The 3 rd World Parkinson Congress. Exhibitor Services. JPdL International World Parkinson Congress

Transcription

1 2013 The 3 rd World Parkinson Congress Exhibitor Services Manual

2 Welcome Letter Montréal, May 6, 2013 Dear WPC Exhibitor: Thank you for participating in the 3rd World Parkinson Congress, in Montréal, Canada, from October 1 to 4, This special event will draw more than 3000 delegates from around the world to the Palais des congrès de Montreal and we are delighted to count you among us. Please review carefully this. It is an essential tool that will provide all the information you need to prepare for a successful exhibit. We also recommend that you communicate the information contained in this manual to your agencies and/or contractors. If you have any questions, please contact Marjorie Lavoie, your Congress Exhibit Coordinator, at (514) ext. 344 or sales@worldpdcongress.org. We look forward to welcoming you to Montréal and we wish you a successful congress and exhibit! Elizabeth Pollard Executive Director World Parkinson Coalition Inc. 2

3 TABLE OF CONTENTS Welcome Letter... 2 S E C T I O N 1 CO N GRESS & E XHI BI T GENERAL IN FO RM AT IO N About Montréal... 5 About the Venue... 6 Access for Persons with Limited Mobility... 6 Attendees Profile... 7 Congress Official Language... 7 Program... 7 Participants registration desk hours... 7 Exhibit Management... 7 Exhibit Floor Plan... 8 Exhibit Hall Activities... 8 Housing Information... 8 S E C T I O N 2 EXHIBIT T ECHNICAL INFORM ATIO N Exhibit Planning Checklist... 9 Exhibit Timetable At-a-Glance... 9 Turn-key booth Important Information S E C T I O N 3 O FFICIAL S ERV ICE C O N T RACT O R Exhibit Official Suppliers Audio-visual Equipment Border crossing Catering Cleaning & Maintenance Customs Clearance for International Shipments Delivery of Goods Direct to the Venue Delivery of Goods to the Advance Warehouse Electricity Exhibitor bilingual staffing/hostess Services Freight Transportation

4 Individual Booth Security Materials Handling Service Plumbing Services Sign Installation/ Rigging Telecommunications S E C T I O N 4 RULES AN D RE GULAT IONS Amendments to Rules & Regulations Assistance on-site Booth Assignment and use of Space Booth Staffing and Dismantling Services Care of Building and Equipment Compliance Default in Occupancy Display Space Requirement Fire prevention Hanging objects Indemnity Liability Lost and found Security Smoke-free environment Tourism information booth Unions Use of confetti S E C T I O N 5 KEY D AT ES AN D DEAD L IN ES

5 SECTION 1 CONGRESS & EXHIBIT GENERAL INFORMATION About Montréal Located in the province of Québec along the St. Lawrence Seaway, Montréal is one of the oldest cities on the North American continent, founded by French settlers over 350 years ago. Cosmopolitan and accessible, Montréal enjoys a solid reputation for innovative gastronomy, outstanding galleries and museums, as well as an exciting calendar of sports and cultural events throughout the year. Historical yet modern, it is a city of contrasts, its European ancestry coupled with a new world setting, towering glass and steel skyscrapers beside neo-gothic cathedrals, and the everyday use of both French and English in shops and on the streets of downtown. Home to many international festivals such as the International Jazz Festival and Just for Laughs Festival, Montréal has permanent attractions and year-round activities, including gorgeous parks both in and around the metropolitan center. Whether strolling along the cobblestone streets of Old Montréal, wandering through the network of boutiques, businesses and services of the underground city, cruising on the mighty St. Lawrence River or cycling in picturesque Mont-Royal Park, visitors are sure to enjoy the joie de vivre for which this city is well known. For more information, visit Tourism Montréal: 5

