1. General Information (Location, Dates, & Times)
2. Checklist
3. Audio / Visual Rentals
4. Badges
5. Booth Accessory Package
6. Booth Cleaning
7. Booth Installation Services
8. Cell Phone Service / POS Devices
9. Customs Broker
10. Discount Coupon
11. Electrical
12. Food Bank
13. Food Sampling
14. Free Admission Passes
15. Goodie Bags
16. Hotel
17. Ice
18. Insurance
19. Liquor Sampling
20. Loading Docks
21. Move-in Instructions
22. Move-out Instructions
23. On-Site Treatments & Personal Services
24. Parking
25. Plumbing
26. Product Replenishment
27. Promotion Packages & Sponsorship
28. Propane Cylinders and Gas Appliances
29. Refrigerated Storage
30. Rules & Regulations
31. Shipping & Deliveries
32. Show Decorator (Furniture & Display Rental)
33. Signage Installation
34. Telephone / Internet / WiFi
35. Vehicles on Show Floor

Show Location

EY Centre
Hall 2 & 3
4899 Uplands Drive
Ottawa, Ontario
K1V 2N6
Tel: 613-822-8800

Show Dates & Times

Saturday, October 21, 2023 | 10:00 am – 6:00 pm
Sunday, October 22, 2023 | 10:00 am – 5:00 pm

Exhibitor Move-in Times

Friday, October 20, 2023 | 9:00 am – 8:00 pm

Exhibitor Move-Out Dates & Times

Sunday, October 22, 2023 | 5:00 pm – 10:00 pm

Produced By

National Event Management
Suite #102
260 Town Centre Blvd.,
Markham ON
L3R 8H8
Tel: (905) 477-2677 or (800) 891-4859
Fax: (905) 477-7872

Exhibitor Coordinator

Estelle Aliwalas
Tel: 905 477-2677 or (800) 891-4859 Ext 287
Email: estelle@nationalevent.com

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

ORDER DEADLINE: October 6, 2023

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

AV Canada
Martin Stanfield
Tel: 613-903-4306
Email: martin.s@av-canada.com

Orders received after the order deadline may be subject to additional charges.

AUDIO VISUAL ORDER FORM

Each exhibitor will be provided with 6 badges which will have your company name only. Badges should be picked up at the Show Office on move-in day.

Exhibitor badges must be worn at all times to gain entrance to the show.

BOOKING DEADLINE: September 22, 2023

An all-inclusive, booth accessory package is available which contains: a draped booth, carpet, 1 skirted table (6 feet long x 30 inches high), 2 chairs, and standard electrical outlet.

There are no substitutions to this package. 

If you are interested in availing this package, please reach out to estelle@nationalevent.com. 

ORDER DEADLINE: September 29, 2023

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

ONLINE ORDERING LINK

If you have not used the EY Centre Online Portal before, you will need to create an account. To register for a new account, please CLICK HERE.

If you need any assistance please contact:
EY Centre
Tel: 613-822-8800
Email: eventservices@eycentre.ca

ORDER DEADLINE: October 15, 2023

Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited.

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.

Should you require assistance setting up or dismantling your booth, please click the link below to place your service order online.

ONLINE ORDERING LINK

If this is your first time ordering from Stronco, you must complete the registration process by clicking on “Create an Account”, then input the unique Show Code and your Booth Number, and continue adding your information.

Show Code: 511114632

If you need assistance with our online ordering system, please contact:

Stronco Show Services
Exhibitor Services
Tel: 800-665-2621
Email: exhibitorservices@stronco.com

ONLINE ORDERING LINK 

Please be advised that you should not rely on wireless service from your cell phone provider for payment processing or data access. Exhibitors that use Rogers, and their subsidiary providers, may have inconsistent cell service at the EY Centre. This would be most evident when the building has a high number of visitors. It is recommended that an alternative for these services is arranged for POS devices. You may order Internet / WIFI in your booth from the EY Centre. Please use this online ordering link to place orders: CLICK HERE

If you need any assistance, please contact:
EY Centre
Tel: 613-822-8800
Email: eventservices@eycentre.ca

Cross Connect Customs & Logistics is our designated official customs broker to coordinate customs clearance of goods destined for The National Women’s Show. Please make sure you contact them at least one month prior to the event in order to arrange your customs needs.

