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GUIDEExhibitors’
General information .......................................................................................................................................................................................................................................2Key dates - Quebec City .........................................................................................................................................................................................................................3Key dates - Montreal ....................................................................................................................................................................................................................................4Ordering from suppliers .....................................................................................................................................................................................................................5-6Your booth ...................................................................................................................................................................................................................................................................7Available packages .........................................................................................................................................................................................................................................8Rules .....................................................................................................................................................................................................................................................................................9Additional information ............................................................................................................................................................................................................................10
quebec cityFor visitorsOctober 24 – 9 a.m. to 5 p.m.Visitors entrance250 Wilfred-Hamel Boulevard
For exhibitorsSet up - October 23 – 11 a.m. to 8 p.m.Dismantling - October 24 – 5 p.m. to 11 p.m.
ExpoCité Centre de Foires
Entrance for exhibitors250 Wilfrid-Hamel Boulevard, Building A, Door 13 Quebec City (Quebec) G1L 5A7Rooms C and D
montrealFor visitorsNovember 14 – 8:30 a.m. to 5:30 p.m.Visitors entrance1001 Place Jean-Paul-Riopelle, Montreal
For exhibitorsSet up - November 13 – 10 a.m. to 8 p.m.Dismantling - November 14 – 5:30 p.m. to 23 p.m.
Palais des congrès de Montréal
Entrance for exhibitors163 Saint-Antoine Street WestMontreal (Quebec)H2Z 1H2
RESOURCE PERSONS
Monique [email protected] #63227
Natacha [email protected] #63232
Mélisande Forté[email protected] #63236
Logistics
Sales
Marketing
General information
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Quebec City
Key dates
You will receive by email links directing you to:
• Your profile, to be completed• The marketing kit
• The exhibitors’ manual, purchase orders, this calendar
Last day to update the invitations to include your information, such as
• Your website• Your main category
Deadline To update your information, including
contact information, in the official guide
You will receive by email a link directing you to the registration form
for your representatives and a reminderfor your reservation• Floor plan number
• Package• Electric connection
DeadlineTo register your representatives
Deadline • To enjoy early bird pricing
from our official decoration service• To enjoy early bird pricing for
an electric connection
June 1210 11 13 14 15Sept 2725 26 28 29
Sept 0604 05 07 08
Sept 2523 24 26 27
Oct 1008 09 11 12 13
Oct 2422 23 25 26 27
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Montreal
Key dates
You will receive by email links directing you to:
• Your profile, to be completed• The marketing kit
• The exhibitors’ manual, purchase orders, this calendar
Last day to update the invitations to include your information, such as
• Your website• Your main category
Deadline To update your information, including
contact information, in the official guide
You will receive by emaila link directing you to the registration form
for your representatives and a reminderfor your reservation• Floor plan number
• Package• Electric connection
Deadline To register your representatives
Deadline • To enjoy early bird pricing
from our official decoration service• To enjoy early bird pricing for
an electric connection
June 1210 11 13 14 15
Nov 1311 12 14 15 16
Oct 3129 30 01 02 03
Oct 1008 09 11 12 13
Oct 1816 17 19 20 21
Sept 2725 26 28 29 30
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Ordering from suppliers
Services Service Official suppliers
Purchase orders Early bird Regular pricing
description and resources pricing and and deadlines deadlines
Lodging Normandin Hotel 1-800-463-6721 $121 / night Single or According to near the and Suites www.hotelnormandin.com double occupancy availability Québec City 4700 Pierre-Bertrand Code : 1 or 2 Queen beds trade show Boulevard Contech Building $154 / night Single or Quebec City (Québec) Trade Show double occupancy G2J 1A4 King Suites Parking included Wifi included
Lodging Lodging Le Dauphin Hotel, 1-888-784-3888 $135 / night According to near the Montreal – www.hoteldauphin.ca Single or double availability Montreal Downtown Code : occupancy trade show 1025 de Bleury Street Contech Building 2019 Parking $22 / 24 h Montreal (Quebec) Wifi included H2Z 1M7
• Monitors Solotech Online form October 10 October 22 • Screens 5200 Hochelaga Quebec City
Audio-Visual
• Tripods Street • Computers Montreal (Quebec) Online form November 6 November 12 • Tablet H1V 1G3 Montreal • Lighting
Order form October 10 October 22 GES Global Quebec City Experiences • Track light Specialists Order form October 31 November 12 • Carpets Customer service Montreal • Counters 950 St-Jean-Baptiste • Modular Avenue GES Portal furniture Quebec City (Quebec) Link to the GES portal • Plants G2E 5E9 available on July 3 Tél.: 418-877-2727 Fax: 418-877-2828 [email protected]
Exhibitionmaterials
Note that prices will be higher once on site.
