Exhibitor kit FOOD. Exhibitor kit

Transcription

1 Exhibitor kit 2014 FOOD Exhibitor kit

2 Montréal, April, 2014 Hello, We are pleased to be sending you your exhibitor kit as well as the relevant information for your participation in the Mondial de la bière As part of this information package you will find order forms and forms to fill out for your event needs. Please pay particular attention to the instructions appearing on these forms. Some of them must be completed and returned to Mondial organizers, while others are to be sent to the suppliers concerned. In order to avoid logistical problems, we are asking all of you to respect the deadlines mentioned here. We also draw your attention to a document entitled Operational Logistics, which is an integral part of your contract, as well as the entire exhibitor s manual. It contains some basic information such as the setup / strikedown schedule, as well as the festival rules and regulations. For any more information regarding this document, contact Marie-Josée Laplante, Logis ti cs Director at ex. 221 or Take note that your exhibitor wristband and your Exhibitor V.I.P. pass to the Flaveurs Bières et Caprices area (including beers as well as one official tasting mug) will be available in your envelope which will be handed to you at the administration s office. The wristband exhibitor will give you priority access to the site and will also be required outside of opening hours. We are looking forward to meeting you at the press conference on May 28th 2014, at 11 a.m., Intercontinental Hotel, 360, rue Saint-Antoine Ouest, in Montreal or at the Mondial de la bière festival itself at the opening on June 11th. Thank you for your participation in the Mondial 2014, June 11th to 15th! Jeannine Marois President

3 TABLE OF CONTENTS: FOOD PRODUCTS TO CONSULT - INFORMATION ABOUT MONDIAL DE LE BIÈRE 2014 Letter Operational logistics Social Networks LOADING DOCK ACCESS and MOVE-OUT PROCEDURES (2 pages) Management of supplies and storage policy (2 pages) Mondial de la bière set-up (3 pages- See other PDF) Regulations (health and safety standards) Memo: exhibitor space coupons tasting glasses Simplified Guide to Fire Prevention - Exhibition ACTIVITIES schedule: TO SEND TO THE MONDIAL Booth set-up for your kiosk Electro Performance (outside exhibitors only - return to Mondial) Personnel list Mondial de la biere Order form Certificate of Insurance - proof of insurance (if not done before) Sign Contract (if not done before) TO SEND DIRECTLY TO SUPPLIERS Québec Réfrigération MAFFQ (MAPAQ) permit Water and cooling system (Labrador) Pro-CARBUR ERGA St-Gelais Rentals Contact Mr. Stephane St-Gelais PALAIS DES CONGRÈS - GES - See Catalogue online ALL DOCUMENTS MUST BE RECEIVED BEFORE May 12th, 2014 For any questions please contact Marie-Josée Laplante, Logistics Director at ex. 221 or laplante.mj.mbiere@gmail.com Exhibitor kit.

