Event policies

Exhibition spaces are equipped with sophisticated fire protection equipment, including automatic detection, fire alarm and voice communication. Upon arrival, you should familiarise yourself with the building particularly as to the location of the nearest exit, manual pull station, fire hose, and fire extinguisher.

If there is an outbreak of a fire, activate the nearest fire alarm manual pull station. Fire extinguishing, control or confinement is primarily the responsibility of the Toronto Fire Department. The production of toxic fumes in the building makes firefighting potentially dangerous, particularly if a large amount of smoke is being generated.

It is important to note if there is a fire exit, fire hose cabinet, hose valve connection, fire extinguisher or fire alarm pull station located in an exhibit space. It shall be the responsibility of the exhibitor and or event organiser, as the case may be, to provide clear unobstructed access. 

The following rules apply to fire protection equipment:

1. All fire protection equipment including exit signs, alarms, sprinkler systems, fires hoses, and fire extinguishers must be kept clear and free of obstructions at all times.

2. Attachment by any means of signs, banners, bunting, string or material of any kind to any fire safety related equipment is prohibited.

3. If fire protection equipment is located within an exhibit space, it is the responsibility of the show management to provide direct and unobstructed access to such equipment.

• Blasting agents or explosives

• Flammable cryogenic gases

• Aerosol cans with flammable propellants

• Smoking (except in designated ”Smoking Areas”)

• Fuelling of motor vehicles

• Liquefied petroleum or natural gas

• Wood matches with “all surface strikes”

• Hazardous refrigerants such as Freon, sulphur dioxide or ammonia

• Cellulose nitrate motion picture film

• Use of equipment approved for outdoor use only (for example barbecues)

• Use of flammable liquid or dangerous chemicals

• Electrical equipment or installation of electrical equipment that does not conform to CSA-C22-1, Electrical Safety Code

• Propane and natural gas fired equipment

• Fireplaces shall not be used unless approved for indoor use

• Operating any heater, grill, heat-producing device, open flame device candles or torches. (iv) Use of portable heating or cooking equipment to cook food

• Fireworks must receive approval from Toronto Fire Services and be operated under the supervision of a federally licensed pyrotechnician

• Exhibits involving hazardous processing or materials not previously listed

• Storage or display of ammunition and firearms (subject to subsection 5.2 of the Ontario Fire Code and Criminal Code)

• Display of knives, swords or any object or merchandise deemed as a weapon. All such products can only be displayed in a secure case or behind the counter out of the reach of the public

• Pressure vessels including propane tanks

• Fossil fuel powered equipment

• Hydraulically powered equipment using flammable fluids

• Radiation producing devices

• Explosives and explosive materials

• Compressed gases are not allowed inside of the Enercare Centre

• Helium-filled balloons are not allowed

• Lasers

No open-flame lighting devices may be used in the Enercare Centre. Proper precautions must be made to prevent ignition of combustible materials. Prior written approval of Enercare Centre is necessary; a fire watch may be required.

All combustible materials used in exhibit construction must be treated with an effective flame-retardant. Only non-combustible materials or fire retardant wood may be used for exhibits, scenery, or props. All textiles used in, on, or around displays, shall meet the requirements of CAN/ULC-S109, “Flame Tests of Flame-Resistant Fabrics and Films” or equivalent. All curtains, drapes, carpet, carpet padding, and decorative materials must be treated with a flame-retardant. The Enercare Centre rigorously enforces this regulation, and may field flame test any questionable materials. Flammable liquids (kerosene, gasoline, mineral spirits, ether, etc).

Flammable liquids are not allowed within the Enercare Centre. Filling of any tank or device with any flammable liquid inside the Enercare Centre is not permitted.

Column spacing is from a minimum of 90 feet to a maximum of 120 feet in the new halls, providing large expanses of barrier-free space. Exhibit hall ceiling heights range from 12′ to 60′ ceiling height. Clearance in Halls A-D is 39′ 6″ at the outside wall, rising to 50′ 1″.

Multiple-story booths cannot be located under passenger or utility truss ways. Booth plans must specify the maximum number of occupants and must have a structural engineer’s stamp certifying the maximum occupant load capacity. Certain booths may require fire watches, electrical ventilation, smoke detection devices, fire extinguishers, multiple exits, etc., as required by fire-prevention officials. Contact your Partner Success manager for specific requirements for your exhibit.

The use or display of tents, awnings, or canopies is not permitted.