If you have any questions, please contact:

Pat D’Alessandro
Tel: 416-726-7229
Email: info@crossconnectcl.com

TRANSPORTATION & CUSTOMS ORDER FORMS

Prior to the show 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 a valuable pre-show marketing tool that gives you added exposure and raises awareness to increase traffic to your booth. There is no limit to the amount of times that you may share with your database and social media network.

We would also like to offer a customized e-coupon that includes your logo for you to e-mail to your database and post to all of your social media channels to promote your presence at the show! Please email your high-resolution logo in .jpeg, .eps, or .pdf format to estelle@nationalevent.com. We will create this coupon for you and email it to you promptly.

ORDER DEADLINE: September 29, 2023

Electrical is not supplied to your booth. If you require an electrical hookup, please click on the link below:

ONLINE ORDERING LINK.

If you have not used the EY Centre Online Portal before, you will need to create an account. To register for a new account, please CLICK HERE.

Should you need any assistance please contact:

EY Centre
Tel: 613-822-8800
Email: eventservices@eycentre.ca

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 there will be an area on the loading dock where it can be left.   

FORMS SUBMISSION DEADLINE: September 15, 2023

Please Note: Regulations have changed and anyone sampling may require access to a water station with hot & cold running water. You must complete the forms below with as much detail as possible for approval.

If you are planning on sampling food or beverage product(s) in your booth, please note there are two necessary forms to complete. Please send a copy of each completed form to estelle@nationalevent.com.

Food samples are limited to a 2 oz. portion and beverage products to 4 oz. 

1. Please complete the below Venue Food Sampling Form and send it to The EY Centre at catering@eycentre.ca, and copy estelle@nationalevent.com.

VENUE FOOD SAMPLING FORM

2. Please click the link below to complete the “Special Event Application for Food Vendors” electronically and print a copy for your records. Please send a copy to copy estelle@nationalevent.com. There is no fee involved.

a. Please ensure you are complying with the Food Safety Guidelines below.  If you do not complete this form, and do not comply with the guidelines, you could be closed down if an inspector comes to the show.

b. If you have any questions, please email specialeventshealth@ottawa.ca to speak with Ottawa Public Health.

SPECIAL EVENT APPLICATION FOR FOOD VENDORS

Additional resources:

FOOD HANDLER TRAINING 

FOOD SAFETY GUIDELINES 

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. They are not to be handed out on site unless you are leaving them at the Will Call desk. Please email your sales representative 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 free ticket registrations to share with people you would like to digitally invite as special guests.

You can also distribute a customized FREE Admission Pass to promote your participation at the show. If you are interested, please email estelle@nationalevent.com with a high-resolution logo (.jpg, .eps, .pdf format accepted).

GOODIE BAG SAMPLES DELIVERED: August 14, 2023 – September 29, 2023

If you have arranged to participate in the Goodie Bag Sampling Program, please ship your products to:

CROM / Atelier Labrosse
215 Labrosse,
Pointe-Claire, Québec,
Canada, H9R 1A3

Attention: Steve Johnson
Phone: 418 683 2946 ext. 6101
Email: sjohnson.crom@ssss.gouv.qc.ca
Receiving Hours: 9:00 am – 3:00 pm

Please make sure that you put OTTAWA NATIONAL WOMEN’S SHOW on your shipment.

Shipments may begin arriving on August 14, 2023 and must be there by September 29, 2023.  We will have to ship from Quebec to Ottawa so be sure to have your product there on time. Products arriving after the due date will be inserted only in the remaining bags that are yet to be filled. 

An additional shipping charge may be applied if your samples arrive after the deadline.

BOOKING DEADLINE: September 19, 2023

Rooms and discounted rates will only be held until the specified date. Rooms will then be subject to availability at prevailing rates.

We have obtained a group rate of $199.00 + taxes and $206.00 + taxes depending on room type.

Homewood Suites by Hilton Ottawa Airport 
3605 Paul Anka Drive
Ottawa, Ontario, CA
K1V 2S6
Tel: +1 (613) 422-3678

To book at the Homewood Suites Ottawa Airport, please click here: HOTEL BOOKING 

BOOKING DEADLINE: September 21, 2023

If you will require ice during the show, please reach out to estelle@nationalevent.com. 

