MIAC 2011 - Frequently Asked questions

Topic Index

If you have any questions or concerns during MIAC 2011, there will be a show office located in Meeting Room A1 at the West end of the Direct Energy Centre. Our staff will be on site to assist you with any problems that you may encounter at show site. The show office hours are listed below.

FRIDAY 13/05/11

7:00 am - 6:00 pm

SATURDAY 14/05/11

7:30 am - 6:30 pm

SUNDAY 15/05/11

7:30 am - 6:30 pm

MONDAY 16/05/11

8:00 am - 11:30 pm

TUESDAY 17/05/10

9:00 am - 1:00 pm

Advertising (top of page)

Q: How do I advertise at the show?

A: MIAC offers a full compliment of sponsorship opportunities that will help you to give your products and services the exposure they deserve. Click here for a full list of our sponsorship opportunities . You'll be able to view a list of available opportunities including the MIAC Shuttle Bus, Show Bags & Lanyards, and several spirited social events.

Q: How do I advertise in the show guide?

A: If you're interested in advertising in the MIAC Show Guide, click here to view our rate card. Prospective advertisers have many choices including a number of premium advertising positions for maximum exposure.

Attendees(top of page)

Q: Is the show open to the public? How much is admission?

A: Admission to the show is restricted to Trade and Business visitors ONLY. Admission is free with proof of Industry affiliation (e.g. personalized business card). To avoid delays onsite, you can register online before May 12, 2011. Click here for more information.

Q: Can I bring my children to the show?

A: You must be 16 or older to register for the MIAC Show. Children under the age of 16 must be accompanied by an adult at all times. Please note that due to the operation of heavy machinery, children under the age of 16 are not permitted on the show floor during Move-In/Out.

Q: How many booths do attendees usually visit?

A: On average, attendees will visit 16 – 25 exhibits. A visit is defined as entering a booth and spending at least five minutes with a company. Out of the total booth visits, 75% are planned prior to the show. This means that attendees make an agenda before they arrive at the show. For that reason, we highly recommend pre-show advertising.

Booth and Exhibit Hall Regulations (top of page)

Q: How tall can my display be?

A: To protect other exhibitors from occlusion, the maximum allowable height to which a given booth may extend is a function of booth size, shape, and location. If you do not know what type of booth you occupy, please consult the Floor Plan (have your booth number ready) along with the IAEE Display Rules located in the Exhibitor Manual. If your exhibit exceeds the limits noted, please complete and submit a Booth Variance Form found in the Exhibitor Manual.

Booth Type* Max Height
Linear Booth 8ft @ back wall
Corner Booth 8ft @ back wall
Perimeter Booth 12ft @ back wall
End-cap Booth 8ft back, 4ft front
Peninsula Booth 8ft @ back wall**
Split Island 25ft @ any point
Island Booth 25ft @ any point

*Please consult IAEE guidelines if your type does not appear

**Please see IAEE guidelines as specifications vary by location

Q: Should we tip the contractors?

A: Show Management and service contractors have established a strict "no tipping" rule. Exhibitors must observe this rule during the entire period of the show, from the commencement of installation until the completion of tear down. This rule means that no exhibitor, or representative of an exhibitor, may give any amount of gratuities, tips, or gifts of any kind to workers, foreman, or anyone else connected with the hauling of equipment or setting-up/removal of the exhibit for any reason whatsoever.

Q: What is an acceptable noise level?

A: Any Exhibitor demonstrating equipment that exceeds 85 decibels will be required to have one of the following: a sound room, headphones, or a sound barrier. Companies displaying drum sets are asked to use drum risers and to remove drum thrones from their exhibit. Exhibitors are required to post warnings that sound levels within the sound room may be harmful.

Q: Can I serve food and/or beverages in my booth?

A: Any food or beverages, including bottled water that is to be distributed by an exhibitor must be ordered from the facility. The official beverage supplier of the Direct Energy Centre is Coca Cola. The official food supplier is Centerplate Catering. For more information, contact Sandra Palombo at 416-263-3522 or spalombo@directenergycentre.com.

Booth Payments & Cancellations (top of page)

Q: What is the booth payment schedule?

A: 25% of your total space costs are due upon application prior to Feb. 14, 2011. Applications received between Feb. 14, 2011 and March 11, 2011 must be accompanied by 50% of the total space cost. Exhibitors of MIAC 2011 must pay their booth dues in full no later than March 11, 2011. Applications received on or after March 12th must be accompanied by 100% of the total cost of the exhibit space. If full payment is outstanding upon move-in, Show Management reserves the right to expropriate the exhibit space in question.

