Tradeshow Exhibitor Guidelines and Forms Prices are subject to change without notice and do not include applicable taxes 1
TABLE OF CONTENTS GENERAL... 3 Parking... 3 Union... 3 Custodial Services... 3 Storage... 3 Garbage and Recycling Removal... 3 Sustainability... 3 PNE Smoking Policy... 3 MOVE-IN / MOVE-OUT... 4 Address and Shipping Information... 4 Shipments... 4 Loading Docks/Ramps & Drive-Through Loading Doors... 5 Material Handling Equipment... 5 SETUP... 5 Taping/Marking... 5 PNE Exhibitor Services... 5 Electrical Services... 6 Exhibitor Services Order Form... 6 Food and Beverage... 6 PNE EXHIBITOR SERVICES ORDER FORM... 7 2
GENERAL Parking There are over 3,000 parking spaces on site with disability parking available next to every venue. The on-site parking rate for Exhibitors and the public during Tradeshows is $10/day. Union The PNE is a unionized site and all licensees must adhere to Union guidelines. Custodial Services Our Custodial Staff will ensure a clean building prior to move-in and will maintain all common areas such as washrooms, concourse and food areas, as well as the event floor and its aisles throughout Exhibit Space. (Cleaning service within booths should be contracted through the Show Services Company). Storage Storage of any kind is prohibited behind back drapes or display walls or inside display areas. All cartons, crates, containers, and packing materials that are necessary for repacking shall be labeled EMPTY and removed from the show floor. It is the responsibility of the Show promoter to make arrangements for storage of all crates and packing material. Crate storage areas must be pre-arranged with your Event Manager. For approved areas, the Show management/contractor is to provide, in writing to the Event Manager, the proposed storage location. Please note the PNE is not liable for any damages, losses or security surveillance for storage of crates. No forklifts, truck trailers, rental equipment etc. are to be stored or left before or after the Licensed Period for any events without written authorization from the PNE. Failure to comply will result in removal by the PNE. The PNE shall not be responsible for any equipment left after the contracted move-out day. Garbage and Recycling Removal Garbage and recycling bins are available on site. Ensure that all cardboard is flattened before being put into the bin. All Entrances and Fire Exits MUST BE CLEAR of refuse at all times. Additional garbage or recycling bins may be requested through the Show Services Company. Sustainability The PNE is committed to running sustainable events and producing minimal waste. If a particular type of bin has not been provided in the venue please make a request through the Show Services Company. PNE Smoking Policy The PNE smoking policy follows the WorkSafe BC guidelines which protects the rights of employees to work in a smoke free environment. There are 2 practices that will affect exhibitors: smoking within 20 feet of a doorway and smoking while working. We asked that all exhibitors/concessionaires smoke in designated smoking areas only. 3
MOVE-IN / MOVE-OUT As the PNE is situated adjacent to a residential neighborhood we kindly ask that all exhibitors refrain from making noise before 7am and after 10pm. Address and Shipping Information *Will not receive earlier than designated move-in day(s) PNE Administration 2901 East Hastings Street, Vancouver, B.C., V5K 5J1 PNE Pacific Coliseum 100 North Renfrew Street, Vancouver, B.C., V5K 3N7 Access from Renfrew Street, Gate 6 Entrance PNE Forum Building 2901 East Hastings Street, Vancouver, B.C., V5K 5J1 Access from Renfrew Street, Gate 2 Entrance Shipments Please ensure the following is included on all shipment labels, packing slips and waybills: The event name, the business name, booth number, building location. Please refer to the below example: Event Name and Date c/o Exhibitor Company, booth # PNE Forum Building, Gate 2 Entrance 2901 East Hasting Street Vancouver, B.C. V5K 5J1 Please note: An employee or agent of the Licensee must be present when shipments are made. Any shipments of exhibit materials or products unaccompanied by their owners or agents are done so entirely at the owner's risk, directly to and from the event venue in conjunction with Move-in / Move-out dates for the License Area. The PNE CANNOT facilitate shipments on your behalf. The Show Promoter and Exhibitor are entirely responsible for consignment of shipments. If a PNE forklift is needed for shipments, it must be booked at least 7 calendar days in advance and requested through the Exhibitor Services Order Form which is included in this document package. 4
Loading Docks/Ramps & Drive-Through Loading Doors Appropriate dock/ramp locations for vehicles to unload or load during move-in and move-out periods shall be arranged through your Event Manager. Operation of all overhead doors is performed by either PNE Security or building maintenance personnel. Vehicles left unattended at the loading dock/ramps for an excessive period of time, or not in the actual process of loading or unloading, are subject to being towed at expense of the Show Promoter. The Show Promoter and/or contractors are responsible for cleaning loading dock areas of all excessive trash, debris, skids and equipment. Failure to do so may result in additional charges to the Show Promoter for the costs of cleaning the dock area. The Forum Building has a ground level loading entrance located on the west side of the building. The entrance opening is 13 7 wide x 18 high. Material Handling Equipment The PNE does not provide manual material handling equipment for setup or teardown. It is the responsibility of your on-site Show Services Company to provide this equipment. SETUP Taping/Marking Taping and/or marking is not permitted on painted surfaces, including all walls and concourse floors. Please note that any charges for re-painting of any painted surface (as a result of exhibitor or Show Management taping on painted surfaces during your event) will be billed to the Show Promoter. It is strongly suggested that only SCAPA or Sure brand tape be used in our venues. All tape must be removed during move out, or a de-taping charge may apply. PNE Exhibitor Services The PNE provides services in the following areas: *Plumbing - including natural gas connections, cold water service, hot water service *Telecommunications (ISDN Lines, Cable Connections) - POS machine, dial-up *Internet - dynamic, wired dedicated, wireless service (not available in all locations) and outdoor internet services *Large Banner Hanging *Exhibitor Parking Permits *ATM Machines are installed in the PNE venues for customer convenience Forklift Rental Plumbing - sink rentals (subject to availability) * Exclusive PNE services, cannot be contracted externally 5