4 OPERATIONAL LOGISTICS: FOOD KIOSK EVENT PLACE AND ADDRESS: Palais des Congrès, 201, Viger Street, Montréal OPENING HOURS: June 11th to 15th, Wednesday to Saturday 11 a.m. to 10 p.m. Sunday 11 a.m. to 8 p.m. TELEPHONE # TO REACH THE SITE: LOGISTICS DIRECTOR: Marie-Josée Laplante #221 or SETUP: Tuesday, June 10th, access hour to be confirm STRIKEDOWN: Sunday, June 15th, after closing (the site must be clear by MIDNIGHT) Note: any departure from this schedule must be approved by the logistics director (extra cost). SITE ACCESS AND EXIT: See documents, set-up and other informations: Trafic Disruptions on Viger Avenue more info : You must present photo ID for yourself and your personnel for access to your kiosk outside of opening hours and to wear the exhibitor wristband. SUPPLIES: You must bring merchandise and leave it in the inside or outside refrigerated container. You are responsible for your inventory at all times. With space at a premium, you must only bring supplies you will need for one day. Make provisions for the transport of your supplies as well as the necessary equipment (carts, etc). For delivery to the inside fridge: entrance to the loading dock access is at 163, St-Antoine St. West. (see set-up). DELIVERY SCHEDULE: between 9 a.m. and 5 p.m. everyday at loading dock. FOR OUTSIDE: between 8 a.m. to 10 a.m. everyday by Cheneville Street. No vehicule will be allowed during opening hours of the event. FRIDGE OPENING HOURS: between 9 a.m. and 10 p.m. everyday. PARKING: You can park in either one of the two parking lots : 1-Palais des Congrès, at 1025, Cheneville St (between St-Urbain St and Jeanne Mance St) 2-The Quartier international de Montréal, at 249, St Antoine St West The parking has a fixed price : $20 per day, or each time that your are leaving. For more options: TABLES AND CHAIRS: See catalogue of GES. LIGHTING AND POWER: A 1500-watt outlet is included in your contract. INSIDE EXBITOR: Please complete the form of the Palais des Congrès, official on-site supplier, for any additional needs. congresmtl.com OUSIDE EXHIBITORS: Please complete the Electro Performance form. (Bring your extension cord) WATER: INSIDE EXBITOR: Tap water can be available in your kiosk, you can order it from the Palais des Congrès. A hot-water-and-sink facility is available at the site (see set-up). It s forbidden to pour liquids in the sink for glass rincing. USE the exhibitor SINK. OUSIDE EXHIBITORS: A hot-water-and-sink facility is available at the site (see set-up). The Mondial offers rentals of water coolers, which include hot water and refrigeration (see order LABRADOR form). ICE: Available on-site at inside supply services. Ice bag: $9.60 per 16,2 kg bag (6 bags of 2,7 kg) plus taxes. Exclusive supplier: Glace Pingouin. GLASSES: Available on-site at inside supply services. No returns or refunds on boxes of glasses. See Order form. TENTS: The tent is optional (see your rental contract). Tents are installed directly on the floor of the site. It is your responsibility to maintain your kiosk or you can order cleaning from the Palais des Congrès. (Bring cleaning clothes, garbage can and bag. For more need call St-Gelais Location, FIRE REGULATIONS CITY OF MONTRÉAL: Please make note to return the form entitled Kiosk Site Plan before May 12th, for approval by the fire protection service. Install 1 portable fire extinguisher of either 40 BC or K type for fryers, and 2A-10BC for other types of cooking. Maintain a gap of.75 metres (2.5 feet) between cooking appliances and the tent. HEALTH AND SAFETY STANDARDS: It is important to read and respect the information from the environmental service of the city of Montréal. Inspectors visit the site regularly to verify kiosks respect safety standards. NO FOOD OR OTHER MERCHANDISE DIRECTLY ON GROUND OR FLOOR OR BEHIND YOUR SPACE (TENT OR KIOSK). NO CARDBOARD OR CRATES BEHIND YOUR SPACE. MAPAQ permit: The food permit must be completed and returned to the Ministry of Agriculture, Fisheries and Food of Québec (MAFFQ) before May 3rd. (See form) TASTING COUPONS: Products sold in money or in coupon. No extra royalty to pay to the promoter if sold in money. If sold in coupon (each coupon is sold at $1.00) the promoter will return 0,53$ (taxes incuded) per coupon to the exhibitors. The exhibitor statement will follow from 45 to 60 days later after the festival. Each day, exhibitors must bring coupons received, organized into packets of 100, to the festival administration office. Indicate the total number of coupons on the return envelope. A temporary receipt will be given to the exhibitor and the amount will be confirm after recount of the coupons. The exhibitor agrees to accept coupons for the tasting and to give them back to the Mondial no later than June 20th, After this date the tasting coupons won t be reimbursed to the exhibitor. SIGNAGE OUTSIDE KIOSKS: If you wish to mount a banner or any other visual element outside your kiosk (even on the outside tent wall), you must make a written request to the promoter (Mondial). A $500 minimum charge applies to all supplementary visibility. See GES catalogue for handling. Note: no sound effects, music or radio will be allowed without the written consent of the promoter. DRAWS AND OTHER PROMOTIONS: No draws or any other promotion may be carried out on-site without the written consent of the promoter. No tasting or promotion allowed out of your booth. Exhibitor kit

