📋Before the event

• Register all attending staff - contact Nicky for your registration discount code
• Book accommodation at the conference venue, the Westin Harbour Castle Hotel (special rates available) 
• Order furniture, graphics or booth set up through GES
  Deadline to submit your graphic files 28 October 2025 12:00pm
• Order power, AV equipment, internet through Encore order form ✉️ whcsales@encoreglobal.com 
• Order lighting through Freedom Electrical ✉️ info@freedomelectrical.ca cc:  max@freedomelectrical.ca
• Plan freight logistics
  • Meet advance price deadline for GES orders → 28 October 2025 (12:00pm)
  • Advance shipments: Accepted 17 October – 10 November 2025 (9:00am–3:00pm)
  • Direct shipments: Accepted at the venue 18 November 2025 (12:00pm–7:00pm)
  • There is no space at the hotel for you to store boxes - please arrange for this separately.

NOTE THE DEADLINE OF 28 OCTOBER 2025 - FOR SUBMISSION OF GRAPHIC FILES

• Power is included.
• Access to free venue Wi-Fi is included.
• Furniture and graphics are NOT included. These services can be ordered separately through GES.
• AV equipment and cabled internet are NOT included. These services can be ordered separately through Encore.

Need additional furniture or graphics? Please order through GES: Espresso by GES
If you need further information, please contact:

Nathan Wesley
GES Exhibitor Services
✉️ nwesley@ges.com
📞 +1-647-321-1289

Deadline to submit your graphic files: 28 October 2025, 12:00pm

Need power or AV equipment? These must be ordered in advance via Encore by completing this order form and sending to:

Encore
✉️ whcsales@encoreglobal.com
📞 +1-416-892-8848

Note that the advanced rates are available if the order is placed 10 days or more before the show opening.

Exhibitors are responsible for ensuring any electrical equipment brought onsite carries a valid CSA or UL certification label, and proof of liability insurance may be required by the venue.

Need additional lighting? Please contact Freedom Electrical, including booth name, number and lighting options and quantities. Options are:

When submitting your order, be sure to include both of the below email addresses.

Natalya
✉️ info@freedomelectrical.ca
📞 Office: (905) 738-8722
Max
✉️ max@freedomelectrical.ca
📞 Cell: (437) 989-6226

Complimentary Wi-Fi will be available throughout the venue for all attendees – capped at 7MB per device.

Exhibitors who require a high-priority wired internet connection (recommended for live demos or streaming) may order this directly through Encore.

• It will be the responsibility of exhibitors to arrange set-up of their own exhibits. The hotel does not supply any manpower to bring convention equipment and supplies to the convention level.
• It is expected that the type of display will allow for company representatives to carry in all materials by hand. If you require something heavy to be moved, please contact:  Nathan Wesley at GES Exhibitor Services ✉️ nwesley@ges.com 📞 +1-647-321-1289
• The hotel does not have any storage space available for crates or boxes. Please ensure that move in personnel can either store boxes under your display table or remove crates from the property.
• No one under the age of 16 years may be allowed in the exhibit area during move-in/out. During these times, exhibit halls and loading dock areas are considered hazardous work zones. Accordingly the following are strictly prohibited:  consumption of alcoholic beverages, unsafe or reckless behavior, and any activities that may create hazardous conditions.
• No exhibition construction over 42 inches in height is permitted in the front one half of the booth.  Construction in the back one-half of the booth space is limited to 8’ in height, including signage.
• Due to the nature of the venue space, use of hanging signage (ceiling or otherwise) as part of any exhibitor’s display is not permitted in the Exhibition area General floor standing signage is acceptable.  Nothing is to be attached to the walls. 

Each complimentary exhibitor ticket lets you join in on all the food, talks, welcome reception, networking and Awards dinner. Please ensure you have purchased any extra staff tickets required, prior to the event. If you are uncertain as to what codes to use, please email Nicky.

After Hours Admission to Exhibit Hall
For security reasons, the exhibit areas will be closed to all persons, including exhibitors from ½ hour after the close each evening and until one hour prior to opening each day.

