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Exhibitor Manual

Exhibitor Manual for

The Outdoor Adventure & Travel Show – Montreal

April 7 & 8, 2018
Montreal, Quebec
Palais des Congres
Hall# 220 CDE

Welcome and thank you for choosing to be a participant in The Outdoor Adventure & Travel Show – Montreal. Please take a moment to read the exhibitor manual, which will provide you with all of the necessary information for the preparation and installation of your exhibit. Processing your orders at your earliest convenience will allow us and the service-contractors time to provide you with the best possible rates & service.

The Show Office will be set up at the Palais des Congrès, on Friday, April 6th, 2018 at 9:00 am and management will be available to assist you for the duration of the Show


Manual Quick Links

  1. General Information (Location, Dates, & Times)
  2. Check List
  3. Move-In Instructions
  4. Loading Docks
  5. Exhibitor Parking
  6. Vehicles on Show Floor
  7. Shipping & Deliveries
  8. Customs Broker
  9. Move-Out Instructions
  10. Booth Accessory Packages
  11. Show Decorator (Furniture & Display Rental)
  12. Booth Installation & Dismantle
  13. Signage Installation
  14. Booth Cleaning
  15. Electrical
  16. Telephone & Internet
  17. Audiovisual
  18. Hotel
  19. Food Sampling
  20. Ice
  21. Exhibitor Badges
  22. Custom Coupons
  23. Language Laws
  24. Insurance
  25. Rules & Regulations

General Information

Show Location

Palais des Congrès
Hall 220 CDE
201 Viger avenue West
Montreal PQ
H2Z 1X7
Tel: 514-871-8122
Fax: 514-871-9389

Show Dates & Times

Saturday, April 7, 2018 | 10:00 am – 6:00 pm
Sunday, April 8, 2018 | 10:00 am – 5:00 pm

Exhibitor Move-In Times

Friday, April 6, 2018 | 9:00 am – 8:00 pm

Exhibitor Move-Out Dates & Times

Sunday, April 8, 2018 | 5:00 pm – 10:00 pm

Produced By

National Event Management
Suite #102
260 Town Centre Blvd.
Markham, ON
L3R 8H8
Tel: 905-477-2677 or 1-800-891-4859
Fax: 905-477-7872

Exhibitor Coordinator

Esther Benoit
Tel: 905-477-2677 or 1-800-891-4859 ext 286
Email:

Director of Operations

Dina Latina
Tel: 905-477-2677 or 1-800-891-4859 ext 224
Email:

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Exhibitor Check List

Please print a copy of this checklist to assist you in planning for the Show. To take advantage of “early booking discounts” please note booking deadlines.

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Move-In Instructions

Move-in Times: Friday April 6, 2018 | 9:00 am – 8:00 pm

Exhibitors whose booths are located directly in front of the loading docks will be provided with specific move-in times prior to the show.

  • All exhibitors must officially register before setting up. Please come to the show office and staff will direct you to your booth.
  • All exhibits must be set up by 8:00 pm Friday. Exhibitors will not be permitted to set up during show hours.
  • The aisle carpet will be in place Saturday morning. Dollies and carts WILL NOT be permitted on the carpet. Hand carried items only may be brought in on Saturday.
  • Children 15 years of age or younger will not be permitted in the exhibit area during move-in, set-up, or tear down.

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Loading Docks

Please note that the loading docks are located at 163 St-Antoine W. between de Bleury & St-Urbain streets.

Dock level access is available. Dollies and a pump truck will be available for your use. If you require a forklift to move material from the dock to your booth, a forklift will be available to you. However, if you have excessive forklift requirements please speak with your sales representative to discuss your needs. A charge may apply.

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Exhibitor Parking

The Palais des Congrès does not offer a parking pass. Parking is available in the Palais parking at the corner of Chéneville (1025) and Viger Streets.

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Vehicles on Show floor

All vehicles must abide by the arrival and departure schedules and procedures established by Show Management. Please contact Dina Latina at to arrange arrival time if you want to display a vehicle.

Motor vehicles or gasoline-powered equipment on display must be equipped with lock-on type gasoline tank caps and batteries are to be disconnected. Gasoline tanks must not be filled beyond the ½ mark in order to allow for expansion of product. Vehicles unable to be equipped with lock-on type caps must have caps sealed in a manner acceptable to the Fire Department.

  • Running of display vehicles during exhibit is prohibited.
  • Propane charged cylinders are not permitted on self-propelled vehicles or trailers on display inside buildings.
  • If at any time an Inspector deems that equipment is being operated in a manner dangerous to public safety, he shall cancel the privilege of the exhibitor concerned.

Exhibitors are responsible for oil, grease, or any general damage to the carpeted area.

