ENERGY SMART SHOW SAVE MONEY, SAVE THE PLANET. EXHIBITOR MANUAL ENERGY SMART SHOW TORONTO May 14 and 15, 2016

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1 ENERGY SMART SHOW SAVE MONEY, SAVE THE PLANET. EXHIBITOR MANUAL ENERGY SMART SHOW 2016 TORONTO May 14 and 15, 2016 The International Centre, Mississauga, ON

2 TABLE OF CONTENTS 1. Show Location and Hotel 3 2. Official Suppliers 3 3. Show Schedule 4 4. Booth Setup 4 5. Payment Policy 4 6. Cancellation Policy 5 7. Exhibitor Promotions 5 8. Rules and Regulations 5 A. Booth Space & Signage Height Guidelines 5 B. Carpeting/Floor Covering 6 C. Exhibitor Insurance 6 D. Security 7 E. Safety 7 F. Shipping and Material Handling. 7 G. Storage: Packing Crates and Boxes 7 H. Booth Personnel 7 I. Sound, Noise and Odours 7 Inquiries: T E. Page 2

3 1. SHOW LOCATION AND HOTEL Location: The International Centre, 6900 Airport Road, Suite 120, Mississauga, ON L4V 1E8 Hotels: Just minutes from The International Centre, there are many hotel choices. Hotel details can be found on The International Centre website ( under Staying Here/Accommodations. 2. OFFICIAL SUPPLIERS Order forms are available on the Energy Smart Show (ESS) website ( under the Exhibitors section. Once you are a confirmed exhibitor, ESS will inform each of the following suppliers. Please ensure that the contact person identified on the agreement is also the person coordinating the exhibit space services. If this person is not also the individual who will be onsite for setup and tear down please provide their contact information to Marie-Claude Bureau, CMP via at by April 29, Official Carrier and Show Decorator: STRONCO Show Services T , F , Electrical: Your booth space does not include electricity. SHOWTECH Power & Lighting is the official and exclusive supplier of rental lighting, temporary electrical, sign/banner hanging and mechanical services. You can download the order form at or order online at Audio Visual: Freeman AV is the official computer and audio visual supplier. You can download the order form at and return it via at or via fax at Internet: For internet and telecommunications needs, please complete The International Centre order form. Booth Cleaning: Caldas Building Services is the official International Centre cleaning supplier. You can download the order form at and return it via at or via fax at Insurance: The Energy Smart Show has appointed ExhibitorInsurance.com as the recommended insurance contractor for exhibitors. If your insurance company cannot provide you with an insurance certificate (as detailed further in this document), you can order directly online at U=ca. Inquiries: T E. Page 3

4 3. SHOW SCHEDULE Exhibitor Move in Friday, May 13 9:00 am 5:00 pm Booth set up must be completed by 5:00 pm on May 13. Exhibitor Tear down Sunday, May 15 5:15 pm to midnight Move-out must be completed by midnight on May 15. All exhibit materials must be removed, or labelled for removal, by no later than midnight, on Sunday, May 15. Any items not removed or labelled will be forced freight at the expense of the exhibiting company. Show Hours Saturday, May 14 9:00 am to 6:00 pm Sunday, May 15 9:00 am to 5:00 pm 4. BOOTH SETUP Your Booth Space INCLUDES: 8 high back curtain and 3 high side curtains (black) Three Complimentary booth space badges per 10 x 10 booth space Two Show tickets per 10 x 10 space Your company name on the exhibitor list on the ESS website Listing with contact information, booth number and interactive floorplan on ESS Mobile App and ESS website Description of your company/products (maximum 50 words) in the Mobile App s show programme Your Booth Space DOES NOT INCLUDE: Carpet the International Centre floor is concrete Electrical outlets Electronic Equipment e.g. monitors, video players Supplementary furnishings racks, tables, chairs Internet connection Storage facilities Set-up and tear-down services 5. PAYMENT POLICY Following completion of the Exhibitor Agreement and its receipt by the Energy Smart Show, an invoice will be sent to the contact person. We accept Cheque, Direct Deposit and E-Transfer. Cheques are made payable to Energy Smart Show. If the name of the exhibiting company is different than the name on the cheque, indicate the exhibiting company name on the cheque. Terms of Payment: 50% upon receipt of the invoice. 100% by January 31, Mailing Address for Payments: Energy Smart Show, 128 Powell Avenue, Ottawa, ON, Canada K1S 2A3 Inquiries: T E. Page 4

