1. art and entertainment
2. shows and events
3. exhibition

EFFECTS MTL
EXIBITOR MANUAL
VISUAL EFFECTS AND ANIMATION CONVENTION
Montreal, Canada, June 10-11, 2015
Centre Mont-Royal
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TABLE OF CONTENTS
EFFECTS MTL GENERAL INFORMATION............................................................................................................................... 4
ABOUT MONTREAL CITY......................................................................................................................................................................... 4
CONFERENCE OVERVIEW........................................................................................................................................................................ 5
PROGRAM AT A GLANCE........................................................................................................................................................................ 5
CONVENTION OFFICIAL LANGUAGE......................................................................................................................................................... 5
ATTENDEES PROFILE............................................................................................................................................................................ 5
OFFICIAL VENUE.................................................................................................................................................................................. 5
EXHIBITION TECHNICAL INFORMATION............................................................................................................................. . 6
EXHIBITION MANAGEMENT..............................................................................................................................................................
EXHIBITION PLANNING CHECK LIST.................................................................................................................................................
EXHIBITION TIMETABLE AT-A-GLANCE...........................................................................................................................................
OFFICIAL E XHIBITION CONTRACTORS - SERVICES...........................................................................................................................
OFFICIAL E XHIBITION CONTRACTORS – CONTACT INFORMATION...................................................................................................
EXHIBITION TIMETABLE OF EVENTS.................................................................................................................................................
BOOTH DESCRIPTION/ TECHNICAL INFORMATION............................................................................................................................
FREIGHT TRANSPORTATION.............................................................................................................................................................
ADVANCE WAREHOUSING................................................................................................................................................................
DELIVERY OF GOODS D IRECT TO VENUE.........................................................................................................................................
CUSTOMS CLEARANCE FOR INTERNATIONAL SHIPMENTS..............................................................................................................
FREIGHT ELEVATORS AT CENTRE MONT-ROYAL...........................................................................................................................
MATERIAL HANDLING....................................................................................................................................................................
INDOOR P ARKING...........................................................................................................................................................................
EXHIBITOR BADGES.......................................................................................................................................................................
HOTEL ACCOMMODATION..............................................................................................................................................................
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RULES & REGULATIONS............................................................................................................................................................ 12
SUBLETTING SPACE........................................................................................................................................................................... 12
BOOTH ACTIVITIES............................................................................................................................................................................ 12
SOUNDS IN E XHIBIT........................................................................................................................................................................... 12
LIGHTING.......................................................................................................................................................................................... 12
MOVING DISPLAY............................................................................................................................................................................. 12
EXPOSED SURFACES.......................................................................................................................................................................... 12
SIGNAGE/GRAPHICS.......................................................................................................................................................................... 12
RIGGING........................................................................................................................................................................................... 12
FOOD & ALCOHOL........................................................................................................................................................................... 13
SMOKING.......................................................................................................................................................................................... 13
SECURITY......................................................................................................................................................................................... 13
ACCESS TO THE PREMISES................................................................................................................................................................. 13
FIRE, SAFETY & HEALTH COMPLIANCE............................................................................................................................................ 13
LIABILITY & INSURANCE.................................................................................................................................................................. 13
UNIONS............................................................................................................................................................................................ 13
INTERPRETATION OF RULES & PENALTIES......................................................................................................................................... 14
AMENDMENTS TO RULES & REGULATIONS........................................................................................................................................ 14
PAYMENT REQUIREMENTS AND C ANCELLATION CHARGES................................................................................................................. 14
EXHIBIT SERVICES FORMS...................................................................................................................................................... 15
GES CANADA - OFFICIAL DECORATOR............................................................................................................................................ 15
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Welcome!
Montréal, 2015
Dear Exhibitor,
effects MTL’s team is pleased to welcome you to the first edition of what is to become a major event in
the visual effects (VFX) and animation industry, to be held in Montreal on June 10-11, 2015.
This exciting exhibition, taking place as part of effects MTL, will be an event designed to show to our
participants an array of the latest technology, products and services that may be of interest to their
practice.
There will be numerous opportunities to network and form partnerships with leaders of the industry.
You will find herewith your exhibitor manual. It is essential that you read and refer to your manual. It
gives you all the information you need for a successful exhibition in Montreal this upcoming June.
If you have any questions after reading your manual, please contact the effects MTL Logistics Director,
Sylvain Barbeau at [email protected]
We are looking forward to welcoming you to Montreal!
