TRADE & CONSUMER SHOWS EXHIBITOR GUIDELINES

Transcription

1 TRADE & CONSUMER SHOWS EXHIBITOR GUIDELINES

2 Table of Contents General...3 Parking...3 Union...3 Custodial Services...3 Storage...3 Garbage and Recycling Removal...3 Sustainability...3 PNE Smoking Policy...3 Animals... 4 Other Restrictions... 4 SOCAN... 4 Public Announcement System... 4 Lost & Found... 4 Fire & Safety Policies & Procedures... 4 Access or Egress... 4 Combustibles... 4 Fire Lanes... 5 Fireworks / Pyrotechnics... 5 Fire Safety Devices... 5 Use of Propane Tanks Policies & Procedures... 5 Compressed Air... 5 Firearm Display... 5 Footwear... 6 Indoor Vehicle Displays... 6 MOVE-IN / MOVE-OUT... 7 Address and Shipping Information...7 PNE Mailing Address...7 PNE Pacific Coliseum Building Shipping Address...7 PNE Forum Building Shipping Address...7 Shipments...7 Loading Bays & Drive-Through Loading Doors...7 Material Handling Equipment... 8 Equipment Operators... 8 SETUP...9 Taping/Marking... 9 PNE Exhibitor Services... 9 Electrical Services... 9 Exhibitor Services Order Form... 9 Food and Beverage... 9 Food Sampling...10 Food Truck Guidelines...10 PNE Liquor Sampling Guidelines...11 PNE Food & Beverage Contact Information Forms...12

3 GENERAL PARKING There are over 2,300 parking spaces on site with disability parking available next to every venue. The on-site parking rate for Exhibitors and the public during Trade & Consumer Shows is $13/day. Debit, credit and cash accepted upon entry. If you are interested in multi-day parking pass options please make arrangements with your Event Manager. Parking rates are subject to other events on-site. UNION The PNE is a unionized site and all Licensees & Exhibitors must adhere to Union guidelines. CUSTODIAL SERVICES Our Custodial Staff will ensure a clean building prior to move-in and will maintain all common areas such as washrooms, concourse and food areas, as well as the event floor and its aisles throughout Exhibit Space. (Cleaning service within booths should be contracted through the Show Services Provider). STORAGE Storage of any kind is prohibited behind back drapes or display walls or inside display areas. All cartons, crates, containers, and packing materials that are necessary for repacking shall be labeled EMPTY and removed from the show floor. It is the responsibility of the Show promoter to make arrangements for storage of all crates and packing material. Crate storage areas must be pre-arranged with your Event Manager. For approved areas, the Show management/contractor is to provide, in writing to the Event Manager, the proposed storage location. Please note the PNE is not liable for any damages, losses or security surveillance for storage of crates. No forklifts, truck trailers, rental equipment etc. are to be stored or left before or after the Licensed Period for any events without written authorization from the PNE. Failure to comply will result in removal by the PNE. The PNE shall not be responsible for any equipment left after the contracted move-out day. GARBAGE AND RECYCLING REMOVAL Garbage and recycling bins are available on site. Ensure that all cardboard is flattened before being put into the bin. All Entrances and Fire Exits MUST BE CLEAR of refuse at all times. Additional garbage or recycling bins may be requested through the Show Services Provider. SUSTAINABILITY The PNE is committed to running sustainable events and producing minimal waste. If a particular type of bin has not been provided in the venue please make a request through the Show Services Company. PNE SMOKING POLICY In accordance with the Vancouver Park Board Smoking Regulation By-Law, all venues on Hastings Park are no smoking facilities. For some events there are designated smoking areas. page 3