6 About the Venue Palais des congrès de Montréal (Montreal Convention Centre) Participants Entrance 201, Viger Street West Montréal (QC) Canada H2Z 1X7 Metro Place d'armes Shipping Address 163 St-Antoine Street West Montréal (QC) Canada H2Z 1H2 Access for Persons with Limited Mobility To meet Canadian standards respecting access to public areas for persons with limited mobility, the Palais installed ramps, lifts, as well as a strobe to alert the deaf and an alarm to alert the blind to the fire alarm system. The entrance on 1001 Jean-Paul-Riopelle is designated as the official access point for persons with limited mobility and used by the city's transport corporation; the Société des transports de Montréal(STM). 6

7 2013 Attendee Profile Organized by the World Parkinson Coalition Inc., a New York-based nonprofit organization, the Congress brings renowned movement disorder specialists, physicians, neuroscientists, neurologists, nurses, rehabilitation specialists, care partners, family members and people with Parkinson s together under one roof, for a worldwide dialogue to help expedite the discovery of a cure and best treatment practices for this devastating disease. Congress Official Language The official language of the Congress is English. Limited sessions will be offered in French via simultaneous and Program For updated information on the program, please click here Note: This schedule is subject to change Participants Registration Desk Hours The registration desk, located in the Viger Hall, will be open as follows: DAYS HOURS Monday, September 30 14:00-18:00 Tuesday, October 1 07:00 18:00 Wednesday, October 2 07:30-17:00 Thursday, October 3 07:30-17:00 Friday, October 4 7:30 17:00 *Please note that the Participants Registration Desk hours are subject to change. Exhibit Management As the official Exhibit Manager of the 3rd World Parkinson Congress, JPdL International Inc. is eager to make the exhibit a success for all; in this spirit, each confirmed exhibiting agrees to conform to the rules and regulations stated in this manual. These regulations apply to all representatives, employees and/or guests of all exhibitors. We thank you in advance for your cooperation. If you have any queries regarding your participation in the 3rd World Parkinson Congress, please do not hesitate to contact your Congress Exhibit Coordinator, Marjorie Lavoie at: sales@worldpdcongress.org Tel.: x 344 7

8 Fax: Exhibit Floor Plan The Exhibit will be held in room 220CDE on level 2. To view plans of the Palais des congrès Convention Centre, please click here. Click here to view the most up to date Exhibit hall floor plan. Exhibit Hall Activities The following activities will take place in the Exhibit hall and are designed to attract continuous traffic flow in the area and to maximize exhibitor exposure: o Morning and afternoon coffee breaks o Poster sessions o Evening poster tours o Cyber areas o Creativity and PD Theatre o Food concessions o Tuesday night Welcome Reception Housing Information For individual and group reservations, an early hotel booking is recommended. The WPC 2013 online hotel reservation is now open for individual bookings. Note that October is a busy month in Montréal so we encourage you to make your reservation early. Hotel room blocks in various price categories have been reserved for the Congress delegates. Rooms must be booked through WPC online system in order to benefit from the discounted rates. All hotels are within walking distance of the Montréal Palais des congrès (Convention Center). Due to the demand for accommodations, all accommodations must be reserved before August 26th, Availability and rates cannot be guaranteed after this date. For more information, visit: 8

9 SECTION 2 EXHIBIT TECHNICAL INFORMATION Exhibit Planning Checklist Please read carefully the information provided in this manual and make sure to complete the following steps for a successful exhibit. Ensure the Exhibit Services Order Forms have been sent to the Official Exhibit Suppliers before the deadlines. In most cases, orders must be placed directly by contacting the official supplier (see Section 3 - Official Service Contractors below for more details) Due date: See company order forms for exact dates. Register representatives and guests who will receive Exhibit Floor Only Badges and Full Congress Registrations. (In early June, your company s official contact person will receive instructions on how to register exhibitor-only and full-registration delegates online.) Due date: September 2 nd, 2013 Exhibit Timetable at-a-glance ACTION DATE TIME Exhibitors Set-up & Move-in Monday, September 30 12:00 20:00 Tuesday, October 1 8h00 14h00 Exhibit Hours of Operation Tuesday, October 1 19:30 21:30 Wednesday, October 2 11:00 18:45 Thursday, October 3 11:00 18:45 Friday, October 4 11:00 14:00 Dismantling & Move-out Friday, October 4 14:00 18:00 Companies that need more time for set-up and/or dismantling should contact Marjorie Lavoie no later than Tuesday, May 28, 2013, at sales@worldpdcongress.org. Additional fees for rental and security may apply. Exhibitors will be granted access to the Exhibit hall 30 minutes before the official opening hours of operation. Any booth maintenance work carried out by the exhibitors and/or their contractors must be completed before the opening of the Exhibit hall. For any problems and/or if special maintenance time is necessary, please contact Exhibit Management right away, so that special arrangements can be made. Additional fees for security may apply. 9

