EXHIBITOR MANUAL

TESL ONTARIO 2019 CONFERENCE

SHOW MANAGEMENT

Teachers of English as a Second Language Association of Ontario (TESL Ontario)

Contact: Stefanie Wolf, CMP, CEM Conference Manager TESL Ontario Toll Free Phone: 1-866-860-0666 Cellular: 613-661-3431 [email protected]

SHOW LOCATION

Marriott Downtown at CF Toronto Eaton Centre 525 Bay St, Toronto, ON M5G 2L2 Phone: 1-800-905-0667

EXHIBIT SCHEDULE SALON C-D SETUP Thursday, December 5 7:00 am to 9:00 am SHOW HOURS Thursday, December 5 9:00 am to 5:00 pm Friday, December 6 9:00 am to 5:00 pm TEARDOWN Friday, December 6 5:00 to 7:00 pm

* Exhibitors may not dismantle their exhibits before 5:00 pm on Friday, December 6th. Some delegates attend the conference on Friday only, and need this time to view the exhibits. Exhibitors in violation of this regulation may not be permitted to exhibit in future years.

Registration will be located at the bottom of the escalator on the Conference Level. Exhibitors will find their staff badges in an envelope on their exhibit table when they arrive. All exhibit personnel must wear proper identification throughout the conference.

Exhibitor materials may not be left in the exhibit areas before Thursday, December 5 at 7:00 am.

All exhibits must be dismantled and removed on December 6 by 7:00 pm.

Any exhibitor leaving materials in the exhibit area after the deadline will be charged for labour and storage fees.

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GENERAL INFORMATION

ACCOMMODATIONS Marriott Downtown at CF Toronto Eaton Centre 525 Bay St Toronto, ON M5G 2L2 1-800-228-9290 Rate: $199.00 plus taxes per night Participant code: TESL Ontario 2017 Cut-off date: November 13, 2019. Book early to avoid disappointment. Book your accommodations online at https://www.teslontario.org/conference/hoteltravel.

ADVANCE AND POST SHOW WAREHOUSING For your convenience, Robinson Show Services is offering advance and post show warehousing services. The move-in and move-out hours for this event take place after normal business hours. As a result, you will not be able to accept shipments on-site directly from regular courier and delivery services. At the end of the event, it will be too late in the day for most courier and delivery services to pick up shipments.

Robinson Show Services is offering advance and post show warehousing, as well as material handling services. Ship your materials directly to Robinson before the event and they will have your shipment waiting in your booth when you arrive for setup. They will also take your materials after the event and ship them back to you. Please complete the order form(s) enclosed or call contact them at 905-417-7789 or [email protected].

ATTENDANCE We estimate 850 registered conference delegates will attend the conference.

AUDIO VISUAL EQUIPMENT The official audiovisual supplier is MVP. To order audio visual services, call 416-597-9200 Ext. 6298 or email [email protected].

BADGES Each exhibitor must wear a name badge during show hours. Please submit your Exhibitor Staff list online at http://teslontario.formstack.com/forms/exhibitorbadges2019 by November 15, 2019.

BOOTH FURNISHINGS Booth furnishings including furniture, carpeting, plants and accessories are available through Robinson Show Services. Please complete the order form enclosed or call contact them at 905-417-7789 or [email protected].

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BOOTH RENTAL Exhibit fees INCLUDE the following: Exhibit fees EXCLUDE the following: • One 8’ x 4’ space with pipe and drape (as space • Furniture permits) • Wired Internet • One 6’ x 2’ draped table • Electrical • One chair • Drayage/Material handing/Shipping • Carpeted floor • Food and beverage service • Coffee breaks • Lunch • Basic Wi-Fi • Audio visual equipment • Exhibitor badges, as required • Conference admission

BUSINESS CENTRE A self-serve business centre is available in the main lobby of the Marriott Downtown at CF Toronto Eaton Centre.

CANADIAN ANTI-SPAM LEGISLATION (CASL) Anti-spam legislation went into effect on July 1, 2014. It is in place to protect Canadians while ensuring that businesses can continue to compete in the global marketplace. This legislation ensures that email is only being sent to those individuals who have provided consent, either implied or explicit, to receive information. For further information please visit Canada’s Anti-Spam Legislation website at: https://www.fightspam.gc.ca/eic/site/030.nsf/eng/home.

