For your convenience, we are pleased to provide you with important information on our Exhibitor Hub online, including resources to successfully transport, set-up/tear-down, and equip or furnish your booth.

Please fill out each form and return it to each vendor as indicated. It is essential that all forms are submitted as early as possible to ensure you receive the best possible rates. Note the service deadlines for each form. If you have any questions, please contact the vendors directly using the numbers listed on the forms or below.

REMINDER - Your booth comes with pipe and drape only. Please order any additional items such as furnishings, internet, power, parking, etc. prior to your move-in date.  Carefully review each section below to ensure full preparation for canfitpro 2023.

Click Here for more information.

Move In

  • Move-in time to the MTCC south loading docks
    Your specific move-in time to the MTCC South Loading Docks will be scheduled sometime on:
    • Wednesday, August 16th between 2:00 PM – 6:00 PM  OR
    • Thursday, August 17th between 7:00 AM – 8:00 PM
  • Instructions for booking a move-in time
    1. Schedule your move-in using: Voyage Control. Voyage Control opens on August 1st. You will not be able to register for a move-in time before then. For more information, download the Loading Dock Management System instructions.
    2. Click Sign Up and enter all of your information (or Log In if you are a returning user).
    3. Choose the canfitpro 2023 event, and then from the list choose the move-in time that was provided to you. You will be required to enter the booking code which was also provided to you by email to be able to select your time slot.
    4. Voyage Control will ask you which Dock Area – Hall D or E – you would like to book in.
    5. Once completed you will receive a “dock pass” via email. Please provide this pass to your driver.

*If you have any issues with Voyage Control, please contact Voyage Control Customer Support: (416) 585-8313 | DockReservations@mtccc.com

  • Quick links
  • Important reminders:
    • Exhibits must be fully installed by 8:00 PM on August 17th.
    • The Trade Show will be open to exhibitors for booth prep before the show opens on Friday, August 18th at 9:00 AM (trade show opens at 11:30 AM) and on Saturday, August 19th at 7:00 AM (trade show opens at 9:00 AM).
    • If you do not need the loading dock and will be hand-carrying in small items from the parking lot, then you can come in at any time during the Thursday move-in period OR during booth prep hours (as of 9:00 AM) on Friday. In this case, please use the Bremner Service Elevators instead of the passenger elevators which will take you directly from the parking lot into Hall E.
    • Material Handling Forms – NOTE: material handled by Freeman will be charged according to the rates listed within the service manual. Should you prefer to be responsible for the off-loading of your own materials, please complete and return the “Material Handling Exemption Form” to Freeman prior to the first day of move-in. Otherwise, Freeman will handle your freight and charge you.
    • SAFETY INFORMATION: It is the responsibility of every exhibitor to ensure that booth set up/tear down staff have proper Personal Protective Equipment (PPE). For the duration of move-in/set-up on Wednesday and Thursday and move-out/tear-down on Saturday the trade show floor is considered a construction site. Any staff working during these times should wear protective footwear during this time as stipulated in the Occupational Health & Safety Act. Anyone found not wearing approved CSA safety shoes will be asked to leave the exhibit hall by the ministry and will cause to shut down the event. CSA-APPROVED SAFETY SHOES are mandatory for exhibit set up. NO OPEN TOE FOOTWEAR OR FLIP FLOPS!

Move Out

  • Move-out time
    All move-out will occur on:
    • Saturday, August 19th between 5:30 PM – 10:00 PM
  • All exhibitor materials must be removed from the exhibit facility by 10:00 PM on August 19th, 2023. Voyage Control will also be used for move-out. For more information, download the Loading Dock Management System instructions.

  • Quick Links

Click Here for more information.

Tips & Tricks

New to exhibiting? Or just want new ideas and tips on the best ways to maximize your exhibiting experience? Read our Exhibitor Tips & Tricks for information on marketing yourself before and at the expo!

Marketing Materials

Use the hashtags #canfitpro2023 and #canfitpro in any of your canfitpro 2023 posts!

Branding

Branding
Should you use our company and/or event name in any of your materials please follow our guidelines. You should always write canfitpro in lowercase. Please do NOT use Can-Fit-Pro, CanFitPro, Can Fit Pro or CanFit.  The proper event name is "canfitpro 2023 Global Conference and Trade Show."