5 MONDIAL DE LA BIERE ON SOCIAL NETWORKS Join us and announce your presence at the festival! Add photos and comments and follow the 21 st edition live! #Mondialbiere Exhibitor kit

6 PALAIS DES CONGRÈS ACCESS DELIVERY LOADING AND UNLOADING, ENTER TO 163 SAINT-ANTOINE ST. WEST. ACCESS Palais des congrès address: Visitors main entrance: 201 Viger Street, Montréal Delivery Loading and unloading dock on 163 St. Antoine West HOW TO GET TO THE PALAIS: ON FOOT Exterior access: the main entrance is at 201 Viger Street, Montréal, but there are also entrances on Viger, St. Urbain and St. Antoine streets. MÉTRO The Palais des congrès is located at the Place-d Armes métro station. Directions at the métro exit will guide you to our installations. BUS Bus lines 55 and 129 stop in front of the Palais des congrès. Visit the Société des transports de Montréal (STM) website to find the best bus route near you. CAR There are several parking areas at or near the Palais des congrès, including: Indoor parking lot (400 spots) on Viger Ave, via Chenneville Street Indoor parking lot (1 200 spots) accessible via St. Antoine Street. Exhibitor kit

7 Move out procedure Event name: MONDIAL DE LA BIERE Merchandise removal shall begin at: 8:30 P.M. 15 JUNE 2014 (time) / (day) / (month) / (year) The Palais will not tolerate any dismantling before exhibit closing. The entire procedure must be completed by: 11:59 P.M. 15 JUNE 2014 (time) / (day) / (month) / (year) Regulations Please read the following procedure carefully. You must follow it to the letter to ensure the safe and orderly removal and transport of your material during dismantling. The doors between level 2 (Exhibition) and the loading docks will be closed until the carpeting in the aisles is completely removed. The blue dollies will be available at the loading docks when the doors open. Empty boxes or cases will be brought to the booth by the handling personnel of the Palais as soon as possible once the carpeting has been removed, or in the absence of carpeting, once visitors have left the room. In no case shall exhibitors access the storage area. When all of your material or merchandise has been brought to the loading dock, an operations manager there will issue you a pass so that you may park your vehicle at an available space at the loading dock. If your material can be transported without a dolly, you may leave the premises by the exit doors of the exhibition. Blue dollies or other heavy transport equipment will not be admitted to common or public areas of the Palais. These areas include the public elevators and escalators. You may access the parking lot of the Quartier international via service elevators 4 and 5, located at the southwest end of room 517a, on level 5 (Convention) or at the west end of the loading dock area on level , rue Saint-Antoine Ouest, 9 e étage, Montréal (Québec) H2Z 1H2 Exhibitor kit

8 MANAGEMENT OF SUPPLIES AND STORAGE ORDERS THE MONDIAL DE LA BIÈRE ASK THAT YOU PLACE YOUR BEER, ICE, PLASTIC GLASS AND GAZ ORDERS WITH THE CLERK LOCATED AT THE STORAGE SERVICE, HALL 220E. EXCEPTION : IF YOUR BOOTH IS OUTSIDE, YOU SHOULD ORDER THE BEER ONLY AT THE REFER CONTAINER LOCATED ON DE LA GAUCHETIERE STREET. YOU WILL FIND AT THE ADMINISTATION OFFICE AN ENVELOPE WHICH INCLUDES: ORDER BOOK FOR BEER,. TO TAKE OUT ICE, PLASTIC GLASS AND BEER GAZ FROM THE STORAGE SERVICE YOU NEED TO PREVIOUSLY GET A RECEIPT AT THE ADMINISTRATION OFFICE. THE ROUTINE: 1. THE EXHIBITOR WILL GIVE AN ORDER FORM OR A RECEIPT EITHER FOR BEER, ICE, PLASTIC GLASS AND BEER GAZ TO THE ORDER CLERK; 2. UPON DELIVERY OF PRODUCTS TO YOUR BOOTH, THE EXHIBITOR WILL SIGN THE RECEIPT TO CONFIRM THAT THE DELIVERY MATCHES THE ORDER; 3. IF YOU WISH YOU CAN LEAVE YOURSELF WITH YOUR PRODUCTS. 4. SUPPLY AND STORAGE SERVICE CLOSES AT 9:00 P.M.. 5. YOUR ARE RESPONSIBLE FOR YOUR INVENTORY. Exhibitor kit

