Dear canfitpro 2023 Global Conference and Trade Show Exhibitor,

Please find below important information regarding your participation in the canfitpro 2023 Trade show.

DISCOUNT CODE

Full Conference Registration 

Get the full canfitpro 2023 experience by registering for the conference! Exhibitors receive a 25% discount* off one (1) conference registration, using code EXHIBTR23.  The code can only be used once on any sessions Friday-Sunday and cannot be used on Intensives (you can still register for intensives, but you must pay for them). It also includes access to the trade show. Click here to register for the conference. 
*Must register by July 31, 2023 to receive discount 

EXHIBITOR HUB

The Exhibitor HUB contains all the information you need for the upcoming event, including due dates & deadlines, contact information, move-in & move out details, marketing initiatives, and the exhibitor forms from our vendors for booth furnishings, internet, electrical, parking passes, etc. It is strongly encouraged that you read the Exhibitor Hub carefully to ensure that you don’t miss any important deadlines.

à https://www.canfitpro.com/events2023/global/exhibitorhub/

BADGE REGISTRATION

Registration will be done through Conexsys giving delegates and exhibitors live accessibility to their accounts and features of the show. Each booth is allotted a specific number of staff badges for canfitpro 2023 that need to be registered by August 18, 2023. Please note that if you have rotating staff, please use the generic "Booth Staff" title to avoid extra charges for staff that isn't in the booth the entire weekend.

To register your booth staff in advance, please register them through your exhibitor portal which will be sent to the main contact for your company soon.

BOOK YOUR HOTEL

canfitpro group rates are in effect at several hotels in the downtown Toronto area. Please keep in mind that hotels often sell out months in advance, so book early! When booking, make sure to read the special instructions for each hotel to receive the special rate. With various booking deadlines throughout the month of July, make sure to check out the page below for rates and booking deadlines.

à https://www.canfitpro.com/events2023/global/travel-hotel/

EXHIBITOR ASSETS

If you haven’t done so, please sign and send us the Exhibitor Regulations document no later than May 5, 2023. Please see attached.

Additionally, for those who haven’t, send us the following information and assets in order to be included in our exhibitor directory in the July/August issue of canfitpro Magazine, by the same deadline:

Company name:

Company logo:

50-Word Company description:

City that company is located in:

Company phone number:

Company email address:

Company website:

I will be sending more information in about 2 weeks. Please don’t hesitate to contact me if you have any questions.

Thanks!

Dear canfitpro 2023 Exhibitor,  

Please see below some important information about your upcoming participation at the canfitpro 2023 Trade Show: 

FOOD AND BEVERAGE SAMPLING  

Reminder – if you would like to sample ANY food or beverage samples during the show, you MUST get written authorization from the venue first. Click here for the Authorization Request form. Fill it out and send it back to the MTCC at catering@mtccc.com.  

INSURANCE  

You can get your insurance by clicking on the following link: https://www.exhibitorinsurance.com/pub/cnt/. Please send me a copy of your Certificate of Liability Insurance for us to have on file no later than by July 31^st,, 2023.   

BADGE REGISTRATION  

Registration will be done through Conexsys giving delegates and exhibitors live accessibility to their accounts and features of the show. Each booth is allotted a specific number of staff badges for canfitpro 2023 that need to be registered prior to the day of the show. Please note that if you have rotating staff, please use the generic "Booth Staff" title to avoid extra charges for staff that isn't in the booth the entire weekend.

To register your booth staff in advance, please register them through your exhibitor portal which you should have received thus week. If you have not seen the login email, please contact Santiago at smartinez@canfitpro.com to have the link re-sent

SHIPPING, CUSTOMS & ADVANCE WAREHOUSE  

Freeman is our official shipping and customs broker for canfitpro 2023 and will assist you in ensuring all your items arrive at the show on-time and safely. They provide transportation, customs clearance, and advance warehouse services. For more information, go to the Exhibitor Hub under point 6 – FREEMAN.

NOTE: If you are coming to the show from outside of Canada and would like a copy of the “Border to Show Off-Site” authorization letter granted by the Canada Border Services Agency to facilitate border procedures, please let me know and I will send you a copy.  

BOOTH FURNISHINGS  

FREEMAN is also the official exhibit service provider for canfitpro 2023 and all your booth ordering necessities. Through FREEMAN you can order furnishings, equipment, and accessories for your booth to really make your presence at the show stand out. REMINDER – your booth is supplied with pipe and drape only, for anything else please order prior to your move-in date! Click the link below to go to the Exhibitor Hub and find FREEMAN under point 6. Take advance of discount pricing and order by July 19^th, 2023.  

https://www.canfitpro.com/events2023/global/exhibitorhub/

BAG INSERTS – digital proof due May 31^st and arrival at kitting house due week of July 15^th  

If you would like to offer a product sample or insert* in the 2500 delegate bags and/or the 2500 consumer bags you can do so FREE OF CHARGE! You are responsible for shipping costs. Please contact your Account Manager for more information.  

For promotional coupons, flyers, postcards, and brochures, this marketing opportunity can be purchased for a fee. You are responsible for printing and shipping costs. Please contact your Account Manager for more information.  

