Drive Festival
September 8 – 10, 2023
Toronto, Ontario
Canadian Tire Motorsport Park
Welcome and thank you for choosing to be a participant in Drive Festival.
Please take a moment to read the Exhibitor Manual which will provide you with all of the necessary information for the preparation and installation of your exhibit. Processing your orders at your earliest convenience will allow us and the service-contractors time to provide you with the best possible rates & service.
The Show Office will be set up inside the Event Centre at the Canadian Tire Motorsport Park on Wednesday, September 6th at 9 am, and management will be available to assist you for the duration of the Festival.
Table of ContentS
1. General Information (Location, Dates, & Times)
2. Checklist
3. Move-in Instructions
4. Shipping & Deliveries
5. Logistics, Customs & Warehousing
6. Materials Handling & In-Booth Forklift Services
7. Parking
8. Move-out Instructions
9. Decorator (Furniture & Accessories Rental)
10. Electrical
11. Food & Beverage Sampling & Selling
12. Food Vendors
13. Hotel
14. Tents
15. WIFI
16. Badges
17. Drones
18. Free Admission Passes
19. Insurance
20. Rules & Regulations
Manufacturers – Additional information
21. Tents
22. Electric vehicle charging
23. Refueling stations
24. Auto Services
25. Golf Cart Rentals
General Information
Show Location
Canadian Tire Motorsport Park
3233 Concession Rd 10
Clarington*, ON
L1C 3K6
Tel: 1-800-866-1072 (toll free in North America)
Email: info@ctmpark.com
*The mailing address for the park is Bowmanville, but when giving directions/imputing it in your GPS please use Clarington
PARK GROUNDS MAP
MAP & DIRECTIONS
Show Dates & Times
Friday, September 8, 2023 | 11:00 am – 6:00 pm
Saturday, September 9, 2023 | 10:00 am – 6:00 pm
Sunday, September 10, 2023 | 10:00 am – 5:00 pm
Exhibitor Move-in Times
Wednesday, September 6, 2023 | 9:00am – 8:00pm – Major setups, Contractor setup
Thursday, September 7, 2023 | 9:00am – 8:00pm – Exhibitor setup
Exhibitor Move-Out Dates & Times
Sunday, September 10, 2023 | 5:00 pm – 10:00 pm
Monday, September 11, 2023 | 9:00 am – 2:00 pm
Produced By
National Event Management
Suite #102
260 Town Centre Blvd.,
Markham ON
L3R 8H8
Tel: (905) 477-2677 or (800) 891-4859
Fax: (905) 477-7872
Exhibitor Coordinator
Estelle Aliwalas
Tel: 905 477-2677 or (800) 891-4859 Ext 287
Email: estelle@nationalevent.com
Exhibitor Check List
Please print a copy of this checklist to assist you in planning for the Show. To take advantage of “early booking discounts” please note booking deadlines.
Move-In Instructions
Move-in Dates and Times
Wednesday, September 6, 2023 | 9:00am – 8:00pm – Major setups, Contractor setup
Thursday, September 7, 2023 | 9:00am – 8:00pm – Exhibitor setup
- All exhibitors must officially register before setting up. Please come to the Main Entrance and staff will direct you to your booth space.
- All exhibits must be set up by 8:00 pm Thursday. Exhibitors will not be permitted to set up during show hours.
- Children 15 years of age or younger will not be permitted in the exhibit area during move-in, set-up, or tear down.
- FOOD: There will be a Food Truck available on Thursday, September 7th for your set-up crew to purchase a hot lunch. Please note – there is no prepared food available on the Wednesday. Please encourage your set-up staff to bring food/beverages.
Please Note: Depending on your exhibit requirements or location, you may be contacted by Show Management for a specific move-in time.
Directions to the Park
From Toronto (Eastbound)
Take the 401 to exit #431 (Durham # 57) Head North on Hwy 57 & follow the blue signs Approx. 20 km north to Regional Road 20 Right on # 20 and travel east 6km to Concession 10, Turn Right on Concession 10 and enter the circuit through the Main gate.
Shipping & Deliveries
Shipping Direct to Show: Wednesday, September 6, 2023
PLEASE NOTE: The facility will NOT accept shipments or deliveries prior to the Show move-in date. Please ensure to have staff onsite to help coordinate deliveries.
Please address deliveries to:
Exhibitor Name, Booth #
c/o Drive Festival
Canadian Tire Motor Sport Park
3233 Concession Road 10
Clarington, ON – L1C 3K6
*The mailing address for the park is Bowmanville, but when giving directions/imputing it in your GPS please use Clarington*
Logistics, Customs and Warehousing
ORDER DEADLINE: August 19, 2023
Cross Connect is our designated official logistics & customs broker. Should you require their services, please contact:
Cross Connect
Pat D’Alessandro
416-726-7229
info@crossconnectcl.com
Materials Handling & In-Booth Forklift Services
ORDER DEADLINE: To be determined
Materials Handling and in-booth forklift services are available exclusively by order through Show Management. Services will be performed by Stronco Show Services. If you require these services, please complete the form below, it will automatically take you to payment portal.
