Exhibitor s Manual 2015

Transcription

1 Securetech Tradeshow & Conference November 25-26, 2015 Canada's only all-encompassing public safety, emergency management, and security showcase Canada s Premiere Security Conference & Tradeshow Exhibitor s Manual 2015 Produced by: defenceandsecurity.ca #Securetech2015 securetechcanada.ca

2 Table of Contents Preparations to Exhibit 1 Who Can Exhibit?... 1 Booth Space Inclusions/Exclusions... 1 Booth Inclusions... 1 Booth Exclusions... 2 Value Added Extras... 2 Booking Your Accommodations...3 Obtaining Your Exhibitor Form...3 Allocation of Space... 3 Use of Space... 4 Exhibitor s Insurance... 4 Labour Laws... 5 Outstanding Payments... 5 Cancellation Policy... 5 Exhibitor Appointed Contractor (EAC)... 5 Registering Your Representatives... 6 Age Policy... 6 Market Your Booth... 7 E-Communications... 7 Attendee Invitation... 7 E-Blast Signature Signature Button... 7 Brochure... 7 Website Page... 7 Web Banner... 7 Advertising... 8 Advertisment...8 Direct Mail VIP Invitations...8 Social Media...8 Twitter...8 Linkedin...8 Telemarketing...8 Hold Message...8 Direct Call...8 II

3 Setup and Tear Down Regulations 9 EXHIBITOR SET-UP SCHEDULE...9 Setup Delays...9 Material Handling...9 Freight Delivery/Pickup Schedule Delivery Address Setup/Tear Down Schedule Loading Docks Installation Dismantling Exhibitor No Show Policy Footware Policy Electrical Code Safety Requirements Exhibitor s Responsibility and The Ontario Health & Safety Act Show Conduct Booth Lighting Hanging Signs, Banners or Graphics Exhibit Space Food & Beverage Policy Exhibit Space Sound Levels Decorations Storage No Smoking Policy Care of Facility Submitting Your Booth Plans Exhibit Set Up Regulations 19 Island Booths Linear Booths Linear Booth Diagrams Peninsula Booths Split Island Booths Perimeter Booths Regulations During Show Days Non-Exhibiting Suppliers Samples and Give-aways Security/Securing Your Materials/Safe Room Photography/Videography Policy Enforcement of Securetech Rules and Regulations Force Majeure Liability Securetech 2015 Key Contact Information III

4 Preparations to Exhibit Who Can Exhibit? Exhibiting and attending Securetech 2015 is open to Government, Members and Non-Members of CADSI. Booth Space Inclusions/Exclusions Booth Inclusions 10ft. x 10ft. booth space 1 x 6ft. foot draped table 2 chairs 1 x 8ft. foot high back wall / 2 x 3ft. foot high side wall(s) Each official exhibiting company will be listed on the Exhibitor list on the Securetech website and event mobile web based app. A 100 word complimentary company profile for each official Exhibitor on the Securetech web site and on the event app. Standard internet connection is available at Securetech. Please note, that if you utilize the internet for any demonstrations or any other functions other than mail/web access please contact DE Systems for information on upgrading your service. 1

5 Booth Exclusions New Booth Space Carpeting. Please contact Freeman Exhibitor Services to order your booth space carpet. See page 29: Securetech 2015 Key Contact Information, for further details Material handling services Electrical outlets Furnishing/plants (other than the specific items listed in the package) Setup and tear down services Rigging and banner hanging Value Added Extras As a Securetech 2015 Exhibitor, you will also have the opportunity to take advantage of the following: The Securetech Innovation Stage, located on the tradeshow floor, will allow organizations like yours to demonstrate current and future innovations and technologies to the emergency responders and security communities who are attending the show. This opportunity will provide you with a 20 minute time slot to present innovations directly to prospective domestic and international buyers. Please complete an Innovation Stage Show of Interest Form. All show of Interest Forms will be reviewed by CADSI and selected presenters will be contacted by show organizers. Presentation space is limited. The Securetech BD (B2B/B2G) Program will permit you to connect with other show participants by pre-booking 15 minute meetings that will take place at Securetech 2015 either at your booth if you are an exhibitor, in the BD Program meeting area, or at a location of your choice. You will book your meetings using the online tool, which will be opened in September for booking. 2

6 Booking Your Accommodations CADSI has secured a delegate Securetech hotel room block at the Hilton Garden Inn conveniently located across from the EY Centre, which provides our attendees at a special reduced room rate. To book your room(s): Group Rate: Hilton Garden Inn, Ottawa International Airport 2400 Alert Road, Ottawa, ON K1V 1S1 Room Rate Quoted: $ plus tax per night for single/double occupancy $10.00 plus tax per night added for each additional guest Destination Marketing Program: 3% on hotel rooms Tax: 13% tax rate on hotel rooms Cancellation and Room Block Closure Date: Friday, October 23, 2015 Phone number: Toll-free number for reservations only: Fax number: Quote: Securetech Block during your reservation Obtaining Your Exhibitor Forms Please visit to obtain a copy of all your exhibitor related forms that are required for submission. Allocation of Space As per the exhibit contract, the Organizer remains free to determine the allocation of spaces and reserves the right to change the initial distribution and the location of the space already allocated. Contracted space holders cannot assign or sublet all or any part of the allocated space (except to their co-exhibitors). 3

