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OAS Toronto Exhibitor Manual

WELCOME AND THANK YOU for choosing to be a participant in The Outdoor Adventure Show & 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, March 24, 2023 at 9am and management will be available to assist you for the duration of the Show.

 

Table of Contents

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, March 25, 2023 | 10:00 am – 6:00 pm
Sunday, March 26, 2023 | 10:00 am – 5:00 pm

Exhibitor Move-in Times

Friday, March 24, 2023 | 9:00 am – 8:00 pm

Exhibitor Move-Out Dates & Times

Sunday, March 26, 2023  | 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 (800) 891-4859
Fax: (905) 477-7872

Exhibitor Coordinator

Eve Dorelas
905 477-2677 or (800) 891-4859 Ext 285
Email: eve.dorelas@nationalevent.com

Estelle Aliwalas
905 477-2677 or (800) 891-4859 Ext 287
Email: estelle@nationalevent.com  

CHECKLIST

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.

CHECK LIST

 

AUDIO / VISUAL RENTALS

ORDER DEADLINE: March 14, 2023

If you require audio visual equipment in your booth, please send the completed order form to;

Solotech
Guillaume Lacroix
Fax: (418) 683-5650
Email: Guillaume.lacroix@solotech.com

Orders received after the ORDER deadline may be subject to additional charges.

AUDIO VISUAL ORDER FORM

 

BOOTH ACCESSORY PACKAGES

BOOKING DEADLINE: March 1 , 2023

An all-inclusive, booth accessory package is available for order which contains: 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

ALL-INCLUSIVE PACKAGE ORDER FORM

BOOTH CLEANING

ORDER DEADLINE: March 10, 2023 

Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming, please click the link below.

ORDER ONLINE 

If this is your first time ordering from GES, you must create an account before you can place your first order. If you need assistance with our online ordering system, please contact our Exhibitor Services Centre at 800-636-8235. For all other questions please contact:

GES
Tel: 514.367.4848                                                       
Email:  serviceinfo@ges.com

ORDER ONLINE 

BOOTH INSTALLATION & DISMANTLING

ORDER DEADLINE: March 10, 2023

Should you require assistance setting up or dismantling your booth, please click the link below.

ORDER ONLINE

If this is your first time ordering from GES, you must create an account before you can place your first order. If you need assistance with our online ordering system, please contact our Exhibitor Services Centre at 800-636-8235. For all other questions please contact:

GES
Tel: 514.367.4848
Email:  serviceinfo@ges.com

ORDER ONLINE 

CUSTOMS BROKER

ORDER DEADLINE: March 9, 2023

ConsultExpo Inc. is our designated official Customs Broker for the Outdoor Adventure Show and will be pleased to assist with the customs clearance of your display material to Canada. They offer round-trip simple and user-friendly customs assistance. Please note: If shipping via courier you will still require customs clearance – please provide ConsultExpo with your tracking number and complete their forms.

Follow this link to complete and submit the Online ConsultExpo Order Form and Canada Customs Invoice

or download their forms and submit them via email: info@consultexpoinc.com  or by fax: 888-629-9008.

For “live” assistance they have a Chat feature on their website.

For personalized service, please contact:

Jeff Labbé
Operations Coordinator
Tel: 514-482-8886 Ext. 7
Mobile: 514-709-0739
Email: JeffL@ConsultExpoinc.com
www.consultexpoinc.com

CUSTOMS ORDER FORMS

Electrical

ORDER DEADLINE: March 9, 2023

Electrical is not supplied to your booth. If you require an electrical hookup, please click the link below.

ORDER ONLINE

If you do not know your booth number insert TBD, Stand Surface you can put 0.

Exhibitor Badges

Each exhibitor will be provided 6 exhibitor badges, badges will have company name on them. You can pick up your badges on move in day at the exhibitor check in desk. Badges must be worn at all times to gain entrance to the show.

Badges will have your company name only and should be picked up at the show.

Food Sampling

FORMS SUBMISSION DEADLINE: March 3, 2023

If you are planning on sampling food or beverage products in your booth, please note the following updated guidelines:

  • Samples must be no larger than 2oz (liquid) or 1oz (solids);
  • Samples must be pre-cut and pre-packaged according to MAPAQ standards;
  • The packaging is for single use only;
  • Distribution of samples must be done to allow for proper distancing between the attendees and between exhibitors and attendees (currently 1m);
  • There can be no “animations” or traffic-stopper activities, to minimize the possibilities of gatherings;

For any distribution, the below Food Sampling Form must be submitted at least 3 weeks prior to the event. Please read the guidelines included in the form for important details.

FOOD SAMPLING FORM

Your request should be submitted to eve@nationalevent.com. We will submit the forms on your behalf.

In addition to the above guidelines, you must adhere to the below safety requirements:

FOOD SAFETY REQUIREMENTS

FREE PASSES/DISCOUNT COUPONS

Prior to the show, 10 free admission passes will be mailed to the shipping address provided on your booth contract. These passes should be used to invite your clients or special guests to the show. Please email your sales representative, if you would like to provide an alternate mailing address for the tickets. Or if you would like them to be held at the show for pick up on move-in day. You will also receive an email with a unique promo code that is valid for 10 free digital ticket registrations.

