Terms & Conditions

The basic concept of the Security Canada Conference(s) and Exposition(s) (collectively, the “Shows”) is to make exhibit areas open, accessible and visually appealing to attendees. The floor plans have been designed so that all exhibit booth spaces will be convenient and equally visible to attendees. The following exposition terms and conditions (these “Terms”) will apply in order to provide each Exhibitor the opportunity to make effective use of this space without infringing on the rights of other Exhibitors. For the purposes of these Terms, the term “Exhibitor” means the company identified on the Booth Request Form to which these Terms are attached or linked.

1. Management. In these Terms, “Show Management” shall mean the Canadian Security Association (“CANASA”), its Board of Directors, officers, employees, agents, successors, assigns, and any persons appointed, delegated, or hired by CANASA to manage any or all aspects of the Shows.
2. Payment Terms. Full payment is due at time of booking. If full payment is not received at the time of booking, Show Management reserves the right to cancel your booth space request.
3. Occupancy. The actual occupancy of the exhibit booth space rented by the Exhibitor is ‘of the essence’ in this Trade Show Contract, and if the Exhibitor does not occupy such space, the Show Management is authorized to occupy such space or cause it to be occupied as the Show Management , at its sole discretion, deems best, without releasing the Exhibitor from any liability hereunder and without any liability to the Exhibitor or any third party. A booth shall be considered abandoned if the space is not occupied and fully set up at least thirty (30) minutes prior to the official Show opening. In such cases, Show Management reserves the right to reassign, reallocate, or resell the abandoned space at its sole discretion, without any obligation to refund fees or provide alternative accommodations to the Exhibitor.
4. Eligible Exhibits. Exhibits will be limited to those companies or other entities offering materials, products or services of specific interest to registrants of the applicable Show. Show Management reserves the right to determine the eligibility of any product for display. The Exhibitor agrees that its exhibit shall be admitted and shall remain from day to day solely on strict compliance with these Terms.
5. Limitation of Liability. The Exhibitor agrees to defend, indemnify and hold harmless the Show Management (including CANASA) and the exhibition hall facility (the “Facility”), and city in which this Show is being held, and their respective officers, directors, agents, employees, successors, and assigns (collectively, the “Indemnified Parties”), from and against any and all claims, losses, suits, damages, judgments, expenses, costs and charges of every kind resulting from: (a) Exhibitor’s occupancy of, or activities at, the exhibit booth space herein contracted for, by reason of personal injuries, death, property damage, loss, or any other cause sustained by the Exhibitor, its officers, directors, agents, employees, subletting tenants, or other third parties; or (b) any act (whether intentional or accidental), omission, or negligence of the Exhibitor, its officers, directors, employees, agents, assigns, successors, contractors, subcontractors, or those for whom the Exhibitor is responsible at law. The Show Management shall not be responsible for any loss or damage to displays, lights, goods, equipment or machinery belonging to the Exhibitor or any third parties, whether resulting from criminal or terrorist acts, strikes, fire, floods, storms, acts of God, air conditioning or heating failure, theft, pilferage, mischief, mysterious disappearance, bomb threats or any other causes. All items brought to the Show are displayed at Exhibitor’s own risk, and shall be safeguarded by the Exhibitor at all times. The foregoing indemnity and exclusions of liability shall apply even where any such loss, damage or injury, irrespective of cause or origin, results directly or indirectly to person or property from the performance or non-performance of obligations imposed by this Trade Show Contract or from the negligence, active or otherwise, strict liability, violation of any applicable laws or any other alleged fault on the part of Show Management. In no event shall Show Management be liable for any punitive, exemplary or aggravated damages, damages for loss of profits or revenue, or indirect, consequential or special damages of any kind, including any damages whatsoever relating to the loss of, or loss of use of, displays, lights, goods, equipment or machinery. Show Management shall not be responsible for any errors or omissions in the Exhibitors’ official directory or in any promotional material.
6. General Rules. The Exhibitor agrees to abide by all rules and regulations adopted by Show Management in the best interests of the Show and agrees that Show Management shall have the final decision in adopting any rule or regulation deemed necessary prior to, during and after the Show. Show Management reserves the right to alter the floor plan, at its sole discretion. This includes relocating Exhibitor to fit with any floor plan revisions. Show Management also reserves the right to expel Exhibitor or its personnel if, in the opinion of Show Management, their conduct or presentation is objectionable to Show Management, other Show participants or to the public.
7. Primary Exhibitors. Exhibit booth space may only be contracted and paid for by the company identified in the Booth Request Form, and only that Exhibitor may occupy the assigned space. Only the company name shown on the Booth Request Form will appear in printed material relating to the Show- including promotions, signage and name badges.
