Partner Build Information

*Please note - this section relates to 6m x 4m stand build and designs only*

6m x 4m partner build overview

• All 6m x 4m builds must include a back wall of 6m x 3m (10ft)

• Please ensure the wall of your stand is self-supporting and is directly against the service area behind you. No slanted or curved edges on these walls are permitted

• The service area gap between you and the stand behind you must be kept at 500mm to allow for a Collision end cap to be placed

• We ask all partners to ensure the sides of their walls are smoothly finished and all areas with wiring and technical equipment are neatly covered or closed off. Access to these technical areas is permitted for small maintenance work that may be required during the event

• Please ensure your stand wall is within the space allocated to you including any technical equipment and wiring

• The stand must be a fixed height of 3m from the floor to the top of the wall, please make sure to include the height of any flooring used in these measurements

Two-story & complex structures 

Two story stands or two-story structural elements are permitted as part of your build. The dimensions of the stand must correspond with the dimensions as detailed in your contractual agreements.

• All stands that have a two-floor structure or structural elements must include full and detailed construction documents, including dimensions, with their stand submission for review. In addition, the submission must include a floor point load drawing, if applicable, for verification by the venue.

All two-floor stands which are intended to support weight or people in the space must submit drawings stamped and certified by a licensed engineer in the Province of Ontario. Once built, the stand builder must submit an engineers certificate that indicates the structural soundness of the stand, and approval for occupancy under the building permit. This submission must be completed by May 12

• You may engage any qualified and licensed engineer in the Province of Ontario for these purposes.   All multi-story structures must be approved by the venue engineer once submitted to Collision.

All multi-story structures must be approved by the venue engineer once submitted to Collision.

Our recommended engineer is:

Cindy Sypher, P.Eng., M.Eng., CEO

Sypher & Associates Field Engineering Ltd.

email: cindy.sypher@safeconsulting.ca

Please submit a detailed description of all aspects of the item to be rigged, constructive system, gear list, total weight, the number of suspension points needed to rig the item and the height of the suspension. All rigging submissions must be submitted by May 12  on the stand builder form

Rigging will be accommodated where possible, but not all locations on site can support rigging. Please contact your PS manager to discuss rigging needs. 

• Each project with weights above 50 lbs will always have to be evaluated individually. 

• All rigging will be carried out by the in- house rigging team.

• As a general guideline, there is a 2500lbs point on a 30ft centre grid.       

• A pre-rig structure may have to be provided to create the necessary suspension points required for hanging your structure. This will be identified in the quotation to hang.

• Substantial rigging projects may require a review and safety sign off by a Professional Engineer, at the discretion of the venue.

• The charge for each project will be calculated based on submitted and approved plans.

• Once a plan is submitted and approved by the client and the venue it can not be changed.

To make sure our procedure is safe and accurate, there is some information we require:

• Description of item to be suspended;

• Constructive system (if it is box truss, light steel frame, aluminium frame, standard banner);

• Suspension solution (how will the object be suspended, is it with spandex, shackles);

• Total weight, number of suspension points and distribution of weight per point;

• Height of suspension;

• Drawings that show the exact location, orientation of booth and element to suspend. This drawing must include XY coordinates that show each point's measurements from the edges of the booth.

By default, we will try to adjust the suspended elements to the available matrix for economic purposes. However if it is not possible to arrange a solution, we will use pre-rig structures to provide the necessary suspension points.  

Your rigging plan piece may need approval from an engineer. You may engage any qualified and licensed engineer in the Province of Ontario for these purposes.

Our recommended engineer is: 

Cindy Sypher, P.Eng., M.Eng., 

CEO, Sypher & Associates Field Engineering Ltd.,  

Email: cindy.sypher@safeconsulting.ca

Please submit a detailed electrical, internet, water and/or banner hang plan for your activation. This is required to make proper arrangements for your services drops. You must clearly indicate where each service should be placed. Service  plans will only be accepted through submission using this provided template: Services placement plan

All service placement plan submissions must be submitted by May 12 through the stand-build submission form.

Electrics 

Please submit a detailed services plan for your stand. This is required to make proper arrangements for your electrical requirements.

• The electrics you require for your stand must be ordered using the Collision partner store

• The electrics plan should show all electrical elements of your stand (main power supply, power sockets, audiovisual, cabling, etc.) 