The organiser requires that all containers of hazardous materials be labeled and display appropriate warnings. Exhibitors displaying or using hazardous materials must submit material safety data sheets (MSDS) and manifests to the Enercare Centre at least two months prior to move-in. Any container not clearly labeled and identified will be removed from within the Enercare Centre, tested, and disposed of at exhibitor’s expense. Fluids, chemicals, petroleum-based products, medical and biological waste, hazardous waste, and contaminated materials must be identified and disposed of in the manner mandated by Federal, State, and local regulations. Arrangements for the disposal of wastes can be made through the Enercare Centre’s contracted waste-handling firm. Exhibitor is responsible for all disposal costs.

Smoking is prohibited at all times in all areas of the Enercare Centre, including exhibit halls, lobbies, food service areas, public and service corridors, restrooms, and telephone banks.

 If you hear a fire alarm alert signal (slow beeping sound), prepare to leave the building. Await instructions over the loudspeakers (approximately one minute). 

• If you hear a fire alarm evacuation signal (fast beeping sound), leave the building via the nearest exit. Do not use elevators. 

• If you encounter smoke in the stairway, use alternate exits. 

• Once outside the building, stay clear and do not return until declared safe to do so by the Fire Official. 

• Do not attempt to remove vehicles from parking garage or loading docks. 

• Follow instructions over loudspeakers or from security staff.

​​No smoking is allowed during the set-up or dismantling of shows. Smoking is permitted in authorised areas only.

• Exhibitors will be allocated a move-in time and date in advance of the build. All parties must abide by the organisers requirements for exhibition stands and the setup and dismantle rules.

• It is noted that the Ministry of Labour may deem specific areas of the venue as “construction sites” for the duration of the move-in, build and move-out of the conference. All contractors and their workers will need to wear the appropriate personal protective gear while on the event floor during these times.  The erection and dismantling of booths (structures) regardless of size must be constructed in compliance with the Occupational Health and Safety Act and Regulations for Construction Projects. Where the activity is not deemed construction, it falls under the industrial regulations.

• Access to, and flow of, vehicles or trucks on the exhibition hall floor is limited and controlled. Drivers of vehicles must stand by vehicles at all times with parking lights on and vehicles must never be left unattended. The parking of vehicles in the building is strictly prohibited.

• The idling of vehicles while in the loading dock area of the building, or on the exhibition hall floor, is prohibited.

• Crates and packing materials must be removed promptly. The exhibitor is to monitor this activity. Restriction on the use of materials, processes and equipment during set-up and dismantling must be adhered to

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

• Powered tools and equipment, except material handling equipment, other than electrically powered or air powered, are prohibited.

• Electrically powered tools and equipment, other than those listed by the ULC or approved by a nationally recognised testing laboratory, are prohibited.

• Portable heating equipment is prohibited.

• Welding, cutting or brazing without special permission from Exhibition Place. Once granted a “Hot Work Permit” must be obtained, a fire watch must be conducted and a certified fire extinguisher of not less than 10-ABC rating must be present for the duration of the work.

• Painting with flammable or volatile paints and finishes.

• Smoking in posted “No Smoking” areas or in other areas where packing crates and debris are an obvious fire hazard.

• Use of other equipment or operations that increase the risk of life safety.

Detailed plans of multiple-story or enclosed booths must be submitted at least two months prior to move in. Plans must indicate if the exhibit is multiple-story and/or enclosed with a ceiling.

Combustible materials such as brochures, literature, giveaways, etc., within exhibit booths are limited to a one-day supply. NOTHING may be stored behind booths. All packing containers, wrapping materials, carrying cases, etc., must be stored off the exhibit floor. The venue inspects all exhibits to ensure compliance.

Vehicles may not be displayed without the prior written approval of the Enercare Centre Public Safety Department. Any fuel-powered vehicle on static display must have the smallest possible amount of fuel, not more than 1/8th tank or 10 gallons, whichever is less. The gas cap must be locked or sealed by tape; batteries must be disconnected. One key to the vehicle must remain in the booth at all times. Vehicles may not be started, run, or moved during event hours.

All fuel-powered motors must have an exhaust system that will prevent any fumes from being emitted. Prior Enercare Centre approval is required. A fire watch may be required.

The flooring of the Enercare Centre exhibition halls is concrete slab with a maximum-load capacity of 350 lbs per-square-foot in Halls A, B, C and D. If any equipment in an exhibit exceeds the stated weight limits, the exhibitor must supply the Enercare Centre with detailed plans of original equipment and weight load on all points, as well as plans showing proposed method of weight redistribution. A licensed structural engineer must certify plans. These plans must be received by the Enercare Centre at least three months prior to the event. The Enercare Centre reserves the right to utilize outside consultants, at exhibitor’s expense, for field inspections and weight verifications.

