PBS Expo 2020 Terms & Conditions
The company or individual named on the contract shall be referred to as the Exhibitor. PBS Expo Inc., producers of
the Free From & Allergy Friendly Expo shall be referred to as Show Management. Physical location of event being
registered for is, referred to as The Facility.
The Exhibitor assumes all responsibility for its property, including any and all loss, theft, or damage to Exhibitor’s
displays, equipment and other property while on the premises of The Facility and hereby waives any demand or
claim it may have against The Facility, Show Management, all service contractors, including its staff members and
officers. All property will remain under the custody and control of the Exhibitor whether in transit to and from The
Facility, or within The Facility or within the confines of its booth space. In addition the Exhibitor agrees to defend, if
requested, indemnify and hold harmless Show Management, The Facility, all service contractors and their respective
parent, subsidiary and other related or affiliated companies from and against any liabilities, claims, damages, suits,
costs and expenses, including without limitation legal fees and costs, arising from or in connection with the exhibitor’s
occupancy and use of the exhibition premises or any part thereof or any negligent act, error or omission of the
exhibitor or its employees, subcontractors or agents. The Exhibitor agrees and understands that Show Management
does not guarantee the Exhibitor’s at show sales results, that show visitor attendance figures referred to by Show
Management are projected numbers and that the Exhibitor will not be reimbursed booth fees, loss of business,
damage or any expenses whatsoever if the show attendance is lower than projected. The Exhibitor agrees to
observe all union contracts and labor agreements in force, agreements between Show Management and the official
contractors serving the show and/or Facility.
Exhibitors will carry insurance in compliance with any Provincial or Federal laws covering all of the Exhibitor’s
employees, contractors or agents engaged in the performance of any work for the Exhibitor. Management reserves
the right to reproduce all photographs, images and likenesses taken during the Show for future promotional
purposes. Show Management does not offer the Exhibitor exclusivity to any one particular product or service unless
specifically negotiated in writing through sponsorship.
Allocation of Space & deadlines
Applications will be processed on a first come, first served basis. Whenever possible space assignments will be
made in keeping with exhibitor preferences. Show Management reserves the right to make final determination of
eligibility of exhibitors and space assignments. Failure to meet payment deadlines will forfeit first option on preferred
space request. Relocation of exhibit space and/or cancellation of contracts that have been accepted by Show
Management, may be done in the overall best interest of the show at the sole discretion of Show Management.
Subletting of Space
Exhibiting companies may not assign, sublet or share their exhibit space with another business or firm unless
approval has been obtained in writing from Show Management. Should an exhibiting firm require the use of the
goods or services of another business to operate its’ exhibit, identification of the goods or service is limited to the
usual and regular branding, nameplates or imprint of trademark.
Insurance & liability
Each Exhibitor shall carry at its own expense during the period commencing on the first move-in date and ending
on the last move-out date, a policy of insurance naming PBS Expo Inc of 20 Old Field Crescent, Newmarket, Ont l9n0a3
as loss insured and insure the exhibitor against all claims of any kind arising from or any way connected with the
exhibitor’s presence or operations at the show. Policy shall provide coverage of at least $2,000,000 for each
1. Exhibit Space Rental Payment & Exhibitor Cancellation
This application to Exhibit & Contract must be completed and returned with payment in full. Payment is
non-refundable should exhibitor choose to cancel their booth.
1. All booth payments are due in full by March 1, 2020 (. Two payment reminder emails will be sent out
regarding full payment; one on JANUARY 1, 2020 and one on FEBRUARY 1, 2020.
2. A $200 cancellation/administration fee per booth space will be retained for all canceled booths,regardless
of the date of cancellation.
• All cancellations must be in writing via email or fax to show management.
• Booth payments are refundable, minus the $200 per booth space non-refundable deposit, prior to
JANUARY 1, 2020
• Strictly no refunds of any kind will be issued AFTER JANUARY 1, 2020. No exceptions.
• No refunds will be issued until 30 days after the close of the show.
Size & Structure & Appearance of Exhibit Space
Exhibit space will be allocated in units as shown on the floor plan. Booths vary in size and are on cement floors.
Over-height (over 8’ high) and Over-size exhibits must be pre-approved in writing by Show Management.
Carpeting and furnishings are available for rent through the Official Show Decorator
and are the responsibility of the Exhibitor. Exhibit space fees include 8’ high draped back
and 3’ high sidewall. 8’ side drape may be installed at show management’s discretion. The exterior of any part of a
display structure facing a side aisle, or adjacent to exhibitors booth must be suitably decorated at the exhibitors
expense. No exhibits will be permitted which interfere with the use of other exhibits or impede access to them or
impede the free use of the aisle. The Exhibitor must keep the Exhibit space in a clean and orderly state throughout
the duration of the show. No cleaning services are included for the booth space in the Exhibit space fee.