TESL Ontario will provide the exhibitor list to our official suppliers, for them to provide you with any services that you may require (electrical, internet, furniture or shipping). If you are contacted and express a desire to be removed from the supplier’s contact list, they will remove your email information from the exhibitor list to prevent future emails.

CARE OF BUILDING No materials of any kind may be affixed to the ceiling or to any walls of the Marriott Downtown at CF Toronto Eaton Centre by any method whatsoever without the prior approval of the facility. Exhibitors failing to abide by this rule will be charged for the removal of any such materials.

CONFERENCE PROGRAM The conference program is posted on the website in late September at www.teslontario.org, in the Conference section. It contains general information about the conference and detailed session information.

DIRECTIONS TO THE MARRIOTT DOWNTOWN AT CF TORONTO EATON CENTRE For a map of the local area and directions from your location, please visit https://www.marriott.com/hotels/local-things- to-do/yyzec-marriott-downtown-at-cf-toronto-eaton-centre/.

DRAWS Draws conducted by exhibitors in conjunction with their display must be free of any obligation on the part of the winner. Prize winners must not be required to place an order before collecting the prize offered. The schedule of prizes and terms of the draw must be clearly stated on the entry form and must comply with all existing regulations.

DRESS CODE Dress has been designated as business casual for all exhibitors and attendees.

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ELECTRICAL A 15 amp circuit, including a taped-down extension cord and power bar is $53.10 plus HST. Electrical access was offered on your exhibit application form. If you did not already order electrical service and require it, please contact [email protected].

All electrical equipment and wiring must meet Canadian Electrical Safety Codes or inspected by Ontario Hydro before the equipment may be lawfully displayed.

EMERGENCY PROCEDURES In the event of an emergency, please call 911 and inform a staff member.

FIRE REGULATIONS Fire hose cabinets and exit signs and exit doors must be left accessible and in full view at all times.

It is of paramount importance that, at no time, a fire exit or accompanying corridor be blocked/obstructed. Hold open devices (i.e. door wedges) are not allowed, as this breaches fire regulations.

All display materials including banners must be flameproofed and are subject to inspection by the Toronto Fire Department. No inflammable fluids or substances may be used or shown in booths.

FIRST AID Please Dial 0 from any house phone in the hotel or go to the registration desk if you require medical or emergency assistance. Please advise Show Management of any medical emergencies.

FOOD AND BEVERAGE The Marriott Downtown at CF Toronto Eaton Centre is the exclusive caterer. No food or beverage may be brought into the Conference Centre. To order food and beverage for your booth, please contact Elke Smith, Event Manager, 416-204-9082 or [email protected].

INSURANCE AND LIABILITY Neither the association, show management, nor the Marriott Downtown at CF Toronto Eaton Centre accept any responsibility for injury to person, loss of or damage to products, exhibits, equipment or decorations, by fire, accident, theft or any other cause while in the building or its grounds. Use of the facility is conditional in that the exhibitor accepts full responsibility for any damages caused to the facility by the exhibit and/or the exhibitor(s).

The Exhibitor is responsible for the placement and cost of insurance relating to its participation in the show. The Exhibitor shall carry liability insurance of $2 million as well as such additional insurance as may be required by Management. The Exhibitor agrees to furnish immediately to Management, upon request, certificates of insurance pertaining to all policies of insurance carried by the Exhibitor together with satisfactory evidence from the insurers of the continuation of such policies.

INTERNET For your convenience, TESL Ontario has arranged for basic wireless internet access. A standard wired internet connection is $118 plus HST. Wired internet was offered on your exhibit application form. If you did not already order wired internet service and require it, please contact [email protected].

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LOADING DOCKS (see photos on next page) Exhibitors may hand-carry their own freight into the exhibit facility or use the loading docks. All loading and unloading 525 Bay Street, Toronto, ON, M5G 2L2 Phone: 416-597-9200 of vehicles must be done from the loading docks.

