We are grateful to welcome your organisation as a partner for the Photonics North 2016 Exhibition.

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2 Dear Phononics North Exhibitor, We are grateful to welcome your organisation as a partner for the Photonics North 2016 Exhibition. This Exhibitor Services Manual contains important information and is designed to assist you in preparing for the Photonics North Exhibition. This event will be held at Quebec City Convention Center, Québec City, Canada, from May 24-26, We invite you to read carefully this manual to help your preparation. The floor plan has been designed to maximize the exhibitor s exposure to the delegates with posters, lunches and coffee breaks taking place in the Exhibition area. We are pleased to assist with any additional services that you may require. If there is anything that we can do to facilitate your participation, please do not hesitate to contact us. We wish all of you a successful Congress and Exhibition. Best Regards, Ms. Alexandra Jalbert Conferium Conference Services Logistic Assistant 425, boul. René-Lévesque Ouest Québec QC G1S 1S2 Canada alexandra.jalbert@conferium.com Phone: Ext. 23 / Ext. 23 Fax: /

3 Table of content SCHEDULE AND REGISTRATION... 3 EXHIBITOR SCHEDULE... 3 REGISTRATION... 3 LOADING DOCK ACCESS... 3 MAIN ENTRANCE... 4 PARKING... 4 EXHIBITION INFORMATION... 4 EXHIBITION SERVICES COMPANY... 4 EXHIBITOR PACKAGE... 4 EXHIBITION FLOOR PLAN... 5 CONTACT... 7 CONFERIUM... 7 CONVENTION CENTRE... 7 SERVICES... 7 SERVICES OFFERED BY THE CONVENTION CENTRE... 7 SHIPPING... 8 LABEL EXAMPLE... 8 CUSTOMS BROKERS... 9 TRANSPORTATION... 9 AUDIOVISUAL SERVICES... 9 INTERNET SERVICES AND COMPUTER RENTAL... 9 MATERIAL HANDLING AND STORAGE... 9 EXHIBITOR LABILITY INSURANCE RECYCLING AND RESIDUAL WASTE MANAGEMENT GENERAL RESTRICTIONS Common Areas Animals Stickers Balloons and Confettis Alcohol drinking during Setup and Teardown Fire Noise Limit Handling Services No smoking policy Adhesive Tape Security Food Services Move-out procedures at the closing of the exhibition

4 SCHEDULE AND REGISTRATION EXHIBITOR SCHEDULE Exhibitor Move-in Monday, May 23th, :00 to 20:30 Exhibition Hours Room 200C Tuesday, May 24th, :00 to 19:30 Wednesday, May 25th, :00 to 15:30 Exhibitor Move-out Wedenesday, May 25th, :30 to 17:00 REGISTRATION Each exhibitor must be fully operational and staffed during the official exhibit hours. All exhibitor personnel must be registered. It is strongly recommended that all exhibit representatives be pre-registered before Thursday May 12, 2016 (25$ penalty after this date). You will be able to get your name badges at the registration desk on site: Tuesday, May 24th, :00-17:00 Wednesday, May 25th, :00-17:00 Thursday, May 26th, :30-14:00 LOADING DOCK ACCESS Loading Dock Level rue Saint-Joachim Québec QC G1R 5V4 Dock access: Monday, May 23th, 2016 from 12:00 to 20:00 Wednesday, May 25th, 2016 from 14:00 to 20:00 This loading dock is designed to handle three vehicles simultaneously. Trailers should not exceed 13 ft. 3 in. in height and 48 ft. in length. Parking is prohibited. Only vehicles unloading and loading equipment are allowed. Vehicles violating these regulations will be towed away at owner s expense. The door access to room 200ABC measures 94 W x 92 H. The exhibitor is responsible for making arrangements in advance for special handling of any oversized containers 3

5 MAIN ENTRANCE 1000, Boul. René-Levesque Est Québec QC (No delivery is allowed at this address) Merchandise will not be accepted at the Centre s entrances and must be delivered to the loading docks. PARKING There are many underground parking spaces close to the Centre. More specifically, Marie-Guyart complex (Complex G), Place Québec, Delta Hotel and finally in the Place D Youville parking lot all linked by underground connections. These lots operate 24 hours a day, 7 days a week. EXHIBITION INFORMATION EXHIBITION SERVICES COMPANY Standex Ms. Stéphanie Blanchet Phone: extension 200 Website : exposition@standex.ca EXHIBITOR PACKAGE Utilities & Booth furnishings are not included. Any other equipment may be ordered from Standex our official show contractor. Booth Rental 10x10 Display Space Pipe and Drape back Company sign Handling, storage & electricity Table Top One draped table 2 chairs Company sign Handling, storage & electricity 4

6 EXHIBITION FLOOR PLAN 5

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8 CONTACT CONFERIUM (CONFERENCE OPERATING HEADQUARTERS) Alexandra Jalbert Logistic Assistant 425, boul. René-Lévesque Ouest Québec, QC G1S 1S2 Phone : ext. 23 / Fax: / CONVENTION CENTRE (QUÉBEC CITY CONVENTION CENTRE SERVICES) Line Laliberté services@convention.qc.ca Phone: ext / Fax: SERVICES SERVICES OFFERED BY THE CONVENTION CENTRE Sign and banner hanging, booth cleaning, temporary personnel, security and telephony all are exclusive except for booth cleaning, surveillance service and temporary personnel. Customized Québec City Convention Centre order forms are available on the web site under the conference name at: Material handling, onsite storage and electricity (120/208V 15 A outlet) are included for each exhibitor but must be ordered through the Order Form provided by the show managment. Please contact : Alexandra Jalbert at alexandra.jalbert@conferium.com or ext. 23 / Exhibitors are invited to return the completed forms by fax at or by at Alexandra.jalbert@conferium.com before Friday April 15th, 2016 by 16:30 to facilitate their process and to avoid miscalculation. *Onsite, a service desk will help the exhibitors with last minute request, however a 25% additional charge will apply and some services may not be guaranteed. 7

