EXHIBITOR S MANUEL. Reminder.. p. 11. How to contribute to the success of the Show.. p. 12 PLACE BONAVENTURE FEBRUARY 7 TH TO FEBRUARY 10 TH, 2013

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1 EXHIBITOR S MANUEL PLACE BONAVENTURE FEBRUARY 7 TH TO FEBRUARY 10 TH, 2013 General information p. 2-4 Show Management Opening Hours Tickets Shipping Dates and Addresses Online Show Industry Breakfast Free Guest Tickets Pre-Sale Tickets Badges Security General regulation. p. 5-7 Use of Exhibit Space Insurance Preservation of the venue Entrance and Exit Slips Fireproofing Audiovisual Staff Promotional activities and contests Set-up and dismantling.. p. 8-9 Move-in Schedule Set-up Merchandise Carriers Storage facilities Move-out Schedule Lay out and decoration.. p. 10 Reminder.. p. 11 How to contribute to the success of the Show.. p. 12

2 GENERAL INFORMATION The Show Management has created this guide to ensure you an excellent participation in the 2013 Montreal Boat and Water Sports Show. For further information, do not hesitate to contact the Show s team at one of the following numbers depending on your need. Show Promotor : L Association Maritime du Québec (AMQ) 621, Stravinski, Office 200 Brossard (Qc) J4X 1Y7 Management and sales : DEE Global 2665, Jean-Désy, Office B Longueuil (Qc) J4G 1G6 Event location : Place Bonaventure 800, De La Gauchetière West Montréal (Qc) H5A 1K6 Move-in and move-out : SUM Logistik 540, Canning Montréal (Qc) H3J 2A1 (P) (F) (E) info@nautismequebec.com (P) (F) (E) mbibeau@deeglobal.ca or vtremblay@deeglobal.ca (P) (F) (P) (F) (E) mdufour@sumlogistik.com Marchandise carriers, sign hanging, plumbing, compress air, electricity : GES (P) , Lapierre (F) Lasalle (Qc) H8N 1B7 (E) Official Show Hotel Hôtel Hilton Montréal Bonaventure 900, De La Gauchetière West Montréal (Qc) H5A 1E4 (P) (F) (E) info@hiltonmontreal.com 2

3 GENERAL INFORMATION OPENING HOURS ADMISSION Thursday February 7 th 11 a.m. 9 p.m. Adult 13 $ Friday February 8 th 11 a.m. 9 p.m. Seniors / Student 10 $ Saturday February 9 th 10 a.m. 8 p.m. Children under 12 Free Sunday February 10 th 10 a.m. 6 p.m. Family 2 adults et 2 teens Online Tickets 30 $ 11 $ SHIPPING ADRESSES AND DATES All exhibition material must be shipped FOB to the following address: Name of the exhibitor Booth number Boat Show a/s Receiving department Place Bonaventure Loading dock Montreal (Qc) H5A 1G1 * Although customary precautions will be taken, the management of the Show is not responsible for loss or damage to material or accessories entrusted to Receiving Department of Place Bonaventure. ONLINE SHOW All necessary forms for your participation in the Montreal Boat and Water Sports Show are on the QMA s website at in Exhibitors Access section. Once inside this private section, click on Show Info - Exhibitors. Do not hesitate to consult the Reminder at the end of this guide to verify that you follow all the required steps. If you have not received yet your access codes, please contact Ariane Demers at or info@nautismequebec.com. INDUSTRY BREAKFAST Exhibitors are invited to the Industry Breakfast which will take place at the Hilton Bonaventure Friday, February 10 th at 8:30 a.m. * More information to come Cost: $ 10 Limited places, reserve before February 6th, 2013 at the QMA s office or at the Promoter's office. 3