Physical passes are not to be handed out on site, unless you are leaving them at the Will Call desk for pick-up.

Raise awareness and increase traffic to your booth by sharing an exclusive Discount Coupons to the Show. There is no limit to the number of times that you can share the discount. Feel free to share through your email database, as well as, on your social channels, including LinkedIn, Facebook, Twitter and Instagram.

Please email eve@nationalevent.com with any questions. 

Hotel

BOOKING DEADLINE: February 23, 2023

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 $259.00 + taxes for single or double 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  booking online here. 

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.

Ice

If you require ice during the show, it is available at the facility through the concession stand on Saturday & Sunday.  We recommend that you bring a few bags of ice to start each day, in the event that the concession stand experiences delays.

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

Ice can be purchased at concession 1hr before show starts on both days.

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.

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 Haelee Jones (haelee@nationalevent.com )  to discuss your needs.  A charge may apply.

Move-in Instructions

Move-in Times          Friday March 24, 2023      9:00 am – 8:00 pm

  • 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 Friday morning. Dollies and carts WILL NOT be permitted on the carpet.
    Hand-carried items only may be brought in on Friday.
  • Children 15 years of age or younger will not be permitted in the exhibit area during move-in, set-up, or tear down.

Please Note: Depending on your booth set-up or location, you may be contacted by Show Management for a specific move-in time.

Move-out Instructions

Move-in Times          Sunday March 26, 2023       5:00 pm – 10:00 pm

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.

Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited. A fee will be charged if you move out early, as there are attendees still in the hall who have paid to attend the show.

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.

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.

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.

PARKING MAP

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 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.

Rules & Regulations

Booth Display & Restrictions
Diagram #1: Sample of the drape provided for your booth Diagram #2: Sample of 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 Haelee Jones (haelee@nationalevent.com)

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 it’s 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 Haelee Jones (haelee@nationalevent.com )

FIRE REGULATIONS

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 Haelee Jones (haelee@nationalevent.com )  regarding approval and the necessary forms.

Helium Balloons

Helium balloons are prohibited in most venues. There is a large retrieval fee, charged to the exhibitor, when balloons are lost. Please contact Haelee Jones (haelee@nationalevent.com )  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.

    SHIPPING & DELIVERIES TO THE SHOW

    Shipping Direct to Show: March 24, 2023

    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 Haelee Jones (haelee@nationalevent.com ) as charges may apply.

    Please address shipments to:
    Company name; Booth number
    Le Salon Aventure et plein air
    Palais des Congrès
    Hall 220 CDE
    163 St-Antoine W.
    Montreal PQ
    H2Z 1X8

    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.

    If you would like a transportation quote or require additional assistance, please feel free to contact:

    Glen Anderson
    Manager Exhibit Services
    YRC Freight
    Cell: 514-968-1812
    Email: glen.Anderson@myyellow.com

    You may choose to use another carrier however, keep in mind that not all carriers deliver and pick up during our scheduled move in/move out times.

    CUSTOM FORMS

    Pre-Show (Advanced Warehouse) 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.

    Please contact:
    Jeff Labbé, Director of Operations
    Tel: 514.482.8886 Ext. 7
    Fax: 888.629.9008
    Mobile: 514.709.0739
    Email: jeffl@consultexpoinc.com

    Please address advanced shipments to:
    Exhibitor name / Booth ###, c/o
    Montreal: Outdoor Adventure Show c/o
    ConsultExpo / YRC Freight
    1725 Chemin St-Francois
    Dorval, QC
    H9P 2S1

    *****Shipments must arrive at the warehouse no later than then March 20, 2023  *******

    ADVANCED WAREHOUSE ORDER FORM

    Show Decorator (Furniture & Display Rental)

    ORDER DEADLINE: March 10, 2023

    8ft back drape and 3 ft 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 or you are welcome to bring your own.

    Show Colours

    • Booth Drapes : Blue
    • Aisle Carpet : Green

    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.

    To place an order with the show decorator, please click the link below:

    ORDER ONLINE 

    If this is your first time placing an online order with GES, you must first create an account. If you need assistance with their online ordering system, please contact their Exhibitor Services Centre at 800-636-8235. For all other questions please contact:

    GES
    Tel: 514.367.4848
    serviceinfo@ges.com

    ORDER ONLINE

    Signage Installation
    (HANGING OF BANNERS / RIGGING)

    ORDER DEADLINE: March 9, 2023

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

    ONLINE ORDERING LINK 

    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.

    Telephone / Internet / WIFI

    ORDER DEADLINE: March 9, 2023 

    Please Note: This venue has free WIFI on the ground level only.

    If you require a telephone or internet line; or access to WIFI in your booth, please use this Portal Link 

    Vehicles on Show Floor

    All vehicles must abide by the arrival and departure schedules and procedures established by Show Management.  Please contact Eve Dorelas (eve@nationalevent.com )   for approval and 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.