IMPORTANT EXHIBITOR INFORMATION

IMPORTANT UPDATE: The canfitpro Global Conference and Trade Show will return in the SOUTH BUILDING at the Metro Toronto Convention Centre in Toronto, ON.

OPENING CEREMONIES – Friday, August 15

All conference delegates are invited to the Opening Ceremonies which will take place in Halls F & G on the 800-level located right next to the trade show, from 9:00 AM – 10:30 AM.

TRADE SHOW HOURS
Friday, August 15 - 10:30 AM – 6:00 PM
Saturday, August 16 - 9:00 AM – 5:00 PM

The trade show opens on Friday at 10:30 AM, right after the Opening Ceremonies. Expect a rush of attendees when the doors open! Please ensure you're at your booth and ready to go by 10:00 AM.

MOVE-IN SCHEDULE

To prevent overcrowding during load-in, a schedule has been set for Wednesday, August 13, and Thursday, August 14. Your assigned time slot will be emailed to you a few weeks before the event. For more details about move-in, visit the 'Move-In/Move-Out' section on the Exhibitor Resource Hub page.

SET-UP & TEAR DOWN

Exhibitors must check-in at the canfitpro Exhibitor Registration Desk (found on level 800 outside the Trade Show) prior to setting up.

• Exhibits must be fully assembled by Thursday, August 14^th at 8:00 PM.
• The trade show will be open for booth prep prior to the show opening as of 9:00 AM on Friday, August 15^th and 7:30 AM on Saturday August 16^th.
• Move-out is on Saturday, August 16^th from 5:00 PM – 10:00 PM.

EXHIBITOR BADGES

Register your booth staff in advance through the exhibitor portal, which will be sent to your company’s main contact. If you haven’t received the login email, contact Santiago at smartinez@canfitpro.com to have it resent.

All booth staff must have an exhibitor badge to enter the show. Badges can be picked up at the Exhibitor Registration Desk on level 800 by the trade Show entrance.

Please note: Exhibitor badges are for booth staff only. Failure to comply with these regulations will result in penalty and possible prohibition from exhibiting in the future. In the event that you have rotating staff throughout the weekend, use “Booth Staff” as a badge identifier to avoid having to order a large number of badges.

EXHIBITOR REGISTRATION DESK

The Exhibitor Registration desk hours are:

• Wednesday, August 13^th - 2:00 PM – 6:00 PM
• Thursday, August 14^th - 7:00 AM – 8:00 PM
• Friday, August 15^th - 9:00 AM – 6:00 PM
• Saturday, August 16^th - 7:30 AM – 5:00 PM

Note: Exhibitor Registration Desk will be located on level 800 outside of the Trade Show.

LOAD-OUT PROCEDURE

• Aisle carpeting must be removed prior to any exhibitors loading out. Please do not put any boxes or materials on the aisles.
• Dollies are available on a first come first served basis. They will be released in the loading dock area for exhibitors to use after the aisle carpeting is removed.

 SESSION BREAK SCHEDULE

ON-SITE TRADE SHOW STAFF (Email, text, or call)

Santiago Martinez – smartinez@canfitpro.com – 416-648-5312

Christina Leeming – cleeming@canfitpro.com – 905-531-4312

Planning your move-in and move-out for the trade show is essential to ensure a smooth experience. Below, you'll find key details and instructions to help you schedule your load-in and load-out times, along with important reminders to keep everything running efficiently and safely.

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 on:

• • Wednesday, August 13th between 2:00 PM – 6:00 PM 

              or

• • Thursda,y August 14th between 7:00 AM – 8:00 PM

• How to Schedule Your Move-In:
  • Use Voyage Control to schedule your exact move-in time. Access opens on the week of July 14, 2025 (Note: This date is tentative). You cannot register before this date.
  • For detailed guidance, download the Loading Dock Management System Instructions.

Steps to Schedule:

1. Go to Voyage Control and Sign Up (or Log In if you're a returning user). We will share the link once we have confirmation that the system is functional.

1. Select the canfitpro Global event, then choose the move-in time provided to you.
2. Enter your booking code (emailed to you) to confirm your time slot.
3. Choose the dock area: Hall E.
4. Once completed, you'll receive a dock pass via email. Provide this to your driver.

Need Help?
If you have issues with Voyage Control, contact:

• Customer Support: (416) 585-8313
• Email: DockReservations@mtccc.com

Quick links

• FREEMAN Move-in FAQs
• Voyage Control FAQs

Important Move-In reminders:

• All exhibits must be fully installed by 8:00 PM on Thursday, August 14.
• Booth prep is available:
  • Friday, August 15^th: 9:00 AM (show opens at 10:30 AM)
  • Saturday, August 16^th: 7:30 AM (show opens at 9:30 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.