*Inserts can NOT ask visitors to make any purchase. Examples of inserts that can be added free of charge include but not limited to: Free sample or gift at your booth, informational brochure, contact information, etc. canfitpro reserves the right to deny the inclusion of any insert if it doesn’t abide by our guidelines. 

The deadline to send us a digital proof of one unit of your product’s packaging that will go into the registration kits is June 15^th, 2023. Once that’s confirmed I will give you the address of our fulfillment house, where you can ship your samples to before the deadline of July 15^th, 2023. Once this deadlines has passed, we won’t be able to make any exceptions to insert samples or brochures as the fulfillment house will start packing the bags the day after this date. 

Thank you!  

Dear canfitpro 2023 Exhibitor, 

Please read below some friendly reminders and deadlines:   

HOTELS

canfitpro has secured exclusive hotel rates for our exhibitors at the Fairmont Hotel. With only 15 rooms left, time is running out to take advantage of these special rates to make your presence at the canfitpro 2023 Trade Show memorable.

Fairmont Royal York

100 Front Street West

Toronto, ON

Canada M5J 1E3

Fairmont Luxury Room - $359/night

Booking Link: https://book.passkey.com/go/CANF0823002

RULES & REGULATIONS 

If you have not already read our Rules & Regulations in the Exhibitor Hub, please click here to read them over. It is important to follow these to ensure a smooth and successful show for everyone. 

Reminder: Exhibitors are prohibited from selling and or displaying products/services and or other materials outside of their exhibit space and exhibition area during the event. Also please read over the rules and height restrictions to be mindful about not blocking sightlines of your neighbors. 

BADGE REGISTRATION & PICKUP 

A booth registration email has been through Conexsys. Each booth is allotted a specific number of staff badges for canfitpro 2023 that need to be registered by August 18, 2023. If you haven’t received the email, please contact Santiago at smartinez@canfitpro.com so we can resend it.

The Exhibitor Registration desk will be located right outside of the Trade Show on the 800 level. You must pick up you badges and exhibitor kit prior to the start of the show on Wednesday or Thursday, however the desk will remain open all weekend. I suggest doing this earlier rather than later to avoid a long lineup. The exhibitor registration desk hours are as follows: 

• Wednesday August 16^th 2:00pm – 6:00pm 
• Thursday, August 17^th 7:00am – 8:00pm 
• Friday, August 18^th 9:00am – 7:00pm 
• Saturday, August 19^th 7:30am – 5:30pm 

LEAD RETRIEVAL SCANNERS 

Conexsys Lead Retrieval Form - Click the "Order Lead Retrieval" in your Exhibitor Portal to do it all online! Consumer attendees registering for free trade show tickets will also receive a badge with a barcode, allowing exhibitors who rent lead retrieval scanners to collect leads from both delegates and consumers. 

MOVE-IN AND SETUP 

Once we have our move-in schedule and logistics finalized, I will be sending it to you with all the information you will need for your move-in. Your move-in time will be scheduled sometime on Wednesday August 16^th between 2:00 – 6:00pm or on Thursday August 17^th between 7:00am – 8:00pm.

Exhibits must be fully installed by 8:00pm on August 17^th. The Trade Show will be open to exhibitors for booth prep on Friday August 18^th at 9:00am (doors open at 11:30 am) and on Saturday August 19^th at 7:30am (doors open at 9:00am).

NOTE: If you do not need the loading dock and will be hand-carrying in small items from the parking lot, then you can come at any time during the move-in period or during booth prep hours before opening on Friday. 

PARKING 

Order your parking passes online at http://www.mtccc.com/online-ordering-tool/. Early bird rate ends July 31^st, 2023.  

Parking passes are to be picked up at the MTCC Exhibitor Services counter in the exhibit hall during event move-in / set up. If you are unable to pick up your parking passes during regular service hours, they may also be picked up at the closest Parking Office after the service desk has closed or up to one hour prior to the end of the event. Parking Offices are located at the entrance / exit of the parking garages in the North Building (Level 5A) or the South Building (off of Level 600). The parking passes are required to exit the garage. 

INSURANCE 

Click here to read about our insurance requirements. Please send me a copy of your Certificate of Liability Insurance for us to have on file by July 31^st.  

Reminder – the Exhibitor Hub can be found here: https://www.canfitpro.com/events2023/global/exhibitorhub/

Please let me know if you have any questions. 

We’re looking forward to a great show! 

Santiago Martinez

Events Sponsorship & Marketing Coordinator

canfitpro | CANADIAN FITNESS PROFESSIONALS

Let’s Connect! Click to view my availability,

Local: 416-493-3515 | Toll Free: 1-800-667-5622

Web: www.canfitpro.com

SCAM ALERT

In past years, we have received information on at least one company passing themselves off as either representing canfitpro or acting on our behalf. If anyone reaches out to you in an attempt to sell something (databases, hotel rooms, travel solutions, etc.), they are NOT connected to canfitpro.

canfitpro does not sell contact lists, and if we ever partnered with another organization, we would introduce you to them through an email originating from canfitpro. Should you be approached by a suspicious individual or company, please let us know so we can take the appropriate action.

Thank you!