EXHIBITOR MANUAL Ottawa Pet Expo November 8-9, 2014 EY Centre, Ottawa, ON

EXHIBITOR MANUAL
Ottawa Pet Expo
November 8-9, 2014
EY Centre, Ottawa, ON
TABLE OF CONTENTS
FORMS FOUND ON THE WEBSITE INCLUDE .................................................................................................. 3
SHOW SCHEDULE .......................................................................................................................................... 3
PARKING AT THE CENTRE .............................................................................................................................. 3
INCLUDED IN YOUR CONTRACTED BOOTH SPACE ........................................................................................ 4
NOT INCLUDED – Order forms available for suppliers on our website ........................................................ 4
SERVICE CENTRE HOURS ............................................................................................................................... 5
DEADLINES AND IMPORTANT DATES ............................................................................................................ 6
MOVE-IN ....................................................................................................................................................... 6
MOVE-OUT .................................................................................................................................................... 7
SECURITY ....................................................................................................................................................... 7
INSURANCE – MANDATORY FOR ALL BUSINESSES ....................................................................................... 7
SHIPPING AND RECEIVING ............................................................................................................................ 8
SOLICITING .................................................................................................................................................... 8
CONTESTS AND DRAWS ................................................................................................................................ 8
RULES AND REGULATIONS ............................................................................................................................ 9
HEIGHT RESTRICTIONS .............................................................................................................................. 9
BOOTH RESTRICTIONS .............................................................................................................................. 9
FLOOR & CEILING ...................................................................................................................................... 9
DISPLAY INFORMATION .......................................................................................................................... 10
ELECTRICAL AND FIRE REGULATIONS ..................................................................................................... 10
FAQ.............................................................................................................................................................. 13
FORMS FOUND ON THE WEBSITE INCLUDE:
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Exhibitor Badge Form (less than 400 sq. ft.)
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Exhibitor Badge Form (more than 400 sq. ft.)
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Additional Guest Passes Order Form
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Additional Exhibitor Badges Order Form
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Show Guide Info Form
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Contest / Draw Form
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New Products and Media Form
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Freeman Décor (Décor Rental Info)
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Freeman Electrical (Electrical & Rigging Info)
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DE Systems (Computer & Internet Rental Info)
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Out of Town Shipping of Goods
SHOW SCHEDULE
MOVE-IN
DATES & TIMES
Friday, November 7
12 noon to 10 pm
SHOW HOURS
Saturday, November 8
Sunday, November 9
9 am to 6 pm
10 am to 5 pm
MOVE-OUT
DATES & TIMES
Sunday, November 9
5 pm to 11 pm
PARKING AT THE EY CENTRE
Paid parking on-site is in effect during move-in and move-out as well as throughout the show
for exhibitors and visitors. Parking charges of $7.00 must be paid daily.
INCLUDED IN YOUR CONTRACTED BOOTH SPACE
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Your booth space draped and perimeter marked
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Company name and website in the Exhibitor List section of the show website
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Company name, booth number, and website listed in the Show Guide (must be registered by
Oct. 14, 2014)
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5 exhibitor badges (for booths under 400 sq.ft.) or 10 exhibitor badges (for booths over 400
sq.ft.)
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Ottawa Pet Expo ticket link to send to your customer database to promote yourself in the show
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10 (or more, depending on time of booking) complimentary entry passes for friends, family, or
VIP guests
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Special discount pricing for additional passes
NOT INCLUDED – Order forms available for suppliers on our website
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Electricity
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Telephone and internet service
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Carpet
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Furniture
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Shipping of materials
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Advance storage of material
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Parking
The following service centres are available to you during the Ottawa Pet Expo:
Caneast Show Office
Friday, November 7
Saturday, November 8
Sunday, November 9
12 noon to 10 pm
9 am to 6 pm
10 am to 5 pm
Services offered:
•
•
•
Exhibitor badge pick-up
General exhibitor information
Lost and Found
Freeman Show Office
Friday, November 7
12 noon to 10 pm
Services offered:
•
•
•
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All furniture installation (carpet, drapes, tables, etc.)
