Forms and Guidelines

Exhibitors and show managers
This page is your central resource for all operational policies, required forms, and planning documentation for events at the Cohere Centre. All exhibitors, show managers, contractors, and service providers operating within the facility are required to comply with these guidelines.

Review the full guidelines document before your event, and ensure any required forms are submitted within the specified lead times.

 

Downloads

GUIDELINES

Cohere Centre Operational Guidelines 2026
The complete A to Z reference for all policies governing events at the Cohere Centre. Required reading for all show managers, exhibitors, and contracted service providers.

REQUIRED FORMS

Food Sampling Authorization Form
Required for any exhibitor distributing food or beverage samples. Must be submitted a minimum of 30 days prior to the event date.

REQUIRED FORMS

Bottled Water Distribution Authorization Form
Required for any exhibitor distributing private label bottled water for marketing purposes. Must be submitted a minimum of 30 days prior to the event date. Subject to a fee of $0.75 per bottle (maximum 8 oz).

REQUIRED FORMS

Vehicle Display Form
Required for any exhibitor displaying a vehicle on the show floor. Must be submitted prior to move-in.

REQUIRED FORMS

Propane Use Notification Form
Required for any exhibitor using propane fuel as part of their display. Must be submitted to show management a minimum of 4 weeks prior to the event date.

REQUIRED FORMS

Hazardous Materials / WHMIS Information Sheet
Required for any exhibitor using hazardous materials on-site. Must be submitted to Cohere Centre management prior to move-in.

Forms at a Glance

The table below summarizes all forms, who needs to complete them, where to submit them, and the required lead times.

Forms Required Forms Submit to Lead Time
Food Sampling Authorization Any exhibitor distributing food or beverage samples Event Coordinator 30 days prior
Bottled Water Distribution Authorization Any exhibitor distributing private label bottled water for marketing Event Coordinator 30 days prior
Propane Use Notification Any exhibitor using propane fuel in their booth Show Management  4 weeks prior
Hazardous Materials / WHMIS Sheet Any exhibitor using hazardous materials on-site Cohere Centre Management  4 weeks prior
Vehicle Display Form Any exhibitor displaying a vehicle on the show floor Event Coordinator Prior to move-in

Key Policies: Quick Reference

The following is a summary of the most frequently referenced policies. For complete details on all policies, refer to the full Operational Guidelines document.

Adhesives Only approved tapes permitted on exhibit hall floors. All adhesives must be fully removable without damage to surfaces.
Aisles
Aisles Minimum aisle width between display booths is 8 feet, as required by Ottawa Fire Department regulations.
Balloons / Helium Tethered only inside the building, maximum 36 inches in diameter. Prohibited outdoors. Helium tanks must be secured upright on a three-wheel dolly.
Decorations All materials must be flame retardant. Glitter and confetti are not permitted anywhere in the facility.
Electrical All equipment must be CSA or UL approved. Wall and pillar outlets are reserved for Cohere Centre use and are not available to exhibitors.
Fire Regulations Emergency exits and aisles must be kept clear. Boxes and packaging must not be stored near electrical connections. Storage piles must not exceed 12 feet.
Floor Loads No equipment or object exceeding 10,000 lbs per square foot may be placed anywhere in the building without written authorization.
Food Sampling Written authorization required a minimum of 30 days in advance. Food sample portions may not exceed 1 oz. Non-alcoholic beverage samples may not exceed 2 oz. No samples may be sold.
Move-In / Move-Out Children under 16 are not permitted on-site during move-in or move-out. Vehicles must exit immediately after loading or unloading.
Open Flame Exhibits with open flame devices must be approved in writing. Flame must be integral to the product displayed and attended at all times.
Propane One 5 lb propane cylinder permitted per booth. Show management must be notified 4 weeks in advance.
Smoking Not permitted inside the building or within a 9-metre perimeter outside, in accordance with Ottawa By-law No. 2001-148.
Vehicles on Display Battery must be disconnected. Minimal fuel only. An oil and fluid pan must be placed under the vehicle at all times.

Questions?

If you have questions about any of the guidelines or forms, contact your Event Coordinator or reach the Cohere Centre team directly.

613-822-8800
info@coherecentre.ca