March 28-30, 2014 Royal Botanical Gardens Centre 680 Plains Road West, Burlington ON EXHIBITOR MANUAL OUTDOORLIVINGANDGARD ENSHOW.COM Easy Reference Guide General Information Page 3 Page 4 Page 5 Show Contractors Page 6 Page 7 Page 8 Rules & Regulations Page 9 Page 10 Page 11 Producer Show Personnel Show Dates & Times Location Show Office Move-In & Move-Out Details Move-In Procedure Move-Out Procedure Construction Site Courier & Shipping Instructions Standard Booth Rental Show Service Contractors Electrical Services Hotel Accommodations Insurance Internet – Network Service Order Form Janitorial Service Order Form Security Signs Staffing of Exhibits Exhibitor Badges Contests & Draws Alcoholic Beverages & Food Samples Sales & Receipts Health & Safety Rules Electrical Safety Code Requirements Fire Prevention Materials Handling, Forklifts, Dollies & Drayage Damage to Property Entry to Show Payment of Account Non-Compliance of Rules and Regulations Marketing & Press Information Page 11 Press Information Show Program 2 GENERAL INFORMATION Producer Premier Publications & Shows 447 Speers Road, Suite #4 Oakville, ON L6K 3S7 Phone Number: 905-842-6591 Toll Free Number: 1-800-693-7986 Show Personnel Julie Miller – Operations Manager 905-842-6591 ext. 253 Fax 905-842-6843 [email protected] Aaron Johnson – Show Manager 905-842-6591 ext. 245 Fax 905-842-6843 [email protected] Sarah Holden – Events Coordinator 905-842-6591 ext. 260 Fax 905-842-6843 [email protected] Lisa Melander – Events Coordinator 905-842-6591 ext. 376 Fax 905-842-6843 [email protected] Amanda Wedgewood - Marketing & Communications Specialist 905-842-6591 ext. 235 Fax 905-842-6843 [email protected] Show Dates & Times Friday March 28, 2014 Saturday March 29, 2014 Sunday March 30, 2014 10 am – 5 pm 10 am – 5 pm 10 am – 5 pm Location Royal Botanical Gardens 680 Plains Rd West Burlington, ON L7T 4H4 Phone Number: 905 527-1158 Fax: 905-577-0375 3 Show Office During move in, show hours and move out, Show Management will maintain an office on-site in the Royal Botanical Gardens. The office will be open during move-in from 10 am to 8 pm Thursday March 27th. The office will also be open during move out from 5 pm to 8 pm on Sunday March 30th. On Friday, March 28th the show office will open at 8 am, and during the remaining show days, the show office will be open during show dates and times listed below and a ½ hour before the show opens and a ½ hour after the show closes. Move In & Move Out Details Move In: Thursday March 27th, 2014 12 pm – 6 pm Show Hours: Friday March 28th, 2014 Saturday March 29th, 2014 Sunday March 30th, 2014 10 am – 5 pm 10 am – 5 pm 10 am – 5 pm Move Out: 5:30 pm – 8 pm Sunday March 30th, 2014 Move In Procedure Move in will be via the loading docks at the RBG Visitor Centre. The entrance is located off of Botanical Drive, and is just west of the main visitor parking area. Dollies will be provided but will be on a first come, first serve basis. As the RBG will be open to the public and in an effort to create a safe environment, a move-in schedule will be developed and will be provided to exhibitors at minimum one week prior to the show. Move in will take place Thursday March 27th, 2014. Only hand carried merchandise is permitted to be brought on the exhibit floor on Friday March 28th, Saturday March 29th and Sunday March 30th, 2014. No vehicles or dollies will be permitted on the show floor due to safety regulations. Any moving of merchandise and equipment during show hours, without the approval of Show Management, is prohibited. All displays must be completed by 6 pm on Thursday March 27th, 2014. Move Out Procedure No removal of exhibits or exhibit material is permitted before the show closes on Sunday March 30, 2014th and all consumers have exited the building. This is not only for the good of the show but for serious safety issues. If an exhibitor fails to comply with this then they will not be allowed back at future shows. Exhibitors are urged to have a representative in their exhibit until the removal of all portable items has been completed. All products and displays must be removed through the same loading dock you used during move-in. While Show 4 Management will take all reasonable security precautions to safeguard small items, immediate removal of such items will minimize the possibility of loss from pilferage. All crates, crating materials, equipment and containers and exhibits must be out of the building by 8 pm on Sunday March 30th, 2014. Construction Site The show floor is deemed a construction site by the Ministry of Labor during Move In and Move Out. Effective January 1st, 2007, no children under the age of 16 are permitted on the show floor during move in or move out. Proper footwear must also be worn during move in and move out times. Open toe shoes are not permitted. For more information, please see the Ontario Health and Safety Act which can be found on our website, outdoorlivingandgardenshow.com. Courier and Shipping Instructions Deliveries and shipments must be made before the show opens each day. Please advise Show Management of any expected deliveries. Exhibitor material should arrive by Thursday March 27th, 2014 but not before Wednesday March 26th, 2014. Shipments will not be accepted at the Royal Botanical Gardens, unless it is on March 26th or 27th, 2014. All crates, packages, and shipments should be consigned to: Royal Botanical Gardens Outdoor Living & Garden Show Company Name / Exhibitor Name Booth Number Royal Botanical Gardens 