4 GENERAL INFORMATIONS GUEST TICKETS Each exhibitor is entitled to receive guest tickets free of charge. The number of guest tickets that an exhibitor is entitled to is determined by the size (sq.ft.) of its booth space : From 100 sq.ft. to 500 sq.ft. : 2 guest tickets For each additional 500 sq.ft. : 1 guest ticket PRE-SALE TICKETS Each exhibitor may purchase additional tickets at the reduced cost of $ The completed pre-sale ticket order form must be received before January 18 th, 2013 in order to be able to send them by mail. After this date, all ordered tickets will be available at the Show office until the opening of the Show at 11 a.m. on February 7 th. *No Pre-sale tickets will be sale after the opening of the Show on February 7 th at 11 a.m. BADGES The number of badges allocated for each exhibitor will be determined by the size of the booth : From 100 to 500 sq.ft. : 5 badges 501 to 1000 sq.ft. : 10 badges More than 1001 sq.ft. : 1 badge/150 sq. ft. additional Maximum of 45 badges The badges must be worn at all times throughout the event. Additional badges can be obtained at cost of $ each. This charge applies to lost, stolen of forgotten badges. Exhibitor badges will be available at the entrance service desk during the move-in, starting on Tuesday February 5 th, SECURITY A basic permanent security service is supplied by Place Bonaventure, during and after the opening hours of the Show. However, neither the Show administration nor the hall owners assume responsibility for lost, stolen or broken property. 4

5 GENERAL REGULATION GENERAL REGULATION USE OF EXHIBIT SPACE Only new current year boat can be exhibited in the Show, except with special authorisation from the Show management. All dealers must be QMA members to be allowed to work in a manufacturer stand. An exhibitor cannot use its space to draw visitors to a competing event. An exhibitor is not authorised to exhibit boats, advertise, distribute or have pamphlets, brochures of any brand that he is not the main exhibitor. Outboard motors exhibit at the level 400 must be installed directly on boats, not on selfstanding support. The only motors that can be displayed in another stand, on the main level of the show, are the ones for which the manufacturers is currently exhibiting in a corporate booth. Access to emergency exits, fire cabinets, fire alarms and all other security equipment must have free access at all times. (Booth, equipment or any other material blocking any security equipment will be moved without notification). An exhibitor's space cannot be used to promote or to make publicity for a distributor other than the one renting the space. An exhibitor cannot, under any circumstance transfer or yield the use of its space to another party. In order to prevent obstruction of the aisles or to encroach on another exhibitor's space, boats need to be positioned within the limits of the exhibitor's space. The distribution of souvenirs, samples, publicity material or any other handout can only be done from their booths. Exhibitors not complying with this regulation will be formally notified. QMA reserves the right to expel any exhibitor at fault from the Show. INSURANCE All the necessary precautions will be taken in order to prevent any damages during the show and to protect the interest of the exhibitors. The show management or its representatives cannot be held responsible for damage and/or loss in any circumstance, no matter the cause. Moreover, show management decline any responsibility for damages, loss, harm or injury cause to a person representing the exhibitor or its material, no matter the cause. The exhibitors have the responsibility to get themselves insurance in order to protect their personnel, stand and material for the above risk. You will need to have in your possession, on site, a proof of liability insurance with a minimum limit of $ 2,000,000. It needs to be sent to the QMA s office before December 7th,

6 GENERAL REGULATION PRESERVATION OF THE VENUE Each exhibitor shall be liable for the cost of any damage to walls, floors, columns or property of others whether it is caused by itself or one of its representatives. It is forbidden to perforate, paint or alter the walls of the building and the concrete pillars in the exhibition hall. Floors must not be perforated, painted or altered in any way. A sufficient protection, approved by the Show Management, must be taken by the exhibitor when fixing something to the floor. No adhesive other than the approved adhesive tape can be applied to the floor. AUTHORIZED ADHESIVE TAPE : Polyken 105c LPDE / Scapa / DC-W002A / DC-W188F ENTRANCE AND EXIT SLIP To enter or exit before or after opening hours of the show, an entrance or exit slip will be required. These slips will be available at the Promoter s office throughout the event. Maintenance personnel hired by exhibitors cannot access the exhibition hall without proper entry slip and no merchandise can be carried out without an exit slip. FIREPROOFING Rules of the Montreal Fire Department require that all decorations be fire-resistant. Coroplast, foamcore, artificial plants and / or flowers are strictly prohibited in the exhibition halls. Gas, diesel or propane engine cannot be activated during opening hours, unless with a written authorisation of the Show management. It is important that the tanks or cylinders be half filled with gas to prevent oxidation. The tanks or cylinders must have security covers and be sealed for the duration of the Show. Batteries must be unplugged. Decorations made from trees such as spruce, pine, birch and other or their branches, as well as nitrocellulose trees are prohibited in the Exhibition Hall. Inspectors may require that a booth be dismantled or that exhibit accessories or other equipment that are not meeting the fire regulation requirements be withdrawn from the booth. All electrical appliances in operation in the Show must be CSA approved and bear a seal of approval. For any further information, please contact the Montreal Fire Department at (514) or Mister Martin Ouellet from Place Bonaventure at (514)