7 Use of Space As outlined in the Application and Contract for Exhibit Space, the contracted space is for use by the company holding the contract with CADSI. Exhibitor may not share, sell, assign, sublease or charge admission for entry into any portion of the space. Exhibitors must show only goods manufactured and/or dealt by them in the regular course of business. Should an article of non-exhibiting company be required for operation or demonstration in an exhibitor s display, identification of such article shall be limited to the usual and regular nameplate, import or trademarked under which same is sold in the general course of business. Exhibitors may use space to exhibit any eligible products; I. Manufactured or sold in its own name II. Manufactured or sold by a joint venture in which exhibitor participates III. Produced or sold pursuant to a manufacturing, distribution, or sales license/agreement The Exhibitor representatives staffing the space on show days must be employees/contractors from the exhibiting company, except with the prior written consent of CADSI. To apply for non-employee exhibit staffing approvals please contact Catherine Lyons, at extension 27. Exhibitor s Insurance As outlined in the Securetech exhibit space contract, each exhibitor is required to take out an insurance policy covering its third party liability as part of its presence at and participation in Securetech. This insurance is to cover both its own liability and that of the people it is liable for, in relation to all individuals and legal entities present on site, and particularly an insurance policy covering the displayed equipment against theft, breakage, loss and/or damage during live and static demonstrations. The certificate of insurance must be received by CADSI 30 days prior to the event. Send a copy of your insurance coverage to; catherine@defenceandsecurity.ca Fax:

8 Labour Laws The Exhibitor agrees to observe all union contracts and labour relations in force, agreements between Show Management, the official exhibition contractors and the building in which the exhibition will take place and act according to the labour laws of the jurisdiction in which the building is located and observe the provisions of the provincial Human Rights Code and the Labour Standards Act in the hiring and treatment of exhibit booth staff. Outstanding Payments Any exhibiting companies or delegates attending Securetech with outstanding balances due to CADSI whether for meal event, lapsed payments on expired memberships or other outstanding invoices that are overdue will not be granted access to the show. Any payment related items should be directed to the Securetech Show Office. Cancellation Policy Prior to January 15, 2015, cancellations will be refunded less a ten per cent (10%) administration fee plus HST. Between January 16, 2015 and May 20, 2015, cancellations will be refunded less a fifty per cent (50%) administration fee plus HST. After May 20, 2015, Exhibitor is responsible for the Total Space Fee, including HST. Termination by Exhibitor must be in writing and will be effective upon receipt by Organizer. Exhibitor acknowledges the difficulty in determining a precise value for services rendered and expenses incurred by Organizer for the Event, and of ascertaining damages incurred by Organizer if Exhibitor terminates this Agreement or Exhibitor s participation in the Event and any amounts retained by Organizer are not to be deemed or construed as a forfeiture or penalty. In the event of termination, Organizer is entitled to enter into an exhibit space agreement for the Space with another party with no liability to account. Exhibitor Appointed Contractor (EAC) An Exhibitor Appointed Contractor (EAC) is any contractor other than the Official Contractor providing a service to an exhibitor within his exhibit space that is not otherwise provided by an exclusive contractor. Exhibitors wishing to get approval to use an EAC must fill out an EAC Request Form and return it to CADSI along with an original certificate of insurance prior to the deadline date. Exhibitor related forms are located at the end of this manual. EAC personnel 5

9 are subject to the same safety and security regulations outlined in this manual for Securetech, failure to comply may result in removal from the floor. All non-official contractors (EAC) for a non-exclusive service must abide by the rules set forth in this document. Exhibitors must notify Catherine Lyons, in writing of the selection of and contact information for an EAC. Exhibitor must notify their EAC of the rules and procedures that govern Securetech within this manual, including the deadlines for filing. To use the services of an EAC, exhibitors and EACs must adhere to all rules governing the show and all provincial laws. All EAC notifications must be submitted by November 1, 2015 to CADSI. Notification deadline will not be extended. If deadline is missed, the official contractors must be used for such services. CADSI reserves the right to remove an EAC whose actions jeopardize the on-time opening of the exposition or whose employees fail to observe the regulations and procedures in this document. This includes the no-smoking policy. Securetech Exhibitor`s Forms are available for download online at the Securetech Exhibitor Tools page (securetechcanada.ca) and from Freeman Exhibit Services. Registering Your Representatives Anyone wishing to access Securetech for any duration of time must be registered. Attendees will be required to show valid photo identification and official business cards in order to receive their access badge for the event. Duplicated/photocopied business cards will not be accepted. Exhibitors are not permitted to register individuals who are not employees under the specified company names. Go to to register. Please note that all registrations must have a name associated to them to enter the facility, tradeshow or meal events. If you book additional registrations beyond that of your own, please ensure you go back into the system to input your colleagues/guest names. If you require any assistance with your registration please contact ext 31. Age Policy Due to insurance coverage requirements, persons under the age of 18 years of age are not permitted on the show site at any time, which includes all of the outdoor and indoor facilities, on set-up/tear-down and show days. This policy will be strictly enforced and there will be no exceptions. Please ensure that all exhibit staff, including EAC staff, come to the event will valid photo identification. 6

