PDAC 2025 Presentation Room Application

Location: All Presentation Rooms are located in the North Building of the Metro Toronto Convention Centre (MTCC) on Level 200

Rental dates: March 2-5, 2025

Duration: Available for half day (8:00 am – 12:00 pm or 2:00 pm - 6:00 pm) or full day (8:00 am – 6:00 pm) rental


NOTE: Once submitted, you will not be able to return to this entry.  If we receive more than one submission, the most recent version will be used.
 

Rental fee

HALF DAY RENTAL:  $4,336.28 + $563.72 HST = $4,900.00 CAD

FULL DAY RENTAL:  $8,495.58 + $1,104.42 HST = $9,600.00 CAD
 

Rental Inclusions
 

Services available at an additional cost
 

  • Audio visual, including equipment, Automatic Speech Recognition (ASR) and technical support (exclusive provider)
  • Food and Beverage (exclusive provider)
  • Lead retrieval (exclusive provider)
  • Furniture/dĂ©cor rentals (outside of standard room set up)
     

Please note: Audiovisual equipment and catering are not included in your rental fee. Once the room rental has been confirmed, PDAC will provide contact information for the vendors noted above.
 

Click here to view floor plans with simultaneous interpretation booths
Click here to view floor plans without simultaneous interpretation booths.
 

Organization details

Address

Room request/preferences

Please select from the dates and times of day noted below. Rooms will be assigned in order of applications received, based on the preferences outlined below. All times are noted in Eastern Time (ET).

Requested date
Requested length
All rooms are set theatre style to maximum capacity. If you require simultaneous interpretation, refer to floor plan capacity chart that notes two translation booths.

Rank in order of room preference

To help us schedule, please indicate which is the most important to you: date, room, or time?

Optional - Please feel free to use this space to provide more information about your date/time/room preferences or enter any additional information you'd like us to consider when reviewing your application

Will require translation services? (Room selection may be impacted for half day bookings should simultaneous interpretation booth services be required)

Terms and Conditions

* I understand and agree to the below terms and conditions 

Terms and Conditions

1. Payment Policy

Once the Application is submitted to PDAC, it will undergo an approval process. Approved Renters will receive an email confirmation with their room assignment and an invoice. Once received, the Renter has 10 business days to submit full payment. Failure to submit full payment within 10 business days of the invoice date constitutes a cancellation of the Reception Room booking. Full payment is required to guarantee a Reception Room booking. Applications are processed based on the date and time they are received.

An approved Reception Room application without full payment is considered a tentative hold. If PDAC is approached by another organization interested in a booking that is currently on a tentative hold, PDAC will notify you and you will have 10 business days to submit the full payment. Failure to submit payment by the end of this period will result in the cancellation of the Reception Room booking without further notice.

Renters will not receive any marketing benefits until full payment is received.

2. Cancellation Policy

A Renter will be eligible for a refund less a $100 administrative fee, if a cancellation is received in writing within two weeks of the payment date. After the two week period, no refunds will be issued. Payments made after December 20, 2024, will not be eligible for a refund.

3.Insurance Coverage

Protecting your property and those attending your reception is your responsibility.

All Presentation & Reception room renters must make arrangements to carry property and liability insurance for a minimum of $5,000,000. Many insurance companies offer a Certificate of Insurance through your existing policy, upon request. You may purchase the required insurance online through exhibitorinsurance.com. A registration form will be included in the Presentation and Reception Room manual, which will be distributed in mid August. All renters must be able to show proof of coverage upon request.

4. Distributing or Soliciting

Demonstrations, ceremonies, posters/signs, literature and other materials distributed by Renters must be confined to the room or the registration table outside your room during the rental period.