Exhibitor Information

Transcription

1 Exhibitor Information Exhibitor Setup Access Thursday Nov. 13th, Time: 9:00pm to 11:59pm *all tabletop displays must be setup by midnight* (Please contact, by Nov. 12th, Bruce Cole bcoleplumcom.ca if you require additional time) Friday, Nov. 14th, 2014 Time: 07:00am to 8:30am Tear Down Friday, Nov. 14 th, 2014 Time: 6:00pm to 11:00pm Sheraton Centre Toronto Hotel 123 Queen St W, Toronto, ON M5H 2M9 (As of October 15, 2014)

2 Dear Winter Clinic Sponsor, We are very pleased to announce that Stronco Show Services has been named as your Official Show Services Contractor for our 77 th Annual Winter Clinic. The Stronco Team is looking forward to help making your Conference a successful event. Please review the enclosed order forms for the services and equipment you may require. You may also view our products at We would be delighted to assist you with any questions or special requests you may have. Sincerely, Mike Farrell Stronco Show Services Stronco Show Services Mike Farrell 1510 Caterpillar Road Unit B Mississauga, Ontario, Canada L4X 2W9 Phone: Phone: Mike.Fstronco.com

3 77 th ANNUALWINTER CLINIC 2014 Friday November 14, 2014 EXHIBITOR KIT INDEX Cover Page Introductory Letter Index Show Facts Stronco Show Services Forms Order Summary Page Booth Furnishings Form Professional Furnishings Form Exhibitor Package Pictures Exhibitor Package Order Form Carpet Order Form Local Cartage Order Form Advance Warehouse Order Form Advance Warehouse Shipping Label Material Handling Order Form Post-Show Storage Order Form Labour Order Form Plant Order Form Stronco Show Service orders received after Thursday October 30, 2014, will be charged a 30% late fee. The Sheraton Centre Order Form Voice & Data Request Form Please liaise with The Sheraton Centre directly for information on the order deadline date and applicable late charge. See form at end of this package.

4 EXHIBITION SCHEDULE Toronto Sheraton Centre (Second Floor) Exhibitor move in Thursday Nov. 13, :00pm 11:59pm Exhibitor move in Friday Nov. 14, :00am 8:30am Trade Show date Friday Nov. 14, :00am 6:00pm Move out Tradeshow Friday Nov. 14, :00pm 11:00 pm SHOW SERVICES ORDER DEADLINE DATE Friday November 7, 2014 (Orders received after this date will be charged a 30% late fee)

5 BOOTH EQUIPMENT Each exhibitor will receive 1 6ft deep x 10ft wide tabletop carpeted area blue drape, 1 6ft skirted table black top and black skirt, 2 chairs, and amp electrical outlet. Additional Power and other rental items must be ordered before Friday November 7, For additional booth furnishings, freight services or transport, please see the show services order forms in your Exhibitor Information manual. For further information, please contact Mike.Fstronco.com or call x2237. RULES AND REGULATIONS For any questions regarding your tablet op space and or your exhibit, please bcoleplumcom.ca or call x202. Note that no displays and/or exhibits may be attached to the drapes, lighting, chandeliers and walls or hung from the ceiling. The exhibitor, in erecting any display, must not affix their display onto any surface, using thumb tacks, nails, spikes, stapes, nor may they use any adhesives. Exhibitors will be directly responsible for any damage to Stronco drape or products and/or damage to the facility. LIABILITY Hold Harmless The Exhibitor(s) assumes the entire responsibility and liability for losses, damages and claims arriving out of injury or damage to exhibitors displays, equipment and other property brought upon the premises of the Facility and shall indemnify and hold harmless the Facility agents, servants and employees from any and all such losses, damages and claims. All exhibitors must contact their Insurance Broker and add a Certificate of Insurance extending their policy to cover their temporary display and activities at the Sheraton Centre Hotel, naming the hotel and Toronto Academy of Dentistry. You may also consider in transit Insurance as well. SAFETY Displays, exhibits or excessive weight must first receive prior approval by the Facility and must be placed on wooden platforms with the weight distributed evenly, to avoid damage to the floor and/or carpeting. No combustible, inflammable, explosive or corrosive liquids or materials will be allowed in the exhibit area. All displays and exhibits must be maintained in a safe manner so as not to create any danger to any other exhibitor or participant at the display and/or exhibit. Please note that no booths or tables will be allowed to block entrance/exit doors due to fire regulations. The Fire Code requires a minimum of 3 meters, (10 feet), clearance from all entrances.

