In collaboration with

Transcription

1 In collaboration with

2 Table of Contents 1 General Information PURCHASE ORDERS PREMISES EVENT SCHEDULE SCHEDULE FOR BOOTH SETUP TECHNICAL COORDINATION AND LOGISTICS Exhibitors having Little Material Exhibitors having one (1) palette or more of material from Canada Exhibitors having one (1) palette or more of material NOT from Canada MATERIAL STORAGE DURING THE EVENT SERVICES INCLUDED IN THE EXPOSITION BOOTH ELECTRICITY INTERNET DISMANTLING OF THE BOOTH CUSTOMS FOOD SERVICES LODGINGS FOR EXHIBITORS Recommendations ACCREDITATIONS FOR EXHIBITORS BOOTH PRESENCE AT THE BOOTH HANDLING PRESERVATION OF RENTED SPACE ADHESIVE TAPES MOTORIZED VEHICLES SOLICITATION AND ADVERTISING MATERIAL Services offered to the Exhibitor SECURITY AND SURVEILLANCE INSURANCE OFFICIAL DECORATOR PARKING CLEANING SERVICES FIRE PREVENTION PROHIBITIONS GENERAL RESTRICTIONS OBSTRUCTION COMMON AREAS GRATUITIES DELIVERY DURING THE SHOW CLOAKROOM Official Suppliers List Floor Plan Parking Plan ANNEX 1: Label example EXHIBITOR S GUIDE

3 1 General Information The promoter of the Grand Rendez-Vous du Hockey de Québec is: Symbiose Événements 502, chemin du Hibou Stoneham, Quebec G3C 1S9 Contact: Mr. Jacques Dupuis Telephone: FAX: Sales: Logistics: Mr. Jacques Dupuis Mrs. Josée Rivard 1.1 Purchase Orders Purchase orders for the rental of furniture, carpets, booths, hanging, handling, etc. for the decorator Tessier Services d Expositions must be completed before January 29th They are available on our website at the following link: Additional charges will be applied after this date. 1.2 Premises The show will be held at the Pavillon de Jeunesse and at the l Espace K on the d ExpoCité site, two steps from the Centre Vidéotron at the following address: 250, Wilfrid-Hamel Boulevard Quebec, QC, Canada G1L 5A7 Telephone: Fax: Website: Visitor s Entry EXHIBITOR S GUIDE

4 The promoter reserves the right to refuse admission to the exhibition to any visitor, exhibitor or employee of the exhibitor who, in his opinion, is undesirable or can hinder the proper functioning of the show. 1.3 Event Schedule Friday, February 12th: Saturday, February 13th: Sunday, February 14th: 1:00 pm to 9:00 pm 10:00 am to 5:00 pm 10:00 am to 5:00 pm Please note that the area will be open only to Exhibitors at 8:00 am every day and will close at 6:00 pm. 1.4 Schedule for Booth Setup Thursday, February 11 th : Friday, February 12 th : 9:00 am to 9:00 pm 8:00 am to Noon (light material only) Parking will be free for the Exhibitors on Thursday, February 11 th only. All Exhibitors who setup on Friday February 12 th will have to pay for their parking. Parking passes will be available from the promoter at the cost of $10.00 per day for section 6A. This pass, unlike an ordinary parking ticket, will allow you to leave and enter the site at no cost for the same day. Exhibitors cannot mount a booth after the opening hours of the exhibition area or disassemble before the close of the exhibition. 1.5 Technical Coordination and Logistics Exhibitors having Little Material Access the site via Boulevard Hamel or Soumande Street. For Exhibitors with little or less equipment/material, you may use one of the two pedestrian gates as illustrated on the map below. No landing dock is available. You may unload your material/equipment at the door, park your car and then begin your installation. Parking is not allowed at these two entry areas. These can only be used for unloading and loading. Violators will have their vehicles towed. An entry schedule will be sent to you a few weeks before the event. If the assigned time is not convenient, please notify us as soon as possible. EXHIBITOR S GUIDE

