2012 Provincial Convention Exhibitor s Manual

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1 1 01 Provincial Convention Exhibitor s Manual This manual is an integral part of your agreement. Exhibition schedule: Friday, Novembrer 9 (:00 p.m. to 9:00 p.m.) and Saturday, November 10 (9:00 a.m. to :00 p.m.) EVENT EXHIBITION SCHEDULE SET-UP TEARDOWN LOADING DOCK ACCESS PALAIS DES CONGRÈS ADDRESS MAP LODGING LOADING DOCK PARKING FIRE PREVENTION RULES INSURANCE PALAIS DES CONGRÈS SERVICES at the expense of the Exhibitor Audiovisual Plumbing services Sign installation Security services Electrical services Telecommunications services Booth cleaning Food Services 3 3 INCLUDED WITH YOUR BOOTH EXHIBITION SERVICE COMPANY at the expense of the Exhibitor Additional Furniture Advance Material Handling Showsite Material Handling Transportation Installation & Dismantling HANDLING AUDIOVISUAL SERVICES CUSTOMS BROKER LABEL EXAMPLE WELCOME TO EXHIBITORS ADDITIONAL VISIBILITY EXHIBITOR S IDENTIFICATION FORM 7 Tél. : Téléc.: OHDQ 01

2 EVENT Exhibition of the OHDQ 01 Provincial Convention: Room 0CD Number of delegates: 100 dental hygienists coming from all Quebec s areas. EXHIBITION SCHEDULE Friday November 9, 01 :00 p.m. to 9:00 p.m. Saturday November 10, 01 9:00 a.m. to :00 p.m. SET-UP Friday November 9, 01 9:00 a.m. to 3:00 p.m. Merchandise must be delivered to the loading dock. The Palais des Congrès will accept material only on November 9, 01. TEARDOWN Saturday November 10, 01 :00 p.m. to 7:00 p.m. LOADING DOCK ACCESS Friday November 9, 01 8:00 a.m. to 3:00 p.m. Saturday November 10, 01 :00 p.m. to 11:00 p.m. PALAIS DES CONGRÈS ADDRESS Loading duck access and delivery : 13 St-Antoine West Street Montreal (QC) HZ 1X8 Public access : 01 Viger West Avenue Montreal (QC) HZ 1X7 The exhibition will be held in the Room 0CD. Tél. : Téléc.: OHDQ 01

3 3 MAP LODGING INTERCONTINENTAL MONTREAL HOTEL IMPORTANT : Please mention the OHDQ group Preferential rate per night (simple or double occupancy) Room with 1 or beds: $179 Club Room: $ 9 Check-in time: :00 p.m. Check-out time: midday Parking: $ per day 30 St. Antoine Street West, Montreal (QC) HY 3X Location and Directions DELTA DOWNTOWN MONTREAL HOTEL Accessibility to the Palais des Congrès by underground connections IMPORTANT : Please mention the OHDQ group Preferential rate per night Delta Type Room: $ 19 Club Signature Type Room: $ 09 Check-in time: 3:00 p.m. Check-out time: midday Parking: $ 3 per day 777 University Street, Montreal (QC) H3C 3Z7 Location and Directions HOLIDAY INN SELECT Accessibility to the Palais des Congrès by underground connections or reservations@yul-downtown.hiselect.com IMPORTANT : Please mention the code HRN Preferential rate per night Simple or double occupancy (1 or beds): $ 139 Triple occupancy Occupation triple: $ 19 Quadruple occupancy: $ 179 Check-in time: 3:00 p.m. 99, avenue Viger Ouest, Montréal (QC) HZ 1E9 Location and Directions Parking: $ per day Tél. : Téléc.: OHDQ 01 Check-out time: midday

4 LOADING DOCK 13 St-Antoine Street West, Montreal (QC) HZ 1X8 PARKING Palais des Congrès de Montréal parking / Viger indoor car park (00 spots) 10 Chenneville, between Jeanne-Mance and Saint-Urbain. Height: 1,81 m., f. 11 i. Maximum for 1 hours: $18.00 Maximum for hours: $ 0.00 Flat rate for certain events: $ 0.00 Quartier International de Montréal indoor car park (1 00 spots) 9 Saint-Antoine West Height:,10 m., f. 9 i. Maximum for 1 hours: $18.00 Maximum for hours: $.00 Flat rate for certain events: $ 0.00 Payments accepted: cash, VISA, Mastercard. All applicable taxes included. All prices are in Canadian dollars and subject to change without notice. FIRE PREVENTION RULES Exhibitors must comply with the fire prevention rules. See on the OHDQ Website Fire Safety Regulations Exhibition for the Palais des Congrès. INSURANCE Exhibitors must have their own liability insurance. In the event of fire, flooding or theft, no matter how caused, the OHDQ and the Palais des congrès assume no liability for any bodily harm or material damage to products, booths, equipment or decorations occupying any rented space within the building or being moved in or out of the building. Tél. : Téléc.: OHDQ 01

