2017 Exhibitors Handbook

Transcription

1 2017 Exhibitors Handbook

2 Index Timetable 3 Important 3 General Enquiries 3 Service Providers 3 GENERAL INFORMATION 5 Access 5 Aisles 5 Booth Construction - Decorative Materials 5 Breakdown 7 Build Up 7 Catering Services 7 Cleaning / Refuse Collection 8 Courier Services 8 Deliveries 8 Direct Energy Centre Services 8 Directions 9 Electrical Supply 9 Electrical Equipment and Connections 9 Emergency Procedures 9 Furniture 9 Internet Access 10 Janitorial Services 10 OPS Event Rentals 10 Sampling 10 Sub Letting 10 Traffic Marshalling 10 Union Restriction at DEC 12 Dollies 12

3 Timetable Date Time Thursday 19th Oct. 8:00 to 19:00 8:00 to 11:00 Friday 20th Oct. 7:00 to 10:00 11:00 to 20:00 20:30 Saturday 21st Oct. 10:00 to 18:00 18:00 to 23:00 Build Up Vehicle Access to show floor Build Up Open to public Exhibitors leave the building Open to public Breakdown Important Exhibitors must ensure they make the necessary arrangements for unloading of deliveries. If deliveries arrive and the organisers and their staff have to arrange unloading a charge will be incurred. The organisers accept no liability for loss or damage if deliveries are made and no company representative is on site to accept delivery. General Enquiries For help with any questions regarding the exhibition please admin@lmexpo.com. Service Providers Organisers Canada Running Series inc 264 The Esplanade Toronto Ontario M5A 4J6 Contact - John Beeden Tel: admin@lmexpo.com

4 Show Decorators / Furniture / Lifting Furniture Carpet Hardwall Booths In Booth Labour In Booth Forklift Material Handling Security Cage Advanced Shipping You can download their order form from Username - WATERFRONTMARATHON Password - STWM20-22/2017 OPS Event Rentals Inc Maingate Drive Mississauga, Ontario L4W 1R8 info@ops-eventrentals.ca Tel: Fax: Direct Energy Centre Services Parking Cleaning Electrical Ceiling Lighting Floor Lighting Internet Plumbing Signage Telecommunications On Line Booking - Exhibitor Services Dept. Direct Energy Centre Exhibition Place 100 Princes' Blvd. Toronto, ON M6K 3C3 exhibitorservices@enercarecentre.com Tel:(416) Fax: (416)

5 GENERAL INFORMATION Access Earliest access to the venue is on 18th October please see Vehicle marshalling. Aisles Aisles must be unobstructed at all times and exhibits must not project into gangways. Exhibits must be kept within stand areas. Booth Construction - Decorative Materials All materials used for construction or decoration of displays, booths, etc., must be either non- combustible or treated and maintained in a flame-retardant condition by an approved flame retardant treatment or process. (A test for flame retardancy is described in Appendix B). A list of prohibited materials (those which cannot be treated for flame retardancy) and materials which generally require flame retardancy treatment is given in Table 1. Table 1 Prohibited Materials and Materials That Require Flame Retardancy Treatment Material Acetate fabrics Corrugated paper box board No-seam paper Paper backed foil Status Prohibited Prohibited unless flame retardant treatment applied at factory Prohibited Prohibited unless glued securely to suitable backing Foamcore Drapes, curtains, drops, hanging, etc. Decorative fabrics Christmas trees, cut branches Dried Flowers, artificial flowers Motion picture screens Prohibited Paper (Note: cardboard or compressed paperboard less than 1/8 thick is considered paper.) Ruscus Split wood Bamboo fibres Textiles Styrofoam Gatorboard Wallpaper Must be pasted securely to wall or wallboard backing Plastics Require approval from The Direct Energy Centre

