Trade Show Move-In Procedures –
Tuesday, February 1, 2011

Due to the enforced health and safety regulations, all EXHIBIT MATERIALS (booth structure, decor, giveaways, literature, etc.) must be moved into your booth on Tuesday, February 1, 2011 or you risk forfeiting your Trade Show booth space.

It is the responsibility of every exhibitor to ensure that booth set up/tear down staff have proper CSA-APPROVED SAFETY SHOES which are mandatory for exhibit set up.

View Move-in Schedule (PDF)

Staggered Move-in

In order to organize a smooth move-in, Stronco Show Services will draw up a move-in schedule based on the final requirements of the Trade Show. All move-in takes place between Noon and 6 pm on Tuesday February 1, 2011.

• Note: Staggered Move-in times are assigned by the general service contractor to assist HRPA with a smooth trade show move-in. Not moving in at the assigned time could result in additional delays and possible charges to the exhibitor.
• Move-In Times - Move-In Schedule
  All exhibitors will be notified in mid-January with a Move-In schedule.

Move-in and Move-out Procedures

• Exhibitors with “hand carry” items who do not need to utilize the marshalling yard or loading dock are permitted to personally carry goods to their booth via a main entrance. However, these items are defined by being able to be carried in one hand, or under one arm. Two wheel dollies and hand carts are forbidden through the street entrance. Exhibitors must adhere to move-in and move-out schedules.
• Passenger elevators and escalators ARE NOT TO BE USED for transporting freight or equipment from level to level. This includes chairs, tables, etc.
• Exhibitors are not permitted to off load, or load personal vehicles at the parking garage entrance to the MTCC. Pedestrian access must be safely maintained at all times.
• All vehicles that need to use the docks, must first report to the Vehicle Marshalling Yard located at 24 Bathurst St. in Toronto. The Yard will be open one hour before move-in and move-out times. All exhibitors must strictly adhere to their scheduled move-in and move-out times. Vehicles will be ushered from the Marshalling Yard to the docks at the MTCC by staff.
• HRPA will have a preferred provider of material handling services for freight entering the
• HRPA show floor via the loading dock. Exhibitors requiring use of the loading docks can opt to use the preferred show services contractor for material handling services. Exhibitors can make individual arrangements directly with the preferred show services contractor for unloading, delivery and loading of materials. A material handling form outlining all services and related costs will be provided in near future as an exhibit kit from the preferred show services contractor and also uploaded to conference website.
• There will be NO equipment available to be used or rented at the show.
• Exhibit halls, loading dock areas and “back of the house” service areas are considered hazardous work areas. There shall be no drinking of alcoholic beverages, no horseplay and any unsafe conditions or activities. It is recommended that no one under the age of 16 be allowed in these areas. Protective footwear must be worn during move-in and move-out.
• All materials must be removed from the MTCC by 8:00 pm on Friday, February 4, 2011. HRPA reserves the right to have materials left on the trade show floor after this deadline removed at the exhibitor’s expense. If forced removal of exhibitor materials is necessary, materials will be removed from the floor by shoe services contractor and delivered to their warehouse. The exhibitor will be contacted to make arrangements for pick-up or delivery. The above mentioned handling of materials will be charged directly to the exhibitor.
• The exhibitor section of HRPA’s Annual Conference website contains important information, forms and deadlines for your convenience. This website is available all year round and can be accessed at www.hrpa.ca/conf2011exhibitors