4 ANIMALS Animals or pets, with the exception of service animals, are not permitted in PNE venues except as an exhibit approved by the PNE Event Manager, that where a legitimate activity and performance requiring the use of animals, which must be approved. Such animals or pets must be on a leash or in an enclosed pen, and under control at all times. Animals are not permitted near or in the food service area, public washrooms and lobby. The owner must take full responsibility. OTHER RESTRICTIONS The PNE does not permit the following items at events: Helium balloons Sparkles or glitter Distribution of stickers or gum SOCAN The Society of Composers, Authors and Music Publishers of Canada (SOCAN) requires a license for each day of an event where music, live or pre-re-recorded, will be played. It is the Show Manager/Exhibitors responsibility to pay all fees directly to SOCAN, if there is music played (radio, taped, or live) and/or dancing during your event. PUBLIC ANNOUNCEMENT SYSTEM The Pacific Coliseum, Forum and Agrodome have in-house public announcement systems with a AM/FM Stereo Tuner and ipod adapter. A cordless microphone for floor announcements can be signed out through your Event Manager. LOST & FOUND During event hours all lost & found items are to be handed in to PNE personnel. For guests looking to claim lost property, they can fill out our Lost and Found form, or contact the PNE's Lost and Found hotline at Note: all lost & found or checked items will be destroyed or donated if unclaimed after 30 days. FIRE & SAFETY POLICIES & PROCEDURES Access or Egress Aisles, exits and ramp access or egress as designated on approved show plans shall be kept clean, clear and free from obstructions. Easels, signs, etc. cannot be placed in aisles beyond booth area. Combustibles Exhibit display literature must be limited to reasonable quantities. Reserve supplies should be kept in closed containers and stored in a neat and compact manner. The client shall be responsible for ensuring combustible rubbish is removed from exhibit booths on a daily basis. page 4

5 All decorations, drapes, signs, banners, acoustical materials, hay straw, moss, split bamboo, plastic, cloth and similar decorative materials must be flame-retardant to the satisfaction of the designated Fire Marshall s office. Oilcloth, tarpaper, sisal paper, nylon, orlon and certain other plastic materials that cannot be made flame-retardant are prohibited. Table coverings must be flame-treated unless they lie flat, with an overhand of no greater than six inches (15 cm). Fire Lanes Fire lanes must be kept clean and unobstructed. PNE Public Safety Staff will control all on-site vehicular traffic during event move-in and move-out. Fireworks / Pyrotechnics The PNE must be advised, in writing, of your intention to use special effects and/or pyrotechnics. The Client must obtain PNE and Vancouver Fire & Rescue Services approval before such special effects and / or pyrotechnics are allowed. A demonstration may be required in order for approval to be given by the PNE Event Manager and / or Vancouver Fire & Rescue Services. In all cases, the Client must provide adequate insurance including extra coverage to be provided by the pyrotechnics company. Fire Safety Devices All decorations, drapes, signs, banners, acoustical materials, hay straw, moss, split bamboo, plastic, cloth and similar decorative materials are prohibited from being attached or secured to fire safety devices (e.g. fire sprinklers, sprinkler cabinets, fire hose cabinets, alarm pull-stations, fire extinguishers, etc.) Fire safety devices must be kept clear of obstruction at all times. Use of Propane Tanks Policies & Procedures Propane containers are required to be equipped with a flow restriction valve which can be obtained through: ICG Liquid Gas Malkin & Pinton Industrial Supplies Propane containers exceeding 20lbs (9kg) require approval from the Provincial Gas Inspector s Office. All propane connections are subject to approval by the designated PNE Fire Marshall. Propane cylinders are to be moved to the propane storage area at the end of each day. Compressed Air If compressed air is required for your event, the following regulations are to be followed: All compressed air tanks brought into PNE venues for use during events are to be stored and secured in an upright position in accordance with the Hazardous Materials Act. On-site storage of compressed air tanks must be discussed with your Event Manager. Firearm Display Firearms for purpose of display are permitted at PNE venues under the following conditions: Upon setting up/dismantling exhibits, firearms are to be safely and securely stored in their respective cases and/or plastic bags, i.e. not visible to the public eye. page 5

