Exhibitor Manual 

Important Dates & Deadlines
SHOW Suppliers & Exhibit Services
Contact Us

General Information

  • Location:
    The International Centre, Hall 5
    6900 Airport Rd, Mississauga, ON L4V 1E8

    Date & Hours:
    Tuesday, May 6, 2025
    Symposium: 7:30 am - 5:00 pm
    Reception: 5:00 pm - 7:00 pm

    • Drape to define booth space

    • Carpet

    • One (1) skirted 6-foot table and two (2) chairs

    • Two (2) full-access conference passes

      • Sponsors have access to additional passes as follows:

        • Silver Sponsors = four (4) full-access conference passes

        • Gold Sponsors = six (6) full-access conference passes

        • Platinum Sponsors = eight (8) full-access conference passes

    • Insurance (required for all exhibitors)

    • Electrical and lighting (optional)

    • Additional booth furnishings (optional)

    • Telecommunications, internet, booth cleaning (optional)

  • Heat Pump Symposium is pleased to offer special rates on hotel and travel. Book now and take advantage of these discounts. Click HERE to review.

  • Beware of third parties that are falsely posing as official partners / suppliers of the Heat Pump Symposium and contacting exhibitors (by email and/or telephone) with fraudulent offers including hotel / travel promotions, attendee lists, exhibitor directory listings and more. Be extra vigilant before sharing your personal information, company information or financial information with any agents or third parties.      

    The Heat Pump Symposium does NOT share or sell our exhibitor or attendee information. 

    Before booking any show services, please refer to the Heat Pump Symposium Official Suppliers directory. 

    When in doubt, feel free to contact us directly at hps@newcom.ca to verify you are working with one of our official show partners. 

Essential Information

  • View HERE.

  • Please email hps@newcom.ca if you haven’t received your exhibitor newsletters.

  • View HERE.

  • The toolkit includes:

    • HTML file to invite your customers to register for the Heat Pump Symposium at a discounted rate ( $199/person).

    • Marketing materials to promote your participation at the Heat Pump Symposium: Banner Ad (640 × 90 px), Social Media Ad (1080 × 1080 px & 1080 × 1350 px)

    Download the toolkit HERE.

Booth Planning - Required

  • MOVE-IN
    Monday, May 5, 2025 | 11:00 am - 5:00 pm
    Tuesday, May 6, 2025 | 6:30 am - 7:30 am (hand-carry only)

    MOVE-OUT
    Tuesday, May 6, 2025 | 7:00 pm - 10:00 pm

    IMPORTANT NOTES:

    • Click HERE for directions and details to access Hall 5

    • Should you require access to the loading docks, please use doors 65-71

    • If you are hand-carrying your material, please use the main entrance to Hall 5

    • Dollies are provided (free of charge) on a first-come, first-served basis.

    • Exhibitors that require a pump truck or forklift for heavier equipment / machinery MUST get approval from Show Management. Once approved, forklift service (material handling) must be pre-arranged (at the exhibitor’s full expense) through Freeman. Click HERE for material handling rates and information.     

  • Deadline to register: Friday, April 18, 2025.

    As an exhibitor and/or sponsor of the Heat Pump Symposium you have access to a set number of complimentary badges for the event. These can be used for your booth staff, members of your team, or invited guests.

    Exhibitors / sponsors can register their complimentary passes HERE using the customized promo code you were provided.  The deadline for registering your complimentary passes is Friday, April 18th, 2025.  If you don’t have a record of your promo code, please contact hps@newcom.ca.

    Exhibitors / sponsors can purchase additional tickets (above and beyond your complimentary allotment) online at  https://www.heatpumpsymposium.ca/register. Use promo code TICKETS to redeem the discounted rate of $199 + HST (general admission tickets cost $359 + HST). 

    Badges are required to enter the event and must always be worn in the exhibit hall and breakout rooms. Badges can be picked up at onsite registration on the day of the event (Tuesday, May 6, 2025) beginning at 7:00 am.

    Questions regarding your complimentary badges or purchasing additional tickets? Please email hps@newcom.ca. 

  • Exhibitors shall obtain and maintain at their own expense a policy of insurance acceptable to Heat Pump Symposium (HPS). The policy of insurance shall name HPS as additional insured and insure the exhibitor against all claims of any kind arising from or in any way connected with the exhibitor’s presence or operations of the show. Policy shall provide coverage of at least $2,000,000 for each separate occurrence. The exhibitor shall provide HPS with a Certificate of Insurance (COI) prior to the move in date.

    Click HERE to purchase insurance coverage or to submit your COI.

  • View HERE.

Questions?

We are here to help at hps@newcom.ca