Delivery and material handling
Additional furniture orders
Electricity needs
DE Systems Office
Friday, November 7
12 noon to 5 pm
Services offered:
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•
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Internet connection
Computer rental
Telephone rental
*installation times can be arranged outside those posted by contacting 613-903-4123. A
technician is on-call and/or on-site throughout the setup and duration of the event.
DEADLINES AND IMPORTANT DATES
Forms
Insurance
certificate –
mandatory
for
businesses
Representative
Contact
John Argyropoulos
Tel: 905-695-2971, ext. 105 or 1(ExhibitorInsurance.com) 866-836-9066
Fax: 905-760-2260
johna@exhibitorinsurance.com
Due date
Tami Sharp
(613) 241-7775 ext. 200 or
tami@caneastshows.com
October 17, 2014
Tami Sharp
(613) 241-7775 ext. 200 or
tami@caneastshows.com
October 14, 2014
Breanna Pizzuto
(613) 748-7180 ext. 286 (Breanna)
Early bird savings
(613) 748-7180 ext. 234 (General)
deadline –
freemanottawaES@freemanco.com October 17, 2014
*if you
already
have
coverage
OR need to
purchase
add’l
coverage
Exhibitor’s
name badges
- mandatory
Show Guide
form mandatory
Freeman
Décor and
Electrical
orders –
optional
ASAP
Important:
Certificate must
be inclusive of
move-in/moveout dates
(Nov. 7 – 9)
and list “Caneast
Shows Inc.” as
additionally
insured
MOVE-IN
Due to liability and insurance concerns, working in your booth will ONLY be allowed during
the allocated move-in/move-out times.
Exhibitors are responsible for the moving of exhibit materials to their booth location; a limited number
of dollies are made available to assist with this process.
•
Upon your arrival, please come to the Show Office to register and receive your exhibitor badges
•
Please ensure you have sent your proof of insurance to Caneast prior to move-in. You cannot
set up without it.
Your representative should accompany all goods in transit from the loading area to your booth.
Show management retains the right to inspect any box or crate that is removed from the exhibit
halls.
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•
•
Do not begin set-up until all your goods have been removed from your vehicle and your vehicle
removed from the loading area.
MOVE-OUT
You will receive detailed move-out instructions at the show. Move-out on Sunday begins only after the
show closes. For safety/security reasons and as a courtesy to attendees, no removal or dismantling of
displays or materials is permitted before 5 pm on Sunday, November 9. All exhibits must be removed
from the exhibit halls by 11 pm. Failure to do so will result in additional charges incurred by the
exhibitor.
SECURITY
The exhibit halls will be secured and locked every night on closing. It takes approximately 10 minutes to
clear the hall of customers. Do not leave your booth unattended and open to theft. For the security of
your goods, we suggest you stay in your booth until 10 minutes after the show closes. You must vacate
the halls no later than a half-hour after closing each show night.
INSURANCE – MANDATORY FOR ALL BUSINESSES
If you are exhibiting as a rescue, non-profit, charity, or breeder, it is HIGHLY RECOMMENDED
(not mandatory) that you carry adequate liability insurance.
Insurance must be provided before move-in begins. Exhibiting businesses who fail to provide
proof of insurance will be denied access to the event.
Business exhibitors must provide proof of liability insurance coverage of at least $2,000,000 for each
separate occurrence during the period commencing on the first move-in date and terminating on the last
move-out date. The policy shall protect us and insure you against all claims, demands, actions, or
proceedings for money, damages, costs, penalties, and losses and all liability which may be imposed by
law for loss of life, personal injury, or damage to or loss of property arising from or in any way connected
with your presence or operations at the Show (please refer to the back of your contract “Insurance and
Indemnity” for further details).
Providing proof of insurance can be achieved by having your insurance company or broker forward their
own documentation to Brokers Trust Insurance Group Inc. For those who don’t have existing coverage
or are finding their present coverage more expensive, we have made arrangements with Brokers Trust
Insurance Group Inc.; forms are included in this package as well as on our website. For additional
information, please contact:
Exhibitorinsurance.com
(administered by Brokers Trust Insurance Group Inc.)
