EXHIBITOR FAQ's

If you have any questions or concerns during The PAL Show please visit the show office. Our staff will be on site to assist you with any problems that you may encounter at show site.

ADVERTISING

Q: How do I advertise at the show?
A: The PAL Show offers a full compliment of sponsorship opportunities that will help you to give your products and services the exposure they deserve. Click here for a full list of our sponsorship opportunities. You’ll be able to view a list of available opportunities including the Show Shuttle Bus, Show Bags & Lanyards, and several spirited social events.

Q: How do I advertise in the show guide?
A: If you’re interested in advertising in the Show Guide, click here for more information.

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ATTENDEES

Q: Is the show open to the public? How much is admission?
A: Admission to the show is restricted to Trade and Business visitors ONLY. Admission is free with proof of Industry affiliation (e.g. personalized business card). To avoid delays onsite, you can register online. Click here for more information.

Q: Can I bring my children to the show?
A: You must be 16 or older to register for the PAL Show. Children under the age of 16 must be accompanied by an adult at all times. Please note that due to the operation of heavy machinery, children under the age of 16 are not permitted on the show floor during Move-In/Out.

Q: How many booths do attendees usually visit?
A: On average, attendees will visit 16 – 25 exhibits. A visit is defined as entering a booth and spending at least five minutes with a company. Out of the total booth visits, 75% are planned prior to the show. This means that attendees make an agenda before they arrive at the show. For that reason, we highly recommend pre-show advertising.

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BOOTH AND EXHIBIT HALL REGULATIONS

Q: How tall can my display be?
A: To protect other exhibitors from occlusion, the maximum allowable height to which a given booth may extend is a function of booth size, shape, and location. If you do not know what type of booth you occupy, please consult the Floor Plan (have your booth number ready) along with the IAEE Display Rules located in the Exhibitor Manual. If your exhibit exceeds the limits noted, please complete and submit a Booth Variance Form found in the Exhibitor Manual.

Booth Type* Max Height
Linear Booth 8ft @ back wall
Corner Booth 8ft @ back wall
Perimeter Booth 12ft @ back wall
End-cap Booth 8ft back, 4ft front
Peninsula Booth 16 - 20ft @ back wall**
Split Island 16 - 20ft @ any point
Island Booth 16 - 20ft @ any point

*Please consult IAEE guidelines if your type does not appear
**Please see IAEE guidelines as specifications vary by location

Q: Should we tip the contractors?
A: Show Management and service contractors have established a strict “no tipping” rule. Exhibitors must observe this rule during the entire period of the show, from the commencement of installation until the completion of tear down. This rule means that no exhibitor, or representative of an exhibitor, may give any amount of gratuities, tips, or gifts of any kind to workers, foreman, or anyone else connected with the hauling of equipment or setting-up/removal of the exhibit for any reason whatsoever.

Q: What is an acceptable noise level?
A: Any Exhibitor demonstrating equipment that exceeds 85 decibels will be required to have one of the following: a sound room, headphones, or a sound barrier. Companies displaying drum sets are asked to use drum risers and to remove drum thrones from their exhibit. Exhibitors are required to post warnings that sound levels within the sound room may be harmful.

Q: Can I serve food and/or beverages in my booth?
A: Any food or beverages, including bottled water that is to be distributed by an exhibitor must be ordered from the facility.

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BOOTH PAYMENTS & CANCELLATIONS

Q: What is the booth payment schedule?
A: 50% of your total space costs are due upon application prior to March 9, 2012. Exhibitors must pay their booth dues in full no later than March 9, 2012. Applications received on or after March 10th must be accompanied by 100% of the total cost of the exhibit space. If full payment is outstanding upon move-in, Show Management reserves the right to expropriate the exhibit space in question.

Q: How do I make a booth payment?
A: Cheques for exhibit space must be made payable to Music Industries Association of Canada in Canadian funds. Credit cards such as Visa, MasterCard, and American Express will be accepted. To make a booth payment, please contact Janice Secchiano at 416-490-1871 x 105 or janice@miac.net.

Q: How do I cancel my booth at The PAL Show?
A: Exhibitors are legally bound to the terms and conditions cited on the Application & Exhibit Space Contract. The Exhibitor and MIAC must be in mutual agreement over the termination of the contract, which must be declared in writing. Cancellations are subject to charges according to the following cancellation schedule:

Cancellation DateCancellation Fees
Prior to February 13, 2012Exhibitors owe 25% of their total exhibit space cost
Between February 13, 2012 & March 9, 2012Exhibitors owe 50% of their total exhibit space cost
After March 9, 2012Exhibitors owe 100% of their total exhibit space cost
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BOOTH SET-UP

Q: How can I see where my booth is located on the exhibit floor?
A: Please click here to view the most current floor plan. This floor plan will offer a scaled representation of the entire exhibit hall, including your booth location and number.