6 The exhibitor must have all pertinent permits displayed on site Show management must provide security 24 hours a day while firearms are within the PNE facilities Absolutely NO AMMUNITION on site Footwear In keeping with Worksafe BC safety standards, the PNE requests all clients and their contracted suppliers to comply with the guidelines for protective footwear. Protective footwear should meet the highest grade of protection needed for the activity that the workers will be engaged in. This includes: No open toed shoes during move-in, move-outs or any other set-up times Steel toed footwear during construction of booths A copy of the detailed requirements is available from your Event Manager. Due to the seriousness of this matter, the PNE reserves the right to request that suppliers and their staff leave the site if they do not comply with Worksafe BC recommended standard s. Indoor Vehicle Displays When motorized vehicles are to be displayed during an event, the PNE shall be notified in advance. Events with displayed motorized vehicles shall comply with the following: 1. Vehicles shall not be started or operated within any assembly building during show hours. Repair of display vehicles is prohibited within any assembly building. 2. All fuel tank openings shall be locked or sealed in an approved manner. Where it is not feasible to lock or seal the opening, the fuel tank shall be empty and the vehicle towed into position. 3. Batteries shall be disconnected. Fuel-electric hybrid vehicles shall be safeguarded to prevent operation of the vehicle. 4. Adding or removing fuel on site is prohibited (must be done outdoors). 5. Vehicle fuel shall not exceed one quarter (25%) of the tank capacity or 20L whichever is less. 6. No Armor All or any oil-based tire cleaner is to be sprayed on vehicles before entry or while on display in assembly buildings. 7. Vehicles must have an oil pan placed underneath to prevent leakage onto the floor. 8. Carpet or like material must be placed underneath each tire to protect the floor. 9. Vehicles must be situated so there is a minimum 10-foot corridor on every side of the display. Vehicles powered by Liquid Propane Gas (LPG) are permitted in assembly buildings subject to complying with all the following City of Vancouver By-laws: 1. The propane fuel tank is permanently installed, 2. fuel system is equipped with an automatic stop-fill valve, 3. fuel cut-off valve is closed, 4. fuel tank filling connections are locked or secured against tampering, and 5. batteries are disconnected. In addition, permanently installed propane systems (not for vehicle fuel) in recreational vehicles, boats, trailers and similar exhibited products shall be empty of propane prior to entering any display building. page 6

7 MOVE-IN / MOVE-OUT As the PNE is situated adjacent to a residential neighborhood we kindly ask that all exhibitors refrain from making noise before 7am and after 10pm. As per the Ministry of Labour, children under 16 years of age are NOT permitted on the show floor during move-in and move out hours. ADDRESS AND SHIPPING INFORMATION PNE Mailing Address 2901 East Hastings Street, Vancouver, B.C. V5K 5J1 PNE Pacific Coliseum Building Shipping Address 100 North Renfrew Street, Vancouver, B.C. V5K 3N7 Access from Renfrew Street, Gate 6 Entrance PNE Forum Building Shipping Address 2901 East Hastings Street, Vancouver, B.C. V5K 5J1 Access from Renfrew Street, Gate 2 Entrance SHIPMENTS Please ensure the following is included on all shipment labels, packing slips and waybills: The event name, the business name, booth number, building location. Please refer to the below example: Event Name and Date c/o Exhibitor Company, booth # PNE Forum Building, Gate 2 Entrance 2901 East Hasting Street Vancouver, B.C. V5K 5J1 Please note: An employee or agent of the Licensee must be present when shipments are made. Any shipments of exhibit materials or products unaccompanied by their owners or agents are done so entirely at the owner's risk, directly to and from the event venue in conjunction with Move-in / Move-out dates for the License Area. The PNE CANNOT facilitate shipments on your behalf. The Show Promoter and Exhibitor are entirely responsible for consignment of shipments. If a PNE forklift is needed for shipments, it must be booked at least 7 calendar days in advance and requested through the Exhibitor Services Order Form which is included in this document package LOADING BAYS & DRIVE-THROUGH LOADING DOORS Appropriate loading bay locations for vehicles to unload or load during move-in and move-out periods shall be arranged through your Event Manager. Operation of all overhead doors is performed by either PNE Security or building maintenance personnel. Vehicles left unattended at the loading bays for an excessive period of time, or not in the actual process of loading or unloading, are subject to being towed at expense of the Show Promoter. page 7

8 The Show Promoter and/or contractors are responsible for cleaning loading bay areas of all excessive trash, debris, skids and equipment. Failure to do so may result in additional charges to the Show Promoter for the costs of cleaning the loading bay area. The Forum Building has two ground level loading entrances. One located on the west side of the building for which the opening is 13' 7" wide x 18' high. The other is located on the South side which offers a clearance of 8' wide and 10' high. The Pacific Coliseum has two ground level entrances; The door size for the North entrance is is 20' wide x 17' 5" high and the door size for the secondary entrance is 16' wide x 15' 8" high. (F&B service door) MATERIAL HANDLING EQUIPMENT The PNE does not provide manual material handling equipment for setup or teardown. It is the responsibility of your on-site Show Services Provider to provide this equipment. EQUIPMENT OPERATORS Private equipment and operators are welcome at the PNE, provided they conform to the Worksafe BC regulations. All forklift operators must have current valid certification. Copies of individual certificates must be mailed/faxed to your event manager one week prior to move-in. Contact your Event Manager if you require a certified forklift operator at an hourly rate. See service order form link on page 12. Company, personal and rental forklifts must have valid inspection stickers. Operators will not be permitted to operate a forklift without proof of valid certification on PNE property. All individuals must be given detailed instructions and be given time to familiarize themselves with the particular piece of equipment. page 8