Directions to loading dock:

Just south of Toronto Marriott Downtown Eaton Centre hotel is "Toronto Eaton Centre Shipping/Receiving" (on Bay Street, east side – In Bell Trinity Building)

Loading Dock Bay Street Northbound At the entrance of the “Toronto Eaton Centre Shipping/Receiving”, go down the driveway (steep ramp) and at the bottom turn LEFT Bay Street Continue following the driveway until the end is in sight Marriott loading dock is on the left side (Sears is on the right) Southbound Maximum length of truck should be 53'.

LOST AND FOUND Any lost and found items will be given TESL Ontario’s registration desk until the end of the conference. Any items remaining at the end of the conference will be turned in to the hotel’s lost and found.

MEDICAL EMERGENCIES In the event of an emergency, please call 911 and inform a staff member.

MOVE-IN PROCEDURES (pleaser refer to the Occupational Health and and the Shipments to/from the Show)

Move-in is scheduled from 7:00 to 9:00 AM on Thursday, December 5. Flat-bed dollies and other equipment will not be allowed on the show floor. ALL exhibit setup must be completed by 9:00 AM on Thursday, December 5.

Upon arrival at the loading docks (see Loading Docks for more information), unload your vehicle as quickly as possible and move your vehicle from the dock to the parking garage (see the Parking section for parking options). Please be considerate of others waiting to use loading doors. Vehicles left unattended in the loading docks will be towed at the exhibitor’s expense.

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Labour for booth setup and dismantling is the responsibility of the individual exhibitor. If you have outside personnel installing your booth, please make sure they are advised of the above move-in schedule. Ensure that the staff setting up your booth have a copy of all service orders (electrical, internet etc.).

Note: The show floor is deemed a construction site by the Ministry of Labour, effective January 1, 2007. No children under the age of 16 are permitted on the show floor during move-in or move-out. Proper footwear must be worn during these times. Open toed shoes are not permitted.

MATERIAL HANDLING It is the responsibility of the exhibitor to unload their vehicles, transport their materials/displays to the exhibit hall, set- up, dismantle and remove the display from the building at the conclusion of the show.

For your convenience, Robinson Show Services is offering material handling services. Ship your materials directly to Robinson before the event and they will have your shipment waiting in your booth when you arrive for setup. They will also take your materials after the event and ship them back to you. Please complete the order form(s) enclosed or call contact them at 905-417-7789 or [email protected].

MOVE-OUT PROCEDURES (pleaser refer to the Shipments to/from the Show) Move-out shall not commence before 5:00 PM on Friday, December 6. A penalty may be assessed to any exhibitor dismantling or removing material prior to that time. Exhibitors are encouraged to remove small cartons and open cases of products from the building immediately after show close. While Show Management will take all reasonable security precautions to safeguard small items, immediate removal of such items will minimize the possibility of loss or damage.

All exhibits must be dismantled and removed on Friday, December 6 no later than 7:00 PM. Any exhibitor leaving materials in the exhibit area after the deadline will be charged for labour and storage fees.

OCCUPATIONAL HEALTH AND SAFETY All exhibitors are reminded that workplace and worker safety is everyone’s responsibility. All participants at TESL Ontario 2019 must comply with the legislation contained in the Occupational Health and Safety Act and its regulations, which is governed by the Ontario Ministry of Labour. Important Notice: All exhibitor personnel involved with the move-in and/or move-out process (i.e., material handling, erecting/dismantling exhibits, etc.) MUST wear approved safety footwear at all times during move-in and move-out regardless of their booth size or location on the show floor. Show Management will be vigilantly monitoring the show floor to ensure a safe work environment. It needs to be everyone’s goal to minimize the potential hazards and reduce the risk of injuries. Should you see a hazard or unsafe work practice on the show floor, notify Show Management immediately.

Exhibitor Procedures for Worker Safety We ask that all exhibitors make safety a part of their activities during the show; especially during set-up and tear-down. Any exhibitor who sees something that is unsafe or presents a hazard should report it to Show Management immediately. By doing so, we can all help make the show floor safer for all participants. Below are some key procedures to follow while at the show to enhance overall show safety and to help prevent injuries:

During move-in and move-out, appropriate attire including approved safety footwear with steel-toes and hard soles and hard hats, must be worn if you are involved with material handling or erecting/dismantling exhibits. Safety shoes help protect against potential injuries from debris on the show floor; these types of shoes also limit the potential for slips and falls. Open-toed shoes are not allowed during move-in!

