EXHIBITOR MANUAL MARCH 2-3, 2016 METRO TORONTO CONVENTION CENTRE CANADA S LEADING TECHNOLOGY, DIGITAL MARKETING & RETAIL EVENT.
SECTIONS EXHIBITOR MANUAL FOR Dx3 2016 1. Important Contact Information...1 2. Main Suppliers...2 3. Exhibit Hall Hours Move-In/Out...2 4. Important Deadlines...3 5. Exhibitor Appointed Contractors...3 6. Exhibitor Booth Passes...3 7. Height & Line of Sight Variance...4 8. Electrical Compliance...4 8.1 Code...4 8.2 Noise...4 9. Display Review...4 9.1 Standards of Conduct...4 9.2 Enforcement Procedure...4 9.3 No Refund...4 10. Insurance...4 11. Force Majeure...5 12. Payment for Space (General and Advance)...5 13. General Safety...5 14. Health and Safety...5 SECTION 1 IMPORTANT CONTACT INFORMATION WEBSITE dx3canada.com PUBLICATION dx3digest.com Dx3 2016 LOCATION Metro Toronto Convention Centre North Building - Level 300, Exhibit Hall A 255 Front Street West Toronto, Ontario M5V 2W6 Tel: 416-585-8000 mtccc.com SHOW MANAGEMENT President: Duncan Payne VP, Partner: Anthony Lipkin Director of Business Development: Eric Doucet Marketing Lead: Ben Myers Marketing & Conference Manager: Anum Rubec Business Development: Reilly Stephens Operations Coordinator: Lexi Haslam HUT2HUT EVENTS INC. (Dx3) 548 King Street West, Suite 204 Toronto, ON, Canada, M5V 1M3 Tel: 647-317-3892 1 DX3CANADA.COM
SECTION 2 MAIN SUPPLIERS SHOW DECORATOR GES Global Experience Specialists Exhibitor Services Department 5765 McLaughlin Road Mississauga, ON L5R 3K5 905-283-0500 torontoexhibitorservices@ges.com gesexpo.com SHOW SECURITY Target Protection 2900 Langstaff Road Suite 3 Concord, ON L3K 4R9 905-760-9090 Bill Delingat info@targetprotection.com targetprotection.com HOUSING BUREAU OnPeak dx3canada@onpeak.com 886-397-4836 (US & Canada) 312-527-7300 (International) onpeak.com ELECTRICAL & LIGHTING SHOWTECH Power and Lighting Metro Toronto Convention Centre 255 Front Street West Toronto, ON M5V 2W6 416-585-8109 Tracy Landry tlandry@showtech.ca showtech.ca REGISTRATION & LEAD RETRIEVEL MicroSpec Systems Inc. 416-780-9825 leadretrieval@microspec.com microspec.com CUSTOMS & TRANSPORTATION Mendelssohn Commerce 255 Front Street West Toronto, ON M5V 2W6 905-673-5445 Heather James hjames@mend.com Michele Odhoch modhoch@mend.com mend.com AUDIO VISUAL TBD EXHIBITOR INSURANCE HKMB International 595 Bay Street, Ste 900 Toronto, ON M5G 2E3 1-877-348-7764 showprogram@hubinternational.com hkmb.com SECTION 3 EXHIBIT HALL HOURS MOVE-IN/OUT MOVE-IN TUESDAY, MARCH 1, 2016 Due to the location and access of the loading bays, the move-in and move-out schedule will be determined by your booth location. We will send you an email and update the website as soon as receive the schedule from our supplier. Note that all large vehicle access will only be admitted through the Metro Toronto Convention Centre marshalling yard. Contact Lexi Haslam (lexi@dx3canada.com) for more information. STORAGE * PLEASE NOTE there is a limited amount of storage on-site. Exhibitors can store empty storage themselves by carrying items back to their vehicle or order Material Handling through GES to store necessities. Material Handling also includes unloading of trucks/vehicles on-site, returning of empty boxes to your booth and loading your trucks/vehicles at the end of the show. MOVE-OUT THURSDAY, MARCH 3, 2016 Breakdown and move-out will commence between 5:00PM - 11:00PM * PLEASE NOTE that dismantling prior to 5:00PM is a contradiction of venue health and saftey rules, therefore it is not allowed. Extra charges will apply for anyone moving out after 11:00PM EXHIBIT HALL HOURS WEDNESDAY, MARCH 2 THURSDAY, MARCH 3 8:00AM - 6:00PM Registration begins at 8:00AM Opening Keynote starts at 8:30AM Show Floor opens at 9:30AM 8:00AM - 4:00PM Registration begins at 8:00AM Opening Keynote starts at 8:30AM Show Floor opens at 9:30AM DX3CANADA.COM 2