ATTN: John Argyropoulos
434 North Rivermede Rd., Ste. 3
Concord, ON L4K 3M9
Tel: 905-695-2971, ext. 105 or 1-866-836-9066
Fax: 905-760-2260
johna@exhibitorinsurance.com
www.exhibitorinsurance.com
SHIPPING AND RECEIVING
Freeman will receive shipments at the exhibit facility beginning on move-in day. Shipments arriving
before November 7 will be refused by the facility. Any charges incurred for early freight accepted by
the facility will be the responsibility of the exhibitor. Please note that any leftover freight at the end of
the show will be shipped back to the exhibitor by Freeman at the additional expense of the exhibitor.
Caneast Shows has made arrangements with Liberty Transportation Services as the official show
transportation supplier. Forms are included online with your Exhibitor Kit.
SOLICITING
Soliciting of business and distribution of samples, souvenirs, and literature (including promotions by
costumed personnel) must be confined to your exhibit space only. It is not permitted in the aisles, in
other exhibitors’ booths, at any building entrance/exit, or anywhere on the grounds of the event,
including the parking area (car windshields) without show management authorization.
CONTESTS AND DRAWS
Contests, draws, and merchandise giveaways will not be permitted without the approval of Show
Management. Draws conducted by exhibitors in conjunction with their exhibit must be free of any
obligation on the part of their winner. Prize winners must not be required to place an order before
collecting the prize offered. The listing of prizes and terms of the draws must be clearly stated on the
entry form. Please note that the selling of raffle tickets is not permitted. Exhibitors wishing to conduct a
contest/draw in association with/at the Ottawa Pet Expo must complete the Contest/Draw Approval
Form, and ensure that they follow all rules under Section 59 of the Competition Act, obtainable from
Consumer and Corporate Affairs Canada. Failure to comply with the rules of this Act constitutes a
criminal offence.
RULES AND REGULATIONS
HEIGHT RESTRICTIONS
The maximum height for the back of an exhibitor’s display (including signage) is 8 feet. For booth
displays 10' or less in depth, sidewalls and display materials may extend 5' from the back at a maximum
height of 8'. For the remaining 5' to the front, sidewalls and display materials cannot exceed 4' in height.
All exposed areas must be finished to the satisfaction of show management.
BOOTH RESTRICTIONS
All exhibit material and personnel must remain within their allocated exhibit space as contracted.
FLOOR & CEILING
All exhibits at the Ottawa Pet Expo without live animals must have a suitable floor covering. If you
choose to have a live animal in your booth, flooring for your space is still recommended.
You may choose carpeting (the ideal solution), floor mats, or floor tiles to cover the floor of your space.
Please ensure all floor coverings remain within the dimensions of your exhibit space. No flooring
materials (such as linoleum) requiring the use of cement or mastic tape to secure them to the floor are
permitted. No exhibit materials may be secured to building walls or hung from ceilings. Cloth based
double-sided tape is the only adhesive material accepted to secure your materials to the floor. The only
tapes authorized for use on exhibit hall floors are:
•
•
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Doublestick V (2-sided tape)
Rainbow (1-sided 7ml vinyl)
Masking tape
#618 Suretape (cloth duct tape)
#174 high-adhesion double-faced tape
“Stick-on” floor decals, floor signs, or similar promotional items, meant as floor décor, may not be used
in or about the facility unless approved by the EY Centre. Acceptable wall adhesives are Lepage Fun Tak
or similar putty adhesive. Prohibited tapes include clear packaging tape, generic duct tape, and electrical
tape on the exhibit hall floors. Heat tape or double faced tape is prohibited on the carpets. All adhesive
products must be removable without damage to the surfaces or building finishes. Charges will apply for
all tape damage and for cleaning and removal by the facility of non-approved adhesives.