8. Subletting of Space. Space contracted by the Exhibitor shall not be sublet nor shared with any other person (including another Exhibitor) without the prior written permission of Show Management.
9. Premium Booth Space. Premium prices may be applied to preferred locations and specialized booth space, as determined by Show Management in its sole discretion.
10. Booth Representatives. Booth representatives shall be restricted to Exhibitor’s employees and their authorized representatives. All booths must be staffed by the Exhibitor during all open show hours.
11. Exhibitor Conduct. Retail sales are strictly prohibited during the course of the Show. Any non-compliance with this paragraph 11 will result in the closure of Exhibitor’s exhibit. Subject to the foregoing, the distribution of samples, souvenirs, publications, etc., or other sales or sales promotion activities must be conducted by Exhibitor only from within its booth. The distribution of any articles that interfere with the activities or obstruct access to neighboring booths, or that impedes aisles, is prohibited. No article containing any product other than the product or materials made or processed or used or sold by the Exhibitor in its products or service may be distributed except by written permission of Show Management . Furthermore, Exhibitor is strictly prohibited any form of solicitation outside of the exhibit hall during Show hours. This includes, but is not limited to, the promotion of products or services through hosting meetings or gatherings off the Show floor. In the event of any non-compliance with any provision of this paragraph, Show Management reserves the right to request Exhibitor to immediately cease and desist from the non-compliance conduct and to ban Exhibitor from future events organized by CANASA.
12. Exhibit Space Allocation. Booth space will be assigned by Show Management in consideration of the following:
    a) membership in CANASA,
    b) number of booths requested,
    c) prior history of exhibiting, and
    d) date application with full payment is received by CANASA.
13. Installation and Dismantling of Exhibits. The Exhibitor agrees to have its exhibit set-up and staffed in time for the opening of the Show. The Exhibitor shall not remove any part of its display or product until the Show is officially closed and failure to comply, without the express written consent of Show Management, will result in a fine of $500 being imposed, which will be invoiced after the Show, and immediately payable. In addition, removal without consent may result in the loss of future exhibition privileges. The Exhibitor also agrees to remove its exhibit and equipment from the Show Facility by the final move-out time limit or, in the event of failure to do so, the Exhibitor shall be responsible for any additional costs incurred.
14. Fire Regulations. Fire-retardant materials must be used. No inflammable fluids or substances may be used or shown in booths. No fire exits are to be blocked, and access to fire protection equipment including sprinkler control valves, fire hose stations, portable extinguishers, and fire alarm stations must not be restricted.
15. Electrical. All operating electrical equipment used in the exhibit at the Show must have CSA or equivalent provincial power authority approval.
16. Insurance. The Exhibitor is responsible for the placement and cost of (general and third party liability) insurance related to its participation in the Show. The Exhibitor shall maintain adequate commercial general liability insurance in amounts satisfactory to Show Management, naming Show Management (including CANASA) and the Facility as additional insureds. Upon request, the Exhibitor shall provide Show Management with a certificate of insurance evidencing such coverage prior to the commencement of the Show. In addition, should the Exhibitor contract for services with “non-official show contractors”, said contractors must provide proof of (general and third party liability) insurance to Show Management prior to being permitted entry to the Facility.
17. Liability & Damage to Property. Neither Show Management nor the Facility will be responsible for loss or damage to displays while at the Show, or while being brought into or out of the Show Facility. In all cases, the Exhibitor will assume responsibility for damage, howsoever caused, to property, accidents and/or injuries to other Exhibitors or their employees. All space is leased subject to the Facility rules and regulations, and those outlined in the Exhibitor’s manual.
18. Lotteries/Contests. Exhibitors shall not operate draws or lotteries without the express written permission of Show Management. If permitted, the Exhibitor is solely responsible for ensuring that it adheres to all applicable laws governing draws and/or lotteries. Without limiting the Exhibitor’s foregoing responsibility, Show Management reserves the right to ban objectionable premiums and novelties and to prevent the sale or distribution of any articles or products which it believes might endanger the health and safety of those attending the Show.
19. Demonstrations. Aisles must not be obstructed at any time. Demonstrations must be conducted within the aisle line of the exhibit space. If several spectators are expected to congregate at one time, space must be left within each exhibit area in which an audience may gather. Should spectators interfere with normal traffic flow in the aisle or overflow into the aisle, Show Management reserves the right to request that such presentations be limited or discontinued.
20. Sound Levels. The noise level of any demonstrations or sound systems or equipment must be kept to a minimum in order not to interfere with others. Show Management reserves the right to determine the sound level at which the noise interferes with others and may require the Exhibitor to discontinue.