10 Turn-Key Booth Booth Equipment 10 x 10 pipe and drape booth (8 high back wall and 3 high side rails) 1 - ID sign (7 x44 ) 10 x 10 grey carpeting Identification signage with standardized lettering, black/white artwork only Exhibit Registration Each Exhibit booking will include one (1) Exhibit-Only Registration and one (1) Full Registration Exhibit badges will be available for collection upon your arrival on Monday, September 30 at 12:00pm (noon) at the Exhibit Desk located in the Viger Hall (level 2) of the Palais des Congrès de Montréal. Companies that need to purchase additional exhibit badges (CAD$200/badge) should contact Marjorie Lavoie no later than September 1 st, 2013, at sales@worldpdcongress.org. Additional Benefits 50 word company profile in the Final Program and Mobile App Listing on the WPC website Cleaning in public areas of exhibition Access to tea/coffee breaks for registered Congress delegates Invitation to Welcome Reception for registered Congress delegates Important Information Carpeting: The exhibit hall is not carpeted. However, the aisles will be carpeted in salt & pepper. If you are not using WPC official decorator for your carpeting, please note that it is mandatory to use the following type of tape: double face tape, Polyken 105c LPDE or Scapa or DC- W002A Cleaning of aisles: Cleaning of aisles is included in the space rental agreement. If you wish to hire cleaning services for your individual display space, please refer to the Palais des congrès Booth Cleaning Order Form. Security: Doors of the exhibit hall will be totally secured at night and only authorized personnel will have access to the room. Electrical outlets: Please refer to the Palais des congrès Electrical & Lighting Order Form. Internet: Wireless access (1.5Mbps) is available free of charge throughout the premises. If you wish to have hard-wired Internet access at your booth, please contact the official telecommunications provider. 10

11 Section 3 OFFICIAL SERVICE CONTRACTORS Exhibit Official Suppliers Official suppliers appointed by the 3rd World Parkinson Congress will invoice the customers directly. Order forms are available trough WPC2013 website, under Sponsor & Exhibit. Applicable taxes at the time of printing of this manual are 5% Federal Sales Tax and % Provincial Sales Tax. Taxes are subject to change without notice. OFFICIAL SUPPLIER CONTACT SERVICES Palais des congrès de Montréal Mendelssohn Event Logistics GES Canada Tel: Toll free: Fax: infotechno@congresmtl.com Website: John Santini Tel: ext 24 jsantini@mend.com Website: Exhibitor Service Tel: Fax: infomontreal@ges.com Website: - Booth Cleaning - Electrical needs - Plumbing - Rigging - audiovisual - Security Services - Telecommunications (phone/internet) - Sign installation - Custom broker - Transportation provider - Exhibit rental - Material handling - Advance warehousing - Drayage - Labour - Furniture rental - Plants - Graphics AVW Telav JPdL Montreal Pierre-Luc Boucher Tel: ext boucher@avwtelav.com Website: Sandra Desrochers Tel: ext sdesrochers@jpdl.com Website: -Audio-Visual equipment - Hostesses Audio-visual Equipment AVW-TELAV can supply a wide range of audio-visual equipment for booths. 11

