2014 EXHIBITOR MANUAL Canadian Library Association National Conference and Trade Show
CLA National Conference & Tradeshow 2014 2014 EXHIBITOR MANUAL Canadian Library Association National Conference and Trade Show Victoria Conference Centre Victoria, British Columbia May 28 – May 31, 2014 Produced and Managed by: Canadian Library Association/ Association canadienne des bibliothèques 1150 Morrison Drive, Suite 400 Ottawa, Ontario K2H 8S9 4/17/2014 1 CLA National Conference & Tradeshow 2014 Exhibitor Manual 2014 CLA National Conference and Trade Show SECTION A: GENERAL INFORMATION ..................................................................................................................4 Trade Show and Conference Venue ...........................................................................................................4 Quick Facts ..........................................................................................................................................................4 Move-in ...........................................................................................................................................................4 Trade Show ....................................................................................................................................................4 Move-out ........................................................................................................................................................4 Dedicated Trade Show Hours...................................................................................................................5 Exhibitors Directory.....................................................................................................................................5 Trade Show Draws .......................................................................................................................................5 Trade Show Passes.......................................................................................................................................5 Booth Outline.....................................................................................................................................................6 Booth: ..............................................................................................................................................................6 Tabletop:.........................................................................................................................................................6 Included in Both Booths and Tabletops:...............................................................................................6 Key Personnel to Call .......................................................................................................................................6 List of Suppliers..................................................................................................................................................7 Official Contractors ..........................................................................................................................................7 Booth Services...............................................................................................................................................7 Email: [email protected] .....................................................................................7 Audio-Visual...................................................................................................................................................7 Internet and Data Services........................................................................................................................7 Booth Cleaning..............................................................................................................................................8 Electricity ........................................................................................................................................................8 Insurance ........................................................................................................................................................8 Badge Scanner...............................................................................................................................................8 Food & Beverage ..........................................................................................................................................8 Exhibitor Service Desk .....................................................................................................................................8 Exhibitor Registration ......................................................................................................................................9 Exhibitor Accommodation .............................................................................................................................9 Shipping and Freight Forwarding Services................................................................................................9 Material Handling Services ............................................................................................................................9 Direct Shipments to Victoria Conference Centre ................................................................................10 What to Do When You Arrive On-Site on May 28 ...............................................................................11 Protective Footwear.................................................................................................................................11 Material-handling .....................................................................................................................................11 Booth Installation......................................................................................................................................11 Storage of Crates.......................................................................................................................................12 Move-out .....................................................................................................................................................12 Booth Dismantling ....................................................................................................................................12 4/17/2014 2 CLA National Conference & Tradeshow 2014 Return of Crates.........................................................................................................................................12 Removal of Exhibit Material ..................................................................................................................12 SECTION B: POLICIES AND GUIDELINES...........................................................................................................13 GUIDELINES...........................................................................................................................................................14 Interpretation Of Rules And Guidelines .................................................................................................14 Sales Of Products ...........................................................................................................................................14 Advertising And Publicity ............................................................................................................................14 Food And Alcoholic Beverages ..................................................................................................................15 Samples And Giveaways ..............................................................................................................................15 Audio And Visual Components Of The Trade Show............................................................................15 Motion Picture And Other Projections ...................................................................................................15 Helium Balloons..............................................................................................................................................15 Vehicles On The Floor...................................................................................................................................16 Trade Show Material Release Forms .......................................................................................................16 Name Badges...................................................................................................................................................16 Photographing and Videotaping ...............................................................................................................16 Security in The Trade Show ........................................................................................................................16 Entry to The Trade Show .............................................................................................................................17 Smoking.............................................................................................................................................................17 Application for Trade Show Space............................................................................................................17 Compliance with Laws..................................................................................................................................17 PHYSICAL RESTRICTIONS ..................................................................................................................................17 Height Restrictions ........................................................................................................................................17 Weight Restrictions .......................................................................................................................................17 Other Restrictions..........................................................................................................................................17 LIABILITY ................................................................................................................................................................18 Insurance ..........................................................................................................................................................18 Electrical Equipment and Connections ...................................................................................................19 Fire Regulations..............................................................................................................................................19 Health and Safety Regulations...................................................................................................................21 Carpeting ..........................................................................................................................................................21 Hanging Signs and Banners.........................................................................................................................21 Seating...............................................................................................................................................................21 Linear Booths ..................................................................................................................................................21 Exhibitor-Appointed Contractors..............................................................................................................21 Provincial Human Rights Code...................................................................................................................23 Canada Customs.............................................................................................................................................23 Official Customs Broker ...............................................................................................................................23 4/17/2014 3 CLA National Conference & Tradeshow 2014 SECTION A GENERAL INFORMATION Trade Show and Conference Venue The CLA Conference and Trade Show will take place in: Victoria Conference Centre Crystal Garden 713 Douglas Street, Victoria, BC V8W 3M7 Phone: 250.361.1000 Toll‐free: 1.866.572.1151 Fax: 250.361.1099 Please visit the http://victoriaconference.com/ to familiarize yourself with the facility and the surrounding area. Quick Facts Move-in Wednesday, May 28 7:00 am – 4:00 pm Opening Reception will be on the Trade Show Floor from 6 – 7:30 pm so please have your booth ready by 4:00 to be “party‐ready” Thursday, May 29 8:00 am ‐ 9:30 am (hand‐carry only). Trade Show Thursday, May 29 10:30 am – 2:30 pm Friday, May 30 10:00 am – 3:00 pm Note: Exhibits must be staffed at all times during the open hours of the Trade Show. Move-out Friday, May 30 3:00 pm 4/17/2014 4 CLA National Conference & Tradeshow 2014 Dedicated Trade Show Hours In recognition of the importance that industry and product introduction play, part of each day’s program has been dedicated to allow participants unopposed time to visit the Trade Show without missing conference sessions. Wednesday, May 28 6:00 pm – 7:30 pm – CLA Opening Reception is on the Trade Show Floor Thursday, May 29 10:30 am – 1:00 pm ‐Unopposed time to visit the Trade Show 10:30 ‐ Official Opening Noon – 1:30 pm ‐ Lunch served in the Trade Show area Friday, May 30 11:30 am – 1:30 pm ‐Unopposed time to visit the Trade Show 11:30 – 1:00 pm Lunch in the Trade Show Exhibitors Directory Exhibitors receive a complimentary 25‐word description in the Exhibitors Directory and on the 2014 Conference Web site of the products and services they will be exhibiting. The Exhibitors Directory will be included in the Conference Final Program to be distributed to all attendees at the Conference. Exhibitors will receive access to an online tool that will allow them to enter the company description and web url. To take advantage of this complimentary description and listing, exhibitors are required to submit their 25‐word listing by April 25, 2014. For advertising space reservations in the Final Conference Program or an insert in the delegate bag please contact Wendy Walton at (613) 232‐9625, ext. 302. Program Space Deadline April 18. Copy deadline of April 25. Trade Show Draws Several “Lucky Draws” are planned for delegates to join in the fun of the CLA 2014 Trade Show. We are asking for your participation by contributing a prize to be won by delegates. Winners will be asked to proceed to your booth to collect their prize. Please complete and return the CLA Trade Show Fax Back Information Form in the Exhibitor Service Kit, with information on the prize(s) that you will be contributing. Trade Show Passes The CLA offers free passes to the Trade Show for your customers in Victoria. This form is called the “TRADE SHOW ONLY – REGISTRATION FORM 2014” which will be emailed to your organization in March 2014. Please email this form to your customers for redemption at registration at Victoria Conference Centre. 