Exhibitor Service Manual Ontario Pharmacists Association Conference 2014

Transcription

1 Exhibitor Service Manual Ontario Pharmacists Association Conference 2014 Scotiabank Convention Centre (SCC) 6815 Stanley Avenue Niagara Falls, Ontario L2G 3Y9 Exhibit Hall June 20, 2014 Service providers Service Audio visual Contact Freeman AV Attn: Ken Brousseau Tel: Hotel accommodation Marriott Niagara Falls 6755 Fallsview Blvd. Niagara Falls, ON L2G 3W7 Reservations number: Reference name: OPA To book your room online visit: Marriott - Online Booking Show services and transportation contractor 1510 Caterpillar Rd., Unit B Mississauga, ON L4X 2W9 Attn: Jeff Drover Tel: (905) ext Fax: (905) jeff.d@stronco.com Venue Power and Lighting Scotiabank Conventine Centre (SCC) Attn: Michael Collini Showtech Power and Lighting Attn: Shery Leach Tel: (905) ext Fax: (905) mcollini@fallsconventions.com Tel: sleach@showtech.ca SCC will not accept deliveries prior to June 20. Any advanced shipments will be turned away. 1

2 Exhibit management: Ontario Pharmacists Association University Ave Toronto ON M5G 2J5 Attn: Muriel O Doherty Tel: ext Fax: modoherty@opatoday.com Important dates All order forms and arrangements must be completed/received by the date listed below. On-site orders are subject to increased charges and availability is not guaranteed. Deadline Services Return form /enquiry to May 23 Certified copy of insurance certificate Exhibitor staff badge form Ontario Pharmacists Association May 23 Additional Electrical Order Showtech Power and Lighting June 5 June 10 Additional furnishings order Floral and/or plant orders Modular rental order Shipping/transportation Sign order Advance warehousing (SCC will not accept deliveries) June 10 AV order Freeman AV 2

3 Exhibitor schedule Friday, June 20 Start End Activity Location 7:00 a.m. 4 p.m. Exhibitor registration desk Foyer level 7:00 a.m. 12 p.m. Exhibitor set up Exhibit Hall B 12 p.m. 1 p.m. Exhibit Hall inspection Exhibit Hall B 1:00 p.m. 2:45 p.m. Public Access to Exhibit Hall* Exhibit Hall B 2:45 p.m. 7:30 p.m. Exhibit Hall open* Exhibit Hall B 4 p.m. 7:30 p.m. Wine and Cheese Reception Exhibit Hall B 7:30 p.m. 9 p.m. Exhibitor tear down ** Exhibit Hall B Notes: * Booths must be staffed during these hours ** Meals will not be provided during tear down; exhibitors are advised to make their own arrangements. Important notes Move-in Exhibitors must be completely moved in and ready for booth inspection by 12 p.m. on Friday, June 20. Please note that this is one hour earlier than in previous years, as the conference is now offering public access to the exhibit halls from 1:00 p.m. to 2:45 p.m. All empty crates/cartons must be removed from the exhibit floor and put in storage by that time. Exhibitors looking after their own empty crates/cartons must either store them in the storage space provided or remove them from the building entirely. Exhibitors who have contracted with (Stronco) for storage are required to place all empty crates/cartons in the aisles, clearly identified for storage, prior to 12 p.m. on Friday, June 20. All cartons, crates or containers must have an Empty sticker placed on them, and the booth number and exhibitor name must be written on the appropriate line of the sticker. If you do not correctly label cartons/crates/containers, they will be removed and destroyed. Empty stickers will be available onsite from Stronco. Move-out Exhibits may not be dismantled before the official closing time of the exhibit hall (7:30 p.m. on Friday, June 20). At the close of the exhibit hall, packing crates will be returned to your booth from the storage area. All exhibit materials must be packed and removed from the floor area by 9:30 p.m. on June 20. Exhibitors will be liable for all charges resulting from their failure to remove exhibit materials by the required time. All necessary labour arrangements for an orderly move-out should be made prior to, or during the show. If you have arranged shipping with Stronco, bills of lading and shipping labels will be 3