12 If you are not using the official audiovisual supplier (AVW-TELAV) and need audio-visual installation, you must make an audio-visual installation request to the Palais des congrès de Montréal. Please fill in the Audio-visual Installation Order Form and return it to the address indicated on the form. Border Crossing Those exhibitors crossing the border with their goods by plane or by private vehicle must contact Mendelssohn Event Logistics six weeks in advance so that the proper border crossing documentation (PAPS) can be prepared. Prior to shipping your goods, please fax all appropriate customs documents to Mendelssohn s office at Catering The Palais des congrès de Montréal has exclusive food and beverage distribution rights and all items served from the booth must be ordered through their official supplier, Capital Traiteur. Outside beverages or food are strictly forbidden on the premises. Please note that any food products sold during the exhibit should not come into competition or conflict with food and beverage sales at concession stands. Note that no products may be sold for consumption on-site. For more assistance, please fill out the Food Services Order Form or contact OctavioVieira at or at ovieira@congresmtl.com. Cleaning & Maintenance Aisle cleaning is included in the space rental agreement. Any trash must be placed outside the booth at the end of each day and will be removed by the building s maintenance crew. If you wish to hire booth-cleaning services, please fill out the Booth Cleaning Form. Customs Clearance for International Shipments Goods imported into Canada by exhibitors for the purpose of display will be admitted temporarily free of duties and taxes, but subject to a deposit equal to the duties and taxes normally levied on them. Mendelssohn Event Logistics has been appointed the official customs broker and can take care of these formalities on your behalf. Their Canada Bound Customs and Shipping Guide, containing all necessary customs forms and examples for their completion, is available on their website: Forms are also available under Exhibit Services Order Forms. Should you be shipping goods to this event and require customs clearance assistance please contact John Santini at ext 24 or at jsantini@mend.com. 12

13 Delivery of Goods Directly to the Venue Please share with your delivery agents! GES Canada and the Palais des congrès de Montréal will only accept shipments on the move-in date (September 30, 2013). Deliveries arriving prior will be refused and returned to the sender at his/her own expense. All packages should be clearly labeled and sent to the following address: Exhibiting Company s Name and Booth Number c/o Palais des Congrès, c/o GES Canada 3rd World Parkinson Congress 163 St-Antoine Street West Montréal, Quebec H2Z 1X8 Canada Please note that all truck deliveries must use the loading dock entrance. No vehicles will be allowed to park longer than the time needed to unload. Delivery of Goods to the Advance Warehouse All materials may be sent in advance and should be scheduled to arrive at the advance warehouse at least 5 business days prior to the move-in date. The deadline is September 25 th For more information about this service, please contact GES Canada. Electricity To order electrical services for your booth, each exhibitor must make a requisition to the Palais des congrès de Montréal. Please fill out the Electrical Services Order Form. A few important notes: 1. The electricity supplied to a booth or exhibitor may not be shared or re-distributed to another booth or exhibitor. 2. The master electrician of the Palais des congrès can ensure that the necessary electrical connections are provided and that they adhere to the requirements of the Code de l électricité du Québec (Electricity Code of Québec). 3. All engines of 1/ 3 hp or more must be equipped with a magnetic starter or shut off switch. 4. Each individual lighting circuit is limited to 1500 watts. 5. In the event of inspection or repair, the electrical wires of the prefabricated booths must be easily accessible at all times. 13