4/17/2014 5 CLA National Conference & Tradeshow 2014 Booth Outline The following is included in the purchase price of each Trade Show booth or tabletop space: Booth: Standard 8’w x 10’d booth space delimited with blue back walls set at a height of 8’ (240 cm) and gold sidewalls set at a height of 3’ (90 cm) Tabletop: Standard 10’w x 4’d tabletop space delimited with back walls set at a height of 8’ (240 cm), one 8’ draped table and two padded chairs Included in Both Booths and Tabletops: • • • • • • • • Free 25‐word listing in the Conference Program; Free listing on the conference Web site exhibitor page, with a link to your Web site (if provided); Complimentary lunch in the Trade Show on Thursday and Friday; Unlimited free badges for booth personnel; One complimentary conference registration for a staff member; professional perimeter security when tradeshow closed; Complimentary storage of crates during the event; and A copy of the Final Conference Program. Please note: Your exhibit space does not include materials handling services, booth carpeting (trade show floor is carpeted), furnishings, signage, electrical and lighting, internet access, installation and dismantling labour. If required, these items may be ordered through the show suppliers. Please refer to the order forms in the Exhibitor Service Kit. Key Personnel to Call In planning your participation in the CLA Trade Show, please contact the personnel listed below if you require additional information. CLA Conference and Trade Show is presented by: Canadian Library Association/ Association canadienne des bibliothèques 1150 Morrison Drive, Suite 400 Ottawa, Ontario, Canada K2H 8S9 Telephone: (613) 232‐9625 Ext. 322 Fax: (613) 563‐9895 Conference & Trade Show Contact: Conference information Sponsorship opportunities Advertising opportunities (Final Conference Program) Wendy Walton, Ext 302 Email: [email protected] 4/17/2014 6 CLA National Conference & Tradeshow 2014 List of Suppliers CLA has appointed Official and Exclusive Contractors to provide all usual convention services and equipment. Review the contractor order forms carefully to determine payment policies and order early to take advantage of the discount rates. In most instances, on‐site orders will not be processed until after advance orders have been filled. Other suppliers appointed by the exhibitor may not provide services provided by the Exclusive Contractors. Exhibitor‐appointed contractors ARE NOT permitted to perform the following services: • • • • • • Materials handling Electrical and mechanical Rigging / hanging signs, banners or lighting, Booth cleaning Telephone, fax, data lines, Internet connections Security Food and beverage Official Contractors All Forms and more information available on CLA 2014 Website in the Exhibitor Toolkit Booth Services Material Handling & Advance Warehousing, Customs and Shipping, Booth Carpeting, Furniture Rentals, Plants, etc (Order Discount Deadline May 16, 2014) ‐ order form [pdf](link to website) GES CANADA Inc. ‐ Vancouver Customer Service Telephone: 778.452.6220 Fax: 778.452.6221 Toll Free: 855.526.7182 Email: [email protected] Audio-Visual (Advance Deadline – May 15, 2014 ‐ order form [pdf]) (link to website) Freeman Audio Visual Contact: Mike Thomas Telephone: 250.361.1095 Fax: 250.361.1065 Email: [email protected] Internet and Data Services (Order Discount Deadline May 23, 2014 – Internet & Data Services order form [pdf] (link to website) Freeman Audio Visual Contact: Mike Thomas Telephone: 250.361.1095 Fax: 250.361.1065 Email: [email protected] 4/17/2014 7 CLA National Conference & Tradeshow 2014 Booth Cleaning (Order Discount Deadline May 23, 2014 ‐ order form [pdf]) on the VCC website) Victoria Conference Centre Contact: Tara Parkinson Telephone: 250.361.1021 Fax: 250.361.1030 Email: [email protected] Electricity (Order Discount Deadline May 22, 2014 ‐ order form [pdf] on the VCC website) Victoria Convention Centre Contact: Tara Parkinson Telephone: 250.361.1021 Fax: 250.361.1030 Email: [email protected] Insurance Applies to Booths ONLY. Tabletops are exempt. The Exhibitor‐appointed Contractor must provide a certificate of insurance of a minimum of $ 2,000,000 to Show Management before access to the Trade Show is granted. Booth Insurance may be purchased from your own Insurance provider. If you require an insurance provider a vendor specializing in tradeshow booths is listed below: Exhibitor Insurance.com Contact: John Neo Telephone: 905.695.2971 Fax: 905.760.2260 Email: [email protected] Booth coverage at exhibitorinsurance.com (online application) Badge Scanner Advance Deadline – May 22, 2014 Online order application DTPR Events Contact: Pietro Telephone: 1‐888‐777‐8613 ext. 7 Email: [email protected] Food & Beverage Fairmont Empress Hotel ‐ deadline May 16, 2014 http://victoriaconference.com/meeting‐planner/food‐beverage/ Contact: James Rault Telephone: 250.995.4693 Email: [email protected] Exhibitor Service Desk An Exhibitor Service Desk located near the Tradeshow entrance will be staffed by Official and Exclusive Contractors during installation, event and dismantling dates and times. 4/17/2014 8 CLA National Conference & Tradeshow 2014 Exhibitor Registration Included in the cost of your exhibit space are an unlimited number of free badges for booth personnel. Please complete and return the CLA Trade Show Fax Back Information Form included in the Exhibitor Service Kit no later than April 30, 2014. Exhibitor badges will be prepared in advance and will be included in the package that will be available at the registration desk during move‐in. Admittance to the Trade Show floor is restricted to persons with badges. If additional badges are required, they can be produced on‐site. Exhibiting companies also receive one complimentary conference registration. This allows an individual from your company to attend the conference sessions. Additional charges would be incurred for any ticketed events. Please complete and return the Exhibitor Registration Form provided in the Exhibitor Service Kit. Exhibitor Accommodation A limited number of rooms have been reserved at preferred rates at the Conference Hotel. A link to the hotel is on the CLA Conference Web site at http://www.cla.ca/conference/2014/. In order to take advantage of reduced rates exhibitors should make their arrangements as early as