6 Combustible/Flammable Products for Sale It is not necessary to flameproof textiles, paper or other combustible samples of merchandise on display for sale. Materials, Processes and Equipment Within a Booth The following processes/equipment are strictly prohibited: blasting agents or explosives flammable cryogenic gases aerosol cans with flammable propellants smoking (except in designated Smoking Areas ) fuelling of motor vehicles liquefied petroleum or natural gas wood matches with all surface strikes hazardous refrigerants such as freon, sulphur dioxide or ammonia cellulose nitrate motion picture film use of equipment approved for outdoor use only (for example barbecues) use of flammable liquid or dangerous chemicals electrical equipment or installation of electrical equipment that does not conform to CSA- C22-1, Electrical Safety Code The use of the following processes or equipment is subject to approval from The Direct Energy Centre. If any material, process or equipment requiring approval is to be used, the exhibitor shall submit in writing to the Show Manager the nature of the process or equipment and any safeguards to be used to protect the hazard. Requests will be submitted by the Show Manager to The Direct Energy Centre. The Direct Energy Centre representative will review the request and respond with his/her approval, rejection or limitations. Propane and Natural gas fired equipment. Operating any heater, grill, heat-producing device, open flame device candles or torches. Use of portable heating or cooking equipment to cook food. Fireworks must receive approval from Toronto Fire Services and be operated under the supervision of a federally licensed pyrotechnician. Exhibits involving hazardous processing or materials not previously listed. Storage or display of ammunition and fire arms (subject to subsection 5.2 of the Ontario Fire Code and Criminal Code). Display of knives, swords or any object or merchandise deemed as a weapon. All such products can only be displayed in a glass case or behind the counter out of the reach of the public. Pressure vessels including propane tanks Fossil fuel powered equipment. Hydraulically powered equipment using flammable fluids. Radiation producing devices.

7 Breakdown See Timetable. Please note that children under 16 years old and Pets will not be permitted into the hall at any time. Breakdown starts at 6PM and finishes at 11PM on the 21st October. Under No Circumstances are booths allowed to start breaking down before 6pm and we have cleared the building of the general public. PLEASE NOTE: Any exhibits / stand material remaining after this time will be removed by the event organisers and storage / removal fees will be passed on to the exhibitor. If you or your contractors are constructing the stand please ensure all construction materials are removed before leaving the venue. Costs will be incurred for removing abandoned materials. If you require additional time to break down your exhibit please speak to the exhibition organisers prior to the commencement of the show. Build Up See Timetable. Please note: Children under 16 years old and Pets will not be permitted into the hall at any time. Please follow instructions issued by marshals at all times. Please see vehicle marshalling document. Catering Services There are on site catering facilities provided by the Direct Energy Centre, No other food and drink product are to be brought onto the property. SAMPLING AND FOOD OPERATION REQUIREMENTS Direct Energy Centre reserves the right to control the sale and/or sampling of food or beverages, including confectioneries. Food samples must not exceed 28 grams (1 oz.) by weight or 30 millilitres by volume, and food and beverage items for sale must be prepackaged in such quantities as to be solely intended for home consumption and equal not less than one kilogram by weight or one litre by volume. If food and/or beverage products are sold for immediate consumption within Direct Energy Centre, the exhibitor in question will be asked to stop selling these food and/or beverage products. Should the practice continue, the exhibitor must comply with Direct Energy Centre Sub Contractors Agreement. To ensure that food sampling is done in a safe manner, The MTCC reiterates to exhibitors giving out samples of food and/or beverages that they must adhere to policies and recommendations put forth by the City of Toronto Department of Public Health. Sampling may only be carried out with the written permission of the organisers, please contact admin@lmexpo.com

8 Cleaning / Refuse Collection The aisles and common areas in the Exhibition Hall will be cleaned and refuse will be collected. This is the responsibility of the Organisers. Booth cleaning can be arranged by completing the booth cleaning form. Courier Services If you require courier collection for show breakdown please ensure you have arranged this prior to Saturday with your companies preferred supplier. Deliveries Deliveries will only be accepted during tenancy of the exhibition i.e. from 13th October at the earliest. Deliveries on public open days must be made prior to 10.00am on Friday 14th and 9.00am on Saturday 15th. If you need to have something delivered to your booth, e.g. stand brochures etc., or you are using a courier to make a delivery, please arrange to have your packages addressed as follows and we will direct deliveries to your stand: Attn: (the recipient), (Your company name and booth number) C/o Scotiabank Toronto Waterfront Marathon, Runners Expo, Enercare Centre, Hall B, Exhibition Place, 100 Princes Blvd., Toronto Ontario M6K 3C3. See Traffic Marshalling for hall access details. Please ensure that a representative of your company is on-site to receive and sign for the delivery. We are unable to accept responsibility for any goods delivered to unstaffed. We strongly advise all exhibitors who are sending valuable items to the exhibition to send them by recorded or registered post. Any such items must then be signed for personally by exhibitors. Direct Energy Centre Services Direct Energy Centre provide the services listed below, all their order forms can be found online at They also offer online ordering, log on details are at the beginning of their form section. Parking Cleaning Electrical Ceiling Lighting Floor Lighting Internet Plumbing

