Contact: sourcetostream@trca.ca

Sponsor and Exhibitor Guide

Conference delegates explore the Source to Stream trade show

SPONSOR AND EXHIBITOR GUIDE

Contact

Exhibitor and Sponsorship Opportunities:

sourcetostream@trca.ca

Event Location

Pearson Convention Center
2638 Steeles Ave. East, Brampton, ON L6T 4L7

The exhibit areas will be located in Halls B to E and in the lobby. Please note that exhibit spaces in the lobby are reserved for sponsors.

Exhibit booths are assigned on a first-come, first-served basis.

Conference Dates & Operating Times

Day 1 – Wednesday, March 26, 2025

Exhibitor Setup 7:00 – 8:00 a.m.
Registration for Delegates 8:00 – 9:00 a.m.
Presentations 8:30 a.m. – 4:15 p.m.
Morning Break 10:30 – 11 a.m.
Lunch 12:00 – 1:15 p.m.
Afternoon Break 2:45 – 3:15 p.m.
Networking Reception 4:15 – 6:30 p.m.
Trade Show 8:00 a.m. – 6:30 p.m.

Day 2 – Thursday, March 27, 2025

Registration 8:00 – 9:00 a.m.
Presentations 8:30 a.m. – 4:15 p.m.
Morning Break 10:30 – 11 a.m.
Lunch 12:00 – 1:15 p.m.
Afternoon Break 2:45 – 3:15 p.m.
Trade Show 8:00 a.m. – 3:00 p.m.

Setup & Teardown

We request that all booths be set up on Tuesday, March 25, 2025 between the hours of 11:00 a.m. and 5:30 p.m.

Upon arrival, your 10’ x 10’ booth will be outfitted with one 8’ long covered table with two chairs.

Teardown hours will be from 3:00 to 5:30 p.m. on Thursday, March 27, 2025. Any items left at Pearson Convention Center after teardown has been completed will be removed at the exhibitor’s expense.

Exhibits must remain open and intact for the duration of the event (Wednesday, March 26, 2025 at 8:00 a.m. to Thursday, March 27, 2025 at 3:00 p.m.).

Electrical Requirements

Exhibitors are responsible for arranging all of their electrical requirements (i.e. power and lighting). Arrangements have been made with Empire Entertainment to provide these services.

To book power and lighting from Empire, please DOWNLOAD AND COMPLETE THIS FORM and email the completed form to manni@empireav.com no later than February 25, 2025 to receive advanced pricing.

If you would prefer to receive a separate copy of the form via email, please send your request to sourcetostream@trca.ca.

Exhibitors will be billed directly for any special requirements by the service provider, as these (including electrical outlets) are not included in the sponsor and exhibitor packages.

Requirements Checklist

Executive Sponsors

  • Your certificate of insurance: March 3, 2025
  • A company bio (120 words max): As soon as possible following registration
  • Video OR slideshow style advertisement to be shown in tradeshow hall and conference rooms*: March 11, 2025
  • Drink ticket request form (optional): March 10, 2025 – Complete the form now

Exhibitors

*Advertisement can be up to two minutes long. No audio. Must fit a 16×9 slide. Can be static image or video able to be embedded in a PowerPoint, as long as it is rendered in high resolution. Contact sourcetostream@trca.ca with any questions about the specifications.

Exhibitor Policies

Exhibit Standards

Toronto and Region Conservation Authority (TRCA), Credit Valley Conservation (CVC), and Lake Simcoe Region Conservation Authority (LSRCA) reserve the right to prohibit any exhibit or part of an exhibit that, in the organizers’ opinion, is not suitable to or in keeping with the character or purpose of the event.

Refund Policy

In the event that your company has registered for a booth at Source to Stream and is unable to participate, a refund will be processed, less the following administration fees. Refunds will not be issued after February 1, 2025.

  • Until December 31, 2024: 10% administration fee
  • Until January 31, 2025: 30% administration fee

For more information on this policy, or to request a refund, please contact sourcetostream@trca.ca.

Liability & Insurance

Neither TRCA, CVC, LSRCA, the event sponsors and partners, nor other organizations or persons connected with this event are to be held responsible for loss, damage, or injury to the exhibitor or to the exhibitor’s employees or property, from any cause whatsoever prior to, during, or subsequent to the period covered by the Source to Stream 2025 event.

Exhibitors agree to have in place and maintain such insurance that will fully protect the TRCA, CVC, LSRCA and event sponsors from any and all claims, including personal injury and death, which may arise in connection with the installation, operation, or dismantling of the exhibitor’s display.

The following liability and insurance requirements apply to all Source to Stream exhibitors and executive sponsors:

(a) The Sponsor/Exhibitor shall provide, maintain, and pay for the insurance coverage specified below. Unless otherwise stipulated, the duration of each insurance policy shall be from the earlier of the beginning of the Term or the date the Artist enters TRCA’s property for any reason in connection with this Agreement, until completion of the Activities, and the insurance shall be maintained for such period. Prior to such date, the Sponsor/Exhibitor shall promptly provide TRCA with confirmation of coverage and a certified true copy of the policies certified by an authorized representative of the insurer, together with copies of any amending endorsements.