Q: How do I make a booth payment?

A: Cheques for exhibit space must be made payable to Music Industries Association of Canada in Canadian funds. Credit cards such as Visa, MasterCard, and American Express will be accepted. To make a booth payment, please contact Janice Secchiano at 416-490-1871 x 105 or Janice@miac.net.

Q: How do I cancel my booth at MIAC 2011?

A: Exhibitors are legally bound to the terms and conditions cited on the Application & Exhibit Space Contract. The Exhibitor and MIAC must be in mutual agreement over the termination of the contract, which must be declared in writing. Cancellations are subject to charges according to the following cancellation schedule:

Cancellation Date Cancellation Fees
Prior to February 14, 2011 Exhibitors owe 25% of their total exhibit space cost
Between February 14, 2011 & March 11, 2011 Exhibitors owe 50% of their total exhibit space cost
After March 11, 2011 Exhibitors owe 100% of their total exhibit space cost

Booth Set-Up (top of page)

Q: How can I see where my booth is located on the exhibit floor?

A: Please click here to view the most current floor plan. This floor plan will offer a scaled representation of the entire exhibit hall, including your booth location and number.

Q: When can I move into/tear down my booth?

A: Exhibitors must observe the move-in and move-out schedule. Click here to view color-coded floor plan which delineates when the show floor will be available to exhibitors as a function of their booth location. Last minute changes will not be permitted. If you wish to change your scheduled installation date, please contact Janice Secchiano at Janice@miac.net no later than April 29, 2011.

Q: What if we need more time to set up our booth?

A: If your exhibit requires additional set-up time than the scheduled hours permit, please make arrangements with Show Management by completing the ‘Additional Set-Up/Dismantle Form' located in the General Forms Section of the exhibitor manual. The deadline for submitting this form is April 1, 2011.

Q: What is included in my booth package?

A: Standard booth equipment/furnishings are provided to all exhibitors who occupy linear/in-line or peninsula booth configurations up to 300 square feet. This equipment consists of an 8' draped back wall and 3' high draped sidewalls, and a 7" x 44" booth identification sign that indicates the exhibitor's name and booth number. Carpet and electricity is not part of the standard booth equipment and must be arranged for separately. Island booths do not receive any standard booth equipment.

Q: Can I set-up my own booth?

A: Full time employees of exhibiting companies may set their own exhibits without the use of power tools on booths of any size. Manual tools such as hammers, screwdrivers, ratchets, pry bars, etc. are allowable for exhibitor use within size and time limitations. Exhibitors may not borrow tools, ladders or other equipment from the exhibit facility and/or GES. If exhibitors do not use their own employees, or should require additional assistance in the movement and installation of his/her display, the exhibitor should contract the services of a unionized professional display company. Exhibitors should consider employing the services of the Official General Contractor, GES Canada, for said services.

Q: What if I use a company other than the official service providers to assist with my booth installation/set-up?

A: MIAC exhibitors utilizing the services of any contractor other than those appointed by Show Management must obtain permission from Show Management. These companies include, but are not limited to, any installation and dismantling company, sound and lighting firms, production or promotion firms, piano movers and laborers, or any person or firm providing direct services to the exhibitors. Permission to use an alternative contractor will not be granted for utilities, cleaning, or material handling services.

Q: Do I need to wear protective gear?

A: All tradeshow exhibitors, personnel, and affiliates must wear close-toed shoes or boots during the process of move-in, booth construction and move-out. For safety reasons, as mandated by the Ministry of Health and Safety, individuals wearing open-toed shoes will NOT be permitted to enter the facility. During the process of booth construction and tear-down, workers conducting the aerial assembly/disassembly of any kind of rigging, truss, or other equipment must be wearing a safety harness to prevent accidental injury or death.

Times and Dates(top of page)

Q: When does MIAC 2011 take place?

A: MIAC 2011 will be held at the Direct Energy Centre in Toronto, Canada on Sunday, May 15 & Monday, 16, 2011.

Q: What are the show hours?

A: The show will be open to attendees from 10:00 a.m. to 6:00 p.m. daily. Exhibitors conducting business at the show are expected to conclude their trading prior to 6:00 p.m. If you wish to have a meeting on the show floor outside of show hours, you must complete a "Non-Show Hours Booth Meetings Form" (See Exhibitor Manual). Meetings will not be permitted more than one hour prior to the opening or following the closing of the show.

Q: What are the move-in dates and times?

A: Move-In Dates & Times

Friday
May 13, 2011
8:00 a.m. to 6:00 p.m.

Saturday
May 14, 2011
8:00 a.m. to 6:00 p.m.