9 Mondial de la bière 2014 SUPPLIES AND STORAGE POLICY BEER STORAGE Here is the maximum amount of space that you may use in the refrigerated truck (inside and outside). This space is 2 barrels by 2 barrels, which allows for the storage of 8 barrels or 4 columns of 8 cases of beer. (One space per 10 x 10 space rented) Since your space is limited, replenish it daily. EMPTY BOTTLES Management of empty bottles is your responsibility. Your kiosk is the only space that may be used for storage. You will need to bring all deposit bottles that need to return to the SAQ to the supplies department. All undesired bottles and waste will have to be left in the alley and The Palais des Congrès will ensure removal and recycling. SAQ PROCEDURES 1) BEER DELIVERIES: a) Exhibitor responsibilities Ensure that your beer orders have been processed by the SAQ and that they will be sent to the festival site. The Mondial de la bière receives deliveries from the SAQ; you may then add your orders to ours by communicating with the SAQ, if you whish. Our delivery date: Monday June 9th. Ensure that the inventory for your order is completed upon reception. All costs incurred are your responsibility. b) Mondial de la bière responsibilities Upon reception, the Mondial de la bière will inform you of the arrival of your order. Logistical co-ordination with the exhibitor. 2) RETURN OF EMPTY BOTTLES: a) Exhibitor responsibilities Management of empty bottles is your responsibility, as well as the administrative formalities with the SAQ. b) Mondial de la bière responsibilities Logistical co-ordination for the return of empty bottles with the exhibitor and the SAQ. Please, verify with the responsible of the storage when the SAQ will come to collect bottles. Exhibitor kit

10 Memo: exhibitor space coupons tasting glasses IMPORTANT NEWS EXHIBITOR SPACE We invite you to take advantage of an exhibitor space which will be made available to you. The exhibitor space is a place set aside for exhibitors, to which only exhibitors have access, in order to count coupons, relax and drink some products of the Mondial de la bière. Each exhibitor will receive 4 wristbands for space access in his exhibitor envelope. The space will contain tables and chairs, a fridge as well as coupon counting machines. Everyday from 11:00 a.m. to 8:00 p.m. a festival staff member will be overseeing access to the space at the entrance.you must not leave objects of value in this space since the Mondial de la bière is not responsible for theft or damage of any objects in the exhibitor space. COUPONS Please note that tasting coupons for the 2014 will be approximately 4 x 2 inches and will be able to be counted by a currency counting machine (if rent a counting machine, take note that it must be adjust for this type of coupon). You will be able to use one of the machines available at the exhibitor space or even rent one of the machines if you wish. Our supplier for 2014 will be: Erga Distribution 4004, boul. Côte Vertu, Montréal, Qc, H4S 1J9, (514) and info@secursom.com Mr Éric Rioux... see supplier order form TASTING GLASSES NEW ONLY REUSABLE OR DISPOSABLE PLASTICS CUPS ARE AUTHORIZED ON THE OUT- SIDE SITE OF THE MONDIAL DE LA BIÈRE NO GLASS! Please note that the official tasting glass for Mondial de la bière 2013 contain a 4-ounce pour, or one tasting. The minimum price for one tasting is two coupons. IMPORTANT REMINDER (i) The EXHIBITOR undertakes to serve samples exclusively in glasses or in plastic cup capable of holding a maximum of 12 oz. or less for samples at the EXHIBITOR s kiosk. Outside only plastics cups can be use. (j) The EXHIBITOR undertakes to ensure that its beer samples will be 4 oz. per sample and 8 oz. for 2 samples. No serving shall be greater than 8 oz. For ciders, wines and spirits, samples must not be less than half an ounce or more than 4 oz.; (k) The EXHIBITOR agrees: (1) not to serve or sell alcoholic beverages to a minor; (2) not to serve or sell alcoholic beverages to a person of full age if he knows they are for a minor; As for the tasting glass, the objective is to ensure that glasses used during the event contain a maximum of 12 ounces to minimize abusive consumption. Therefore, all drinking glasses sold by the exhibitor can contain a maximum of 12 ounces. You will be authorized to sell your glass of 12 ounces or less, serve 1 or 2 tasting samples maximum at once, for a total of 8 ounces in your 12 ounce or less plastic or glass container. Tasting must be sell in coupons only, even if theglass is sell in money. If a visitor is in possession of a glass that does not respect these conditions, we will know that the glass has been brought by the visitor and if he is unwilling to comply with the above mentioned 12 ounce or less rule, he will be asked to leave the premises. Visitors can bring their glass of choice to the Mondial, as long as it can contain 12 ounces or less. ÉDUC ALCOOL AND POINT ZÉRO 8 We are very happy to announce that we have renewed our agreement to provide a free drive home service in collaboration with Point Zero 8. We also encourage you to promote the idea of tasting and responsible behaviour in your kiosk. Exhibitor kit

