Trade Show Manual Blue Mountain Resort Collingwood, Ontario
INDEX ACCOMMODATIONS... 4 ATTENDEE BADGES... 5 BLUE MOUNTAIN RESORT MAP... 14 BOOTH GIVE-A-WAYS... 11 BOOTH POLICY... 8 BUSINESS PARTNER S MOBILE APP... 11 CANCELLATION OF SPACE... 10 CONFERENCE AT A GLANCE... 2 DEFAULT OF OCCUPANCY... 10 DIRECTIONS TO BLUE MOUNTAIN RESORT... 12 INSURANCE REQUIREMENTS... 8 LIST OF REGISTERED CONFERENCE DELEGATES... 10 LOCATION OF SHOW AND SPACE ALLOCATION... 6 PASSPORT PRIZE DRAW... 11 PHOTO POLICY... 4 POST CONFERENCE... 13 SCHEDULE OF EVENTS... 2-4 SHIPPING MATERIAL DIRECTLY OR IN ADVANCE... 9 SUB-LEASING... 10 TRADE SHOW DIRECTORY... 10 TRADE SHOW FLOOR PLAN... 7 TRADE SHOW LOAD IN/OUT PROCEDURE... 9 Please Complete and Submit Your Equipment & Name Badge Order Form by September 9th, 2015 *PLEASE NOTE* All participants must sign and return the form to TLOMA even if you don t require any additional equipment.
CONFERENCE AT A GLANCE TLOMA is delighted to have your company participate in the Trade Show at The Law Office Management Association s (TLOMA) Annual Conference at the Blue Mountain Resort. The Trade Show Manual will provide you with all the necessary information to make your participation a successful one. Should you have any questions about this event, please contact: Liz Barrington Director of Administration, TLOMA telephone: 416-410-1979 email: lbarrington@tloma.com Lucas Szotek, Business Partner Liaison, TLOMA telephone: 416-367-1608 x288 email: lszotek@hughesamys.com SCHEDULE OF EVENTS Delegates: The Conference will begin on Wednesday, October 21, 2015 and end on Saturday, October 24, 2015. The complete schedule is posted at http://conference2015.tloma.com/agenda/view-fullagenda. Platinum Sponsors: Platinum Sponsors have the Key to the Conference and may attend the entire Conference, with the exception of the Friday night Delegates Dinner. In addition, each Platinum Sponsor will be assigned a presentation kiosk (8 X 10 booth) on the morning of October 23 rd. Gold and Silver Sponsors: Gold and Silver Sponsors may attend the Opening and Closing Keynotes. Please refer to the Sponsorship Benefits Chart for details on the number of guests permitted at each level in addition to other benefits your sponsorship provides. All Business Partners (Platinum, Gold, Silver and Trade Show Participants): The Trade Show will be held on Thursday, October 22 nd, 2015. Set-up will start Wednesday, October 21 st from 5:00pm to 10:00pm, and will continue on Thursday, October 22 nd, from 7:00am to 10:30am. Booth set up must be completed by 11:00am. On October 22 nd, the Trade Show will be open to Delegates from 12:00pm to 4:00pm. A Business Partner Information Session will be held on Thursday, October 22 nd from 10:30am to 11:00am in The Market Square, located in the centre of the Trade Show. We strongly recommend that at least one representative from your company attend this session. 2
The Passport Prize Draw will take place following the Trade Show (from 4:00pm to 4:45pm) in the Market Square. This is another opportunity for Business Partners to meet with Delegates. All company representatives registered for the Trade Show are welcome to attend the Passport Prize Draw. The Business Partner/Delegate Reception and Dinner will be held on Thursday, October 22nd from 6:00pm to 9:00pm in The Weider - Blue Mountain Inn (see map on page 13). All Business Partners and Delegates are encouraged to attend. This will be a wonderful opportunity for Business Partners to engage with the Delegates in a more relaxed setting. The theme of this year s Conference is Simply Exceptional A Red Carpet Event. An educational (and entertaining) session on Projecting a Winning Image will be presented during the dinner. All attendees must be registered with TLOMA by Wednesday, September 9 th, 2015. The After Party will be held on Thursday, October 22nd from 9:00pm onwards at Jozo s Bar. First Registrants: First s may attend ONLY the Trade Show luncheon, the Trade Show and the Passport Prize draw and are not eligible to purchase tickets for the Business Partner/Delegate Dinner. 3
SCHEDULE OF EVENTS (All Sponsors and Trade Show Participants) Activity Day/Time Location Who Can Attend Set up for Trade Show Wednesday, 5:00pm 10:00pm The Courts All Levels except First- Set up for Trade Show (con t) Thursday, 7:00am 11:00am The Courts All Levels except First- Breakfast Thursday, 7:00am 8 :30am The Courts All Levels except First- Opening Keynote Thursday, 8:45am 10:15am Petun Rooms Platinum, Gold and Silver Sponsors Business Partner information session with TLOMA VP Thursday, 10:30am 11:00am Market Square, in The Courts Business Partner Lunch Thursday, 11:00am 11:45am Market Square, in The Courts All Levels, except First- All Levels Trade Show Thursday, 12:00pm 4 :00pm The Courts All Levels Passport Prize Draw Thursday, 4:00pm 4:45pm The Courts All Levels Teardown Thursday, 4:45pm 6:00pm The Courts