NOTE: DO NOT park on Bremner Blvd. or Simcoe St., as street parking is not allowed. 

Material Handling Forms:

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 and high-visibility vests during this time as stipulated in the Occupational Health & Safety Act. Anyone found not wearing approved CSA safety shoes and vest will be asked to leave the exhibit hall by the ministry which will cause to shut down the event. CSA-APPROVED SAFETY SHOES and high visibility vests are mandatory for exhibit setup. NO OPEN-TOE FOOTWEAR OR FLIP-FLOPS. If you don't have this equipment, please go to the MTCC Service Desk to purchase them.

Move Out

• Scheduled Move-Out Times:
  All move-outs will occur on:
  • Move-out will occur on Saturday, August 16 from 5:00 PM to 10:00 PM.
  • All exhibitor materials must be removed by 10:00 PM on August 16, 2025

Load-Out Procedure:

• Aisle carpeting must be removed prior to any exhibitors loading out. Please do not put any boxes or materials on the aisles.
• Dollies are available on a first come first served basis. They will be released in the loading dock area for exhibitors to use after the aisle carpeting is removed.

Learn more here: Loading Dock Management System instructions

EXHIBITOR RULES & REGULATIONS

PAYMENTS AND CANCELLATIONS
Deposits are due immediately. Exhibitors not paying in full will be notified when installments are late and will have 10 days to pay outstanding balances. canfitpro has the right to reassign or sell exhibitor booth spaces for payments not made within that time.  Any outstanding payments must be paid before the Exhibition Date.  Exhibitors failing to make the final payment as required will forfeit their right as an exhibitor and will lose their deposit(s). All sales are final.  Any exhibitor cancelling this agreement at any time will not be reimbursed on deposits or full payments.

BOOTH DETAILS
Single booth space measures 5’x10’ or 10’x10’ as per exhibitor selection upon registration.  Each booth is supplied with 8ft high back draping and 3ft high side draping (black).  Trade show aisles will be carpeted in tuxedo (grey speckled).  Furnishings and carpet within the booth are the sole responsibility of the exhibitor.  Exhibitor fee does not include admission to conference sessions. 

BOOTH PLACEMENT
canfitpro will attempt to honor all booth placements (for accounts in good standing) based on requested locations, however, requested placements are not guaranteed. canfitpro shall be the final authority in assigning space. canfitpro reserves the right to change the floor plan or to move an exhibitor to another booth location prior to or during the event for any reason.

BOOTH SET-UP/TEAR-DOWN
Inline Booths - display materials should be arranged in such a manner so as not to obstruct sight lines of neighboring exhibitors. The maximum height of 8’ is allowed only in the rear half of the booth space, with a 4’ height restriction imposed on all materials in the remaining space forward to the aisle.

Island/Peninsula Booths The entire cubic content of the space may be used up to the maximum allowable height of 12', including signage. For displays greater than 12' in height, please submit detailed drawings to show management, Santiago Martinez at smartinez@canfitpro.com for approval.

All booths must be set-up by 9:00PM on Thursday, August 14^th, 2025. Exhibitor booths must be staffed at all times.  Exhibitors must leave their booth 45 minutes after closing time. Exhibitors must remain open in accordance with the show schedule published prior or to the event, or as amended by canfitpro. NO BREAKING DOWN OR DISMANTLING OF EXHIBITS will be permitted before the event officially closes at 5:00PM on Saturday, August 16^th, 2025.  If an exhibitor infringes this rule, they will be assessed a fee of $1,000.00 and may be banned from future canfitpro events.

EXHIBITOR BADGES
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. All staff working your booth must have an exhibitor badge for entry to the show. Please note: Exhibitor badges are for booth staff only. Failure to comply with these regulations will result in penalty and possible prohibition from exhibiting in the future. In the event that you have rotating staff throughout the weekend, use “Booth Staff” as a badge identifier to avoid having to order a large number of badges.

NO SHOW POLICY
If an exhibitor, through circumstances beyond their control, is delayed in arrival for set-up, the exhibitor must notify canfitpro Trade Show staff.  Failure to notify canfitpro Trade Show staff may result in resale of booth space and no refund will be made.

BOOTH SUBLETTING
The subletting, assignment or apportionment of the whole or any part of the booth space by any exhibitor is prohibited.  No exhibitor may permit any other party to exhibit in their space.