Conduct & Operation of Exhibit
No exhibitor shall call or invite a visitor out of an exhibit that is not their own. Exhibitors must remain within their own
exhibit space in demonstrating products distributing literature, product samples or other materials. Other areas
including the show floor, aisles and The Facility, both inside and on the exterior property, may not be used for these
purposes. Exhibit personnel, including demonstrators, models, mascots and corporate characters are required to
confine their activities within the exhibit space. Show Management retains the right to remove any Exhibitor
personnel found to be conducting themselves in a manner deemed inappropriate. The distribution of advertising or
promotional material, which is deemed inappropriate for the show, is not permitted. Show Management will terminate
any Exhibitor selling a product or service which is deemed deceptive or objectionable. The Exhibiting Company must
have an Exhibit representative present at all times within the booth during show hours. The Exhibit space must
remain operational at all times during show hours. Exhibitors shall not distribute materials, extend invitations, hold
hospitality events, call meetings, or otherwise encourage absence of visitors from the show floor during the operating
hours of the show. The Exhibitor must get Show Managements pre-approval for all contests, raffles, donations,
and/or on-site promotions. Any contests run by the Exhibitor during the show must be unconditional and the
winner(s) must be offered and receive the prize without any fees or costs whatsoever. All winners names and contact
information must be submitted to show management after the show. Exhibit personnel will not be permitted to enter
The Facility earlier than one hour before the scheduled opening time on show days and likewise will not be permitted
to remain within The Facility more than one hour after closing hour each day with the exception of move-out day.
Exhibitors with needs that require additional time should check with Show Management on the previous day. It may
be necessary for neighboring Exhibits or Show Management to access utility connections in an Exhibitor’s booth.
The Exhibitor agrees to permit such access, which may include the placement of piping, ramping, conduit, cable, etc.
Each Exhibitor is charged with the knowledge of all laws, ordinances and regulations pertaining to fire prevention,
public safety, and health, including the health regulations, while participating in the PBS Expo. Compliance with
such laws is mandatory for all exhibitors and the sole responsibility is that of the Exhibitor.
Sound, Noise, Music, lighting & Odors
Videos related to an exhibitor’s product will be permitted, provided the projection equipment and screen are located
in the back third of the booth. Sound will be permitted only if the sound is not audible in the aisle or neighboring
booths. Sound systems, including microphones, will be permitted if not turned louder than conversational level, there
is enough space to accommodate the audience within the exhibit space AND if not objectionable to neighboring
exhibitors. Any exhibitor using music shall not violate any copyright, trademark, or other similar laws and shall
comply with all copyright restrictions. No loud or obtrusive activities will be permitted during show hours. This
includes the operations of any item which may cause vibration, smoke, and excessive noise or produces
objectionable odors. Show Management reserves the right to limit or terminate the use of distracting light effects,
including glaring lights.
Exhibitor badges are restricted to a maximum of four per 10’ x 10’ booth. Exhibitor Badges are for the sole use of
persons staffing the Exhibitor’s booth and will be required for entry via the Exhibitor’s entrance. The clear view of the
Exhibitor badge must not be obstructed.
Sampling & Sale of Products
Free product and food samples are permitted for distribution to visitors however food & beverage samples must
adhere to food & beverage sampling regulations and maximum sample size limitations set by The Facility. Sales of
food & beverage items for consumption at the show is permitted.
Exhibitors selling taxable merchandise must adhere to Provincial and Federal tax regulations.
Exhibitors who sample food and/or beverage products, which require handling, cooking
and/or preparation during the show or who provide personal services (ie. Hair salon services, manicure/pedicure,
skin care, therapeutic touch, tanning, electrolysis, laser hair removal, piercing, tattooing, waxing, must meet all
Health Authority regulations.
Installing & Removing of Exhibit
Exhibitors must adhere to the move-in, set up and move-out times as outlined in the Summary Page, unless prior
arrangement has been made in writing with Show Management. All installations must be complete prior to show
opening. Under no circumstances will the delivery or removal of any portion of an exhibit be permitted during the
show hours without written consent from Show Management. No deliveries may be made during show hours. No
exhibit shall be dismantled in any way prior to show closing. All exhibitor displays or materials left on the show floor
after the move-out deadlines set in the Exhibitor Manual will be packed and shipped at the discretion of the official
service contractor, and all charges applied to the Exhibitor, and without liability for loss, damage or theft. Storage of
packing crates and materials is not permitted within the Exhibit space during the show. Storage areas will be
provided for properly marked materials. It is the Exhibitor’s responsibility to properly identify and mark its crates and
then place in the storage areas. No storage of any kind is allowed behind the back drapes or in any area not
designated for storage.
Change of dates, location, Show Cancellation or Curtailment
If it is considered inadvisable to hold the show on the scheduled dates or place, Show Management shall have the
right to change the date and/or place, giving the Exhibitor written notice by mail. If the show is not held for any
reason whatsoever, exhibit space fees already made will be returned to exhibitors on a pro-rated basis after all
related show expenses incurred by Show Management up to the date of cancellation have been met. The Exhibitor
will not be reimbursed for any loss of business, damage, or expense whatsoever the Exhibitor may suffer if the show
is cancelled, postponed, curtailed or abandoned due to, but not limited to, damage to The Facility, acts of terrorism or
war, civil disobedience, strike, riots, lockouts, epidemic, acts of God, inclement weather, fire, lightning, casualty,
explosion, epidemic earthquake, acts of public enemies, any circumstance beyond the control of Show Management.
Show Management’s Right to Make Changes
Show Management reserves the right to make changes, amendments and additions to the show rules and
regulations at any time and all changes, amendments and additions so made shall be binding on the exhibitor with
the provision that all exhibitors be advised of any such changes. Any matters not covered herein are subject to
decision at the discretion of Show Management.
When signed by the parties, this application for space constitutes a binding contract enforceable under the laws of
the Province of Ontario. Should a court of competent jurisdiction herein find any provision invalid such invalidation
shall not affect the other terms of this contract.