possible. Shipping and Freight Forwarding Services GES Canada is responsible for shipping, freight forwarding, and custom brokerage. All shipments will be delivered to GES Canada for advance storage. Advance shipments to GES Canada appointed warehouse may begin to arrive by April 29, 2014 but must be scheduled to arrive no later than Friday, May 24, 2014. For more information contact Kristie Fay, GES Canada at: [email protected] Material Handling Services GES Canada is responsible for: all freight at the receiving dock; unloading trucks, delivering of material to the exhibit space, removal and storage of empty crates and cartons, return of empty crates and cartons at the end of the event, and delivery of repacked goods to the loading dock and loading onto Official Carriers and Exhibitor‐ arranged transport vehicles. Unless you can hand‐carry your material, you must make material handling arrangements with GES Canada. The advantages of shipping in advance and using the services of the Official Carriers are: • • • 4/17/2014 Coordinated delivery of your materials to the loading dock of Victoria Conference Centre Delivered on the appropriate move‐in date and time; Liaison with the material‐handling Contractor to ensure that your shipment is delivered to your booth; 9 CLA National Conference & Tradeshow 2014 • On‐site staff to advise and assist you from move‐in to move‐out. Direct Shipments to Victoria Conference Centre Exhibitors are highly recommended to use the designated show services. Exhibitors are required to complete the Shipment Notification Form and to return it to GES Canada no later than April 30, 2014. GES Canada will notify selected exhibitors of their target move‐in date and time. Adherence to the specified date and time for shipping directly to Victoria Conference Centre will help to ensure a smooth move‐in. Direct shipments will be accepted at Victoria Conference Centre on May 28 ONLY but GES Canada will still be responsible for advance warehousing and material‐handling and the exhibitor will be billed accordingly. Please note: Direct Shipments to Victoria Conference Centre must be prepaid. Collect Shipments will not be accepted In the event an exhibitor’s representative is not present when the exhibitor’s materials arrive at Victoria Conference Centre, GES Canada will automatically unload the goods. Payment for Material‐handling services will be required on‐site from the exhibitor. GES Canada has jurisdiction over the loading dock and exclusive operation of forklifts and other material‐handling equipment on the Trade Show floor. Shipments require a bill‐of‐lading to be prepared to indicate the number of pieces and the total weight. Freight shipped directly to Victoria Conference Centre should be addressed as follows (for shipments delivered on May 28 only): To: Victoria Convention Centre C/O Canadian Library Association Tradeshow Organization name & booth # 713 Douglas Street, Crystal Garden, Loading Dock Victoria, BC V8W 3M7 From: Your Company name and address Move‐in The Trade Show will be ready for exhibitor move‐in beginning at 7am on Wednesday, May 28, 2014. Dates and times of move‐in are as follows: Wednesday, May 28 7:00 am – 4:00 pm (Opening Reception begins at 6 pm) Thursday, May 29 8:00 am – 9:30 am (hand‐carry only) Move‐in and installation of exhibits must be completed by: 4/17/2014 10 CLA National Conference & Tradeshow 2014 4:30 pm, Wednesday, May 28, 2014. No dollies will be permitted on the Trade Show floor after 9:30 am, Thursday, May 30, 2014. All crates and cartons must be unpacked and labeled for storage by 3:00 pm, Wednesday, May 28, 2014. After this time, any materials in exhibit crates or cartons not in the process of being erected will be removed from the Trade Show floor. An additional material‐handling cost may be applied for the return of material, for after‐hour completion of installation of exhibits. Show Management reserves the right to schedule a move‐in sequence and to set target installation dates and times for individual exhibits. Exhibitors agree to abide by instructions given by Show Management and GES Canada pertaining to the move‐in of exhibits. Exhibitors who are sending Shipments to the Trade Show from outside of Canada are strongly advised to use the services offered by GES Canada, our Official Customs Broker. For information on Canada Customs and use of customs brokers, please refer to the information on the Official Customs Broker on page 25. What to Do When You Arrive On-Site on May 28 a) Check in at the Exhibitor Registration Desk inside the tradeshow entrance in Victoria Conference Centre, Crystal Garden and pick up your badges. Remember to wear your badge at all times. For security reasons, only badged personnel will have access to the Trade Show floor. b) If you have used an official carrier to ship your freight and have paid in advance for Material‐handling, your materials should be in your booth. If your material is not in your booth, check with the Exhibitor Services Desk. c) If you shipped materials by other than the official carriers, did not order Material handling, or require assistance to unload your material, contact the Exhibitor Service Desk. Protective Footwear Exhibitors, service providers and display contractors working on the exhibit floor during move‐in and move‐out are recommended to wear approved safety footwear. Material-handling GES Canada has been appointed by Show Management as the exclusive contractor for material‐handling and supplier of forklifts and other material‐handling equipment. Unless you can hand carry your material, you must reserve material handling services with GES Canada. Booth Installation Exhibitors are allowed to unpack their own products and erect their own exhibits using the services of their own regular employees. Should exhibitors require additional assistance in the erection of their display, the use of the Official Service Contractor, GES CANADA, is 4/17/2014 11 CLA National Conference & Tradeshow 2014 strongly recommended. If using the services of a display contractor other than the Official Services Contractor, please note: a) The exhibitor must identify the company by returning the Exhibitor‐ appointed Contractor Form to Show Management no later than April 30, 2014. b) The Exhibitor‐appointed Contractor must provide a certificate of insurance to Show Management before access to the Trade Show is granted. c) Representatives of the Exhibitor‐appointed Contractor must present themselves to the Exhibitor Registration Desk to pick up their work badges before access is granted to the Trade Show. Storage of Crates All crates and cartons must be unpacked and labeled for storage by 3:00 pm, Wednesday, May 28, 2014. “Empty Crate” labels will be available at the Exhibitor Service Desk. Exhibitors are advised that storage of crates is not secure. Valuable materials and products, therefore, should not be consigned to storage. Stored crates and material may not be accessible during the event. Move-out Packing of display material and dismantling of exhibits will not be permitted until the close of the Trade Show at 3:00 pm on Friday, May 30, 2014. Date and times of move‐out are as follows: Friday, May 30 3:00 pm Any exhibits left assembled in the Trade Show