Preparing for the 2025 ACI‑NA & ACI World Annual General Assembly & Exhibition in Toronto

From October 25 to 28, 2025, Toronto will host the ACI‑NA & ACI World Annual General Assembly, Conference and Exhibition, North America’s premier airport‑industry gathering. Held at the Metro Toronto Convention Centre (South Building), the event will bring together over 2,000 airport professionals representing more than 200 airports worldwide.

This four‑day event integrates global industry leaders, senior airport executives, technology and infrastructure suppliers, consultants, and government stakeholders to frame the future of airport operations. Attendees include decision‑makers in airport planning, commercial development, IT systems, environment and sustainability, infrastructure, and finance. The exhibition portion is equally robust: organizations from equipment suppliers and software vendors to consultancy firms showcase their latest offerings.

Who Should Attend (and Exhibit)?

You’ll find:

• Airport leaders and executives from international and North American airports
• Solution providers in airport security, passenger systems, airfield infrastructure, retail and concessions, sustainability, etc.
• Consultants, integrators, investors, and regulatory and government agency representatives

Whether you’re a supplier of digital tower systems, passenger experience platforms, terminal infrastructure, environmental management tools, or consulting services, this show gives you unparalleled access to airport decision‑makers.

Why Exhibit at ACI‑NA 2025?

1. Global Reach: With attendees from 200+ airports internationally, you’re accessing major industry stakeholders in one place.
2. Thought leadership: The conference agenda includes committee workshops on operations, finance, safety, infrastructure, and commercial management.
3. Branding & networking: Exhibiting puts your brand front and center in a space designed for high‑level connections and visibility.

How to Prepare for ACI‑NA 2025: Your Step‑by‑Step Plan

1. Reserve Exhibit Space Early & Understand Contract Terms

Space assignments are on a first‑come basis with priority to ACI members. A typical 10′X10′ booth costs $4,975 USD for members (if reserved by March 7, 2025), and $6,975 USD for non‑members. Cancellation deadlines are strict:

• Cancel before December 13, 2024 – no penalty
• Between Dec 13, 2024 and May 16, 2025 – 50% penalty
• After May 16, 2025 – full penalty owed

Sign and submit your contract early, and pay within the specified windows to avoid forfeits of benefits and booth space.

2. Book Your Hotel ASAP

The conference organizer warns that hotel room blocks fill up quickly, with early bird rates ending August 1, 2025. Toronto’s major hotels near the Convention Centre (e.g., in the Entertainment District or near Union Station) are likely to sell out. Booking in spring or early summer 2025 gives you best rates and availability.

3. Secure a Union‑Compliant Booth Builder in Toronto

Ontario and Toronto have strict union rules and display regulations applicable to trade shows. When selecting a booth builder:

• Choose a firm familiar with MTCC exhibitors’ manual and union labour requirements for installation/dismantle
• Ensure they file necessary labour forms (e.g. contractors must comply with Teamsters, carpentry and electrical unions)
• Verify that they abide by all structural and safety codes as outlined in the Exhibitor Service Manual

Local firms like Müller Expo have extensive experience with ACI‑NA shows in Toronto and can navigate union compliance, on‑site labour, graphic permits, and storage options.

4. Design & Approve Booth Well in Advance

Once exhibit space is secured:

• Share clear booth design and branding guidelines with your builder early
• Incorporate your objectives: demo space, meeting area, demo hardware, technologies, signage
• Submit designs to ACI‑NA for approval per the exhibitor manual
• Build in time for revisions and printing of graphics

5. Use Advanced Warehouse Shipping to Reduce Risks

Shipping to the Metro Toronto Convention Centre’s advanced warehouse is strongly recommended. Sending your exhibit materials to the centre’s warehouse 1–2 weeks prior to show start helps mitigate:

• Customs delays
• Mid‑gate risks (packages arriving during move‑in days)
• On‑site handling stress

Your booth builder or logistics partner can coordinate receipt, storage, and on‑site staging to streamline installation when move‑in begins.

6. Plan Logistics and Freight with Customs in Mind

As your products or displays will cross the border into Canada:

• Use ATA Carnet if eligible, to simplify customs clearance
• Coordinate with your freight forwarder or logistics partner to ensure proper classification
• Schedule shipments to the advanced warehouse to avoid costly border delays
• Build in customs and duty contingency time in your schedule

7. Pre‑Event Marketing and Outreach

Well before the show:

• Notify your key clients and prospects that you’ll be exhibiting in Toronto in late October
• Leverage ACI‑NA’s attendee list (often available to exhibitors) to schedule meetings
• Highlight your booth number and demo topics in email and LinkedIn campaigns
• Consider sponsorship opportunities or listing upgrade in the conference materials

8. Staffing, Training & Event Planning

Select and prepare your exhibition team:

• Bring staff with knowledge of airport‑industry terminology (OPS, commercial management, IT, infrastructure)
• Train them on your messaging and qualifying questions
• Create meeting slots ahead of time via scheduling tools to avoid crowding the booth during busy exhibit hours

Also plan hospitality or off‑floor meetings — just ensure they don’t conflict with official conference events per ACI‑NA policies.

9. Monitor Exhibitor Manual & Deadlines

ACI‑NA will release an Exhibitor Service Manual with critical deadlines for:

• Electrical orders, internet
• Graphics signage submission
• Build permits or insurance certificates
• Material handling and drayage services

Missing these can result in premium surcharges or losing privileges onsite.

What Happens at the Show: A Quick Day‑by‑Day Preview

Day 0 – Saturday, October 25

• Committee workshops begin—covers topics like IT, operations, legal, finance, planning, environment.
• Exhibitors continue move‑in and last‑minute prep

Days 1–3 – October 26‑28

• Full exhibition open alongside educational sessions and networking events
• Your opportunities: host demo sessions, meet clients, attend panels, gather leads

Last Day – October 28

• Exhibition closes; booths dismantle
• You retrieve materials and ship back

Checklist Summary

Whether you’re looking for a 10×10, 10×20, 20×20, 20×30 trade show booth or a large island display, we offer a wide range of exhibit rentals in Toronto, along with fully custom exhibit design services. From modular setups to bespoke solutions, our Toronto trade show displays are built to impress.

Exhibiting at the ACI‑NA & ACI World Annual General Assembly, Conference & Exhibition in Toronto is a prime opportunity to present your solutions to global airport leadership. To make the most of this aerospace trade show, proper planning is essential—from securing your booth space and booking hotels early, to working with local, union-compliant exhibit professionals.

Partnering with a Toronto custom booth builder ensures your display meets all show regulations and delivers a seamless experience. Use advanced warehouse shipping options, coordinate staffing early, and launch marketing efforts well in advance to maximize visibility and engagement.

Whether you’re seeking custom booth builders in Toronto, cross-border freight coordination, or a tailored exhibit strategy, we’re here to help. Our team specializes in Toronto trade show booths, aerospace trade show booths Toronto exhibitors can rely on, and complete turnkey solutions for every display size and budget.

Let’s make your presence at ACI‑NA 2025 in Toronto a success—reach out today to get started with a trusted local booth partner.