11 Service des Infrastructures, transport et environnement Direction de l environnement Inspection des aliments 827 Crémazie Blvd. East, Suite 301 Montreal, Quebec H2M 2T8 Telephone: (514) Fax: (514) POLICY FOOD SAFETY AND HYGIENE IN TEMPORARY FOOD STANDS I - OBJECTIVES: To ensure the quality and safety of food served in temporary food stands in order to protect public health. II - DEFINITIONS: Food Stand A light, open shelter, erected on a public or private site, intended for the preparation, sale, or serving of food. Temporary Which carries out its activities for a limited time. For the purpose of this policy, the period is set as the duration of the event. III - RULES: Construction The stand must be installed on a site free of any source of pollution or contamination. It must be located on a paved or asphalted surface that is well drained, and must be kept clean. If the stand is set up on grass, it must have a raised floor that covers the full area of the stand. A stand located outside must be equipped with a roof and walls of approved materials such as wood or canvas in order to protect the interior from dust and rain. The walls and floors must be made of a nonabsorbant material, and must be free of cracks and kept clean. F:\Users\Inspections\FILIÈRE 14\29 - Temporary food stands.doc Page 1 of 5

12 A cooking appliance may be installed outside the stand but must be covered by a canopy or other device in compliance with the requirements of the Service de sécurité incendie de Montréal. Water The stand must have hot and cold running drinking water in sufficient quantity for food preparation, for washing equipment and utensils, and for hand washing. The plumbing must be connected to a waste water disposal or reclamation system Electricity Each stand must be connected to a power system or to a no-break generator of sufficient capacity for the proper operation of all appliances and equipment. Food Protection The surfaces of the materials and equipment (tables, containers, utensils, cutting boards, etc.) that come into contact with the food must be made of smooth, easily washable, non-toxic materials in good condition. These surfaces must be free of loose particles or cracks. The stand must be equipped with storage racks to hold food recipients so that they do not come into direct contact with the ground or the floor. In order to protect against the risk of cross-contamination, clean and disinfect the equipment, work surfaces, and utensils that come into contact with raw food of animal origin before using them for the preparation of cooked or ready-to-eat food. Self-serve foods such as condiments (ketchup, mustard, onions etc.) must be offered in individual sachets or placed in food dispensers that do not allow for reintroduction by the consumer. Where foodstuffs are not wrapped, their handling by the public must be prevented. Food Sources All food served at the stand must come from approved sources (e.g., retailers, restaurants, or distributors). Purchase invoices or other vouchers must be at the disposal of inspection personnel at all times. These invoices must indicate: the nature and the quantity of products purchased or received; the date of purchase or receipt; the name and address of the supplier. F:\Users\Inspections\FILIÈRE 14\29 - Temporary food stands.doc Page 2 of 5

