Drive Festival

September 6 – 8, 2024

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 4th at 9 am, and management will be available to assist you for the duration of the Festival.

Table of Contents

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 MAP
DIRECTIONS

Show Dates & Times

Friday, September 6, 2024 | 11:00 am – 6:00 pm
Saturday, September 7, 2024 | 10:00 am – 6:00 pm
Sunday, September 8, 2024 | 10:00 am – 5:00 pm

Exhibitor Move-in Times

Wednesday, September 4, 2024 | 9:00am – 8:00pm – Major setups, Contractor setup
Thursday, September 5, 2024 | 9:00am – 8:00pm – Exhibitor setup

Exhibitor Move-Out Dates & Times

Sunday, September 8, 2024 | 5:00 pm – 10:00 pm
Monday, September 9, 2024 | 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

Exhibitor Coordinator

Emma Barnes – Chow
Tel: 905 477-2677 or (800) 891-4859 Ext 284
Email: emma@nationalevent.com

Checklist

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.

CHECKLIST

Move-in Instructions

Move-in Dates and Times

Wednesday, September 4, 2024    | 9:00am – 8:00pm – Major setups, Contractor setup

Thursday, September 5, 2024  | 9:00am – 8:00pm – Exhibitor setup

• All exhibitors must officially register before setting up. Please come to the Main Event Centre 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 5th 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.

GOOGLE MAPS 

Daily restocking and/or drop-offs

You can drive to your booth each morning to drop off any items you may need for the day. NOTE: – All vehicles MUST vacate the exhibit area 30 minutes before opening,

If you need to drive to your booth to collect items after closing – please expect to wait approximately 30 minutes for attendees to clear before security will allow you to drive to the exhibit area. For vendors NOT in Monaco Pavilion, access will ONLY be granted through the South Exhibitor entrance. 

Vehicles in Exhibit Space

If you have reserved a large enough space, we invite you to display vehicles as part of your exhibit. If you want to add additional space for a vehicle contact Leslie (leslie@drivefestival.com ) before Aug 15th.

Please review the following information carefully if vehicles are part of your exhibit.

• Vehicles must be in place 45 minutes before the event opens. If you arrive late, we can not guarantee you will be able to drive to your exhibit space.
• If you are driving a vehicle out from your booth at the end of the day, note attendees need to be cleared first. Plan to wait approximately 30 minutes after closing – security will then give you the OK to exit the exhibit area.

SHIPPING & DELIVERIES

SHIPPING DIRECT TO SHOW: Wednesday, September 4, 2024

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 / inputting it in your GPS please use Clarington*

Drive Festival Staff cannot sign for or accept any delivers unless previous arrangements are made. 

LOGISTICS, CUSTOMS AND WAREHOUSING

ORDER DEADLINE: August 15, 2024

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

TRANSPORTATION & ADVANCED WAREHOUSING FORM

Materials Handling & In-Booth Forklift Services

ORDER DEADLINE: August 26, 2024 

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.  

MATERIALS HANDLING FORM 

Dollies and pump trucks will be available for your use, free of charge, during Move-in and Move-out.

Parking

Parking is free for both exhibitors and the public.

Please follow the signs to MAIN ENTRANCE.  

If you need to pick up your badge, stop immediately inside the park at the small building on your right – that is where you badges will be. Then, drive down the hill and follow signs to VENDOR PARKING.

PARK MAP

Move-out Instructions

Move-out Dates & Times

Sunday, September 8, 2024 | 5:00 pm – 10:00 pm
Monday, September 9, 2024 | 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 5pm on Sunday Sept 8th is strictly prohibited.

For safety reasons, vehicles can only drive in/out of the exhibit area once attendees have vacated the roadways.  You can plan that you will be able to drive to your booth at approx 5:30pm.  

Trucks picking up booth materials and vehicles will only have access to the grounds after 6:30pm on Sunday. All material must be removed by Monday September 9, 2024  by 2:00pm.

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)

ORDER DEADLINE: August 27, 2024

Stronco Show Services is our designated official Decorator and Furniture Rental company. Should you require furniture such as tables and chairs for your booth, these items and additional booth supplies can be rented from the Stronco Show Services, or you can bring your own.

To place an order with the Show Decorator, please click the link below. 

ONLINE ORDERING LINK 

If this is your first time ordering from Stronco, you must complete the registration process by clicking on “Create an Account”, then input the unique Show Code and your Booth Number, and continue adding your information. 

