CCIF Vendor Showcase: Vendor manual

Payment of account

Showcase Management reserves the right to refuse entry to any vendor whose account has not been fully paid.

Vendor guidelines

1. Parts of tabletops, signs or other display materials may not be posted, taped, nailed or otherwise affixed to walls, doors, or any part of the facility in any way that may cause damage. Damage caused by failure to observe this rule will be paid for by the vendor
2. No helium-filled balloons, whether for decorative purposes or inflated for distribution to registrants, will be permitted in the vendor showcase area.

Rules of conduct

Showcase Management retains full authority in the interpretation and enforcement of all rules and regulations governing vendors.

These regulations may be amended at any time by Showcase Management, upon written notice by Showcase Management, to such vendors as may be affected by these amendments.

Showcase Management reserves the right, even after an application to vendor has been approved, to restrict and/or to dismiss any showcase which it deems to be undesirable or objectionable.

Any objectionable practices by either vendors or official suppliers should be reported immediately to Showcase Management.

Vendors who fail to abide by the rules and regulations as outlined in this manual, or who, in the judgment of the officials of Showcase Management, conduct themselves in an unethical manner will be dismissed from the convention without refund.

All interviews, demonstrations, detailing or distribution of literature must take place within the space assigned to the individual vendors, and not interfere with normal aisle traffic to avoid infringing upon the rights and privileges of other vendors.

Vendors must not place demonstration areas on the aisle line of their showcase if they expect many people to congregate there at one time and should allow sufficient space within the tabletop area to absorb the majority of the anticipated crowd.

Vendors whose display arrangements or presentations cause spectators to interfere with normal aisle traffic, or unduly overflow into the display area of neighboring vendors, may be asked to limit or eliminate their presentations.

Care of facility property

The vendor is responsible for ensuring the care of the show facility property during the conference and vendor showcase. No signs, posters or other items or articles are to be fastened to facility property by any means.

Painting, nailing, bolting, drilling, clamping, taping or use of adhesives on floors, walls, ceilings,

fixtures or any part of the facility is not permitted.

Vendors wishing to lay any floor covering must use an approved adhesive that will not damage the floor and is easily removed.

Motorized equipment/mechanical conveyances

The use of motorized equipment such as forklifts, manlift, and scissor lifts on the showcase floor are strictly prohibited.

Mechanical conveyances such as electric carts, scooters or bicycles, will not be allowed in the aisle during showcase hours. The only exception to this rule will be in the case of persons with disabilities visiting the showcase.

Soliciting, samples and souvenirs

Vendor personnel or representatives distributing samples, souvenirs, and promotional material or soliciting business must do so in the confinement of their tabletop space. Such activities are not permitted in the aisles, registration areas, hallways, or other tabletops.

Vendors wishing to enter another vendor’s area may only do so if invited.

The building owners warn that vendors handing out adhesive backed promotional material will be charged for removal of this material from the walls and floors of the building.

Only participating vendors have the exclusive rights to promote or sell goods or services in this showcase. All other parties who attempt to make any sale solicitations without expressed written permission of Showcase Management, will be permanently removed from the showcase area. Vendors are asked to report any infractions to the Showcase Mangement so that immediate remedial action can be taken.

Insurance and Liability

Vendors and their representatives hereby agree to indemnify and hold harmless the

Automotive Industries Association of Canada, The Delta Hotels Toronto Airport & Conference Centre, the employees thereof and their representatives and agents, against any and all claims for loss, damage, theft or injury asserted against the aforementioned by any person as a result of, or in any way connected with, the wrongful acts or negligence of the vendor. Indemnification includes the period up to and immediately following CCIF Toronto Vendor showcase. The vendor, on signing the application to showcase, releases the foregoing from any and all claims for loss, theft, damage or injury.

Vendors must carry their own fire, theft or other insurance. The Automotive Industries Association of Canada will take responsible precautions to prevent losses and to protect the interest of vendors. However, under no circumstances will the Automotive Industries Association of Canada be liable for such losses however caused.