9 SETUP TAPING/MARKING Taping and/or marking is not permitted on painted surfaces, including all walls and concourse floors. Please note that any charges for re-painting of any painted surface (as a result of exhibitor or Show Management taping on painted surfaces during your event) will be billed to the Show Promoter. It is strongly suggested that only SCAPA or Sure brand tape be used in our venues. All tape must be removed during move out, or a de-taping charge may apply. PNE EXHIBITOR SERVICES The PNE provides services in the following areas: *Plumbing - including natural gas connections, cold water service, hot water service *Telecommunications (ISDN Lines, Cable Connections) - POS machine, dial-up *Internet - dynamic, wired dedicated, wireless service (not available in all locations) and outdoor internet services *Large Banner Hanging *Exhibitor Parking Permits *ATM Machines are installed in the PNE venues for customer convenience Forklift Rental Plumbing - sink rentals (subject to availability) * Exclusive PNE services, cannot be contracted externally ELECTRICAL SERVICES The PNE does not offer Exhibitor Electrical Services. All electrical requirements must be ordered through the Show Services Provider. At no time is power left energized to exhibits without an authorized licensed electrician on the premises. All power to exhibits shall be turned off during non-show hours to ensure against potential fire hazards. Exhibitors requiring 24-hour power must arrange this service through the Show Promoter. Please note additional costs will apply for 24-hour power. EXHIBITOR SERVICES ORDER FORM For any additional services required, please complete the Exhibitor Services Order Form which has a full listing of available PNE services. This document must be completed and ed to the PNE if additional services are required. The form must be received by the PNE at least 7 calendar days prior to move-in. FOOD AND BEVERAGE The PNE provides a wide range of food service options, from concessions to full service catering for all your event requirements (Banquets, meetings etc.). The PNE retains the rights to all Food & Beverage concessions and/or the supply and services of all Food & Beverage on the premises unless all or part of such rights are waived in advance by the PNE. page 9

10 Food Sampling Food and beverage sampling must be approved by the PNE and may be permitted for trade shows and/or conventions that are directly related to the food and beverage industry. In those circumstances, a detailed list of the products that will be sampled with quantities must be submitted to the PNE Food & Beverage Department a minimum of two weeks in advance of the scheduled event. Food service exhibitors may only offer food and beverage samples in the exhibition area. Sampling portions are limited to 4 ounces of liquid (non-alcoholic) and 1 ounce of food. Exhibitors may only produce samples of product that they serve and/or produce for the purpose of promoting their merchandise. All sampling is subject to compliance of health, safety and sanitation, or other specific requirements of the Vancouver Coastal Health Authority, and where applicable, the Provincial and Federal Department of Health and Agriculture. Health regulations may require that any prepared products be appropriately inspected and licensed for consumption by the Vancouver Coastal Health Authority. It is the responsibility of the Client/Exhibitor to comply with all local health and safety regulations which may include sink installations (for utensil or hand washing) at the cost of the Client/Exhibitor. A minimum of 14 days notice is required for the application of a Temporary Food Booth Permit from the Vancouver Coastal Health Authority. For further information and permitting, please visit the Vancouver Coastal Health Authority website at or contact: Vancouver Coastal Health Authority # West Broadway Phone: Vancouver, BC, V5Z 4C2 Fax: Trade shows or Exhibitors that would like the PNE kitchen staff to assist with food preparations must contact the PNE Food & Beverage Department directly at or by at sbain@pne.ca. Food Truck Guidelines All food trucks must be approved by the PNE prior to soliciting services for your event. The number of food trucks is to be determined between the event organizer and the PNE Food and Beverage department. The PNE reserves the right to make the final decision. Once the quantity and types of food trucks are agreed upon, the PNE will authorize the event organizer to make contact with the food trucks. Food trucks must have a valid business license and permit to operate from the Vancouver Coastal Health Authority prior to the commencement of operations. They must provide a copy of their health permit to the PNE. It is the event organizer s responsibility to ensure all food trucks comply with the Vancouver Health Board policies; non-compliance will result in an eviction from the premises. Food trucks must be self-contained with regards to power, water and grey water/waste disposal. If any utility is supplied by the PNE, it is subject to a charge. PNE union trades services are at the expense of the food trucks. Services must be ordered a minimum of 7 days in advance. Food trucks are not permitted indoors without the permission of the PNE. Due to site planning and public safety concerns, accepted food trucks are required to be on-site no later than one hour before the start of the event, and will not be permitted to drive off the premises without PNE confirmation. This can be as late as 30 minutes after the event. The PNE will dictate the load-in and load-out schedule. The PNE reserves the right to make changes to the food trucks throughout the event. The PNE has an exclusive beverage agreement with Coke; the sale of conflicting beverage products is strictly prohibited. page 10