All Levels except First- Kiosks Set Up Thursday, 6:00pm 7:30pm Pre-function space outside Petun Rooms Business Partner/Delegate Thursday, 6:00pm 7 :00pm The Weider Blue Reception Mountain Inn Business Partner/Delegate Thursday, 7:00pm 9 :00pm The Weider Blue Dinner Mountain Inn Platinum Sponsors All Levels except First- All Levels except First- After Party Thursday, 9:00pm onwards Jozo s Bar All Levels except First- Platinum Presentation Kiosks Closing Keynote Speakers Friday, 8:45am 1:15pm Pre-function space Platinum Sponsors outside Petun Rooms Saturday, 9:00am 10:30am Peturn room Platinum, Gold and Silver Sponsors PHOTO POLICY Participation in TLOMA s Conference implies consent that any pictures taken throughout the event can be used for promotional purpose including other TLOMA events and the TLOMA website. TLOMA will be able to use your picture without remuneration. ACCOMMODATIONS TLOMA has reserved a block of rooms* which will be available for Business Partners requiring overnight accommodation. The Business Partner registration form is available on the TLOMA 4
Website at Business Partner Hotel Registration Form. Alternatively, you can call (705) 445-0231 or 1(877) 445-0231. Please identify yourself as a TLOMA Business Partner to obtain the TLOMA Conference rates (Promo Code: GRP110102). Room rates are available until August 1, 2015. *Please note that the cost of accommodation is the responsibility of the Business Partner. ATTENDEE BADGES Business Partners attending the Conference are required to wear a name badge provided by TLOMA to all TLOMA events for which they are registered to attend. For security reasons, TLOMA name badges must be worn. TLOMA reserves the right to ask anyone not wearing their badge to leave the TLOMA event. Substitutions for attendees are permitted up to Wednesday, October 7th, 2015. For substitutions requested after Wednesday, October 7th, 2015, an administration fee of $25.00 plus HST per badge will be applicable. Badges are included as follows: Platinum Gold Silver Trade Show Participants First-Time Visitor Trade Show Badges 8 6 4 2 1 Thursday Keynote: Jon Montgomery 4 3 2 0 0 Thursday Evening Dinner 4 3 1 1 0 Saturday Keynote: Tim and Kris O'Shea 4 3 2 0 0 ADDITIONAL ATTENDEES: Trade Show: For each additional person(s) over and above these allowances, please remit to TLOMA a fee of $115.00 plus HST ($129.95). Fee includes breakfast, lunch, non-alcoholic beverages and attendance at the Trade Show. Keynote Sessions: For each additional person(s) over and above these allowances, please remit to TLOMA a fee of $50.00 plus HST ($56.50). Fee includes entry into one Keynote. Thursday Evening Business Partner/Delegate Reception and Dinner: For each additional person(s) over and above these allowances, please remit to TLOMA a fee of $75.00 plus HST ($84.75). Note: First Time Visitor Registrants are not eligible to attend any events except for the Trade Show. 5
LOCATION OF SHOW AND SPACE ALLOCATION The Trade Show is being held on the main floor at The Courts (see map on page 14). Allocation of booths is based on the level of sponsorship and the order in which registration and payment is received and accepted. On the Equipment & Name Badge Order Form, Gold and Silver Sponsors have the opportunity to provide their choice of booth. TLOMA reserves the right to determine final booth allocation for all participants. The Trade Show floor plan with your allocated booth space will be sent to you via email prior to the Conference. The completed floor plan will also be posted on the Conference website. 6
TRADE SHOW FLOOR PLAN Booth size Each booth includes Load In Times Business Partner Check-in Load Out Times [10 d x 10 w] 6 or 8 draped table 2 chairs Wireless Internet access Shared 15 amp power circuit Wednesday, October 21 st from 5:00pm to 10:00pm Thursday, October 22 nd from 7:00am to 10:30am Thursday, October 22 nd from 7:30am onwards at the check-in desk by the entrance to the Trade Show (The Courts) area Thursday, October 22 nd from 4:45 pm to 6:00pm Please click here to complete the Equipment & Name Badge Order Form 7
BOOTH POLICY Your exhibit space must be contained within the booth parameter and for safety reasons, nothing will be allowed to protrude into the aisle space. We expect that participants agree that radio, television, motion picture or audio/visual aids will be operated in such a manner and placed as to provide no inconvenience to participants. Sound must be at a level to reach the immediate vicinity of the booth area only, and TLOMA reserves the right to prohibit the use of any equipment contravening this regulation. TLOMA reserves the right to decline or prohibit any exhibit or participant that is not in keeping with the character of the Conference or Trade Show as determined by TLOMA. The regulation covers persons, things, conduct, printed matter, souvenirs and emblems and all things that affect the