14 6. Appliances or electrical systems with special characteristics and requirements over and above the aforementioned conditions must be identified by the exhibitor with Production Services of the Palais des congrès de Montréal. 7. To minimize fire hazards, the exhibitor is responsible for closing the breakers of all machines or appliances in use, each day, at closing time. 8. Exhibit room 220, south wall: To facilitate access to electrical panels, clearance of 12 (30cm) is required between the back of the booths and the concrete edge. 9. Lamps of paper, fabric or any other flammable material must be placed in a relatively open and unobstructed area. 10. Particular connections: A plan, indicating procedures for connections or hook up, must be provided with any equipment requiring a particular connection. 11. Power failures: The Palais des congrès de Montréal is not responsible for damages or malfunctions in equipment as a result of a power failure. 12. Electrical equipment/material supplied by the Palais des congrès de Montréal: Any equipment/material supplied for installation or rental, remains the property of the Palais des congrès de Montréal. Exhibitor bilingual staffing/hostess Services for Exhibitors To book hostess services, please complete the JPdL Montreal Order Form. Please note that hostesses are considered to be part of the personnel allocation of each company and require a congress name badge. These arrangements can be made with the Congress Secretariat upon booking hostess services. Freight Transportation Mendelssohn Event Logistics has been appointed the official freight forwarder/transportation provider for the 3rd World Parkinson Congress at the Palais des congrès de Montréal, and can take care of these formalities on your behalf. Should you be shipping goods to this event and require assistance, please contact John Santini at ext 24 or at jsantini@mend.com. Individual Booth Security Exhibitors are wholly responsible for the security of their booth and equipment. Neither the venue nor the organizers are responsible for the security of the booths and their contents, nor for any damage and/or theft. If you wish to order individual booth security, please complete the Security Services Order Form. 14

15 Material Handling Services If you require freight and material handling services, advance warehousing, please refer to the GES Materials Handling Service Forms. Freight and material handling service includes: Delivery of freight to booth from advance warehouse or receiving dock of Exhibit venue Removal of empty containers Storage of empty containers during the Exhibit Return of empty containers to the booth at the end of the Exhibit Return repacked material to receiving dock for pick up Plumbing Services These services are offered exclusively by the Palais des congrès de Montréal. Prices and conditions for plumbing services are indicated on the Order Form. Sign Installation/ Rigging Rigging of company promotional banners or posters relating to the company and its product(s) is allowed if it is used and presented as a marketing tool. Companies requesting rigging must comply with the following conditions: 1. Banners cannot exceed the size of the booth, extend in gangways or block out other surrounding booths. 2. Banners must have a 2-meter gap between the booth s highest point and the start of the banner. 3. Banners can be placed over a gangway (at a height of 5 meters and higher) in the case that a company has booths either side of the gangway. 4. Rigging TV screens should be avoided. Rigging should be included in your customized booth layout plan(s). All installations are subject to approval by the Palais des congrès de Montréal and Exhibit Management. Their chief of operations will recommend changes according to the weight and/or dimension of the sign(s) to install. Additional fees may apply. Please fill out the Sign Installation Order Form. Rigging costs are the company s responsibility. Telecommunications The Palais des congrès de Montréal is the exclusive provider for telecommunications. Exhibitors requiring telephone lines, fax machines or Internet access for their booths should fill out the Telecommunications Services Order Form. Please note that wireless access (1.5Mbps) is available free of charge throughout the premises. If you wish to have hard-wired Internet access at your booth, please contact the official telecommunications provider. 15