(b) Commercial General Liability Insurance shall be in the name of the Sponsor/Exhibitor and TRCA, CVC and LSRCA shall be additional insured parties. Limits shall be not less than $5,000,000.00 per occurrence, with a property damage deductible not exceeding $5,000.00. To achieve the desired limit, umbrella or excess liability insurance may be used. All such insurance and certificates are to be provided to TRCA prior to commencing performances at the facility and are to be satisfactory in form and content to TRCA.

(c) When the Sponsor/Exhibitor maintains a single blanket policy, TRCA, CVC and LSRCA coverage thereunder as additional insured is limited to liability arising out of the Activities and all operations necessary or incidental thereto. The policy shall be endorsed to provide TRCA with not less than 30 days’ notice in writing in advance of any cancellation and of change or amendment restricting coverage. “Claims Made” insurance policies will not be permitted.

(d) If the Sponsor/Exhibitor fails to provide or maintain insurance as required by this Agreement, then TRCA shall have the right to terminate this Agreement immediately.

(e) All insurance shall (a) be issued by an insurance company licensed to conduct business in the Province of Ontario, Best Rated A- as a minimum; (b) constitute primary coverage and not coverage in excess of, or co-coverage with, any insurance otherwise available to TRCA; (c) contain cross-liability and severability of interest provisions; and (d) be endorsed to provide TRCA with at least 30 days prior written notice of any cancellation or adverse change in coverage other than cancellation for non-payment of premium, in which case the advance notice time shall be 10 days.

Please provide a certificate of insurance which includes the following information:

Certificate Holder

Toronto and Region Conservation Authority (TRCA)
5 Shoreham Drive Downsview, ON M3N 1S4

Additional Name Insured

Toronto and Region Conservation Authority (TRCA)
Credit Valley Conservation (CVC)
Lake Simcoe Region Conservation Authority (LSRCA)

Date of Event

Please ensure your insurance coverage is valid for the following dates:

  • March 25, 26 and 27, 2025

To ensure the accuracy of the liability insurance document it is recommended that you send this Certificate Request Form to your insurance provider.

Description of Operations and Location

  • Source to Stream Conference 2025
  • Pearson Convention Center 2638 Steeles Avenue East, Brampton, ON, L6T 4L7
  • Limit of Liability or Amounts Insured: $5,000,000 (five million)

Clauses

  • Cross liability provision
  • Severability of interest provision

If you do not have the insurance coverage specified herein, event-specific insurance can be purchased through Marsh Canada Ltd. PURCHASE INSURANCE NOW.

Please contact sourcetostream@trca.ca for more information.

Exhibitors who fail to provide the proper insurance documents by March 3, 2025 may not be permitted to exhibit at the show. Refunds will not be issued.

Shipping & Storage

Delivery Contact Person

Silvana Di Matteo
Email: silvana@pearsonconvention.com
Office: (905) 494-0444 x108
Toll Free: 1-877-494-1414

Event Information

Event Name: Source to Stream 2025
Event Date: March 26 & 27, 2025
Delivery Entrance: West side of building, Shipping door #3

Please clearly identify all packages to indicate they are part of the Source to Stream Conference and include number of packages delivered.

All major equipment and packages larger than 3 cubic feet must be delivered to door #3 of the shipping loading docks located on the west side of the facility, ground floor. Please ring the bell for service and ensure your trucks have the proper ramp to unload your delivery. Any delivery through the main entrance is strictly prohibited.

PLEASE NOTE: Pearson Convention Center does not permit the use of forklift trucks on the show floor. One pump lift will be available for exhibitors to use on a first come, first served basis. Please also note that entrance doors to the exhibit space are four feet wide.

Pre-Conference Deliveries to Pearson Convention Center

Please follow the instructions below if you need to ship items to Pearson Convention Center for your exhibit, to ensure that your shipments will be received and delivered to the correct staging/storage area within the facility.

  • Shipments will not be accepted prior to March 24, 2025.
  • Contact Pearson Convention Center prior to event to notify them of your delivery.
  • Neither Pearson Convention Center nor TRCA will be liable for packages delivered to the venue.
  • Pearson Convention Center reserves the right to refuse delivery for any such shipments arriving without Pearson’s prior consent.
  • Pearson Convention Center will not be liable for additional costs for shipments that are refused due to lack of prior approval.
  • Storage space is limited; large shipments may require the rental of a storage room.
  • The exhibitor must process cross-border shipments through Canada Customs before delivery; Pearson Convention Center will not assume responsibility for clearing any such shipments and the exhibitor is responsible for pre-paying any duties, taxes and other expenses on such shipments.
  • All deliveries must be made via the designated docks and receiving door during Pearson Convention Center’s regular business hours (9:00 a.m. to 7:00 p.m., Monday to Friday).
  • Exhibitors are responsible to ensure that any items being shipped after the event are labeled and returned to the shipping area. Conference staff will be available to assist, if necessary.