5 PALAIS DES CONGRÈS SERVICES AT THE EXPENSE OF THE EXHIBITOR Personalized Palais des Congrès order forms are available on OHDQ Website: /Profession/Congres01E.aspx At the expense of the Exhibitor: Audiovisual Electrical services Plumbing services Telecommunications services Sign installation Booth cleaning Security services Telephone: Toll free: Fax: infotechno@congresmtl.com Deadline for the advanced prices: October 30, 01 Food services: Capital Catering Telephone: Fax: capital@congresmtl.com INCLUDED WITH YOUR BOOTH YOUR SITE RENTAL INCLUDES: Tubular structure measuring 10 x 10 Drapes for back wall: 8 height and 10 width Drapes for side low walls: 10 depth 1 draped table, chairs, 1 wastepaper basket, 1 basket for recycling 1 identification with your company s name (7" X ") 1 grey carpet 10 X 10 Furthermore, the OHDQ: Will provide you, free of charges, with: The opening activity on Friday night The lunch on Saturday Nutrition breaks on Saturday Will mention your company s participation to the Convention: In the final programme of the Convention (100 copies); In the January 013 edition of its scientific magazine "L Explorateur" (,000 copies). EXHIBITION SERVICE COMPANY Carpet: OHDQ provides you, free of charge, with a grey carpet 10 X 10. Additional carpets can be ordered, at the sole expense of the Exhibitor, from GES CANADA / Clarkson-Conway, the official supplier for the show. At the sole expense of the Exhibitor: Additional furniture and accessories or plants Deadline for the advanced prices: October, 01 OFFICIAL CARRIER & DECORATOR Advance Material Handling Shipments arriving between: October - November, 01 Showsite Material Handling Shipments arriving between: 9:00am 3:00pm Friday November 9 01 Phone: Fax: Transportation Deadline for the advanced prices: October, 01 clarkson@ges.com Installation & Dismantling Personalized GES CANADA / Clarkson-Conway order forms are available on OHDQ Website: /Profession/Congres01E.aspx 800 de la Gauchetière West, Suite 11 Montréal, QC HA 1K Tél. : Téléc.: OHDQ 01

6 HANDLING Material shipped directly to the Palais des Congrès before the exhibitor is onsite will be handled by the GES CANADA / Clarkson-Conway staff at applicable rate. The exhibitor carrying his material himself to the Palais des Congrès may handle it from the dock to his booth and back using the Palais des Congrès s carts which are available at the loading dock. Important information: After the teardown of the exhibition, any material not recovered by the exhibitor s carrier will automatically be recovered by the official carrier of the event and all charges will be billed to the exhibitor. Neither an empty box nor an empty crate will be allowed inside or at the back of a booth. Please use the recycling bins stationed throughout our facilities for your convenience. They will help you do your part for the environment. AUDIOVISUAL SERVICES The official supplier of audiovisual equipment for the Palais is: AVW-TELAV Mr. Christian Garceau , ext. 3 Cell.: cgarceau@avwtelav.com CUSTOMS BROKER The local, Canadian and International customs broker for the Palais des Congrès is: Mendelssohn Event Logistics (Ask for Montreal) Ms. Diane Labbé Deegan , ext. 3 dlabbe@mend.com Mr. John Santini , ext. jsantini@mend.com Important: Exhibitors who use courier companies such as Fed-Ex, UPS, DHL, or others must ensure that the costs of customs, taxes and so forth are paid in advance. LABEL EXAMPLE Sender s name Address Telephone Number of boxes Carrier Events: OHDQ 01 Convention Date: November 9-10, 01 Exhibitor s name or 0CD / Booth number:. (Number will be assigned in September, 01) PALAIS DES CONGRÈS DE MONTRÉAL Loading duck 13 Saint-Antoine West Street Montreal (QC) HZ 1H WELCOME TO EXHIBITORS Upon your arrival, on November 9 for the set-up, we invite you to come directly at the registration table in the room 0CD. Someone will be there to welcome you and to give you your official identification badges. Badges must be worn at all times during the exhibition. ADDITIONAL VISIBILITY You want to participate: As a Sponsor or a Contributor? By different drawing lots during the Convention? Would you need further information about the different opportunities offered by the 01 Convention of the OHDQ, please contact: Karyne Bédard: or , local 0 or kbedard@ohdq.com Tél. : Téléc.: OHDQ 01

7 7 CONGRÈS PROVINCIAL 01 / 01 PROVINCIAL CONVENTION Palais des Congrès de Montréal Journées des exposants du vendredi 9 novembre et du samedi 10 novembre 01 Days of the Exhibitors, on Friday, November 9 and Saturday, November 10, 01 IDENTIFICATION DES EXPOSANTS / EXHIBITOR S IDENTIFICATION Nom de l'entreprise / Company name : Adresse / Address : Ville / City : Code Postal / Postal Code : Téléphone / Telephone : REPRÉSENTANTS / REPRESENTATIVES : Remplir et retourner ce formulaire avant le 8 ocotbre 01 à : Please fill out and return this form before October 8, 01, to: Agathe Bergeron, HD, Coordonnatrice Services professionnels Ordre des hygiénistes dentaires du Québec ou (# 1) Télécopieur / Fax : Tél. : Téléc.: OHDQ 01

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