If you would like more ways to get promote your company or your presence at canfitpro 2023, consult our Advertise Page or contact b2b@canfitpro.com

Click Here for more info

FREEMAN is the official exhibit service provider for the canfitpro 2023 event and all of your booth ordering necessities. Through FREEMAN you have the opportunity to order furnishings, equipment, and accessories for your booth to really make your presence at canfitpro 2023 stand out.

Advanced online order discount rate deadline -July 19, 2023

  • FAQs and Help page
  • Phone: 416-252-2420 Fax: 416-252-2365
  • Order Online Here
  • FULL Freeman Exhibitor Kit and Rentals (all show information and ordering) – Coming soon
    • Quick Facts
    • Material Handling – Coming Soon - NOTE: material handled by Freeman will be charged according to the rates listed within the service manual. Should you prefer to be responsible for the off-loading of materials, please complete and return the "Material Handling Exemption Form" to Freeman prior to the first day of move-in.
    • Booth Space Example Image

FREEMAN is also our official shipping and customs broker for canfitpro 2022 and will assist you in ensuring all your items arrive at the show on-time and safely.

Advanced warehouse shipping - August 9, 2023

canfitpro 2023 Global Conference and Trade Show will be returning to the Metro Toronto Convention Centre for another fantastic event! See below for all the required information. 

NOTE - if you would like to give out food and beverage samples during the show, you MUST get approval from the venue first (see form below)

Booth services early bird rate (save up to 41% off!) -August 2, 2023

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.

  • Email: troy@conexsys.com
  • Phone: Toronto - (905) 405 -8415, Toll Free - (800) 661-5319
  • 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. If you have not seen the login email, please contact Santiago at smartinez@canfitpro.com to have the link re-sent
  • 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.

If you would like to order lead retrieval manually or if you're experiencing any issues, please fill out this form and send it to smartinez@canfitpro.com: Conexsys Lead Retrieval

SHOWTECH Power & Lighting is the exclusive supplier of rental lighting, temporary electrical, sign/banner hanging, and mechanical services for the Metro Toronto Convention Centre.

Discount Pricing -July 26th, 2023
Regular Pricing - July 27th - August 16th, 2023

For reference, please see the pricing below for a regular outlet (12Amp, 1500W, 120V):

  • Discount pricing: $209.00
  • Regular pricing: $299.00
  • Show site pricing: $359.00

If you have never ordered from our online ordering portal, please create a new account with a username and password to log in first.

Please access the direct online ordering link below with Google Chrome to view pricing and/or order online.

Stagevision Inc. is canfitpro's preferred audio and visual provider for canfitpro 2023. Their services include flat screen monitors, touch screen monitors, computer accessories, and audio equipment.

Advance Deadline - TBD

  • Email:TBD
  • Phone: TDB
  • Order link: TBD

Click here to read about our insurance requirements. Email smartinez@canfitpro.com with a copy of your insurance certificate by July 31, 2023.

Need Exhibitor Insurance? Order Online 

canfitpro is pleased to offer group rates at the following hotels. Please keep in mind that hotels often sell out months in advance, so book early! When booking, make sure to mention that you are with canfitpro 2023 Global Conference and Trade Show to receive the special group rate. Book by July 2023 to take advantage of these special rates! Click here for full rates and details.

If you would like to purchase the opportunity to provide promotional offerings in the registration kits given out to delegates and consumers onsite, please contact your Account Manager for more information. If you have already purchased kit inserts, you must first provide digital proof of your item prior to shipping the inserts to the fulfillment house.

Digital Proof Deadline: May 31, 2023, send to smartinez@canfitpro.com to get the mailing address

Insert Shipping Deadline to Fulfillment House: July 15, 2023

For all your printing needs including bag inserts, brochures, coupons, etc, Fit2Print has preferred rates for your business. Once your insert has been approved by canfitpro, you can send the digital file to Fit2Print no later than July 17, 2023.

Click Here to learn more.

Exhibitor Communications

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 31st,, 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 issupplied 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 19th, 2023.  

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

 

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

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 15th, 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 15th, 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 16th 2:00pm – 6:00pm 
  • Thursday, August 17th 7:00am – 8:00pm 
  • Friday, August 18th 9:00am – 7:00pm 
  • Saturday, August 19th 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 16th between 2:00 – 6:00pm or on Thursday August 17th between 7:00am – 8:00pm.

 

Exhibits must be fully installed by 8:00pm on August 17th. The Trade Show will be open to exhibitors for booth prep on Friday August 18th at 9:00am (doors open at 11:30 am) and on Saturday August 19th 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 31st, 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 31st 

  

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!

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