Exhibitors must provide a set of keys, the contact name, and phone number of the person responsible to remove the vehicle(s) to Show Management.

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Shipping & Deliveries to the Show

Shipping Direct To Show: Friday April 6, 2018

PLEASE NOTE: The facility will NOT accept shipments prior to the Show move-in date. Show Management will sign for the delivery on your behalf during move-in hours only. Your materials will be left at the dock until you arrive. To move your items to your booth space, pump trucks and dollies will be available at no charge. Should you require assistance or the use of a forklift, please contact your sales rep as charges may apply.

The most cost-effective way to ship your items to the show is to arrange delivery during move in hours with our Official Show Carrier:

YRC Reimer Customer Care
Tel: 1-877-330-3321
Email:

Please address shipments to:
Company name Booth number
The Outdoor Adventure & Travel Show
Palais des Congrès
Hall 220 CDE
V163 St-Antoine W.
Montreal PQ
H2Z 1X8

Pre-Show Shipping

If you choose the official show carrier as your freight carrier, they will warehouse materials for up to 30 days prior to the Show at no charge and deliver them to the show on move-in day.

To request a quote, please complete the below order form and email to:

YRC Reimer Customer Care
Tel: 1-877-330-3321
Email:

Shipping enquiries must be finalized 14 days prior to show move in date. Be sure your shipment is labeled clearly.

If you choose to use a carrier other than the show carrier and wish to ship pre-show, please speak to your sales rep.

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Customs Broker

North American Logistics Services Inc. is our designated official customs broker to coordinate customs clearance of goods destined for The Outdoor Adventure & Travel Show. Please make sure you contact them at least one month prior to the event in order to arrange your custom needs.

If you have any questions please contact:
Andres Valdes
Email:
Direct Line: 877-332-8987
Cell: 514-868-6650

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Exhibitor Move-Out Instructions

Please note that move-out will begin once the show has closed, the aisles are cleared and the aisle carpets removed. If you are able to hand carry your supplies out to your car, we encourage you to do so.

All material must be removed by 10:00 pm

Items left on the show floor after move-out time will be forced off the floor. Show Management reserves the right to reroute shipments that are not picked-up or refused by carriers. Should this occur, you will be responsible for any charges incurred.

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Booth Accessory Packages

BOOKING DEADLINE:  March 15, 2018

An all-inclusive, booth accessory package is available which contains: a draped booth, grey carpet, 1 black-skirted table (6 feet long x 30 inches high), 2 chairs, and an electrical outlet. If you did not order at the time of booking and wish to have this package, please contact your sales rep to order.

There are no substitutions to this package.

To order a Booth Accessory Package, return the below form to your sales rep.

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Show Decorator (to order tables, chairs, accessories, etc.)

PRE-SHOW BOOKING DEADLINE: March 15, 2018

8ft back drape and 3ft side drape are supplied for your exhibit space. If you require tables, chairs or additional booth supplies, these items can be rented from the Show Decorator:

Freeman Decorating
Tel: 613-748-7180
Fax: 613-748-5977

Carpet or Flooring is mandatory for all exhibits. You can use the show decorator or you are welcome to bring in your own. See Tape Restrictions in the Rules & Regulations section below.

Show Colours

  • Booth Drapes: Blue
  • Aisle Carpet: Green

Our Internet online ordering service, Freeman OnLine® is available for your convenience to order all Freeman services, view show schedule, or print order forms. Once your show is available online you will receive an email which includes a direct link to Freeman OnLine®.

Take advantage of 30% discount by ordering online by March 15, 2018. To place online orders you will be required to enter your unique Login ID and Password. To access Freeman OnLine® for The Outdoor Adventure Show go to: http://www.freemanco.com/store/show/showInformation.jsp?showID=452627&nav=02

Click on the “Login” link in the top right corner to proceed. If this is your first time using Freeman Online® click on the “Login” link in the top right corner to create a new account.

If you need assistance with Freeman OnLine® please call our Customer Support Center toll free at 1-888-508-5054 for Canada & U.S. exhibitors or 817-607-5000 for International exhibitors.

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Booth Installation & Dismantling

PRE-SHOW BOOKING DEADLINE: March 15, 2018

Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited.

Exhibitors are encouraged to remove small items and open cases of products from the show floor first. Show Management will take all reasonable security precautions, but immediate removal of these items is the best way to prevent pilferage.

Should you require assistance setting up or dismantling your booth, please submit the below forms to:

Freeman Decorating
Tel: 613-748-7180
Fax: 613-748-5977

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SIGNAGE INSTALLATION (HANGING OF BANNERS / RIGGING)

PRE-SHOW BOOKING DEADLINE: March 27, 2018

If you require the hanging of banners from the ceiling and/or rigging of equipment in your booth, please use this Portal Link: https://portailclient.congresmtl.com

Please note that your banner and booth structure should be limited to the space directly above your booth. Any other configurations would need to be approved by Show Management prior to the show.