Sylvain Barbeau
Logistics Director
514 271-0769
4529, Clark street, suite 300 Montreal, Québec, Canada H2T 2T3
[email protected]
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effects MTL General Information
ABOUT THE CITY
Located in the province of Quebec along the St. Lawrence Seaway, Montreal is one of the oldest cities on the
North American continent, founded by French settlers over 350 years ago.
Cosmopolitan and accessible, Montreal enjoys a solid reputation for innovative gastronomy, outstanding
galleries and museums as well as an exciting calendar of sports and cultural events throughout the year.
Historical yet modern, it is a city of contrasts, its European ancestry coupled with a new world setting, towering
glass and steel skyscrapers beside neo-gothic cathedrals, and the everyday use of both French and English in
shops and on the streets of downtown.
Home to many international festivals such as the International Jazz Festival and Just for Laughs Festival,
Montreal has permanent attractions and year-round activities, including gorgeous parks both in and around the
metropolitan center. Whether strolling along the cobblestone streets of Old Montreal, wandering through the
network of boutiques, businesses and services of the underground city, cruising on the mighty St. Lawrence
River or cycling in picturesque Mont-Royal Park, visitors are sure to enjoy the “joie de vivre” for which this city is
well known.
For more information, visit Tourisme Montréal: www.tourisme-montreal.org.
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CONFERENCE OVERVIEW
effects MTL is an international business convention for the visual effects (VFX) and animation industry, positioning itself to be
the leader of its kind in North America. Offering top-level professional conferences and serving as a platform for business
development, project broadcasts and showings, networking, job fair, exhibition spaces and more exciting features, effects MTL
will take place in the province of Quebec (Canada), world class leader and first-rated professional resource in the VFX &
animation industry.
Approximate target of 800+ attendees from all over the world.
A one-stop-shop to meet, network and connect with major buyers & producers,
A place to recruit top talent and do real business.
PROGRAM AT A GLANCE
For updated information on the program, please visit our website at:
www.effectmtl.com
*Please note that this program is subject to change.
Convention’s OFFICIAL LANGUAGE
The official language of this congress is English but French will be used by a large number of participants.
ATTENDEES PROFILE
This meeting is of interest to:
 Roto artist
 Concept artist
 Layout artist
 Lighting Technical Director or Lighter
 Modeler
 Digital painter
 Animator (2D, 3D, stop motion)
 Marketing manager
 Public relations, advertising and communication agencies
 Major buyers and producers
 Independent production companies
 Students, trainees and young professionals
OFFICIAL VENUE
Centre Mont-Royal
2200, Mansfield Street Montreal
(Quebec) H3A 3R8 Canada
www.centremontroyal.com
Peel Metro
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Exhibition Technical Information
EXHIBITION MANAGEMENT
Connection Events is the official Exhibition Manager of effects MTL. CE Montréal Inc. is eager to make the
exhibition as successful as possible for all exhibitors; therefore, each exhibitor who confirms an official space
rental for the exhibition agrees to conform to the rules and regulations in this manual. These regulations apply
to all representatives, employees and/or guests of all exhibitors. We thank you in advance for your cooperation.
EXHIBITION PLANNING CHECK LIST
Please read carefully the information provided in this manual and make sure to complete the following steps
for a successful exhibition!
Ensure all Services Order Forms have been sent to all official exhibition suppliers. In some cases, orders
must be placed directly by contacting the official supplier (see Official Exhibition Suppliers – Services section
below for more details)
Due date: see company order forms for exact dates and contact information or contact the official supplier
directly.
Send your company logo and URL to:
[email protected]
Due date: May 14, 2015
Format: high resolution in a Vector file - AI
Information to provide: official company name, company address, company contact name and email
address.
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EXHIBITION TIMETABLE AT-A-GLANCE
RENTAL PERIOD
FROM JUNE 9 TO JUNE 11, 2015
BOOTH SETUP
TUESDAY, JUNE 9, 7 PM TO 10 PM
WEDNESDAY JUNE 10, 7AM TO 10AM
SHOW FLOOR HOURS
WEDNESDAY, JUNE 10, 10:00 AM TO 6:00 PM
THURSDAY, JUNE 11, 9:00 AM TO 5:00 PM
TEAR DOWN
THURSDAY, JUNE 11, 5:00 PM TO 8:00 PM
Exhibitors will be granted access to the exhibition area 30 minutes before the official hours of operation. Any
maintenance work to the stand carried out by the exhibitors and/or their contractors must be completed
before the opening of the exhibition area.
If while onsite, a problem occurs and special maintenance time is necessary, please contact Exhibition
Management right away, so that special arrangements can be made. Additional fees for security may apply.
* Companies that need more time for build-up and/or dismantling should contact Sylvain Barbeau at the latest by
June 1st, 2015: [email protected]. Additional fees for rental, labor and/or security may apply.