after 8:00 pm on Friday, May 30 face removal by Show Management at the exhibitor’s risk and expense. Booth Dismantling Exhibitors are allowed to pack their own products and dismantle their own exhibits using the services of their own regular employees. Should exhibitors require additional assistance in the dismantling of their displays, the use of the Official Services Contractor, GES CANADA, is strongly recommended. Return of Crates Immediately following the close of the Trade Show, as soon as delegates leave the Trade Show, aisle carpets have been removed and it is safe to do so, the delivery of hand‐carried freight will commence, followed by the return of larger crates. Removal of Exhibit Material Show Management reserves the right to schedule a move‐out sequence and set target dismantling dates and times for individual booths. Exhibitors agree to abide by instructions given by Show Management pertaining to the move‐out of exhibits. At the close of the Trade Show, if an exhibitor fails to arrange for shipment of its material, Show Management reserves the right to route the shipment via the Official Carrier to a warehouse, pending direction from the exhibitor. The exhibitor will be charged accordingly. 4/17/2014 12 CLA National Conference & Tradeshow 2014 CLA National SECTION B: POLICIES AND GUIDELINES 4/17/2014 13 CLA National Conference & Tradeshow 2014 The policies, rules and guidelines contained in the Exhibitor Service Kit should be read in conjunction with the Terms of Agreement – Rules and Regulations contained on the reverse side on the Application for Booth Space 2014. They are part of the contract made between the applicant for booth space (hereinafter called the exhibitor) and the Canadian Library Association/ Association canadienne des bibliothèques (hereinafter called the CLA). GUIDELINES Contract Submission of the Application for Booth Space, full payment of the required space cost, the formal notice of assignment by the CLA and receipt of a copy of the Application for Booth Space, counter‐signed by the CLA, will constitute a contract to use the space assigned. Interpretation Of Rules And Guidelines The Exhibitor agrees to abide by the conditions and deadlines published in the Exhibitor Service Kit, the Terms of Agreement – Rules and Regulations in the Application for Booth Space and by all conditions under which the space was leased to the CLA by Victoria Conference Centre. The Exhibitor further accepts responsibility for informing all its employees, suppliers or agents, appointed contractors and temporary staff involved with its booth activities, of these conditions and rules. • • • • • CLA reserves the right to terminate the contract on site, if an exhibitor: Fails to observe and follow these policies, rules and regulations; Engages in unfair or deceptive trade practices; Behaves in a manner which is prejudicial to the proper management of the Trade Show; or Engages in acts of prohibited employment discrimination as proscribed by the provincial Human Rights Commission. Sales Of Products The purpose of the Trade Show is to educate and broaden the knowledge of registrants through demonstrations, presentations, product and service displays. Sales are permitted on the Trade Show floor provided that transactions are conducted in an appropriate and professional, business‐like manner. CLA reserves the right to restrict sales activities that it deems inappropriate or unprofessional. It is the exhibitor’s responsibility to comply with any Canadian federal, provincial or municipal laws in force, and to collect and remit any taxes payable. Advertising And Publicity The CLA reserves the right to determine what is acceptable publicity and advertising by exhibitors within the Trade Show. The CLA reserves the right to restrict at any time, any display or activity, which, in the CLA’s judgment, does not conform with the purpose of the Conference or Trade Show. In the event that the CLA deems such displays or activities as inappropriate or undesirable, the CLA will issue an order to cease and desist. The CLA will assume no liability for any losses, costs or other expenses incurred by the affected exhibitor. Exhibitors may distribute printed material, promotional literature or other articles only within their booth space allocated. Product and service demonstrations, presentations, interviews or other activities within Victoria Conference Centre are restricted to the booth space allocated. 4/17/2014 14 CLA National Conference & Tradeshow 2014 Printed and visual products and promotional literature must be designed and produced to be in accordance with the professional nature of the Conference and Trade Show. The name and logotype of the CLA may not be printed, used or displayed for any purpose without the express written permission of the CLA. Such permission will not be granted for purely promotional purposes, or in any way to imply endorsement of an exhibitor, product, service, or activity. To prevent misunderstanding, exhibitors’ promotional materials may not contain the phrase “in conjunction with the Canadian Library Association” or use similar language. Food And Alcoholic Beverages Distribution of food, alcoholic or non‐alcoholic beverages from the booth are permitted only if Show Management has been advised and provided its approval. Alcoholic beverages may only be consumed in designated lounge areas. Samples And Giveaways CLA must approve contests, drawings, entertainment, incentives and raffles from Trade Show booths before they can take place. In general, it is intended that samples or giveaways be limited to printed promotional materials and literature such as pamphlets, catalogues, photographs and books routinely produced for sale by the exhibitor. The distribution of novelty items, giveaways and souvenir gifts such as buttons, models, decals or flags is left to the discretion of the exhibitor, provided the intrinsic value is nominal. CLA reserves the right to refuse to allow exhibitors to distribute novelty items, giveaways and souvenir gifts which it deems to be objectionable or inappropriate. Audio And Visual Components Of The Trade Show Exhibitors may not operate public address, sound producing or amplifying devices that project sound above the normal level of conversation. Audio and visual equipment as part of a display are acceptable; however, sound equipment, which would be audible beyond the display, should be equipped with earphones or enclosed within a special listening‐room. In addition, spectators viewing audio and visual displays and booths may not obstruct aisles or interfere with access to other booths. Absolutely no manner of sound amplification is permitted for exhibitors conducting live presentations on the Trade Show floor. CLA reserves the right to determine when sound levels from audio and visual equipment constitute interference with others or become unacceptable. In such cases, sound levels will be reduced or the equipment will be removed at the exhibitor’s expense. Motion Picture And Other Projections Portable projection machines for 16mm, film strips, lanternslides, Kodachromes, VCRs, DVDs, etc. may be used in the Trade Show booths, provided that the films are an approved slow‐burning or non‐flammable type. Helium Balloons No helium‐filled balloons, whether for decorative purposes or inflated for distribution to registrants, will be permitted on the Trade Show floor. 