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Ensure that all move-in/out staff has access to approved protective devices/materials and that these be worn in the appropriate construction situations (e.g., safety glasses, gloves, etc.). Do not stand on chairs, tables or other furniture at any time; please use a ladder. (Note that ladders are not to be used as working platforms and should only be used for momentary access to a higher point.

PARKING On-site parking is available at a rate of $9 hour, with a daily rate of $36 CAD plus taxes per night. Valet parking is available at a rate of $50 plus taxes per night. The garage height clearance is 2 meters or 6 feet, 7 inches.

SAFETY AND SECURITY While every precaution is taken to safeguard exhibits, Show Management and The Marriott Downtown at CF Toronto Eaton Centre do not assume responsibility for the safety of exhibits against robbery, fire, damage, accidents or any cause whatsoever, either during move-in, show hours or move-out. In all cases, exhibitors must insure their goods and exhibits against such losses. Please report all incidents of theft to Show Management immediately. We suggest you take anything valuable with you when you leave the exhibit hall.

Exhibitors are required to maintain staff in their exhibit at all times during hours of the show. This will reduce the likelihood of a loss in your booth during the show.

Tips: • The greatest risk of theft is during move-in and move-out. Stay with your materials as much as possible and be especially alert during these times • Do not leave your exhibit unattended • Familiarize exhibit employees with the on-site emergency contact number, first aid office, closet emergency exits and what to do in the event of an emergency • Ensure all valuables are secured after hours • Keep all personal items out of plain sight and secured • Report any suspicious behavior to security personnel and Show Management

SHIPPING INSTRUCTIONS (INCLUDING COURIERS AND DELIVERIES)

Shipments directed to the TESL Ontario conference office will be refused. Show management will not sign for shipments due to liability reasons.

For your convenience, Robinson Show Services is offering advance and post show warehousing services. The move-in and move-out hours for this event take place after normal business hours. As a result, you will not be able to accept shipments on-site directly from regular courier and delivery services. At the end of the event, it will be too late in the day for most courier and delivery services to pick up shipments.

Robinson Show Services is offering advance and post show warehousing, as well as material handling services. Ship your materials directly to Robinson before the event and they will have your shipment waiting in your booth when you arrive for setup. They will also take your materials after the event and ship them back to you. Please complete the order form(s) enclosed or call contact them at 905-417-7789 or [email protected].

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Due to the limited storage space, the hotel will only accept shipments a maximum of two days prior to move-in.

Shipped by (Contact Name)

Shipped by (Company Name)

Address sent from

Ship To: Contact Phone #

Marriott Downtown at CF Name of Shipping Company: Toronto Eaton Centre 525 Bay Street Waybill # Toronto, ON M5G 2L2 Canada

Event Manager: Elke Smith ** WE ARE NOT THE IMPORTER, Conference Name: only the address to which the shipment is being sent. ** Date of Conference:

For all questions about shipping your On-site Contact (person asking for the box) package, please contact the appropriate courier company or your Event Manager Exhibit Booth# at Marriott Downtown at CF Toronto Eaton Centre Hotel. If you have any questions in regards to customs clearance, please contact one of the Box # of # below brokers: (total number of boxes in shipment) Mendelssohn Tel. 1-800-665-4628 or Omnitrans Tel. 1-866-677-9541

STORAGE No storage space will be provided for exhibitors by TESL Ontario.

Any exhibitor leaving materials in the exhibit area after 7:00 PM on Friday, December 6 will be charged for labour and storage fees.

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TRAVEL DISCOUNTS

Trains arrive at Union Station on Front Street, 1 block west of Yonge Street, opposite the Fairmont Royal York hotel.

VALID: December 3 to 10, 2019 TERRITORY: From all stations throughout the VIA system to Toronto, Ontario and return. RESTRICTIONS: Fare applies to a maximum of two passengers per booking. One complimentary stopover is allowed at no additional charge. For travel on all fare plans in Business class, the first stopover is allowed at no additional charge, provided that this stopover takes place in Toronto, Montréal or Ottawa only. DISCOUNT: 10% off the best available fare in Economy, Economy Plus, Business, Business Plus, Sleeper, or Sleeper Plus class. "Subject to the conditions and restrictions of the fare plan to which the additional discount is being applied." EXCEPTION: Discount does not apply in any Escape fares and Prestige class. IDENTIFICATION: Participants must reference the event’s VIA confirmation number: 13990.