Smoking regulations

The Delta Hotels Toronto Airport & Conference Centre’s policy is to provide a smoke-free and vape-free environment for its staff, tenants, and visitors. Smoking, vaping, or the use of any tobacco products inside the facility is not permitted.

Vendor self-unloading

If a vendor representative is not present when their shipment arrives at the showcase site, it will be held in the holding room at the Delta Hotels Toronto Airport & Conference Centre. Vendors are responsible for collecting their boxes from the on-site holding room.

Signs and banners

All signs, banners and other display materials must be properly affixed to the tabletop or be self-supporting from the floor within the height restrictions outlined in this manual.

Safety measures

Vendors, who show equipment in a moving and operating condition, are required to provide every possible precaution for the safety of showcase visitors, their own operators, and showcase personnel.

Additional prohibited tabletop activities

Promoting order taking, canvassing, surveying or distribution of any material outside the vendors own assigned tabletop area is not permitted. No specific vendor tabletop may be photographed or videotaped except with the permission of the legitimate occupants of that tabletop.

The authorized Automotive Industries Association of Canada photographer and videographer as well as approved media may photograph and film specific vendor tabletop without the concern tabletops legitimate occupants’ permission, in order to have images and footage of the event for the purposes of covering this event and promoting similar Automotive Industries Association of Canada events in the future.

Noise, light and odour restrictions

Noise from electrical or mechanical apparatus must not interfere with the rights and privileges of other vendors. No vendor may operate public address, sound producing or amplifying devices which project sound above a normal conversational level. Sound projection equipment, which is likely to exceed this limit in operation, must be equipped with earphones or enclosed within a special booth listening room.

No vendor may operate display lighting, or odour-generating devices or activities, which interfere with the rights and privileges of other vendors. Noise, light and odour levels will be monitored by Showcase Management. Showcase Management reserves the right to exercise its own judgment in responding to vendor complaints in this regard.

Security in the vendor showcase

All persons must present proper identification and credentials to gain entry into the vendor showcase.

Each vendor is solely responsible for their own showcase material and should insure these materials against loss or damage during the showcase. Please put all small items of value out of sight if vendor representatives are not present at the tabletop. All property of a vendor is understood to remain within the vendor’s care, custody and control in transit to or from or within the vendor showcase area. Vendor name badges will be provided to all identified vendor personnel and must be worn to ensure access to the vendor showcase area.

Vendor registration and name badges

All vendors are required to wear a badge in order to access the showcase floor during move-in, move-out, and during showcase hours.

All vendors must register online in advance of the conference and tabletop showcase.

Badges can be picked up on-site at the Registration Desk during the registration hours listed in this manual.

Badges are personalized and non-transferrable. There will be no exchanging of badges at the Registration Desk. Company badges will not be accepted in lieu of the official badge. Supplementing the badge with business cards, ribbons or company logo types are not permitted.

Each tabletop includes admission for one (1) representative. Should additional vendor badges be required, registration is required and must be purchased online through the official event website. The deadline to register your complimentary badge is February 28, 2025. On-site registrations may not be accepted.

Fire regulations

The Delta Hotels Toronto Airport & Conference Centre has strict fire safety requirements. The vendor assumes responsibility for compliance with municipal and provincial regulations concerning fire, safety and health.

All showcase equipment and materials must be protected by safety guards and devices where appropriate. All display material must be flame-proof and subject to inspection by the venue.

No flammable liquids or substances of any kind may be used, stored or displayed in the event space. Aisles and exists must be kept clear at all times. All fire hose cabinets must be left accessible and in clear view at all times. Combustible decorations such as crepe paper, foam, tissue paper, cardboard and corrugated paper must not be used. All packing containers, excelsior and wrapping paper are to be removed from the floor and must not be stored under tables or behind displays.

