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1 Exhibitor Manual Page 1

2 The Venue - Halifax, Nova Scotia, Canada The exhibit displays for the ICOE 2014 Conference will be located at: Monday, November 3 8:00am to 4:00pm Tuesday, November 4 10:15am to 8:00pm Wednesday, November 5 10:30am to 4:15pm Thursday, November 6 10:15am to 1:00pm 1:00pm to 6:00pm World Trade and Convention Centre Scotiabank Centre 1800 Argyle Street Halifax NS Canada B3J 2N8 Tel: Exhibit Schedule Exhibit move-in Note: Aisle carpet will be installed beginning at 4:00pm. (No carts or dollies will be permitted on the floor after that time). Exhibit floor open Exhibit floor open Exhibit floor open Exhibit move-out 1. All exhibitor freight, whether on the official carrier or independent carriers, must enter the trade show floor via the loading doors on the Carmichael Street side of the Scotiabank Centre. Exhibitors may hand-carry materials from the loading area to their booths. However, if Legault Companies labour and equipment is required, (fork-lifts, pallet jacks etc.), to off-load and transport booth materials and displays to booths, a Show Site Material Handling charge applies and is the responsibility of the exhibitor. Rates for these services are found in the in the back of this document. 2. Exhibitors will not be permitted to set up during show hours. 3. All display materials must be removed from the show floor by 10:00pm on Thursday, November 6. Displays that are not dismantled and removed from the premises by the allocated move-out time will be removed from the venue and taken to the Legault warehouse. A material handling fee will be charged to the exhibitor. ICOE 2014 and its contractors are not responsible for lost, stolen or damaged exhibit materials. Exhibit Registration The exhibit registration desk will be located on the show floor. Exhibitors will pick up their registration package to include name badges for floor staff and (include free tickets if any) along with conference program and other package contents. Exhibit Registration Hours: Monday, November 3: 8:00am to 4:00pm Tuesday, November 4: 8:00am to 10:00am Exhibitor Benefits and Entitlements Exhibit booth includes the following equipment and services: 1. One standard 10 ft. wide x 10 ft deep by 8 ft high blue draped area carpeted in Grey. 2. One 6 ft table skirted in blue, two chairs and one waste basket. 3. Booth location listed in the official conference program along with a description of your company s services/products (maximum of 60 words) on the Mobile App. 4. Two complimentary tickets per booth for two representatives to take part in two refreshment breaks per day and lunch on Tuesday, Wednesday and in the Exhibition Hall. NOTE: Additional representatives from your organization must register as a delegate. 5. One delegate bag per booth including conference program 6. List of delegate names (subject to individual delegate authorization). Page 2

3 Contacts ICOE 2014 Show Manager Wendy Levy Tel: Show Contractor, (Furnishings, displays, carpet, power, material handling, floral and decor) Ellen Scanlan Legault Companies 60 Raddall Avenue, Unit 1 Halifax, NS Canada B3B 1T2 Tel: Fax: Venue Contact Steve Latham Event Manager World Trade and Convention Centre Scotiabank Centre 1800 Argyle Street Halifax NS Canada B3J 3N8 Tel: Fax: Computer and Audio-visual Brad Burrell Frischkorn Audio-visual 1800 Argyle Street Halifax NS Canada B3J 3N8 Tel : Customs Enquires Diane Labbé-Deegan Director of Sales & Marketing MENDELSSOHN EVENT LOGISTICS Tel: ext. 23 or Fax: Insurance All ICOE 2014 exhibitors must carry General Commercial Liability insurance for $1,000,000 and must submit proof of coverage. Insurance certificate must be made out to: Marine Renewables Canada P.O. Box Halifax, NS B3J 3S1 Please your insurance certificate to Page 3

4 Material Shipments Freight will not be accepted at the WTCC/Scotiabank Centre prior to the official Exhibitor Move-in of Monday, November 3 rd, We recommend advance shipments be sent to Legault Companies. Advanced Canadian Freight All Canadian Freight is encouraged to be shipped direct to the official Show Contractor Warehouse (Legault Companies) for delivery to show site on the set-up day. Shipments will be accepted at Legault Companies warehouse from October 20 th until October 31 st, Shipping Label information below: Legault Companies 60 Raddall Avenue, Unit 1 Halifax, NS Canada B3B 1T2 Tel: Fax: C/O ICOE 2014 (Your organization Name) (Your booth number) International Freight All exhibitors shipping international freight must contact MENDELSSOHN EVENT LOGISTICS to arrange custom clearance prior to shipping materials. Diane Labbé Deegan Director of Sales & Marketing MENDELSSOHN EVENT LOGISTICS ext. 23 or Fax To facilitate your shipment of international freight, we have registered the conference with Canada Border Services Agency. NOTE: Make sure to review and copy the letter on the following 2 pages to assist with your shipments. Show Security General floor security will be arranged on the exhibit floor from move-in time through to move-out time. Exhibitors are responsible for arranging additional security specific to their own displays. Exhibitors are strongly advised to remove any valuable material or equipment from their booths overnight. All delegates and exhibitors must wear their assigned name badge at all times. Staff will be at the entrance to the show floor checking badges during open hours of the exhibit floor. Page 4