10 Market Your Booth Below is a list of easy-to-implement ideas to help spread the word about your participation in Securetech this year. By creating and following a tradeshow strategy prior to the show, you can generate tremendous ROI on your exhibition experience. E-Communications Attendee Invitation Customize an attendee invitation that includes your company name and booth number and event. Ask your staff, strategic partners, distributors and international agents to distribute the invitation to clients and prospects on your company s behalf. E-Blast Send an e-blast to your customers and prospects that contain your booth number, floor plan link, products and services you will be showing, and/or any show specials or new product announcements. Signature Add your booth number under your signature with a link to the registration page. Want to add the Securetech logo? Contact Christel Gallant at christel@defenceandsecurity.ca Signature Button Add a registration button under your signature to encourage your customers to register for the show; the link that should be embedded behind the banner will be provided in September. Brochure a PDF of the Securetech attendee brochure to your customers and prospects. Website Page Create a special page on your website dedicated to your booth at the show. Include where your booth is located on the floor plan, products and services you will be showing, any show specials or new product announcements you will be making at the show. If you are presenting a workshop, clinic or demo, include the title, date, time, description and benefits. Web Banner Place a web banner on your website. Also add to your Linkedin and Facebook profile pages. 7

11 Advertising Advertisement Purchase an ad in a trade publication that promotes your booth and link to registration. Direct Mail VIP Invitations Send a personal invitation to your customers and prospects about your booth. Keep it brief, but include your booth number and it would benefit them to come see you. Social Media Twitter Promote your booth by making numerous tweets on your company s Twitter page using the #Securetech2015 hashtag. Linkedin Post about your booth on Linkedin. Telemarketing Hold Message Mention exhibiting at the show and your booth number in your telephone on-hold message. Direct Call Call your best clients and prospects to personally invite them to the show and your booth. 8

12 Setup and Tear Down Regulations EXHIBITOR SET-UP SCHEDULE Setup Delays If an exhibiting company will be significantly delayed in their arrival to the EY Centre for their setup, please contact Catherine Lyons at , ext. 27 to advise. Material Handling Freeman is the exclusive supplier of material handling for Securetech. If you require motorized/ mechanical equipment for move-in/out of your equipment, you will need to work with Freeman for this service. There is a fee for this service. If you choose, you can use your own dolly or carry in your equipment via loading docks, there are no material handling charges. Exhibitors have the option, but are not required, to use the Exclusive Partner for Material Handling if they are able to safely and efficiently, without risk of damage to the facility, move-in and move-out their event or exhibit materials or crates etc. by hand or by dollies without the use of motorized and mechanized materials handling equipment. Should a exhibitor require Material Handling Services such as those requiring the use of motorized or mechanized equipment such services must be arranged through Freeman. Material handling involves the unloading of your materials at the designated unloading zone(s), delivery of the materials to your booth or designated EY Centre location, and the return of your materials to the designated loading zone(s) for reloading onto your outbound carrier. In some cases (depending upon the extent of services required or provided by your event) this may include storage of empty containers during the event, and their return for repackaging, followed by reloading onto your outbound carrier. Labour, Licensed Operators and the appropriate equipment are used to unload and load your carrier and get your materials to your event location safely, and efficiently 9

13 Freight Delivery/Pickup Schedule Freight delivery and pickups are restricted to designated move-in and move-out dates set. Stopping or parking on Uplands Drive is prohibited by the City of Ottawa and will be subject to fines to the carrier. All indoor exhibits that contain vehicles for the show floor must be coordinated with Freeman. Exhibitor carriers (trailers, trucks or deliveries) will not be allowed on show site after 9:00pm, Tuesday, November 24 th, Carriers will be turned away at the gate by Securetech Security. Carriers will only be permitted back on show site as of 3:30pm, November 26, 2015 for move-out. Carriers who arrive at the gate prior to this time will be turned away. Delivery Address Warehouse shipping address: SECURETECH 2015 Exhibiting Company Name: Booth # C/O Freeman 940 Belfast Road Ottawa, Ontario, Canada K1G 4A2 Freeman will accept crated, boxed or skidded material beginning October 23, 2015 at the above address. Material arriving after November 17, 2015 will be received at the warehouse with an additional after deadline charge. Warehouse materials are accepted Monday through Friday between the hours of 8:00am to 4:30pm. PLEASE NOTE: The warehouse is open from 8:00am until 4:30pm Monday to Friday. The warehouse will be closed on October 12, 2015 in observance of Canadian Thanksgiving, shipments will not be accepted on this date. 10

