EXHIBITOR GUIDE
We are on cloud nine to officially be BACK with a newly re-imagined, ultra-luxe WedLuxe Show at Hotel X Toronto and can't wait to see all of you in person SOON! This has shaped up to be an EXTRAORDINARY event as our sponsors have been incredibly hard at work collaborating on what we truly believe will be our most beautiful show EVER!
Everything you need to know about the next few days is included below. Please read it all thoroughly IN ADVANCE OF LOAD-IN to avoid any surprises during load-in, set-up and during the event itself.
For any questions prior to load-in, please email showinfo@wedluxe.com or call 416.591.1203
HELLO!
DOORS, EXHIBITS, EXPERIENCES OPEN from
DOORS, EXHIBITS, EXPERIENCES OPEN from
2:00pm
3:00pm
4:00pm
RUNWAY SHOWS
RUNWAY SHOWS
9:00 am - 1:00 pm
1:00 pm - 5:00 pm
10:00am
11:00am
12:00pm
DOORS, EXHIBITS, EXPERIENCES OPEN from
runway shows
8:30pm
9:30pm
YOU are required to be present in your booth or experiential space by 6:30pm for final inspection. After 6:30pm, you will NOT have time to leave the show floor and come back because we need to keep elevators and stairwells OPEN for guest arrivals at 7:30pm.
7:30 pm - 11 pm
5:30 pm - Exhibits Ready
6:30 pm - Exhibitors in Place
8 am - 8:30am - Exhibitor Check-In
You must check-in by 8:30am on Sunday. DO NOT ARRIVE AT 9am or we cannot manage traffic and the guest experience. Exhibitors need to present badges before they are allowed to the third floor so it is imperative that you are prompt for Sunday morning arrival.
SATURDAY, Jan 28
PM
Sunday, Jan 29
AM
Show Times
FLOOR PLAN* - 3rd floor
**NOTE**
The Runway is located in NEW FORT HALL, Ground Floor
EXHIBITOR REGISTRATION, SHOW OFFICE are located in RIVERDALE park room, 2ND FLOOR
VENUE & PARKING
Hotel X Toronto is located at 111 Princes’ Blvd, Toronto with the entrance at the corner of Lake Shore Blvd, and Newfoundland Dr.
PARKING
Self-parking is available for $35 inclusive of tax per night. We recommend parking on Level B2, as this elevator brings you directly to the lobby.
VENUE
Book your stay at our extraordinary
Hotel X Toronto by The Library Collection
Between Jan 24th and Jan 31st, Hotel X is offering our exhibitors
the best flexible rate using the code
30% off
WEDEXHIBITORS
To maintain the integrity and overall design aesthetic of this show, all booths are required to be presented in an upscale, luxurious manner. Side walls between booths are not allowed unless you have discussed with show management in advance and have been granted specific approval from neighboring spaces.
Each booth will be granted approval by show organizers upon completion of set-up on Saturday afternoon. We reserve the right to request changes on-site if your booth does not meet our approval.
Height & Size Restrictions
We recommend reaching out to your fellow
exhibitors and sponsors!
*specifically floral, planning, and decor categories
Need Last Minute Help with Design/Floral/Decor?
Soft backdrops can be a maximum height of 10ft.
Solid walls/hard backdrops and furniture pieces must be a maximum height of 8ft to fit in loading elevators.
booth/exhibit design
Reminder about using non-exhibiting
decor/design suppliers for your booth design
It's ok to use any supplier you wish to assist with your booth design HOWEVER the only company allowed to be promoted within your exhibit/booth space OR digitally in conjunction with your booth space and The WedLuxe Show is the company represented on your show contract OR show sponsors. Absolutely no in-booth or digital marketing/promotion of non-exhibiting companies is allowed.
Non-exhibiting companies cannot provide services or products for your booth in exchange for in-booth credit or marketing of any kind. (You may not put their business cards or marketing material in your booth in exchange).
You do not have permission to include #WedLuxeShow, #WedLuxe, @WedLuxe @WedLuxeToronto handles or other WedLuxe-related hashtags on social media posts you may create in exchange for any products or services from non-exhibiting vendors in conjunction with any posts about your exhibit space. We will be actively monitoring this policy before, during and after the show. Penalties will apply if the rule is not strictly adhered to. Thank you in advance for your respect for fellow exhibitors, our policies, and diligence in monitoring/flagging this.
