Stand Drawing Approvals - Space Only Stands

The fully completed forms must be submitted by May 3. Late or incomplete submissions may jeopardize the exhibitors’ participation in the event.

The submission should comprise of:

• 3D Booth design

• Floor plan / top view

• Section elevation plan (with booth height & dimension)

• Orientation plan in relation to the rest of the venue.

• Structural diagrams.

• Electrical and Water Connection details

• Elevation drawings(with booth height & dimension)

• Material used (Fire certificates)

• Any storage facilities on the stand.

• Fire Extinguishers location.

• Emergency signages location.

• Structural calculations (Weight, full technical aspects and engineering calculations if COMPLEX STRUCTURE)

Stands with Barrier stands

Stands that are totally enclosed by barriers must feature extra emergency exits to keep the maximum travel distance off the stand to 10m (check distance with Venue). Adequate disabled access and egress should also be considered, along with a queuing area within the stand boundaries to keep crowding in the aisle to a minimum. The barriers themselves should be of sufficient strength and height for their application.

Platform Edges

It is a practical need to reduce the number of injuries from trips, slips and falls caused by platform edges at busier Exhibitions.

Therefore, it is recommended that all platforms where the visitor can gain access to a stand have a gently sloping non-slip edge. There should be no sharp corners or metal edging if at all possible. If required, a separate ramp for the disabled can still be incorporated into any such ramped edge at a maximum 1:12 gradient, but must have its sides clearly guarded.

Ramps for Accessibility

At Collision, our aim is to make all our events accessible to everyone. We expect all our event partners/exhibitors to take great care to ensure their booth is fully accessible and consider accessibility for people with vision, hearing, physical height, and neurodiversity requirements when building their booth.

All Stands that have an elevated floor should have at least one ramp. Any ramp should be clearly delineated in a contrasting colour from that of the main stand and both edges must be protected by a handrail at a Height of between 840mm-1100mm, with continuous clear headroom of 2m. The ramp width should be at least 1200mm and the gradient not more than 1:12. Where a Risk Assessment has highlighted the possibility of having large numbers of disabled persons at a show, these measures may require further consideration.

Complex Structures and Structural Calculations

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 3rd.

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.

Recommended engineer is:

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

Sypher & Associates Field Engineering Ltd.

1755A Avenue Rd., Toronto, ON M5M 3Y8

Web: www.safeconsulting.ca

Email: cindy.sypher@safeconsulting.ca

Height and width: 

Designs must be in keeping with our height restrictions and consideration of surrounding stands according to GUIDELINES. Please ensure your stand follows the keyline guidelines for height and width. No tapering of walls should occur and wall heights must be adhered to.

Max file size is 500 Mb if larger please ZIP the files.

Our networks are carefully planned and designed to support the best experience that can be provided for everyone. Please read our guidelines below, and find the link to the connectivity form which should be completed, providing details of your activation requirements. 

CONNECTIVITY FORM HERE

The deadline to complete this form is May 6.

A note on Wi-Fi networks

Our networks are carefully planned and designed to support the best experience that can be provided for everyone. Deploying 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.

Security constraints:

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

• Use of all external network hardware such as routers, switches, access points, chromecasts, mobile tethering and MiFi devices are strictly forbidden. The venue is actively monitored and any unauthorised devices will be terminated, if found.

• Devices connected to our networks cannot reach each other, only the internet.

Standard available networks

Venue Wi-Fi

An official event Wi-Fi network is provided for your internet connectivity needs, 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 only operates on the 5 GHz band

• Meant for lightweight usage (email, browsing, instant messages and low video streaming at 1080p)

• During peak times you may experience delays due to network congestion

• Older devices may not be supported the 5Ghz frequency band, please review your hardware specification sheet or consult your technical team
  
  

Internet-enabled network cables

Your site activation will include a single ethernet cable as standard, with internet connectivity. If required, an additional ethernet point up this can be purchased from our Collision partner store, upon completion of your network survey. Please review the following terms to ensure support for your devices:

Bandwidth

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

• by default, this cable will be allocated a maximum speed of 10Mbps

• dedicated bandwidth can be purchased at our Collision partner store

Device support

• Your ethernet 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

If you have additional connectivity needs, completing our network connectivity survey is required. Once completed and reviewed, a member of the network team will contact you and discuss the best-suited option.

Which package is best for me?

Venue Wi-Fi

Allows for light usage such as browsing the internet, sending and receiving emails, and 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 steadier and more reliable internet usage, such as streaming video with a greater degree of reliability. The maximum speed by default is 10Mbps.

Complex requirements

Collision currently offers packages to cater for various 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 before May 6. 

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

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 3 through our submission platform. 

Rigging will be accommodated where possible, but not all locations on site can support rigging. Please contact your Partner Success 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 plan for your activation. This is required to make proper arrangements for your service drops. You must clearly indicate where each service should be placed. 

All service placement plan submissions must be submitted by May 10 through the service plan section on our stand submission platform.

Electrics

All Electrics must be ordered through the Collision Partner store. Please reach out to your Partner Success Manager who must create your account on the store. Once created you can view the electrical options available. 

Water

Water connections are by request to your Partner Success Manager, and any costs will be charged through the Collision partner store before May 24. Please indicate the water connection location on the service plan submission.

Purchasing of sevices can be done so via the Collision Partner Store. Please Reach out to your Partner Success Manager who can provide access to the Collision Partner store

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 24

• The approved building permit must be received by Collision Prior to June 5. 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 16.

• If Toronto Building determines a permit is not required for your stand, written proof must be submitted to Collision no later than June 5. 

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:

**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.

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 2 and will close on May 17 Please book all of your required products and services before this date, as we can’t guarantee that late requests will be facilitated. 

Our Partner Store offers the following services:

Electrics 

All electrics for your stand must be purchased from our partner store. The exact location for the electrics to be dropped can be shared via your services plan. Please review the instructions on the services plan carefully and submit your request in a timely manner in order to ensure the correct services placement. Late submissions will be difficult to accommodate and are not guaranteed.

Custom Connectivity

If you require additional connectivity for your stand please complete our Connectivity form and our ICT will advise on the package that suits your needs best. Once confirmed your Partner Success Manager can share a custom link to purchase this package. 

Standard cleaning 

More information on cleaning will be coming soon. 

Rigging

Once your rigging plan has been reviewed by the Collision team, your Partner Success Manager will advise on the next steps. 

Water Connection

If you require a water connection for your stand, this can be made available through our store upon request. 

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.

To ensure the delivery of goods and services on-site, store management requests that all orders are paid in advance of May 3.  

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

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 12 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 16th.  This should include all carpentry, sanding and painting work.  If the space is not clear of all build-related items by 10:00PM on Sunday June 16th, 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 17th from 7am to 3pm. Partners are permitted to leave small items used for booth dressing. The site will close at 3pm on Monday, June 17th and there will be no access until 7am on Tuesday, June 18th.  

Marshalling yard 

Load out 

The event finishes at 5pm on June 20. 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 11:00AM  June 21 - NO EXCEPTIONS. 

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.

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 out the venue will be a construction zone - including, but not limited to, all indoor areas, the loading dock areas, the 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.

Health and Safety Checklist

Please revert back to the stand builder app here where you are required to complete the Health and Safety checklist.

This information is coming soon.

Further details in relation to Shipping, Storage, Drayage and Material handling can be found here. 

Please let your Partner Success Manager know if you require an introduction to the venue shipping/storage supplier.

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.

This information is coming soon.