OFFICIAL EXHIBITION CONTRACTORS - SERVICES
Official suppliers appointed by effects MTL will invoice the customers directly.
Order forms for services offered by GES Canada, Mendelssohn Event Logistics and the Centre Mont-Royal
are included at the end of this manual.
For individual booth security services, please contact the Centre Mont-Royal’s representative
directly. For audio-visual services, please contact the representative directly.
OFFICIAL SUPPLIER
Centre Mont-Royal
Mendelssohn Event Logistics
GES Canada
SERVICES
‐ Catering
‐ Telecommunications
‐ Electricity (for power requests over 15
AMP)
‐ Individual booth security
‐ Custom broker
‐ Transportation provider
‐ Exhibit rental
‐ Material handling
‐ Advance warehousing
‐ Labor
‐ Furniture rental
‐ Plants
‐ Graphics
Luxe Rental
Turnkey booth
CCR Solutions
Audiovisual equipment
SLI
Monitor and computer rental
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OFFICIAL EXHIBITION CONTRACTORS – CONTACT INFORMATION
CENTRE MONT-ROYAL
Marie-Chantal Théroux
Event coordinator
Tel: (514) 844-2000 ext. 201
Toll-free (North America): 866-844-2200
Fax: 514-843-8500
Email: [email protected]
MENDELSSOHN
Phil Lopresti: [email protected] (customs and transportation)
Tel.: +1 (514) 987-2700, ext. 2126
John Santini: [email protected] (customs and transportation)
Tel.: +1 (514) 987-2700, ext. 2124
Fax: +1 (514) 849-3446
GES MONTRÉAL
Geneviève Marchand
Tel: (514) 861-9694 ext. 12
Fax: (514) 392-1577
Email: [email protected]
CCR SOLUTIONS
Martin Savoie
Tel: (514) 444-0165
Fax: (514) 845-7353
Email: [email protected]
EXHIBITION TIMETABLE OF EVENTS
The following activities will take place in the exhibition area and are designed to attract continuous traffic
flow amongst exhibitors and maximize exhibitors’ exposure:
•
•
Morning and afternoon coffee breaks at the coffee bar;
Job fair (all day on June 11th).
BOOTH DESCRIPTION/ TECHNICAL INFORMATION
 2 paramount bar stool crème color
 1 6’ counter white
 1 rialto or beacon tower white
 1 illumination for bar white
 1 illumination for tower white
 1 graphics – counter (1 or 2 colors)
 1 graphics – rialto or beacon tower (1 or 2 colors)
 transport and labour
Overnight security in the exhibit area for the duration of the show
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2- Space Only
● Table with tablecloth, privacy curtains and two banquet chairs
● Company name
● Wi-Fi access
● Electricity (15 a, 120 v)
● Overnight security in the exhibit area for the duration of the show
Exhibition space allocated as “space only”, that is without any prefabricated walls, installations, furniture,
electricity, shell schemes or any other technical supplies. The exhibitor has to provide his own structure. One
electrical outlet (15 AMP) will be provided with the exhibit space by the exhibition management.
Maximum Build-Up Height
The maximum height allowed for constructed booths is 8 feet.
Width
The maximum width of the exhibit including side rails may not exceed the width of floor space purchased.
Carpeting
The exhibition area is already carpeted (floral pattern – teal and beige).
FREIGHT TRANSPORTATION
Mendelssohn Event Logistics has been appointed the official freight forwarder/transportation provider for
the convention and can take care of these formalities on your behalf.
Should you be shipping goods to this event and require assistance please contact:
John Santini: [email protected] (customs and transportation)
Tel.: +1 (514) 987-2700, ext. 2124
Fax: +1 (514) 849-3446
ADVANCE WAREHOUSING
All materials may be sent in advance and should be scheduled to arrive at the advance warehouse at least 5
business days prior to the move-in date. For more information about this service, please contact GES Canada
(see Official Exhibition Contractors – Contact Information section above).
DELIVERY OF GOODS DIRECTLY TO THE VENUE
The Centre Mont-Royal will only accept shipments starting June 8th, 2015. Deliveries arriving prior will be
refused and returned to the sender at his/her own expense.
Please use available shipping label here.
Shipping Address:
Centre Mont-Royal/ Loading Dock
2055, Metcalfe Street (QC) H3A 1X7
Please note that all truck deliveries must use the loading dock entrance. No vehicles will be allowed to park
longer than the time needed to unload.