Exhibitors must observe the move-in schedule located in the "forms" section of the exhibitor manual. This color coded floor plan indicates when exhibitors are free to move-in as a function of their booth location. Last minute changes will not be permitted. If you wish to change your scheduled move-in date, please contact Janice Secchiano at Janice@miac.net no later than April 29, 2011.

Q: What are the move-out dates and times?

A: Move-Out Dates & Times

Monday
May 16, 2011
6:30 p.m. - 11:00 p.m.

Tuesday
May 17, 2011
7:00 a.m. - 1:00 p.m.

Tear-down and move-out will begin promptly at 6:01 p.m. Out of courtesy to neighboring booths, DO NOT dismantle your exhibit prior 6:00 p.m. The removal of the aisle carpet will begin at approximately 6:30 p.m. and will take at least one hour to complete. Once aisle carpet has been rolled, empty cartons and crates will be returned to your booth.

Direct Energy Centre(top of page)

Q: Where is the Direct Energy Centre?

A: Formerly known as the National Trade Centre, The Direct Energy Centre is located in Exhibition Place in downtown Toronto. The address is 100 Princes Blvd, Toronto, ON. Please use the following map for your reference:


View Larger Map

The following illustration is a map of the facility and adjoining parking lots:

More than 7,000 parking spaces located adjacent to one of Toronto's main highways, the Gardiner Expressway, including 1,300 underground. Daily flat rate parking will be available.

Wheelchair accessible parking, Hybrid vehicle parking, and Parent & Child parking spaces are available near pedestrian access point to the Direct Energy Centre.

Q: What are the Facility's Specifications?

A: In alphabetical order…

Columns & Ceiling Heights

  • Column spacing is from a minimum of 90 feet to a maximum of 120 feet in the new halls, providing large expanses of barrier-free space
  • Exhibit hall ceiling heights range from 12' to 60' ceiling height
  • Clearance in Halls A-D is 39' 6" at the outside wall, rising to 50' 1"
  • Full ceiling height to the crest of the roof is 60'
  • Hanging points from roof trusses are on a 30-foot grid

Floor Loading

  • Floor loading of 350 pounds-per-square-foot in Halls A, B, C, D, G

Loading and Unloading Facilities

  • Two specialized loading and unloading areas - with a total of 32 truck bays are located at the east and west ends of the complex, allowing simultaneous access for different shows with no conflicts
  • Two exhibit floor access truck ramps are located at each loading area, two with a 30-foot-high door

Sound and Lighting

  • A high-tech public address system provides superior sound quality
  • A complete range of sound systems is available to meet audio needs
  • The electrically operated dividing walls provide complete sound baffling, as well as temperature control
  • All exhibit halls have metal halide lighting, meeting rooms have dimmable fluorescent lighting

Telecommuniations, Information Technology

  • In-house PBX with Digital, Analog and ISDN client cards
  • In-house Internet access via our 10/100/1000 megabit fibre based ethernet network
  • Wireless 802.11 and 802.11b compliant ethernet based Internet and telephony access
  • Full multi-mode fibre optic cable distribution on a 30 foot grid
  • In-house Web casting capability directly from the show floor

Utilities

  • A system of floorport service conduits, providing discreet access to electrical and telecommunication outlets, are arranged on a 30-square-foot grid.
  • Floorport electrical power is available to a maximum of 600V, with additional electrical service available from above water and drain outlets are located in the floor on a 60-square-foot grid columns and perimeter walls contain outlets for compressed air and natural gas

Q: Where can I park?

A: Above and below ground parking will be available at the Direct Energy Centre for a Daily Flat Rate. Click here to see a map.

Q: Is there smoking permitted inside the Direct Energy Centre?

A: Smoking is NOT permitted anywhere inside the Halls of the Direct Energy Centre. When smoking outside, beware of no-smoking areas and remain at least 15 ft away from all entrances.

Q: Where do I go to locate lost people or items?

A: During show hours, visit the Show Office for lost items. After hours, contact the Direct Energy Centre directly at (416) 263-3000.

Labour and Union Regulations (top of page)

Q: What are the Union Rules and Regulations at the Direct Energy Centre?

A: Exhibitors must observe all union contracts and labour relation's agreements in force between Show Management, its official contractors, and the Direct Energy Centre, Exhibition Place. Show Management recommends exhibitors use the services of the Official Service Contractor. If an exhibitor decides to contract an outside contractor, and Exhibitor Appointed Contractor form much be submitted and the contractor(s) used must be a union member.