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/National Event 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

If you will be sampling an alcoholic item, please make arrangements with:

Julie Powers
Tel: 905-477-2677 x 281
Email: julie@nationalevent.com

Dock level access is available. Dollies and a pump truck will be available for your use. If you require a forklift to move material from the dock to your booth, a forklift will be available to you.  However, if you have excessive forklift requirements please speak with Estelle Aliwalas (estelle@nationalevent.com)  to discuss your needs.  A charge may apply.

MAP
MAP TO FACILITY

Move-in Times               Friday, October 20, 2023                        9:00 am – 8:00 pm

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

Move-out Times             Sunday, October 22, 2023                      5:00 pm – 10:00 pm

Please note that move-out will begin once the show has closed, the aisles are cleared, and the aisle carpets are 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 10:00 pm

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.

SUBMISSION DEADLINE: September 15, 2023

If you are planning on providing treatments and personal services in your booth at the show, you must contact Ottawa Public Health no later than 20 days prior to the show. Please click the link below to complete the Personal Service Application Form, and send a copy of your responses to estelle@nationalevent.com.

PERSONAL SERVICE APPLICATION FORM (REQUIRED BY PUBLIC HEALTH)

Personal Service Settings include:

• Makeup applications
• hairstyling
• barbering
• tattooing
• micropigmentation
• microblading
• ear piercing
• body piercing
• electrolysis
• manicures
• pedicures
• aesthetics (facials or waxing)

Hand Hygiene

1. All personal services workers must practice hand hygiene before service delivery and as required during and after service.
2. Each personal services vendor must have an adequate supply of alcohol-based hand rub (70-90% alcohol content) for their booth.
3. All invasive services (break the skin) require a hand wash station at their booth equipped with soap and paper towel.

Instruments and Surfaces

1. All critical items must arrive at the event pre-packaged and sterile.
2. All items which cannot be cleaned and disinfected must be single use disposable (ex. buffers, filers).
3. All surfaces must be easily cleanable and in good repair.

If you have any questions you may contact:
Ottawa Public Health
Email: specialeventshealth@ottawa.ca

More information is available here:
SPECIAL EVENTS APPLICATION GUIDELINES
PERSONAL SERVICE APPLICATION FORM (REQUIRED BY PUBLIC HEALTH)

ORDER DEADLINE: September 29, 2023

Exhibitors can pre-purchase a special weekend parking pass if parking for two consecutive days or more. Weekend passes ALLOW FOR IN/OUT PRIVILEGES, each weekend pass for the event will cost $20.00. Daily parking flat rate is $10.00, this does not allow for in/out privilege. Parking passes must be picked up during move-in hours at the Exhibitor Registration desk by the loading doors.

ONLINE ORDERING LINK 

If you have not used the EY Centre Online Portal before, you will need to create an account. To register for a new account, please CLICK HERE.

The event is being held in Hall 2 & 3, the closest parking bays would be those located on the south (right) side of the building. This lot has limited parking spaces available. This lot will fill up quickly and may be full by early to mid-morning each day. Once full, you will need to go through the main parking gate to park in the general lot. The parking passes can be used for either lot. Please give yourself extra time Saturday and Sunday morning as parking is available on a first-come, first-served basis and spaces cannot be reserved. Please see the attached map for entry directions.

ORDER DEADLINE: September 29, 2023

 If you require plumbing equipment in your booth, please click the link below and login to your account to place your service order online.

 ONLINE ORDERING LINK

If you have not used the EY Centre Online Portal before, you will need to create an account. To register for a new account, please CLICK HERE. 

If you need any assistance please contact:
EY Centre
Tel: 613-822-8800
Email: eventservices@eycentre.ca 

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.

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, and online presence are available. Speak to your sales rep for more information.

If you are planning to use any gas or propane applicances, please email Estelle Aliwalas (estelle@nationalevent.com) to gain approval.

BOOKING DEADLINE: September 21, 2023

A limited amount of refrigerated storage is available. There will be a charge of $90 for each skid. Basic skid size is 4′ x 4′ x 4′.

