Presentation Room Application

All Presentation Rooms are located in the North Building of the Metro Toronto Convention Centre (MTCC) on the 200 level and will be available for rental from March 3-6, 2024. Presentation Rooms are available for half day (8:00 am – 12:00 pm or 2:00 - 6:00 pm) or full day (8:00 am – 6:00 pm) rentals.

ELIGIBILITY:

All companies, organizations and jurisdictions are eligible to rent a Presentation Room for PDAC 2024.

Applications from previous renters (2023) will be given priority to apply, 2 weeks ahead of all other applicants.

Applications will be taken on a first-come first-served basis, with applications opening for past renters on July 11, 2023 and for all others on July 25, 2023.

For more information, and the online application, please visit our website: www.pdac.ca/convention/programming/presentation-and-reception-room-program/ 

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

Marketing Benefits

PDAC 2024 will provide renters a unique opportunity to connect with attendees. PDAC will provide the following presentation promotion:

• Convention website
  • Dedicated listing on Presentation & Reception Room webpage (listing to include organization name, event/session title and description, date, time and promotional materials)
  • On-going and updated weekly
• Convention website:
  • Dedicated listing in the Schedule at a Glance (listing to include organization name, event/session title, date and time)
  • On-going and updated weekly
• Preliminary Program
  • Digital publication and distribution (listing to include organization name)
  • Early December 2023
• Convention Program
  • Print and digital formats (listing on the Schedule at a Glance page, to include organization name or session title, date, time and room)
  • Late February 2024 – Approximately one week prior to convention
• Convention Crosscut
  • Digital newsletter: Dedicated e-blast to all registered attendees and other email subscribers, promoting Presentation & Reception Room sessions
  • Late February 2024
• The Northern Miner
  • Print and digital convention supplement: Presentation & Reception Room listing
  • January 2024
• Social media:
  • Presentation & Reception Room Program promotion
  • Ongoing

  Included in your rental

• Rental of the Presentation Room on Level 200 of the MTCC, during the approved time period
• Digital meeting room sign outside of your assigned room noting your organization’s name and title of your event/session
• Peripheral security on Level 200 of the MTCC
  • Renters must procure their own security detail should they require a dedicated guard/presence
• Standard room set-up includes:
  • Raised head table for maximum of 3 and podium (note that the head table size cannot be increased due to fire safety regulations)
  • Theatre seating set to maximum capacity (see room capacities below)
  • One skirted registration table and two chairs placed outside the Presentation Room
  • One coat rack and two food and beverage tables (see floor plans)
    

Services available at an additional cost

• Audio visual equipment and technical support (including translation services)
  • Available through AV-Canada, our exclusive audio visual provider
  • Please note that the floor plans provided reflect the maximum capacity of the rooms with 2 (two) translation booths installed
    • The use of two booths are necessary if you require simultaneous interpretation for your session. Interpreters cannot share a booth
    • If your session does not require simultaneous interpretation, additional seating will be added to the room in place of the booths
• Food and beverage
  • Available through the Metro Toronto Convention Centre (MTCC), the exclusive food and beverage provider for all events in the building
• Lead retrieval devices
  • Available through Conexsys
• Furniture/décor rentals in excess of the items noted in the standard room setup

• Available through the Metro Toronto Convention Centre (MTCC) and/or GES, our exclusive providers

Once the room rental has been confirmed, PDAC will provide contact information for the vendors noted above.

Rank in order of room preference:   

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

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.

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 Presentation Room booking. Full payment is required to guarantee a Presentation Room booking. Applications are processed based on the date and time they are received.

An approved Presentation 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 Presentation 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 22, 2023 will not be eligible for a refund.

3.Insurance Coverage (NEW)

Protecting your property and those attending your presentation is your responsibility. All Presentation & Reception room renters are required to make arrangements to carry property and liability insurance for a minimum of $3,000,000. A Certificate of Insurance may be obtained from your insurance company as a separate rider or you may request a quote through exhibitorinsurance.com. A form to access a quote can be found here.

Renters must be able to show proof of coverage upon request. More detail will be included in your email confirmation.

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.