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Consumer/Trade Show Regulations
In order to ensure that your Consumer/Trade Show is successful, a number of details and regulations must be considered. Some of these are municipal requirements that must be applied. Early preparation will assist in making the show a success and our Event Coordinators will provide full timelines.
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Exhibitor/Show Floor Plans
The Centre should receive your exhibitor/show floor plans a minimum of three months prior to the date of the show. This time allows for the distribution of exhibitor packages which provide order forms for the exhibitors to order the appropriate services. The final floor plans must be provided to the Centre a minimum of 30 days prior to the show date.
All floor plans must meet local fire department regulations - otherwise the show will not be allowed to open.
Exhibit Hall Tape Use
Only Renfrew Double Coated Cloth Tape is approved for use in the installation of carpeting in booths. This product is used and also sold by Western Display Services and Central Display. It can also be purchased from Lowry's Mfg. & Sales Ltd., 19 Keith Street, Winnipeg, MB Phone: (204) 633-6359.
The Centre will require a representative of the Show Management Company (or the Show Manager), to make themselves available for a pre-ingress/post-egress facility inspection. A "clean" facility will be provided for each show, and it must be left in the same condition upon the show's egress. In the event that the Centre must undertake extensive cleaning of any sort in the exhibit halls, these costs will be invoiced directly to the show/show management company, along with any costs relative to the delay in the ingress of a succeeding show.
Housekeeping
If the housekeeping form is not received by the Centre a minimum of three hours before opening, the room may not be cleaned before opening. Only aisles are maintained as part of the rental contract, if carpeting is provided by a decorating company.
Show management can contract with the Centre for exhibit/booth cleaning which is available through the Centre at current rates. Exhibitors are to put all garbage in plastic bags and place in aisles to be picked up by the cleaning staff at the end of each day.
Fire Department Regulations
Check out the Fire Department Regulations for specific regulation details. All shows must meet the City of Winnipeg Fire Department Regulations and floor plans must be preapproved. The show will not be allowed to open unless all regulations are met.
Vehicles
Delivery or pick-up vehicles are not allowed on the Exhibition Floor without prior permission from the Centre. Any vehicles that are not part of the exhibit are to be removed from the exhibit floor THREE HOURS prior to the opening to allow for aisle cleaning.
Note:
- No vehicle with studded tires will be allowed on the exhibit hall floor.
- No vehicle that is wet, muddy, or snow-covered will be allowed on the exhibit floor until clean and dry.
- No parking of private vehicles will be allowed on the third floor loading dock or in the ground floor loading dock area. If illegally parked, they will be removed at the owner's expense.
Dock Master
All shows must have a dock master during the ingress and egress for the third floor loading dock. The Centre will provide this individual who will monitor and guide the entry/exit of all vehicles. The fees for this service will be charged back to the show/show management.
Service Desk
A service desk, if required, will be located on the floor of the exhibition and clearly marked. All services not previously arranged and paid for must be paid at the service desk upon request of services.
Booth Numbers
It is recommended that exhibits or booths be numbered to allow for easy identification by tradesmen, show or convention delegates. Often the sign on the booth or exhibit is different from the given trade name, which allows for confusion unless a standard number system is utilized.
Electrical Code
An Electrical Service Order Form with the rules and regulations pertaining to same, printed on reverse is mailed to exhibitors by the Centre. (Form and regulations are also available on the Centre's website.)
Exhibitors are not allowed to use the Centre's plug-in receptacles. Electrical panels are installed as needed upon receipt of the Electrical Services Order.
Before any electronic equipment can be connected, the equipment must have a CSA approval sticker or local approval from the Department of Labour, Mechanical & Engineering Division, Room 500 Norquay Building, Winnipeg, MB R3C 0P8. Telephone: (204) 945-3373.
An electrical permit will be required for the show. The Centre will register for this permit from the City of Winnipeg with the fee included in the final invoice from the Centre.
Security
Work passes should be supplied by the show producer on either the southeast or southwest stairs from the second floor to the third floor. This will eliminate the need to issue security passes. This area will be staffed by the Show Management or alternatively by the Centre staff at the prevailing hourly rate during ALL ingress/egress periods.