If you require refrigeration, we ask that you plan your move-in for after 12 noon.

Please reach out to estelle@nationalevent.com for inquiries.

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 Estelle Aliwalas (estelle@nationalevent.com).

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

Tents & Canopies

If you would like to use a tent or canopy in your booth, please email Estelle Aliwalas (estelle@nationalevent.com) 3 weeks prior to the show with the following information for approval by the Fire Marshal.

• Certificate of Flame Resistance
• Size of Tent

Please note: If the tent is over 100 sq. ft, exhibitors will need to install a smoke detector inside the tent and have a fire extinguisher on hand.

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.

If you would like to install your carpet on top of the existing carpet, please contact Estelle Aliwalas (estelle@nationalevent.com).

*Approved tape can be purchased online here.*

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.

Animals in the Show

The facility’s policy prohibits the presence of animals unless they are used as a working dog for the blind or service animals only. Permission must be obtained from the facility for any exception.

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 Estelle Aliwalas (estelle@nationalevent.com) if you wish to use helium balloons in your display.

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 Direct to Show: October 20, 2023

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 Estelle (estelle@nationalevent.com) as charges may apply.

Please address shipments to:
Exhibitor Name, Booth #
c/o The National Women’s Show – Ottawa
EY Centre
4899 Uplands Drive
Ottawa, ON – K1V 2N6

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;

Pat D’Alessandro
Tel: 416-726-7229
Email: info@crossconnectcl.com

TRANSPORTATION AND CUSTOMS FORMS

Pre-Show Shipping

If you choose the official show carrier as your freight carrier, they will warehouse materials for up to 30 days prior to the Show at no charge and deliver them to the show on move-in day.

Please address Advance Warehouse Shipments to:
Exhibitor Name, Booth #
c/o The National Womens Show – Ottawa
ABF Freight Advanced Warehouse
14-380 Terminal Ave
Ottawa, ON – K1G 0Z3

To request a quote, please complete the below order form and email to:

Pat D’Alessandro
Tel: 416-726-7229
Email: info@crossconnectcl.com

CROSS CONNECT ORDER FORMS

Shipping enquiries must be finalized 14 days prior to show move in date. Be sure your shipment is labeled clearly.

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.

ORDER DEADLINE: October 15, 2023

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

Show Colours

• Booth Drapes: Black
• Aisle Carpet: Purple

Carpet or Flooring is mandatory for all exhibits. Your booth space does not include carpet, tables or chairs. These items and additional booth supplies can be rented from the Show Decorator, Stronco Show Services, or you can bring your own.

To place an order with the Show Decorator, please click the link below.

ONLINE ORDERING LINK 

If this is your first time ordering from Stronco, you must complete the registration process by clicking on “Create an Account”, then input the unique Show Code and your Booth Number, and continue adding your information.

Show Code: 511114632

If you need assistance with our online ordering system, please contact:

Stronco Show Services
Exhibitor Services
Tel: 800-665-2621
Email: exhibitorservices@stronco.com

ONLINE ORDERING LINK 

ORDER DEADLINE: September 29, 2023

*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.*

If you require the hanging of banners from the ceiling and/or rigging of equipment in your booth, please use this online ordering link to place orders: CLICK HERE 

If you have not used the EY Centre Online Portal before you will need to create an account. Please use online ordering link: CLICK HERE

If you need any assistance please contact:

EY Centre
Tel: 613-822-8800
Email: eventservices@eycentre.ca

ORDER DEADLINE: September 29, 2023

If you require Telephone / Internet / WIFI in your booth, please use this online ordering link to place orders: CLICK HERE

If you have not used the EY Centre Online Portal before you will need to create an account. Please use online ordering link: CLICK HERE 

If you need any assistance, please contact:
EY Centre
Tel: 613-822-8800
Email: eventservices@eycentre.ca

All vehicles must abide by the arrival and departure schedules and procedures established by Show Management.  Please contact Estelle Aliwalas (estelle@nationalevent.com).

for approval and to arrange arrival time if you want to display a vehicle.

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.

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 ¼ 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.

• 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 contact’s name, and phone number of the person responsible to remove the vehicle(s) to Show Management.