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Ordering from suppliers
Services Service Official suppliers
Purchase orders Early bird Regular pricing
description and resources pricing and and deadlines deadlines
North American Online form N/A N/A Logistics Services inc. Quebec City: (NALSI) Official carrier Qc Fernando Vera or Andres Valdes 205 Viger Street W. Online form N/A N/A Suite 208 Montreal QC Montreal : H2Z 1G2 Official carrier Mtl Tél.: 514-868-6650 or 877-332-8987 Fax: 514-868-6651
ExpoCité Online form N/A N/A Centre de foires Purchase order for 250 Wilfrid-Hamel handing service, Quebec Boul. Building A, Door 13 Entrance for exhibitors Quebec City (Quebec) G1L 5A7
Palais des congrès Online form N/A N/A de Montréal Purchase order for 163 Saint-Antoine handing Montreal Street West Montreal (Quebec) H2Z 1H2
ExpoCité Online form N/A N/A Centre de foires Quebec
Palais des congrès Online form N/A N/A de Montréal Montreal
Official carrier and customs
broker
Wifi
Cargo handling for the event
Customs Pick-upDeliveryStorageHandling
Handling serviceLift trucks
Wirelessinternetaccess
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Your boothSETTING UP YOUR BOOTH Quebec City Montreal
Set up schedule Wednesday, October 23, 2019 Wednesday, November 13, 2019 from 11 a.m. to 8 p.m. from 10 a.m. to 8 p.m.
Address of dock or entrance ExpoCité Centre de foires Palais des congrès de Montréalfor exhibitors’ materials Building A, Door 13 163 Saint-Antoine Street West 250 Wilfrid-Hamel Boulevard Montreal (Quebec) Quebec City (Quebec) G1L 5A7 H2Z 1H2
Exhibitors are responsible for transporting and handling their own exhibition material during set up and dismantling.
• It is strictly forbidden to use a lift or trolley in the exhibition room outside of the set up and dismantling hours.
• No materials will be accepted outside the scheduled hours for set up and dismantling, unless the trade show’s official carrier is used.
For all deliveries to the Centre de Foires in Quebec City and the Palais des Congrès in Montreal, be sure to affix the following information on top of each box and/or cargo pallet:
• Name and cell phone number of exhibitor• Quebec City or Montreal• Booth number• Number of box / Total number of boxes
DISMANTLING YOUR BOOTHDismantling starts after the official closing of the trade show (5:30 p.m. in Montreal and 5 p.m. in Quebec City) and once the decorator has removed the carpets from the aisles.The boxes in storage will be delivered to you by the convention centre’s handling service.
*No materials may remain on the premises after 11 p.m. on the day of the trade show. All materials that are not recovered by the exhibitor’s carrier or courier service will automatically be taken in charge by the trade show’s official carrier and all expenses will be charged to the exhibitor.
LOGISTICS AND DETAILS TO ACCESS THE DOCKLifts and trolleys will be available at the Quebec City and Montreal unloading docks to help you transport your materials to your booth.
If you need a handling service or lift truck to transport your materials (cost of services will be charged to the exhibitors), you must log into the client portal of the ExpoCité Centre de Foire or Palais des Congrès de Montréal, as applicable.
Parking is not permitted at the unloading dock. Only loading and unloading activities are permitted. Any vehicles parked in this area will be towed.
The vehicle used to transport your materials is allowed at the dock once all materials are ready to be loaded.
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Available packagesPackage 1 (space only)Note: This package is for exhibitors that will manage the installation of their materials (carpets, stand, pop-up or roll-up banner)• Black curtain backdrop (10’ x 8’)
Package 1.25 (basic set up)Note: This package is for exhibitors that will manage the installation of their materials (carpets [if required], stand, pop-up or roll-up banner)• 1 draped table (72” x 30”)• 2 chairs• Black curtain backdrop (10’ x 8’)
Package 1.5 (minimal set up)Note: This package is for exhibitors that will manage the installation of their materials (carpets [if required], stand, pop-up or roll-up banner)• 1 draped table (72” x 30”)• 2 chairs• 1 10’ x 10’ carpet• Back curtain backdrop (10’ x 8’)
IMPORTANT NOTE for Montreal: Note that a carpet is permanently installed in the lower side of the room. Please refer to the Montreal floor plan.
