Conference Dates: June 26 - 29, 2023

Location: HITEC Toronto will take place at the Metro Toronto Convention Centre - South Building

MTCC - South Building
222 Bremner Blvd
Toronto,  Ontario M5V 3L9

What are the 2023 booth rental prices?

All booth prices are available on the Booth Fees & Sales Information page. 

Is payment due at time of rental?

A non-refundable 30% deposit is required for all exhibiting companies. View the Payment Calendar for payment deadlines. 

When is the balance of the booth due?

Booth payments may be paid in three (3) installments leading up to the event.  100% of booth payment is due March 31, 2023.

How can I access my financial statement/invoice?

The Primary Contact assigned during the rental process will receive two follow-up e-mails confirming the rental purchase.

1. Welcome + Next Steps e-mail with a link to your Exhibitor Console. Use the password provided to access your Financial Statement, update your company details, and complete assigned Exhibitor Tasks.
2. Emailed copy of Exhibit Space Rental Agreement digitally signed during the rental.

What is the HITEC Toronto booth rental cancellation policy?

Show Management has determined a non-refundable deposit of 30% of the total booth fee as a reasonable and just amount of liquidated damages for cancellations at any stage in the event cycle. The non-refundable deposit will not be returned in any case of event cancellation, postponement, or Exhibitor cancellation. In addition to the non-refundable deposit, it is agreed that the following sums will be reasonable and just liquidated damages for cancellations of exhibit space with respect to the following dates:

December 1, 2022 - March 31, 2023:  50% of the total booth fee for released booths will be retained by HFTP.
After March 31, 2023: 100% of the total booth fee for released booths will be retained by HFTP.
 

All cancellations must be submitted in writing to Show Management and will be effective immediately upon receipt. Booth space shall be considered canceled as of the date written notice is received in the HFTP office. Upon cancellation of exhibit space, Exhibitor has no rights to the canceled space and HFTP will release it for sale without obligation for refund to the Exhibitor except as noted above.

Monies forfeited due to cancellation of space cannot be applied to future events, registration fees, memberships, or other services, unless express permission is offered by the Association. Exhibitors that cancel their exhibit space but want to attend HITEC must register as an attendee and pay the appropriate registration fee.

A reduction of exhibit space will be considered a cancellation and will be governed by the same policies as cancellations. Reduction of space may result in relocation. View the HITEC Toronto Exhibitor Guide for all contract terms and conditions and display guidelines.

What is the cancellation policy if HITEC Toronto is postponed or cancelled due to a Force Majeure event?

View the HITEC Exhibitor Guide - Force Majeure Clause (#20).

What if my company cannot attend due to COVID-19 related travel restrictions?

HFTP will allow companies to cancel without penalty if their team is unable to attend the event in person due to a government mandated travel restriction which is in force over the dates of HITEC Toronto. Company specific travel restrictions or limitations are not accepted as approved cancellation cause.

When is HITEC Toronto?

June 26-29, 2023

Metro Toronto Convention Centre - South Building

222 Bremner Blvd.

Toronto, Ontario M5V2W6  CANADA

What are the HITEC Toronto Exhibit Hall hours?

*Early Move-In access for eligible island booths must receive pre-approval from Show Management. Early Move-In request information will be available February, 2023.
**Private Appointment Hours allow Exhibitors to invite registered HITEC attendees to visit their booth prior to official Exhibit Hall Hours.
***Move-In/Move-Out: All exhibits must bet set by 8:00 a.m. EDT on Tuesday, June 27 and may not be dismantled before 2:00 p.m. on Thursday, June 29. Failure to follow these rules will result in loss of priority points.

What booth options are available?

The HITEC Toronto Interactive Floor Plan shows all current booth availability. The blue booths are available for rental. To purchase a booth larger than a 10’x10’ (100 sq ft) booth by merging two or more booths, submit a merge request to sales@hftp.org.

Note: During Priority Selection Appointments (May 23 - July 15, 2022) HFTP will not accept merge requests prior to your company’s designated appointment time. Booth availability is subject to change based on your appointment time. Companies not eligible for Priority Selection must wait to submit any merge requests until either Priority Sales open on July 19, 2022 or General Sales open on Tuesday, August 9, 2022.

How can I figure out booth cost before renting a booth?

View the HITEC Orlando Interactive Floor Plan to see current booth availability. After identifying your preferred booth location, navigate to the HITEC Booth Cost Calculator to receive a booth fee estimate. Follow the instructions on the Booth Cost Calculator page to ensure your estimate is as accurate as possible. Disclaimer: Costs shown on the calculator are intended only for the purposes of providing a cost estimate for anticipated booth fees at HITEC Toronto. Actual pricing may vary based on the booth(s) selected during the booth rental process. Always confirm booth pricing and total fees during your booth rental.

How many attendees typically attend HITEC?

 HITEC has an average attendance of ~6,000+ attendees. 

What kinds of professionals attend HITEC?

The HITEC Exhibitor Prospectus provides a sample of attendee demographics and companies represented at the show using data from the 2021 event. HFTP does not share attendee information or mailing lists with non-exhibiting companies.