4/17/2014 15 CLA National Conference & Tradeshow 2014 Vehicles On The Floor Cars, trucks and machinery for display must be cleaned before being admitted into the Centre and protective plastic must be placed underneath to prevent staining. All vehicles are limited to one‐half of a tank of motor fuel. All fuel tank caps must be sealed with tape and battery cables must be disconnected. Keys must be turned in to the Centre's security office in the event that an evacuation of the vehicles is required. (See page 24) Trade Show Material Release Forms Removal of equipment or display items from the Trade Show at any time from 6:00 PM on Wednesday, May 28 to 3:00 PM on Friday, May 30 will require a Trade Show Material Release Form. These forms may be obtained from the Exhibitor Registration Desk or the CLA booth. After 3:00 PM on Friday, May 31, no forms will be required. Booth Occupancy Exhibitors must undertake to have at least one representative present at their booths during the days and hours the Trade Show is open. All exhibitor representatives participating in the Trade Show must be registered and wear a badge. Name Badges All accredited exhibitor representatives must visibly wear the official CLA Conference and Trade Show name badge at all times. Access to Victoria Conference Centre is by badge only. Name badges are not transferable under any circumstances. Name badges may not be concealed with business cards, pins or stickers, nor be altered, added to or defaced in any manner. Wearing of company badges in lieu or the official CLA name badge will not be permitted. Photographing and Videotaping Exhibitors may not photograph or videotape any other exhibitor’s booth on the Trade Show floor without the permission of that exhibitor. Security in The Trade Show CLA and Victoria Conference Centre cannot guarantee against the loss, theft or damage of any kind during the installation, Trade Show or dismantling, but will endeavor to protect exhibitors by providing general perimeter security on from: • • 7:30 PM on Wednesday, May 28 to 8:00 AM Thursday, May 30 2:30 PM Thursday, May 29 to 10:00 AM Friday, May 30 CLA will provide the necessary watchmen during installation of the Trade Show and dismantling to ensure that persons entering the Trade Show are registered to attend the event and are wearing their name badges. Watchmen will be provided during hours when the Trade Show is closed. Exhibitors who wish to remain in the Trade Show after hours must first request permission to work late from Show Management and identify themselves to the security personnel when removing goods from the hall. Exhibitors solely are responsible for their own booth materials, and should insure their booth materials against loss, theft or damage during the event. Exhibitors who require additional security for the Trade Show may contract for this service from Victoria Conference Centre. 4/17/2014 16 CLA National Conference & Tradeshow 2014 Entry to The Trade Show CLA reserves the right to refuse admission to the Trade Show to any visitor, exhibitor, or agent or employee of exhibitors who, in the opinion of CLA is unfit, intoxicated, or in any way creating disruption to the Trade Show. Smoking The CLA National Conference and Trade Show is a smoke‐free event. Smoking is prohibited, by law and by policy of the CLA, at all times within Victoria Conference Centre except in areas designated by Victoria Conference Centre. GES CANADA will not rent ashtrays to exhibitors. Application for Trade Show Space For reference, a copy of the Application for Trade Show Space containing the Terms of Agreement – Rules and Regulations is available on the CLA website or may be obtained at the CLA office. Compliance with Laws Exhibitors must comply with all local, provincial and federal laws, rules, regulations and ordinances in force, including the British Columbia Human Rights Act, Citizenship and Multiculturalism Act and the British Columbia Employment Standards Code, in the employment of Trade Show staff. PHYSICAL RESTRICTIONS Booth Coordinators and Exhibitor‐appointed Contractors should be aware of the following physical restrictions: Height Restrictions • • The height restriction for linear booth is set at 8 feet (240 cm). The height restriction for peninsula booth is set at 8 feet (480 cm). Weight Restrictions • Lift Capacity of forklift trucks range from 5,000 lbs. (2,273 kg) to 8,000 lbs (3,628 Kg). Exhibitors with materials weighing 200 pounds or more should contact GES Canada. Other Restrictions • • Linear booth will be delimited with back walls set at an 8‐foot height (240 cm) and sidewalls set at a 3‐foot height (81 cm). The Victoria Fire Department requires that access to fire hose cabinets, portable fire extinguishers and fire alarm stations and access to exits be unrestricted and clearly visible at all times. Booths / Tabletops that contain fire‐protection equipment must allow for a 3‐foot (81 cm) clearance. The CLA reserves the right to schedule a move‐in and move‐out sequence and to set target installation and dismantling dates and times for individual booths. 4/17/2014 17 CLA National Conference & Tradeshow 2014 Should you have questions regarding the physical restrictions of the Trade Show, please contact CLA. LIABILITY Neither the Canadian Library Association (CLA) nor Victoria Convention Centre will bear any liability for personal injuries, whether suffered by an exhibitor, its employees, its contractors or business invitees. Neither the CLA nor Victoria Conference Centre will be held liable for any loss or damage to the property of an exhibitor, its employees, its contractors or business invitees due to fire, robbery, accidents, or any cause whatsoever that may arise from use and occupancy of the leased space or building of Victoria Conference Centre. The exhibitor agrees to indemnify and hold harmless the CLA, the City of Victoria, Victoria Conference Centre and their employees against any and all CLA, liability or damages by any person whomsoever, arising out of acts or omissions of exhibitors or their employees. Exhibitors shall furnish their own public liability insurance. The CLA does not assume liability for any damages or losses resulting from, or related to, the failure of the exhibitor to comply with the provisions of the Terms of Agreement – Rules and Regulations on the back of the Application Form, as well as the policies, rules and guidelines contained in the Exhibitor Service Kit. If, due to unforeseen circumstances beyond the control of the CLA and it sub‐contractors, the exhibitor’s materials do not arrive in time for display during the entire period of the Trade Show or any part thereof, the CLA and its sub‐contractors assume no liability for damages or losses to the exhibitor and are under no obligation to refund the exhibitor’s fees. Before any booth may be removed from Victoria Conference Centre, exhibitors must make arrangements satisfactory to CLA, Victoria Conference Centre and to the official and exclusive contractors for the payment of any outstanding charges incurred by the exhibitor. Insurance (Applies to Booths only; Tabletops are exempt) Each exhibitor has the responsibility of maintaining adequate insurance coverage against injury to persons, damage to or loss of property, products, equipment or decoration and inability to meet its obligations outlined in the Application for Booth Space, Terms of Agreement – Rules and Regulations. The following insurance coverage is mandatory: 1) Comprehensive General Liability insurance with a minimum limit of $2,000,000 CDN (this is for the 2014 Tradeshow ONLY – this will reviewed annually) 2) The policy must include the CLA, Victoria Conference Centre and the City of Victoria as named insureds and contain a cross‐liability CLA clause. Insurance protection of the type described above will not be provided to the exhibitor by either the CLA or Victoria Conference Centre. 