680 Plains Road West Burlington, ON L7T 4H4 *All freight must be pre-paid. *C.O.D. Shipments will not be accepted by Show Management Standard Booth Rental The booth rental fee entitles each exhibitor to the following: 1. Designated floor space at the Royal Botanical Gardens, with general house lighting and heating/air conditioning 2. Standard booth draping depending on booth location 3. A table and 2 chairs upon request as well as a Wi-Fi code free of charge 4. Exhibitor badges as per Exhibitor Badge Request Form 5. Access to passes to the show upon management approval 5 6. Show Management on-site at all times 7. Publicity and promotion (full marketing plan will be public) 8. Company listing in show program and on show website All booths must conform to standard dimensions and aisle space must not be used for exhibit purposes or for solicitation of business: Back Wall Height – max. 8 feet high Side Wall Height – max. 8 feet high for the first 4 feet from back wall (for 10x10) Side Rail Height – 3 feet tall for the remaining 6 feet to front of booth (for 10x10) Side Rail Height – 3 feet tall for full 5 feet to front of booth (5x10) The booth rental fee does NOT entitle the exhibitor to the following: hydro, display materials, or booth signs. Show Contractors All forms are posted on our website at OUTDOORLIVINGANDGARD ENSHOW.COM /EXHIBITOR RESOURCES **Please fax all forms to contractors directly** Show Service Contractor Please see the Boneyard Event Services order form on our website for the rental of any additional furnishings, décor requirements etc. Boneyard Event Services Contact: Kevin LeGallais or Adam Reynolds 416-543-3161 www.boneyardeventservices.ca Electrical Services The Royal Botanical Gardens will provide electrical services for a fee of $75. This must be pre-booked through show management in advance of the show. Electrical outlets may not be available to all exhibits depending upon location. Hotel Accommodations When booking a room in any of the hotels listed below, please mention to the desk clerk that you are a Royal Botanical Gardens Outdoor Living & Garden Show exhibitor. The Royal Botanical Gardens has a relationship with the Burlington Hotel Association. 6 1. Best Western Plus Inn & Suites a. Website: www.bestwestern.com/prop_66090 b. Phone Number: (905) 639-2700 2. Comfort Inn a. Website: www.comfortinn.com/hotel-burlington-canada-CN259 b. Phone Number: (905)-639-1700 3. Hilton Garden Inn a. Website: www.hiltongardeninn.hilton.com b. Phone Number: (905)-631-7000 4. Burlington Hotel & Conference Centre a. Website: www.hiburlington.ca b. Phone Number: (888) 987-4888 5. Homewood Suites a. Website: www.burlington.homewoodsuites.com b. Phone Number: (905) 631-8300 6. Waterfront Hotel a. Website: www.thewaterfrontdowntown.com b. Phone Number: (905) 681-5400 Insurance Current and in force Commercial General Liability Insurance coverage is recommended for exhibitors at the Royal Botanical Gardens Outdoor Living & Garden Show. Show Management or the Royal Botanical Gardens will NOT accept responsibility for, or injury to persons, loss of, or damage to products, exhibits, equipment, or decorations, by fire, accident, theft, or any other causes while in the building. A copy of your insurance certificate should be submitted to this office prior to the show. You can fax it directly to Filomena Feltmate at 905842-6843. The Exhibitor Insurance Form can be found on our website outdoorlivingandgardenshow.com Internet – Network Service Order Form For all your Internet requirements, visit our website and see the online request form from the Royal Botanical Gardens for your free of charge Wi-Fi code. Please fax it back to Sarah Holden at 905-842-6843 by March 7, 2014. Janitorial General facility and “aisle” cleaning will be provided daily by the RBG. Exhibitors are responsible for the cleaning and maintenance of their own space and for the disposal of all garbage and recycling during move in, show hours and move-out. Industrial waste disposal and recycling bins are accessible to all exhibitors in the loading dock area. 7 Security RBG Security is on site until midnight each day after which the Centre is completely locked down. Show Management does not assume any responsibility for losses due to fire, theft, accident, personal injury, bodily harm and all perils. Booths should be manned at all times. Much of the loss which occurs at MoveOut may be eliminated by packing small items in bundles that are too bulky or heavy to be carried by one person. NOTE: In the interest of providing the best possible security, exhibitors are asked to leave the building within a ½ hour after show closing each night. Signage Exhibitors are permitted to display signs representing their products only, in those areas for which they have contracted space. All signage must be professionally done. Under no circumstances may signs, banners, and similar materials be nailed, stapled, or attached to ceilings, walls, pipes or electrical fixtures. Should you wish to have a sign or banners to be hung, approval must be granted by the RBG. Please contact Show Management to inquire. 