CAUBO 2016 Exhibitor s Manual

Transcription

1 CAUBO 2016 Exhibitor s Manual 1

2 CAUBO 2016 EXHIBITOR S MANUAL TABLE OF CONTENTS 1. LOCATION BOOTH MATERIALS INSTALLATION EXHIBIT HOURS DISMANTLE BOOTH SELECTION HEIGHT RESTRICTION OFFICIAL CONTRACTORS ADVANCED SHIPPING AND WAREHOUSING DIRECT SHIPPING, MATERIAL HANDLING & STORAGE LOADING DOCK ACCESS PARKING BROKERAGE/CUSTOMS HAND CARRYING or PRIVATE VEHICLE ASSISTANCE WITH SET-UP AND TEAR DOWN AUDIO-VISUAL EQUIPMENT HIGH SPEED INTERNET TELEPHONE LINES ADDITIONAL ELECTRICITY CARPET SIGNAGE SECURITY QUEBEC CITY CONVENTION CENTRE LIABILITIES AND RESTRICTIONS NAME BADGES GIVE AWAYS BILINGUAL CONTENT FOOD AND BEVERAGE IN EXHIBIT HALL DRAWS CONFERENCE REGISTRATION ACCOMMODATIONS DRESS CODE CONTACT FOR TRADE SHOW LOGISTICS TERMS AND CONDITIONS... 9 APPENDIX A

3 1. LOCATION Québec City Convention Centre 1000, boul. René-Lévesque Est Québec, (Québec) NOTE : Public entrance only. No delivery or pickup will be accepted at this address. 2. BOOTH MATERIALS Booth spaces are 8 x 10 (8 feet deep by 10 feet wide) All booths will include: 8 foot back wall with 3 foot side wings, black drapes One - 2 x 6 Table with black polysateen skirting Two chairs One 110 volt, 1500 watt, duplex (double receptacle) electrical outlet One wastebasket Wireless internet access (250MB maximum per day; recommended for personal use only) Additional materials including portable displays, extra furniture etc. are available from Tessier Exhibit and Show Services. Please refer to the order forms in the Tessier Exhibit and Show Services manual. 3. INSTALLATION Sunday, June 12, :00 a.m. 5:00 p.m. 4. EXHIBIT HOURS Monday, June 13, :00 a.m. 10:45 a.m. 12:00 p.m. 1:30 p.m. 2:45 p.m. 3:15 p.m. Tuesday, June 14, :00 a.m. 10:45 a.m. 5. DISMANTLE Tuesday, June 14, :45 a.m. 4:00 p.m. 6. BOOTH SELECTION The trade show will take place in Room 200AB at the Quebec City Convention Centre. Principal, Prestige and Major level sponsors will have preferred choice of booth space (please refer to the trade show directory provided by with your confirmation letter). All other sponsors will reserve space on a first-come, first-served basis, notwithstanding the above. CAUBO national staff shall make the final decision with regard to space allocation. Sponsors expressing preferences to be assigned spaces away from competitors will be noted and taken into consideration where possible. If you are a confirmed exhibitor/sponsor and have not already done so, please contact Chantal Charette (ccharette@caubo.ca) to obtain the tradeshow directory which contains the list of available booths. 7. HEIGHT RESTRICTION The ceiling height is 22 feet from floor to ceiling in the exhibit room 200AB. For booths 1-5 and the maximum height is 8 feet. 3

4 8. OFFICIAL CONTRACTORS Trade show display service provider and Advance Warehousing Tessier Exhibit and Show Services 220 rue Lee Québec (Québec) G1K 2K6 Toll Free: Phone: (418) Fax: (418) CAUBO 2016 Contact: Mireille Tessier (418) Québec City Convention Centre Services Exhibitor Services* Toll Free: Phone: (418) ext.4066 CAUBO 2016 Contact: Line Laliberté Sign and banner hanging, additional electricity, storage, handling, booth cleaning, temporary personnel, security and telephony Official Customs Broker Mendelssohn Commerce 276 rue St-Jacques West, Suite 818 Montreal, Québec H2Y 2G4 Phone: (514) CAUBO 2016 Contact: Phil Lopresti (514) ext Audio-visual Equipment Freeman Audio Visual Canada Eric De Lafontaine (418) Internet Services and Computer Rental Miro Informatique