16 SECTION 4 RULES AND REGULATIONS Amendments to Rules & Regulations Exhibit Management reserves the right to amend these rules and regulations, or to make additions thereto. Under unusual circumstances, and at its own discretion, Exhibit Management may also make specific exceptions to or changes in, the rules without necessarily establishing a precedent or applying the modification beyond the specific case involved. Assistance on-site The Security Operations Center (SOC) is open 24 hours a day and an officer can be reached at any time at Any incident requesting a security report must be brought to the attention of The Security Operations Center (SOC). For emergency assistance (medical or other): Use a house phone and dial 555 or extension 3141 (a house phone is available in each corridor on the 5th floor. House phones are also located in rooms 517, 710 and Pre-function 210). Go to an employee of the Security Department or a member of personnel of the Palais des congrès de Montréal. From a cellular phone, dial to reach the Security Operations Center. Keep in mind that three defibrillators are available at the Security Operations Center (SOC) and that all security agents are certified to operate this equipment. It is not recommended to call 911 directly. The Security of the Palais des congrès will make the call. Booth Assignment and use of Space The assignment of booths is final and shall constitute an acceptance of the exhibitor s offer to occupy space. After assignment, space location may not be changed, transferred or cancelled by the exhibitor except upon written request and with the subsequent written approval of the Exhibit Management. The Exhibit Management reserves the right to reassign exhibitor space or to modify floor plan for the overall benefit of the Exhibit. In all cases, total booth payments must be received prior to the opening of the Exhibit. All demonstrations or other promotional activities must be confined to the limits of the exhibit booth. Sufficient space must be provided within the exhibit booth to allow for demonstration or promotion spectators. No exhibitor shall assign, sublet or share his/her allotted space without the knowledge and consent of Exhibit Management. Exhibitors must exhibit only those goods manufactured or supplied by them in the regular course of business. No firm, organization or individual not assigned exhibit space will be permitted to solicit business within the exhibit area. Display material exposing an unfinished surface to neighboring booths is not permitted and must be finished at the exhibitor's expense. Exhibit Management reserves the right to order that such finishing be done, at the full expense of the exhibitor. So that no neighboring booths are blocked, no display may exceed six feet in height from the front half of the booth space. If you are uncertain, please fax a diagram for approval. Exhibit Management and the 3 rd World Parkinson Congress reserve the right to restrict exhibits which, due to noise, method of operation, materials, or for any reason in their sole and absolute determination, become objectionable, and also to prohibit or to evict any exhibit which in the sole opinion of the Exhibit Management and the 3rd World Parkinson Congress may detract from the general character of the 3rd World Parkinson Congress and exhibit as a whole. This includes persons, items, conduct, printed matter, or anything of a character that the Exhibit Management 16

17 and the 3rd World Parkinson Congress determine as objectionable. In the event of such restrictions or evictions, the 3rd World Parkinson Congress is not liable for any refunds or other exhibit expenses. Exhibitors are responsible for all applicable licenses, taxes, and permits. Assignment of space to exhibitors is based on a first-come, first-served basis. The 3rd World Parkinson Congress will continue to receive applications and assign exhibit space, as it remains available, until shortly before the show opening date. In all cases, full booth payments must be received prior to the exhibit opening. The 3rd World Parkinson Congress s assignment of booths is final and shall constitute an acceptance of the exhibitor's offer to occupy space. After assignment, space location may not be changed, transferred or cancelled by the exhibitor except upon written request and with the subsequent written approval of the organizing committee. The 3rd World Parkinson Congress reserves the right to reassign exhibitor space or to modify floor plan for the overall benefit of the show. Booth Manning and Dismantling Schedule A representative must staff the Exhibit space during all times when the Exhibit Hall is officially open. Exhibitors shall reflect their company's highest standard of professionalism during the Exhibit hours. Exhibit space must be maintained in a neat and orderly manner throughout the Exhibit. Exhibitors are responsible for removal of all materials used in their display. Building and Equipment Care Exhibitors, or their agent(s), must not injure or deface the walls or floors of the building, the booths, or the booth equipment. In the case of any such damage, the exhibitor is liable to the owner of the property. All decorative materials must be non-flammable. Electrical wiring must conform to the National Electrical Code Safety Rules and all applicable local regulations. Combustible materials or explosives are not permitted in the exhibit area. Please note that no space outside of the contracted booth area may be used under any circumstances. Compliance The exhibitor assumes all responsibility for compliance with all pertinent ordinances, regulations and codes of duly authorized local, provincial and federal governing bodies concerning fire, safety and health, together with the rules and regulations of the operators and/or owners of the property wherein the exhibit is held. Default in Occupancy Failure to occupy contracted space does not relieve an exhibitor of any obligation, financial or otherwise. A cancellation after Monday, July 1 st, 2013 obligates the exhibitor to full payment of the rental fee. No refund will be made after this date. If booth space is not occupied by 5:00 p.m. on Tuesday, October 1 st 2013, the 3rd World Parkinson Congress reserves the right to cancel the Contract in question without liability to any exhibitor. 17

