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
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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
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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
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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
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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.
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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.
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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.
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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.
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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
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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.
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