*Although carpets are not required, they are highly recommended for purposes of aesthetics and comfort. The carpet rental and cleaning fee (if required) may be paid to our official decorator.
The rule of thirdsThe 10’ x 10’ stand includes a semi-detached wall. The following standards must be respected during set up:1) The 1st third (1) from the aisle must remain free. 2) The 2nd third (2) may be 39” high.3) The 3rd third (3) may be 8’ high.4)The back wall (4) must not exceed 8’ (2.4 meters) – Except for booths located along the periphery.
Stands with a visible side from the aisle must have a finish on both sides. Any special set up (corner columns, ceiling, beams, gazebos, etc.) must receive special authorization from the promoter. The sketch to the right clearly demonstrates the rule of thirds for side walls.
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Exhibition rules1 GeneralTerms set forth herein form an integral part of any contract or other agreement relating to the rental of exhibit space (“Contract”) be-tween Contech, a division of Transcontinental Media G.P. (“Contech”), and an exhibitor of an exhibition organized by Contech (“Exhibitor”). These rules and all disputes arising thereunder will be governed by the laws of the Province of Québec.
2 Exhibit SpaceFull exhibit space rental fee must be received by Contech before any equipment or materi-als of Exhibitor enter the exhibition site. Ex-hibitor agrees to return the allocated exhibit space to the same condition as at the move-in date. Exhibitor agrees not to dismantle its exhibit or remove goods in any manner until after the closing of the exhibition. If Exhibitor has not removed all of its exhibit equipment and material from the exhibition site by the final dismantling date, it will be deemed aban-doned and Contech may, in its sole discretion, remove and dispose of such material at Exhib-itor’s expense.
3 SubleaseExhibitor may not assign or sublease the exhibit space provided for in the Contract without the written approval of Contech..
4 Cancellation30% of total rental fee will be charged to Ex-hibitor for cancellations received 60 days or more prior to the first day of the exhibition. Cancellations received less than 60 days pri-or to the first day of the exhibition will result in a forfeiture of all amount paid by Exhibitor pursuant to the Contract and Exhibitor will be responsible for full payment of rental fees. A cancellation must be received by Contech in writing to be valid. Rental fees paid by Exhib-itor will not be reimbursed if Exhibitor does not use the reserved exhibit space.
5 Force MajeureContech will not be liable to Exhibitor if per-Contech will not be liable to Exhibitor if per-formance of Contech’s obligations under the Contract is delayed or prevented by any event beyond Contech’s reasonable control includ-ing, without limitation, any fire, storm, flood, war, rebellion, revolt, riot, gas leak, short-ages, civil unrest (actual or apprehended),
earthquake, strike, lock-out, labor shortage, picketing, work conditions, failure of any struc-ture, movable or immovable, linked directly or indirectly to the use of the exhibit space, and cancellation made or required by the ex-hibition site owner, the municipality where the exhibition site is located or any provincial or federal authority or applicable laws (“Force Majeure Event”). In case of a Force Majeure Event, Contech will promptly notify the Exhib-itor. If the exhibition is cancelled or terminated due to a Force Majeure Event, the Exhibitor waives any claims or causes of actions which it may assert against Contech as a result of such cancellation or termination.
6 IndemnificationExhibitor agrees to defend, indemnify and hold harmless Contech and the exhibition site owner and their respective directors, officers, partners, shareholders, employees, agents and representatives (“Contech Parties”) from and against all claims, losses, liabilities, costs and expenses (including reasonable legal fees and expenses) of any nature whatsoever arising from or in connection with (i) the occupancy or use of the exhibit space rented by the Ex-hibitor or the exhibition site, (ii) any violation of applicable laws or regulations by Exhibitor or any of its employees, agents, contractors, representatives or any other person under Exhibitor’s control (“Exhibitor Parties”), (iii) the negligence of any Exhibitor Parties, (iv) any breach of these rules or the Contract by any Exhibitor Parties; (v) bodily injury, death, prop-erty damage, loss or other damage to any per-son by reason of the acts or omissions of any Exhibitor Parties.
7 InsuranceThe Exhibitor shall purchase and maintain, at its own expense, at all times between the first rental day and the final dismantling date, a comprehensive commercial general liability insurance including coverage against property loss or damage, bodily injury or death, fire, theft and vandalism of at least 2 000 000$ per occurrence. The Contech Parties shall be named as additional insureds under such poli-cies. A copy of Exhibitor’s insurance certificate must be provided to Contech before the first rental day.
8 Changes to Floor PlanContech reserves the right to make changes to the floor plan of the exhibition site if, at Con-
tech’s discretion, such change is necessary to improve public access or security, or for the general interest of exhibitors. All concerned exhibitors will be notified of any such changes.