EXCESSIVE NOISE & MUSIC
canfitpro maintains a maximum level of 80-decibels for all exhibitors at its Trade Shows. This level has been identified as a safe level for trade shows by the Canadian Centre for Occupational Health and Safety (CCOHS). To ensure a successful Trade Show for all companies, canfitpro reserves the right to monitor sound usage and restrict and eliminate the music and other audio demonstrations in an exhibitor's booth at its discretion. Questionable exhibits shall be modified at the request of canfitpro. canfitpro reserves the right to close the exhibit of any exhibitor who refuses to conform to the rules which apply to all exhibitors.

SALES AND MARKETING
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.

SAMPLES/SELLING FOOD OR BEVERAGES
The Metro Toronto Convention Centre has the exclusive food and beverage distribution rights within the convention centre. Exhibitors may sample or sell food/beverages products ONLY upon written authorization.  Please see the MTCC – Authorization Request Sample Food and Beverage Distribution Form in the Exhibitor Hub for details.

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

• Banners & Graphics (right-click to "save as" and hyperlink to https://www.canfitpro.com/events2024/global/
  • "We're Exhibiting" banner 1
  • "We're Exhibiting" banner 2
  • "We're Sponsoring" banner 
• Logos:
  • canfitpro Global event logo - White, transparent background
  • canfitpro Global event logo - Blue, transparent background

Use the hashtags #canfitproGLOBAL2025 and #canfitpro in any of your social media 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 Global Conference and Trade Show."

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

Shipping & Customs

Freeman

Advanced Freight Deadline – August 6, 2025, 4:00 PM ET (Premium will be applied after this date)

Show Site Receiving - Wednesday, August 13, 2025, at 2:00 PM(per targeted move-in)

Show Site Deadline - Thursday, August 14, 2025, at 8:00 PM

Show Decorator (booth furnishings, material handling)

Freeman

Furnishings Online Discount Date - Wednesday, July 16^th, 2025

Internet, Sample Food & Beverage Authorization, Parking Pass, etc

MTCC

Early Bird Deadline for Parking, Cleaning, Internet, and Telecommunications – July 30^th, 2025

Fire Safety Form Submission – July 14^th, 2025

Lead Retrieval

Conexsys

Early bird deadline – Friday, July 25, 2025

Exhibitor Badge Registration deadline – August 15, 2025

Power & Lighting & Banner Hanging

SHOWTECH

Discount Pricing – July 23, 2025*

Regular Pricing – July 24 - August 15, 2025*

Insurance

Send the insurance certificate to smartinez@canfitpro.com by July 24, 2025

Hotel and Accommodations

Click Here to book your room at our preferred hotels.

Discount Pricing until July 2025 *based on availability.

Kitting – Bag Inserts

Maracle Mailing

Send digital proof by or before May 31, 2025, to smartinez@canfitpro.com to get approval and the address of the fulfillment house.

Insert Shipping deadline to arrive at fulfillment house – July 23, 2025

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

Advanced online order discount rate deadline -July 16, 2025

• FAQs and Help page
• Phone: 416-252-2420 Fax: 416-252-2365
• 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 before the first day of move-in.
  • Booth Space Example Image

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

Advanced warehouse shipping - August 6, 2025

• Freeman, 61 Browns Line, Toronto, Ontario, Canada M8W 3S2
• Email: exhibittrans.canada@freemanco.com
• Phone: (877) 478-1113 for US & Canadian Exhibitors, (905) 951-1612 for International Exhibitors
• Transportation & Customs Order Forms available online under shipping
• Click Here for Printable Labels (for the Advanced Shipment Warehouse) - TBD
• Click Here for Printable Labels (to Ship Directly to Show Site) - TBD

Order Online Here

canfitpro Global Conference and Trade Show will return 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!) - July 30th, 2025

For Internet, Parking Passes, Booth Cleaning and more:

ORDER ONLINE HERE

Questions? Contact MTCC here:

• Email: exhibitor-services@mtccc.com
• Phone: (416) 585-8387 Fax: (416) 585-8388

IMPORTANT: PERSONAL PROTECTIVE EQUIPMENT (PPE)
All exhibitors, service providers and Show Management personnel working on the show floor during move-in and move-out periods are required to wear approved Personal Protective Equipment (PPE), such as CSA approved (or equivalent) safety shoes, high visibility vests, hard hats, harnesses, gloves and safety eyewear and is to be used when warranted by safety considerations. All exhibitor service providers must adhere to the Occupational Health and Safety Act, Ontario Regulations 213/91 – Construction Projects and 851/90 – Industrial Establishments. Contact your Event Manager for further details.