• Please note the location of floor ports on the floor plan, and consider designing your stand to accommodate power from the closest port not in an aisle

• If you are rigging, you must order power for the motors and indicate that the power is required for motors in your services schedule. A distro board is required for rigging motor power

• Overhead power is not available - power for all rigging motors or overhead lighting will need to be distributed from the ground overhead

• Please use the template when submitting your electrical plan. Electrical  plans will only be accepted through submission using this provided template

• Make sure to read the instructions on the template

Security

There will be venue security on the floor for the duration of the event. Please note, this security will not be dedicated to your booth. If your stand activation requires security over the course of load-in or show days please get in touch with your Partner Success Manager.

Water

Water connections are by request to your Partner Success Manager, and any costs will be charged through the Collision partner store before May 12. Please indicate the  water connection location on the service plan submission.

A note on Wi-Fi networks

Our networks are carefully planned and designed to support the best experience that can be provided for everyone. Operating any Wi-Fi network at our event without explicit permission is strictly forbidden and against our T&Cs. Radio space (the air!) in the venue will be shared by everyone and rogue networks directly interfere with that goal, disrupting everyone’s experience.

Note: In light of recent technological advancements, we have made the decision to phase out our current 2.4GHz Wi-Fi network. To facilitate this transition, access to the 2.4GHz Wi-Fi network will only be available in specific areas within the venue.

Security constraints:

• hotspots or rogue networks of any kind are completely prohibited and against our T&Cs.

  • EG: Portable Hotspots, MiFi Devices, iOT Beacons which provide WiFi capabilities

• use of all external network hardware such as wireless routers, switches, and access points outside solutions provided by Collision, are strictly forbidden. The venue is actively monitored and any unauthorised devices will be terminated, if found.

• devices connected to our general venue network cannot reach each other, only the internet.

Standard available networks

Venue Wi-Fi

An official open WiFi network is provided for your internet connectivity needs, this is available to all attendees and throughout the entirety of the venue(s) except where stated otherwise.

Please review the following terms to ensure support for your devices:

Our Wi-Fi operates on the 5 GHz band

• meant for lightweight usage (email, browsing, instant messages, general 1080 YouTube video streaming/playback).

• over peak times you may see delays due to network congestion.

Older devices are usually supported on the 2.4 GHz band

• If you have older devices that can only connect to this type of network, please reach out to your Partner Success Manager to discuss.

• will be available only to specific areas within the venue

• as this is an unregulated band, and this network is subject to interference.

• over peak times you may see delays due to network congestion.

Internet-enabled network cables

Your site activation will include a single ethernet cable as standard, with internet connectivity.

For provided build Partners, your network cable will be placed in the corner of your stand, where the two walls join together, unless a preferred location is specified through a services placement plan.

If required, additional ethernet points can be purchased individually (up to 2) or in the form of a network switch from our Collision partner store.

Please review the following terms to ensure support for your devices:

Bandwidth

• shared with other wired points – over peak times you may see delays due to network congestion.

• by default, this cable will be allocated a maximum speed of 7Mbps.

• dedicated bandwidth can be purchased at our Collision partner store.

Device support

• Your ethernet cable cable will have an RJ45 connector.

• if you require mobile devices for your activation, connect them to our event Wi-Fi or bring an RJ45 network adapter to use your ethernet cable.

Additional connectivity options

Extra ethernet cables and dedicated bandwidth

This option provides you with a dedicated private network and a network switch with the respective extra ethernet cables required, this replaces your default ethernet cable.

Additionally, the connection is a guaranteed dedicated bandwidth (10 Mbps).

Which package is best for me?

All partner stands as standard will have access to the open venue Wi-Fi and have a single ethernet cable. If you are unsure of your requirements, please contact your Partner Success Manager.

Venue Wi-Fi

Allows for light usage such as browsing the internet, sending and receiving emails, general 1080p YouTube streaming. Please be aware that during peak times you may experience delays due to network congestion..

Ethernet cable, default bandwidth

This allows you to engage in heavier internet use, such as streaming video with a greater degree of reliability. The maximum speed by default is 7Mbps.

General Requirements

Complete our connectivity form as soon as possible.

Complex Requirements

Collision currently offers packages to cater for a variety of circumstances and demonstrations.

If you have any complex requirements, concerns or queries, please contact your Partner Success Manager to discuss and complete our connectivity form as soon as possible.