Direct Energy Centre Exhibition Place maintains agreements with the following unions:

LABOURERS

  1. The International Labourer's Union, Local 506
    • All material handling (freight, unloading of vehicles, etc.). Please note that Show Management covers all material handling costs between loading doors and exhibit booths.
    • Cleaning Services
    • Carpet Installation
    • Sign Hanging
    • Loading and unloading of trucks

    2. CARPENTERS

  2. Carpenters' Union and Allied Workers, Local 27
    All carpentry work including but not limited to resilient flooring.
  3. International Alliance of Theatrical Staging Employees (IATSE), Local 58
    The provision of all audio/visual work, rigging, theatrical lighting installations and the unloading & loading of theatrical equipment to booths must be performed by IATSE, Local 58. Contractors providing such equipment are to supervise only.

    4. ELECTRICIANS

  4. Electrical Workers' Union (IBEW), Local 353
    All electrical/wiring work must be done exclusively by the Direct Energy Centre electricians. All equipment must be ready to plug in via 3 prong cords and must be in compliance with ESA standards. No hard wiring will be permitted on site, unless performed by DEC Staff.

The Direct Energy Centre, Exhibition Place also has agreements with unions for plumbing and painting that do not normally play a role in the MIAC and PAL Shows. However, should your exhibit booth display require one or both of these services, it is recommended you contact Show Management for advice.

Union labour may be required for certain aspects of your Installation/Dismantling. Union personnel at all levels are instructed to refrain from expressing any grievances or directly challenging the practices of any exhibitor. It is recommended that questions arising with regard to union jurisdictions or practices be directed to a member of Show Management.

Material Handling(top of page)

Q: Can I ship my booth materials in advance? Will they be in my booth when I arrive at the International Centre?

A: The official freight carrier for MIAC 2011 is Lange Transportation who will oversee any requests for advanced warehouse services. Be advised that advanced freight should be shipped at least one week prior to your scheduled move-in. To apply for advanced warehouse services, please complete the required form (see Exhibitor Manual). Please submit the required forms no later than May 6, 2011. Late forms may not be processed.

Lange will deliver all advance shipments to the booth number indicated on the Bill of Lading or delivery slip. This slip must also indicate the number of pieces, type of merchandise, and cargo weight. Shipments arriving during the exhibitor's absence will be accepted and stamped. However, Show Management, the Direct Energy Centre, and GES Canada are NOT responsible for lost, missing, and or damaged freight.

Q: Can I store materials following the show?

A: Lange Transportation will handle storage services following the show. Please consult the exhibitor manual for detailed information along with the appropriate forms. Please submit the required forms no later than May 6, 2011.

Q: If I ship my booth materials directly to the International Centre, will it be placed in my booth?

A: Shipments may be sent directly to the DEC during scheduled move-in dates and hours. Shipments arriving during the exhibitor's absence will be accepted and stamped. However, Show Management, the Direct Energy Centre, and GES Canada are NOT responsible for lost, missing, and or damaged freight. Shipments sent to the DEC prior to scheduled move-in dates and times will NOT be accepted and will be returned to sender.

Q: What does "Free Material Handling & Drayage" service consist of?

A: The MIAC 2011 FREE material handling service includes unloading of inbound shipments, movement of exhibit material to exhibit booths, crate storage & return, and the movement of exhibit material from the booth to the loading docks. This service does not include assembly and disassembly. Forklifts with drivers and crate storage are provided at no cost to the exhibitor. Dollies and hand trucks are also available for exhibitors to use at the receiving entrances on a first-come, first-served basis, free of charge.

Q: How can I receive deliveries during the show?

A: The Direct Energy Centre will NOT receive any mailings or packages addressed to exhibitors or attendees, nor will the MIAC office. Please do not have any such materials sent to MIAC 2011.

Q: Will exhibitors have access to a PA system?

A: The public address system is reserved for show announcements and emergencies only. Use will be restricted to messages necessary to the efficient operation of the show.

Registration, Badges, and VIP Passes (top of page)

Q: How do I register for the show?

A: : Exhibitor badge registration may be conducted online, in advance of the show (recommended), or at show site. Upon arrival, personnel must check-in at the Exhibitor Registration Desk located in the Lobby of Exhibit Hall A. At that time, you will receive your badge. Personnel must wear their badges at all times during move-in, exhibition, and move-out.

Please observe the following on-site registration schedule:

Friday
May 13, 2011
11:00 am to 5:00 pm

Saturday
May 14, 2011
10:00 am to 5:30 pm

Sunday
May 15, 2011
9:00 am to 6:00 pm

Saturday
May 16, 2011
9:00 am to 5:30 pm

Q: How can I receive badges prior to the show?

