but attendees will not be allowed to take purchases with them from the show. Arrangements should be made to ship the product to the customer.

Delivery of your product must be received on March 26, 2026 (date the permit is valid for) and must be removed on March 29, 2026 (Date permit terminates). Alcohol delivery will not be permitted prior to/or after these dates

Maestro Culinaire has the right to cancel your permit if policies are not respected.

Loading Docks

Move-In Instructions

Move-In Times: │ Thursday March 26, 2026 │ 8:00am – 8:00pm

• All exhibitors must officially register before setting up. Exhibitors will not be permitted to set up during show hours.
• All exhibits must be set up by 8:00pm Thursday.
• The aisle carpet will be in place Friday morning. Dollies and carts WILL NOT be permitted on the carpet. Hand-carried items only may be brought in on Friday.
• Children 15 years of age or younger will not be permitted in the exhibit area during move-in, set-up, or tear down.

Please note that depending on the configuration or location of your booth, show management may contact you for a specific move-in time.

Move-Out Instructions

Move-Out Times: │ Sunday March 29, 2026 │ 4:00 pm – 10:00 pm

Please note that move-out will begin once the show has closed, the aisles are cleared and the aisle carpets removed. If you are able to hand carry your supplies out to your car, we encourage you to do so.

Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited. A fee will be charged if you move out early, as there are attendees still in the hall who have paid to attend the show.

All material must be removed by 10:00pm

Items left on the show floor after move-out time will be forced off the floor. Show Management reserves the right to reroute shipments that are not picked up or refused by carriers. Should this occur, you will be responsible for any charges incurred.

Exhibitors are encouraged to remove small items and open cases of products from the show floor first. Show Management will take all reasonable security precautions, but immediate removal of these items is the best way to prevent pilferage.

Parking

Preferred Service Providers

Important Notice: Unaffiliated Solicitors

As you prepare for the show, please be cautious of individuals or companies who may contact you claiming to be affiliated with our event. We strongly recommend working only with our Preferred Service Providers to ensure a safe and professional experience.

The event industry continues to face challenges with unauthorized solicitations, including scams related to hotels, marketing services, and online directories. To protect yourself and your company, please only contact the Preferred Service Providers listed in this Exhibitor Manual.

If you are ever uncertain about the legitimacy of a vendor or communication, do not hesitate to reach out to us directly for verification.

Product Replenishment

The loading dock will be open daily from 8am to noon for product replenishment. Please note that vehicles cannot be left on the loading dock.

Promotion Packages & Sponsorship Opportunities

There are a number of ways to increase your brand awareness at our shows. Promotional opportunities and sponsorship recognition including show magazine space, on-site signage, & online presence are available. For more information please contact:

Paula Juarez Lahore
905-477-2677 x 299
paula@nationalevent.com

Quebec Language Laws

For those exhibiting in any public shows in the Province of Quebec, you should be aware that there are language laws found in the Charter of the French Language, which are in effect when doing business in the Province of Quebec. These laws were recently amended in May 2011. The changes clarified that all companies showcasing at a public event (all National Event Management Shows are deemed public events) regardless of whether you are based outside of Quebec or outside of Canada you must comply with French language laws.

What does this mean for exhibitors?

HANDOUTS AT THE SHOW
Catalogues, brochures, folders and commercial directories must be available in French at the show. Handouts can be bilingual or publications may be in 2 separate versions, one exclusively in French, the other exclusively in another language, provided that the material presentation of the French version is available under no less favourable conditions of accessibility and quality than the version in the other language.

DISPLAYS, SIGNS AND POSTERS
Public signs and posters may be exclusively in French or both in French and in another language, provided that French appears at least as prominently (twice as big or as present).

BOOTH STAFF
Since French is the official language of Quebec, there should be at least one French speaking staff person available in your booth during all show hours. Consumers of goods and services have a right to be informed and served in French.  There are a few exceptions to these rules, based on trademarked names, showcasing of company name, etc. For the complete Charter, please visit http://www2.publicationsduquebec.gouv.qc.ca/dynamicSearch/telecharge.php?type=2&file=/C_11/C11_A.html

***Please refer to the Commerce and Business Section (Chapter VII), and the Exceptions to Section 51 for situations where English is permitted (Company Name, Trademark, etc.) Please review the legislation changes and your booth signage, materials and staffing plan to ensure you are in compliance with the new regulations.