With knowledge of your requirements, we can better tailor a package to your needs in order to give you the best experience possible.

*Please note that bespoke solutions for connectivity are only available for 6mx4m activations and above.*

Any stand with a raised floor, wall, ceiling, or multi-story element requires a building permit to be obtained by the stand builder and submitted to Collision prior to arrival on site. No building activities can take place until a building permit is obtained.

Note that all structures described, of any size, including shipping containers and modular structural elements, are required to obtain a building permit.

• Proof of submission in the form of an application number must be received by Collision by May 12

• The approved building permit must be received by Collision Prior to June 13. Collision will verify the building permit and display it prominently in the venue.

• All inspections must be complete and certifications received by Collision by 11:59 PM on Sunday, June 25.

• If Toronto Building determines a permit is not required for your stand, written proof must be submitted to Collision no later than June 13. 

Information on submitting a building permit application for a Temporary Structure can be found through the City of Toronto building office. LINK HERE

Exhibition Place is a unionised venue and as such has collective agreements in place with several labour unions. All partners must adhere to all collective agreements in place between Exhibition Place and the following unions:

April 14 is the deadline to contract in your approved builder

**The list of approved builders is available here**

Labourers - Labourers’ International Union of North America Local 506 (LiUNA Local 506)

General labour, material handling, stand or display construction (including modular systems,) cleaning, carpet and flooring installation, furniture placement.

LiUNA Local 506 labour must be engaged in all general labour and stand building activities. An approved builder with an existing agreement with LiUNA Local 506 must be used. The list of approved builders is available here.  

If a builder is contracted that is not on the approved list, then  all labour must be booked through our General Contractor. All material handling must be booked through our General Contractor. Contact your Partner Success Manager for more information.

Production technicians - The International Alliance of Theatrical Stage Employees and Moving Picture Technicians, Artists and Allied Crafts of the United States, its territories and Canada, Local #58 (IATSE Local 58).

All theatrical, stage, or audio-visual work, including installation of video screens, theatrical lighting, rigging, audio, and stage carpentry. All installations normally associated with an AV company. IATSE Local 58 labour must be booked through your Partner Success Manager in accordance with the deadlines.

Carpenters – Carpenters and Allied Workers, Local 27 United Brotherhood of Carpenters and Joiners of America;  Carpentry, unless in connection with a stage.

If you require carpentry work, please ensure your builder has an agreement in place with Carpenters and Allied Workers Local 27. Collision does not offer a booking service for Carpenters.

Basic assembly work can be completed by LiUNA Local 506, provided the pieces are pre-cut and intended to fasten together with basic tools.

Electricians – The International Brotherhood of Electrical Workers Local #353;

All electrical and cable pulling. IBEW Local 353 must make all connections between mains cables and electrical distribution. IATSE Local 58 may run power associated with a stage. 

Electrical distribution within a stand - from distribution to final point - may be completed by the stand builder. All bare-wire connections made on site must be made by a licensed electrician and a member of IBEW Local 353.Showtech Power and Lighting is exclusive for all mains electrical work completed by IBEW Local 353.

Plumbers –  The United Association of Journeymen and Apprentices of the Plumbing and Pipe.

Fitting Industry of the United States and Canada, Local Union #46; All plumbing, compressed air, and natural gas distribution and installation.

Showtech Power and Lighting is exclusive for all mains connections to be made by Local 46 plumbing, compressed air, and natural gas distribution and installation. Collision does not offer compressed air or natural gas service. 

Stand builders should engage a licensed plumber and member of United Association Local #46 if they are required.

Painters – The International Union of Painters and Allied Trades District Council 46;

All painting and related trades, unless in   connection with a stage.

Summary

Contractors who fail to comply with Collective Agreements will be required to stop all work until the proper labour can be engaged, at the expense of the builder or partner. Failure to engage the required union labour will render a stand unable to open for the duration of Collision. Should a stand be abandoned due to engagement of non-union labour, Collision will arrange for the removal and disposal or recycling of any materials at the expense of the builder or partner.

It is recommended that partners engage one of the contractors on the approved list of builders. Approved builders have existing contracts with the relevant unions and operate under the collective agreements.

If a builder is engaged outside of this list without an agreement with the union, all skilled and manual labour must be sourced through the General Contractor. Contact your partner success manager for more information on how to schedule.