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Booth Cleaning

PRE-SHOW BOOKING DEADLINE: March 27, 2018

Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming please use this Portal Link: https://portailclient.congresmtl.com

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Electrical

PRE-SHOW BOOKING DEADLINE: March 27, 2018

Electrical is not supplied to your booth. If you require an electrical hookup please use this Portal Link: https://portailclient.congresmtl.com

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Telephone / Internet

PRE-SHOW BOOKING DEADLINE: March 27, 2018

If you require a telephone or internet line in your booth, please use this Portal Link: https://portailclient.congresmtl.com

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Audio / Visual Rentals

To Be Announced

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Hotel

BOOKING DEADLINE: March 5, 2018

Rooms and discounted rate will only be held until the specified date. Rooms will then be subject to availability at prevailing rates.

We have obtained a group rate of $179.00 + taxes for occupancy at The Embassy Suites by Hilton Montreal.

The Embassy is located at:
208 St. Antoine West
Montreal, Quebec
H2Y 0A6

Reservations may be made by calling 514-288-8886 or by booking online here.

Additional Concessions:

  • $29 self-parking, per day
  • Complimentary High-speed Internet

To receive this rate you must mention that you are with The Montreal Outdoor Adventure Show when booking. Rates cannot be changed at check-in/check-out times if you fail to identify your affiliation at the time of booking.

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Food Sampling

PRE-SHOW BOOKING DEADLINE: March 15, 2018

If you are planning on sampling food or beverage product in your booth, please note that samples must be no larger than 2oz (liquid) or 1oz (solids). For any distribution, the below SAMPLING FORM must be submitted to Capital Traiteur Catering must be made at least 3 weeks prior to the event. Please read the enclosed document for important information.

Your request should be submitted to by email or faxed to 514 875-1300.

Please also send a copy of your email to .

If you are preparing food on-site, you must adhere to the below safety requirements.

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ICE


If you require ice during the show, it is available at the facility through the concession stand on Saturday & Sunday.

If large amounts of ice are required, please contact Capital Traiteur at 514-871-3111. Quantities are limited.

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Exhibitor Badges

PRE-SHOW BOOKING DEADLINE: February 24, 2018

Four to six weeks prior to the show, you will be mailed 6 badges per 10×10 booth and 12 badges for a 10×20 booth or larger. Badges will have your company name only. Lanyards will not be included in the package but may be picked up at the show. Please distribute these prior to move-in, to the people working in your booth. If you are unable to do so, bring the badges to the show office during move-in and arrange to have them picked up there. Badges must be worn at all times to gain entrance to the show.

You will also receive 15 free passes to the show which will be mailed with your exhibitor badges.

If you want the badges delivered to an address other than the one on your contract, please advise your sales rep.

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Custom Coupons

Raise awareness and increase traffic to your booth by distributing Customized Coupons to the Show. There is no limit to the number of coupons you may distribute to your professional and personal databases.

Please email your high-resolution logo in .ai, .eps, or .pdf format to Esther Benoit at .

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Quebec Language Laws

For those exhibiting in any public shows in the Province of Quebec, you should be aware that there are language laws found in the Charter of the French Language, which are in effect when doing business in the Province of Quebec. These laws were recently amended in May 2011. The changes clarified that all companies showcasing at a public event (all National Event Management Shows are deemed public events) regardless of whether you are based outside of Quebec or outside of Canada you must comply with French language laws.

What does this mean for exhibitors?

HANDOUTS AT THE SHOW
Catalogues, brochures, folders and commercial directories must be available in French at the show. Handouts can be bilingual or publications may be in 2 separate versions, one exclusively in French, the other exclusively in another language, provided that the material presentation of the French version is available under no less favourable conditions of accessibility and quality than the version in the other language.

DISPLAYS, SIGNS AND POSTERS
Public signs and posters may be exclusively in French or both in French and in another language, provided that French appears at least as prominently (twice as big or as present).

BOOTH STAFF
Since French is the official language of Quebec, there should be at least one French speaking staff person available in your booth during all show hours. Consumers of goods and services have a right to be informed and served in French. There are a few exceptions to these rules, based on trademarked names, showcasing of company name, etc. For the complete Charter, please visit http://www2.publicationsduquebec.gouv.qc.ca/dynamicSearch/telecharge.php?type=2&file=/C_11/C11_A.html

***Please refer to the Commerce and Business Section (Chapter VII), and the Exceptions to Section 51 for situations where English is permitted (Company Name, Trademark, etc.). Please review the legislation changes and your booth signage, materials and staffing plan to ensure you are in compliance with the new regulations.