14 Show site shipping address: EY Centre SECURETECH 2015 Exhibiting Company Name Booth # 4899 Uplands Drive Ottawa, Ontario, Canada K1V 2N6 Freeman will receive shipments at the exhibit facility beginning November 24, 2015 at 8:30am Shipments arriving before this date may be refused by the facility. Any charges incurred for early freight accepted by the facility will be the responsibility of the exhibitor. Please note: All items & materials that must be brought into the facility are subject to material handling charges and are the responsibility of the exhibitor. This also applies to items not ordered through the official show vendors. Please refer to the enclosed material handling order form. Access to the EY Centre s loading dock is on a schedule basis. The EY Centre cannot accept shipments in advance of official contracted move-in times. Early deliveries may be arranged through EY Exclusive Services Partner, Freeman, for advance warehousing options. 11

15 Setup/Tear Down Schedule Tuesday, November 24, 2015: Exhibitor Move-in: 8:00am 5:00pm Wednesday, November 25, 2015: Securetech Day 1 7:30am: Registration Open 8:00am: Opening Remarks and Keynote Address Open to all Exhibitors and Delegates 8:30am - 5:00pm: Securetech Exhibit Open 3:30pm-5:00pm: Securetech Evening Reception located on the Trade Show floor, complimentary for all Delegates and Exhibitors (Cash bar). 5:00pm: Securetech ends Day 1. Thursday, November 26, 2015: Securetech Day 2 7:30am: Registration Open 8:00am: Securetech Exhibit open 3:30pm: Securetech Exhibit ends 3:30pm 9:00pm: Exhibitor tear-down and move out. All Exhibitor materials must be removed from the exhibit space by November 26 th, 2015 by 9:00pm. Please Note: Closing down an exhibit space or removing any exhibits materials is prohibited before the Exhibition closes on Thursday, November 26, 2015 at 3:30pm as per contractual agreement. Please visit for any schedule of event changes. Loading Docks The loading areas for the buildings at the EY Centre are as follows: 4 Loading Docks (7 11 H X 8 W), 1 Drive-in Docks (not dock level) (14 H X W). Please Note: Exhibitors are not permitted to bring large freight, in hand or carted, by any of the front doors of the EY Centre. Only hand carried material is permitted via EY Centre front doors. 12

16 Installation Dates and hours for installation, exhibiting and dismantling will be as specified by Show Management. Goods received after the opening of the exhibition must be delivered to the booth and arranged at a time other than official exhibit hours. If you require any drayage services, please complete the material handling form contained in the Exhibitor Manual. Exhibits shall be staffed at all times when the exhibition is officially open. Exhibitors may set up their own exhibits, using their own employees or contractors. If exhibitors use a contractor other than the official Show contractor, they must provide Show Management with proof of liability insurance. All display materials, including pre fabricated booths must be pre fitted and ready for installation prior to shipment to the building. Exhibitors requiring additional assistance in the movement and set up of their display should contact and use the services of the Official Show Services Contractor. In addition, exhibitors using their own employees or show service contractor are responsible for any and all damages, caused by such personnel and/or equipment. Dismantling As a consideration to Securetech attendees and your fellow Exhibitors, no exhibit dismantling or removal may begin until official exhibit hours have ended at 3:00pm on Thursday, November 26, CADSI reserves the right to revoke the exhibitor s right of first refusal on space and location of exhibit booth for the following year should any dismantling commence prior to the allotted time. Neither CADSI nor Securetech Official Contractors will assist with an early dismantling, including delivery of empty crates/boxes or shipping. Empty crates/boxes for display materials will be returned as promptly as possible to each booth after the official closing time. CADSI, Securetech Official Contractors and the EY Centre do not assume any responsibility for loss or damage to exhibits, equipment or personal belongings during the dismantling period. The Exhibitor agrees that no display may be dismantled or goods removed during the exhibition but must remain intact until the closing hour of the last day of the exhibition. No exhibitor will be permitted to commence dismantling any portion of the exhibit whatsoever, to commence packing crates or cartons, or to abandon their display prior to the official closing. All exhibits must be removed by November 26, 2015, 9:00pm and all storage and handling charges for failure to remove exhibit and/or materials by that time shall be the responsibility of the exhibitor. Show Management reserves the right to remove any exhibit, any excess garbage, materials, packaging, etc., which is not removed by the conclusion of the exhibition and charge the expense to the exhibitor. 13