13 Holding Temperature Foods subject to alteration by heat (such as meat, poultry, fish, milk products, seafood, eggs, cut melon, cooked vegetables, prepared (hot) cereal, cooked rice, or dishes cooked using these foods) must, except during the time needed for processing, be kept at a constant internal and surrounding temperature not exceeding 4 C (40 F). Perishable food that is transported, sold, or served hot (such as meat, poultry, fish, seafood, eggs, cooked vegetables, prepared (hot) cereal, cooked rice, or dishes cooked using these foods) must be kept at an internal temperature of at least 60 C (140 F). The temperature of these foods must be checked using a functioning thermometer that is precise to + -1 C (2 F). The stand must be equipped with mechanical equipment such as refrigerators, freezers, and hot food tables in order to maintain food at the temperatures prescribed above. All compartments where food subject to deterioration by heat is kept, must be equipped with a functioning thermometer that is precise to C (2 F). Thawing Food subject to deterioration by heat must be thawed: in the refrigerator at or below 4 C; or combined with a cooking process. Cooking During cooking, food must reach the following minimum internal temperatures for at least 15 seconds: 74 C (165 F) poultry; 68 C (155 F) all ground meat except poultry, pork; 63 C (145 F) beef, veal, lamb, fish, seafood. Cooling Cooked food subject to deterioration by heat must be cooled as quickly as possible to a temperature of 4 C or lower. The internal food temperature must drop from 60 C (140 F) to 4 C (40 F) in 6 hours or less, including from 60 C (70 F) to 21 C (70 F) in 2 hours or less. F:\Users\Inspections\FILIÈRE 14\29 - Temporary food stands.doc Page 3 of 5

14 Reheating Food that has already been cooked and cooled, and that must be kept hot, must be reheated to a temperature of 74 C (165 F) or higher. Reheating must be completed within 2 hours. Cleaning and Disinfection The stand must have a sink for cleaning and disinfecting equipment and utensils. A location reserved for cleaning and disinfection of equipment and utensils may be authorized for use by several stands. Cleaning and sanitation products and clean cloths must be available in sufficient quantities inside the food stands. All work surfaces and reusable equipment and utensils must be washed and sanitized every day of operation, or upon contamination, and must be kept clean. The following stages must be adhered to during cleaning and disinfection: pre-rinse and scour; wash in hot water to which detergent has been added; rinse with hot water; disinfect with a disinfecting solution (for example: 5 ml of bleach per litre of water); air dry. Personnel Hand washing Each stand where unwrapped food is prepared or handled must be equipped with hot and cold running water, liquid or powdered soap from a dispenser, and individual towels. The stand must at least have a tank with a minimum capacity of 19 litres (5 gallons), a steady flow tap dispensing jets of warm water, a soap dispenser, individual towels, and a receptacle to collect the water. F:\Users\Inspections\FILIÈRE 14\29 - Temporary food stands.doc Page 4 of 5

15 Food handlers must wash their hands after using tobacco or going to the washroom, before starting work, each time there is a risk of food contamination. Hands must be dried with individual towels that must be disposed of after use. Hygiene of personnel Persons who prepare food products, wash or clean material and equipment must: wear a clean hat or clean hairnet that completely covers the hair; wear a clean beard covering that completely covers the beard; wear clean work clothes; refrain from wearing nail polish, watches, rings, earrings, or other jewellery; abstain from smoking or eating. Health Persons must refrain from handling food when they show symptoms of vomiting, diarrhea, fever, jaundice, or a sore throat with fever. Persons must wear a clean, waterproof bandage on every cut on the hand, and wear a clean waterproof glove over it. Waste There must be sufficient quantities of containers for waste disposal. These containers must be air-tight, and clean, and must not be made of cardboard. Waste must be removed as often as necessary. Permit Every operator of a stand where food is prepared or kept hot or cold for sale must hold a permit from the Ministère de l Agriculture, des Pêcheries et de l Alimentation du Québec. During the event, the permit must be available at all times at the place of operation. For more information regarding permit costs or to obtain a permit, the stand operator must contact the Division de l inspection des aliments. F:\Users\Inspections\FILIÈRE 14\29 - Temporary food stands.doc Page 5 of 5

