Welcome to the Exhibitor Resource Hub canfitpro GLOBAL Conference & Trade Show
Here, you’ll find everything you need for a successful trade show experience, from booth transport and setup to outfitting and teardown.
Each vendor link provides access to specific services for your booth—such as furniture, power, Wi-Fi, and more. Be sure to review each vendor’s offerings, rates, and deadlines by clicking on each category below.
Additionally, the Metro Toronto Convention Centre (MTCC) requires a few essential forms, like Fire Safety and Catering, forms that can be found in the MTCC menu option. Please complete and submit each one as instructed.
For any questions along the way, feel free to reach out to vendors directly—contact details are included in each section below.
IMPORTANT REMINDER: Your booth is supplied with pipe and drape only*.
Please order items such as furnishings, internet, power, parking, etc. before your move-in date using the vendors displayed below.
Carefully review each section below to ensure full preparation for canfitpro Global.
Important Exhibitor Information
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 14th 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 15th and 7:30 AM on Saturday August 16th.
- Move-out is on Saturday, August 16th 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 13th - 2:00 PM – 6:00 PM
- Thursday, August 14th - 7:00 AM – 8:00 PM
- Friday, August 15th - 9:00 AM – 6:00 PM
- Saturday, August 16th - 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.
-
Pack Up Your Booth: Pack up your materials once the trade show ends and ensure everything is ready to go.
-
Notify a Floor Monitor: Let a floor monitor on the Freeman or canfitpro team know that you are packed and ready for move-out.
-
Verification: A floor monitor will verify that your booth is fully packed and ready for transport.
-
Head to the Docks Desk: After verification, you’ll be directed to the Docks Desk near the loading docks to book your move-out time onsite.
-
Dock Access: Once your move-out is booked, a dock staff will coordinate with you, allowing you to bring your vehicle into the loading dock area for loading and moving out.
This streamlined process helps ensure an efficient and seamless move-out for everyone.
SESSION BREAK SCHEDULE
|
Friday, August 15th |
Saturday, August 16th |
|
Opening Ceremonies/Keynote 9:00 AM – 10:30 AM |
Trade Show Opens for Exhibitors 7:00 AM |
|
Trade Show Opens for Exhibitors 9:00 AM |
Trade Show Opens 9:00 AM |
|
Trade Show Opens 10:30 AM |
Session Break 9:00 AM – 9:30 AM |
|
Session Break 11:30 AM – 1:30 PM |
Session Break 11:00 AM – 1:00 PM |
|
Session Break 3:00 PM – 4:00 PM |
Session Break 2:30 PM – 3:15 PM |
|
Trade Show Closes 6:00 PM |
Trade Show Closes 5:00 PM |
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
Move-in & Move-out
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:
- 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.
- Select the canfitpro Global event, then choose the move-in time provided to you.
- Enter your booking code (emailed to you) to confirm your time slot.
- Choose the dock area: Hall E.
- 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
Important Move-In reminders:
- All exhibits must be fully installed by 8:00 PM on Thursday, August 14.
- Booth prep is available:
- Friday, August 15th: 9:00 AM (show opens at 10:30 AM)
- Saturday, August 16th: 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 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
IMPORTANT NOTICE: The Toronto Blue Jays have scheduled games during the entire week, so please plan accordingly, as some streets will be closed for fans.
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.
Important Advisories for Move Out Phase:
Saturday, August 16, 2025 - Event Ends: 5:00 PM
Dock Entry (Vehicle Access) Opening Time: 6:00 PM
- Dock reservation times will not be available in advance.
- A dock entry pass (QR code) must be obtained in order for any vehicle to be permitted entry into the loading docks.
- A QR code pass can be obtained from the onsite VOYAGE CONTROL Desk after the event has ended.
- Vehicles will not be permitted into the loading docks until after the show aisle carpet has been removed.
-
Pack Up Your Booth: Pack up your materials once the trade show ends and ensure everything is ready to go.
-
Notify a Floor Monitor: Let a floor monitor on the MTCC team know that you are packed and ready for move-out.
-
Verification: A floor monitor will verify that your booth is fully packed and ready for transport.
-
Head to the Docks Desk: After verification, you’ll be directed to the Docks Desk near the loading docks to book your move-out time onsite.
-
Dock Access: Once your move-out is booked, a dock staff will coordinate with you, allowing you to bring your vehicle into the loading dock area for loading and moving out.
This streamlined process helps ensure an efficient and seamless move-out for everyone.
Learn more here: Loading Dock Management System instructions
Rules & Regulations
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 14th, 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 16th, 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.