17 Exhibitor No-Show Policy An exhibiting company will be considered a no-show if its booth space is unoccupied by 7:00am on Wednesday, November 25, The exhibitor shall be deemed to have cancelled their Exhibit Space Application/Contract for the show. A no-show may result in a loss of exhibiting privileges at future CADSI tradeshows and/or showcases, and no refunds will be issued. CADSI will require a written explanation of their failure to exhibit before allowing future participation in Association tradeshow and/or showcases. The exhibit space may be assigned to another exhibitor and CADSI will not provide a refund to the original exhibitor. CADSI is not obligated to relocate that exhibitor if they arrive after the deadline. Footware Policy Anyone wishing to access the Exhibit Hall area of the facility during the move in or move-out will be required to wear closed toed flat shoes. This policy is being implemented to ensure the safety of all of those on the show floor during this period. This policy is in strict effect for all those accessing the tradeshow floor including exhibitor staff representatives and any tear down crews onsite. Bare or stocking covered feet, sandals, high heels, or any other type of footwear that is not a closed toed flat shoe will not be permitted access to the Exhibit Hall by Securetech Security during these times and will be escorted off the show floor. It is the responsibility of the exhibiting company to ensure that all those associated with the exhibit space comply with this policy. Electrical Code Safety Requirements All exhibitors must meet the electrical requirements of the EY Centre. In the normal case, this means that all electrical equipment to be operated shall be CSA approved. If you are planning to exhibit any electrical equipment that does not bear a CSA approval sticker, please contact Show Management. Failure to comply could result in the revocation of show privileges. The exhibitor assumes full responsibility for ensuring that exhibits meet these standards. 14

18 Exhibitor s Responsibility and The Ontario Health & Safety Act Workplace and workers safety is everyone s responsibility and as such, all participants must comply with the legislation contained in the Occupational Health & Safety Act, which is governed by the Province of Ontario. All persons active in the onsite activities should be properly trained in and aware of the appropriate safety responsibilities pertinent to the tasks they are performing. All equipment should be inspected and in proper working condition. It is advised that all persons involved in the move-in process wear proper protective footwear. In areas designated as construction zones, and where overhead work is being done, hardhats and proper protective footwear are mandatory per the Occupational Health & Safety Act. As an employer, it is your responsibility to ensure staff/third party contracts comply with the Legislation. Your booth space is considered an extension of your office and as such it is your responsibility to ensure your staff/contractors comply. Show Conduct During open hours of Securetech, Exhibitors must have at least one person at their exhibit space at all open tradeshow floor hours. Exhibitors are not allowed to; Close down an exhibit space or remove any exhibits before the Exhibition closes on Thursday, November 26, 2015 at 3:00pm as per contractual agreement. Doing so may result in loss of future exhibiting opportunities with CADSI. Cover exhibits during show open hours (the Organizer, CADSI, reserves the right to remove any covers and cannot be held liable in any way should damage or loss result). Use noisy advertising, run loud equipment that may impede on other Exhibitors and delegate experiences at the show. CADSI reserves the shut down any lighting or sound that may be disruptive to the show experience. Operate any bright lights that may impede on delegate and neighbouring Exhibitors event experience. CADSI reserves the right to direct the closure of such lighting equipment. Distribute catalogues, leaflets, circulars, prospectuses, or put up advertisements or promotional materials outside their own contracted exhibit area, or put up advertisements outside of their own stand. This regulation also applies to services providers. 15

19 Booth Lighting Exhibitors should adhere to the following suggested minimum guidelines when determining booth lighting: No lighting, fixtures, lighting trusses or overhead lighting are allowed outside the boundaries of the exhibit space. Exhibitors intending to use hanging light systems should submit drawings to CADSI for pre-show approval. Lighting should be directed to the inner confines of the booth space. Lighting should not project onto other exhibit booths or show aisles. Lighting which is potentially harmful, such as lasers or ultraviolet lighting must be approved in writing by CADSI prior to the show. Lighting that spins, rotates, pulsates and other specialized lighting must be pre-approved CADSI. CADSI reserves the right to extinguish any lighting on site which does not follow the above guidelines. Hanging Signs, Banners or Graphics Professionally designed banners may be displayed on the back drape of the booth. Hanging signs and graphics are permitted in Peninsula and Perimeter Booths with the top of the sign at 12 feet or below. All hanging signs and graphics must be set back ten feet (10ft.) from adjacent booths. No booth that shares a back wall with another booth will be permitted to have a hanging sign. Exhibit Space Food & Beverage Policy Distribution of food and beverages including bottled water and coffee - from the Exhibitor s booth for hospitality is permitted. Catering order forms are available in the Securetech Exhibitor`s Forms section starting on page 30 of the Securetech Exhibitor Manual. No alcohol is permitted for consumption/distribution on the tradeshow floor. Please note: All food and beverages must be purchased through the EY Centre. 16

20 Exhibit Space Sound Levels Exhibitors may use sound equipment in their booths so long as the noise level does not disrupt the activities of neighboring exhibitors and attending delegates. Exhibitors should remember that using sound equipment is a privilege and not a right. Show management reserves the right to determine at what point sound constitutes interference with others and must be discontinued by adhering to the following: Speakers and other sound devices should be positioned so as to direct sound into the booth rather than into the aisle and may not obstruct aisle view or that of neighboring exhibitors. There will be one warning issued about objectionable sound levels. Any further objectionable sound levels will result in the Exhibitor being required to discontinue the activities responsible for the sound levels. Decorations All décor, drapes and fabrics must be flame proof in accordance with public safety and fire regulations. Décor items must not be taped, nailed, tacked or otherwise affixed to ceilings, painted surfaces or decorated walls or columns. The following materials are not permitted: Glitter and confetti Balloons Stick-on decals or similar promotional items Storage Storage of all sales literature and catalogs must be accommodated on or under the tables provided. No crates, fiber cases, cardboard boxes, or reserve supplies may be stored behind the booth back walls. Access storage is available through the General Services Contractor. 17