Waste disposal policy

Collision is officially supporting the UNSDG’s. As such there will be zero tolerance for any single use plastic being onsite. Collision would appreciate your support in this regard to ensure the event is as sustainable as possible.

Please also note that the venue has a zero waste policy. Please dispose of your waste responsibly by purchasing a waste disposal package OR dispose of waste through your own waste disposal system. If you choose to purchase a waste disposal package through us, please ensure that any waste that builds up on your stand is separated clearly and left for collection at the end of each day. 

Please click here for waste disposal guidelines and a list of waste materials that are recyclable. Partners and contractors must be responsible for disposing of build materials and waste generated during the stand build and post-build phases. Abandoned materials that fill or partly fill an open top skip will be charged out to the persons responsible at a starting rate of $2500. 

Alternatively, if you would like to buy a waste disposal package, please visit our Collision partner store or contact your Partner Success Manager. 

No oils, combustibles, or any liquids other than water may be poured in the Enercare Centre drainage or sewer systems. No tools, machines, or other items may be emptied, washed, or rinsed in Enercare Centre restrooms. Any exhibitor using soil, humus, or other landscaping materials must provide a covering between the Enercare Centre flooring and the exhibit, to prevent damage to finished floor and to ensure safety. Enercare Centre personnel will inspect all such exhibits.

Noisy demonstrations which might be a nuisance to third parties are prohibited on the site. The maximum decibel level will be authorised by the Organiser. We recommend not exceeding 60 decibels. If there is a nuisance to third parties due to exceeding the authorised noise level, the venue’s technical staff will test the levels. If the results of the test are positive, these technicians will require the Organiser to oblige those responsible to reduce the volume to the authorised limits.

All live animals are prohibited, with the exception of guide and service animals. Please contact customer support for further assistance with your accessibiliy needs.. 

All ASCAP, BMI, SESAC or other copyright fees applicable to music or entertainment used as part of an exhibit are the sole responsibility of the exhibitor. The exhibitor must make required payment directly to the applicable copyright agency.

The Enercare Centre cannot accept freight shipments or packages for exhibitors, show management, or contractors at any time. Freight must be consigned through the approved show freight forwarder. There are no exceptions to this policy. Exhibitors carrying in their equipment and displays must use a freight gate. Loading and unloading through the lobby glass doors are prohibited. Exhibitor-owned or leased vehicles are NOT allowed to drive on to the exhibit floor to unload or load. Access to the exhibit floor for tractor/trailer trucks, cranes, etc., must be arranged in advance with the Show Management. The Enercare Centre or Collision does NOT provide carts, dollies, pallet jacks, labor etc., for exhibitors’ use.

The Organiser requires that all exhibitor-appointed contractors and their workers wear Collision’s accreditation at all times. Workers without correct credentials will not be allowed to enter the facility. Workers must use only designated doors to enter or exit the facility. Violation of the organisers access policy will result in suspension from the facility.

• Painting of any kind within the Enercare Centre is strictly prohibited.

• Nothing may be glued, taped, tacked, nailed, or in any way affixed to any interior or exterior surface of the Enercare Centre. 

• Nothing may be attached to exhibit floor columns, even within booths; drilling into Enercare Centre concrete floor is prohibited. 

• Glitter and adhesive-backed (stick-on) decals are strictly prohibited and may not be distributed or used for any purpose within the Enercare Centre. 

• Exhibitors are responsible for the removal of booth-marking tape, carpet tape, and tape residue left on exhibit hall floors. Exhibitors who do not remove tape and residue will be billed for all labor and materials charges for Enercare Centre removal of tape and residue. Procedure for removal of tape must meet Enercare Centre guidelines. Contact the Enercare Centre Operations Department for more information.

Partners that affix decorations, signs, banners, bunting, streamers, stickers or such items to any surface within the conference venue will be responsible for any costs incurred by the organiser for cleaning or repairing damage caused by removal of such items.

Exhibitors should not leave valuables or personal items (laptops, cell phones, PDAs, purses, cameras, briefcases, etc.) on tabletops, behind booth drape, or in any unsecured areas of the exhibit. Please remove all such items from the building at the close of show each day. During move-out, please do not leave your booth unattended until all of your display materials have been packed and crated.

We have volunteers and staff on site who are clearly identifiable by their volunteer t-shirts. They have been briefed to immediately escalate incidents to their team leads, who will in turn escalate to event control, who will then liaise with medical or security staff, or police, where required.

Additionally, there are easily identifiable security staff, throughout the venue, who are professionally trained according to best practices for events of this size and nature.

For questions or feedback regarding this statement, please contact info@collisionconf.com