4 made available before the close of the exhibition. Exhibitors that have completed a Stronco material handling agreement will also be provided with shipping labels. Exhibitors MUST clean their booth area and dispose of all garbage prior to departure on June 20. Failure to comply will result in additional housekeeping charges being billed to the exhibitor after the event. Please refer to the rules and regulations on pages Booth package Each 10 deep x 10 wide exhibitor booth space includes, one (1) 8 high back drape BLACK one (1) 3 high side drape BLACK one (1) ID sign one (1) 6 skirted table BLACK two (2) chairs one (1) wastebasket one (1) 800 Watt, 120V standard quad outlet Please note that carpet is available for this show. Exhibit booth staff Exhibitors are entitled to two (2) complimentary exhibit staff badges per booth. Additional badges can be purchased for $50 each. Exhibit staff badge holders can access the exhibit hall during set up, tear down and exhibit times, and are eligible to participate in delegate lunch and breaks (Friday only), and in the Exhibit Hall Wine and Cheese Reception. Please complete the exhibit staff badge form included in this package and send it to Muriel O Doherty via fax ( ) or (modoherty@opatoday.com). Additional badge orders will not be processed without payment. Electrical Each exhibit booth will be provided with one (1) 800 watt, 120 volt quad outlet. The outlet will provide enough power for exhibit booth lights as well as one computer. Exhibitors requiring additional electrical power, display lighting and/or mechanical hook-ups, must order these services directly from SHOWTECH Electrical. Please complete the electrical order form included in this package and fax it to the number indicated on the form. IMPORTANT: Provincial requirements for exhibiting electrical equipment at trade shows It is a requirement of Rule of the Electrical Safety Code, a provincial regulation, that any electrical equipment that is being displayed, offered for sale, or used in any show, convention, or similar exhibition, must be approved before it can be lawfully displayed. It is the responsibility of each 4

5 exhibitor to ensure that all electrical equipment in, on, or about their booth complies with the above regulation. This includes electrical merchandise as well as lighting and display equipment. Hotel information The Ontario Pharmacists Association has reserved a block of rooms at the Marriott Niagara Falls from the week of Wednesday, June 18 to Sunday, June 22. Marriott Niagara Falls 6755 Fallsview Blvd Niagara Falls, ON L2G 3W7 The OPA Conference 2014 room rate is $155 per night for single/ double occupancy in a CityView room. The conference room rate will be available until May 26 or until the group block is sold-out, whichever comes first. To book accommodation at the Marriott Niagara Falls at the conference rate, please call and quote OPA. Reservations number: Reference name: OPA To book your room online visit: Marriott - Online Booking Liability and insurance Exhibitors are responsible for any damage to persons or property caused by their exhibit, employees, agents, or servants. The Ontario Pharmacists Association,, and/or the Scotiabank Convention Centre will not be responsible for damage or loss, by any means whatsoever (theft, fire, etc.) to any or all material or equipment owned or used by the exhibitor. Each exhibitor must maintain in force, during the days of the exhibition and during the two weeks preceding and succeeding those days, comprehensive liability insurance in the amount of not less than $3 million ($3,000,000) for bodily injury and/or property damage in any one occurrence. The comprehensive liability shall include a cross-liability clause and shall include the Ontario Pharmacists Association and Scotiabank Convention Centre as additional insured. In summary, the insurance certificate must include $3 million ($3,000,000) comprehensive general liability A cross-liability clause The Ontario Pharmacists Association and Scotiabank Convention Centre as additional insured Each exhibitor must deliver a certified copy of this insurance policy to the Ontario Pharmacists Association by May 23, Failure to do so may result in cancellation of the exhibitor s contract. 5