21 No Smoking Policy Securetech policy strictly prohibits the use of tobacco products in all indoor and outdoor areas of the show (including during installation and dismantling) unless in designated smoking areas. Exhibitors are responsible for ensuring that all individuals associated with the exhibiting company comply with this policy. Individuals who do not comply with this policy will be escorted from show premises by on-site Security personnel. Care of Facility Exhibitors are liable for all damage caused by them to the exhibit facility, booth equipment or to other exhibitors property and shall indemnify the EY Centre, Show Management, and/or the Official Show Services Contractor against, and hold them harmless from, any complaints, suits or liabilities resulting from negligence of the exhibitor in connection with the exhibitors use of exhibit space. Painting, nailing or drilling of floors, walls, ceilings or any other part of the building is not permitted. Exhibitors laying any floor covering must use an adhesive that will not damage the floor and is easily removed. No signs or other articles are to be fastened to ceilings, walls, pipes or electrical fixtures. Submitting Your Booth Plans Exhibitors must submit a diagram of booth design layout plans, including measurements, signage and items to be displayed to CADSI 30 days prior to the event. Send booth plans to; Catherine Lyons catherine@defenceandsecurity.ca Fax: All products/services to be displayed by Exhibitors are subject to approval by Show Management. Show Management reserves the right to withhold approval of the Exhibitor s product/ services which, in Show Management s judgment, do not conform to the objectives of Securetech. At the request of Show Management, an Exhibitor shall immediately remove any products/ services included in an exhibit for which approval has not been given. 18

22 Exhibit Set Up Regulations Island Booths Island Booths are 20ft. by 20ft. or larger. The entire cubic content of the space may be used up to the maximum allowable height of 16ft. Hanging signs are allowed with the restriction that the top of the sign is permitted at 16ft. Island Booth AISLE 6.096m / 20ft. An island booth is any size booth exposed to aisles on all four sides. AISLE 6.096m / 20ft. AISLE Dimensions An island booth is typically 20 feet by 20 feet or larger, although it may be configured differently. 16 ft m FRONT VIEW AISLE Use of Space The entire cubic content of the space may be used up to the maximum allowable height, which is usually sixteen feet (16ft.), including signage. AISLE AISLE AISLE AISLE 19

23 Linear Booths Linear Booths are sold in increments of 10ft. wide and 10ft. deep (i.e., 10ft. by 10ft.). The back wall height may be a maximum of 8ft. Regardless of the number of linear booths utilized (e.g., 10ft. by 20ft., 10ft. by 30ft., 10ft. by 40ft., etc.), display materials should be arranged in such a manner so as not to obstruct sight lines of neighboring exhibitors. For 10ft. by 10ft. or 10ft. by 20ft. booths, the maximum height of 8ft. is allowed only in the rear half of the booth space, with a 4ft. height restriction imposed on all materials in the remaining space forward to the aisle. (Note: When three or more linear booths are used in combination as a single exhibit space, the forward space 4ft. height limitation is applied only to that portion of exhibit space which is within 10ft. of an adjoining booth.) Linear Booths are generally arranged in a straight line and have neighboring exhibitors on their immediate right and left, leaving only one side exposed to the aisle; however, they can offer two sides exposed to an aisle when they are at the end of a straight line of booths. They are on the corner of that line, and all of the above rules apply to these booths. Linear booths have only one side exposed to an aisle and are generally arranged in a series along a straight line. They are also called in-line booths. Dimensions For purposes of consistency and ease of layout and/or reconfiguration, floor plan design in increments of 10ft. (3.05m) has become the defacto standard in Canada. Therefore, unless constricted by space or other limitations, Linear Booths are most commonly 10ft. (3.05m) wide and 10ft. (3.05m) deep, i.e. 10ft. by 10ft. (3.05m by 3.05m). A maximum back wall height limitation of 8 ft. (2.44m) is generally specified. Use of Space Regardless of the number of Linear Booths utilized, e.g. 10ft. by 20ft. (3.05m by 6.10m), 10ft. by 30ft. (3.05m by 9.14m), 10ft. by 40ft. (3.05m by 12.19m), etc., display materials should be arranged in such a manner so as not to obstruct sightlines of neighbouring exhibitors. The maximum height of 8ft. (2.44m) is allowed only in the rear half of the booth space, with a 4ft. (1.22m) height restriction imposed on all materials in the remaining space forward to the aisle. Note: When three or more Linear Booths are used in combination as a single exhibit space, the 4ft. (1.22m) height limitation is applied only to that portion of exhibit space which is within 10ft. (3.05 m) of an adjoining booth. 20