Dollies and pump trucks will be available for your use, free of charge, during Move-in and Move-out.
Move-out Instructions
Move-out Dates & Times
Sunday, September 10, 2023 | 5:00 pm – 10:00 pm
Monday, September 11, 2023 | 9:00 am – 2:00 pm
Move-out will begin once the show has closed and the park is cleared. Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited. For safety reasons no moving of cars on display will be permitted to leaving the grounds until all attendees have vacated the property.
Trucks picking up booth materials and vehicles will not have access to the grounds before 6:30pm on Sunday. All material must be removed by Monday by 6:00pm.
Exhibitors are encouraged to remove small items and open cases of products from their booth first. Show Management will take all reasonable security precautions, but immediate removal of these items is the best way to prevent pilferage.
Decorator (Furniture & Accessories Rental)
Information coming soon…
Electrical
ORDER DEADLINE: Friday September 1, 2023
Herc Rentals is our designated official Electrical Supplier. Electrical is not supplied to your booth and must be ordered in advance. If you require an electrical hookup, please complete the order form below:
Orders received after the booking deadline will be subject to a 50% surcharge.
Food & Beverage Sampling / Selling
SUBMISSION DEADLINE: August 2, 2023
If you are planning on sampling food or beverage product(s) in your booth, please note there are two necessary forms to complete. Please send a copy of each completed form to estelle@nationalevent.com.
Food samples are limited to a 2 oz. portion and beverage samples to 4 oz.
- Please follow this link LINK to complete the Food Sampling form. You will receive a confirmation email upon completion.
- Please complete the below “Temporary Food Establishment Application” and return to Durham health department at ehl@durham.ca at least 15 days prior to the show. There is no fee involved.
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- Please ensure you are complying with the Durham Region’s Community Special Events Requirements below. If you do not complete this form, and do not comply with the guidelines, you could be closed down if an inspector comes to the show.
- If you have any questions, please contact the Durham Region Health Department – Environmental Health at ehl@durham.ca
TEMPORARY FOOD ESTABLISHMENT APPLICATION
Please note these additional Food Safety Rules and Regulations:
You must have a temporary hand washing station set up in your booth. This can be as simple as a container with a spigot that provides a continuous flow of warm water, liquid soap, paper towels, and a bucket to collect waste water.
Food Vendors
No vendor may sell food or dispense beverages at any time without the express written consent of National Event Management and the Canadian Tire Motorsport Park.
All vendors must abide by all health, safety, alcohol and fire laws and regulations at their cost. If serving food or beverages, vendors must ensure that the food and beverages are stored, prepared and served in accordance with all local, provincial, and/or federal laws and regulations for the storage, preparation and serving of food and beverages. The vendor agrees to provide proof of compliance.
If you are a food vendor, please contact Leslie Lawrence at leslie@drivefestival.com for details about registration and the approval process.
Hotel
Rooms and discounted rates are available on a first-come-first-serve basis. Please book early to avoid disappointment.
We have obtained the following group rates at the Holiday Inn Express & Suites Bowmanville.
$129 / night for Two Queens
The Holiday Inn Express is located at:
37 Spicer Square
Bowmanville, ON
L1C 5M2
Reservations may only be made by using this link Please use group code DFT
To receive this rate, you must mention that you are with “DFT” when booking. Rates cannot be changed at check-in/check-out times if you fail to identify your affiliation at the time of booking.
Tents
- All exhibit space is open-air. We encourage all exhibitors to have a tent.
- If your tent is under 646 sq feet no permit is requested. Please ensure you have weights/sand bags to hold the tent in place.
- If your tent is larger than 646 sq ft please refer to the tent section under Manufactures area, to apply for the necessary permits.
Tent & Canopy Guidelines:
- Tents & Canopies must be clean or new, and securely strapped down to meet fire and safety rules and regulations of the local fire department.
- Staking is not allowed on concrete surfaces for tents and structures. You must use weighted blocks on cement surfaces.
Tent Rentals
If you would like to rent a tent, we encourage you to use our preferred tent supplier. Please contact:
Gervais Rentals
John Waite
john@gervaisrentals.com
416-288-1846 XT 227
416-717-1052
WIFI
ORDER DEADLINE: August 21, 2023
If you require access to WIFI in your booth; please submit the below form to:
Rural Wave
Cary Bolton
Tel: 705-341-4628
Email: Cary.bolton@rci.rogers.com
It is recommended that exhibitors provide their own wireless router and Rural Wave will configure it on their behalf during the setup process. A limited supply of routers is available for rent.