5 9. ADVANCE SHIPPING AND WAREHOUSING (3 weeks May 20, 2016 to 2 days June10, 2016 prior to event) Tessier Exhibit and Show Services can receive your material prior to the event at its warehouse. Their service includes: receipt of your material, storage in their warehouse before the event, delivery to your booth, storage of empty boxes, return of your empty boxes to your booth at closing time, and return of your material to their warehouse ready to pick up. If needed, they can also prepare the BOL for shipping within Canada. For more information, see their Advance Shipping order form available in the Tessier Exhibit and Show Services Manual available on the CAUBO 2016 website. Advance freight shipments must be consigned as follows: Exhibitor Name, CAUBO Booth # Number of Pieces of Onsite contact: C/O Tessier Exhibit and Show Services 220 Rue Lee, Québec, QC, G1K2K6 10. DIRECT SHIPPING, MATERIAL HANDLING & STORAGE (Day of setup June 12, 2016 or 1 day June11, 2016 prior to event) Material shipped directly to the Québec City Convention Centre before the exhibitor is onsite will be handled be the Centre s staff at the applicable rate to be paid onsite. The exhibitor carrying his material himself to the Centre may handle it from the dock to his booth and back using the Centre s carts which are available at the loading dock. The Québec City Convention Centre manages storage spaces near the exhibitor room. The storage during the event is mandatory and must be confirmed by each exhibitor by completing the appropriate order form or at the service counter during set-up. Pricing includes only material labelling and storage space. Handling charges apply for moving empty boxes or crates from the exhibit room to the storage area and their return to the exhibit room at the end of the event. For security reasons, exhibitors are not allowed to store their own material. Neither an empty box nor an empty crate will be allowed inside or at the back of a stand. Return Shipping Instructions Exhibitors must contact their individual carriers to arrange for pick up, and complete the carrier s paperwork. Completed bills of lading must be left with each shipment. Important Information: Any freight left on the tradeshow floor after 5 pm on June 14 will be sent back via forced freight by the official carrier of the Québec City Convention Centre with all associated fees billed to the exhibitor. Direct shipping to show site Label Example Sender s name Address Telephone # Fax # Number of boxes Carrier Customs broker s name Telephone # NAME OF THE EXHIBITING COMPANY: C/O CAUBO 2016 Booth number (s): Québec City Convention Centre Loading Dock Level One 875 Saint-Joachim Quebec City, QC G1R 5V4 5

6 11. LOADING DOCK ACCESS Merchandise will not be accepted at the Centre s entrances and must be delivered to the loading docks. The Québec City Convention Centre will accept material as of Friday June 10, Storage charges will apply for any exhibitor s material received before that date. Loading Docks Loading Dock Level rue Saint-Joachim Québec (Québec) G1R 5V4 Trailers should not exceed 13 feet 3 inches in height and 48 feet in length. Parking is prohibited. Only vehicles unloading and loading equipment are allowed. Vehicles violating these regulations will be towed away at owners expense. N.B.: The door access to room 200ABC measures 94 W x 92 H. The exhibitor is responsible for making arrangements in advance for special handling of any oversized containers. 12. PARKING There are many underground parking spaces close to the Centre. More specifically, Marie-Guyart complex (Complex G), Place Québec, Delta Hotel and the Place D Youville parking lot are all linked by underground connections. These lots operate 24 hours a day, 7 days a week (see plan on our website). Due to ongoing parking renovations it is strongly recommended that you use public transport, carpooling or car-parks to reach the Centre on weekdays. Please note that parking on the Promenade Desjardins is prohibited at all time. 13. BROKERAGE/CUSTOMS The service of a customs brokerage firm is strongly recommended for all shipments originating outside of Canada. This will eliminate the possibility of materials being held at the border by Canada Customs due to improper or insufficient documentation resulting in these same materials arriving too late or not at all. Mendelssohn Commerce has been appointed as the official customs broker for CAUBO For all customs requirements, we recommend that you work directly with them. They will advise on how best to ship goods and will assist exhibitors in the completion of customs documents. International exhibitors shipping into Canada should make all necessary arrangements at least 20 days prior to the deadline. Please visit the Mendelssohn Commerce s website at to access all necessary customs forms and examples for their completion. Forms are also available from the CAUBO 2016 website. (Customs and Transportation Services Order Form, the Canada Customs Invoice and the Credit Card Authorization Form) For more information or assistance please contact Phil Lopresti, by phone at (514) ext or by at plopresti@mend.com 14. HAND CARRYING or PRIVATE VEHICLE Please notify Mendelssohn in advance if you are bringing commercial goods with you by plane or driving your own vehicle into Canada. This will permit Mendelssohn to supply you with the appropriate customs forms and advise their border offices of your crossing. For more information or assistance please contact Phil Lopresti, by phone at (514) ext or by at plopresti@mend.com. *Prior to shipping your goods, please forward all appropriate customs documents to plopresti@mend.com. 15. ASSISTANCE WITH SET-UP AND TEAR DOWN Arrangements can be made with Tessier Exhibit and Show Services to have staff assist with the set-up and tear-down of booths and to provide assistance during the show. Please refer to the LABOR Order Form available in the Tessier Exhibit and Show Services Manual available on the CAUBO 2016 website. Please note that labour charges will apply. 6