16 Simplified Guide to Fire Prevention - Exhibition September 2011 Edition

17 Simplified Guide to Fire Prevention - Exhibition Please note that this document relates to the main regulations of the City of Montréal Fire and Security Department. For any other situation not presented in this document, please address your requests or questions to the Production Department. A) Materials for booth decoration or display 1. Draperies, curtains, decorative materials including dried flowers, cotton, styrofoam, paper and cardboard of less than 1/8 inch (3 mm), textiles, netting and plastic materials, must comply with the CAN/ULC-S109-M Standard for Flame Tests of Flame-Resistant Fabrics and Films, or be fireproofed by a company specialising in flame-retardant treatment. 2. It is not necessary to fireproof fabrics, paper and other combustible materials intended for sale. Only one sample or piece of useful length may be displayed. Each sample must be in a different shade, texture and quality. 3. Cardboard boxes and crates empty of merchandise should be clearly identified and will be picked up only by employees of the Palais des congrès de Montréal, then stacked based on availability of storage space reserved for this purpose. It is forbidden to store these materials on the side, the back or inside the booth. 4. Natural trees are permitted if they are potted with their roots and watered on a daily basis. 5. Helium cylinders are permitted if they are firmly secured by chain to a cart. B) Flame retardant treatments The exhibitor or exhibitor s supplier is responsible for renewing flame retardant treatments when needed to ensure that materials pass the match flame test NFPA-701, Fire Tests for Flame-resistant Textiles and Films. The Security Department of the Palais des congrès de Montréal reserves the right to conduct this test at any time to ensure fire retardant efficiency. C) Treating tents covering under 300 sq. ft. for flame retardation Each tent is required to comply with one of the following standards prior to being authorized for installation: Each tent is required to comply with one of the following standards prior to being authorized for installation: Tent must be equipped with a label confirming the material is either NFPA 701 certified (fabric) or CPAI 84 certified (vinyl) or be accompanied by a certificate declaring the material to be flame retardant, otherwise the exhibitor shall be required to treat the tent onsite for flame retardation or bring it to a specialist and then present certifiable proof of flame retardation. As a last resort, a piece of the tent shall be tested for flame retardation. September 2011 issue 1

18 Simplified Guide to Fire Prevention - Exhibition D) Prohibited materials Unless written authorization has been obtained from the Security Department of the Palais des congrès de Montréal, it is forbidden to use the materials on the following list : Softwood trees or branches Fabrics in cellulose acetate Straw Straw shavings Peat Packing chips Jute Sono tube. Polypropylene / polymer (coroplast) except if the surface used corresponds to 10% or less of the total surface of the stand E) Construction and placement of booths 1. Booths and displays should be installed and operated without obstructing: Access to any exit or visibility of any exit ; The width of any exit ; The visibility of any exit sign ; Access to fire fighting equipment. 2. No part of an object displayed should extend to an aisle or corridor designated as such. 3. Booths of Wood constructions should be a nominal thickness of more than ¼ inch (6 mm) or be fireproofed by a company specialising in flame-retardant treatment. 4. The minimum width of aisles serving public exhibits and displays is 10 feet (3 m). 5. The minimum width of aisles serving booths and exhibit displays at trade shows is 8 feet (2.4 m). 6. Any installation with a ceiling, rigid roof, membrane, fabrics or any other material of which surface is more than 300 square feet must be equipped with automatic sprinklers or obtain the approval of the Security Department of the Palais des congrès de Montréal. 7. The stages for services, shows or speech (training course) of more than 300 square feet can not be used as shelter for a person or storage place of flammable material. Should this happen, the installation of sprinklers is mandatory. 8. A minimum clearance of 18 inches (45 cm) is required under the sprinkler heads. 2 September 2011 issue