SECTION 4 IMPORTANT DEADLINES February 2, 2016: Exhibitor Appointed Contractor Form February 4, 2016: Appointed Contact Form February 8, 2016: GES Rental Discount Ends February 12, 2016: Advance Internet Order Form February 12, 2016: Exhibitor Stand Plan Approval February 12, 2016: Turnkey Booth Package Form February 13, 2016: Proof of Insurance February 15, 2016: MicroSpec Lead Retrieval Advance Order Discount Ends February 16, 2016: Showtech Advance Discount Ends February 16, 2016: MTCC Early Bird Rates End February 16, 2016: Request for Line of Height/Sight Variance Ends February 18, 2016: Electrical Outlet Order Form February 22, 2016: Target Protection Form Deadline February 24, 2016: Mendelssohn Event Logistics Advanced Shipping March 1, 2016: Exhibitor Move-In Day March 2, 2016: Show Floor opens to attendees at 9:30AM March 3, 2016: Exhibits and all materials removed by 11:00PM SECTION 5 EXHIBITOR APPOINTED CONTRACTORS An Exhibitor Appointed Contractor of any non-official company you choose to utilize for Load-In/Set-up/Load-Out are the responsibility of the Exhibitor and not Dx3 or the Metro Toronto Convention Centre. All exhibitors are responsible for informing their appointed contractors of the information below to ensure a smooth transaction. Any and all outside contractors must fulfill the following: Current Workers Compensation Insurance Certificate A certificate showing general liability and property damage coverage An Exhibitor Appointed Contractor Form signed by the exhibitor Failure to fulfill the above requirements will jeopardize the contractor s ability to obtain proper badges/admission to the exhibit floor. If you plan to use an Exhibitor Appointed Contractor, you must fill out the form and return it to Dx3 Show Management no later than Wednesday, February 4, 2016. You may e-mail it back to Lexi Haslam at lexi@dx3canada.com SECTION 6 EXHIBITOR BOOTH PASSES You will be given complimentary booth passes according to the size of your booth. Additional passes can be purchased at a rate of $25.00 10 x 5...2 PASSES 10 x 10...4 PASSES 10 x 15...4 PASSES 10 x 20...6 PASSES 20 x 20...8 PASSES 3 DX3CANADA.COM
SECTION 7 HEIGHT & LINE OF SIGHT VARIANCE As a courtesy to you and your exhibiting neighbours, we try to keep all linear booths at a consistent height. This is to allow all exhibitors equal opportunity to have their booth seen and to conduct business on the floor. In a linear booth, exhibit fixtures, signs and all other components are permitted a maximum height of 8 ft. If you do not comply with the line of sight rules as stated in Dx3 Rules and Regulations, you will be asked to adjust on-site. Show Management may be able to grant a variance to the Height and Line of Sight policy. Variance requests must be accompanied by appropriate details and/or images of the requested exception. If we can find a location that will not negatively affect other exhibitors or the event, we will try to grant your request. Please note that we may not be able to grant every request we receive. If you need to request a height and/or line of sight variance, you must do so no later than Friday, February 16, 2016. Please send a copy of your floor plan including elevation and a brief description of the variance to lexi@dx3canada.com SECTION 8 ELECTRICAL COMPLIANCE 8.1 Code: Electrical wiring and equipment must meet the CSA Code. (http://www.csa.ca/cm/ca/en/standards/products/electrical) 8.2 Noise: Any electrical or other mechanical apparatus must be muffled so that the noise does not bother the other exhibitors. SECTION 9 DISPLAY REVIEW 9.1 Standards of Conduct: The exhibitor shall not utilize any fixture, device, merchandise or activity that is illegal, in poor taste or detrimental to Dx3. Show Management reserves the right to disapprove the display of any item that is not in keeping with the nature, character, or orderly conduct of the show. 9.2 Enforcement Procedure: In the event that Dx3 determines an exhibitor is in violation of these rules and regulations, Show Management will immediately notify the exhibitor. Failure to remedy or remove the item or activity in question may result in expulsion. 