6 Show services contractor (Stronco) is the official supplier of exhibit services and equipment for OPA s Conference Please contact Stronco directly no later than June 5, 2014 to qualify for discount pricing and to guarantee availability. Stronco cannot guarantee availability of equipment/furniture once on-site. The following are services that MUST be provided by : 1. Advance warehousing Materials will be received in Stronco s bonded warehouse and delivered to the show site prior to the targeted move in time. No collect shipments will be accepted by Stronco. 2. Materials handling Exhibitors requiring materials handling, drayage, crate removal, on-site storage and return, must complete the materials handling order form contained in this package. Services provided: unloading of truck at show site delivery to booth location movement of empty crates before show opening return of empty crates after show closing loading of crates on trucks for return shipment 3. Shipping/transportation Stronco has been appointed as the official drayage contractor and will offer the following services: arrange for advance warehousing storage, if required coordinate priority delivery to Scotiabank Convention Centre arrange for transportation back to the required destination coordinate the outward movement of exhibitors materials on-site experienced personnel on-site tracking pre-printed shipping labels and materials handling agreements Scotiabank Convention Centre will NOT accept advance shipments. Exhibitors are advised to use the service of the official drayage contractor. Shipments will be received and stored up to five (5) days in advance of the set-up day. Empty crates/cartons will be removed and stored during the show and returned at show closing. The re-packed materials will be removed from the exhibition location and shipped according to the exhibitor s instructions. Charges for this service are the responsibility of the exhibitor (please refer to clause 2 above on materials handling). 6

7 Neither the office (Caterpillar Road address) nor the Scotiabank Convention Centre will accept deliveries on behalf of any exhibitor prior to, or on the day of the show. Rules and regulations 1. Access to exhibit floor The exhibit floor will be located on the Main Level in Hall B at the Scotiabank Convention Centre. The Scotiabank Convention Centre shall not be responsible for the admission of any exhibit and/or materials which do not comply with the dimensions and capacities of the entrances to the Scotiabank Convention Centre, elevators and aisles as now installed. Movein/out show materials are strictly prohibited from elevators and escalators. Specific loads are restricted to assigned move-in areas. If an exhibitor chooses to bring items with them on the day of the show, they are responsible for moving the items into the exhibit areas without assistance from the Scotiabank Convention Centre. Items that are permitted to be brought to the facility through the main entrance include rolling booths and small boxes. 2. Amendments and additional regulations The Ontario Pharmacists Association shall determine all rules and regulations and shall add to and/or amend the foregoing rules provided such changes are reasonable in nature and consistent with the purposes of the foregoing. All such changes will be issued to the exhibitors via the exhibitor s service manual and transmittals. Each exhibitor will be responsible for forwarding this information to the booth personnel who will set up and/or staff the exhibit booth. 3. Audio/visual The Scotiabank Convention Centre is compatible with an extensive inventory of presentation technology equipment and staff. If your booth requires audio/visual equipment or computers, please contact Ken Brousseau ( ) for a complete equipment rate scale and DR audio/visual technician referral. 4. Booth design Any booth design or requirements other than those specified in this service manual, must be presented in writing to OPA for approval on or before May 23 (a scaled floor plan of your booth design may be requested). All displays and exhibits must be finished on all sides and surfaces. If such surfaces remain unfinished at the start of the show inspection, OPA may authorize the official contractor to effect the necessary finishing and the exhibitor will be required to pay all costs involved. Displays and exhibits shall not be placed in such a manner as to interfere with other exhibits. 5. Booth maintenance Exhibit booths must be maintained in a neat and tidy condition at all times. Empty coffee cups, dirty plates and other unsightly garbage detract from the exhibit area in general and individual booths in particular. The Ontario Pharmacists Association will provide one (1) wastebasket and garbage removal service at the end of the day. Exhibitors MUST clean their booth area and dispose of all garbage prior to departure on June 20. Failure to comply will result in additional housekeeping charges being billed to the exhibitor after the event. 7