6 HANDLING OF BOXES Exhibitors physically bringing in their own boxes and/or equipment will be solely responsible for unloading and transporting these to the designated area. It is the responsibility of the client/exhibitor to arrange pickup of any leftover materials following the trade show/conference. All materials left after 11:00pm on Friday Nov 14, 2014 will be considered forced freight and will be removed by our Freight Company, Stronco Freight, at Exhibitors expense. Neither the Facility, nor the employees of the Facility, shall be responsible for loss or, damage to materials, exhibits, displays, packing crates or shipping crates. ELECTRICAL Each 6 x 10 booth is provided with amp electrical outlet with power bar. Should you require additional power in your booth, please order online directly from PSAV. Please liaise with PSAV directly for information on the order deadline date and applicable late charges. Contact: Lauren Kendall, PSAV, (416) lkendallpsav.com. Please see order form on last page. AV EQUIPMENT Please contact Lauren Kendall, PSAV, (416) lkendallpsave.com for order form and information. INTERNATIONAL FREIGHT If you are shipping internationally, please contact dorothytordent.com for a copy of the Customs Clearances Services forms. LOCAL CARTAGE Stronco provides a local cartage service to the following GTA areas: Metropolitan Toronto, Brampton, Mississauga, Richmond Hill & Markham. (If you are interested in using our cartage service and you are located outside the areas we cover, please contact us to discuss your requirements. To place your orders please refer to the local cartage order form in Exhibitor Order Forms Package.

7 FULL FREIGHT SERVICE Our full freight service is available to all exhibitors within the GTA areas: Metropolitan Toronto, Brampton, Mississauga, Richmond Hill & Markham. This package includes the collection & return of your exhibit material from your office, storage at STRONCO warehouse pre & post show, material handling, storage of empty crates during the show and post show service. To place an order, please refer to full freight order form included in this manual. ADVANCE WAREHOUSE Stronco will accept and store your shipment at our warehouse a maximum of 30 days in advance of the show. Please fill out the advanced warehouse form included in your kit. Please call Mike Farrell at Stronco Show Services directly at ext. 2237, if you require further information, quotations or assistance with transportation and storage options. Warehouse will accept shipments from 9am to 4pm weekdays. Advance Warehouse Information (Shipping labels are also included in your kit). Ship to: Stronco Show Services Toronto Academy of Dentistry Winter Clinic, (Exhibitor Name Here), (Booth #) 15 Strathearn Avenue Receiving, Brampton, ON, L6T 4P1 EXHIBITORS PLEASE NOTE It is your responsibility to notify Stronco Show Services of any shipments requiring material handling services, or special handling. (No Forklift services will be provided). If sending shipments by courier direct to show site, please confirm your delivery date and have all tracking numbers available on site during move in. Please note that all shipments received directly to the hotel will be stored by FedEx Receiving (with office within Hotel), who handles all Hotel receiving. FedEx Business Centre charges will apply. No orders received by the hotel/fedex can be shipped COD. Any COD orders will not be accepted. The Toronto Sheraton Centre cannot receive any exhibit material shipments prior to set-up days because of storage limitations. Receiver: (416) , ext If you are a registered guest in the hotel, your shipment will be received by the FedEx Business Centre. When ordering Stronco advance warehouse, material handling is compulsory. If you do not include material handling on your order, you will automatically be billed for this service. In addition, it is highly recommend that our post show service is used to complement other freight services being procured by your company. As any freight left on show site by an exhibitor will be taken to Stronco warehouse and additional charges inclusive of a 30% late fee will apply.