Show Code: 524005791

If you need assistance with our online ordering system, please contact:

Stronco Show Services
Exhibitor Services
Tel: 800-665-2621
exhibitorservices@stronco.com

ONLINE ORDERING LINK 

Electrical

ORDER DEADLINE: August 26, 2024

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. 

ELECTRICAL ORDER FORM 

NOTE: If your tent is larger than 20×20 please upload a drawing of exactly where you want the power drop. 

AUTO MANUFACTURES – please use the power order form below in the manufacturer section 

FOOD & BEVERAGE SAMPLING / SELLING 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 you are 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. The vendor agrees to provide proof of compliance. 

Please contact emma@nationalevent.com if you have any questions regarding food selling application.

SUBMISSION DEADLINE: August 2, 2024

If you are planning on selling or sampling food or beverage product(s) in your space. Please follow the steps below;  

Food samples are limited to a 2 oz. portion and beverage samples to 4 oz

Complete the below “Temporary Food Establishment Application” and return to Durham health department at ehl@durham.ca and emma@nationalevent.com  at least 30 days prior to the show. 

• • • • 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
      • Please put Dina Latina (289) 719 0110 dina@nationalevent.com  as the Event organizers information. 

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 wastewater.

Hotel

Rooms and discounted rates are available on a first-come-first-serve basis.  Please book early to avoid disappointment. We have two hotels this year to accommodate Drive Festival. 

OPTION 1: 

The Holiday Inn Express
37 Spicer Square
Bowmanville, ON
L1C 5M2

$144 / night 

Reservations may only be made by CLICKING HERE  Please use group code DFL

To receive this rate, you must mention that you are with “DFL” when booking.  Rates cannot be changed at check-in/check-out times if you fail to identify your affiliation at the time of booking.

Hotel Booking Instructions

1. In the Hotel Booking website www.hiexpress.com/bowmanvilleon, enter your preferred check-in/check-out dates. Please note that group rate is valid between September 5 – 9, 2024 only.
2. Before selecting the room, click on “Change Search” on the grey bar that displays the hotel address and booking dates.
3. The grey box will extend and show different options to update the booking. Click on the dropdown button under “Rate Preference” and select “Group Rate”. 
4. Enter the group code “DFL” in the space provided.

Click “Search” and the rates will update to show group rate for the Drive Festival.

OPTION 2: 

Best Western Bowmanville
160 Liberty St.
Bowmanville, ON
L1C 2W4

$206 / night 

Reservations may only be made by using this link https://www.bestwestern.com/en_US/book/hotel-rooms.66114.html?groupId=H10JG7R1

To receive this rate, you must mention that you are with The Drive Festival  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

SUBMISSION DEADLINE: August 6, 2024

• • All exhibit space is open-air.  We encourage all exhibitors to have a tent.   
  • If your tent is under 646 sq ft. (60 sq meters)  no permit is required.  Please ensure you have weights/sandbags to hold the tent in place.  
  • If your tent is larger than 646 sq ft.,  (60 sq meters) please refer to the tent section below under the Manufacturers 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. If you are unsure if your exhibit is on grass or concrete, please email leslie@drivefestival.com  for confirmation.

Tent  Rentals

DEADLINE TO ORDER: Thursday August 22, 2024

If you require a tent rental, we recommend using Regal Tents  (our Official tent supplier). Be sure to reserve a tent early as they are a very busy company and tents tend to book up quickly.  

Our preferred vendor this year is;
Regal Tents
Scott Coomber
scott@advancedtent.com
905- 467-0711

Small tent pricing:  CLICK HERE  

WIFI

ORDER DEADLINE: August 15, 2024

If you require access to WIFI in your booth; please fill in the form below and email it to emma@nationalevent.com 

Rural Wave will reach out after August 15, 2024 to collect payment and discuss your order. Please note that late orders will not be accepted. 

Orders must be made onsite. 

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

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 2024 – drivefestival@microspec.com – with your password.

Badges will be available for pick up as follows:

Thursday – at Exhibitor Registration in the Main Event Centre.

Event ​​Days – immediately inside the main entrance at the registration building or at attendee registration.

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. 

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 2024 – (drivefestival@microspec.com) with your password.

DISCOUNTED TICKETS 

To support you in raising awareness about your participation in Drive Festival and increase traffic to your booth, please take advantage of exhibitor-exclusive discounted ticket access. 

Option 1 – CLICK HERE to access a link that you can share to offer your friends and fans a 15% ticket discount 

Option 2 – email EMMA and she will create a customized/personalized discount coupon that you can post on social and/or send directly to your contacts. 