7 16. AUDIO-VISUAL EQUIPMENT Arrangements can be made directly with our official supplier, Freeman by completing the AV Order Form available on the CAUBO 2016 website and sending it to Eric De Lafontaine by or by fax at (418) (Please note that additional charges will apply). 17. HIGH SPEED INTERNET The Québec City Convention Centre is happy to provide complimentary wireless internet access to all exhibitors. (250MB Maximum per day; recommended for personal use only). For wired internet, please complete the MIRO Computer and Internet Services Order Form available on the CAUBO 2016 website and send it to Please note that additional charges will apply. 18. TELEPHONE LINES Please fill out the Telecommunication order form available on the CAUBO 2016 website. 19. ADDITIONAL ELECTRICITY All exhibitors are provided with one 110 volt, 1500 watt (double receptacle) electrical outlet as part of their booth package. If you require additional electricity, please complete the Electricity Order Form which is available on the CAUBO 2016 website. Please note that additional charges will apply. 20. CARPET Room 200AB is carpeted throughout. 21. SIGNAGE Exhibitors and sponsors are responsible for their own booth signage. Signs will not be provided by show management. Tessier Exhibit and Show Services has a complete signage department. Please refer to the two SIGNS order forms or contact them for a quote. 22. SECURITY Security will be hired to supervise the exhibit area on Sunday and Monday evening and overnight. We do however suggest that all exhibitors remove any valuable items from their booths (such as AV equipment) at the end of each day. 23. QUEBEC CITY CONVENTION CENTRE LIABILITIES AND RESTRICTIONS The liabilities and restrictions found in Appendix A apply to exhibitors and their employees during the exhibition setup and teardown. 24. NAME BADGES Name badges will be required by all participants in order to access the tradeshow area. Exhibitors who are not registering for the conference but are simply working at your booth are to be included on the Exhibitor Name Badge Form (which can be found on the CAUBO 2016 website). Completed forms are to be sent by to Dianne Comeau, Unconventional Planning at dianne@unconventionalplanning.com or faxed to (613) GIVE-AWAYS All exhibitors/sponsors are free to provide giveaways at their booths. You should plan for approximately delegates. The CAUBO 2016 Committee, in conjunction with CAUBO, have made a commitment to make the CAUBO annual conference a greener conference. We are encouraging exhibitors to offer environmentally sound giveaways or prizes. In addition, it is a terrific opportunity for suppliers to demonstrate their contribution to sustainability on campuses. 26. BILINGUAL CONTENT Due to the fact that CAUBO s membership is comprised of representatives from both Francophone and Anglophone universities, we suggest that you come equipped with some bilingual material. 7

8 27. FOOD AND BEVERAGE IN EXHIBIT HALL All food and beverage served in the exhibit hall must be provided by Capital HRS. Any exceptions to this rule must be approved by CAUBO and the Québec City Convention Centre management in advance. Please forward all requests to Tamara Nemchin at and copy to Sandra Talbot at 28. DRAWS Exhibitors will be provided with a ballot form in their exhibitor kits which are distributed on-site. We ask that you complete the form with the name and institution of the prize winner. A CAUBO representative will visit your booth on Tuesday at the close of the trade show (11:00 am) to collect the winning ballot. This allows exhibitors to secure additional business cards during the Tuesday break. The winners for each booth will be posted at registration over lunch on Tuesday June 14, An announcement will be made during the luncheon on Tuesday directing delegates to check the list and pick up their prizes at registration. Given that our delegates come from across Canada, please give consideration to your gift selection so that it fits in a suitcase. CAUBO is not responsible for unclaimed prizes. 29. CONFERENCE REGISTRATION All sponsorship levels, with the exception of the exhibitor level, include at least one complimentary registration and at least one additional registration at the early-bird member rate (if registering by the earlybird deadline of April 29, 2016). Where applicable, complimentary registration forms will be provided to you via . Paying registrants may register as of mid-february 2016 at (follow the links under CAUBO 2016 and visit the registration page). 30. ACCOMMODATIONS CAUBO s host hotel for 2016 is the Hilton Québec. For details on how to make a reservation and for up to date information on CAUBO 2016 accommodations, please click here. 31. DRESS CODE The dress code for the Conference is business casual and the President's Dinner is business elegance. 32. CONTACT FOR TRADE SHOW LOGISTICS Dianne Comeau Unconventional Planning 32 Colonnade Road, Unit 100 Ottawa ON K2E 7J6 Tel: (613) or 1 (888) Dianne@UnconventionalPlanning.com 8