4/17/2014 18 CLA National Conference & Tradeshow 2014 Insureds: Canadian Library Association 1150 Morrison Drive Suite 400, Ottawa, ON K2H 8S9 Victoria Conference Centre 713 Douglas Street Victoria, BC V8W 3M7 Electrical Equipment and Connections All electrical wiring and outlets shall be at the exhibitor’s expense. All operating electrical equipment used in the booth, as well as merchandise, lighting and display equipment must have C.S.A. or equivalent provincial power authority approval. Exhibitors should take the required steps to ensure electrical equipment meets these requirements. Failure to comply with the requirements to have electrical equipment approval may result in the equipment being refused connection to the source of electrical supply and ordered removed from your booth. Fire Regulations The following regulations are the policy of Victoria Conference Centre with consultation with the Victoria Paramedic and Fire Service and MUST be observed by all exhibitors participating at trade shows and exhibitions or any events held at Victoria Conference Centre. 1. Immediately notify Fire Department upon discovery of any fire by pulling nearest fire alarm station in building, calling 911 and giving location as 375 York Ave. 2. Exhibitors shall not encroach on aisle space and are reminded that they must remain within the space assigned. A minimum of an eight (8) foot aisle must be maintained at all times in ground floor and second floor meeting rooms, and ten (10) foot aisles must be maintained at all times in exhibit Halls A and B. Exhibitors shall not obstruct fire alarms, equipment, fire exits or fire equipment. 3. All materials used for draping or decorations must be fire resistant or treated with a flame retardant solution to meet with a flame test as provided in the municipal code of Victoria, for fire prevention. Dust covers for displays must be fire resistant or treated with a flame retardant solution. 4. Cartons, boxes and crates may not be stored under tables, behind displays or in any part of the exhibit area. Storage labels should be provided by the display service contractor so that these items can be removed from the Conference Centre prior to the opening of the show and returned at the close of the show. 5. Packing materials such as excelsior, shredded paper and the like, must be returned to the empty cartons immediately. Accumulation of these materials is prohibited. 4/17/2014 19 CLA National Conference & Tradeshow 2014 Reference Canadian National Fire Code 2.4.1.1(4) Accumulation of Combustible Materials. 6. Aisles should be kept clear and uncluttered as possible during set up and dismantle hours. During show hours, aisles must be kept clear at all times. 7. No hazardous display of any nature will be permitted in any exhibition or display area without written permission of the Victoria Fire Department. The above includes straw, sawdust, wood shavings, open flames, hot coals, L.P.G. lighters, charcoal grills, flammable liquids, L.P.G. cylinders, toxic liquid or gases, hazardous chemicals, etc., or any hazardous liquid, solids or gas of a similar nature. Any fuel burning appliances, (ie. fireplaces, stoves, ranges, etc.) will be installed in compliance with all City of Victoria and Province of British Columbia Fire Codes and/or Regulations. If propane is being brought into the building it must be in containers with a capacity no more than 5 lbs. This 5 lb container(s) must be removed from the exhibit space and stored in accordance with the City of Victoria and Province of British Columbia regulations. All tanks, if not connected to an appliance, must be stored outside the building in a proper storage area. NOTE, only one 5 lb. propane tank attached to the appliance is allowed. Quick coupling per gas appliance must be used. Exhibitors are responsible for arranging for appropriate storage as the Centre has limited space and cannot assume responsibility for these containers. • Automobile, Boat, Trailer, Etc. Display When cars are being brought in for an exhibit or displayed in any form, all fuel tanks MUST be properly sealed with approved type tape i.e. masking, cloth, or locked gas cap. All vehicles must have a drop sheet or oil pan in place under vehicle. Wheel pads must be placed under vehicle wheels. Victoria Paramedics & Fire Services require all keys, along with the location, from vehicles to be left with show management in case of emergency. • NO helium balloons are permitted in the building. • Enclosed or covered structures are NOT permitted unless certified by the Victoria Paramedics and Fire Services, have an independent sprinkler system or are open to the ceiling. All materials used in the construction of such enclosures must be flame proofed. All additional extinguishers must be supplied by exhibitors. • Any display using flammable fuels must ensure that the container is properly sealed and protected so that it cannot be accidentally knocked over. • Motorized pallet jacks are NOT allowed on any of the carpeted areas. 4/17/2014 20 CLA National Conference & Tradeshow 2014 • During Ingress and Egress of Exhibition/Trade Shows, CHILDREN UNDER THE AGE OF 16 are NOT ALLOWED on the show floor. This policy is for the safety of your children. Health and Safety Regulations Victoria Convention Centre reserves the right to inspect and/or refuse any items brought into the facility deemed to be a health, safety or fire hazard. Victoria Convention Centre encourages the safe and healthful work practices of all individuals working in the facility. It is mandatory that all staff, contractors and clients follow ALL safety guidelines and use ALL appropriate safety equipment as required by “The Occupational Health & Safety Laws and Regulations.” Carpeting The exhibitor will incur the cost of carpeting at their discretion and expense. Exhibitors are not allowed to extend their carpet into the aisles. Please contact GES Canada for carpeting. Hanging Signs and Banners As CLA will be hanging signs, no signs or banners will be permitted by exhibitors in Victoria Conference Centre. Seating Seating is provided for delegates to dine in the tradeshow area in this venue. Linear Booths Linear booths will be delimited with back walls and sidewalls. In order to ensure that the display value of adjoining booths is not unduly limited, booth designs and walls, signs, fixtures and counters, product and booth displays may be erected to a maximum height of 8 feet (240 cm) in