5 Site Plan Pedestrian Gates Plan EXHIBITOR S GUIDE

6 IMPORTANT Exhibitors having one (1) palette or more of material from Canada All Exhibitors having a lot of material/equipment, being one (1) palette or more, are required to use the advanced shipping and warehousing services by filling in the order form from Tessier Services d Exposition on our website: Tessier Services d exposition will accept materials/equipment 1 month before the event, and must be before January 29 th otherwise after this date, additional charges will apply. Your material/equipment will be onsite at your arrival at the Event Exhibitors having one (1) palette or more of material NOT from Canada Exhibitors must use the services of Dolbec International, who will pick-up your material at your place of business, and will act as your customs broker, and they will then transport to Tessier Services d Exposition for storage. Please use the order form found on our website: Your material/equipment will be onsite at your arrival at the Event. 1.6 Material Storage during the Event Storage spaces will be available for empty crates near the Exhibition Hall for the duration of the event and will be managed by the promoter s staff. Please note that your material/equipment must be correctly identified for storage. See sample label in Annex 2. For security reasons, Exhibitors will not be allowed to execute their own storage. Empty cardboard boxes or shipping cases will not be tolerated anywhere in the booth (back of booth included). Non-identified empty boxes and boxes left in place will automatically be recycled. Your stored boxes will be returned to your booth during dismantling on a random basis. 1.7 Services included in the Exposition Booth The 10 x10 booth includes: Separating curtains (blue and red) One 2 x6 table, draped in blue and 2 chairs One grey carpet One LED projector One wastepaper basket One sign in the name of your Company Four Exhibitor badges in the name of your Company N. B. If you foresee the need of materials, as in carpets, counters, stools, Velcro walls, etc. please fill in the order form from Tessier Services d Expositions found on the link: Electricity IMPORTANT Electricity is not included, unless you have requested electricity on your reservation contract. If you have not requested electricity on your contract and would like to request in advance, please complete the order form found in the following link: The deadline is for February 1rst. After this date, the reservation must be done ONSITE during the assembly, at a cost of $ plus applicable taxes. EXHIBITOR S GUIDE

7 1.9 Internet If you need internet services, please fill-in the ExpoCite form on our website. If your booth is more than 100 square feet, please indicate exactly where you wish to have the connection. For bank transactions, a wired connection is recommended. It is preferred to have your order before February 1rst to benefit from the best rates Dismantling of the Booth Sunday, February 14 th 5:00 pm to 11:30 pm All booths must stay totally assembled until the official closure of the event. Small Amount of Material Exhibitors having light material will be able to leave the building as soon as the aisle carpets are removed, by the pedestrian doors using the following procedure: As soon as the Exhibitor s material is ready for loading, please bring the equipment close to one of the two doors, get your vehicle and then load. No carts (transport buggies) will be admitted in the building before the removal of the aisle carpets by the Decorator. As well, you will not be allowed to park your vehicle close to either of the two doors till your material/equipment is ready to be loaded. Substantial Amount of Material Those having substantial amounts of material/equipment, Tessier Services d Exposition and Dolbec International will take care of your material/equipment as soon as it is packed and on palettes. IMPORTANT All exhibit material/equipment still in place after 11:30 pm will be taken care of by the shipper, Tessier Services d Exposition, and at your expense. The promoter assumes no responsibility whatsoever for lost or stolen materials/products on the exhibition site. It is recommended that the Exhibitor takes with him articles of value at the beginning of the dismantling, and ensures himself the supervision of his booth Customs Dolbec International will be responsible for customs clearance, simplifying the entry of merchandise coming from outside the country. This will facilitate the steps at the Canadian borders. Please find the coordinates for customs brokerage, Dolbec International, in the List of Official Suppliers in this Guide. The resource person is Mrs Ginette Blouin, contact at or toll free or by the website: show@dolbec-intl.ca Food Services A bar and lunch counter will be available during the Event hours. No food or drinks can be distributed, sold or given away without prior written authorization of the promoter. EXHIBITOR S GUIDE

