2015 Conference and Trade Show

Transcription

1 2015 Conference and Trade Show Trade Show Exhibitor s Manual February 24-26, 2015 Gander, NL

2 Trade Show Coordinator Jessica Greenwood Hospitality Newfoundland and Labrador 71 Goldstone Street (Suite 102) St. John s, NL A1B 5C3 Tel: (709) or ext Please contact me with any questions or concerns you may have about Hospitality NL s 2015 Conference and Trade Show. Trade Show Schedule Gander Community Centre Tuesday, February 24, :00 p.m. 5:00 p.m. Booth Set-up 7:00 p.m. 7:30 p.m. Exhibitors Reception 7:30 p.m. 10:00 p.m. Opening Ceremonies Wednesday, February 25, :00 a.m. 12:00 noon Morning Session 10:00 a.m. 10:30 a.m. Nutrition Break 2:30 p.m. 5:00 p.m. Afternoon Session / Open to Public Thursday, February 26, :00 a.m. 12:00 noon Morning Session 10:00 a.m. 10:30 a.m. Nutrition Break 2:30 p.m. 4:30 p.m. Afternoon Session / Open to Public 4:00 p.m. 4:30 p.m. Official Closing 4:30 p.m. 5:00 p.m. Booth Dismantling Please note: The Trade Show area will be closed between 12:00 noon and 2:00 p.m. on Wednesday and Thursday for luncheons.

3 Trade Show Floor Plan Please refer to for information regarding location of exhibitors at the trade show.

4 Important Reminders Registration TRADE SHOW registration will take place at the Customer Service Pavilion located in the trade show area of the Gander Community Centre. Registration will begin 2:00 p.m. and will run until 5:00 p.m. on Tuesday, February 24, All trade show exhibitors must register before proceeding to booth setup. Note: booth space must be paid for in advance of set-up. Conference Passes Included in your trade show registration is one complimentary registration package to Hospitality NL s Conference and Trade Show. This grants access for that designated booth delegate to all events and meals including the Tourism Excellence Awards Gala on Thursday, February 26, 2015 (Business Attire/Black Tie Optional). If you wish to purchase additional full registration or individual tickets for an event/meal for booth staff please contact: Tania Heath theath@hnl.ca or ext: 224 or visit the conference website at You can also visit the Customer Service Pavilion located in the trade show area of the Gander Community Centre to purchase tickets. Name Badges Please complete the attached Appendix A indicating the names of all booth staff. Name badges will be ready upon your arrival at the Customer Service Pavilion. Insurance All companies with reserved booth space are required to have their own liability insurance. This certificate can be acquired from your insurance company by requesting that Hospitality NL be added to your insurance policy under a special rider for the display period. Reception Each year at the start of the trade show, Hospitality NL s Board of Directors and staff show their thanks to all trade show exhibitors by holding an Exhibitors Reception. The reception will be held at 7:00 p.m. on Tuesday, February 24 in the trade show area of the Gander Community Centre. Please drop by and let the networking begin! Giveaways All trade show exhibitors are permitted to conduct prize draws at their booths. Exhibitors will be responsible for holding prize draws at their own booth and holding prizes at their booth for pick up. Please note that Hospitality NL will not be accepting unclaimed prizes at the closing of Trade show for a later pick up or shipping. Shipments Booth shipments will be accepted onsite at the Gander Community Centre commencing February 18, The shipping address to the Gander Community Centre is: 155 Airport Boulevard, Gander, NL A1V 1K6 (Tel: or ). Please put to the attention of Kelly Sceviour and label Hospitality Newfoundland and Labrador's Trade Show Return shipping for booths must take place no later than March 3, Any items that are left after the Trade Show MUST have proper shipping labels and paperwork completed.

5 Booth Space Each booth will be 8 deep and 10 wide. The trade show is located in the Gander Community Centre and will be held in conjunction with Hospitality NL s Conference and Trade Show. Equipment Included Each booth has standard electrical capabilities (15 Amp). If you are planning on using items that require extra voltage, please contact the trade show coordinator to arrange (additional costs may apply). The booth will be supplied with one skirted table, two chairs and a wastepaper basket. Wifi internet access is provided to all exhibitors for the event. Equipment NOT Included You are responsible for the shipment and set up of your own booth. Return shipment of your booth and materials is your responsibility and should be arranged prior to the trade show. (Please see above Shipments section). You are also responsible for providing your own power bars or extension cords. Any additional equipment may be ordered directly from Eastern Audio. See attached Eastern Audio order form. All inquiries should be directed to Greg at / or gburt@easternaudio.com. For Eastern Audio orders, the Advance Rate Deadline is February 9 th and the Deadline for Orders is February 16 th. Hospitality NL s 2015 Conference and Trade Show Program Hospitality NL s 2015 Conference and Trade Show Program is distributed to all full Conference delegates at the time of registration. The program is used by delegates throughout the event and often as a reference tool post-conference. Please complete the form in Appendix A and return it to us to be included in the program. Don t miss out on a potential sale! Make sure your company information is at the fingertips of more than 350 industry representatives. Things to Remember Book your accommodations - the hotels in Gander are filling up quickly and a tent is definitely out of the question. Don't forget your dancing shoes! Business cards/promo material - bring lots because you never know who you might run in to. Samples/stock, props, and sales order forms for your trade show booth. Unless you're good at on-the-spot speeches, a few speaking notes might be a good idea if you've been nominated for one of the awards being presented. JUST IN CASE. How are you getting to Gander? Did you remember to make flight reservations? Rent a car? Fill up your gas tank? Don t forget to register additional delegates/purchase extra meal tickets for staff going to Gander they might get hungry.