Q: When can I move into/tear down my booth?
A: Exhibitors must observe the move-in and move-out schedule. Click here to view color-coded floor plan which delineates when the show floor will be available to exhibitors as a function of their booth location. Last minute changes will not be permitted. If you wish to change your scheduled installation date, please contact Janice Secchiano at janice@miac.net no later than April 27, 2012.

Q: What if we need more time to setup our booth?
A: If your exhibit requires additional set-up time than the scheduled hours permit, please make arrangements with Show Management by completing the ‘Additional Set-Up/Dismantle Form’ located in the General Forms Section of the exhibitor manual. The deadline for submitting this form is March 30, 2012.

Q: What is included in my booth package?
A: Standard booth equipment/furnishings are provided to all exhibitors who occupy linear/in-line or peninsula booth configurations up to 300 square feet. This equipment consists of an 8’ draped back wall and 3’ high draped sidewalls, and a 7” x 44” booth identification sign that indicates the exhibitor’s name and booth number. Carpet and electricity is not part of the standard booth equipment and must be arranged for separately. Island booths do not receive any standard booth equipment.

Q: Can I setup my own booth?
A: Exhibiting companies may set their own exhibits or may choose to use the services of an EAC (Exhibitor Appointed Contractor).

Q: What if I use a company other than the official service providers to assist with my booth installation/set-up?
A: Exhibitors utilizing the services of any EAC (Exhibitor Appointed Contractor) other than those appointed by Show Management must obtain permission from Show Management. Permission to use an alternative contractor will not be granted for utilities, cleaning, or material handling services.

Q: Do I need to wear protective gear?
A: All tradeshow exhibitors, personnel, and affiliates must wear close-toed shoes or boots during the process of move-in, booth construction and move-out. For safety reasons, as mandated by the Ministry of Health and Safety, individuals wearing open-toed shoes will NOT be permitted to enter the facility. During the process of booth construction and tear-down, workers conducting the aerial assembly/disassembly of any kind of rigging, truss, or other equipment must be wearing a safety harness to prevent accidental injury or death.

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DATES AND TIMES

Q: When does The PAL Show take place?
A: The PAL Show will be held on Sunday and Monday May 13 & 14, 2012.

Q: What are the show hours?
A: The show will be open to attendees from 10:00 a.m. to 6:00 p.m. daily. Exhibitors conducting business at the show are expected to conclude theirtrading prior to 6:00 p.m. If you wish to have a meeting on the show floor outside of show hours, you must complete a “Non-Show Hours Booth Meetings Form”

(See Exhibitor Manual). Meetings will not be permitted more than one hour prior to the opening or following the closing of the show.

Q: What are the move-in dates and times?
A: Move-In Dates & Times

Friday
May 11, 2012
8:00 a.m. to 6:00 p.m.

Saturday
May 12, 2012
8:00 a.m. to 6:00 p.m.

Exhibitors must observe the move-in schedule located in the “forms” section of the exhibitor manual. This color coded floor plan indicates when exhibitors are free to move-in as a function of their booth location. Last minute changes will not be permitted. If you wish to change your scheduled move-in date, please contact Janice Secchiano at janice@miac.net no later than March 30, 2012.

Q: What are the move-out dates and times?
A: Move-Out Dates & Times

Monday
May 14, 2012
6:30 p.m. – 11:00 p.m.

Tuesday
May 15, 2012
7:00 a.m. – 1:00 p.m.

Tear-down and move-out will begin promptly at 6:01 p.m. Out of courtesy to neighboring booths, DO NOT dismantle your exhibit prior 6:00 p.m. The removal of the aisle carpet will begin at approximately 6:30 p.m. and will take at least one hour to complete. Once aisle carpet has been rolled, empty cartons and crates will be returned to your booth.

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MATERIAL HANDLING

Q: Can I ship my booth materials in advance? Will they be in my booth when I arrive at the International Centre?
A: The official freight carrier for The PAL Show is Lange Transportation who will oversee any requests for advanced warehouse services. Be advised that advanced freight should be shipped at least one week prior to your scheduled move-in. To apply for advanced warehouse services, please complete the required form (see Exhibitor Manual). Please submit the required forms no later than May 4, 2012. Late forms may not be processed.

Lange will deliver all advance shipments to the booth number indicated on the Bill of Lading or delivery slip. This slip must also indicate the number of pieces, type of merchandise, and cargo weight. Shipments arriving during the exhibitor’s absence will be accepted and stamped. However, Show Management, the International Centre, and GES Canada are NOT responsible for lost, missing, and or damaged freight.

Q: Can I store materials following the show?
A: Lange Transportation will handle storage services following the show. Please consult the exhibitor manual for detailed information along with the appropriate forms. Please submit the required forms no later than May 4, 2012.

Q: If I ship my booth materials directly to the International Centre, will it be placed in by booth?
A: Shipments may be sent directly to the International Centre during scheduled move-in dates and hours. Shipments arriving during the exhibitor’s absence will be accepted and stamped. However, Show Management, the International Centre, and GES Canada are NOT responsible for lost, missing, and or damaged freight. Shipments sent to the International Centre prior to scheduled move-in dates and times will NOT be accepted and will be returned to sender.