Pearson Convention Center: Event Floor Plan

Select the floor plan image below to view full-sized.

Source to Stream 2025 conference floor plan - updated November 8 2024

Download a Copy of the Floor Plan

Guidelines for Pearson Convention Center

  • Fire exits must not be blocked by booths, the storage of materials, etc. Use of forklifts, golf carts and tow motors in function rooms and on carpeted or tiled common areas is not permitted.
  • Only dollies with rubber wheels are permitted to move materials into and onto the function rooms and common areas.
  • Only handheld items may be carried through the main entrance doors to the facility.
  • All other materials shall only be brought into the facility through designated loading docks and designated doors (see Floor Plan).
  • Masking, duct or scotch tape, drilling of holes, nails, screws, tacks, staples, and hooks are not permitted on walls, ceilings, floors, windows. Damages caused by any of these actions will be billed directly to the Exhibitor.
  • Signs, banners, decals and similar materials may not be nailed, stapled, taped, glued or attached to ceilings, walls, windows, doors, floors or other surface signs must be placed on easels or in sign holders. Handwritten signs are not permitted.
  • No items may be suspended from any ceiling in the facility without the prior written permission of Pearson Convention Center.
  • Exhibitor must provide protective floor covering under any exhibits or staging and storage of materials that may damage the permanent carpeting in Pearson Convention Center.
  • Food or beverage products may not be distributed or sold or given away as samples by organizations without prior written authorization of Pearson Convention Center.
  • All materials, boxes, equipment, signs etc., brought into Pearson Convention Center by the Exhibitor must be cleaned up and removed by 5:30 p.m. on March 27, 2025.
  • If any materials or garbage are left behind, the Exhibitor may be subject to additional charges.

Sustainability Recommendations

Pearson Convention Center is committed to hosting a sustainable environment by setting high standards of environmental stewardship.

The Source to Stream Conference has incorporated a number of sustainability practices, and exhibitors are encouraged to incorporate as many of these practices as feasible during planning and setup, and on the day(s) of the event.

The following is a list of recommendations for Exhibitors to help make Source to Stream 2025 a more sustainable event:

  • Direct attendees to your website to access electronic materials.
  • Minimize the amount of print material.
  • Double side print materials and use recycled 100% post-consumer content paper.
  • Print all material on Energy Star certified printers and use vegetable-based inks.
  • Limit the use of paper that is difficult to recycle, such as glossy paper, goldenrod, and florescent.
  • Avoid printing dates on exhibit materials so they can be reused.
  • Utilize social media to get your message out.
  • Select giveaways that are made of recyclable materials, or reusable items.
  • Minimize giveaway packaging.
  • Select suppliers that demonstrate their environmental commitment.
  • Use local suppliers to reduce emissions created during transportation and importing.
  • Purchase event supplies in bulk, giving preference to easily recyclable or reusable products.
  • Save and reuse the boxes sent to the event to repack with.
  • Use reusable containers to transport items to and from the event.
  • Print only the required number of marketing materials to accommodate the expected number of attendees.

Transportation

Parking is free to all exhibitors and attendees at Pearson Convention Center. There are many ways to get to Pearson Convention Center and we encourage exhibitors and attendees to consider using public transit or to carpool.

GO Transit

For current train transit times and locations contact GO Transit at: 1-888-438-6646 or visit gotransit.com.

Brampton Transit

For current transit times and locations, please call (905) 874-2999 or visit Brampton Transit online.

Accommodations

For those who are travelling greater distances to the conference and require overnight accommodation, a discounted room block has been reserved at the nearby Hilton Garden Inn.

Book Your Accommodations Now*

*Please reference “Source to Stream/TRCA” when booking your accommodations.

Hilton Garden Inn Toronto/Brampton

2638 Steeles Avenue East, Brampton, ON L6T 4L7
(905) 595-5151
Deadline for preferred rate on blocked rooms is: February 24, 2025

Promoting Source to Stream

We ask for your assistance with our marketing efforts to increase traffic to Source to Stream and drive attendance to your exhibit. Below are the ways in which you can help us promote Source to Stream 2025.

1. Post the Source to Stream logo on your website and link it to sourcetostream.com. To request a copy of the logo, please contact sourcetostream@trca.ca.

2. Add Source to Stream to your website calendar of events for the dates March 26-27, 2025.

3. Include information about Source to Stream in your upcoming newsletters or emails.

4. Follow us at @STEPPartnership and share our posts to your own feed. Use the hashtag #S2S2025.

5. Participate on LinkedIn.