8 1.13 Lodgings for Exhibitors It is the responsibility of each Exhibitor to reserve their own hotel rooms if necessary, by communicating directly with the hotel. To facilitate your stay at the Grand Rendez-Vous Hockey Quebec, here is a list of hotels. We remind you that it is difficult to get accommodations during this period so please reserve as soon as possible. Four Points by Sheraton Québec 900, rue du Marigot Quebec, QC Canada G1G 6T8 Telephone: Discount Rate: $ CA Traditional room, single or double occupancy Mention Salon du Hockey or SEB10 to obtain the discount rate Shuttle services are available in the morning and end of day to the Event, places are limited, please subscribe at your arrival to the hotel. N Hôtel 3390 boul. Ste-Anne Quebec, Qc Canada G1E 3L7 Telephone: Discount rate: $99.99 CA Standard room, single or double occupancy Mention Salon du Hockey to obtain the discount rate Hôtel & Suites Normandin 4700, Boulevard Pierre-Bertrand Quebec, QC Canada G2J 1A4 Telephone: Discount rate: $ CA Urban room, single or double occupancy Mention Salon du Hockey to obtain the discount rate IMPORTANT 2 Recommendations 2.1 Accreditations for Exhibitors Each exposing Company will have only four (4) accreditations on behalf of their Company. The Exhibitor s reception counter can be found at the entry door starting from 8:00 am on Thursday, February 11 th. If you need additional accreditations, please indicate the exact number by at info@symbioseevenements.com before February 1rst. 2.2 Booth The Exhibitor can bring his own booth or rent it from a specialised company. All exhibits must have a maximum height of 8 feet (2.5 meters), unless a prior agreement with the promoter has been authorized and must conform to the exhibition area plan regarding the entrance and side separators. Each exhibitor must respect the right of view of three (3) feet near the aisle. EXHIBITOR S GUIDE

9 IMPORTANT IMPORTANT All exhibits fabricated by the Exhibitor must have pre-authorization from the promoter and conform to the safety and fire protection standards. The promoter will determine the particular requirements for the event (color, height, etc.) Subleasing Subleasing of booths is strictly prohibited. 2.3 Presence at the Booth The Exhibitor must maintain constant presence during the visiting hours of the event. A booth cannot be left unattended. There must be at least one person present at all times. 2.4 Handling Handling of materials requiring a forklift is exclusive and will be executed by Tessier Services d Exposition. The transport of material not needing a forklift can be affected by the Exhibitors by using the carts (buggies) available free of charge at the different entry points. 2.5 Preservation of Rented Space Nothing can be fixated to the walls or columns without express authorization from the promoter. The Exhibitor must ensure that the rented space remains in good condition and must not use or allow the use of nails, screws, hooks or other fastening systems. It is forbidden to paint the floor or install anything without proper protection and must be approved by the promoter. 2.6 Adhesive Tapes The authorized adhesive tapes in the Exposition are the following: Wall Surfaces: wall mounting tabs 3M, n o 7220 Floor Surfaces: TUCK Tape 85 or TUCK Tape 99 Double Face Echo Tape DC-W188F All Exhibitors using a non-authorized adhesive tape will automatically be invoiced the cleaning charges. 2.7 Motorized Vehicles Inside the building, for motorcycles, cars or all other types of vehicles, the gas tank must be full during all of the event duration. The gas cap must be locked and the battery connectors must be detached from the battery. During their presence in the building, waterproof protection must be placed under all vehicles as well as pads under the wheels. 2.8 Solicitation and Advertising Material The distribution of samples, advertising material, as well as commercial solicitation can only be done inside the booth limits of the Exhibitor. These activities are prohibited in the aisles, food courts, main hall or any other booth. No food or drink will be distributed, sold or given as samples without written authorization of the promoter. EXHIBITOR S GUIDE

10 3 Services offered to the Exhibitor Hanging Ceilings The height of the ceilings in the exhibition hall is 16 and 22 feet. The ceiling height of the yellow section is 16 feet. 16 feet 22 feet EXHIBITOR S GUIDE

11 The installation of banners or signs OVER the booths are allowed under the following rules: Authorization for the installation must be obtained from the promoter; The dimensions of the signs and banners must be approved by the promoter; The message, pre-approved by the promoter, can be on the two sides; The installation must be done by the hanging services of Tessier Services d Exposition via the order forms found on our website. 3.1 Security and Surveillance The promoter is responsible for the general security required to maintain order during the event. The Exhibitor will not have access to the exhibition area after the closing at 6:00 pm. The Exhibitor must remove personal effects before the closing. No vehicles will enter the area without authorization of the promoter. The Exhibitor must ensure that nothing will be done which could harm people or damage ExpoCité s equipment. 3.2 Insurance As stipulated in the Exhibition Contract of space, exhibitors have a responsibility to acquire liability insurance to cover members of their staff, equipment exposed and their equipment for entire duration of the exhibition, installation and dismantling period. The promoter and ExpoCité or its agents accept no liability for personal injury or damage to products, booth, equipment or decoration, due to fire, water, theft, during the occupation of the leased premises or of the building, resulting from any cause whatsoever. 3.3 Official Decorator The official decorator for the event is: Tessier Services d Expositions Telephone: Fax: Toll Free: Contact: Mme Myriam Jacques myriam@brunotessier.com This company is responsible for the following services: rental of lighting material, rental of furniture, printing posters, workforce for the assembly of booths, etc. The forms must be completed before January 29 th 2016 and are available on the following link: Parking Parking is free for Exhibitors Thursday, February 11 th ONLY. Passes for the parking will be available at the Exhibitor s reception counter on demand and at a cost of $10.00 CA/per day for the Section 6A. This pass, unlike an ordinary ticket, will give you the right to leave and enter the site without charge for the same day. Quantities will be limited. NOTE TO RESIDENTS OF SHERATON S FOUR POINTS HOTEL: a shuttle service containing 16 persons will return in the morning before the opening of the show and in the evening after closing time. We recommend that you sign up at your arrival at the hotel. EXHIBITOR S GUIDE