8 6. Booth space All booths are eight feet deep by ten feet wide. To ensure that the display value of an adjoining booth is not unduly limited, the front four feet of the sides of any exhibit booth must not exceed four feet in height. No display may exceed eight feet in height. 7. Cancellation Cancellations received at the OPA office in writing up to and including Tuesday, May 13, 2014, will be refunded less a $100 administrative charge. Subletting or reselling booth space without the prior written consent of OPA is strictly prohibited. 8. Courier deliveries SCC will not accept deliveries prior to June 20. Any advanced shipments will be turned away. On June 20, all exhibitors using a courier service for their deliveries should ensure that one staff person is available to accept the delivery. Neither the Scotiabank Convention Centre nor OPA will grant couriers access to the exhibit area unless a representative of the exhibiting company is present. Should no representative be present when a courier arrives, the package may be returned to sender. 9. Damage Damage to the Scotiabank Convention Centre, caused by an exhibitor, will be paid for by that exhibitor. Signs or other articles are not to be fastened to walls or electrical fixtures. The use of thumb tacks, scotch tape, nails, screws, bolts or any tools which could mark the floor or walls is strictly prohibited. Transferite tape is the only allowable tape to be used on all surfaces located with the Scotiabank Convention Centre. Prohibited tapes include clear packaging tape, masking tape and heat tape or double face tape on the permanent carpet. Exhibitors are liable and subject to any damage charges resulting from prohibited forms of adhesives. 10. Exhibit Hall draws No draws are to be held at individual booths. 11. Exhibitors set up time Installation of exhibits will begin at 7:00 a.m. on Friday, June 20. An exhibitor representative must be present for set up. All booths must be completely installed by 12:00 p.m. on Friday, June 20 and submit to inspection. Under no circumstances are children 16 years of age or under are permitted on the exhibit floor during set up. 12. Exhibitors tear down time No display should be dismantled before the official closing time of 7:30 p.m. on Friday, June 20. All exhibit materials must be packed and removed from the floor area by 9:30 p.m. of that same day. Please contact OPA to arrange for additional time if this is not sufficient. Under no circumstances are children 16 years of age or under are permitted on the exhibit floor during tear down. 8

9 13. Exhibitor registration desk All exhibitors must check in at the exhibitor registration desk, which will be located on the main level of the Scotiabank Convention Centre. The desk will be open on Friday, June 20 from 7:00 a.m. 4:00 p.m. 14. Exhibitor staff badges Exhibitor staff badges will be available for pick-up at the exhibitor registration desk on Friday, June 20. An exhibitor staff badge allows access to the Exhibit Hall only. For access to other conference sessions/events, exhibitors must register for the conference. Badges must be worn at all times during the Exhibit Hall. Exhibit staff badges can be ordered by completing and submitting the exhibitor staff badge order form included in this package. 15. Fire regulations All fire department regulations must be observed at all times. Fire hose cabinets must be left accessible and in full view at all times. No flammable fluids or substances may be used or shown in booths. 16. Food and beverages No food or beverages of any kind may be dispensed or sold without written consent of the Scotiabank Convention Centre. All food being distributed, including candy or chocolates, must be wrapped packages. No open food is allowed (including items such as popcorn, nuts, etc.). 17. Hazardous displays No hazardous displays of any nature are permitted. This includes open flames, hot coal, flammable liquids, toxic liquids or gases, hazardous chemicals or any hazardous liquid, solid or gas of similar nature. Animals, birds or pets of any description require written authorization from OPA and the Scotiabank Convention Centre. 18. Height restrictions The maximum height allowed for in-line booths is eight feet. 19. Liability hold harmless Neither OPA nor the Scotiabank Convention Centre shall be liable to the exhibitor, its agents, employees, contractors, patrons, guests, licensees, or to any other person whosoever, for any injury or damage to person or property caused by or arising out of any act, omission or neglect of the exhibitor, its agents, contractors, employees, patrons, guests, licensees or invitees, or any person entering the building under expressed or implied invitation by the exhibitor, or for any other damages arising out of the use of either the licensed booth space or the building in which the booth space is located. The exhibitor assumes the entire responsibility and liability for losses, damages and claims deriving out of injury or damage to the exhibitor s displays, equipment and other property brought upon the Exhibit Hall and shall indemnity and hold harmless OPA and the Scotiabank Convention Centre, their agents, servants, and employees from any such losses, damages and claims. The exhibitor acknowledges that OPA and the Scotiabank Convention Centre do not maintain insurance covering such losses by the exhibitor. 9