Exhibitor Marketing Banners, Logos, & Tips
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/
- Logos:
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
Important Deadlines
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 16th, 2025
Internet, Sample Food & Beverage Authorization, Parking Pass, etc
MTCC
Early Bird Deadline for Parking, Cleaning, Internet, and Telecommunications – July 30th, 2025
Fire Safety Form Submission – July 14th, 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
Booth Furnishings, Material Handling, Customs and Transportation - Freeman
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
Parking Passes, Internet, Catering, Food Sampling, etc. - Metro Toronto Convention Centre (MTCC)
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:
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 14th, 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
Badge Registration & Lead Retrieval Scanners - Conexsys
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.
Power & Lighting Services - Showtech
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 15th, 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.
Audio Visual equipment - Stagevision
Please contact sdrake@stagevision.com to rent AV equipment for your booth.
Exhibitor Insurance
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.
Hotel Information
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!
Prizing and Bags Inserts
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!
Promotional Inserts Printing Services
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.
SCAM ALERT
In past years, we have received information on at least one company passing themselves off as representing canfitpro or acting on our behalf. If anyone reaches out to you in an attempt to sell something (delegates' contact information, databases, hotel rooms, travel solutions, etc.), they are NOT connected to canfitpro in any way.
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.
Exhibitor Communications
canfitpro Global event - Exhibitor Information # 1
Dear canfitpro Global Conference and Trade Show Exhibitor,
Please find below important information regarding your participation in the canfitpro Global Trade show.
DISCOUNT CODE
Full Conference Registration
Get the full canfitpro event experience by registering for the conference! Exhibitors receive a 25% discount* off one (1) full conference registration, using the assigned code (contact smartinez@canfitpro.com if you haven't received it yet). This code can be used by any of your staff members to register for the 2-day conference on Aug 9-10, and cannot be used on single days or 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, 2024, to receive the 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 Resource Hub carefully to ensure that you don’t miss any important deadlines.
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 Global that need to be registered by August 15, 2025. 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 use your exhibitor portal, which will be sent to the main contact for your company in the coming days.
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 Click Here for Accomodations
EXHIBITOR ASSETS
If you haven’t done so, please sign and send us the Exhibitor Regulations document that was included in the onboarding email, no later than May 31, 2025. Let me know if you need us to send it again.
Additionally, for those who haven’t done so, send us the following information and assets 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 a couple of weeks including your booth number and location. We thank you for your patience on this matter.
Please don’t hesitate to contact me if you have any questions.
Thank you!
canfitpro Global event - Exhibitor Information #2
Dear canfitpro GLOBAL Exhibitor,
Please see below important information for your participation at this year's event:
FOOD AND BEVERAGE SAMPLING
If you plan to sample any food or beverages at the show, you must obtain written authorization from the venue.
Click here for the Authorization Request form. Complete and submit it to catering@mtccc.com before the event.
INSURANCE
You can get your insurance by clicking on the link in the Exhibitor Resource Hub - Exhibitor Insurance. Please send me a copy of your Certificate of Liability Insurance for us to have on file by July 31st, 2025.
SHIPPING, CUSTOMS & ADVANCE WAREHOUSE
Freeman is the official shipping and customs broker for canfitpro Global. They provide transportation, customs clearance, and advance warehouse services to ensure your materials arrive on time and safely.
For details, visit the Exhibitor Hub under Point 6 – Freeman.
BOOTH FURNISHINGS
Freeman is also the official exhibit service provider, offering furnishings, equipment, and accessories to enhance your booth.
Reminder: Your booth only includes pipe and drape. Any additional items must be ordered in advance.
Visit the Exhibitor Resource Hub (Point 6 – Freeman) to place your order before move-in.
BAG INSERTS – Deadlines and Guidelines
If you’d like to include a product sample or insert in the 2,500 delegate bags (fitness professionals) and/or 2,500 consumer bags (fitness enthusiasts), you can do so FREE of charge* (you only cover printing and shipping costs). Contact your Account Manager for details.
For promotional materials (coupons, flyers, postcards, brochures), this opportunity is available for a fee.
Important Deadlines:
- May 31, 2025 – Digital proof submission
- June 28, 2025 – Final packaging approval for registration kits
- July 14, 2025 – Deadline to ship samples to our fulfillment house
After July 14, no exceptions can be made, as the fulfillment house will begin packing bags immediately.
Thank you, and we look forward to seeing you at canfitpro Global!
*Inserts can NOT ask visitors to make any purchase. Examples of inserts that can be added free of charge include but are 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.