Click here to learn more about protective footwear.

• FULL Printable Exhibitor Forms Package
  • Catering Forms - any catering including water, coffee, food, or ice
  • Sample Food & Beverage Authorization Request Form - NOTE: you cannot sample food or beverages without MTCC's approval first.
  • Emergency Procedures
  • Fire Regulations and Fire Safety Reply - Deadline – July 14^th, 2025
  • Guidelines for Exhibitors
  • Marshalling Yard
  • Exhibitor Services Business Centre
  • Helium Authorization Request Form
  • Propane & Gas Appliances
  • Rigging Policy and Overhead Work
  • MTCC Team Contacts
  • Metro Toronto Convention Centre Recycling Program and also watch:  https://www.youtube.com/watch?v=xESO0pz11wM

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 Global 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 (LINK TBD)

Early Bird rate ends on July 24, 2025.

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 23rd, 2025
Regular Pricing - July 24th - August 15^th, 2025

SHOWTECH has a three-tier pricing structure for exhibitors as below:

THREE-TIER PRICING

• Advance: Discount pricing available until 3 weeks before move-in.
• Standard: Available after the advance price date has passed and up before move-in.
• On-site: Available when move-in begins.

For example, here’s the 2025 pricing for a basic power outlet (12Amp, 1500W, 120V):

• Advance: $230.00
• Standard: $330.00
• On-site: $396.00

Email: info@showtech.ca
Phone: (855) 746- 9832 or (905) 283-0550

If you have never ordered from the 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.

Order Online  Here

Please contact sdrake@stagevision.com to rent AV equipment for your booth.

Click here to learn about our insurance requirements. Email smartinez@canfitpro.com with a copy of your insurance certificate by July 31, 2025.

Need Exhibitor Insurance? Order Here or fill out this form and submit to info@exhibitorinsurance.com.

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 Global Conference and Trade Show to receive the special group rate.

Book by July 2025 to take advantage of these special rates!

Click here for full rates and details.

PRIZING

We appreciate your support in making canfitpro Global a success! Prizing and giveaways play a key role in engaging our delegates and promoting your brand to fitness professionals, consumers, and influencers. This is a great opportunity to get your products directly into the hands of key industry figures.

How to Contribute

If you're interested in donating a prize, please reply by May 31, 2025, with details about the product, quantity, and value.

Prize Opportunities:

• Social Media Contests (pre-event & during event)
• Trade Show App Contest
• PRO TRAINER Gala Draw Prize (see more information below)
• Post-Event Surveys

We will match your prize to the most suitable contest and provide winner details for shipping after the event.

PRO TRAINER Gala and Awards Celebration – August 15

We are also hosting an in-person PRO TRAINER Gala at the conference to celebrate our fitness educators. This is a great way to showcase your brand to influential fitness professionals with large followings and growing customer bases.

Ways to Participate:

• High-value draw prizes (TVs, smartwatches, trips, etc.)
• Swag Bag Sponsor (200 branded bags)
• Product samples & coupons for swag bags
• e-Coupons or virtual prizes

Deadlines:

• June 30: Contact smartinez@canfitpro.com to confirm your contributions—prize, quantity, description, value, and how you'd like to participate.  
• July 31: Deliver products to the canfitpro head office

We appreciate any contributions that help us recognize the incredible work of our PRO TRAINER team.

BAG INSERTS

If your sponsorship agreement includes them or if you're an exhibitor who purchased bag inserts, you must first provide digital proof of your item before shipping the inserts to the fulfillment house:

Digital Proof Deadline: May 31, 2024, send to smartinez@canfitpro.com to get the mailing address

Inserts Shipping Deadline to Fulfillment House: July 23, 2024

If you don't have inserts, are you ready to showcase your brand to THOUSANDS of enthusiastic fitness fanatics? If you answered YES, then we’ve got an incredible opportunity just for you!

🎁 Boost Your Brand Visibility: Imagine your product, sample, or free giveaway voucher landing directly into the hands of thousands of fitness professionals and consumers through our exclusive swag bags! And guess what? This opportunity is FREE for you!

⏳ Limited Time: Don't miss out! Act now to secure your spot in our much-anticipated swag bags. This is a perfect chance to make a lasting impression on a highly engaged audience.

📞 Contact Us Today! Please email us to grab this fantastic opportunity. Our team is here to answer any questions and assist you every step of the way.

Thank you for your support—we look forward to seeing you at canfitpro Global Conference and Trade Show!

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 14, 2025.

Click Here to learn more about prices, quantities, and how to order.