5 6. CANCELLATION POLICY Cancellation request sent in writing before February 1, 2016 is subject to a $350+HST administration fee if cancellation is granted. Cancellation request received after February 1, 2016 will be refunded, less a $350+HST administration fee, ONLY if Show Management can resell the space before the event. 7. EXHIBITOR PROMOTIONS Exhibitors will be showcased on the ESS website and Mobile App. If you are looking to secure additional visibility at the Show, please contact Marie-Claude Bureau, CMP at or call to discuss sponsorship opportunities. 8. RULES AND REGULATIONS The Energy Smart Show booth space and signage height standards are based on the International Association of Exhibitions and Events (IAEE) Guidelines. A. BOOTH SPACE & SIGNAGE HEIGHT GUIDELINES Linear / In-line Booth Booths arranged in a straight line with neighbor exhibitors on their back and immediate right and left, leaving only one side exposed to the aisle. Regardless of the number of linear booths utilized (i.e. 10 x 10, 10 x 20 ) the display material, hanging signs and items attached to the back wall are not to be higher 8 feet. This maximum height of 8 feet applies to the back wall and to the side walls for the rear half of the booth space only. The front half of the booth space, first 5 feet from the aisle, has a height restriction of 4 feet). Note: When three or more Linear Booths are used in combination as a single exhibit space, the 4 feet height limitation is applied only to that portion of exhibit space which is within 10 feet of an adjoining booth. Double-sided signs, logos and graphics are not permitted on the neighbour s exhibit side of any adjoining wall. Corner Booth A Corner Booth is a linear booth at the end of a series of in-line booths with exposure on two sides. The Linear Booth rules and regulations above apply. Perimeter Booth A Perimeter Booth is a Linear Booth with no exhibitor neighbor on the back wall. The Linear Booth rules and regulations above apply except for the back wall height which can go up to 12 feet. Peninsula Booth A Peninsula Booth is exposed to aisles on three sides, and comprised of a minimum of 4 booths (i.e. 20 x 20 ) or larger. When the Peninsular booth backs up to two linear booths, the back wall height is restricted to 4 feet high within 5 feet of each aisle allowing adequate line of sight for the adjoining linear booths. The maximum height for the remaining of the back wall is 16 feet. Double-sided signs, logos and graphics shall be set back 10 feet from adjacent booths. Split Island Booth A Split Island Booth is a Peninsula Booth which shares a common back wall with another Peninsula Booth. A maximum height of 16 feet, including signage, is permitted for the entire cubic content of the space. Double-sided signs, logos and graphics shall be set back ten feet from the adjacent booths. Inquiries: T E. Page 5

6 Island Booth Any size booth exposed to aisles on four sides. The entire cubic content of the space may be used up to 16 feet, including signage. Sightlines To give every booth reasonable sightlines, display fixtures (such as banners) placed in the front 5 feet of the booth must not be higher than 4 feet. Also, booth attendants must remain within the boundaries of their booth and not entertain in the aisle. Ceiling Suspended Items All items to be suspended from ceilings, including signs, displays, light and sound equipment etc., must meet your booth type height restrictions and be approved in advance by the International Centre. Rigging installation affixed to any International Centre structure is an exclusive service provided by SHOWTECH Power and Lighting. B. CARPETING/FLOOR COVERING The International Centre floor is concrete. All exhibit space must be fully carpeted or covered. You may supply your own carpeting, or rent it from STRONCO Show Services, the Official Carrier and show decorator. The aisle carpet color is teal. C. EXHIBITOR INSURANCE As you may know, as an exhibitor participating in a show, you must have adequate Liability Insurance with a minimum $2,000,000 limit to protect the Exhibitors, the attending public, the show organizer and yourself. The Energy Smart Show insurance policy does not extend overage to any exhibits and requires you to submit a Certificate of Insurance upon receipt of the Exhibitor s Manual. There are two (2) ways to arrange the required Insurance: OPTION #1: Your own insurance Contact your own Insurance Company, request a certificate of Insurance with the following requirements: Great Canadian Energy Efficiency Show listed as an additional insured Dates of the show: May 13 to 15, 2016 Comprehensive General Liability of $2,000,000 Bodily Injury and Property Damage Liability subject to a maximum $1,000 deductible Products and Completed Operations Liability Contingent Employers Liability Broad form Property Damage Cross Liability clause Severability of Interest Clause OPTION #2: Single Event Insurance The Energy Smart Show has appointed ExhibitorInsurance.com as the recommended insurance contractor for exhibitors. Order directly online at: COU=ca. Your understanding and compliance with this requirement, is greatly appreciated and we thank you for your effort in ensuring the wellbeing of everyone. Inquiries: T E. Page 6

7 D. SECURITY The Energy Smart Show will provide security service in the Exhibit Hall, from 9:00, on May 13, to midnight, on May 15, Although, the Energy Smart Show Management is providing this service, we are not responsible for any loss or damage of materials to an Exhibitor. To ensure that we know who is on the Hall 5 floor during move in and setup, on May 13, all personnel will be required to wear a generic Name Badge provided by the ESS. E. SAFETY During the move in and tear down, Hall 5 is considered a construction site, therefore everyone in the Exhibit Hall during these times is required to wear cap toe shoes and a hard hat. F. SHIPPING AND MATERIAL HANDLING No advance shipping will be accepted at the International Centre. We strongly recommend that shipments be made in advance through ESS s Official Carrier and Show Decorator, STRONCO. Using STRONCO for your material handling means that you can ship up to 30 days prior to your move-in date (STRONCO will store your material for up to 30 days). Using STRONCO's advanced receiving system will eliminate any waiting times at the loading docks allowing you to schedule labour and set up avoiding costly delays. Additional information and STRONCO's service and order forms are available online at under the Exhibitors section. G. STORAGE: PACKING CRATES AND BOXES Exhibitors will not be permitted to store boxes or packing crates that are visible to visitors. Boxes and crates that are visible must be placed in storage and must be properly labeled for storage. Storage is the responsibility of the Exhibitor and is available by contract through STRONCO Show Services. H. BOOTH PERSONNEL Exhibit booths must be staffed during the stated exhibit hall hours by qualified employees of the Exhibitor. I. SOUND, NOISE AND ODOURS Amplifiers and other sound generating equipment must be operated at levels which will not interfere with other exhibitors. No excessive noise or obstructive work will be permitted during operating hours of the Show, nor will excessively noisy displays, or exhibits generating objectionable odours be allowed. Inquiries: T E. Page 7

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