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CUSTOMS CLEARANCE FOR INTERNATIONAL SHIPMENTS
Should you be shipping goods to this event and require customs clearance assistance please contact:
MENDELSSOHN
Phil Lopresti: [email protected] (customs and transportation)
Tel.: +1 (514) 987-2700, ext. 2126
John Santini: [email protected] (customs and transportation)
Tel.: +1 (514) 987-2700, ext. 2124
Fax: +1 (514) 849-3446
For your convenience, forms are available at the end of this manual.
Hand carrying or private vehicle
For exhibitors who will be arriving by plane or in a private vehicle with their goods, it is necessary that you notify
Mendelssohn Event Logistics six weeks in advance so that the proper documentation (PAPS) can be prepared
for the appropriate border crossing.
Prior to shipping your goods, please fax all appropriate customs documents to their office at 514-849-3446.
FREIGHT ELEVATORS AT CENTRE MONT-ROYAL
The freight elevators capacities are as follows:
Elevator
Capacity
From receiving dock to level C
Width of the elevator door: 5’8’’ 1,800 kg (3,960 pounds)
From level C to exhibition area
(3rd level)
Width of the elevator door: 4’2’’ 795 kg (1,750 pounds)
Height
Depth
Width
11’6’’
6’6’’
5’8’’
8’6’’
10’
6’8’’
IMPORTANT: Please make sure your crates/pallets do not exceed the measurements indicated above.
MATERIAL HANDLING
If you require freight handling/ drayage services, please refer to the GES Drayage Service form at the end of
this manual or contact GES Canada.
Freight handling/ drayage service includes:
 Delivery of freight to booth from advance warehouse or receiving dock of exhibition
venue
 Removal of empty containers
Storage of empty containers during the exhibition
 Return of empty containers to the booth at the end of the
exhibition
 Return repacked material to receiving dock for pick up
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INDOOR PARKING
Location: 2055, Metcalfe Street
Cost:
Week days: $17.75/car/day
Weekend: $8.00/car/day
The parking lot is closed from midnight to 6:00am
EXHIBITOR BADGES
Exhibitor badges are generic (no need to provide a list of employees) and will be available for collection upon your
arrival at the exhibitors registration desk.
HOTEL ACCOMMODATION
effects MTL organizers have secured room blocks at a the St-Martin hotel steps away from Centre Mont-Royal and
all the excitement of downtown Montreal.
For reservation and more information, please visit the following link and use EFFECTS15 as the group promo code
1. Select arrival and departure dates, then click on Book now.
2. Select the Group code tab and enter the promo code “EFFECTS15”, select Update and confirm.
3. Complete your transaction.
Contact the Hotel St-Martin for more information:
Telephone: (514) 843-3000
Toll free: 1-877-843-3003
Book here!
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Rules & Regulations
SUBLETTING SPACE
The exhibitor shall neither share nor sublet the whole or part of the allocated exhibition space to a third party
without the written agreement of the Exhibition Management.
BOOTH ACTIVITIES
Exhibitors wishing to incorporate an audience-gathering demonstration or other audience-participation
activities as part of their display must submit their written plans for approval to the Exhibition Management.
All activities by exhibitors or others must be confined within exhibit areas or demonstration rooms. Sufficient
space must be provided within the limits of the exhibit area and so arranged that persons watching
demonstrations and other activities be contained within the area, rather than in the aisle.
It is strictly against the rules to distribute or leave literature, or to carry signs or posters, or to display
materials or signs in the aisles of the exhibition area, the lounges or the registration area.
SOUNDS IN EXHIBIT
Public address systems, sound projections, tape decks, and other sound producing and/or amplifying devices
may be used in booths, provided they meet applicable safety regulations, are installed in a workman-like manner
and do not create a distraction in nearby booths. Use of a compressor-limiter in public address equipment is
encouraged to assure continuous adherence to this rule.
LIGHTING
The use of flashing or rotating lights in an exhibit is prohibited if such lights are distracting to those outside the
booth area. Booth lighting must not interfere with exhibits or personnel in nearby areas.
MOVING DISPLAY
Moving displays, motion pictures, slide projectors, television screens, etc., may be operated when positioned
so as not to attract or create a crowd in the aisles, or in another exhibitor's adjacent booth.
EXPOSED SURFACES
Any portion of the exhibit that is visible to an attendee must be finished or suitably decorated according to the
rules and regulations. The Exhibition Management reserves the right to decorate any non-compliant surfaces
at the expense of the exhibitor.
SIGNAGE/GRAPHICS
All signs, posters, and graphics must be professionally lettered. Exhibition Management reserves the right to
change or remove signs at the expense of the exhibitor, which are not in compliance with the overall high
quality of the exhibition.
