PaperWeek Tradeshow 2014 EXHIBITOR MANUAL. PAPTAC

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1 PaperWeek Tradeshow

2 PaperWeek Canada 2014 Tradeshow Tuesday Wednesday, February 4-5, 2014 Hotel Fairmont The Queen Elizabeth Dear Exhibitor: The PaperWeek Canada 2014 Tradeshow features a number of prominent industry suppliers of products, services and technologies. We are pleased you have decided to promote what you have to offer by exhibiting with us and not missing out on the face-to-face contact with those who ultimately purchase your products and services. Here is the Exhibitor Manual which contains all the information you need to successfully transport, set-up/tear-down, and equip your booth. All necessary forms from each of the Official Show Suppliers and their services have their own link at please consult them as needed. By reviewing this information and paying attention to order details and deadlines, you will save time and money. If need be, click on the link to the appropriate form, fill it out and return to each vendor directly as indicated on the forms. Should you have any questions, contact the individual vendors directly. Vendor phone numbers are listed on the forms and in the contacts list section of this manual. thanks you for your participation and commitment in making this the premier pulp & paper tradeshow in Canada! Thank you for your business! We hope you have a successful show. P. 2

3 Your fees include: Booth Information booth space complimentary draped package (drapes, name sign, a skirted table, two chairs, and wastebasket) carpeted showroom one standard electrical outlet drayage (moving of your booth material from the loading dock to your booth space) 50-word description of your company in the official show guide and conference website coffee breaks and receptions within the tradeshow professional security overnight 3 booth personnel badges one transferable all-inclusive registration (offered primarily to the company s Official Representative, but transferable if s/he cannot attend) You have 3 booth options: 1 Accept the complimentary Drape Booth Package included in your fees 2 Rent the Show Special or other hardwall booth from GES-Clarkson Conway (consult their link for all info) 3 Bring your own booth P. 3

4 Move-In/Move Out Move-in: Monday, February 3, :00 a.m. 11:59 p.m. If not using the Official Decorator s services (GES Clarkson Conway), all exhibit materials must be moved into your booth on Monday, February 3, 2014 or you risk forfeiting your Tradeshow booth space. It is the responsibility of every exhibitor to ensure that booth set up/tear down staff respect safety procedures. Move-out: Wednesday, February 5, :00 p.m. 11:59 p.m. (a reception will be held in the exhibit hall from 4:30-6:00 p.m.) Move out will begin as soon as the reception is over. Your cooperation is essential in order for the move-out process to be completed in an efficient and safe manner. Please refrain from starting to tear down and keep all exhibit materials out of the aisles until the reception is over. GES Clarkson Conway Service Desk: Monday, February 3, :00 a.m. 8:00 p.m. Exhibit Hours Tuesday, February 4 10:00 a.m. 6:00 p.m. Wednesday, February 5 10:00 a.m. 6:00 p.m. Exhibitor On-Line Registration will open as of November, 2013 P. 4

5 Exhibit Floor Plan PaperWeek Canada February 3-6 février 2014 Tradeshow / Salon February 4-5 février 2014 (move-in/installation: Feb 3 fév) Fairmont The Queen Elizabeth / Fairmont Le Reine Elizabeth Grand Salon Hochelaga 1 Contact: Greg Hay / Shipping, Material Handling, and Storage If you would like to ship your material directly to the show, please refer to the Shipping Information Form under the GES link and read all information thoroughly in order to ensure proper shipping address to the facility, and other relevant material handling information of your goods during the move-in/move-out process. For exhibitors taking charge of their own booth space and set-up, please note that passenger elevators and escalators are not to be used for transporting freight and equipment to the show floor. P. 5

6 GES Clarkson Conway, as the official show decorator, is responsible for: Unloading of shipment and delivery to booth Removing of empty containers from booth to designated storage area (may be off-site) Return of empty containers to booth after the Reception (which ends at 6:00 p.m.) Loading of shipment from booth to carrier of choice This service includes move-in and move-out Note: Transportation to and from show site is not included as part of this service. Transportation, custom brokerage, and advanced warehousing may all be arranged through North American Logistics Inc. Loading Dock Plan The Queen Elizabeth Hotel P. 6