Badges
SUBMISSION DEADLINE: August 11, 2023
Each exhibitor will be provided with a select number of personalized name badges. The quantity of badges assigned to you will be dependent on your booth size. Badges must be worn to gain admittance to the park grounds.
Please follow this link to complete your badge request form. The main contact for your exhibit was sent an email from
DRIVE FESTIVAL 2023 – mers@microspec.com – with your password.
Badges will be available for pick up as follows:
Wednesday & Thursday – at Exhibitor Registration in the Main Event Centre
Event Days – inside the registration building at the Main Entrance
DRONES
If you want to fly a drone to take footage of the event and/or your activation at the event; please follow these steps.
Please send an email to Jen Koncovy jen@ctmpark.com with the following details:
1. Name of Operator
2. Operator License
3. Copy of Insurance
Please state the preferred date(s) /time(s) you want to fly.
NOTE: We have limits as to how many drones can fly at a time. Requests will be accommodated/approved on a first come first serve basis.
Free Admission Passes
Per your agreement, you have been allocated FREE ADMISSION PASSES to be used for pre-event contesting and to encourage fans of your brands to come to the festival.
TBD- You can CLICK HERE to access your distribution portal and share your tickets. The main contact for your exhibit was sent an email from DRIVE FESTIVAL 2023 – (Email) with your password
Insurance
Insurance for booth/festival
Exhibitors must have their own liability insurance covering a minimum of $2 million in damages. Please list National Event Management and Motoring Experiences Inc. as “additional insured”.
Transportation Insurance
Show Management/ National Event Management is NOT responsible for damages caused during the transportation of your products. We strongly recommend purchasing transportation insurance when booking your shipments.
Liability
Exhibitors will be liable for, will indemnify, and will hold harmless Show Management and Drive Festival. From any loss or damage whatsoever occurring to, or suffered by, any person or company. This includes, without limiting the generality of the foregoing, exhibitor, other exhibitors, management, the owners of the building and their respective agents, servants and employees, and members of the public attending the festival, either (a) on the said space or (b) elsewhere. Neither the facility nor Show Management will be responsible for loss or damage to persons, exhibits, or decorations by fire, accident, theft, or any cause while in the exhibition grounds.
Permits/Licenses
Exhibiting companies are responsible for obtaining any permits or licenses required for the operation of their booth. Exhibitors are also responsible for the hiring, training and, where applicable, the licensing, of their booth personnel and shall comply with Ontario’s Employment Standards Act, 2000, and the Occupational Health and Safety Act. The vendor agrees to provide WSIB Clearance Certificate.
Rules & Regulations
Note: All booth space is raw space. Any structures, tents, or other display materials are the responsibility of the exhibitor. Most of the grounds area where booths will be setup is asphalt, or in some cases gravel. Any display must be weighted down, follow proper safety standards and is subject to approval by the Fire Department. If confirmation of ground type is required, please contact dina@nationalevent.com
Booth Display Guidelines
Booth displays exceeding 12ft in height must be pre-approved by Show Management. Please email a drawing of your booth display with measurements to Dina Latina (dina@nationalevent.com) for approval and to ensure safety and sight-line rules are followed.
Rules for 10’x10’ and 10’x20’ in-line Marketplace Booths (Monza Pavilion & Daytona Pavilion)
- No exhibit may exceed a maximum height of 12ft. without pre-approval from Show Management.
- Side panels 8 ft. high, must not exceed a depth of 4 ft. extending from the back of the display.
- The remainder of the 6 ft depth from the front of the booth must not exceed a 4 ft. height.
- Prefab booth partitions must be finished on both sides.
- No signage or material may be extended above the 8ft height at the back of your booth
- All signs must be printed on one side only.
- Your brand messaging can only face the inner walls of your exhibit space.
- Painting, nailing, drilling, or screwing to the ground, walls or any other part of the facilities is not permitted. Exhibitors are also responsible for any general damage to the area.
- Any exceptions to the rules above must have pre-approval from dina@nationalevent.com
Demonstrations/Distributions
Displays, demonstrations or distribution of advertising materials, are not permitted outside the confines of your booth. If audio visual equipment is used, the sound must be subdued to such an extent as to ensure it’s having no nuisance effect on neighboring exhibitors. The use of microphones is not permitted without prior management approval.
Exhibiting policies
Exhibitors may not share booth space without the express written consent of National Event Management. Booths must be maintained in a clean and respectable order and all accumulated trash must be bagged for pick-up throughout the event. Booths must be fully operational throughout all posted hours of the event.
Fire Regulations
All exhibitors planning to use any type of fuel (such as gas, oil, helium gas, or propane) in their exhibits are requested to contact Show Management. All displays or exhibited materials must be fireproof to conform to Federal, Provincial/Sate, and City Fire Laws.