9 Signage Telecommunications On Line Booking exhibitorservices@enercarecentre.com Directions Please refer to the Traffic Marshalling document (to be distributed before the event). Electrical Supply Please read the electrical equipment document attached. For electrical supply and equipment hire see electrical order form. Electrical Equipment and Connections In accordance with the Canadian Electrical Code, CSA C22.1 all electrical equipment must be approved before it may lawfully be advertised, displayed, offered for sale, sold or otherwise disposed of or used in the Province of Ontario. It is therefore the responsibility of each Exhibitor to ensure that all electrical equipment in, on or about his/her booth comply with the above regulation. This includes electrical merchandise as well as lighting and display equipment. Electrical equipment for which CSA approval is required shall be submitted to the Canadian Standards Association, 178 Rexdale Boulevard, Rexdale, Ontario M9W 1R3, (416) The approval of this association is accepted to all electrical inspection authorities in Canada. Please contact the CSA for details to this procedure. Emergency Procedures The Direct Energy Centre buildings are equipped with sophisticated fire protection equipment, including automatic detection, fire alarm and voice communication. Upon arrival, you should familiarise yourself with the building particularly as to the location of the nearest exit, manual pull station, fire hose, and fire extinguisher. If there is an outbreak of a fire, activate the nearest fire alarm manual pull station. Fire extinguishing, control or confinement is primarily the responsibility of the Toronto Fire Department. The production of toxic fumes in building makes fire fighting potentially dangerous, particularly if a large amount of smoke is being generated. Only after ensuring that the alarm has been raised and the Toronto Fire Department has been notified, a small fire can be extinguished by experienced person(s) familiar with extinguisher operation. If it cannot be easily extinguished, leave the area and [if possible] confine the fire by closing the door Furniture Furniture is only included in your stand if it is shown on your booking confirmation. You basic booth cost is booth (pipe and drape where appropriate) only.

10 Please contact OPS for your furniture requirements. You can download their order form from Username - WATERFRONTMARATHON Password - STWM20-22/2017 Internet Access If you require Internet access - Please complete and return the Internet form to Direct Energy Centre. Janitorial Services If you require Janitorial services - Please complete and return the Cleaning form to Direct Energy Centre. OPS Event Rentals OPS Rentals are the show decorators, they provide the following service. Their order forms can be found at the back of the manual. Furniture Carpet Hardwall Booths In Booth Labour In Booth Forklift Material Handling Security Cage Advanced Shipping You can download their order form from Username - WATERFRONTMARATHON Password - STWM20-22/2017 Sampling If you are sampling food products from your booth please complete and return the food sampling form online here. Please also read food sampling in this manual. Sub Letting Exhibitors are reminded that they must not transfer, sublet the whole or part, or subdivide their stand to any other company whether for financial consideration or enter into any agreement to do so without Consent from the Organisers. Please inform Canada Running Series in writing if you intend to sublet your stand. Traffic Marshalling Exhibitors are required to unload in the loading dock at the rear of exhibit hall B. Limited access to the show floor will be available until 11am on Thursday 13th October. Exhibitors will be required to unload as quickly as possible and remove their

11 vehicle to the on site parking facilities, no charge is made for parking on build up days (more information to be distributed before the event). The driver must stay with the vehicle at all times, any abandoned vehicles with be removed at the owners cost. If you require parking on the show open days this must be booked using the booking form online here.

12 Union Restriction at DEC Exhibition Place is a City of Toronto owned facility, and as such is a union facility. We require all Clients and their exhibitors to adhere to all collective agreements in place between the Board of Governors of Exhibition Place and the following unions; Labourers/Cleaners, Carpenters, Electricians, Plumbers, IATSE, Painters and CUPE. Most union requirements can be honoured by booking services through our official contractors or the venue services department. If you have any questions regarding union restrictions or for a full breakdown of Union regulations please contact the organisers. Dollies Trolleys for build-up and breakdown will not be provided. If you have large amounts of product to load - unload and you need a trolley it is advisable to provide transport facilities for your own use.