18 Display Space Requirements Exposed surfaces Any portion of the exhibit that is visible to an attendee must be finished or suitably decorated according to the show rules and regulations. Show management reserves the right to decorate any non compliant surfaces at the expense of the exhibitor. Height A standard in line exhibit may not exceed eight feet in height at the rear. Products designed to stand on the floor may extend above four feet, but must be positioned as close to the back wall as possible. Every effort should be made to avoid blocking the view of neighboring exhibitors. Show management should be consulted before the final booth plans are approved. Support Booth structures must be self supporting. Nails, screws, pressure sensitive tapes, or any other defacing materials, are not permitted on building floors and walls. Sign location Absolutely no signs or graphics may be placed outside the booth area. All signs, posters, and graphics must be professionally designed. Show management reserves the right to change or remove signs (at the exhibitor's expense), which are not in compliance with the overall quality of the exhibit. Signs must be placed on easels. Signage may not be affixed in any manner to the drape by pins, tape, or otherwise. Signs may be hung from the top bar but must be arranged on site by contacting show in motion staff. Width The maximum width of the exhibit, including side rails, may not exceed the width of purchased floor space. It is recommended that the structure be three inches less than the width of the booth. Lighting The use of flashing or rotating lights in an exhibit is prohibited if such lights are distracting to those outside the booth area. Booth lighting must not interfere with exhibits or personnel in nearby areas. Fire Prevention The Palais des congrès de Montréal is responsible for enforcing the regulations of the City of Montréal Fire Prevention Department. Plans that do not comply with requirements will be returned for correction. Materials for booth decoration or display Draperies, curtains, decorative materials including dried flowers, cotton, Styrofoam, paper and cardboard of less than 1/8 inch (3 mm), textiles, netting and plastic materials, must comply with the CAN/ULC-S109-M Standard for Flame Tests of Flame-Resistant Fabrics and Films, or be fireproofed with Gardex. It is not necessary to fireproof fabrics, paper and other combustible materials intended for sale. 18

19 Only one sample or piece of useful length may be displayed. Each sample must be in a different shade, texture and quality. Cardboard boxes and crates empty of merchandise should be clearly identified and will be picked up only by employees of the Palais des congrès de Montréal, then stacked based on availability of storage space reserved for this purpose. It is forbidden to store these materials on the side, the back or inside the booth. Natural trees are permitted if they are potted with their roots and watered on a daily basis. Helium cylinders are permitted if they are firmly secured by chain to a cart. Prohibited materials Unless written authorization has been obtained from the Security Department of the Palais des congrès de Montréal, it is forbidden to use any of the following materials: - Softwood trees or branches - Fabrics in cellulose acetate - Straw - Straw shavings - Peat - Packing chips -Jute - Sono tube. -Polypropylene / polymer (coroplast) except if the surface used corresponds to 10% or less of the total surface of the stand Construction and placement of booths Booths and displays should be installed and operated without obstructing: -Access to any exit or visibility of any exit; - The width of any exit; - The visibility of any exit sign; - Access to fire fighting equipment; - No part of a displayed object should extend to an aisle or corridor designated as such. Booths of wood constructions should be a nominal thickness of more than ¼ inch (6 mm) or be fireproofed with Gardex. The minimum width of aisles serving public exhibits and displays is 10 feet (3 m). The minimum width of aisles serving booths and exhibit displays at trade shows is 8 feet (2.4 m). Any installation with a ceiling, rigid roof, membrane, fabrics or any other material of which surface is more than 300 square feet must be equipped with automatic sprinklers or obtain the approval of the Security Department of the Palais des congrès de Montréal. The stages for services, shows or speech (training course) of more than 300 square feet can not be used as shelter for a person or storage place of flammable material. Should this happen, the installation of sprinklers is mandatory. A minimum clearance of 18 inches (45 cm) is required under the sprinkler heads. Hanging Objects Hanging objects are permitted only at the designated rigging or anchoring points and will be done exclusively by the Palais des congrès de Montréal. Structures or other event identification elements must be free standing, without impacting the infrastructure in areas where there is no designated anchoring point. Indemnity The Exhibitor agrees to indemnify the 3rd World Parkinson Congress, the Congress staff, the meetings manager, the Palais des Congrès and the employees or representatives thereof, for any loss, damage or injury of any kind that may occur to the exhibitor or to the exhibitor's guests, 19