Fire regulations for vendors

The purpose of these requirements is to maintain an acceptable level of fire safety within the facility. The fire protection systems built into the facility have been designed to protect against the hazards which are typical of conventions and exhibitions. The objective of these requirements are to limit the hazards of contents and operations within the facility to a level which can be controlled by the building fire protection systems. The requirements contained herein and the Ontario Fire Code will be strictly enforced by the Fire Safety Director of the facility and the Toronto Fire Prevention Division. These requirements apply to all conventions and trade shows whether or not it is open to the public. All vendors must have these requirements in their possession during booth occupancy.

The requirements apply to the following:

1. Prohibited materials, processes and equipment
2. Materials, processes and equipment requiring special approval from the facility Fire Safety Director and Showcase Management
3. Acceptable booth configurations
4. Acceptable material for booth construction
5. Interior finishes and furnishings
6. Obstructions
7. Combustion engines
8. Electrical equipment and connections
9. Portable spotlights
10. Procedures during set-up and dismantling
11. All items to be suspended from ceilings
12. Emergency procedures

Prohibited materials, processes, equipment and tabletop configurations

The use of the following materials, processes or equipment is strictly prohibited:

1. Acetate fabrics, corrugated paper box board, no-seam paper
2. Paper backed foil unless glued securely to suitable backing
3. Styrofoam and/or foam core
4. Fireworks
5. Blasting agents
6. Explosives
7. Flammable cryogenic gases
8. Aerosol cans with flammable propellants
9. Smoking in posted “No Smoking” areas
10. Fueling of motor vehicles
11. Liquified petroleum or natural gas
12. Wood matches with “all surface” strikes
13. Hazardous refrigerants such as sulfur dioxide and ammonia
14. Cellulose nitrate motion picture film
15. Portable heating equipment
16. Flammable liquids or dangerous chemicals
17. Propane or natural gas fired equipment
18. Operation of any heater, barbecue, heat producing device, open flame device, candles or torches.
19. Storage or display of ammunition and firearms (subject to the Ontario Fire Code and Criminal Code).
20. Pressure vessels including propane tanks
21. Fossil fuel powered equipment
22. Hydraulically powered equipment using flammable fluids
23. Radiation producing devices
24. Natural Christmas trees
25. Electrical equipment or installation not conforming to the Ontario Electrical Safety Code

Acceptable tabletop interior finishes and furnishings

The limitations described below shall apply to all interior finishes and furnishings including:

• drapes
• hangings
• curtains
• drops
• decorative fabrics
• Christmas trees
• artificial flowers and foliage
• motion picture screens
• paper, cardboard or compressed paperboard less than 1/8″ thick is considered paper
• ruscus
• split wood
• textiles
• all other decorative materials including plastics.

Limitations:

1. Made from non-combustible material, or
2. Treated and maintained in a flame-retardant condition by an approved flame-retardant solution or process
3. Corrugated cardboard can be used only if it was fire retardant treated at the factory
4. Plastics can be used only if approved by the facility Fire Safety Director

Note: It is not necessary to flameproof textiles, paper and combustible merchandise on display for sale, but the quantity so used shall be limited to the displaying of one salvageable length. Each sample must differ in colour, weave or texture. Wallpaper is permissible if pasted securely to walls or wallboard backing. The following test (NFPA 701 Match Flam Test) may be used to determine if a material is flame resistant:

1. Cut off a small piece of the material (1 1/2 inches wide by 4 inches long) and hold it with a pair of pliers.
2. Hold a wooden match 1/2 inch below the bottom of the material for 12 seconds.
3. If, when the match is taken away, the material stops burning within 2 seconds, it is flame resistant.
4. If the material goes up in flames immediately or continues to burn for more than 2 seconds after the match is removed, it is not flame resistant.

Obstructions

Nothing shall be hung from or affixed to any sprinkler piping or heads. Construction or ceiling decorations of the showcase tabletops must not impede the operation of the sprinkler system.

All exit doors shall be in an operable condition and shall remain unobstructed at all times. Exit signs, manual pull stations, fire department handsets, fire hose cabinets and portable fire extinguishers shall not be obstructed in any manner.

If a fire hose standpipe is located in showcase space, it shall be the responsibility of the vendor to provide access to such equipment and, if the view to such equipment is obstructed, to provide designating signs for the same.