Insurance

Insurance for booth/festival  

Exhibitors must have their own liability insurance covering a minimum of $2 million in damages. Please list Motoring Experiences Inc. as “additional insured”.  

Transportation Insurance

Show Management/Motoring Experiences Inc. is NOT responsible for damage 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. 

Insurance Supplier

If you do not already have insurance for the show, you may contact our preferred supplier:

Exhibitor Insurance
info@exhibitorinsurance.com

They are offering a special price for the show starting at  $175 + taxes (Price can vary depneding on needs). Please click on the link below to avail their services.

ONLINE EXHIBITOR INSURANCE    

You may also fill out the form below and send to info@exhibitorinsurance.com.

EXHIBITOR INSURANCE FORM

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 or grass. Any display must be weighed down, follow proper safety standards and is subject to approval by the Fire Department. If confirmation of ground type is required, please contact leslie@drivefestival.com 

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.
• 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 leslie@drivefestival.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 regarding the Fire Code please contact Haelee Jones (haelee@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

The following infromation applies to auto manufactuers only.

Drones

If you want to fly a drone to take footage of the event and/or your activation, written approval by CTMP is required. Please follow these steps to obtain approval:  

Send an email to Jen Koncovy jen@ctmpark.com  & CC leslie@drivefestival.com with the following details:

Name of Operator
Operator License
Copy of Insurance
                 –   A COI listing Canadian Motorsport Centures Ltd. o/a Canadian Tire Motorsport Park and Canadian Tire Corporation Ltd.                               Listed as additional insured is required & $5,000,000 liability coverage. 

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

TENTS

All exhibit space is open-air.  We encourage all exhibitors to have a tent.  

DEADLINE TO ORDER: Thursday August 22, 2024

Our preferred tent vendor is;
Regal Tents
Regal Tents
Scott Coomber
scott@advancedtent.com
905- 467-0711

Small tent pricing: CLICK HERE 

• If your tent is under 646 sq ft. no permit is required.  Please ensure you have weights/sandbags to hold the tent in place.  
• If your tent is larger than 646 sq ft., please refer to the tent section below to apply for the necessary permits. Please see below; 

SUBMISSION DEADLINE: August 6, 2024

If you would like to set up a tent in your booth space, you must:

1. Apply and pay for a Building Permit application to Clarington Building Services
2. Submit a booth plan to Show Management. 

Step 1: 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:

1. Site plan (three copies) showing location of tent and the distance to any nearby structure.
2. 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 meters, an engineer must stamp the drawing.
3. Interior floor plan, showing location of tables, chairs, and any fixtures as well as the location of any cooking facility.
4. Material certificate that material complies with CAN/ULC S-109-M or NFPA 701 Standard.
5. Clearance from flammable material – The ground enclosed by the tent and not less than 3 meters outside the tent structure must be cleared of all flammable or combustible material or vegetation that can carry fire.
6. 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.
7. The fee is $142.90 per tent (up to two tents).
8. Subject to approval by the Fire Department

When you are ready to apply, permit applications and supporting documents can be online.

Step 2. Online Application

ONLINE PORTAL INSTRUCTIONS 

REGISTER FOR ONLINE ACCOUNT 

TENT GUIDELINES 

1. Once all your site plans are ready. Please create an account here https://service.clarington.net/citizenportal/app/login   once you are logged in Click ADD NEW APPLICATION.
2. Select the application type as BUILDING PERMIT and work type as NEW CONSTRUCTION 
3. In application notes please put setting a temporary tent for Drive Festival. Add other notes of the tent you are setting up. 

If you have any questions please contact: BuildingPermits@clarington.net

Tents in Test Drive Staging Area  – Le Mans and Indianapolis Pavilions 

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.

Refueling stations

Please send an email to melanie@ctmpark.com and jen@ctmpark.com to set up an account for fuel purchases.

On-Site: the refueling station located at Indianapolis Pavilion will be open as follows: 

Friday, September 6, 2024 | 3:00 pm – 7:00 pm
Saturday, September 7, 2024 | 2:00 pm – 8:00 pm
Sunday, September 8, 2024 | 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. CLICK HERE to see a list of nearby gas stations.

ELECTRICAL ORDERS

ORDER DEADLINE: August 26, 2024

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. 

ELECTRICAL ORDER FORM 

NOTE: For all tents larger than 20×20 please upload a drawing of exactly where you want the power drop. 

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 Carts
Tel: 1-866-55-CARTS (22787)
Tel: 905-640-7822
nikki@stanmore.ca / carts@stanmore.ca
www.stanmorecarts.ca