10 20. On-site exhibitor inquiries and concerns On-site inquiries regarding the exhibition should be directed to OPA staff at the exhibitor registration desk. Concerns or questionable practices shall be brought to the attention of OPA and will be dealt with appropriately. 21. Security Although reasonable means will be taken to safeguard property when the exhibit area is closed, OPA and the Scotiabank Convention Centre cannot assume responsibility for any exhibitor property that is lost or stolen. 22. Signage All exhibitors will be provided one (1) ID sign for their booth. Hanging of any materials from the ceiling is strictly prohibited. No signs or decorative materials may protrude into the aisle, or into neighboring booths. No obstructions may be placed in any aisles, passageways, lobby or exits leading to any fire extinguishing appliances. Very lightweight signs or banners with grommets (holes) can be hung from the drape crossbar only by using S-hooks (not provided). Nothing may be pinned or stapled to the drape. 23. Technology and telecommunication services The SCC is the exclusive provider for all voice, data and wireless communications services within the facility. All arrangements for voice and data communications must be made through the in-house technology services department. Communications services include, but are not limited to connections within the facility to external networks all communications distribution within the facility, including cabling, network hardware and software, and wireless transmission provisioning of network access and network addresses to the client location(s) with the facility internal and external bandwidth distribution If you require this service, please complete the high speed internet order form and/or telecommunications order form included with this package. 24. Water exhibits Water displays or equipment containing water is not permitted. 10

11 Exhibit Staff Badge Form Single Booth Please list the representatives from your company/organization who will be staffing your booth Exhibiting company/organization Booth number Contact person Contact phone number Complimentary exhibit staff badges First name Last name Exhibiting company/organization 1. 2 Additional exhibit staff badges First name Last name Exhibiting company/organization Total additional badges: x$50.00 = $ (Price includes 13% HST#R ) Payment Cheque: payable to Ontario Pharmacists Association Visa MasterCard Card number: Cardholder name: Please return completed form to: Expiry date: Signature: Ontario Pharmacists Association Attn: Muriel O Doherty University Avenue Toronto ON M5G 2J5 Tel: ext Fax: modoherty@opatoday.com DEADLINE for submission: May 23,

12 Exhibit Staff Badge Form Double Booth Please list the representatives from your company/organization who will be staffing your booth Exhibiting company/organization Booth number Contact person Contact phone number Complimentary exhibit staff badges First name Last name Exhibiting company/organization Additional exhibit staff badges First name Last name Exhibiting company/organization Total additional badges: x$50.00 = $ (Price includes 13% HST#R ) Payment Cheque: payable to Ontario Pharmacists Association Visa MasterCard Card number: Expiry date: Cardholder name: Signature: Please return completed form to: Ontario Pharmacists Association Attn: Muriel O Doherty University Avenue Toronto ON M5G 2J5 Tel: ext Fax: modoherty@opatoday.com DEADLINE for submission: May 23,

13 OPA Charity Raffle Contribution Form Send form to: (fax) or ( ) Attention: Muriel O Doherty Company: Contact name: Address: Phone: Fax: I would like to show my support for the Canadian Foundation for Pharmacy and Look Good Feel Better by donating the following item for the raffle to be held on June 20, 2014 as part of the Ontario Pharmacists Association s Conference Item/service: Fair market value: $ OR I would like to donate cash (to purchase items in our company name) in the amount of $ Donations must be received at the Ontario Pharmacists Association on or before by May 23, Please send items to: Muriel O Doherty Events and Development Specialist Ontario Pharmacists Association 375 University Avenue, Suite 800, Toronto, ON M5G 2J5 Phone ext The Ontario Pharmacists Association s Conference 2014 raffle is in support of: 13