• To review the collective agreements in place please see here.

In this section, we ask a series of health and safety questions that you must answer. These submissions are mandatory and work will not be allowed to proceed until all sections have been completed. You will be required to upload copies of your:

1. LINK to Method statement - Please provide a headed document stating the purpose of your presence at Collision 2023, including details of the work you will be carrying out. This should be event and site-specific, with your contacts.

2. LINK to Risk assessment - Please provide a headed document detailing any risks you foresee, associated with your work, as outlined in your method statement and how you intend to mitigate these on-site.

3. Insurance documents - Please provide a full copy of your insurance policy, inclusive of employer liability, public liability, and product liability

4. Completed and signed safety and responsibility agreement

5. A completed Ministry of Labour Form 1000 - We require a copy of a Form 1000 for each contractor and sub trade on site. 

6. Copies of any relevant licences or training certificates related to your work on site for any crew involved in those activities (working at heights certificates, etc)

7. Fire certificate as applicable - If relevant to your work and materials, please provide fire safety certs.

Construction activities on site should be limited to assembly and finishing only. Stands should arrive in pre-built sections or as pre-cut materials for on-site finishing assembly.

Heavy construction or primary manufacturing is not permitted on site.

• Welding is not permitted

• All power tools must be electric in accordance with Event Policies

• Work must be performed in accordance with relevant union collective agreements

• Painting should be limited to touch-ups only

Bare wire electrical connections are not permitted on site. Any custom manufactured electrical fixtures must be built off site by a licensed electrician.  All electrical equipment, including custom manufactured fixtures, must pass a CSA inspection prior to arrival on site, and must have the required approvals for on-site inspection. All electrical installations and distribution must meet ESA requirements and may be subject to inspection by the ESA. In the event a bare wire connection is to be made on site, it must be completed by a licensed electrician and a member of IBEW Local 353 and is subject to ESA inspection.

Any required plumbing should be roughed-in off site, with final assembly only on site. Plumbing may be subject to inspection. Natural gas and compressed air service is not available at Collision.

The cleaning of excessive waste or dust from construction activities will be charged in accordance with the Waste Disposal policy.

The health and safety of all staff, crew, volunteers, attendees, and guests is of the utmost importance to Collision. Your active attention, participation, and cooperation in making Collision a safe place to work is appreciated.

You will be required to submit documentation related to safe work practises, licensing, risk, and labour practises prior to your arrival on site. This will include a method statement, risk assessment, safety responsibility agreement, insurance, and any relevant licences for your crew, and the crew of any sub trades which may be present on site on your behalf.

In addition, any person who comes on site during the build and strike is required to complete a safety briefing with our supervisors prior to receiving accreditation or entering the site. 

• During move in and move out the venue will be a construction zone - including, but not limited to, all indoor areas, the loading dock areas, marshalling yard, and any outdoor areas within the event enclosure.

• Every person in the venue,  or any of the above areas, must be wearing  full PPE at all times, including CSA approved safety boots with a visible Green Triangle, CSA approved head protection and a class 1 level FR high vis vest with a clearly identifiable company name or logo on the back.

• Shoes, other than CSA approved footwear with a visible Green Triangle, are not permitted on site.

• You will not be given access to the site without the full above mentioned PPE, and it must be worn for the entirety of your visit.

•  Role-specific PPE may be required, including harnesses and fall protection for those working at heights.

COVID-19

All builders, their staff, and any crew are required to abide by local COVID-19 laws and regulations governing large events and gatherings, as set by the City of Toronto and the Province of Ontario, at the time of the event. 

Move-in & move-out schedule

Stand builders may not arrive earlier than their move in time. 

• Move in dates are scheduled by stand size. See below table for full move in breakdown.

• No earlier load in date to Wednesday June 21st can be accommodated as we do not have access to the venue halls.

• Your specific load-in time is not included below, this will be communicated to you via email.

Please note that to gain access to the venue during build and move-in days all attendees must wear Greenpatch steel toe cap boots, high-viz vests and a hard hat. 

All partner construction must be completed by 10.00 PM on Sunday, June 25th.  This should include all carpentry, sanding and painting work.  If the space is not clear of all build-related items by 10:00 PM on Sunday, June 25, it will be removed as waste and the partner will be charged in accordance with our Waste Policy.