National Event Management is obligated to abide by the Fire Code regulations in Clarington/Bowmanville. We therefore retain the right to refuse any material or object that does not confirm to code. If you have a question or need information re the Fire Code please contact Dina Latina (dina@nationalevent.com )
Non-Compliance
National Event Management reserves the right to make changes, amendments, and additions to the rules and regulations without notice, as considered necessary to the efficient and proper conduct of the festival. Interpretation of these rules and regulations shall rest with Show Management and non-compliance can result in ejection of the offending exhibitor or in the closing of his/her exhibit.
Manufacturers
Tents
SUBMISSION DEADLINE: August 2, 2023
If you would like to set up a tent in your booth space, you must:
- Apply and pay for a Building Permit application to Clarington Building Services
- Submit a booth plan to Show Management.
Building Permit Application
You must apply for a building permit from Clarington Building Services. The cost of the permit for up to two temporary tents is $142.90
The following are the specific requirements to obtain a permit:
- Site plan (three copies) showing location of tent and the distance to any nearby structure.
- Drawings (two copies) from the tent manufacturer including dimensions and specifications of tent material and if the tent is occupying an area greater than 225 square metres, an engineer must stamp the drawing.
- Interior floor plan, showing location of tables, chairs, and any fixtures as well as the location of any cooking facility.
- Material certificate that material complies with CAN/ULC S-109-M or NFPA 701 Standard.
- Clearance from flammable material – The ground enclosed by the tent and not less than 3 metres outside the tent structure must be cleared of all flammable or combustible material or vegetation that can carry fire.
- The application must state that it is a temporary tent, including the date the tent will be erected, the date of removal, and described use.
- The fee is $134.70 per tent (up to two tents).
- Subject to approval by the Fire Department
When you are ready to apply, permit applications and supporting documents can be submitted online:
Please create an account, once you are logged in you can click Document Submittal Recommendations for a guide on format of documents. Once all of your applications and site plans are ready, please follow these steps:
In the top left-hand corner ensure you are in the Municipality of Clarington dashboard (not Master Portal)
Once you are on the correct portal page in the bottom right-hand side you will see an + please click that and summit your application.
If you have any questions please contact: BuildingPermits@clarington.net
You can fill out your building permit application online here.
Tent Rentals
If you would like to rent a tent, we encourage you to use our preferred tent supplier. Please contact:
Gervais Rentals
John Waite
john@gervaisrentals.com
416-288-1846 XT 227
416-717-1052
Tenting in Le Mans and Indianapolis Pavilions (OEM’s)
You are welcome to tent your static display area. In the test drive staging area we suggest a 10×10 or 10×20 tent for driver check-in, waiver signing, etc. You could also choose to have a small tented area (10×15 max) for consumers who are awaiting a test drive. Please keep the remainder of the dynamic area un-tented for fire/safety reasons.
Electric Vehicle Charging
We are excited to announce that IVY Charging Network is the Official EV Charging Partner of Drive Festival.
If you would like to explore having the Ivy Home charger at your booth, please contact Tripti Ninan at marketing@ivycharge.com to discuss options.
Manufacturer Test Track
If you are offering EV test drives on the Manufacturer Track you will need your own electric vehicle charging station(s) so vehicles can recharge at the booth. Please order power accordingly.
Off-Road Test Track and Performance Test Track
Manufacturers offering EV Test Drives on either of these tracks may use the Level 2 charging stations located at the Performance Test Track. Please note – these are shared chargers.
Refueling Stations
On-Site: The refueling station located at Indianapolis Pavilion will be open as follows:
Friday, September 8, 2023 | 1:00 pm – 3:00 pm
Saturday, September 9, 2023 | 1:00 pm – 3:00 pm
Sunday, September 10, 2023 | 1:00 pm – 3:00 pm
Off-Site: There are several gas stations where vehicles can be refueled within a 10-minute drive of the park grounds.
Auto Services
Detailing
On-site detailing will take place on the Skid Pad beside the Driver Development Track, where there will be a designated area with access to water for your detailers to use.
Detailing hours
Friday: 6pm – 9pm
Saturday: 6pm-9pm
Detailing Contacts
If exhibitors do not have their own detailers, we have made arrangements to have the following 2 contacts provide detailing services:
Geographics Paint & Detailing Oakville, Ontario
Contact: Chris Diamond Phone: 416-274-6285 Email: diamondc@cogeco.ca
Northern Exposure Automotive Detailing Ancaster, Ontario
Contact: Cody Hawke Jamieson Phone: 289-925-7730 Email: northexauto@gmail.com
Golf Cart Rentals
We encourage you to consider renting a Golf Cart or two for your team to easily/quickly get around the park and between Test Drive Tracks. Our preferred supplier is Stanmore Equipment
Stanmore Equipment
(866) 55-CARTS
carts@stanmore.ca