12 3.5 Cleaning Services During the day, the upkeep of public aisles is maintained. If the cleaning of the booth is ensured by the Exhibitor himself, he must dispose of garbage in the aisles every night at closing. Garbage left in the interior of the booth will not be picked up. The Exhibitor wanting cleaning services must fill in a form with Tessier Services d Exposition for this request. 3.6 Fire Prevention Fire prevention is subject to laws, strict standards and regulations. See the attached document on safety and fire prevention measures. 3.7 Prohibitions Stickers Stickers of any kind are strictly prohibited by the promoter. Any person infringing this regulation may have his equipment confiscated, and will be charged the costs of cleaning and repair. Animals With the exception of guide dogs for blind persons, no animal is allowed inside of the building, unless a special permission is given by the promoter. 3.8 General Restrictions The following restrictions apply to Exhibitors and the workforce used for the assembly and dismantling of the booth: No alcoholic beverages, no use or possession of any prohibited substances will be tolerated. If the functioning of a device produces noise or odors that disturb exhibitors or guests, it will be necessary to stop the operation. The noise should not exceed 70 decibels to 3 feet from the source. The promoter is the sole judge in the matter. For safety reasons, the presence of children in the showroom is not recommended during periods of assembly and dismantling. 3.9 Obstruction Common Areas The Exhibitor shall at no time obstruct corridors, elevators, escalators, foyers, halls or exits of the building, or use it for purposes other than those provided by ExpoCité and by authorities governing the safety of public buildings Gratuities ExpoCité s code of ethics does not authorize any of its employees to receive or solicit any money or any benefit other than the salary paid by the employer. If you see a request for gratuities or anything similar, please report the incident to the promoter. Exception is made for the food counters. IMPORTANT 3.11 Delivery during the Show Delivery of small boxes or other is allowed before the opening hours of the show. No deliveries of merchandise will be allowed during the official hours of the event Cloakroom During the open hours of the Event a cloakroom will be available in the hall, at the cost of $2.00. EXHIBITOR S GUIDE

13 4 Official Suppliers List Suppliers Symbiose Événements 502, chemin du Hibou Stoneham, Qc G3C 1S9 Telephone: Fax: Contacts: Mr. Jacques Dupuis (sales) : Mrs.Marie-Josée Rivard (logistics) Tessier Services d Expositions 220, rue Lee Quebec, Qc G1K 2K6 Telephone: Fax: Toll Free: Contact: Mrs Myriam Jacques myriam@brunotessier.com Website: Services Promoter Sales Coordination and logistics Furniture and accessories rental Decorator Plants Signs Workforce Shipping and advance storage ExpoCité 250, Boulevard Wilfrid-Hamel, Québec, QC Canada G1L 5A7 Telephone: Fax: Website: Dolbec International 361, rue Lavoie Québec, Qc G1M 1B4 Customs Broker: Mrs Ginette Blouin Telephone: Fax: show@dolbec-intl.ca GLS Productions 2585, ave Dalton, local B Québec, Qc G1P 3S7 Telephone: info@glsproductions.ca Customs Services Sound systems, lighting EXHIBITOR S GUIDE

14 5 Floor Plan 6 Parking Plan Parking reserved for Exhibitors having a parking pass. EXHIBITOR S GUIDE

15 ANNEX 1: Label example Sender Name Address Telephone Fax Number of boxes NAME OF THE EXPOSING COMPANY Grand Rendez-Vous du Hockey Booth Number: EXHIBITOR S GUIDE