9 Disclaimer and Limitations of Liability.THE EXHIBIT SPACE AND EXHIBITION SITE ARE OFFERED ON AN “AS IS” BASIS, WITH-OUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED INCLUDING, WITHOUT LIMITATION, WARRANTIES OF NON-INFRINGE-MENT, FITNESS FOR A PARTICULAR PUR-POSE, USE AND AVAILABILITY. IN NO EVENT SHALL (I) CONTECH`S MAXIMUM LIABILITY TO ANY PERSON FOR ANY CLAIM WHATSO-EVER ARISING OUT OF OR IN CONNECTION WITH THE CONTRACT OR THE EXPOSITION COVERED BY THE CONTRACT BE IN EXCESS OF THE AMOUNT OF RENTAL FEES PAID BY THE EXHIBOTOR TO CONTECH WITH RE-SPECT TO THE PORTION OF THE EXHIBITION THAT IS THE SUBJECT MATTER OF A CLAIM AND (II) CONTECH BE LIABLE TO ANY PARTY FOR ANY INDIRECT, SPECIAL, INCIDENTAL OR CONSEQUENTIAL DAMAGES INCLUDING LOSS OF PROFITS, REVENUES OR BUSINESS OPPORTUNITY ARISING OUT OF OR IN CON-NECTION WITH THE CONTRACT OR RELATED IN ANY WAY WHATSOEVER TO THE EXPOS-ITION COVERED BY THE CONTRACT. THESE LIMITATIONS SHALL APPLY TO ALL CAUSES OF ACTION REGARDLESS OF THEIR FORM, INCLUDING CLAIMS FOR BREACH OF CON-TRACT, STRICT LIABILITY OR TORT (INCLUD-ING NEGLIGENCE).
10 Compliance with lawsExhibitor must comply with federal, provin-cial and municipal laws, regulations and or-dinances governing the use and operation of the exhibit space and exhibition site including, without limitation, fire and police department codes and rules, as well as all guidelines and rules established by the owner of the exhib-ition site. The following materials must at all times be fireproofed by Exhibitor, except if they are intended for sale: (i) artificial flowers and foliage; (ii) wood or bamboo fibers; (iii) polystyrene foam; (iv) paper (including card-board and pressed paper of less than 1/8 inch in thickness).
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Additional information
Public transportation and parking
Quebec CityThe ExpoCité site is accessible by public transportation.Consult the regular bus schedule of the réseau de transport de la Capitale (RTC)to plan your itinerary.ExpoCité has outdoor parking, which can be accessed via the Pointe-aux-Lièvres Street.See site and parking plan.
MontrealThe Palais des Congrès is located at the Place-d’Armes metro station. The Palais des Congrès has indoor parking.See site and parking plan
Rules for exhibitors
Exhibitors must have at least one person in the booth during show hours.
It is strictly forbidden to use the inside walls of the Quebec City Centre de Foires or the Palais des Congrès de Montréal for hanging signs or projecting visuals.
It is strictly forbidden to use glue or abrasives, which could damage the floor of the Quebec City Centre de Foires or the Montreal Palais des Congrès.
Exhibitors may only distribute samples and promotional materials and engage in commercial solicitation from inside their own booth.
If you witness a commercial solicitation act from a visitor, please inform us immediately. Contech representatives will be on site at the promoter’s office the entire day.
Official carrier
By trusting your materials with our official carrier, you are guaranteed that the delivery and pick-up hours will be respected. Note that unless you provide your own handling service for set up and dismantling, the convention centre’s handling fees apply to all materials that are delivered for the trade show. NALSI can, for a price, take charge of handling trade show materials. You must contact NALSI representatives if you want to take advantage of this service.
Exhibitors that use the official carrier for both the Montreal and Quebec City trade shows may store their materials at the carrier warehouse in between trade shows free of charge. Please validate with the carrier directly.
North American Logistics Services inc. (NALSI)Fernando Vera or Andres Valdes205 Viger Street West, Suite 208 Montreal QC H2Z 1G2T.: 514-868-6650 – 877-332-8987 F.: 514-868-6651 Email : [email protected] ou [email protected]
Booth cleanup
The cleanup of common areas during the trade show is included. However, exhibitors are responsible for keeping their booth clean. It is possible to hire a cleaning service for your booth by completing the order form for Quebec City and Montreal.
Prevention
Quebec City fire safety guideMontreal fire safety guide
Contech Buildings, a subsidiary of Médias Transcontinental S.E.N.C.
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