24 Linear Booth 3.05m / 10ft. 1.52m / 5ft. 3.05m / 10ft. 1.52m / 5ft. 1.52m / 5ft. 1.22m / 4ft. PLAN VIEW LEFT SIDE VIEW 3.048m / 10ft m/5ft. Corner Booth A Corner Booth is a Linear Booth exposed to aisles on two sides. All other guidelines for Linear Booths apply m /8ft m /4ft m/5ft m /4ft. 2.44m/8ft. 1.22m/4ft m / 10ft. FRONT VIEW 10 X 10 LINEAR BOOTH 21

25 Peninsula Booths A Peninsula Booth is exposed to aisles on three (3) sides and composed of a minimum of four booths. There are two types of Peninsula Booths: a) one which backs up to Linear Booths, and b) one which backs to another Peninsula Booth and is referred as a Split Island Booth. AISLE AISLE Dimensions A Peninsula Booth is usually 20ft. x 20ft. or larger. When a Peninsula Booth backs up to two Linear Booths, the backwall is restricted to four feet (4ft.) high within five feet (5ft.) of each aisle, permitting adequate line of sight for the adjoining Linear Booths. Sixteen feet (16ft.) is a typical maximum height allowance, including signage for the centre portion of the backwall. AISLE 5ft./ 10ft./ 5ft./ 1.524m 3.048m 1.524m 6.096m 20ft./ 20ft./ 6.096m PLAN VIEW AISLE 5ft./ 1.524m 10ft./ 3.048m 5ft./ 1.524m 5ft./ 1.524m 20ft./ 6.096m 4ft./ 1.219m MAX. PERMISSABLE 4ft./ 1.219m MAX. PERMISSABLE FRONT VIEW SIDE VIEW 5ft./ 1.524m 10ft./ 3.048m 4ft./ 1.219m 20ft./ 6.096m 20ft./ 6.096m 22

26 Split Island Booths A Split Island Booth is a Peninsula Booth which shares a common backwall with another Peninsula Booth. The entire cubic content of this booth may be used, up to the maximum allowable height, without any back wall line of sight restrictions. Sixteen feet (16ft.) is a typical maximum height allowance, including signage. The entire cubic content of the space may be used up to the maximum allowable height. WALL LEFT SIDE VIEW AISLE 20' (6.096M) AISLE 20' (6.096M) 20' (6.096M) WALL WALL AISLE (4.877M) 16' WALL AISLE FRONT VIEW SPLIT ISLAND BOOTH 23

27 Perimeter Booths 3.05m / 10ft. Perimeter Booths are Linear Booths that back to an outside wall of the exhibit facility rather than to another exhibit. All guidelines for Linear Booths apply to Perimeter Booths except that the maximum back wall height is 12ft. In addition, a hanging sign is allowed with the restriction that the top of the sign is permitted at 12ft m / 10ft. 1.52m / 5ft. PLAN VIEW Dimensions and Use of Space All guidelines for Linear Booths apply to Perimeter Booths except that the typical maximum back wall height is 12ft. (3.66m) m/12ft. 2.44m/8ft. 1.22m/4ft. FRONT VIEW 3.657m / 12ft m / 8ft. 1.52m / 5ft. 1.52m / 5ft. 1.22m / 4ft m /12ft m /8ft m / 10ft m/5ft m/5ft. LEFT SIDE VIEW 1.219m /4ft m /4ft m / 10ft. 10 X 10 PERIMETER BOOTH 24

28 Regulations During Show Days Non-Exhibiting Suppliers Non-exhibiting suppliers are prohibited from selling products and services or distributing items in the aisle, food and/or seating areas of the exhibit floor. Any non-exhibiting supplier selling products or services or distributing items in these areas will be escorted from the exhibit floor by on-site security personnel, and an incident report will be sent to show management for further action. Any exhibitors observing such activity should communicate these infractions to CADSI staff or security monitoring the exhibit floor. Samples and Give-aways Customary descriptive product literature, note pads, pens, and pencils may be distributed from your exhibit. Show Management does not require a sample of the give away in advance of the Conference. However, Show Management does reserve the right to have a give away removed from the exhibit area should the give away not be useful to and/or in keeping with the professional activities of the participants. Adhesive backed promotional materials are not permitted. Exhibitors will be charged for removal of this material from the walls and floors of the building. Giveaways may only be provided within the confines of the contracted exhibit space. Draws must be conducted by the exhibitor within the confines of their contracted exhibit space. Show management will not conduct and/or announce draw results. 25