Online booking tips >> You have to log in to your profile, or create one prior to booking. On the Passenger information screen, select "Convention fare" from the “Discount Type” drop-down menu, and enter the discount code for your convention or event in the “Discount code” field. The conference fare will be shown on the next page.”

Porter Airlines flies from the Toronto City Centre Airport, just minutes from downtown. Porter shuttles offer comfortable and complimentary service between downtown and Toronto City Airport, approximately every 15 minutes. The Porter shuttle bus runs to and from the west entrance of The Fairmont Royal York Hotel, at the north-east corner of Front and York streets, just across from Union Station.

Porter Airlines is proud to offer a 10% discount on available base fares (with the exception of the lowest class fare during a public seat sale) for travel to and from TESL Ontario 2019. The discounted fares are available for booking from July 10 to December 8, 2019 and available for travel:

Location: Dates of Travel: From: Anywhere in Canada or US To: Toronto From: Dec 4, 2019 To: Dec 6, 2019 From: Toronto To: Anywhere in Canada or US From: Dec 5, 2019 To: Dec 8, 2019

Please book online at https://www.flyporter.com/en-ca/?promocode=TESL19 or through your travel agent using promo code “TESL19”.

Porter offers complimentary in-flight snacks and beverages (including beer and wine), GatePorter service for carry-on and access to the Porter Lounge in Toronto and Ottawa, where free Wi-Fi and comfortable, leather seating is available.

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MEMBERSHIP DEMOGRAPHICS

Total membership – 4574 Certified members - 3989

TESL Ontario Membership by Membership Type

Membership Type # of members Standard Member 421 Accredited Member 3989 Volunteer/Student/Friends of TESL 153 Life 11

TESL Ontario Membership by Teaching Sectors

Teaching Sector # of members Elementary 177 Secondary 140 ELT 152 LINC 1413 OSLT 66 Adult Credit 341 Continuing Education 1276 College/University 1021 Private School 428

Note: the total is larger than the membership because some teach in more than one sector.

TESL Ontario Membership by Affiliates

Affiliate # of members Durham 127 Hamilton-Wentworth 248 Kingston 63 London 260 Niagara 135 North York/York Region 534 Northern Region 53 Ottawa 429 Peel/Halton/Etobicoke 772 Toronto 1468 Waterloo-Wellington 321 Windsor 103 Out of Province 60

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TESL Ontario 2019 Program Flow

Thursday, December 5 Friday, December 6

8:00 10 20 30 40 50 Concurrent Sessions Concurrent Sessions 9:00 8:30AM-9:30AM 8:30AM-9:30AM 10 20 30 Break Break 40 50 10:00

Tech Know and Panel 10 Concurrent Sessions Concurrent Sessions

20 AGM 9:50AM-10:50AM

9:50AM-10:50AM 9:00AM-11:30AM 30 40 50 11:00 Break Break 10 20 30 40 Keynote and Concurrent Sessions Keynote and Concurrent Sessions 50 11:20AM-12:20PM 11:20AM-12:20PM

12:00 (7:30AM-4:00PM) (7:30AM-4:00PM) 10 20 Break Break 30 40

50 REGISTRATION REGISTRATION Lunch Break and Lunch Break and 1:00 Concurrent Sessions Concurrent Sessions (9:00AM-5:00PM) (9:00AM-5:00PM) 10 12:40PM-1:40PM 12:40PM-1:40PM 20 30 CAREER FORUM EXHIBITS EXHIBITS 40 50 Break Break 2:00 10 20 30 Concurrent Sessions Concurrent Sessions 40 2:10PM-3:10PM 2:10PM-3:10PM 50 3:00 10 Break Break 20 (2:10PM-4:30PM) 30 (2:10PM-4:30PM)

40

50 CAREER CONNECTIONS Concurrent Sessions Concurrent Sessions

4:00 3:30PM-4:30PM MEETING 3:30PM-4:30PM

10 JOINT PROGRAM ADMINISTRATORS' 20 30 40 50 5:00 10 Welcome Reception 20 4:45PM-6:00PM 30 40 50

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