7 GENERAL REGULATION SOUND Exhibitors must show respect for their visitors and neighbouring exhibitors. The music inside the booth must not exceed 85 decibels at 1.5 m from the source. An expert will verify both the installation and volume before the official show opening. It will also be controlled for the whole duration of the event. Monitors and televisions must be installed at the back of a space. It is forbidden to use a microphone for any demonstration. STAFF The exhibitor is responsible for the actions of its employees, agents, suppliers and contractors during their presence on the site of the show. The exhibitor must ensure the presence of at least one responsible person in the booth during all hours of the exhibition. PROMOTIONAL ACTIVITIES AND CONTEST Any commercial solicitation must be done inside the booth itself. All such activities are prohibited in the aisles, restaurants and corridors. Commercial promotions and contests organized by exhibitors during the show must in no way involve the promoter in any commitments. Exhibitors must get the authorization obtained from the Régie des alcools, des courses et des jeux du Québec for the organization of such contests. The authorization must be sent to QMA. All contests must be approved by the Quebec Marine Association. Régie des alcools, des courses et des jeux du Québec (P) (F) *QMA reserves the right to refuse admission or expel any visitor, exhibitor or employee who does not respect these guidelines or disrupts the smooth running of the Show. 7

8 SET-UP AND DISMANTLING SET-UP AND DISMANTLING MOVE-IN SCHEDULE You will receive a schedule from SUM Logistik before the Show. For any relevent question about the schedule, you can reach Monique Dufour at (514) ext. 224 or by at mdufour@sumlogistik.com. All exhibitors and/or its carriers must have in hand its schedule and strictly respect to avoid blocking or delays. SET-UP The Show move-in and set-up schedule will start on Monday February 4th at 0:01 a.m. and will end Wednesday February 6 th at 10 p.m. in respect of the schedule done by the technical responsible. Access to the loading dock of Place Bonaventure is located at the corner of Montfort and St-Jacques streets. When delivering your material to Place Bonaventure, please observe the following instructions : Parking in the reception area is strictly forbidden. Once unloaded, trucks must leave the area, or they will be towed away at the exhibitor s expense. You have a maximum of 20 minutes to unload merchandise. Trolleys will be supplied to the exhibitors, free of charge, to help them carry material to their booths. Since the trolleys will be available in limited numbers, it is strongly recommended that exhibitors bring their own equipment. All exhibitors material must be unload by their own staff. Every day, from February, 7 th till February 10 th, exhibitors may use light rolling equipment to carry material to their booths, during the hour just preceding the opening of the Show. During the opening hours of the show, such equipment is no longer allowed in the hall; all material must then be carried manually. MERCHANDISE CARRIERS Forklifts and cranes will be available, free of charge, to carry and lift heavy equipment. However any time exceeding the schedule set by SUM Logistik will be at the expense of the exhibitor. You must reserve a period of time for the use of one of these services with Mrs. Monique Dufour of SUM Logistik. The exhibitor who fail to make such a reservation will not be guaranteed a set time or schedule to handle their materiel or equipment. We also offer an optional boat washing service at the foot of the ramp. 8

9 SET-UP AND DISMANTLING STORAGE FACILITIES Cases, boxes and packaging material must be removed from the exhibition space before the opening of the show. A storage space will be available during this period. You can obtain storage labels on site from the technical adviser. Place the labels on boxes and write (in capitals letters) the name of your company and the number of your booth. Number your boxes. When your boxes are ready to be stored, inform the person in charge at the loading dock/reception desk. Any unlabelled, unpacked boxes simply left in the aisles will be automatically discarded. Unused trailers must be returned promptly at the loading dock. MOVE-OUT SCHEDULE The period for dismantling booths and moving material out of the hall will begin on Sunday February 10th at 6 p.m. and will end Monday February 11th at 11 p.m. Exhibitors are not allowed to dismantle booths, or display units before 5 p.m. on January 31st, No trolleys are permitted into the hall until the alley carpets are removed. Any exception to the schedule must be approved by SUM Logistik or the Show management. Exhibitors must vacate the rented premises and remove all merchandise from Place Bonaventure no later than Monday February 11 p.m. Those who fail to do so will have to reimburse the management of the Show for whatever additional expenses are incurred to vacate and store their material or equipment. To minimize the risk of theft while booths are being dismantled, it is recommended that exhibitors remove all articles of value at the closing of the Show, and that the remainder of goods be kept under surveillance by the exhibitor. 9