character of the Trade Show. Each booth must operate as a separate business entity as registered with TLOMA. The booth s design cannot be combined, modified or any part of it removed or changed unless permitted by TLOMA. No holes may be drilled, nails driven, hooks, screws or similar items tacked into any part of the facility or its equipment. Masking, packing, or any other tape is prohibited from being attached to the exhibit floor or walls and no items may be hung from the ceilings or any of its fixtures. There is no smoking permitted anywhere within the facility. INSURANCE REQUIREMENTS For the Conference, all participants must provide to TLOMA a Certificate of Insurance. The Certificate holder is: The Law Office Management Association (TLOMA) PO Box 1029 TD Centre Toronto, ON M5K 1P2 Please ensure that you have your own commercial general liability insurance, including personal and bodily injury liability of not less than $1 million in place for the Conference. Please confirm with your insurer that any general policy that you might already have in place, will cover you during the 2015 TLOMA Conference and Trade Show dated October 21 st -24 th, 2015. Your insurer might refer to it as Booth Insurance. If you are unable to provide confirmation of insurance, there is a possibility that you may not be permitted to setup your booth at the Conference and your fees would be non-refundable. Please forward a copy of this coverage to TLOMA prior to September 9th, 2015. 8
SHIPPING MATERIAL DIRECTLY OR IN ADVANCE Most of our Business Partners bring their products and promotional items with them. However, some Business Partners choose to send their items directly to the Conference location. As a Business Partner, you are responsible for arranging for the shipment of your exhibit and/or materials to and from the Conference location. This would include: Arranging with your preferred shipping service provider for return pick up of exhibits and/or materials Ensuring all exhibits and/or materials are boxed and taped properly Providing waybills, and filling in all required information Placement of waybill on each piece being shipped prior to being sent to the loading dock for pick up All set up of equipment & display materials is the responsibility of the Business Partner A shipping Requirements form for all exhibits and/or materials being shipped to Blue Mountain Resort is available on the Conference website or click on the link Shipping Form. PLEASE NOTE: BLUE MOUNTAIN RESORT AND TLOMA ARE NOT RESPONSIBLE FOR LOST OR STOLEN EXHIBITS OR MATERIALS. TRADE SHOW LOAD IN/OUT PROCEDURES Procedures Load in time will open at 5:00pm on October 21 st and 7:00am on October 22 nd. The load out is scheduled for Thursday, October 22 nd, from 4:45 pm until 5:30 pm. Directions for Loading Dock Enter Blue Mountain Resort parking lot and head behind The Courts Loading dock has large doors at the back of the building TLOMA is not liable for any theft, damage or lost material left in the Conference Centre. However The Conference Centre will be secured by the Hotel s Security overnight; In any event, Business Partners should also secure items as they feel necessary. 9
SUB-LEASING Trade Show booths that have been assigned and confirmed are not transferable. Participants may not sublet space, or any part thereof, nor offer the allocated space for sale without the knowledge and written consent of TLOMA. Participants must show only goods manufactured or dealt with by them in their regular course of business. A firm or organization which has not been assigned exhibit space will not be permitted to attend the Trade Show or permitted to solicit business or promote their organization outside the Trade Show area. CANCELLATION OF SPACE If Trade Show space is cancelled up to and including Wednesday, September 9 th, 2015, TLOMA will refund monies paid less the 25% deposit. No refunds will be made for cancellations received after Wednesday, September 9 th, 2015. DEFAULT OF OCCUPANCY Any Participant failing to occupy the contracted booth space is not relieved of the obligation to pay full rental of such booth space. If the booth space is not occupied by 11:00am on Thursday, October 22 nd, the time set for completion of installation of displays, the booth may be repossessed by TLOMA for such purposes as TLOMA sees fit. TRADE SHOW DIRECTORY We will be providing our TLOMA Conference Delegates with a Mobile App which will contain the Trade Show Directory. In the Directory, we will include your company name, address, contact person, phone number, email address, social media links, web address and description of your company. LIST OF REGISTERED CONFERENCE DELEGATES TLOMA will post a Registered Delegates List on the Conference Website. A password will be provided to all Business Partners for access (except First s) on or before September 9 th, 2015. Feedback from previous years indicates that this list has been helpful in your pre-conference planning. Note: The List of Registered Delegates is copyrighted and confidential, to be used only by 2015 Business Partners. Sharing or distribution of the Registered Delegates List with any other third party or other Business Partners is strictly prohibited. Reaching out to Delegates Closer to Conference and immediately after Conference, our delegates are very busy readying themselves for leaving their busy positions or catching up from being away for 3 days. If you wish to contact them, please be cognizant of their ability to respond to you. 10