Advertising/Show Information
The show office telephone number(s) and if applicable, the show website should be included in all advertising. If any celebrities will be appearing in the show, the show times, dates and admission prices should be provided.
The Centre requests that the show telephone number and website be provided in advance to the Centre's General Office so this information can be provided to the public upon request via the Centre's switchboard operator.
Any printed advertising should include the corporate logo of the Centre. This can be provided by the Centre upon request in black and white or colour format.
After Business Hours Receptionist
Due to the public's demand for Consumer Show information, the Show Manager must provide to the Centre an information telephone number where the public can obtain show information after the normal business hours of 8:30 am - 4:30 pm weekdays. This information number must be manned by show staff to provide information to the public. If a show number is not provided, the Centre will coordinate an after hour receptionist and charge fees to the show management as prescribed in our labour rate sheet.
Equipment Rental/Use
The Winnipeg Convention Centre will not rent any material handling equipment, other than the flying platform (Scissor Lift) or forklift at the prevailing rate. Only Winnipeg Convention Centre licensed operators may operate this equipment. Other equipment as required by shows/exhibitions is to be arranged privately. Use of forklifts, electric or gas powered, is not permitted on any carpeted surfaces. The show is to provide its own material handling equipment such as pallet trucks and fourwheelers.
Third Floor Exhibition Hall Only
It is important that all forklift operators are informed to drive slowly as these units mark the floor if handled incorrectly. The Manitoba Labour Board and the Winnipeg Convention Centre require that only experienced and licensed drivers handle this equipment. A valid license must be presented upon request.
Deliveries
Show managers and exhibitors must coordinate the shipment of show materials directly to the display company contracted by the show. Materials are not to be shipped to the Centre, unless shipments are of a last minute or emergent nature.
The Winnipeg Convention Centre will not accept shipments of any kind for shows/exhibitions until the contracted day of move-in.
Material Removal
It is suggested that show management inform the exhibitors to use Material Removal Authorization forms for all material that is sold or being removed by individuals. This ensures proper security.
If exhibitors are having heavy crates, etc., removed at the completion of a show, they should inform the carriers who will pick up same, so they send the number of persons required to complete the job. The Centre personnel are not expected and will not be aiding the carriers to lift and move heavy articles.
ANY MATERIALS THAT ARE NOT REMOVED FROM THE CENTRE AT THE STIPULATED TIME WILL BE HANDED OVER TO A STORAGE COMPANY FOR HOLDING AT THE EXPENSE OF THE EXHIBITOR OR SHOW MANAGEMENT. THE EXHIBITOR AGREES THAT THE CENTRE HAS THE RIGHT TO DISMANTLE AND PACK ANY PROPERTY OF THE EXHIBITOR WHO HAS FAILED TO DO SO IN THE TIME ALLOTTED, OR MAY ORDER SUCH WORK DONE AT THE SOLE EXPENSE OF THE EXHIBITOR WITHOUT INCURRING ANY LIABILITY FOR DAMAGE OR LOSS.
All tape, etc., that is used to mark spaces on walls must be removed at the completion of the show. If this is not completed, the cost of removal of same will be charged to the exhibitor or show management whatever the case might be. Nails, pins, tacks, etc., as well as cellophane tape, duct tape, glue and foam sticks are prohibited. Touch-up of exhibits, etc., must be completed in such a manner as not to deface or damage the Centre's property. Proper precautions must be taken, otherwise, repairs and cleaning will be carried out at the renter's expense.
Storage
Storage of crates or display material is not allowed in any of the first or second floor meeting rooms and wall panel storage rooms. Provision for external storage is to be made by the show/event management.
Licenses/Taxes
The show/event management is responsible for all license and taxes due to the municipal, provincial and federal governments. (Includes municipal business and entertainment licenses/taxes if applicable.)
Telephone/Internet Access
Telephone/Internet access should be forwarded directly to the Centre using the telephone/Internet services order form which can be located on our forms page.
Concessionaires
The Centre must approve in advance any concessions where goods are sold during a show. The show management will be responsible for $65.00 per day for each concessionaire. This amount is to be paid to the Centre prior to the opening of the event (it will be the responsibility of the show management to collect from each concessionaire). The Centre also charges concession fees for all sales. The fee for crusades, selling books, tapes, etc., is 25% of gross sales per day. Concession fees for merchandise sold at concerts and entertainment events is negotiated on a separate basis. All fees for concessionaires not collected in advance will be billed to the show management at the conclusion of the event.