Electrical Services The PNE does not offer Exhibitor Electrical Services. All electrical requirements must be ordered through the Show Services Company. At no time is power left energized to exhibits without an authorized licensed electrician on the premises. All power to exhibits shall be turned off during non-show hours to ensure against potential fire hazards. Exhibitors requiring 24-hour power must arrange this service through the Show Promoter. Please note additional costs will apply for 24-hour power. Exhibitor Services Order Form Please ensure you complete the Exhibitor Services Order Form for any additional services required. The form is included in this information package and has a full listing of available PNE services. This document must be completed and mailed or faxed to the PNE if additional services are required. The form must be received by the PNE at least 7 calendar days prior to move-in. Food and Beverage The PNE has exclusive Beverage Sponsorship agreements with Coca Cola, Molson Canadian and Mark Anthony. The PNE retains the right to all Food & Beverage concessions and/or the supply of services of all food & beverage on the premises during the term of the license agreement unless all or part of such rights is waived in advance by the PNE in writing. Should outside food vendors be approved by the PNE, all vendors must obtain Temporary Food Permits (Temporary Food Services Application ) and comply with all Vancouver Coastal Heath Authority regulations as needed. The approved Food Services Permit must be sent to the Show Promoter in advance of the Event. The Permit must also be visibly displayed in the booth for the entirety of the event. The PNE will levy 25% commission of the gross food sales total from each vendor (Cash registers are mandatory). The amount of commission payable will be determined from the actual Cash Tape and collected by the PNE at the end of each event day. All Concessionaries are required to use a cash register meeting the following requirements: Customer Receipt issued with all Sales - Mandatory Pricing screen for customer - Mandatory Non Resettable Z totals and Z counter - Mandatory Preset pricing keys - Highly recommended Consecutive transaction numbers - Mandatory After transaction receipt - Highly recommended Detail tape with time, date and till ID - Mandatory Cash drawer closed after totaled - Highly recommended 6
PNE EXHIBITOR SERVICES ORDER FORM Exhibitor s Contact Information EVENT NAME: EVENT DATE: EXHIBITOR BOOTH #: COMPANY NAME: CONTACT NAME: BOOTH NAME(ON SIGNAGE): TITLE: ADDRESS: SUITE#: CITY: PROVINCE/STATE: POSTAL/ZIP: COUNTRY: PHONE: ( ) MOBILE: ( ) FAX: ( ) EMAIL: ALTERNATE CONTACT: WEBSITE: ALTERNATE CONTACT PHONE: Exhibitor Services Plumbing (Rates are subject to applicable sales tax at the time of the event) NOTE: All Sinks options require 110v power connecton which is not included with sink rental, please request power through the Show Services Company) Sink Unit with hot water tank & sewer drainage (Includes install and removal) Sink Unit Rental: $400 (Subject to specific service locations & availability) Portable Sink with hot/cold water tanks (without sewer drainage, water must be filled and drained manually at nearest sink) Portable Sink Rental: $150 (Subject to Availability) Forklift (Rates are subject to applicable sales tax at the time of the event) Forklift Rental: $65/hour (Includes Forklift Operator) Date Required Start Time Finish Time Standard rental hours are 7am to 5pm, Mon-Fri (minimum 1 hour charge) After hours rental is minimum 4 hours Banners/Signage (Rates are subject to applicable sales tax at the time of the event) The PNE MUST install any large banners or signage that require special tools or equipment for install. These are typically banners that are not a part of the standard booth setup, and will be secured to the building. The PNE labour rate for this service is $50/hour and the work is quoted by request. PNE Banner/Signage hanging service required (Please provide the specifics of your requirements below) Security (Rates are subject to applicable sales tax at the time of the event) The PNE venue for the event includes a security presence however the PNE can provide dedicated security for your booth. Dedicated security is typically requested when there is high value goods being displayed by the Exhibitor. The PNE rate for dedicated security is $25/hour PNE dedicated Security required (Please provide the specifics of your requirements below) 7
Technology (Rates are subject to applicable sales tax at the time of the event) Restricted Phone Line Hardwired (Handset if required) $150 each Phone payment processing line (analogue) $150 Internet payment processing (wired connection) $200 Wireless Internet (as per below) NOTE: This is an online pay per use service Payment Information All orders must be accompanied by payment or credit card authorization Please ensure you have included applicable taxes in your payment Option 1 (CHEQUE/CERTIFIED CHEQUE/MONEY ORDER) Payable to: Pacific National Exhibition Enclosed in the amount of $ Option 2 (CREDIT CARD) Please charge $ CAD to the following credit card: VISA MC AMEX Credit Card # Expiry: / Cardholder Name (Please print) Authorized Signature FULL PAYMENT MUST BE RECEIVED WITH ORDER. PLEASE REMIT BY MAIL OR FAX Please complete the Exhibitor Contact Information, Exhibitor Services and Payment Information and either: Fax to PNE at: 604-252-3635 or Mail to PNE at: Attn: Event Manager Pacific National Exhibition 2901 East Hastings Street Vancouver, B.C. V5K 5J1 For further inquiries, please contact the PNE Events Manager by phone: 604-252-3506 or by email: eventmanager@pne.ca IMPORTANT The PNE Exhibitor Services Order Form must be received Seven (7) calendar days in advance of the event s first Move-in Day and be paid in full. Event Information NAME DATE OFFICE USE ONLY Exhibitor Information Name Booth # TOTAL FEES: $ DATE REC D C.C. CHEQUE 8