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7 ICOE 2014 Rules and Regulations 1. The Exhibitor shall comply with all rules and regulations by Management for the show and agrees that Management s decision to adopt and enforce any such rule or regulation shall be final and binding. 2. Management reserves the right at any time to alter or remove exhibits or any part thereof, including printed material, products, signs, lights or sound, if in Management s opinion, is objectionable to other show participants. 3. In consideration of the Exhibitor s participation in the conference, the Exhibitor hereby releases Management, its directors, officers, agents and employees from any and all claims, losses or damages whatsoever suffered or sustained by the Exhibitor in connection with its participation in the conference, including, without limitation, any claims for loss or theft of property, personal injury, or loss of business or profits, whether arising from any act of Management or otherwise. 4. The Exhibitor agrees that no display may be dismantled or goods removed during the entire run of the show. The Exhibitor agrees to remove the exhibit, equipment and materials from the facility by the final move-out time. In the event of failure to do so, the Exhibitor agrees to pay for such additional costs as may be incurred by Management. 5. Exhibitors must provide a certificate of insurance made out to ICOE 2014 for general liability covering a minimum of $1,000,000. Certificates must be faxed in advance to ICOE 2014 Show Management no later than October 20, Facility Rules and Regulations 1. Exhibitors do not have direct access to the trade show floor from the street. Trade Centre Limited requires that all trade shows provide assistance to the exhibitors to offload and move the booth and/or materials to the trade show location. Please see Legault Companies Show Site Material Handling section of this manual for rates for this service. 2. FORK LIFTING AND OPERATORS - All fork-lifting within the facility must be organized with the Show Contractor. Please see Legault Companies Show Site Material Handling section of this manual for rates for this service. 3. Early arrival of trade show booths and/or materials will be re-routed to Legault Companies warehouse for storage and delivery on the move-in date and time. Material Handling charges will apply. Please see Legault Companies Advance Warehouse Material Handling section of this manual for rates. 4. Stranded Freight (Booths and/or materials) not picked up by the end of the trade show move-out date and time will be removed and taken to Legault Companies Warehouse; the Return to Warehouse charges will be the responsibility of the exhibitor. The exhibitor will then be responsible to arrange for shipment pickup from the Legault warehouse. 5. ELECTRICAL ARRANGEMENTS FOR THE TRADE SHOW - All ELECTRICITY required for any trade show in the Scotiabank Centre must be organized through Legault Companies. Legault Companies is responsible for all ELECTRIC billings to the individual exhibitors. Please see the Legault Companies electrical section of this manual for rates. 6. BREAKAGE, MISSING ITEMS - Accidental damage, breakage and/or missing items are covered by the Event Insurance held by the Client and are not the responsibility of Trade Centre Limited. 7. FIRE REGULATIONS - Fire Hose Cabinets must not be obstructed must be entirely accessible and in full view at all times. In the Scotiabank Centre, event staff will place Fire Extinguishers on posts in locations around the trade show and place Fire Exit signage. No Fire Exit is to be obstructed at any time. All display material must be flame proof and is subject to inspection by the Provincial Fire Marshall. No hazardous display of any nature will be permitted in Scotiabank Centre, i.e. open flame, hot coals, candles, LPG lighters, charcoal grills, flammable liquids, LPG containers, toxic liquids or gases, hazardous chemicals, etc. or any hazardous liquid, solid or gas of a similar nature, no propane is permitted. Local Fire and Safety regulations and policies must be observed at all times. 8. HEALTH AND SAFETY - TRADE CENTRE LIMITED reserves the right to inspect and/or refuse any items brought into the facility deemed to be a health, safety or fire hazard. 9. TRADE CENTRE LIMITED encourages the safe and healthful work practices of all individuals working in the facility. It is mandatory that all staff, contractors and clients follow ALL safety guidelines and use ALL appropriate safety equipment as required by The Occupational Health & Safety Laws and Regulations. Page 7

8 ICOE 2014 Exhibit Floor Plan Page 8

9 Order Forms and Deadline Dates The following forms must be completed and forwarded to the specified fax as identified on each form. Also refer to contact names on the list if you have any questions prior to placing your order. Item Deadline Date Completed ( ) Company Bio to Show Management Oct 1, 2014 Customs Arrangements Mendelssohn Oct 20, 2014 Canada Border Services Agency Letter (use for Oct 20, 2014 international freight shipments) Canadian Freight - Advance Material Handling -Legault Companies Warehouse Freight will be received between October 20 th through to Oct. 31 st. Freight will be received on show-site Nov. 3 rd until 4 pm International Freight - Mendelssohn Event Logistics and Legault Companies Audio visual and computers Frischkorn AV Oct 20, 2014 Furniture, carpet, displays, equipment Legault Companies Display Labour (for client displays) Legault Companies Special Signage Legault Companies Electrical Legault Companies Discount price deadline is Oct. 20th Oct. 29, 2014 October 20 th After the 20 th, quoted based on requirements Discount price deadline is Oct. 20,, 2014 Standard prices Oct. 21 Nov. 4, 2014 Air and Water Contact Legault Companies for a quote. Oct. 20, 2014 Exhibit Personnel Badge Order Form Oct 20, 2014 Social Event Ticket Order Form Oct 15, 2014 Insurance Certification Oct 15, 2014 Page 9

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