All entrances, exits, aisles, stairways, lobbies, and passageways shall be unobstructed at all times.

Easels, signs, etc., shall not be placed beyond the tabletop area into the aisles.

Literature, supplies and handouts are permissible in reasonable quantities. Reserve quantities shall be kept in closed containers and stored in a neat, compact manner within the tabletop space.

Vehicles

Manufacturers participating in the CCIF Toronto Vendor showcase must carry General Liability and Workman’s Compensation Insurance and provide AIA Canada Events with the appropriate certificate of insurance by February 28, 2025.

The doorway to come into the hallway which leads to the foyer is only 81 inches tall. Manufacturers must verify the measurements of the doorway and the pathway to the International Ballroom Foyer, as the Automotive Industries Association of Canada, The Delta Hotels Toronto Airport & Conference Centre will not take responsibility for any incorrect measurements that may impact the success of the vehicle placement. To set up an appointment, please contact AIA Canada Events events@aiacanada.com.

Vehicles or other flammable fueled engines displayed shall conform to the following requirements:

1. Vehicles powered by an internal combustion engine must contain 1/4 or less of a tank of gas and the gas cap must be locked shut or otherwise secured. The positive lead must also be removed from the battery. Once in position, it must not be operable (e.g. battery must be disconnected). Vehicles must have drip pans underneath them and pads under all tires. All vehicles entering the Hotel must be clean and dry.
2. Garden tractors, chainsaws, power plants and other gasoline-powered equipment are strictly prohibited.
3. Propane-charged cylinders are not permitted on self-propelled vehicles or trailers on display inside buildings.
4. Running of display vehicles during the showcase is strictly prohibited. Vehicles must be filled outdoors from approved safety containers.
5. No material, equipment or object weighing more than 500 pounds per square foot (2,441 kg per square meter) is permitted on the Delta Toronto Exhibition Floor(s), unless written authorization is provided by Showcase Management and the property Management at the hotel. If at any time an Inspector, the Automotive Industries Association of Canada, or The Delta Hotels Toronto Airport & Conference Centre deems that equipment is being operated in a manner dangerous to public safety, they shall cancel the privilege of the vendor concerned.

Electrical, equipment and connections

The Ontario Electrical Safety Code (Ontario Regulations 10/02) is the provincial regulation that defines the minimum requirements for electrical installations and electrical products in Ontario.

The Electrical Safety Authority is responsible for enforcement of the Ontario Electrical Safety Code.

Rule 2-022 of the Ontario Electrical Safety Code requires that any electrical equipment that is being displayed, offered for sale, or used in any showcase/convention/or similar showcase SHALL BE APPROVED. At trade or consumer shows, unapproved electrical equipment will only be permitted to be displayed (not energized) when the Electrical Safety Authority gives permission through the Permission to Show. Failure to comply with the Ontario Electrical Safety Code could result in charges under the Electricity Act.

Electrical equipment is considered approved if it bears the certification mark or Field Evaluation label of an organization that has been accredited by the Standards Council of Canada to approve electrical equipment. If these markings are missing, the equipment is considered to be unapproved. Bulletin 2-7-*22 (*indicates latest version) shows all approved certification marks or Field Evaluation markings accepted in Ontario. Since markings are updated regularly, visit our web site at www.esasafe.com/role/oesc/ (electrical product safety section) for a current listing.

Note: Electrical equipment shall be approved as an assembled unit. The vendor is expected to make every reasonable effort to have electrical approved prior to the showcase.

Permission to show

Vendors with unapproved electrical equipment that wish to display but not to connect or provide electricity to the equipment, must complete the application for Permission to show and pay the fee indicated for each piece of unapproved electrical equipment that will be display but not energized. Vendors will be provided with a sales receipt which must be available to inspectors on the showcase site at all times.

The Permission to show application does not permit the connection/energization of unapproved electrical equipment.