the back 5 feet (150 cm) section of the booth. From this point to the front of the booth, they may not exceed a height of 4 feet (120 cm). Custom booth designs, signs, product and booth displays must be arranged in such a manner as to conform to the linear design. Maximum height of booths, products and display materials may not exceed 8 feet (240 cm) in order to be fair to other exhibitors; there can be no exceptions to the height limit. Exhibitor‐Appointed Contractors Exhibitors may use or appoint an independent contractor for installation and dismantling of their booths, or to provide other services. An exhibitor‐appointed contractor is any company – other than one of the designated Official Contractors – providing a service to the exhibitor and requiring access to a booth at any time during the installation, Trade Show and dismantling days. Exhibitor‐appointed contractors ARE NOT permitted to perform the following services: • Material‐handling • Electrical and mechanical • Rigging/hanging signs • Booth cleaning 4/17/2014 21 CLA National Conference & Tradeshow 2014 • • • Telephone, fax/modem – data lines, internet connection Security Food & Beverage All exhibitors are required to complete and return the Exhibitor‐appointed Contractor Form no later than April 30, 2014. Should an exhibitor wish to use the services of contractors other than the Official Contractors, the following conditions must be met: Exhibitors must inform Show Management of the name and address of the contractor and the work to be performed. The Exhibitor‐appointed Contractor Form must be received no later than April 30, 2014. Exhibitors who have not advised Show Management in writing by this date must use the Official Contractors. Only the authorized exhibitor representatives may complete the Exhibitor‐appointed Contractor Forms. Forms completed by the appointed contractor will not be accepted and will be returned to the sender. 2. Exhibitors are responsible for ensuring that their appointed contractors submit a Certificate of Insurance, in a form that is acceptable to the CLA, outlining the following coverage: Comprehensive General Liability insurance with a minimum limit of $2,000,000 CDN; b) The CLA, the City of Victoria, Victoria Conference Centre must be listed as named insured and the insurance shall contain a cross‐liability CLA clause. The exhibitor‐appointed contractor’s Certificate of Insurance must be provided to Show Management no later than April 30, 2014. It is the exhibitor’s responsibility to inform its contractors of this deadline. 3. The exhibitor‐appointed contractors: a) Must agree to abide by all the rules and regulations contained in the Terms of Agreement – Rules and Regulations outlined on the reverse side of the Application Form for Booth Space and additional policies, rules and guidelines contained in the Exhibitor Service Kit; b) Must agree to abide by all union rules and regulations in force at Victoria Conference Centre; c) Must ensure that set‐up badges be worn at all times. Temporary work passes will be issued only to persons actually used to supervise, install, dismantle or maintain booths. It is the exhibitor’s responsibility to send this Exhibitor Service Kit or necessary information, including the rules and regulations, to their appointed contractors. Additional copies of the Exhibitor Service Kit are available upon request by contacting Show Management. 4/17/2014 22 CLA National Conference & Tradeshow 2014 Provincial Human Rights Code The exhibitor agrees to observe all union contracts and labour relations in force, agreements between the CLA, official contractor serving companies and the building in which the Trade Show will take place and act according to the labour laws of the jurisdiction in which the building is located and observe the provisions of the provincial Human Rights Code and the Labour Standards Act in the hiring and treatment of booth staff. Canada Customs Canada Border Services Agency has granted a “Border to Show” customs‐clearance system for the CLA Trade Show. Under this system, customs clearance of Exhibitors’ materials shipped in bond will be processed after the goods have been delivered to Victoria Conference Centre. Exhibitors electing to take advantage of this clearance system are strongly advised to use the Official Customs Broker. Otherwise, shipments will have to be cleared at the point of entry into Canada or at an island warehouse, delaying arrival at the Trade Show. A copy of the letter from Canada Border Services Agency authorizing the Trade Show use of the Border to Show Staff will be sent to you upon request. It is recommended the exhibitors coming to the Trade Show from outside of Canada present a copy of this letter to Canada Border officials at the time of entry into Canada. It is imperative that visitors to Canada contact the Canadian consulate, embassy or mission in their home countries prior to coming to Canada to get preliminary information on visa requirements and valid travel documents. For an explanation of the requirements, please contact Canada Border Services Agency – Immigration at http://www.cbsa‐asfc.gc.ca/services/ie‐ei/cmt‐cre‐eng.html or at 1‐204‐983‐3500 (outside Canada). All Exhibitors, who are not Canadian, should carry a copy of the letter to facilitate entry into Canada. Please review the regulations listed on the next page. Exhibitors are responsible for ensuring the products and materials they will be exhibiting are lawfully brought into Canada and used or displayed in accordance with the terms and conditions of their entry, and for the advertising use and sale of such material in Canada. Official Customs Broker Contact: Wes Moroz | Logistics Coordinator Tel: 403.218.7428 Email: [email protected] Website: gesexpo.ca GES Canada has been appointed as official Customs Broker for the Canadian Library Association Conference and Trade Show and is available to assist exhibitors to clear their shipments. GES Canada will provide exhibitors complete Customs Brokerage and Shipping services as follows: 4/17/2014 23 CLA National Conference & Tradeshow 2014 Provide the necessary Canada Border Services Agency forms and paperwork on your behalf; Post the required bonds and securities with Canada Border Services Agency; Clear shipments through Canada Border Services Agency; Provide Shipping and Freight Forwarding services to meet all your needs, ground or air shipments. Coordinate delivery of materials to the loading docks of Victoria Conference Centre on the appropriate move‐in date and time; Liaise with the Material‐handling Contractor, GES Canada, to ensure that shipments are delivered to booths; Provide advice of payment of duties and taxes, and sales of goods, where applicable; Prepare export documentation and bills‐of‐landing to facilitate the return of booth materials; Coordinate outgoing transportation of Trade Show materials back to the required destination; Arrange U.S. Custom’s clearance for return surface shipping of goods. Essentially GES Canada will pick up your shipment from your office or warehouse anywhere in North America and deliver it to the Victoria Conference Centre in Victoria, BC – Clearing Customs along the way. 4/17/2014 24
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