Thank you, and we look forward to seeing you at canfitpro Global!
canfitpro Global event - Exhibitor Information #3
Dear canfitpro GLOBAL Exhibitor,
As we approach the event, please review these key reminders and deadlines to ensure a smooth experience.
BADGE REGISTRATION & PICKUP
Exhibitor staff badges must be registered by August 15, 2025. You should have received a registration email from Conexsys. If not, please contact Santiago at smartinez@canfitpro.com to have it resent.
Badge Pickup Location: Exhibitor Registration Desk (Level 800, South Building)
Pickup Times:
- Wednesday, August 13 | 2:00 PM – 6:00 PM
- Thursday, August 14 | 7:00 AM – 8:00 PM
- Friday, August 15 | 9:00 AM – 7:00 PM
- Saturday, August 16 | 7:30 AM – 5:30 PM
We recommend picking up your badges early to avoid long lines.
LEAD RETRIEVAL SCANNERS
Want to collect leads from delegates and consumers? Order a Lead Retrieval Scanner through your Exhibitor Portal. Attendees will have a barcode on their badge for easy lead collection.
MOVE-IN AND SETUP
Your move-in time will be scheduled for one of these dates and timeslots:
-
Wednesday, August 13 | 2:00 PM – 6:00 PM
-
Thursday, August 14 | 7:00 AM – 1:00 PM
-
Thursday, August 14 | 1:00 PM – 6:00 PM
All exhibits must be fully set up by 8:00 PM on August 14. Booth prep access will be available:
- Friday, August 15 | 9:00 AM (Show opens at 10:30 AM)
- Saturday, August 16 | 7:30 AM (Show opens at 9:00 AM)
Note: If you are hand-carrying small items from the parking lot and do not need the loading dock, you may arrive at any time during the move-in period or booth prep hours.
canfitpro Global event - Exhibitor Information # 4
Dear canfitpro Global Exhibitor,
As we get closer to the event, please review the following important updates and deadlines.
HOTELS
We’ve secured exclusive rates for canfitpro GLOBAL exhibitors, sponsors, and delegates. Rooms are limited and filling quickly, so book your stay as soon as possible.
Click HERE to learn more about the different hotel options we have available.
SAFETY INFORMATION
During move-in (Wednesday & Thursday) and move-out (Saturday), the trade show floor is considered a construction site, and all booth setup/tear-down staff must wear CSA-approved safety shoes.
- Open-toe shoes and flip-flops are NOT permitted.
- Anyone without proper footwear may be removed from the exhibit hall, which could impact the event.
For full details, review the Protective Footwear Guidelines.
For more information on safety guidelines, booth setup, deadlines, and more, please visit the Exhibitor Resource Hub.
We invite exhibitors to contribute prizes for various contests and giveaways—an excellent way to get your product directly into the hands of fitness professionals and consumers.
Prize Opportunities:
- Social Media Contests (pre-event & during the event)
- Trade Show App Contest
- PRO TRAINER Celebration Draw Prize
- Post-Event Delegate Survey Winner
We will allocate prizes to the most suitable contest and provide you with winner details for shipping after the event.
To contribute, please reply with product details, quantity, and value by June 30, 2025.
PRO TRAINER Gala and Awards Celebration
This special in-person event recognizes our PRO TRAINERS, key influencers in the fitness industry. Exhibitors who donate prizes will be acknowledged at the event, and their logos will be featured in a presentation.
Ways to Participate:
- High-value draw prizes (TVs, smartwatches, trips, etc.)
- Swag Bag Sponsorship (200 branded bags)
- Product samples & coupons for PRO TRAINER swag bags
- E-coupons or virtual prizes
To take part, confirm your contribution by June 30, with product delivery to canfitpro’s head office by July 31.
BAG INSERTS – FINAL DEADLINES
Get your product samples or non-promotional inserts into 2,500 delegate bags and/or 2,500 consumer bags—for FREE (just cover printing & shipping costs).
Deadlines:
- EXTENDED: - June 30: Digital proof submission
- July 23: Shipment arrival at the fulfillment house
For promotional coupons, flyers, postcards, or brochures, a small fee applies. Contact your Account Manager to participate.
Note: Free inserts cannot require a purchase. Acceptable items include free samples, brochures, or booth promotions. canfitpro reserves the right to deny any insert that does not meet guidelines.
SCAM ALERT!
In previous years, we’ve been made aware of unauthorized companies falsely claiming to represent canfitpro. If anyone contacts you offering attendee lists, hotel rooms, or other services on our behalf, they are not affiliated with us. canfitpro does not sell contact lists. If you receive a suspicious inquiry, please let us know.
Please let me know if you have any questions.
Thank you!