Cash Food Concessions
Where the show management/client requests a cash food concession, a minimum of $600 in sales must be achieved or the client will be charged at prevailing hourly rates for a minimum of four hours or for total hours worked by staff. Staff assigned to concessions includes: wait staff, busperson and cashiers.
Food/Beverage Policy
The Centre provides exclusive food & beverage services within the Centre. All alcoholic beverages are regulated under the regulations of the Manitoba Liquor Control Commission. Your Event Coordinator can provide full clarification for these services.
Insurance
The Centre requires that all licensees have comprehensive general liability insurance. Licensees will provide evidence of coverage (copy of certificate) for comprehensive general liability insurance to a minimum single combined limit of $2 million bodily injury and property damage, or such other limit as the Centre may deem appropriate, and tenant's legal liability insurance to a minimum limit of $500,000. The Centre reserves the right to specify increased limits respecting liability insurance per event. The Licensee further agrees that it will procure public liability, property damage, employer's liability and fire and extended perils coverage in such limits as Centre shall require and a certificate of insurance evidencing such coverage in form and content satisfactory to the Centre and shall be delivered to the Centre by Licensee at least FIVE DAYS prior to the date upon which the Licensee is to take possession of any of the designated areas. Insurance is available through the Winnipeg Convention Centre's carrier at prescribed rates, with the addition of a $25.00 handling/service fee. Contact your Event Coordinator for further details.
SOCAN Fees
Pursuant to a license agreement between the Society of Composers, Authors and Music Publishers of Canada (SOCAN), the Centre is obligated to collect SOCAN license fees, in accordance with applicable tariffs, from all Licensees and users of the facility in respect of the performance of musical works on the premises which are arranged for or authorized by the Licensee. If you have arranged for music at your event, the Centre will assess the SOCAN licensing fees payable by you, in accordance with the applicable tariffs. To obtain the fee for your event, contact your Event Coordinator.
I.A.T.S.E.
For any events requiring specialized lighting, sound and other theatrical equipment for event, performances, etc., labour must be contracted/completed by employees of Local 63 of the International Alliance of Theatrical Stage Employees and Moving Picture Machine Operators of the Untied States and Canada (I.A.T.S.E.). Local contact: Mr. Barry Kraft (204) 955-2080.
This requirement is for the third floor exhibition hall and does not include other event set-up items such as: setting stages, seating maintenance of equipment, food and beverage set-up, etc., as these are provided by the Centre. For further information on these services, contact your Event Coordinator.
Outside Contractors
Supplying of services by outside contractors within the Winnipeg Convention Centre may result in a fee charged to the supplier and/or client. The Centre must approve such services in advance of the event.
Helium Balloons
Helium used for balloons and balloon decorations is restricted within the Winnipeg Convention Centre. Although not a fire hazard, helium balloons may end up being released resulting in the difficulty of retrieval and removal and more importantly blocking air vents. For these reasons the current building policy does not permit helium balloons on the exhibition show floor.
Soliciting at Shows
Anyone who is soliciting during exhibitions without show management authorization will be asked to leave by the Centre and/or event security.
Ticket Master
For consumer shows/exhibitions, operation of advance and event day box office in the Centre is carried out by Ticket Master. Clients are advised to contact Ticket Master directly (204 780-3333) to make necessary arrangements. Ticket Master will retain the box office receipts. Within three working days after the end of the event, the Centre is required to make settlement with Ticket Master in order that funds/settlement can be made to the show management.
Signs & Banners
The hanging of signs & banners within the Centre, require advance notice via your Event Coordinator. The Centre's technicians handle the hanging of all signs & banners within the facility and advance notification is required in order to ensure that manpower is scheduled within normal business hours. An allowance for the number of signs & banners to be hung is dependant upon the event. Large numbers of signs and banners may be assessed a labour fee (in accordance to rates listed on our Labour Rates Sheet). Also, the hanging of signs and banners during non-business hours may result in overtime/and or call in rates. Advance planning and delivery of the signs & banners is required.
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