A: Badges will not be mailed prior to the show. Badges will be available for pick up at the registration counter beginning at 11:00 am Friday May 13.

Q: How do I change or cancel a registration?

A: Registration changes must be completed with MicroSpec, MIAC's show registration service provider. You may contact registration services at MIAC@microspec.com.

Q: How many badges is my company allowed to have?

A: There is no limit to the amount of exhibitor badges provided. However, please DO NOT register your guests as "Exhibitors". If you wish to invite or register important clients, please read on to learn more about our VIP Passes.

Q: How do I distribute VIP passes?

A: The VIP Guest Pass will be available at www.miac.net/vip.php. Once you have registered as an exhibitor, you will be presented with a password that will allow you to access the VIP Pass. Once you download the electronic VIP Pass, you're free to distribute it to an unlimited number of guests.

Q: Can I register on site?

A: Onsite registration will be located in the lobby of Exhibit Hall A.

Move In Procedures(top of page)

Q: Where do I dock/unload?

A: The loading bays for Exhibit Hall A at the Direct Energy Centre are located on the West side of the building and are numbered from 40-53. You may access the loading bays via Nunavut Road. The Direct Energy Centre will provide marshalling services. To ensure the smooth operation of exhibitor move-in, please observe their directions with due care and diligence.

Q: When can I move-in?

A: Exhibitor move-in will take place in accordance with the Move-in schedule provided in the Exhibitor Manual. Your move-in date and time is a function of your location on the show floor. Please be advised that we cannot accommodate last minute requests for a change in move-in time. If you cannot move-in at the time indicated by the move-in schedule, please contact MIAC well in advance of the show.

Show Suppliers and Booth Amenities (top of page)

Q: How do I get power, utilities, and/or communications in my booth?

A: Please contact the Direct Energy Centre directly to setup electrical, water, gas, compressed air, and communication connections in your booth. To register online, visit http://exhibitors.directenergycentre.com/exhibitorforms/ or call (416) 263-3000.

Q: How can I arrange for signage, furniture, plants, or booth decorations?

A: GES is the appointed show decorator and will facilitate any requests for furniture, plants, props, pipe & drape, and other decorations. To request services from GES, you must complete and submit the necessary form (see Exhibitor Manual) no later than April 29, 2011.

Q: How can I arrange for a display, HDTV, or any other form of A/V equipment?

A: Westbury National Show Systems is the official show supplier for audiovisual services. You'll find the Westbury order from in the Exhibitor Manual. To learn more about Westbury's services, visit http://www.westbury.com

Travel and Accommodations (top of page)

Host Hotels

Q: Where can I stay during the show?

A: MIAC encourages exhibitors to take advantage of the special rates that we've arranged at our participating host hotel, the Sheraton Centre Toronto Hotel: The headquarters of MIAC 2011. For added savings, you may also qualify for our Dealer Appreciation program. For the latest rates and information, visit http://miac.net/hotel.php.

Q: How can I commute to and from the show?

A: MIAC has arranged for a series of shuttle busses that will carry exhibitors and attendees between the host hotel and the Direct Energy Centre. The shuttle busses are slated to leave the hotels every 30 mins starting at 7:30 a.m. and concluding at 7:00 p.m. The journey takes approximately 15 minutes (allow for variation as traffic conditions may differ).

Q: Is there a car rental company in the area?

A: There are a number of car rental agencies in the vicinity. Many of them have locations at Pearson International Airport. Enterprise Car Rental will pick you up from anywhere; the 24 hr toll free number is 1-800-261-7331.

Air Travel

Q: Which airport should I travel to?

A: The Direct Energy Centre is located in downtown Toronto thus international flyers should arrive at Pearson (YYZ). Check the MIAC website for updates and discount air fares.

Further Inquiries (top of page)

Q: Can I use my Camera or Camcorder at the Show?

A: Yes, the use of camera and recording equipment is permitted at the show.

Q: Are the seminars and training sessions at the show free?

A: Unless otherwise indicated, many of the seminars, training sessions, and presentations at the show are free of charge to registered exhibitors and attendees.

Q: What is the Incubator Program?

A: If you own or operate a company that has been in business for 18 months or less, and have not previously exhibited at MIAC, you may qualify for a $500 CDN discount on your first 10'x 10' booth. For more information, contact the MIAC Office at 416?490-1871 or Toll Free 877?490-MIAC (6422).

Q: My Question is not here, who should I contact?

A: For more information, contact Brendan Harte, Sales & Marketing Associate; or Janice Secchiano, Trade Show Coordinator at 416?490-1871 or Toll Free 877-490-MIAC (6422).

Home
© 2011 Music Industries Association of Canada