FURNITURE
All furniture must be arranged in advance. The hotel is not able to provide tables or linens for the WedLuxe Show.
SIGNAGE, BACKDROPS, FLOOR DESIGN, VINYL, ETC
Click here to download the DFD Event Solutions Look Book.
The advance order deadlines for our show partners DFD Event Solutions and Detailz Couture Event Rentals have now passed. You may still be able to place a RUSH ORDER to be delivered to your booth ahead of load-in (although this is not guaranteed!)
For RUSH backdrop, signage, decal, or vinyl flooring orders, please contact Derick Grundy - derick@camad.com
For RUSH furniture orders, please contact:
Lace Mendes - lace.m@detailzcouture.com
RUSH ORDERS
POWER and AV
Download the form, complete it, and send back to
william.cowan@encoreglobal.com
Exhibitors cannot use any existing wall sockets as a power source (these are interconnected and will cause outages across the floor).
Any power outlets, lighting, or specialized AV MUST BE ORDERED IN ADVANCE of the show through Encore. The Encore team have limited inventory and will not be able to accommodate on-site requests.
Storage of all crates and empty cartons is not allowed and any such material must be removed prior to show commencing. There is no on-site storage for crates, boxes, cartons, etc. Please plan accordingly.
Don’t leave valuable objects unattended in your exhibit space at any time. Security/cameras will be in operation at Hotel X Toronto on Friday and Saturday night but the show organizers (Cloud NIne Omnimedia, dba WedLuxe) and Hotel X Toronto are not liable for the contents of your booth at any time during the event. This includes set-up, during show hours, overnight, and after the event. Don’t leave valuable objects.
on-site Storage
SECURITY
PLEASE REVIEW THE HOTEL X DAMAGE WAIVER CAREFULLY AND SIGN/SUBMIT PRIOR TO LOAD-IN. ONE WAIVER MUST BE SIGNED FOR EVERY PARTICIPATING SPONSOR AND/OR EXHIBITING COMPANY. FAILURE TO SUBMIT THIS IN ADVANCE WILL CAUSE DELAYS WITH YOUR LOAD-IN ON THE DAY.
LOAD-IN
LOADING DOCK
All deliveries and larger booth items must go directly to the loading dock, HOTEL X does not allow deliveries to come through the front doors.
BY APPOINTMENT ONLY
The loading dock can be accessed by load-in/load-out appointment only. Hotel Security can only allow access to companies on the schedule during their allotted time.
LOCATION
The loading dock is located on the east side of the building off of Newfoundland Road; between Lake Shore Boulevard and Princes’ Boulevard.
ADDRESS
111 Princes’ Boulevard, Toronto, ON Canada M6K3C3
ACCESS
If the loading dock gate is closed, you can call switchboard at 647.943.9300 to page someone to open the loading dock.
DRIVERS
Drivers are required to shut down their engines while in the dock area. Drivers will unload all items. The hotel does have a lift and dock plates.
HEIGHT
The loading dock height is 14ft. And the height of the platform is 3ft 6inches, we also have docking plates and a lift at the smaller dock for smaller cube/box van. We are unable to accommodate 52’ transport trucks.
RECOMMENDED TRUCK SIZE & PARAMETERS
Size of Truck: 48ft tractor trailer
Height: Up to 14ft
LOADING DOCK PROCEDURES
At no point can vehicles remain in the loading dock door or general area. After items are unloaded/loaded from or onto a vehicle, it is to be immediately moved.
Because we have such a tight timeline for load-in and load-out, multiple companies may be assigned the same time slot, to ensure everyone is able to be set-up on time.
Please be patient and considerate with fellow exhibitors loading in at the same time :)
There are two separate elevators required to reach the 3rd floor, which can only accommodate items a maximum of 8 feet long.
Signage at the venue on the days leading up to and during/post event will help guide you to the elevators that need to be used to access the show floor.
All large items must be brought up to the 3rd floor via the loading dock elevators.