11 The PNE will levy 20% commission of the gross sales from all food trucks, as outlined in the formula below. Supporting sales reports must be provided to the PNE at the end of each operational day. Sales Commission Formula Example: A $ total sale including tax would be calculated as follows: Total day s Gross Sales including taxes: $ Sales less 5% GST: $5.00 Net Sales: $ % Commission of Net Sales: $20.00 (payable to the PNE) Plus 5% GST: $1.00 TOTAL COMMISSION PAYABLE TO THE PNE: $21.00 NOTE: All PNE charges are subject to applicable taxes at time of event. The PNE sets the terms and conditions for the sales commission with the food trucks. If the event organizer wishes for any additions or modifications, they must be approved prior by the PNE. PNE Liquor Sampling Guidelines Liquor sampling is not permitted unless shown to be directly relevant to the nature of the event. All liquor sampling requests must be approved in advance by the Pacific National Exhibition and must meet the requirements of the Liquor Control Licensing Board (LCLB). The LCLB prohibits any third party from offering liquor samples, unless the products are purchased from the Pacific National Exhibition, holder of the liquor license. Regular retail Pacific National Exhibition prices will apply. In addition, LCLB requires that all liquor products be dispensed by Pacific National Exhibition staff, which is chargeable to the exhibitor or Show Management. The service or sampling of liquor not purchased from the Pacific National Exhibition i.e. donated or sponsored product, is strictly prohibited per LCLB regulations. If liquor sampling is approved by the Pacific National Exhibition, Show Management may request to offer sampling under its own Special Occasion License (SOL). This request will require the approval and agreement of the facility and will require that the client submit an operation plan in advance to ensure that all sampling activities are in accordance with Pacific National Exhibition policies and in compliance with the rules and regulations of the Liquor Control & Licensing Act. Once the request and the operation plan are approved and agreed upon, the facility will make application to LCLB to de-license for the time period of liquor sampling under the SOL. Under the SOL, only agents or manufacturers are permitted to supply and dispense their own liquor products for sampling, and they are required to have Serving it Right certifications which must be on their person while at the event. Regular liquor licensees such as bar and pub operators are not eligible in this category. Under the SOL, the Show Management must bear all liabilities related to liquor service and the PNE will be restricted from offering any alcoholic service during the event and may require additional insurance coverage. Please note that it requires a minimum of two weeks notice for application to the LCLB for the facility to de-license and an SOL to be issued. For a tasting event under an SOL, tasting sizes are limited to smaller sizes than at normal SOL events. Size limits are: 4 ounces for beer, ciders and coolers. 2 ounces for wine. ½ ounce for spirits. page 11

12 Maximum sampling size for a non-tasting event or using our existing license - these are the maximum sample quantities you may serve per patron: SINGLE PRODUCT MULTIPLE PRODUCT Wines 30ml 45ml Beer/Cider/Coolers 30 ml 45 ml Spirits 10 ml 20 ml The quantities for multiple product tasting apply only where you are presenting more than one product at a single tasting. The quantity for multiple products is a total of all products offered. For example, if you present three kinds of beer, you may offer a maximum quantity of 15 ml. of each to taste. For more information, contact the Liquor Control and Licensing Branch: Burrard Street Vancouver, BC V6J 3G7 Phone: Fax: BC LCLB Website PNE Food & Beverage Contact Information: Steve Bain Director of Food & Beverage Phone: sbain@pne.ca Forms Please click links to download writable PDF forms PNE Exhibitor Services Order Form PNE Exhibitor Information Technology Services Order Form Credit Card Authorization page 12