9.3 No Refund: In the event an exhibitor is removed from the show for failure to abide, all monies paid by the exhibitor will be retained by Dx3 and no refund will be made. SECTION 10 INSURANCE Dx3 has negotiated the price of $125 CAD plus applicable provincial sales taxes to cover all of your necessary insurance needs while exhibiting at Dx3. This insurance covers commercial general liability, third party bodily injury and property damage. The insurance form and information is available for download under Exhibitor Manual 2016 on our website. If you choose not to purchase insurance through HKMB then you must present and send proof of insurance that you have $1,000,000 general liability and $25,000 property insurance for the duration of your time at the show. Please email a copy of your coverage for Dx3 to Lexi Haslam at lexi@dx3canada.com. Exhibitor will hold harmless the sponsor and host facility, or any of their respective officers, agents, employees, representative or affiliates, from any liability, damage, loss, harm, claim, or injury to property or person of the exhibitor, exhibitor officer, agents, employees or other persons, whether caused by the negligence of the sponsor or host facility, or from theft, fire, water, accident or any other cause whatsoever. DX3CANADA.COM 4
SECTION 11 FORCE MAJEURE In the event that, due to circumstances beyond the reasonable control of Dx3: a) Dx3 is postponed, cancelled (in whole or in part) or moved to a different location; b) the Metro Toronto Convention Centre or its exhibitor area is unavailable (in whole or in part); or c) the installation, exhibition or move-out time for exhibit booths is reduced There will be no refunds (in whole or in part) of exhibitor or advertisement fees. For purposes of this Section, the term circumstances beyond the reasonable control of Dx3 shall include, but is not limited to: power outage, fire, earthquake, flood or other weather conditions, labour dispute or strike, war, riot, act of public enemy, acts of violence by third parties, governmental and municipal acts or ordinances, and other acts of God. SECTION 12 PAYMENT FOR SPACE GENERAL PAYMENT All monies paid shall be retained by Dx3 and are non-refundable and non-transferable in the event that the exhibitor fails to fulfill or violates their contract. If the exhibitor fails to submit booth payments by the specified times, Dx3 Canada is handed the right to take possession of said space and sell it to another party. ADVANCE PAYMENT All monies paid shall be retained by Dx3 and are non-refundable and non-transferable in the event that the exhibitor fails to fulfill or violates their contract. If the exhibitor fails to submit booth payments by the specified times, Dx3 Canada is handed the right to take possession of said space and sell it to another party. SECTION 13 GENERAL SAFETY Hut2Hut Events first priority is the safety of the attendees, exhibitors, staff, and visitors to our event. As an exhibitor, you are responsible for keeping your area safe for attendees, exhibitors, staff members, and visitors. In the event that any situation or activity is deemed to be unsafe by Dx3, the Metro Toronto Convention Centre, the Fire Marshal or the Toronto City Police, you agree to immediately make all necessary changes and corrective actions. SECTION 14 HEALTH & SAFETY Follow safe practices on the Show Floor: Use personal protective equipment when needed (ie. safety shoes, hard hats, eyewear) No minors on the floor during move-in and move-out (children under 16) No standing on chairs, tables, etc. Report any hazardous or unsafe practices to Show Management Be aware of overhead work Be aware of forklift traffic *PLEASE NOTE All forms are downloadable from our website. Simply click here or visit dx3canada.com If you have questions or require further assistance, please email Lexi Haslam (lexi@dx3canada.com). 5 DX3CANADA.COM