The hotel security cameras are in operation AT ALL TIMES. Any damage caused to the interior of an elevator will be subject to an investigation by the hotel, and the financial responsibility of the Vendor who caused the damage.
Should an instance of elevator entrapment occur, as a direct result of the actions of the Vendor, and such instance require the presence of the City of Toronto emergency services, the Vendor will be liable to pay the costs associated with the call out of the City of Toronto emergency services.
ELEVATORS
CARTS & DOLLIES
There are NO DOLLIES, CARTS, or LADDERS available at the load-in dock. YOU MUST BRING YOUR OWN.
- The only company allowed to be promoted within your exhibit/booth space OR digitally in conjunction with your booth space and The WedLuxe Show is the company represented on your show contract, other show exhibitors, OR show sponsors. Absolutely no in-booth or digital marketing/promotion of non-exhibiting companies is allowed. Non-exhibiting companies may not provide services or products for your booth in exchange for in-booth credit or in-booth marketing of any kind. (You may not put their business cards or marketing material in your booth in exchange). The same rule applies for social media promotion in conjunction with the WedLuxe Show. (You do not have permission to include #WedLuxeShow, #WedLuxe, @WedLuxe @WedLuxeToronto handles or other WedLuxe-related hashtags on social media posts you may create in exchange for any products or services from non-exhibiting vendors in conjunction with any posts about your exhibit space.) We will be actively monitoring this policy before, during and after the show. Penalties will apply if the rule is not strictly adhered to. Thank you in advance for your respect for fellow exhibitors, our policies, and diligence in monitoring/flagging this.
- Exhibitor booths must be designed to fit the exact footprint of the purchased booth space. Measurements must be exact. This includes footprints of curtains, baseplates (edges must be fully WITHIN the space), cords, signage and any furniture. There is ZERO room for error and infringing on neighboring booth space or traffic flow areas is strictly prohibited.
- Exhibit spaces may not be shared/sublet unless you are participating in a group space approved by WedLuxe.
- All displays, exhibits, and decorations must conform to, and comply with the rules and regulations of HOTEL X TORONTO and should be free-standing without attachment to walls, ceilings, or doors. Items may not be attached to any stationary wall, door, window, or ceiling with nails, tape, staples, or any other means in order to prevent damage to the facility, fixtures, and furnishings.
- All exhibits must be properly protected so as to avoid danger to any person or persons visiting or taking part in the event. The Show organizers and the venue shall be indemnified by the Exhibitor against any claim or action on account of any inquiry or damage being caused, or occasioned by any exhibit to any persons whatsoever.
- According to Toronto’s fire regulations, all candles or any devices that emit flame or smoke must be enclosed in glass or non-flammable containers.
- All displays, exhibits, decorations, and equipment must be loaded and unloaded at the designated loading dock. Deliveries cannot be accepted prior to your load in-date and time and will be turned away.
- Exhibitors must wear a WedLuxe Show ID badge for the duration of the event and will not be allowed in and out of the event space without proper identification. We reserve the right to revoke the badge and show privileges of anyone exhibiting inappropriate behavior such as (but not limited to) noise, safety hazards, or other reasons found to be distracting another exhibitor. There shall be no return of payment if such rejection or prohibition is deemed necessary by the show organizers.
- To maintain the integrity of this show, all booths are required to be presented in an upscale, professional manner. The Show organizer reserves the right to request any modifications to your booth upon inspection before or during the show. Exhibits must be confined to the exact floor space allotted by your contract.
- All signage and backdrops must be free standing and supplied by one of the show partners. If you are using your own backdrop/signage it must be in keeping with a luxury/high-end event and fit within the foot print of your space. WedLuxe reserves the right to change or decline proposed backdrop/signage.
- The Exhibitor shall be responsible for: a/ their exhibit installation which is required to be completed no less than two hours before the event commences. b/ Unless otherwise noted, exhibitors are responsible to have a representative on-site for the duration of the show hours.
- Storage of all crates and empty cartons is not allowed and any such material must be removed prior to show commencing. There is no on-site storage for crates, boxes, cartons, etc. Please plan accordingly.