DISPLAY INFORMATION
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The use of nails, screws, or any material that can mark floors, walls, or the ceiling of the exhibit
hall is prohibited.
The only tape exhibitors are allowed to use for securing carpet or material to the floor is doublesided cloth tape.
In order to maintain a professional image for the public attending the show, hand-drawn signs of
any nature are not permitted.
Exhibitors planning to use special equipment or construction techniques are urged to submit plans
to show management well in advance, to ensure compliance with all regulations.
Aisle space may not be used for exhibit purposes, or for general solicitation of business.
Distribution of literature or other exhibit material is only permitted within your exhibit area.
Audio-visual devices must not interfere with surrounding exhibitors.
The use of balloons of any type, including deflated, helium-filled, air-filled, on sticks, etc. as
giveaway and to decorate exhibits is absolutely forbidden.
Any part of the back of your display panels that are unfinished and are visible from the aisle must
be finished by you. It is your responsibility to give it a finished look.
Out of respect for other exhibitors, excessive cutting of materials will not be permitted on the
show floor. Please contact show management to make arrangements for a suitable location onsite.
Children under the age of 16 are not permitted on the show floor during move-in and move-out.
No exhibitor may sublet any portion of its allocated exhibit space to another company, supplier,
and/or dealer without the express written consent of Caneast Shows.
Please allow more visitors to stop and do business with you. Simply set back exhibit tables at least
two feet from the aisle and open up your exhibit space so more attendees may access your exhibit
materials, your literature and you.
ELECTRICAL AND FIRE REGULATIONS
The Show does NOT supply electrical services. If you require electrical power, please make your
arrangements directly with Freeman by using the order form included with this package or in the exhibitor
area of our website. Once ordered, they will provide power in the form of a single receptacle. You should
bring a power bar for power distribution within your booth. The amount of electricity you use can be
calculated by adding together the wattage of all light bulbs used and all other appliances you may install.
Please note that the electrician will also go through this procedure for each booth. Booths are on circuit
breakers that will trip if they are overloaded. It is less expensive to order your electrical orders in advance
than at the show.
ELECTRICAL SAFETY CODE REQUIREMENTS
Please read and understand these regulations. Your display will be inspected at the show.
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Each exhibitor who displays or offers for sale any electrical equipment in the province of Ontario is
subject to the requirements of the Electrical Safety Code of Ontario and compliance with these
regulations is mandatory.
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No person shall advertise, display, or offer for sale or other disposal, or sell or dispose of any electrical
equipment unless it has been approved in accordance with Rule 2-024 of the Electrical Safety Code of
Ontario. The noted Rule 2-024 in the Code describes the process to have this equipment satisfy the
requirements of Rule 2-022, which states that all equipment must bear proof of Certification acceptable
to the Code, or the equipment must be approved by an acceptable agency which is accredited by this
code.
•
Any accredited certification agency or approval agency can approve this equipment for use, or for sale in
this province. To be accredited, the agency must be recognized under the Electrical Safety Code of
Ontario as such an agency and be accepted by the Standards Council of Canada. The two most common
methods for dealing with unapproved equipment is to have it approved by one of the following agencies:
Electrical Safety Authority
1 Terence Matthews Cres., Ste. 130
Ottawa, ON K2M 2G3
Canadian Standards Association
178 Rexdale Blvd.
Toronto, ON M9W 1R3
613-271-1489 or 1-800-559-5356
www.esapa.biz
416-747-4000 or 1-866-797-4272
www.csa-international.org
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Inspectors from the Electrical Safety Authority will be visiting the show to ensure compliance with the
code. They will identify any unapproved equipment in evidence, and offer information to exhibitors
detailing the steps required to have the unapproved equipment accepted.
•
Any questions concerning regulations for booth wiring should be addressed to the Electrical Safety
Authority.
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Failure to comply with Safety Code requirements can result in electrical equipment being refused
connection to the source of electrical supply and it may be ordered removed from the display.