Review the Metro Toronto Convention Centre's Notice to Exhibitors and Display Companies  Specifically note PPE requirement (Item #6) for ALL Personnel on the exhibit floor during move in and move out.  

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 safety shoes, hard hats, harnesses, high visibility vests, 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 regulation 213/91 and 851/90 Industrial. If you have been given permission to be on the floor at these times you will be required to wear an approved hard-hat in the designated ‘Construction’ zone. When working higher than 3 meters (10 ft) you must use fall protection. 

Is a Canadian carrier required to move shipments across the border?

• No.  The carrier selected must be a cross border carrier who is identified with both Canada and US Customs

What forms are required in order to clear shipments through Customs?

• The Customs/Transportation order form and the Canada Customs invoice/commercial invoice are the mandatory forms.  These forms are in the Exhibitor Services Site, Expresso by GES

Can electronic equipment be shipped to a trade show in another country?

• Yes.  Canada Customs does not require additional documents for items such as laptops, monitors, etc.  However, US Customs does require FCC and FDA forms for most types of electronics entering the US.

How long does it take to have a shipment clear customs?

• Typically most clearances are done within 24 hours after receiving the customs documentation from the carrier.

Are description and values of items required on the Canada customs invoice?

• Yes, it is mandatory by Customs

Are duties and taxas applicable?

• This depends on the type of item and what its purpose is.  If the item is for display only and returning to origin after the show, then no duties and taxes are charged.  If the item is staying in Canada or is a give away, it would be subject to duties/taxes according to country of origin and type of item.

What are the costs?

• This really depends on a few factors, such as if the item is for display purposes only, the value of the item, how it is shipped in, etc.

By definition, Customs Services are...

• the process of clearing goods at a Canadian port of entry
• Customs paperwork is required for all freight shipping in from a country other than Canada
• Virtually every trade show, convention and conference requires customs services

When Can I Login to the Sales Portal?

At the time designated in your Priority Selection Appointment e-mail. Your company will not be able to log in prior to your appointed time.

Can I request to hold space before my appointment time?

No.

If I have a conflict during the appointment time, can someone else from my company reserve the booth?

Yes. The password provided in your Priority Selection Appointment e-mail can be used by anyone in your company. As long as the individual is authorized to sign on behalf of your company, they can complete the rental.

What if I miss my appointment time?

Your company may log in at the time of or any time after your designated appointment time. You will still be able to login after your appointment time to book a booth if you miss your appointment time. However, be advised that space is not held for missed appointments. If you miss your appointment time, your preferred selection may no longer be available.

My company did not receive an email with an appointment time for Priority Selection. How can I find my appointment time?

Companies with fewer than three Priority Points are not eligible for Priority Selection. Previous exhibiting companies without Priority Selection appointments will be able to book space once Priority Company Pre-Sales start on July 19, 2022 and General Sales become available on Tuesday, August 9, 2022. Further details will be sent to companies without reservations closer to that time.

How do I rent my booth during my appointment time?

At the time of your assigned appointment window, you will login to the HITEC Toronto Booth Sales Portal using the password provided in your appointment details email. If you have lost the email you can retrieve your password on the login page. Proceed through the rental process providing company information, primary contact details, booth selection, payment method, and agreeing to the terms and conditions of rental.

After completing the rental you will receive two (2) emails: one with confirmation and a link to your invoice, and the other with a copy of your contract. Please save both emails for your records. Use the link and password provided in these emails to login to the Exhibitor Console to access your financials, pay any balances owed, view exhibitor resources, and complete exhibitor tasks.

May I speak with someone at HFTP during my appointment time if I have questions about the process?

Yes. You may request an appointment when completing the Priority Selection RSVP Form sent in May 2022. If you've already submitted the RSVP form and did not request a consultative call, contact sales@hftp.org.

Can our company rent a smaller or larger booth than we rented for HITEC Orlando?

Yes. Exhibitors may always opt for a different booth configuration each time they participate at HITEC. 

Does renting a smaller booth impact our priority status?

No. Priority points are not impacted by the size of booth you rent. See the full HITEC Priority Point Policies.

• Consolidate all freight - try and send one shipment
• Arrange shipping details well in advance of when you need freight to arrive onsite
• If possible, arrange for your shipping company to pick up freight from a loading dock during regular business hours.
• Crate all freight for your shipment.  Loose pieces take extra space = extra costs.

What is included with my booth purchase?

• Two (2) full conference badges per 10’x10’ (100 square feet) of booth space purchased
• Exhibit space with 3’ side drape and 8’ back drape in official show colors determined by Show Management
• Floor sticker with booth number
• 44”x7” Standard Booth Identification Sign with Company Name
• Company Listing in the HITEC website and mobile app
• Unlimited Qualified VIP Buyer Passes
• Pre-Show Attendee Mailing List in PDF Format - sent 5-weeks out from show date.
• Post-Show Attendee Mailing List in Excel Format
• General show security in exhibit halls

Are any furnishings (carpet, furniture, decorations, etc.) or exhibitor services (A/V, electricity, WiFi, etc.) included with the booth?