- The use of microphones or headsets is not permitted.
- Publicity Material: May only be displayed and/or given away from the Exhibitors’ own stand. NOTE: WedLuxe Media is the organizer of the event and therefore reserves the right to be the exclusive bridal media distributed and promoted at the show. No other magazines or media can be distributed or promoted within the venue during show hours or from exhibitor spaces. Other bridal media logos or “work as seen in” other bridal magazines are not allowed to be displayed in the booth or on booth signage.
- Models or performance artists are NOT allowed to be walking around the show floor.
- Damages to venue floors or walls within your space are the exhibitor’s responsibility/liability.
- Don’t leave valuable objects unattended in your exhibit space at any time. Security/cameras will be in operation at Hotel X Toronto on Friday and Saturday night but the show organizers (Cloud NIne Omnimedia, dba WedLuxe) and Hotel X Toronto are not liable for the contents of your booth at any time during the event. This includes set-up, during show hours, overnight, and after the event. Don’t leave valuable objects.
- Entire exhibit removal from the exhibition premises must be completed by 11:59pm on January 29, 2023 unless you have been given alternate approval in writing from show management. Leftover items are not the responsibility of the show organizers, Hotel X Toronto, or its staff and will be disposed of.
SHOW RULES
Exhibitor + SPONSOR
passes and registration
SATURDAY, Jan 28
Sunday, Jan 29
Exhibitor Passes Available
from 12pm to 6:30 pm
Riverdale Park Conference Room
(2nd Floor)
Exhibitor Passes Available
from 8.00 am onward
Riverdale Park Conference Room
(2nd Floor)
Every exhibitor, sponsor, and each member of their staff must wear an EXHIBITOR/SPONSOR PASS and WRISTBAND at all times when they are on the convention floor.
EXHIBITOR and SPONSOR SIGN-IN to collect PASSES and WRISTBANDS will be taking place in the RIVERDALE PARK conference room on the 2nd floor of the hotel at the following times:
EXHIBITOR PASSES and WRISTBANDS do
NOT Include access to RUNWAY, GIFT BAR, or FOOD & BEVERAGE INCLUSIONS.
If supplies allow, a gift bag will be provided to each booth on Sunday afternoon between 4 and 5pm.
3 x 3 - 1 Pass
Maximum 1 staff allowed at any one time in the space
8 x 4 - 2 Passes
Maximum 2 Staff allowed at any one time in the booth
6 x 6 - 4 Passes
Maximum 3 Staff allowed at any one time in the booth
8 x 8 - 6 Passes
Maximum 4 Staff allowed at any one time in the booth
8 x 16 - 12 Passes
Maximum 8 Staff allowed at any one time in the booth
Exhibitor PASS ALLOTMENT
FOR ADDITIONAL EXHIBITOR PASSES:
PLEASE NOTE
PLEASE DO NOT MESSAGE OUR SOCIAL MEDIA ACCOUNTS with SHOW-RELATED QUESTIONS. WE RECEIVE A MASSIVE VOLUME OF DMS FROM FOLLOWERS WORLDWIDE and YOUR MESSAGE MAY GO UNSEEN DUE TO VOLUME!
1.866.264.4904
FROM THURSDAY TO SUNDAY (SHOW WEEKEND)
or email showinfo@wedluxe.com
PRIOR TO THURSDAY, Jan 26
Our show office will be located on the 2nd floor of Hotel X Toronto in the RIVERDALE ROOM
from Saturday onward.
Our entire team is onsite from Thursday onward. For any onsite issues over the show weekend please call or text us at:
For general show inquiries, call 416.591.1203 or email showinfo@wedluxe.com
HOW TO REACH US
marketing ASSETS
We've put together feed post graphics, reels, and story graphics for your usage.
Don't forget to tag @wedluxe @hotelxtoronto and @fooddudes in your posts!
EXHIBITORS
sponsorS
SOCIAL ASSETS
ticket giveaway graphics
Post our Give-away Graphic to your feed and ask your audience to follow the below steps:
Follow @wedluxetoronto
Follow your account
STEP
4
Tag someone you'll be bringing with you to the show!
Like and save this image
STEP
1
STEP
2
STEP
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