Refrigerated Storage

BOOKING DEADLINE: March 6, 2026

A limited amount of refrigerated storage is available. There will be a charge of $120 per skid. 

If you do require refrigeration, we ask that you ship your skid after 12pm (noon) on move-in day, Thursday March 26th. 

To order refrigerated storage (fridge or freezer), please email paula@nationalevent.com with your number of skids/boxes. 

Rules & Regulations

Diagram 1: Sample of the drape provided for your booth
Diagram 2: Sample of display allowance

Upright banners & products must be within 4’ from the back drape, and a maximum of 8’ high. The front 6’ of the booth must be clear above 4’.

 

Booth Display & Restrictions

• Diagram#1 shows the drapes that are provided as a part of your booth cost.
• Diagram#2 shows the allowed clearance for displays, banners, and products within your booth.
• No exhibit may exceed a maximum height of 8 ft.
• Side panels 8 ft. high, must not exceed a depth of 4 ft. extending from the back of the display.
• The remainder of the 6 ft depth from the front of the booth must not exceed a 4 ft. height.
• Any exceptions to this must have pre-approval from Paula (paula@nationalevent.com)

Prefab booth partitions must be finished on both sides. If they are not, please request drapes prior to the show.

Signage
No signage or material may be extended above the 8ft height at the back of your booth nor hung from the ceiling or across the aisle, without approval from Show Management. All signs must be printed on one side only. Your brand messaging can only face the inner walls of your exhibit space.

Carpet or Flooring
Carpet or Flooring is mandatory for all exhibits. You can use the show decorator below or you are welcome to bring in your own at your own cost. See Tape Restrictions below.

Tape (Floor, Wall, and Carpet Damage)
It is important that you use the proper carpet tape in your booth. If you do not use the correct tape there will be a charge for tape removal.
Here are the models of two-faced tapes that are authorized by the facility.

• Polyken 105c LPDE
• Scapa 274004
• DC W002A

If you bring your own carpet, you must adhere to the above Tape Restrictions. If you do not have the proper tape, please notify Show Management before installing your carpet or tiles.

Restrictions for Booth Installation
Painting, nailing, drilling, or screwing to the floors, walls or any other part of the building is not permitted. Exhibitors are also responsible for oil, grease, or any general damage to the carpeted area. Exhibitors wishing to lay any floor coverings may not fasten the coverings to the building floor. It is suggested that building paper or the approved tape (Polyken 105c LPDE OR Scapa 274004 OR DC W002A) is used instead.

Demonstrations/Distributions
Displays, demonstrations or distribution of advertising materials, are not permitted outside the confines of your booth. If audio visual equipment is used, the sound must be subdued to such an extent as to ensure it’s having no nuisance effect on neighbouring exhibitors. The use of microphones is not permitted without prior management approval.

Fire Regulations
All exhibitors planning to use any type of fuel (such as gas, oil, helium gas, or propane) in their exhibits are requested to contact Show Management. All displays or exhibited materials must be fireproof to conform to Federal, Provincial/Sate, and City Fire Laws.
National Event Management is obligated to abide by the Fire Code regulations in each city. We therefore retain the right to refuse any material or object that does not confirm to code. If you have a question or need information re the Fire Code please contact Dina Latina, dina@nationalevent.com, 905-477-2677 or 1-800-891-4859, ext. 224.

FIRE REGULATIONS

Animals in the Show
The facility’s policy prohibits the presence of animals unless they are used as a working dog for the blind. Permission must be obtained from the facility for any exception. Please contact Paula (paula@nationalevent.com) regarding approval and the necessary forms.

Helium Balloons
Helium balloons are prohibited in most venues. There is a large retrieval fee, charged to the exhibitor when balloons are lost. Please contact Paula (paula@nationalevent.com) if you would like to use helium balloons in your booth.

Mechanical Conveyances
Mechanical Conveyances such as electric carts, scooters, or bicycles will not be allowed in the aisles during the show hours. The only exceptions to this rule will be in the case of handicapped persons visiting the show, or those with authorization from Show Management.

Non-Compliance
National Event Management reserves the right to make changes, amendments, and additions to the 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 can result in ejection of the offending exhibitor or in the closing of his/her exhibit.

Shipping & Deliveries to the Show

Shipping Direct to Show: March 26, 2026

PLEASE NOTE: The facility will NOT accept shipments prior to the Show move-in date. Show Management will sign for the delivery on your behalf during move-in hours only.  Your materials will be left at the dock until you arrive. To move your items to your booth space, pump trucks and dollies will be available at no charge. Should you require assistance or the use of a forklift, please contact Paula paula@nationalevent.com  as charges may apply.