9 33. TERMS AND CONDITIONS (The following Terms and Conditions were provided in the Sponsorship/Exhibitor Prospectus) Application/Acceptance/Confirmation Acceptance of this contract by CAUBO is effective when a copy of this contract is signed by an authorized representative of your organization and when a confirmation is issued by CAUBO. Once the contract is accepted, the application will constitute a binding agreement upon the applicant, subject to the terms, rules and regulations set forth in this contract. Fees & Payments Sponsorship costs are listed in the CAUBO annual conference sponsorship and exhibitor opportunities prospectus. Payment is due within 30 days of the issue date of the invoice. If payment is not received within 30 days, CAUBO will not guarantee the availability of the booth location or sponsorship opportunity assigned beyond this date. Applications received less than 45 days prior to the event must be accompanied by 100% payment of fees. Applications will be accepted in order of receipt. In the case of conflicting, simultaneous submissions, CAUBO reserves the right to determine the final assignment. All outstanding debts owed to CAUBO by Exhibitors must be paid prior to participation in the exhibition. If such debts remain unpaid at the time of the exhibition, CAUBO reserves the right to exclude Exhibitor and its subcontractor(s) from the exhibition without liability and without forgoing right to full collection. Sponsors with an outstanding balance due at the time of their assigned event may be prohibited from participation until payment is made. Said prohibition does not constitute cancellation for either party and advance fees will not be refunded. If the requested sponsorship is unavailable, the applicant will be advised of alternate selections available. If there are no alternate selections of like size and/or cost available, the applicant will receive a full refund (no administrative fees imposed). Cancellation Policy Cancellation by the sponsor must be received in writing and will result in a refund based upon the following schedule: Cancellations made prior to 120 days before the beginning of the event will be provided a full refund minus a $200 administrative fee. Cancellations received days before the show shall be refunded 50% of the total sponsorship commitment. No refunds will be provided within 60 days of the event. CAUBO reserves the right to resell/reassign sponsorships upon receipt of written cancellation. Applications not fully paid by the event start date are subject to cancellation and/or re-assignment at CAUBO s discretion, without refund and with liability for the balance remaining due. Failure to Occupy Space Any exhibitor not checked in one hour prior to the official opening of the hall will be considered a no-show unless the exhibiting company has made prior arrangements with the show manager. The show manager reserves the right to force set an exhibitor s booth if freight has been delivered or remove freight from the floor prior to show opening. All charges will be applied to the exhibitor s account. Hosting Entertainment Functions Applicant agrees not to sponsor group functions such as sporting events, tours, receptions, dinners, presentations or other activities during the conference and exhibition hours that would in any way interfere with delegate attendance at regular CAUBO activities or entice visitors away from the CAUBO conference or tradeshow. The sponsor must clear with CAUBO staff any intended group functions. Sponsorships Sponsorships will be reserved on a first-come, first-served basis, based on the receipt of a properly executed application requesting sponsorship of specific event or space at the tradeshow. Sponsors will not be advertised in CAUBO printed material unless full funds are received prior to publication of the material. Exhibitors CAUBO reserves the right to change a space assignment after the assignment is made should it become necessary to do so. Exhibitors will be notified immediately should this be the case. All demonstrations and exhibits must be confined to the exhibit booths. No exhibitor shall assign, sublet or share the whole or any part of the booth space allotted without the written approval of CAUBO. Exhibitor must confine activities to the space contracted. Exhibitor will not be permitted to use strolling equipment or distribute samples or giveaways except within its booth. Any actions that may undermine the efforts of another Exhibitor such as loud music or obstructing walls will not be permitted. The height of the material in your booth cannot exceed three feet along the sidewalls. The height can be up to eight feet tall along the last three feet of the sidewall at the back of your booth to accommodate popup display walls. Incorporation of Exhibitor Kit The contents of the exhibitor kit or its equivalent provided by CAUBO are hereby incorporated by reference and made part of this contract. CAUBO may, from time to time and without prior notice to Exhibitors, amend the contents of the exhibitor kit. CAUBO will notify Exhibitors of such changes within 30 days of implementation. Liabilities and Restrictions Neither CAUBO, nor the Conference Facility, nor the Official Exhibition Contractor shall be liable for loss or damage to any Exhibitor property and/or the property of Exhibitor s subcontractor(s) in storage, in transit to or from the exhibition building, or while in the convention centre building or premises. All property of the Exhibitor and/or of its subcontractor(s) shall be deemed to remain under the Exhibitor s custody and control in storage, in transit to or from, and within the confines of the exhibition hall even though it may at times be under the temporary control or direction of CAUBO or the Official Exhibition Contractor. Exhibitor assumes full responsibility for the acts, omissions, and conduct of its representatives, agents, and contractors and agrees to indemnify, hold harmless, and defend CAUBO, its officers and directors, employees, and agents from and against any and all claims, losses, damages, governmental fines or penalties, and costs or expenses (including court costs, interest, and attorney fees) of any kind whatsoever arising from such acts, omissions, and conduct except to the extent that such claims, losses, and damages are the direct result of CAUBO s gross negligence or intentional acts. In any event, CAUBO s liability to Exhibitor under this Contract shall be limited to and not exceed the amount of booth fees paid by Exhibitor. CAUBO reserves the right to resell, reassign, or use the space of no-show companies without refund. 9