Q: What does “Free Material Handling & Drayage” service consist of?
A: The FREE material handling service includes unloading of inbound shipments, movement of exhibit material to exhibit booths, crate storage & return, and the movement of exhibit material from the booth to the loading docks. This service does not include assembly and disassembly. Forklifts with drivers and crate storage are provided at no cost to the exhibitor. Dollies and hand trucks are also available for exhibitors to use at the receiving entrances on a first-come, first-served basis, free of charge.

Q: How can I receive deliveries during the show?
A: The International Centre will NOT receive any mailings or packages addressed to exhibitors or attendees, nor will the MIAC office. Please do not have any such materials sent to The PAL Show.

Q: Will exhibitors have access to a PA system?
A: The public address system is reserved for show announcements and emergencies only. Use will be restricted to messages necessary to the efficient operation of the show.

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MOVE-IN PROCEDURES

Q: When can I move-in?
A: Exhibitor move-in will take place in accordance with the Move-in schedule provided in the Exhibitor Manual. Your move-in date and time is a function of your location on the show floor. Please be advised that we cannot accommodate last minute requests for a change in move-in time. If you cannot move-in at the time indicated by the move-in schedule, please contact MIAC well in advance of the show.

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REGISTRATION, BADGES, AND VIP PASSES

Q: How do I register for the show?
A: Exhibitor badge registration may be conducted online, in advance of the show (recommended), or at show site.

Please observe the following on-site registration schedule:

Saturday
May 12, 2012
10:00 am to 5:30 pm

Sunday
May 13, 2012
9:00 am to 6:00 pm

Monday
May 14, 2012
9:00 am to 5:30 pm

Q: How do I change or cancel a registration?
A: Registration changes must be completed with MicroSpec, the show registration service provider. You may contact registration services at MIAC@microspec.com.

Q: How many badges is my company allowed to have?
A: There is no limit to the amount of exhibitor badges provided. However, please DO NOT register your guests as "Exhibitors". If you wish to invite or register important clients, please read on to learn more about our VIP Passes.

Q: How do I distribute VIP passes?
A: The VIP Guest Pass will be available on our website. Once you have registered as an exhibitor, you will be presented with a password that will allow you to access the VIP Pass. Once you download the electronic VIP Pass, you’re free to distribute it to an unlimited number of guests.

Q: Can I register onsite?
A: Yes, onsite registration will be located in the lobby of the exhibit Hall.

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SHOW SUPPLIERS AND BOOTH AMENITIES

Q: How can I arrange for signage, furniture, plants, or booth decorations?
A: GES is the appointed show decorator and will facilitate any requests for furniture, plants, props, pipe & drape, and other decorations. To request services from GES, you must complete and submit the necessary form (see Exhibitor Manual) no later than April 27, 2012.

Q: How can I arrange for a display, HDTV, or any other form of A/V equipment?
A: Westbury National Show Systems is the official show supplier for audiovisual services. You’ll find the Westbury order from in the Exhibitor Manual. To learn more about Westbury’s services, visit http://www.westbury.com/

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TRAVEL AND ACCOMMODATIONS

Host Hotels

Q: Where can I stay during the show?
A: MIAC encourages exhibitors to take advantage of the special rates that we’ve arranged at our participating host hotel. For added savings, you may also qualify for our Dealer Appreciation program. For the latest rates and information, visit http://miac.net/miac.show/venue.travel.info/hotel.info.php

Q: How can I commute to and from the show?
A: A series of shuttle busses that will carry exhibitors and attendees between the host hotel and the show site. The shuttle busses are slated to leave the hotels every 30 mins starting at 7:30 a.m. and concluding at 7:00 p.m. The journey takes approximately 15 minutes (allow for variation as traffic conditions may differ).

Q: Is there a car rental company in the area?
A: There are a number of car rental agencies in the vicinity. Many of them have locations at Pearson International Airport. Enterprise Car Rental will pick you up from anywhere; the 24 hr toll free number is 1-800-261-7331.

Air Travel

Q: Which airport should I travel to?
A: The International Centre is located minutes from Toronto's Pearson International Airport (YYZ). Check the website for updates and discount air fares.

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FURTHER INQUIRIES

Q: Can I use my Camera or Camcorder at the Show?
A: Yes, the use of camera and recording equipment is permitted at the show.

Q: Are the seminars and training sessions at the show free?
A: Unless otherwise indicated, many of the seminars, training sessions, and presentations at the show are free of charge to registered exhibitors and attendees.

Q: What is the Incubator Program?
A: If you own or operate a company that has been in business for 18 months or less, and have not previously exhibited at MIAC, you may qualify for a $500 CDN discount on your first 10'x 10' booth. For more information, contact the MIAC Office at 416‑490-1871 or Toll Free 877‑490-MIAC (6422).

Q: My Question is not here, who should I contact?
A: For more information, contact Janice Secchiano, Trade Show Coordinator at 416‑490-1871 or Toll Free 877‑490‑MIAC (6422).