Permission to energize

Vendors that wish to connect and energize (provide electricity to) unapproved electrical equipment, must complete the application for Permission to energize and pay the Permission to energize fee indicated for each piece of unapproved electrical equipment. Vendors are not required to complete the application for Permission to show for the same piece of equipment.

The following conditions apply:

1. If not, imminent hazards are present, ESA will permit the equipment to be energized “for demonstration purpose only”.
2. A sign/notice will be affixed to the equipment (prominently displayed) indicating “This equipment is not approved for sale in Ontario and is “Energized for demonstration purposes only”. Our ESA Inspectors will provide vendors with this notice.
3. The Permission to energize is only valid for the duration of the showcase and cannot be carried forward or extended for subsequent showcases in other cities.
4. The Permission to energize notification allows the equipment to be wired to an available junction box or disconnect as provided by the on-site electrical contractor.
5. Permission to energize is available for trade showcases only, not Consumer showcases.

Portable spotlights

All clamp-on types of portable spotlights shall be protected from metal-to-metal contact by having electrical insulating pads or wrappings permanently attached to the lamp holder clamps.

Where a spotlight may be subject to physical damage, or dampness or where lamps may come in contact with combustible material, the spotlight shall be equipped with a guard attached to the lamp holder or the handle.

Flexible cords (extension cords) may only be used for portable lamps or appliances that are of allowable amperage for the size and type of the three-conductor cord to be used or power bars.

Procedures during set-up and dismantling of showcase tabletops

No smoking is allowed during the set-up or dismantling of showcase tabletops. Smoking is permitted in authorized areas only.

Access to and flow of vehicles or trucks on vendor showcase floor is prohibited.

The idling of trucks while in the loading dock area of the building is prohibited.

Crates and packing materials must be removed promptly. The vendor is to monitor this activity.

Restriction on the use of materials, processes and equipment during set-up and dismantling must be adhered to.

Any type of utility connection (i.e. electrical, audio, video, water, compressed air, steam, etc.) must be carried out by Showcase Management authorized personnel or its appointees. This applies to any and all utility connections of any kind.

The following equipment and operations are prohibited during showcase set-up and dismantling:

1. Material handling equipment other than electrically powered will not be permitted in the facility during the showcase
2. Powered tools and equipment, except material handling equipment, other than electrically powered or air powered
3. Electrically powered tools and equipment other than those listed by ULC and/or CSA or approved by a nationally recognized testing laboratory
4. Portable heating equipment
5. Welding, cutting or brazing
6. Painting with flammable or volatile paints and finishes
7. Smoking in posted “No Smoking” areas or in other areas where packing crates and debris are an obvious fire hazard
8. Use of other equipment or operations that increase the risk of life safety

Ceiling suspended items

1. All items suspended from ceilings are strictly prohibited
2. Rigging of cable and other hanging devices on or near ceiling electrical buss ducts and conduits are strictly prohibited.

Emergency procedures

The facility is equipped with sophisticated fire protection equipment, including automatic sprinkler, smoke and heat detection, fire alarm and voice communication systems. Upon your arrival, you should familiarize yourself with the building—particularly as to the location of the nearest exit, manual pull station and fire extinguisher.

If you see a fire, activate the nearest fire alarm manual pull station and leave the fire area closing all doors behind you. Do not attempt to fight a fire unless it is small enough to extinguish with one of the portable extinguishers located throughout the building. There are no fire hoses provided for use by occupants.

Promotional information

Vendors are responsible for ensuring that all promotional and product or service-related information intended for distribution to delegates during the vendor showcase is factually accurate, and is professionally tasteful in its presentation. Promotional and educational materials available from a vendor’s display must not present information or claims that are at variance with those contained in the appropriate product monograph.

The names and logotypes of the Automotive Industries Association of Canada and Canadian Collison Industry Forum are proprietary trademarks for the exclusive use of the Automotive Industries Association of Canada and may not be printed, used or displayed for any purpose without the express written permission of the Automotive Industries Association of Canada. Such permission will not be granted for purely promotional purposes, or in any way that would imply endorsement of a particular company, product, service or activity.