BOOTH GIVE-A-WAYS While TLOMA truly appreciates the generosity of all of our participants, we feel that any promotional gifts you provide to our Delegates during the Trade Show should be available to all of our Delegates. This is to ensure that we provide you with the most positive and valuable opportunity to promote your products and services and to avoid any misunderstandings and misconceptions. We highly recommend that you reserve client only oriented gifts for client only events. Thank you for your understanding and cooperation. PASSPORT PRIZE DRAW TLOMA recognizes the importance of your support to our annual Conference and encourages all Delegates to visit all Trade Show booths. This ensures that our Delegates will be able to speak to our participants regarding their products and services and take away brochures and business cards for themselves or for the appropriate person in their office. As Delegates enter the Trade Show, they will be provided with a Passport displaying all the participants names (First Time Visitors are not included in the Passport Prize Draw). As a participant you will be provided with passport stickers with your company name. We ask that you place a sticker on the Delegate s Passport when they visit your booth. Delegates will place their completed Passports in a ballot bin on their way out of the Show. Only completed Passports are eligible for the Prize Draw which takes place at the Passport Prize Draw. If your company chooses to participate in the Passport Prize Draw by providing a prize for the draw, the prize may be displayed at your booth during the Trade Show. We ask that you bring the prize with you to the Passport Prize Draw, where you will have the opportunity to present the prize to the winner. Prize draws are NOT permitted at your booth during the Show. TLOMA Delegates must be in attendance to accept their prize. If a name is drawn, and the Delegate is not present, another name will be drawn. Please feel free to collect business cards from the Delegates to further your marketing endeavours. Once a Passport is drawn for a prize, it will not be returned to the ballot bin. BUSINESS PARTNER S MOBILE APP The Mobile App for Business Partners is available at http://eventmobi.com/tlomabp2015/. The Mobile App will provide access to the entire content of the agenda, maps, and other information. 11
DIRECTIONS TO BLUE MOUNTAIN RESORT GPS Coordinates and Address If you plan on finding your way to the Blue Mountain Resort with a Satellite Navigation (GPS) device, the coordinates to enter into your device are 44.507581: -80.316120. Alternatively, if your device requires that you enter an address, the address is Blue Mountain Resort, 108 Jozo Weider Blvd, Collingwood, Ontario, Canada L9Y 3Z2 Link to Google Maps Driving Directions Parking at Blue Mountain Resort Heated underground self-parking in a secure facility is available to guests staying in the Village. Ample outside parking is available for all other resort accommodation. Blue Mountain Resort offers complimentary parking throughout the duration of the TLOMA Conference. 12
POST CONFERENCE All Sponsors/Trade Show Participants involved in our Trade Show will be listed in our newsletter TLOMA Today and displayed on our website. Such listing will indicate your level of participation at the TLOMA Conference. To further market your company to our membership, we would encourage your company to provide educational editorial, or advertise in our newsletter. Further details regarding our newsletter can be found at: TLOMA Newsletter Follow up with Conference Delegates after the Trade Show is a common practice of many Sponsors/Trade Show Participants. A general rule you can follow in order to maximize your marketing efforts would be to connect with the appropriate person for your goods and services. As an example, it would not be practical to call a Human Resources Manager if your business is computer hardware. If, however, you only have one business card contact for a firm, then you could simply call the contact and ask who you should speak to in regards to your goods or services. Review your benefits of sponsorship level and take advantage of additional opportunities after the Conference. Click here for the Opportunities Chart. Have a Great Conference!! 13
Blue Mountain Resort Map (Web Link) 14