9 SHIPPING The shipping has to be prepaid. Your material should be shipped to the Quebec Convention Center from Monday May 23, Storage charges will apply for any exhibitor s material received before that date. Shipping Address: Company s Name Photonics North 2016 Congress Booth Number : Centre des Congrès de Québec 875, rue Saint-Joachim Loading Dock level 1 Québec, Qc G1R 5V4 LABEL EXAMPLE Company s Name Photonics North 2016 Congress Booth Number: Québec City Convention Center 875, rue Saint-Joachim Loading Dock level 1 Québec, Qc G1R 5V4 8

10 CUSTOMS BROKERS The local, Canadian and International customs broker for the Québec City Convention Centre is Mendelssohn Commerce Mr. Phil Lopresti Phone: ext TRANSPORTATION The transportation supplier for the Québec City Convention Centre is Dolbec International Inc. Mrs. Danielle Amyot Phone: Cellular : Direct line: Fax: show@dolbec-intl.ca AUDIOVISUAL SERVICES The official supplier of all audiovisual equipment at the Québec City Convention Centre is Freeman Mr. Éric De Lafontaine Phone: Fax: Eric.DeLafontaine@freemanco.com INTERNET SERVICES AND COMPUTER RENTAL The exclusive Internet services supplier and computer rental official supplier at the Québec City Convention Centre is: Miro Computer Rental Phone: Fax: support@microinformatique.com MATERIAL HANDLING AND STORAGE Material handling and storage are included for exhibitors. The Québec City Convention Centre manages storage spaces near the exhibit room. The Material handling and storage during the event are included for exhibitors. For security reasons, exhibitors are not 9

11 allowed to store their own material. Neither an empty box nor an empty crate will be allowed inside or at the back of a stand. EXHIBITOR LABILITY INSURANCE Exhibitors must have their own liability insurance. In the event of fire, flooding or theft, no matter how caused, the Centre and its representatives 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. RECYCLING AND RESIDUAL WASTE MANAGEMENT The exhibitor has the obligation to use the equipment provided at his disposal for recycling (paper, paperboard, glass, plastic) for the entire duration of the event (including setup / dismantling and during the exhibition). Additional selective collection may be added to those mentioned above. Each evening, at the closing of the exhibition, trash bins should be placed outside the stand in the alleyway. They will be emptied by the Convention Centre s staff at no charge. Any bins inside the booth will not be emptied. GENERAL RESTRICTIONS Common Areas Exhibitors must keep hallways, elevators, escalators, entrances, halls, lobbies, plasma screens, stairways, video monitors and building emergency exits free from obstruction at all times. Animals With the exception of guide dogs, the client must not bring any animals into the Centre prior written authorization, nor allow any to be brought in. Stickers Stickers of any kind are strictly prohibited at the Convention Centre. Balloons and Confettis Your Event Coordinator must preauthorize the use of helium balloons. Charges apply for taking balloons down from the ceiling after your event. The use of confettis, sequin is prohibited. Alcohol drinking during Setup and Teardown To minimize the risks of accidents, and unless otherwise agreed with the Convention Centre, the Centre s caterer will not be selling any alcohol during the setup and teardown activities. 10

12 Fire Exhibitors must comply with the fire prevention rules. See the attached Fire Prevention Regulations. Also, please note that the Convention Centre is a nonsmoking establishment. Noise Limit Equipment or devices producing noise or odors that disturb exhibitors or visitors will not be tolerated. Noise levels must not exceed 70 decibels at a distance of four feet from the sound source. The Convention Centre has sole authority in this matter. Handling Services The exhibitor with a table top whose material is shipped directly to the Quebec City Convention Center by a carrier or courier understands that the Center s staff at applicable rates will handle these materials. The exhibitor carrying himself his material to the Centre may handle it himself from the dock to his booth and back using the Center s blue carts available at the loading dock. No smoking policy The Québec City Convention Centre provides a totally smoke-free environment to its clientele. Since May 31 st 2006, according to provisions of the Law on the tobacco, smoking is strictly forbidden inside the Centre and also in the loading docks. Adhesive Tape The only adhesives allowed at the Centre are listed below, and may be purchased on site: Walls: 3M wall mounting tabs, no Floors: Tuck Tape 85, Tuck Tape 99, or Double Face Echo Tape DC-W188F Brick walls: 3M wall mounting tabs, no Security The Centre offers general site security on a 24-hour basis. However, the Centre is not responsible for goods and property belonging to the exhibitors in rented spaces. Any additional security is a chargeable expense. Please use the order form to make your request. Food Services Capital HRS Inc. has an exclusive agreement to sell and distribute food and beverages inside the Centre. No food or beverages may be sold or distributed without the written permission of Convention Centre management or Capital HRS Inc. 11

13 MOVE-OUT PROCEDURES AT THE CLOSING OF THE EXHIBITION Photonics North 2016 Danielle Amyot at 12