7 Terms & Conditions The Exhibitor agrees, by signing the Tradeshow Contract Form, to abide by the Terms and Conditions here listed: The allocation of space will be on a first-come first-serve basis. reserves the right to reallocate space, if necessary, to avoid conflicts of interests. Furthermore, at its discretion, also reserves the right to reduce the exhibit space and/or relocate the Tradeshow should circumstance so warrant. The exhibit space may not be used for any other reasons than what it is intended for within the context of PaperWeek Canada. In the event that the Tradeshow is cancelled for reasons beyond s control, shall in no way be liable to the Exhibitor for other than to reimburse, without interest, the sum that has been paid to in connection to the Tradeshow booth rental. As every effort is made on behalf of and the exhibit venue host to provide reasonable security measures, and the exhibit venue will not be held liable, under any circumstances, for any damage, loss, harm or injury, to the person(s) or any property of the Exhibitor resulting from participating in the Tradeshow. Requests for cancellation must be made in writing and received by no later than 30 days prior to the show, and will incur a $100 cancellation fee. No refunds will be granted within the 30 days prior to the tradeshow. No booth may be resold or sublet by the Exhibitor to another company when space has been cancelled. reserves the right to terminate an exhibit contract immediately upon written notice if the Exhibitor breaches any of the terms and conditions and other covenants, including failure to make payments when due. has designated Official Suppliers to provide drayage, furniture, decorations, signs, telecommunications, audio-visual, brokerage and other services. Rates and order forms for these services will be posted on the event website. Arrangements and payments for these services are to be made directly between the Exhibitor and the Supplier. assumes no responsibility for the services provided by these Suppliers. No broadcasts, visual or audio recording, or transmission of the show is permitted without s prior written consent. Exhibitor agrees to have its name, logo, domain name, and other identifiable trademarks be used and reproduced in promotional material connected to the PaperWeek Canada conference and tradeshow. P. 7

8 Exhbitor consents to have its exhibit space, personnel, displays, etc. photographed, and/ or video recorded, and grants rights for to use the photographs and/or videos for promotional purposes. Exhibitor consents to respect black-out periods and not schedule or conduct commercial activity (including receptions, training activities, hospitality suites, etc.) during the scheduled program events, whether the activities are held at, or away, from the tradeshow s host venue, except with the prior written approval of. has sole control over admission policies. Exhbitor agrees to abide by all local fire regulations and adhere to all union agreements. Payment of booth space(s) must be made prior to the start of the event. Cheques are to be made payable to :, 740 Notre-Dame West, Suite 1070, Montréal, QC H3C 3X6. Other Guidelines As safety concerns all participating in the tradeshow and related conference, we request that any unsafe or hazardous condition be reported immediately to, GES - Clarkson Conway or Hotel Security, and that the following guidelines be respected throughout the duration of the event. Smoking is prohibited in the tradeshow as well as all areas of the event venue. Standing on chairs, tables, and other furniture is prohibited. Use a ladder or ask GES personnel for assistance. Do not use or operate any equipment that does not belong to you and/or that you are not authorized for. Please walk, don t run, in the tradeshow hall. Electrical wires and cords can be hazardous if frayed or stretched over a walkway. Please check all cords for damage. Notify the electrical service personnel for assistance in repairing or removing a damaged cord. Do not overload outlets. Keep fire exits clear. Report any fires immediately and pull the nearest fire alarm. Use good housekeeping. Dispose of waste properly and keep material securely stacked. Keep aisles free of any and all debris. Protect your valuables. Keep all expensive or valuable items secured. Unattended items in booths are easy theft targets. Notify a GES representative of any unsafe issues or concerns. P. 8

9 Official Show Suppliers Decorator: GES Canada / Clarkson-Conway (Ghislain Boucher) 800 de la Gauchetière West, Suite 1165 Montréal, QC H5A 1K6 (T) (F) / Exhibit Rentals Installation & Dismantling Labour Carpet, under padding, and cleaning Tables Furnishings Plants Graphics Unloading of shipment and delivery to booth Removing of empty containers from booth to designated storage area (may be off-site) Return of empty containers to booth after show closing Loading of shipment from booth to carrier of choice Carrier & Customs Broker: North American Logistics Services Inc. (Robert Vieira) 205 Viger West Montréal, QC H2Z 1G2 (T) Toll Free (F) / Advance Show Receiving & Storage Transportation Services Customs Brokerage Services Freight tracking and tracing Canada, U.S. and International Customs Clearances P. 9

10 A/V: AV Experience (John Simpson) Avenue Lachine, Qc H8T 2J6 (T) (F) Computers, audio, etc. Venue Requirements & Services: Fairmont The Queen Elizabeth Hotel (Danny Champagne) 900, boul. René-Lévesque Ouest Montréal, Québec H3B 4A5 (T) (F) / Technology services (internet, etc.) Telecommunications (phones, voic s, etc..) Power & Lighting (electricity, extensions, electrical lift, etc.) Technical services (electrician, etc.) Food & Beverage PaperWeek Canada s negotiated 2014 rate: $172/night Accommodations deadline: January 17, 2014 Group Code: PAPER2014 Reservations link: P. 10

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