8 Advance warehouse order forms must be submitted to STRONCO for processing prior to your shipment being delivered to our warehouse. STRONCO reserve the rights to decline any carrier delivering freight to our warehouse on behalf of an exhibitor, if the relevant paperwork has not been issued to us by the exhibitor and full payments processed. To place your order, please refer to the advance warehouse order form in this manual. MATERIAL HANDLING Stronco Show Services offers material handling services for show materials. These services include: Off loading the shipment from docks & delivery to booth. Removal of empty crates from booth to designated storage area (maybe offsite). Return of empty crates to booth after show closing. Return of freight to dock & load into carrier of choice. To place an order, please refer to material handling order form included in this manual. The service includes both move-in and move-out, whether partially or fully used. Deliveries to show site are limited to move in times. Please contact Mike Farrell at Stronco Show Services directly at ext. 201, if you require further information. DOCK INFORMATION TRUCK HEIGHT AND LENGTH RESTRICTIONS All exhibit material must be delivered on Thursday Nov. 13 th, between 9:00pm to 11:59pm and Friday Nov. 14 th, 2014 between 7:00am to 8:30am. Due to ongoing construction at the Sheraton Hotel, restrictions may apply please note all trucks loading must be a maximum length of 22ft and under 12ft in height. There are only two docks, which are accessible at 100 Richmond St. West. Richmond St. is a one-way street running east to west. Loading dock areas are for loading & unloading only. There is no parking in the loading docks. Vehicles left longer than 20 minutes will be towed at owner s expense. Elevator measurements are as follows: Service elevators: 6 3 W x 6 D x 7 2 H (back of elevator height is 10 ) Freight elevators: 6 6 W x 6 2 D x 8 H Weight limit in freight elevators is 4,000 lbs. STORAGE DURING THE SHOW Exhibitors can store a limited amount of empty cartons in their booth this storage is restricted to under your skirted table only and not behind display material.

9 Material handling service includes the placing of empties in the designated storage area. Exhibitors not ordering material handling services are responsible for removing and storing all empties please label all empty crates before storing. If there is limited storage on the show floor and your company has not ordered material handling from Stronco, it is highly recommended that you consider using our storage service. Alternatively, it is the exhibitor s responsibility to make arrangements for your empty crates to be stored offsite. To place an order, please refer to the storage order form included in this manual. POST SHOW We recommend you order STRONCO post show storage as this guarantees your exhibit material is secure at the end of the show. All exhibitors using this service will have up to 5 business days to make arrangements for your freight to be collected from STRONCO warehouse. If your exhibitor material is not collected during the stipulated time frame, storage charges will apply. Prior to leaving the show site, it is the exhibitor s responsibility to affix labels, bill of lading and if applicable a commercial invoice to your exhibit material. If the compulsory documents are not included and STRONCO office staff has to contact the exhibitor to request the information and administration fee will apply. To place an order, please refer to the post show order form included in this manual. It should be noted, if your carrier does not collect your freight during the dismantle window, it is the responsibility of STRONCO to take and store your freight at our warehouse and charges will apply (refer to additional terms and conditions for more information).

10 ADDITIONAL TERMS AND CONDITIONS Payment in full must be submitted with your order form. Any orders received without payment will not be processed and will be returned to you via . Orders received after the deadline date will be charged a 30% late fee. Onsite orders will be charged a 30% late fee ( this includes ordering of booth furnishings, material handling, onsite/offsite storage & post show services) Written cancellation submitted more than 3 business days prior to set up will be charged an admin fee $ Order cancellation received less than 3 business days will be subject to a cancellation fee equal to 50% 100% of the total order (this is based on the level of work already completed by STRONCO and also any expenses incurred inclusive of labour and purchased material. All exhibit material and equipment must be removed by the exhibitor during the assigned dismantle period. Any material left on show site, after this time will be removed by STRONCO and stored at our warehouse for a maximum of 5 business days at the exhibitor s expense. If the named contact, supplied by the show manager does not reply within 5 business days to our written correspondence informing re: your exhibit material. We will retain your freight for a further 6 weeks. This will be classed as long term storage and premium pricing will apply. After this date STRONCO will dispose of your exhibit material. Please note, STRONCO shall not be liable for any loss or damage to your exhibit material left on show site post show. A minimum of 200 lbs for all freight orders. All freight either being collected by STRONCO staff or delivered to our warehouse or show site will be weighted. The dimensions generated on our scale will be used for billing. If the weight quoted on your order form is less than the actual weight, your invoice will be adjusted and a further payment will be deducted from your credit card. CONTACT Stronco Show Services Internet/Telecommunications Company Name: Stronco Show Services Company Name: The Sheraton Centre Contact: Mike Farrell Contact: Duty Manager Tel: ext: 2237 Tel: mike.fstronco.com informationtechnologystarwoodhotels.com Audio Visual & Electrical Customs Enquiries Company Name: PSAV Company Name: Stronco Logistics Contact: Lauren Kendall Contact: Please ask for Logistics, a rep will be able to assist Tel: Tel: sgarrettPSAV.COM communicationsstronco.com Audio Visual & Electrical Shipping Enquiries Company Name: PSAV Company Name: Stronco Logistics Contact: Lauren Kendall Contact: Please ask for Logistics, a rep will be able to assist Tel: Tel: sgarrettPSAV.COM communicationsstronco.com