10 APPENDIX A ABOUT THE QUÉBEC CITY CONVENTION CENTRE: Liabilities and restrictions The following liabilities and restrictions apply to exhibitors and their employees during exhibition setup and teardown. Liabilities Insurance Exhibitors must have their own liability insurance. In the event of fire, flooding or theft, no matter how caused, the Centre and its representatives assume no liability for any bodily harm or material damage to products, booths, equipment or decorations occupying any rented space within the building or being moved in or out of the building. Recycling and Residual Waste Management The exhibitor has the obligation to use the equipment provided at his disposal for recycling (paper, paperboard, glass, plastic) for the duration of the event (including setup / dismantling and during the exhibition). Additional selective collection may be added to those mentioned above. Each evening, at the closing of the exhibition, trash bins should be placed outside the stand in the alleyway. They will be emptied by the Convention Centre s staff at no charge. Any bins inside the booth will not be emptied. Restrictions Adhesive Tape Alcohol drinking during Setup and Teardown Animals The only adhesives allowed at the Centre are listed below, and may be purchased on site: Walls: 3M wall mounting tabs, no Floors: Tuck Tape 85 or Tuck Tape 99 Double Face Echo Tape DC-W188F Brick walls: 3M wall mounting tabs, no To minimize the risks of accidents, and unless otherwise agreed with the Convention Centre, the Centre s caterer will not sell alcohol during the setup and teardown activities. With the exception of assistance dogs, the client must not bring any animals into the Centre without prior written authorization, nor allow any to be brought in. Balloons and Confettis Children Common Areas The use of helium balloons must be preauthorized by your Event Coordinator. Charges apply for taking balloons down from the ceiling after your event. The use of confettis and sequins is prohibited. For safety reasons, the presence of children at the loading dock is not advised during set-up and dismantling. Exhibitors must keep hallways, elevators, escalators, entrances, halls, lobbies, plasma screens, stairways, video monitors and building emergency exits free from obstruction at all times. Cooking Appliances Fire The exhibitor must comply with the fire prevention rules. Please refer to Security Measures and Fire Prevention document on our Web site: for full details. Exhibitors must comply with the fire prevention rules. Please refer to Security Measures and fire prevention for full details. Also, please note that the Convention Centre is a nonsmoking establishment. 10

11 Motorized Vehicles The exhibitor must comply with the fire prevention rules. Please refer to Security Measures and Fire Prevention document on our Web site: for full details. No smoking policy Noise Limits Security Stickers The Québec City Convention Centre provides a totally smoke-free environment to its clientele. Since May 31 st 2006, according to provisions of the Law on the tobacco, smoking is strictly forbidden inside the Centre and also in the loading docks. Equipment or devices producing noise or odors that disturb exhibitors or visitors will not be tolerated. Noise levels must not exceed 70 decibels at a distance of four feet from the sound source. The Convention Centre has sole authority in this matter. The Centre offers general site security on a 24-hour basis. However, the Centre is not responsible for goods and property belonging to the exhibitors in rented spaces. Any additional security is a chargeable expense. Please use the order form to make your request. Stickers of any kind are strictly prohibited at the Convention Centre. 11