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Insurance

Insurance for booth/show

Exhibitors must have their own liability insurance covering a minimum of $1 million in damages. Please list National Event Management as “additional insured”.

Transportation Insurance

Show Management is NOT responsible for damages caused during the transportation of your products. We strongly recommend purchasing transportation insurance when booking your shipments.

Liability

Exhibitors will be liable for, will indemnify, and will hold harmless Show Management from any loss or damage whatsoever occurring to, or suffered by, any person or company. This includes, without limiting the generality of the foregoing, exhibitor, other exhibitors, management, the owners of the building and their respective agents, servants and employees, and members of the public attending the show, either (a) on the said space or (b) elsewhere. Neither the facility nor Show Management will be responsible for loss or damage to persons, exhibits, or decorations by fire, accident, theft, or any cause while in the exhibition buildings.

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Rules & Regulations

Booth Display & Restrictions

Diagram #1: Sample of the drape provided for your booth
Booth Dimensions

Diagram #2: Sample of display allowance

Booth Display Allowance

Booth Display & Restrictions

  • Diagram #1 shows the drapes that are provided as a part of your booth cost.
  • Diagram #2 shows the allowed clearance for displays, banners and products within your booth.
  • No exhibit may exceed a maximum height of 8 ft.
  • Side panels 8 ft. high, must not exceed a depth of 4 ft. extending from the back of the display.
  • The remainder of the 6 ft depth from the front of the booth must not exceed a 4 ft. height.
  • Any exceptions to this must have pre-approval from Dina Latina at .

Prefab booth partitions must be finished on both sides. If they are not, please request drapes prior to the show.

Signage

No signage or material may be extended above the 8ft height at the back of your booth nor hung from the ceiling or across the aisle, without approval from Show Management. All signs must be printed on one side only. Your brand messaging can only face the inner walls of your exhibit space.

Carpet or Flooring

Carpet or Flooring is mandatory for all exhibits. You can use the show decorator below or you are welcome to bring in your own at your own cost. See Tape Restrictions below.

Tape (Floor, Wall, and Carpet Damage)

It is important that you use the proper carpet tape in your booth. If you do not use the correct tape there will be a charge for tape removal.

Here are the models of two-faced tapes that are authorized by the facility:

  • Polyken 105c LPDE
  • Scapa 274004
  • DC W002A

If you bring your own carpet, you must adhere to the above Tape Restrictions. If you do not have the proper tape, please notify Show Management before installing your carpet or tiles.

Restrictions for Booth Installation

Painting, nailing, drilling, or screwing to the floors, walls or any other part of the building is not permitted. Exhibitors are also responsible for oil, grease, or any general damage to the carpeted area. Exhibitors wishing to lay any floor coverings may not fasten the coverings to the building floor. It is suggested that building paper or the approved tape (Polyken 105c LPDE OR Scapa 274004 OR DC W002A) is used instead.

Demonstrations/Distributions

Displays, demonstrations or distribution of advertising materials, are not permitted outside the confines of your booth. If audio visual equipment is used, the sound must be subdued to such an extent as to ensure its having no nuisance effect on neighbouring exhibitors. The use of microphones is not permitted without prior management approval.

Fire Regulations

All exhibitors planning to use any type of fuel (such as gas, oil, helium gas, or propane) in their exhibits are requested to contact Show Management. All displays or exhibited materials must be fireproof to conform to Federal, Provincial/Sate, and City Fire Laws.

National Event Management is obligated to abide by the Fire Code regulations in each city. We therefore retain the right to refuse any material or object that does not confirm to code. If you have a question or need information re: the Fire Code please contact Dina Latina at , 905-477-2677 or 1-800-891-4859 ext 224.

Animals in the Show

The facility’s policy prohibits the presence of animals unless they are used as a working dog for the blind. Permission must be obtained from the facility for any exception. Please contact Dina Latina at , 905-477-2677 ext 224 regarding the necessary forms.

Helium Balloons

Helium balloons are prohibited in most venues. There is a large retrieval fee when balloons are lost. Please contact Dina Latina at if you wish to use helium balloons in your display.

Mechanical Conveyances

Mechanical Conveyances such as electric carts, scooters, or bicycles will not be allowed in the aisles during the show hours. The only exceptions to this rule will be in the case of handicapped persons visiting the show, or those with authorization from Show Management.

Non-Compliance

National Event Management reserves the right to make changes, amendments, and additions to the rules and regulations without notice, as considered necessary to the efficient and proper conduct of the show. Interpretation of these rules and regulations shall rest with Show Management and non-compliance can result in ejection of the offending exhibitor or in the closing of his/her exhibit.

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