8 GENERAL Rules and Regulations Staffing of Exhibits Exhibitors are required to have staff at their exhibit at all times during show hours. Exhibitor Badges Exhibitor badges will be provided to all exhibitors. Badges are created with the COMPANY NAME. For accuracy in required numbers, badges must be preordered. These will be provided to exhibitors at no charge to a maximum of four (4) per booth. The names of your staff members is requested via the Exhibitor Badge Request Form for security purposes. Badges can be picked up at the Show Office or Exhibitor Registration from move in until show closing. Badges must be worn at all time. Please visit our website at outdoorlivingandgardenshow.com to fill out an Exhibitor Badge Request Form. Please fax back your form to 905-842-6843 by Friday March 7, 2014. Contests & Draws Premier Consumer Shows must review all draws offered by exhibitors prior to the show. Draws conducted by exhibitors in conjunction with their exhibit must be free of any obligation on the part of the winner. Prize winners must not be required to place an order or make monetary deposits in order to collect the prize offered. The schedule of prizes and terms of the competitions must be clearly stated on the entry form. Please visit our website at outdoorlivingandgardenshow.com to fill out a Contest & Draw Approval Form. Please fax back your form to 905-842-6843 by Friday March 7, 2014. Alcoholic Beverages and Food Samples The distribution by exhibitors in their exhibit areas is prohibited unless preapproved by Show Management. Only sampling of food and beverage will be allowed, and not the sale of meals or snacks. Packaged goods are permitted. If approved the Exhibitor is responsible to adhere to all alcohol and gaming commission regulations and is responsible for any additional cost from the Royal Botanical Gardens. Please visit our website at outdoorlivingandgardenshow.com and see the online form which must be completed and returned in order to sample food and/or beverages. 9 Sales and Receipts Sale of goods is permitted during the show and “Show Specials” are encouraged. EVERY SALE MUST BE ACCOMPANIED BY A RECEIPT. This reduces the possibility of theft, and Security may check receipts at the exits. Healthy and Safety Rules The Ontario Ministry of Labour requires that all employers adhere to all relevant sections of the Ontario Health & Safety Act. Please read enclosed Health & Safety Rules and Regulations forms that are posted on our website. **All Exhibitors must read and sign the Mandatory Safety Declaration Form prior to move-in. The form can be found online under Exhibitor Resources. Please return to the attention of Amanda Wedgewood by March 7, 2014. Electrical Safety Code Requirements All electrical equipment operated at the show must have CSA approval. If you have any questions, please contact Ken Fowler at the Royal Botanical Gardens at 905-527-1158. Fire Prevention No combustible or flammable liquid or material may be used in any exhibit or display. All materials used for decorative purposes must be flame-proofed. All exhibit, display or demonstration installations must meet the requirements of all regulations and inspections enforced by local Fire Department and the Royal Botanical Gardens. Please read the enclosed Fire Regulations for Exhibitors supplied by the Royal Botanical Gardens. Materials Handling, Forklifts, Dollies, & Drayage Dollies will be provided during move-in and move-out only and are available on a first come, first serve basis. Forklifts and material special material handling can be arranged through RBG and Event Services upon request and for a fee. Unless arranged in advance with Show Management, forklift service will not be available on site. Please contact Show Management with any requests. Damage to Property Use of nails, screws or any material that can mark floors, walls, columns or ceilings is prohibited. Exhibitors wishing to lay any floor covering may not adhere them to the building floor. In such cases, it is suggested that building papers or 10 other suitable protection be first laid down or double-faced tape may be used as an adhesive. Exhibitor is liable for any damage caused to building floors, walls, columns or ceilings or to standard booth equipment. Any damage caused due to exhibitor negligence will be billed to the exhibitor. Entry to Show Show Management reserves the right to refuse admission to the show any visitor, exhibitor, or exhibitor's employees who, in the opinion of Show Management, is under the influence of drugs or alcohol, or in any way creating a disruption of the show. Payment of Account Show Management reserves the right to refuse entry to any exhibitor whose account has not been paid in full. Non-Compliance of Rules and Regulations Show Management reserves the right to make changes, amendments and additions to the rules and regulations without notice for the overall betterment of the show. Interpretation of these rules and regulations shall rest with Show Management. Marketing and Press Information Press Information If your company is doing something new and exciting we want to know about it! The information you provide may be used to alert the media to your participation in advance of the 2014 RBG Outdoor Living and Garden Show. Please visit our website at outdoorlivingandgardenshow.com and complete the form for Press Information and return to Amanda Wedgewood via fax 905-842-6843. Deadline for submission is March 7th, 2014. Show Program and Show Website A show program will be published days in advance of the show in The Burlington Post and will also be available on site for attendees. All exhibitors will be listed on the show website. If you wish to place an ad or highlight your listing in our Show Program, please contact Aaron Johnson at 905-842-6591 ext. 245 before March 7th, 2014. 11
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