10 LAY OUT AND DECORATION LAY OUT AND DECORATION Standard and prefabricated booths, including signs, must not exceed 8 feet high. An exhibitor who intends to use or build a prefabricated wall must respect the following standards: A one-inch space must be left on either side of the booth walls. Authorization from the Show direction must be obtained for booths that do not conform to the rules. All stands must have an 8 feet high back wall; side wall must have 3 feet high for the first 2/3 of the stand. Only booths with hard walls are accepted; curtains are forbidden. All booths must have a ground covering (carpet) which must not exceed total area of the rented space. Semi-circular or umbrella type booths must include aesthetically pleasing rigid end walls. No booth can block or hide access to fire cabinets, fire alarms, power rooms, direction signs, or rooms. All partitions that are exposed to the public view must be tastefully painted or covered. Any special request concerning the appearance of a booth must be submitted to the Show direction for approval thirty (30) days before the opening of the Show, and must be accompanied by a sketch or plan illustrating that request. However, Show direction allows the use of banners* and promotional articles, on condition that they conform to the following rules : See the authorization form online The area rented by the exhibitor must be at least 400 sq.ft. Special authorization must be obtained from the Show direction for such installation. You must leave a minimum of 12 feet (3.6 m) of free space above floor level. Your signs must be two sided printed if each side is at view. Bilingual displays and commercial publicity is permitted but the French portion must be predominant. Banners cannot exceed a width of 16 feet (4.8 m) and a height of 8 feet (2,44 m) nor it can excess the limit of the stand where it is installed. All self-supporting signs cannot exceed the height and the width of the walls of the booth. No signs can be suspended from the ceiling by an exhibitor. *The persons in charge of the sign hanging were instructed to not install any banners that have not been approved by the Show management. QMA may exclude from the show or withdraw permission to display to any company that does not respect the regulations or that interferes with the proper conduct or reputation of the show. 10

11 REMINDER SERVICES AND SUPPLIERS CONTACT INFORMATIONS DEADLINE BOAT TRANSPORTATION TRANSPORT LOISIRS FINAL PAYMENT FOR THE BOOTH QMA MANUFACTURERS ENDORSEMENT FORM QMA INSURANCE CERTIFICATE QMA MODULAR STANDS, TURNKEY BOOTHS, CARPET, FURNITURE RENTAL, ACCESSORIES AND BADGES DEE GLOBAL PRE-SALE TICKETS QMA HOTEL RESERVATIONS HILTON ELECTRICITY / SIGN HANGING GES TELEPHONY / INTERNET INCOTEL CONFIRMATION OF THE PRICES GIVEN AT THE QMA S Wheel of Fortune AMQ MOVE-IN MOVE-OUT SUM LOGISTIK MERCHANDISE TRANSPORTATION / CUSTOMS BROKER NORTH AMERICAN LOGISTIC SERVICES INDUSTRY BREAKFAST TICKETS QMA AUDIOVISUAL SONORISATION RANGER Dominique Hébert or dominique@transportloisirs.com Quebec Marine Association or info@nautismequebec.com Quebec Marine Association or info@nautismequebec.com Quebec Marine Association or info@nautismequebec.com Véronique Tremblay vtremblay@deeglobal.ca Quebec Marine Association or info@nautismequebec.com Hôtel Hilton Montréal Bonaventure info@hiltonmontreal.com Claire Morin Quebec Marine Association or info@nautismequebec.com Monique Dufour contact@sumlogistik.com Fernando Vera/Andres Valdes fvera@nalsi.com avaldes@nalsi.com Quebec Marine Association or info@nautismequebec.com 514 MON-SHOW info@sonorisationranger.com As soon as possible October, 15th December, 7th December, 7th January, 15th January, 18th January, 21th January, 18th January, 24th January, 25th January, 30th February, 1st February, 6th

12 *We remind you that all the necessary forms for you participation in the Montreal Boat and Water Sports Show can be found on the QMA s website at under the Exhibitors Access section. How to contribute to the success of the Show What your organization can do to promote the Montreal Boat and Water Sports Show Feature it on your website. Post the Show banners on your site along with link to the Show site Remind the Show dates to your customers on your invoices and voic , or in your header. Mail and the Show information and dates to all your customers. Use the custom that the show management sends you and get it personalised! Mention it on your Christmas card 12