20 employees or property from any cause whatsoever. Upon signing the contract, the exhibitor expressly releases the foregoing institutions, individuals and committees from any and all claims for loss, damage or injury. This also includes the period of shipping and storage prior to and following the Congress. In addition, the exhibitor agrees to hold harmless and indemnify the 3rd World Parkinson Congress committee, its officers, directors, employees and agents from any and all claims, demands or actions arising out of or as a result of any act or omission on the part of the exhibitor, its officers, directors, employees, agents or invitees, as a result of its exhibit or otherwise related to the convention. This agreement pertains to the duration of set up, show days and teardown. Liability Neither the 3rd World Parkinson Congress committee, Palais des congrès nor the contractors, nor their employees, agents or representatives (collectively referred to as the "Indemnities") will be responsible for any injury, loss or damage of any kind that may occur to the exhibitor or to the exhibitor's guests, employees or property from any cause whatsoever. The exhibitor, for him/herself and his/her employees, agents, representatives and guests, and their heirs and assigns, expressly releases and holds the Indemnities harmless and shall defend the Indemnities from any and all claims, demands, liabilities, losses and expenses including attorney's fees, arising out of or in connection with any such loss, damage, or injury. Lost and Found For lost or found objects, please address inquiries to a security officer at the Security Operations Center on the main floor or dial 5508 on the house phone. From outside the Palais, you can reach the Security Operations Center by dialing (514) Security The exhibitor is solely responsible for his/her own exhibit material and should insure his/her exhibit against loss or damage. All property of an exhibitor is understood to remain in his/her care, custody and control in transit to or from or within the confines of the exhibit area. Exhibitors desiring to carry insurance on their exhibits will obtain it at their own expense. Smoke-free Environment The Palais is a non-smoking establishment, subject to the Tobacco Act of the Government of Québec in effect since May 31, There are exterior zones for smokers located at the entrances/exits of the Palais. Pursuant to the provisions of the law, any infraction will incur a fine. Tourism Information Booth The Palais des congrès de Montréal offers personnel to provide tourism information and directions to your participants as well as information on your event's activities. Unions 20

21 It is further agreed that the Exhibitor will abide by and comply with rules and regulations concerning local unions having agreements with the 3rd World Parkinson Exhibit Facility or with authorized contractors employed by the 3rd World Parkinson Congress. Use of Confetti The use of confetti or any other animation components thrown in the air, such as feathers, serpentines, etc, is strictly forbidden unless you obtain written approval from your event manager. Expenses linked to cleaning after your activity is not included in your contract and will be charged to the master account. 21

22 SECTION 5 KEY DATES AND DEADLINES Exhibit Payment Deadline Wednesday, May 1st Sponsorship Payment Deadline Wednesday, May 1st Requirements Documentation for Border Crossing Monday, September 2 nd Requirements Time for Set-up and/or Dismantling Monday, May 28 Hotel Reservations Monday, August 26th Exhibit and Full Congress Registration Deadline Monday, September 2 nd Discount Price Deadline ( Services supplied by AVW-TELAV) Friday, September 6th Discount Price Deadline ( Services supplied by GES) Tuesday, September 17th Discount Price Deadline ( Services supplied by the Palais des congrès) Thursday, September 19th Deadline for Delivery of Goods to the Advance Warehouse Wednesday, September 25 Delivery of Goods Direct to the Venue Monday, September 30, 12h00 (noon) Exhibitors Set-up & Move-in (12:00 20:00) Monday, September 30 Exhibitors Set-up & Move-in (8:00 14:00) Tuesday, October 1 Exhibitor Set-up hours ending time (14:00) Tuesday, October 1 Collecting of Exhibitor Badges (from noon) Monday, September 30 Exhibitor Move-out (14:00 18:00) Friday, October 4 th 22