Please address shipments to:
Company name; Booth number
The National Women’s Show
Palais des Congrès
Hall 210, 220A & 230
163 St-Antoine Ouest
Montreal, QC, H2Z 1X8

The most cost-effective way to ship your items to the show is to arrange delivery during move in hours with our Official Show Carrier:

ConsultExpo
Jeff Labbé
Tel: 514-482-8886 Ext. 7
Email: JeffL@ConsultExpoinc.com

SHIPPING AND CUSTOM FORMS

You may choose to use another carrier however, keep in mind that not all carriers deliver and pick up during our scheduled move in/move out times.

Pre-Show (Advanced Warehouse) Shipping

If you are in need of advanced warehousing please contact the show decorator, they will warehouse materials for up to 30 days prior to the Show and deliver them to the show on move-in day.

Advanced warehousing is provided by the show decorator, GES : 

• Shipments should arrive on or between business days:
  Thursday, February 27, 2026 – Monday, March 23, 2026
• Warehousing receiving hours are:
  Monday – Friday 9:00am to 4:00pm; Closed Holidays.

Shipments arriving before March 3, 2025 will incur a storage fee.

ADVANCED WAREHOUSING ONLINE ORDER

Show Decorator (Furniture, Carpet & Display Rental)

PRE-SHOW BOOKING DEADLINE: March 4, 2026

8ft back drape and 3ft side drape are already supplied for your exhibit space.
If you require tables, chairs or additional booth supplies, these items can be rented from the Show Decorator or you are welcome to bring your own.

Show Colours

• Booth Drapes: Black
• Aisle Carpet: Plum

Carpet or Flooring is mandatory for all exhibits. You can use the show decorator or bring in your own. See Tape Restrictions in the Rules & Regulations section above.

To place an order with the show decorator, please click the link below:

ORDER ONLINE

If this is your first time ordering from GES, you must create an account before you can place your first order. If you need assistance with their online ordering system, please contact their Exhibitor Services

GES
Tel: 514-367-4848 or 1-877-399-3976
Email: serviceinfo@ges.com

ORDER ONLINE

Signage Installation (Hanging of Banners / Rigging)​

PRE-SHOW BOOKING DEADLINE: March 11, 2026

If you require the hanging of banners from the ceiling and/or rigging of equipment in your booth, please use this Portal Link to place your order with the Palais des congrès. 

Please note that your banner and booth structure should be limited to the space directly above your booth. Any other configurations would need to be approved by Show Management prior to the show.

Telephone / Internet / Wi-Fi

PRE-SHOW BOOKING DEADLINE: March 11, 2026

Please Note: This venue has free WIFI on ground-level only. 

If you require a telephone, internet line, or access to WIFI in your booth, please use this Portal Link to place your order with the Palais des congrès. 

Tips for Success

Learn more on how to make the most out of your trade show participation.

TIPS FOR SUCCESS

Vehicles on Show Floor

All vehicles must abide by the arrival and departure schedules and procedures established by Show Management.  Please contact Paula Juarez Lahore  (paula@nationalevent.com )  for approval and to arrange arrival time if you want to display a vehicle.

Motor vehicles or gasoline-powered equipment on display must be equipped with lock-on type gasoline tank caps and batteries are to be disconnected. Gasoline tanks must not be filled beyond the ½ mark in order to allow for expansion of product. Vehicles unable to be equipped with lock-on type caps must have caps sealed in a manner acceptable to the Fire Department.

Click here to review the rules and regulations

When motorized vehicles are approved for use, a protective sheet of visqueen, tarpaulin or comparable material may be required to eliminate damages from leaks of gas, oil, etc., at the exhibitor’s expense.

• Running of display vehicles during exhibit is prohibited unless approved by the Fire Department.
• Shows requiring vehicles to run as part of a performance or contest must fill vehicle outdoors from approved safety containers.
• Propane charged cylinders are not permitted on self-propelled vehicles or trailers on display inside buildings.
• If at any time an Inspector deems that equipment is being operated in a manner dangerous to public safety, he shall cancel the privilege of the exhibitor concerned.

Exhibitors are responsible for oil, grease, or any general damage to the carpeted area.

Exhibitors must provide a set of keys, the name and phone number of the person responsible to remove the vehicle(s) to Show Management.