Cleaning
Each exhibitor will be responsible to keep their exhibition space clean at all times. Cleaning should take place at times other than show hours.

Distribution of Materials
Distribution of literature or any materials is limited to the Exhibitor’s assigned booth space and will not be permitted in any other part of the conference venue, including, but not limited to meeting rooms or other areas of the Hotel. eMHIC reserves the right to dispose of any and all unauthorized materials found outside of an Exhibitor’s assigned space.

Food & Beverage
Served in the exhibition hall including arrival refreshments, morning and afternoon tea breaks, lunch and networking drinks before the gala dinner.

The Westin Harbour Castle is the exclusive caterer. Due to liability and legal restrictions, no outside food or beverages of any kind may be brought into the hotel by the suppliers.  If you would like to apply for an exemption due to a Giveaway, please contact Kim.

Health & Safety
Fire hose cabinets and exit doors must be left accessible and in full view at all times. All display material must be flameproof and subject to inspection by the Fire Department. No inflammable liquids or substances may be used or shown in the Exhibit Hall.  Exhibitor Safety guidelines can be found here Espresso by GES.

Liability

• The Westin doesn’t require any liability insurance from exhibitors.

• eMHIC not be responsible nor liable for injury to the person or property of the exhibitors, their guests, invitees, employees, or agents. Furthermore, the exhibitor agrees to hold harmless and defend eMHIC, its officers, directors, employees, and agents from any liability of personal injury and loss or property damage. All property of an exhibitor is understood to remain in his/her care, custody, and control in transit to or from within the confines of the Exhibit Hall. Should your exhibition materials fail to arrive, the exhibitor is nevertheless responsible for the booth rental fees.

• Furthermore, the exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of injury to persons or damage to the exhibitor’s displays, equipment or other property brought upon the premises of the Hotel. The exhibitor also agrees to indemnify, defend and hold harmless the eMHIC, Westin Harbour Castle Hotel and its owners, servants, agents, employees and GES against all claims or expense for such losses, including reasonable attorney’s fees, arising out of or caused by its installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole gross negligence of eMHIC or its Board of Directors and employees, the Hotel and its employees, agents and employees of GES.

• The exhibitor understands that neither eMHIC, nor the Hotel, maintain insurance covering the exhibitor’s property and that it is the sole responsibility of the exhibitor to obtain such insurance. Each exhibitor acknowledges that they are responsible for obtaining property insurance for its exhibit and display materials including coverage for damage, theft or injury of any nature, and any claims arising from any activities conducted through the duration of the Conference, including move-in, Conference days and move-out.

Noise Levels
In general, exhibitors may use sound equipment in their areas so long as the noise level does not interfere with the activities in adjacent booths.

Security
The hotel has standard security measures.  It is not intended to protect individual exhibit booth contents. eMHIC will not be responsible for the loss of any material or for any cause for injury to persons and urges booth personnel to use good judgement in securing their supplies, instrumentation, and confidential information during and after exhibit hours.

Use of Exhibit Space

• All business activities of the Exhibitor must be confined to the Exhibitor’s assigned space and shall not interfere with normal traffic. The aisles are common property and may not be obstructed or used to display additional exhibit materials or to conduct demonstrations. Exhibitors will not place demonstrations or entertainment areas near the aisle line of their exhibit if it is expected that many attendees will congregate at any given time. Should spectators interfere with the normal traffic flow in the aisle or overflow into neighbouring exhibits, eMHIC will request the limitation or elimination of the presentation.

• No signs or other articles shall be fastened to wall brackets or other electrical fixtures. The use of thumbtacks, double sided tape (rubber backing type), scotch tape, nails, screws, bolts and spikes or any tool or material which could damage the floor or walls is prohibited. No adhesive backed (stick-on) decals or similar promotional items are permitted in the hotel or Conference Centre.

• Exhibitors will be held responsible for any damage done to the Westin Harbour Castle by them or their employees. No nails, tacks, or screws shall be driven into walls, woodwork, or flooring of the building.

Questions? Please email kim@emhicglobal.com