11 VOICE & DATA REQUEST FORM The Sheraton Centre Toronto Hotel 123 Queen Street West Toronto, Ontario - M5H 2M informationtechnologystarwoodhotels.com FAX COMPANY NAME: COMPANY ADDRESS: MEETING ROOM: BOOTH NUMBER (If applicable): INSTALLATION DATE & TIME: DISCONNECTION DATE & TIME: Company Information CONTACT: TELEPHONE: FAX: Show Information Payment Information Please provide address of person who will be entering payment information. A secure link to Starwood's online credit card authorization system will be sent to that person. Services available for order Phone and Modem Services Modem access for dial up (installation only) Phone access with standard phone (installation only) Credit Card Access Line (dial "9" access only) ISDN (installation only -256k / all ISDN will be billed 30 days out for any line usage) Daily Equipment Rental & Services Conference Phone rental (per day) Voic box rental (per line) High Speed Internet Services High-speed internet - per computer (first day) Additional Days (per computer) Wireless Internet Services Wireless High-speed internet - per computer (first day) Additional Days (per computer) Mike Units Rental (two-way radios & cellular access) Unit rental for two way only (per day) Unit rental for two- way & local access only (per day) Programming (per unit) Quantity Quantity Quantity Quantity Quantity Price (unit) $ $ $ $ Price (unit) $ $25 Price (unit) $ $50 Price (unit) $ $50 Price (unit) $35.00 $45.00 $5.00 NOTE: * All request forms must include a credit card number or P.O. number to insure installation. * All local calls are charged at $2.00 per call for the first 20 minutes and 15cents per minute there after * Toll-free, collect and credit card calls are charged $2.00 per call plus 15cents per minute after the first 20 minutes. * Long distance will be charged as used. * All calls are subject to GST. * All requests must be received 5 business days prior to the convention or meeting. * Any cancellations must be received 2 days prior to the convention or meeting or charges will apply. * Equipment provided will be the responsibility of the requester. If lost or damaged, charges will apply. * ISDN lines have a 30day bill back period for line usage. * Prices subject to change without notice

12 SHERATON CENTRE TORONTOSHERATON CENTRE TORONTO POWER DISTRIBUTION SERVICES PRICE GUIDE 15 Amp Volt with outlet box (standard outlet) - Exhibit set-ups only $ Amp Volt Dedicated Circuit $ Amp Volt Dedicated Circuit $ Amp Volt Ceiling Circuit - NON-DIMMABLE - Grand ballroom only $30.00 Laptop Power Sold in groups of 6 outlets (includes 7.5amp dedicated circuit) $ ' Extension Cord and Power Strip $ Amp - 208/220 Volt - Three Phase Service ( Camlok Connection) $ Amp - 208/220 Volt - Three Phase Service ( Camlok Connection) $ Amp - 208/220 Volt - Three Phase Service ( Camlok Connection) $1, Amp - 208/220 Volt - Three Phase Service ( Camlok Connection) $1, Feeder Cable Per Foot $3.00 LABOUR Setup/Dismantle Oversight ( ) $67.50 Setup/Dismantle Oversight Overnight ( ) $ Setup/Dismantle Oversight Weekend/Holiday $ All prices listed are per room per day. Any equipment or technician cancelled within 24 hours of a function s start time will be billed at full price. There will be a 19% service charge on all event technology services & equipment. If you do not see a specific item needed to make your meeting a success, please call our Presentation Services office at the Sheraton Centre Toronto Hotel at Equipment that is connected to electrical service must be approved by a recognized safety standards authority. (ESA, CSA, UL, cul). PSAV reserves the right to deny connection to any equipment deemed unsafe. (subject to change without notice)