FIRE REGULATIONS/FLAME-PROOFING
The EY Centre, in accordance with City of Ottawa bylaws, requires that all decorations and material for display are
flame-proofed. This law does not apply to your products. The primary concern is with vertical-hanging fabrics. An
inspector will be visiting every booth on set-up day to conduct fire tests on all display materials. All tested material
that holds a flame for more than two seconds is deemed to have failed.
You should test all your materials before you arrive for set-up. Hold a flame to a sample of the material for 12
seconds; if it burns for more than 2 seconds after you remove the flame, it is not acceptable. To have your material
flame-proofed in advance, please check the Fireproofing or Textile Finishers section of your Yellow Pages. Please
take the time to read over the following Fire Regulations. The law prohibits the show from opening until all
violations are corrected and the regulations strictly followed.
1)
2)
These materials shall be flame-proof if used for display or decorative purposes: flowers (artificial), foliage
(artificial), paper (cardboard less than 1/8" is considered paper), plastic materials, ruscus, split wood and
bamboo fibres, Styrofoam, and textiles. Wallpaper is permissible if adhered securely to walls or board.
The use of the following is prohibited: acetate fabrics, corrugated paper boxboard, seamless paper, and paperbacked foil.
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9)
It is not necessary to flame-proof textiles, papers, and other combustible merchandise on display for sale but
the quantity so used shall be limited to the displaying of one salvageable length. Each sample must differ in
colour, weave, or texture.
The use of open flame is limited to certain articles of merchandise where the operation of an approved
appliance or device definitely helps to promote the sale of such equipment. Equipment must be set up in a
manner to comply with approved safety standards; a suitable fire extinguisher shall be provided on
recommendation of the Inspector. If at any time the Inspector deems such equipment to be operated in a
manner dangerous to public safety, he/she shall cancel the privilege of the Exhibitor concerned.
Flames should not be used for the purpose of attracting attention.
Flammable liquids or gases shall not be stored inside the building. AEROSOLS: It is permissible to exhibit one
pressurized container, not exceeding one-pint capacity of each product classified as a flammable liquid. Nonflammable products are not restricted.
Displays must not encroach on EXIT doorways, nor may exit doors be concealed or obscured by drapes or
partitions in any manner.
No portion of displays shall project into any aisle.
Hay, straw, shredded paper, and excelsior packing MUST BE REMOVED FROM THE BUILDING unless it can be
returned to tightly closed packing containers and stored within the exhibitor’s booth.
FAQ
•
Can I move in earlier than the allocated time?
• Unfortunately we cannot have access to the hall before the beginning of move-in at noon.
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How can I pick up my exhibitor badges?
• All exhibitor badges can be picked up on site at the Show Office during move-in.
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What if my staff isn’t all there? Where can I leave their badges?
• Any extra exhibitor badges can be left with us at the Show Office. We will have them ready
for pick up by your staff at Guest Services starting as of 8am on Saturday, November 8.
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What if I want to order extra complimentary entry passes for my guests?
• You may order additional guest passes by mailing, faxing, or emailing the form to us.
Exhibitor badges/guest passes may also be purchased during move-in at the Show Office
at the EY Centre.
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Is booth cleaning available?
• If you wish to have your booth cleaned after closing, please contact the EY Centre
Administration Office to have this arranged with their in-house service.
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Are there food concessions stands available?
• Great Canadian Plates will have a concession stand open to exhibitors 30 minutes after
move-in begins. During the length of the show the concession stand will remain open until
end of day.
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Is there a hotel you recommend?
• The Southway Hotel is our official partner hotel. Located 5 minutes away from the centre,
they offer free shuttle service to and from, as well as competitive rates exclusively for
Caneast exhibitors. For more information please refer to the link online with the exhibitor
kit.
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What if I exhibit at more than one of your shows? Do I need to send you a new insurance policy
copy every time?
• If you are a repeat exhibitor, simply leave the name of the specific show off your policy
and we will keep it on file until the policy expires. Ensure that Caneast Shows Inc. 200
Metcalfe St., Ste. 200, Ottawa, ON K2P 1P7 is clearly stated as additional insured.