RIGGING
Rigging from the ceiling is stricly prohibited. Nails, screws, pressure sensitive tapes, or any other defacing
materials, are not permitted on building floors and walls.
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FOOD & ALCOHOL
Food and bar services are provided exclusively by the Centre Mont-Royal. Exhibitors are forbidden to bring any
food and beverages (alcoholic or not) on the conference floor or common areas.
If you would like to order food and beverages for your booth, please send your request to Marie-Chantal Théroux
at least three weeks before the event (email: [email protected]; fax: +1- 514-843-8500). Please
indicate your name, your company, your booth number and the items you wish to order and she will then send
you a quote and a credit card authorization form to complete the order.
SMOKING
Smoking by-law all Montreal property/facility is designated non- smoking.
SECURITY
Exhibitors are requested to use common sense precautions at all times to ensure that all company personnel wear
their identity badges. Security staff will be on duty to ensure that all persons entering the venue have a credentialed
name badge. Any persons without a badge will not be admitted to the venue. Should any suspicious or unidentified
articles be discovered, they must be reported to the exhibition management desk immediately.
ACCESS TO THE PREMISES
Exhibition Management reserves the right to deny admission to the exhibition to any exhibitor, exhibitor’s
employee or to any visitor who is deemed to be inebriated or behaving in a manner which hinders the smooth
operation of the exhibition. For security purposes, all exhibitors and their personnel must leave the premises
immediately after the visitors. Any minor work or maintenance must be carried out during the 30 minutes
preceding the opening time of the exhibition hall.
FIRE, SAFETY & HEALTH COMPLIANCE
The exhibitor assumes all responsibility for compliance with all pertinent ordinances, regulations and codes of
duly authorized Federal, Provincial and Local governing bodies concerning fire, safety and health, together with
the rules and regulations of the operators and/or owners of the property wherein the exhibition is held.
LIABILITY & INSURANCE
The exhibitor agrees that the effects MTL and their representatives shall not be liable for any damage or liability
of any kind or for any loss, damage or injury to persons or property during the term of this agreement, from any
cause whatsoever by reason of use, occupation and enjoyment of exhibit space by exhibitor or any person
thereon with the consent of exhibitor, and that exhibitor will defend, indemnify and save harmless, effects MTL
and their representatives from all liability whatsoever, on account of any such damage, or injury, whether or not
caused by negligence or breach of an obligation by exhibitor or its employees or representatives.
Exhibitor will be liable for all damages or liability of any kind or for any loss, damage or injury to persons or
any property during the exhibition from any cause whatsoever by reason of use, occupation and enjoyment of
exhibit space.
It is the responsibility of the exhibitor to obtain business interruption and property damage insurance covering
such losses sustained through exhibition.
UNIONS
It is further agreed that the exhibitor will abide by and comply with rules and regulations concerning local unions
having agreements with the effects MTL facility or with authorized contractors employed by Connection Events.
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INTERPRETATION OF RULES & PENALTIES
Exhibition Management shall have sole and final authority as to the interpretation of these rules and their
application. In the event of violations, Exhibition Management shall have the authority to establish
penalties, including removal from the current exhibition or exclusion from future exhibitions.
AMENDMENTS TO RULES & REGULATIONS
Exhibition Management reserves the right to amend these rules and regulations, or to make additions thereto.
Under unusual circumstances, and at its own discretion.
PAYMENT REQUIREMENTS AND CANCELLATION CHARGES
Exhibitors must respect the terms of payment specified in the contract they approved. Exhibitors shall not
be admitted on the show premises unless the amounts due to Connection events are settled.
All cancellations must be made in writing and will be based on the following schedule of
refunds: Before May 1, 2015: 50% of total booth cost will be refunded.
No refunds after May 1, 2015.
It is understood that effects MTL reserves the right, at its option, to reassign a cancelled booth regardless of
the cancellation rate assessed.
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Exhibit Services for
GES CANADA - OFFICIAL DECORATOR
Introductory Letter
Show Information
Payment and Credit Card Charge Authorization Material Handling Information
Advance Material Handling Order Form
Showsite Material Handling Order Form Furniture Order Form
Carpet Order Form Accessories Order Form
Accessories for Panels from Modular System/ Special Wall Panels Order Form Specialty Furniture Order Form
Plants and Greenery Order Form Installation and Dismantling Order Form
Terms and Conditions
Access full kit here
CENTRE MONT-ROYAL
Electrical Services/ Telecommunications Services
Menus
SLI
Monitor and computer rental form
MISCELLANEOUS
Mendelssohn Event Logistics Customs and Transportation
Mendelssohn Event Logistics Shipment
Border recognition letter
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