Additional time for rehearsals and booth dressing will be allowed on Monday, June 26 from 7am to 3pm. Partners are permitted to leave small items used for booth dressing. The site will close at 3pm on Monday, June 26 and there will be no access until 7am on Tuesday, June 27.

Marshalling yard 

Load out 

The event finishes at 5pm on June 29. You must not start breaking your activation down until 6.30 pm (or until the venue is clear of all attendees). All items should be cleared of the venue by midnight June 29. If you require additional time for dismantling you may access the venue later with prior permission, please contact your Partner Success Manager for more information.

Nothing can be left at the venue after the last day of the show has ended. Please ensure appropriate arrangements are made for removal. Any items not removed from the venue will be deemed as rubbish and the associated cost of removal will be assigned to the stand builder.

Loading dock & venue access 

Your partner success manager will share more details in relation to access to the loading dock and getting vehicle passes in the next few months.

All trucks will need a Collision vehicle pass to access the loading area. See the move-in area and contractor registration here.

Contractor accreditation and registration schedule

Contractor accreditation types:

There are three types of Contractor accreditation at Collision,  please see descriptions below:

• Load-in: for crew required on site during the build only (not valid for show days) 

• Crew: for crew required on site during show days only.

• Load-out: for crew required on site for tear down and load out, post event only.

Crew ticket requests:

This section is used to gather the number of crew tickets you require. Confirmation on these requests and issuing of tickets. Details on how to do this will come from a follow-up email from our ticketing platform. Information on bookings vehicle passes will also be available closer to the event.

The Collision partner store allows our event partners to hire all the products and services required for their event activation. Your Partner Success Manager can set you up with an account for the store. Please contact your Partner Success Manager if you require items not displayed on the store.

The Collision partner store will open on April 10 and will close on May 31 Please book all of your required products and services before this date, as we can’t guarantee that late requests will be facilitated. 

To ensure the delivery of goods and services on-site, store management requests that all orders are paid in advance of May 31.  

Please note: There will be no onsite orders available at Collision.

Shipping

If you are a partner building a stand and are planning on shipping directly to the venue please contact your Partner Success Manager to arrange an introduction with our shipping and material handling partner, GES.

For provided build partners, we recommend shipping your show material to the pre-event warehouse. Goods may be shipped to arrive no later than June 2nd, 2023. The benefits of advance shipping include storage of material prior to the show and delivery of the shipment to your booth prior to exhibitor move-in.

All exhibitors shipping items to the venue either to the warehouse or directly to the site should notify GES to ensure the items will be received. Please make sure you copy your Partner Success Manager in all communications with GES.

Please see our shipping guidelines for more information. 

Return shipping can be organized through GES by emailing torontoexhibitorservices@ges.com (905-283-0500) or visiting their support desk onsite.

Forms: Advanced Warehouse, Shipping Order Form

Material handling/drayage & labour

Partners / Stand Builders using the services of another freight forwarder or carrier must complete payment for drayage services with GES in advance of freight arrival at the Enercare Centre loading dock. 

GES performs all drayage and material handling services at the Enercare Centre. No other companies will have access to drayage equipment unless authorized by a GES representative, due to safety and union regulations. 

GES will be available for the duration of the event as well as move-in and move-out. GES manages the entire move-in and out process into both the building and marshaling yard. 

GES staff will be present at the service center to assist partners. 

For more information on material handling please check our move-in/move-out guidelines.

GES is also available to hire if you require union laborers to help build your exhibition stand/booth.

Forms: Material Handling (Drayage), Forklift Order Form, Labour Order Form 

Customs Information

If your shipment is required to go through customs, you can find a relevant GES customs form here. This should be completed and sent to torontocl@ges.com

Storage

If you require accessible storage for your merchandise on-site, please reach out to your Partner Success Manager, providing detail and quantities of your items. The storage area on-site will be accessible twice per day (8:30 am & 2:30 pm) to collect your merchandise for your stand. 

Your Partner Success Manager will facilitate an introduction to the GES storage department. Storage space is limited in availability and on a first come-first served basis.

Your Partner Success Manager will share more details in relation to access to the loading dock and getting vehicle passes in the next few months. 

All relevant partner information, such as venue map, tickets, registration times and show schedule, network requirements, shipping guidelines, hotels, filming guidelines and event policies, could be found in the General information section.