21. Food & Beverages. Exhibitors shall not serve food or beverages in its exhibit area unless expressly permitted in writing by Show Management.
22. Hospitality Suites, Exhibitor Functions. Exhibitor shall limit hospitality suites, social functions and off-floor seminars to times not in conflict with any CANASA functions as listed in the show guide. In addition, Exhibitor agrees to not remove attendees from the Show floor area during regular Show hours.
23. Admission. Show Management shall have sole control over admission policies at all times.
24. Cancellation. This Trade Show Contract may be cancelled by either party upon giving written notice at least 90 days prior to the first day of the Show. If Show Management cancels, it will refund all monies paid by the Exhibitor unless said cancellation was caused by the Exhibitor’s failure to pay the amounts due and owing in accordance with the payment schedule, in which case Show Management has the right to impose a cancellation fee up to 25% of the contracted space costs. If it is the Exhibitor who has cancelled, then the Exhibitor shall pay an amount equal to 25% of the contracted space costs to Show Management, which cancellation fee may be deducted from any deposit held by Show Management. If the Exhibitor cancels within 90 days of the show date, then it will be liable for 100% of the contracted space costs and no refund will be given. The parties hereto agree that the aforementioned cancellation fee is not a penalty but a genuine pre-estimate of damages. Cancellation of this Trade Show Contract, means that the Exhibitor forfeits all rights or claims to the allocated space and Show Management is free to rent it to others and collect the cost of the space in accordance with the Contract as damages. Show Management reserves the right at its sole discretion to change the date or dates upon which the Show is held and shall not be liable for damages or otherwise by reason of such change. In addition, Show Management shall not be liable in damage or otherwise for failure to carry out the terms of this Contract in whole or in part where caused directly or indirectly by or in consequence of criminal or terrorist act, acts of God, fire, storm, flood, war, rebellion, insurrection, riot, civil commotion, strike, pandemic, epidemic, public health emergency, government-ordered closure or restriction, or by any cause whatsoever beyond the control of Show Management. In the event that the exhibit space to be used by the Exhibitor should in any way be rendered unusable, the Exhibitor shall pay for such space only for the period during which it was or could have been used as determined within the sole discretion of Show Management.
25. Exceptions. While exceptions to these Terms are not anticipated or encouraged, any such requests must be submitted to Show Management in writing at least 60 days prior to the Show. Show Management will decide on such requests and respond in writing no later than 20 days after receipt of the request.
26. Amendment to Rules. Any matters not specifically covered by these Terms shall be subject solely to the decision of Show Management. The Show Management shall have full power in the matter of interpretation, amendment and enforcement of these Terms, and that any such amendments, when made and brought to the notice of the said Exhibitor, shall be and become part hereof as though duly incorporated herein and subject to each and every one of the terms and conditions herein set forth.
27. Health and Safety Policy. A health and safety policy agreement must be signed before the Exhibitor can exhibit at the Show. The Exhibitor agrees to comply with all applicable sections of the applicable occupational health and safety legislation in the province in which the Show is being held including, without limitation, the Occupational Health & Safety Act (Ontario), which among other things requires that the Exhibitor, its employees and contractors, take all reasonable steps and precautions to protect the health and ensure the safety of all persons involved in the Show.
28. Exhibit Guidelines. All single and in-line booth back walls are restricted to 8 ft. in height and the dividers between the booths to 3 ft. in height. No part of the structural display at its full 8 ft. height may extend out more than 5 ft. from the back wall at that height. All sides and surfaces of the exhibit (booth and signs), which are exposed to a view, must be properly finished and decorated. Failure to provide a finished surface may result in a charge to mask off the surface.
29. Photography. No photographs or video may be shot on the Show floor without written permission of Show Management. Any person found to have taken photographs or video without the required written permission may be required by Show Management to permanently delete any such images or footage in the presence of a Show Management representative, and may be removed and banned the Show floor. Show Management reserves the right to pursue any available legal remedies in respect of unauthorized photography or recording.
30. Space Allocation. Show Management reserves the right to alter the floor plan and to move Exhibitor if so required at Show Management’s sole discretion. Show Management will promptly notify the Exhibitor and do their best to assign a similar location.
31. Governing Law and Jurisdiction. The Contract shall be governed by and construed in accordance with the laws of the Province of Ontario and the laws of Canada applicable therein, without regard to conflict of law principles. Each party irrevocably and unconditionally submits to the exclusive jurisdiction of the courts of the Province of Ontario for the resolution of any dispute arising out of or in connection with the Contract, and waives any objection to proceedings in such courts on grounds of venue or inconvenient forum.