29 Security/Securing Your Materials/ Safe Room Each exhibitor is responsible for safeguarding its goods, materials, equipment, and exhibit at all times during the show. CADSI provides 24-hour security guard service for the perimeter of the Exhibit Hall, however, neither the guard service nor CADSI are responsible for loss of or damage to any property as outlined in your signed contract. Exhibitors are encouraged to make use of the free overnight lock-up service provided in the Securetech Safe Room. Safe Room. Safe Room Show of Interest Forms are located within this manual or on the Securetech web site. CADSI recommends that you do not leave valuables in your booth unsupervised at any time during set up, show hours nor tear down. Securetech Exhibitor`s Forms are available for download online at the Securetech Exhibitor Tools page (securetechcanada.ca) and from Freeman Exhibit Services. Photography/Videography Policy Sessions at Securetech and any other event sponsored and hosted by the CADSI are protected by Canadian copyright laws. Photography and video/audio recording of any kind are strictly prohibited in the sessions and throughout the exhibition area or any other area or event. Due to the sensitive nature of new products and unique booth displays at the show, photographs or video of any booths on the exhibit floor or conference sessions by any attendee/ exhibitor personnel other than the official Securetech photographer for those booths is prohibited. Exceptions are made only when permission is obtained from the exhibitor whose booth/product is being photographed as well as from all individuals appearing in the photograph. Securetech and/or exhibitor photos and recordings cannot be copied, altered, sold, exhibited, or further distributed without CADSI s prior written consent. CADSI retains the right to revoke consent. Exhibitors and attendees understand that Securetech show management or its authorized representatives may conduct interviews and may take photographs and/or videotape and may also stream the various aspects and activities of the sessions and trade show for both archival and promotional purposes. By attending the Securetech trade show, exhibitors and attendees hereby grant to Securetech show management and its authorized representatives the absolute right and permission to use your name, likeness, biographical information, voice, content of any 26

30 interview, image and/or photograph and any other indicia of persona ( persona ) or to refrain from doing so, in any manner or media whether existing now or hereinafter developed (including without limitation the World Wide Web and the Internet), worldwide, for trade, advertising and/ or promotional purposes. Exhibitors and attendees agree that exhibitors and attendees shall have no rights of review or approval, no claim to compensation, and no (whether intentional or otherwise) or use in any composite form of persona and agree to release and hold Securetech show management and its authorized representatives harmless for any and all such use(s). For further information please contact: Christel Gallant christel@defenceandsecurity.ca Enforcement of Securetech Rules and Regulations In purchasing an exhibit space, each exhibitor agrees to adhere to all conditions and regulations outlined in this document. Any violations shall subject the exhibiting company to a suspension from exhibiting at the current tradeshow and loss of all exhibiting privileges at future CADSI events. If CADSI determines that any exhibitor has failed to comply with any rule herein or any directive issued to the exhibitor, the Association may terminate the contract and close that exhibiting company s exhibit. If this occurs, the exhibitor will be notified in writing. In all interpretations of the Securetech Rules and Regulations, CADSI s decision is final. Force Majeure In case the exhibit space contracted for shall not be available for the uses herein specified due to war, acts of international or domestic terrorism, government action or order, acts of God, fire, strikes, labour disputes, or any other cause beyond the control of CADSI, this Agreement shall immediately terminate and, in such event, the Exhibitor shall and does hereby waive any claims to damages or any other recovery therefore except the return of the amounts paid as rental for the exhibit space, less the prorated share allocable to the exhibit of the actual expenses incurred by Show Management in connection with the Exhibition. Should Show Management, in its sole discretion, consider it inadvisable to hold the Exhibition at the time and place herein provided, Show Management may, at its option, terminate this Agreement and return the sums paid by the Exhibitor for the exhibit space, and there shall be no further liability on the part of either party to the other. Upon written notice to the Exhibitor, Show Management shall also have the right to change the date and the place where the Exhibition is to be held. 27

31 Liability As outlined in the Securetech exhibit space contract, neither Show Management (CADSI) nor any of their officers, directors, employees or agents, nor the owners, employees, or representatives of the EY Centre will be responsible for any injury, loss or damage that may occur to the exhibitor, or the exhibitor s employees or property due to fire, robbery, accidents, or from any cause whatsoever prior, during or subsequent to the period covered by the exhibit contract. The Exhibitor, on signing the Application Agreement agrees to indemnify and hold harmless Show Management, CADSI, the EY Centre and its employees against any and all claims of any person whomsoever, arising out of acts of omission of Exhibitors or their employees. Exhibitors shall furnish their own public liability insurance. Show Management assumes no liability for damages or losses resulting from, or related to, the failure of the Exhibitor to comply with the provisions of this Agreement. If, due to unforeseen circumstances beyond the control of Show Management, the exhibitor s materials do not arrive in time for display during the entire period of the Exhibition, or any portion thereof, Show Management assumes no liability for damages or losses to the Exhibitor and is under no obligation to refund the Exhibitor s fees. Securetech Exhibitor`s Forms are available for download online at the Securetech Exhibitor Tools page (securetechcanada.ca) and from Freeman Exhibit #securetech

32 Securetech 2015 Key Contact Information Exhibitor Services Leah Chamberlain Sponsorship & Exhibit Sales Catherine Lyons Exhibitor Manager ext. 27 Nicole Laframboise Exhibition Services: Freeman ext 240 Doug Kirkland Security: Kirkland Strategies DE Systems Duoson CADSI Representatives Jennifer Giguere Director of Domestic ext. 33 and International Events Theresa Ellwood Sponsorship & ext. 28 Meal Events Manager Steven Hillier Director of ext. 22 Business Development Christel Gallant Marketing Manager ext. 23 Please note: Exhibitor policies contained within this manual for Securetech 2015 are subject to change without notice. 29