19 Simplified Guide to Fire Prevention - Exhibition F) Ignition sources 1. Unless there is a regulator or control device to eliminate risk of fire or explosion, it is forbidden to produce open flames, sparks or heat using an ignition device or during an activity. The proposed control device must be submitted to the Security Department of the Palais des congrès de Montréal for approval. 2. Use of candles and paraffin lamps are subject to a request for approval by the Security Department of the Palais des congrès de Montréal. They should be mounted on non-combustible (non-floating) supports and be placed in a container or candle holder ideally exceeding 1.5 inches (3.8 cm) the height of the flame, so that the flame does not accidentally enter into contact with combustible materials (tablecloths, etc.). It is forbidden to use vegetable oil as fuel. 3. Performances featuring fire-eaters or use of pyrotechnic devices are prohibited, unless written authorization has been obtained from the Security Department of the Palais des congrès de Montréal. G) Cooking equipment Any request for cooking appliances must obtain the approval of the Production Department of the Palais des congrès de Montréal. An evaluation will be made according to the quantity involved and what other events may be taking place at the same time. 1. Only electrical cooking appliances and sterno hot plates are permitted. 2. When cooking, a fire extinguisher must be readily available within the booth. 3. Maximum surface area for cooking equipment is limited to 288 square inches (0.19 m2). 4. Cooking equipment should be placed on a non-combustible surface. 5. Cooking equipment must be installed at a minimum distance of 4 feet (1.2 m) from visitors. 6. Cooking equipment must be at a minimum distance of 2 feet (0.6 m) from all combustible materials or any other cooking device. 7. Open fryers are not permitted, because there is no way to recover the grease and oil vapours. Only fryers with an airtight cover are permitted. However, you are required to submit a model of the equipment concerned for approval by the Production Department. 8. No portable cooking equipment using charcoal, wood charcoal, gas, propane or butane can be used inside the Palais des congrès de Montréal. September 2011 issue 3

20 Simplified Guide to Fire Prevention - Exhibition H) Meals and beverages: flambés 1. Meals and beverages may be flambéed, but only in the area where they are served. 2. Combustible devices used to flambé meals or beverages or to reheat meals must be fuelled outside the service area, away from all ignition sources and over a non-carpeted surface, such as concrete. I) Vehicles and other internal combustion engines on display 1. All fuel tank openings of vehicles and other internal combustion engines on display should be locked or sealed with tape to prevent the escape of vapours (except for tanks that have never contained fuel). 2. Fuel tanks of vehicles on display should not be more than one half full or contain more than 10 gallons (38 litres) of fuel. 3. Remove spark plugs when a secondary battery is not required to start the engine. 4. Vehicles may not be moved during show hours. Internal combustion engines should not be started without authorization from the Security Department of the Palais des congrès de Montréal. 5. It is prohibited to fuel or defuel any vehicle inside the building or within the immediate area of the Palais. 6. Propane tanks, used in trailers, recreational and utility vehicles or any other form of equipment, must be removed, emptied and sealed before entering the exhibition rooms. J) Arrangement of furniture inside the exhibit 1. In each row of five seats or more, the seats must be attached together. The rows may have a maximum of 15 seats and should be separated by aisles with a minimum width of 44 inches (112 cm). 2. Combustible devices used to flambé meals or beverages or to reheat meals must be fuelled outside the service area, away from all ignition sources and over a non-carpeted surface, such as concrete. 4 September 2011 issue

21 Simplified Guide to Fire Prevention - Exhibition K) Fire Arms 1. Promoters or organizers whose exhibitions involve fire arms are subject to Canadian law respecting storage of fire arms. Your event manager will provide you with the appropriate document upon request. The Security Department of the Palais des congrès de Montréal or the Montréal Fire and Security Department may, at any time, refuse any installation that does not comply with their requirements. Thank you for your cooperation. September 2011 issue 5

22 September 2011 Edition