No,  All  furnishings and services may be ordered from our oficial General Service Contractor, GES, through the  Exhibitor Service Manual (ESM - Expresso) available in early Spring 2023.  All booths must be carpeted or covered in alternative flooring at exhibitor’s expense.

NOTE:  Companies securing an inline booth at HITEC Toronto in either Halls F or G, will have the option to carpet their booth.  This area of the exhibit hall has existing carpeting.

How can I order exhibitor services and booth furnishings?

All furnishings and services can be arranged through the official show service providers using the Exhibitor Services Manual (ESM) [Expresso by GES] to be available in the exhibitor console in early Spring 2023.

Who is the official show decorator for HITEC Toronto?

Global Experience Specialists (GES) is the official General Service Contractor for HITEC Toronto. Exhibitors can begin ordering services through the Exhibitor Services Manual (ESM) [Expresso by GES]  accessible in the exhibitor console in early Spring 2023.

GES-Toronto Exhibitor Services support:

(877) 437-4247 or (905) 283-0500

torontoexhibitorservices@ges.com

Can I use an Exhibitor Appointed Contractor (EAC)?

Exhibitors may request to use an EAC for HITEC Toronto. View the HITEC Toronto Exhibitor Guide - EAC Clause Rules & Regulations (#10) for full details. Exhibitors intending to utilize an EAC must complete the required EAC Form in the Exhibitor Service Manual.

Do I need to provide a Certificate of Liability Insurance for this event?

Yes. Every exhibiting company must provide a certificate of liability insurance.  This COI must be presented before being allowed to set up their booth. View the HITEC Toronto Exhibitor Guide - Contract Terms & Conditions Exhibitor Insurance Clause (#12) for all insurance requirements.

Is WiFi provided in the Exhibit Hall?

No. To ensure your booth has the proper internet connection required for conducting a successful show you must order appropriate internet from the Metro Toronto Convention Centre (MTCC). Ordering information for this service and more will be provided in the ESM to be distributed in early 2023.

Can I serve food/drinks in my booth?

Yes. All food and beverage distributed within booths must be ordered from the MTCC. Exhibitors may not bring in their own food or beverage. Show Management approval is required for any alcoholic beverage service offered within booths. Ordering information for this service and approval forms will be provided in the ESM to be distributed in early 2023.

Where can I find display guidelines for my booth type?

All show display guidelines, as well as specific guidelines by booth type, are found in the HITEC Toronto Exhibitor Guide - Exhibit Display Rules & Regulations.

How many Exhibitor Personnel registrations do I get with my booth purchase?

Two (2) full conference badges per 10’x10’ (100 square feet) of booth space purchased.

Can I purchase additional registrations for my staff?

Yes. Additional exhibit personnel badges can be purchased within the Registration section of the Exhibitor Console in May, 2023.

Expo Only Booth Personnel (includes ticket to Welcome Reception)  -  $250 (advance) / $300 (onsite)

Full Conference Exhibitor Badge - $675 (advance) / $725 (onsite)

When can I register my staff?

May 2023.  Complete the registration link in the exhibitor console.  Comp badge assignments and additional badge purchases are managed within this registration site.

What are the Qualified VIP Buyer Show Passes?

As an added benefit to exhibiting, all HITEC Exhibitors are allowed an unlimited amount of Complimentary qualified buyer registrations. This unique benefit allows exhibitors to invite prospects, current clients, partners, etc. to attend HITEC and visit their booth, completely free. The complimentary registrations are valid for qualified buyers only, as defined by HITEC Management:
Qualified VIP Buyers are professionals employed by hotels, resorts, casinos, clubs, etc. Passes cannot be used by vendors/suppliers, consultants, exhibitor staff or their family, board members, subsidiaries/parent companies, dealers, distributors, resellers, business partners/associates or investors of exhibiting companies
All registrations are subject to approval by HITEC Management and anyone that does not meet the qualifications will be declined.

When can I book my hotel reservations for HITEC Toronto?

Hotel information will be published within the Housing/Hotel section of the Exhibitor Console, opening January, 2023.

Attendance Support Documents

• Attendee Justification Letter 
• International Attendee Invitation Letter
• Visa Information

What is the Exhibitor Console?

The Exhibitor Console is an online hub for all HITEC Toronto Exhibitors with current booth rentals. When logged into the Exhibitor Console, the Exhibitor can update its company profile, access important Exhibitor Resources, view/print/download Financial Statements and even submit payment for any balances due. The Exhibitor Service Manual, Hotel Information, Exhibitor Forms, and other resources will be posted to this site to provide a comprehensive “one-stop-shop” for exhibitor resources. Login to the Exhibitor Console using the same company password used during your initial booth rental.

How do I access my Exhibitor Console

From the blue navigation at the top of this page, hover over the Current Exhibitors menu item. Select Exhibitor Console from the submenu and login on the next page using the same password used during your initial booth rental.