WELCOME AND THANK YOU for choosing to be a participant in The Montreal Outdoor Adventure Show.
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 22, 2024 at 9am and management will be available to assist you for the duration of the Show.
Table of Contents
- General Information (Location, Dates, & Times)
- Checklist
- Audiovisual
- Booth Accessory Packages
- Booth Cleaning
- Booth Installation Services
- Coupons
- Customs Broker
- Electrical
- Exhibitor Badges
- Food Sampling
- Free Admission Passes
- Hotel
- Ice
- Insurance
- Loading Docks
- Move-in Instructions
- Move-out Instructions
- Parking
- Quebec Language Laws
- Rules & Regulations
- Shipping & Deliveries
- Show Decorator (Furniture & Display Rental)
- Signage Installation
- Telephone / Internet / WIFI
- Vehicles on Show Floor
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 23, 2024 | 10:00 am – 6:00 pm
Sunday, March 24, 2024 | 10:00 am – 5:00 pm
Exhibitor Move-in Times
Friday, March 22, 2024 | 9:00 am – 8:00 pm
Exhibitor Move-Out Dates & Times
Sunday, March 24, 2024 | 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
Paula Juarez Lahore
905 477-2677 or (800) 891-4859 Ext 299
Email: paula@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.
AUDIO / VISUAL RENTALS
ORDER DEADLINE: March 11, 2024
If you require audio visual equipment in your booth, please send the completed order form to;
Solotech
Guillaume Lacroix
Phone : 418-683-5553
Email: Guillaume.lacroix@solotech.com
Orders received after the pre-show booking deadline may be subject to additional charges.
BOOTH ACCESSORY PACKAGES
BOOKING DEADLINE: March 1, 2024
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.
If you did not order at the time of booking and wish to have this package, please contact your sales rep to order – or – order your Booth Accessory Package with the below form and send it to your sales rep.
BOOTH CLEANING
ORDER DEADLINE: March 7, 2024
Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming please use this
If you do not know your booth number insert TBD, Stand Surface you can put 0.
BOOTH INSTALLATION & DISMANTLING
ORDER DEADLINE: March 8, 2024
Should you require assistance setting up or dismantling your booth, please click the link below.
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
Coupons
Prior to the show we will email you an electronic discount coupon, so that your database of clients, friends and followers can purchase tickets at a discounted rate. Coupons are a valuable pre-show marketing tool that gives you added exposure and raises awareness to increase traffic to your booth. There is no limit to the amount of times that you may share with your database and social media network.
We would also like to offer a customized e-coupon that includes your logo for you to e-mail to your database and post to all of your social media channels to promote your presence at the show! Please complete the form below and upload a high-resolution logo in .jpeg, .eps, or .pdf format. The completed custom coupons will be distributed approximately 2-3 weeks before the show.
DEADLINE OF LOGO SUBMISSIONS: February 22, 2024
Physical passes are not to be handed out on site, unless you are leaving them at the Will Call desk for pick-up.
CUSTOMS BROKER
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
Electrical
ORDER DEADLINE: March 7, 2024
Electrical is not supplied to your booth. If you require an electrical hookup, please click the link below.
If you do not know your booth number insert TBD, Stand Surface you can put 0.
Exhibitor Badges
Each exhibitor will receive 6 badges for their booth staff. Badges must be picked up at the show office on move-in day.
Badges will have your company name only and must be worn at all times to gain entrance to the show.
Food Sampling
FORMS SUBMISSION DEADLINE: March 7, 2024
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;
For any food sampling distribution, the below Food Sampling Form must be submitted to Capital Traiteur Catering at least 3 weeks prior to the event. Please read the guidelines included in the form for important details.
Your request should be submitted to info@capitaltraiteur.com by email or by clicking the Submit button at the bottom of the form.
Please also send a copy of your email to paula@nationalevent.com
FREE PASSES
Prior to the show, 10 free admission passes will be mailed to the shipping address provided on your contract. These passes may be used to invite your clients or special guests to the show. They are not to be handed out on site unless you are leaving them at the Will Call desk. Please email your sales representative if you would like to provide an alternate mailing address for the tickets.
We will also be e-mailing you a unique promo code that is valid for 10 free ticket registrations to share with people you would like to digitally invite as special guests.
Physical passes are not to be handed out on site, unless you are leaving them at the Will Call desk for pick-up.
Hotel
BOOKING DEADLINE: February 21, 2024
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.
Ice can be purchased at concession 1hr before show starts on both days.
If large amounts of ice are required, please contact Capital Traiteur at 514-871-3111. Quantities are limited.
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.
Insurance Supplier
If you do not already have insurance for the show, you may contact:
Exhibitor Insurance
Phone: 905-695-2971
Toll Free: 1-866-836-9066
info@exhibitorinsurance.com
Exhibitor Insurance Brokers.com is offering a special price for the show at $175 + taxes. Please click on the link here to access their form:
ONLINE EXHIBITOR INSURANCE
If you prefer, you may also fill out the form below and send to info@exhibitorinsurance.com.
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 22, 2024 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-out Times Sunday March 24, 2024 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.
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 )
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 22, 2024
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:
ConsultExpo
Jeff Labbé
Tél : (514) 482-8886, poste 7
Email : jeffl@consultexpoinc.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.
Pre-Show (Advanced Warehouse) Shipping
If you are in need of advanced warehousing please contact the show decorator, they will warehouse materials for up to 30 days prior to the Show at and deliver them to the show on move-in day.
Advanced warehousing is provided by the show decorator GES:
- Shipments should arrive on or between business days; Thursday February 22, 2024 – Wednesday March 20, 2024
Warehouse receiving hours are:
- Monday – Friday 9:00am to 4:00pm
Shipments arriving before February 22, 2024 will incur a storage fee.
Please order advanced warehousing online;
Show Decorator (Furniture & Display Rental)
ORDER DEADLINE: March 8, 2024
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:
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
Signage Installation
(HANGING OF BANNERS / RIGGING)
ORDER DEADLINE: March 7, 2024
If you require the hanging of banners from the ceiling and/or rigging of equipment in your booth, please use this Portal 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 7, 2024
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 Paula Juarez Lahore (paula@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.