October 25-27, 2018 at the Saint-Hyacinthe Convention Centre EXHIBITOR S HANDBOOK
TABLE OF CONTENTS TRADE SHOW SCHEDULE... 3 EVENT... 4 SETUP... 4 TEARDOWN... 4 LOADING BAY SCHEDULE... 4 HOTEL RESERVATIONS... 4 LOADING BAY... 5 PARKING... 5 EXHIBITION STANDS... 5 MATERIAL HANDLING AND STORAGE... 5 DEPARTURE AND ARRIVAL PROCEDURE... 6 COURIER SERVICE... 6 AUDIOVISUAL, HANGING, ELECTRICAL AND COMPUTER RENTAL SERVICES 6 INTERNET SERVICE... 6 EXHIBITION SERVICES... 7 CONTESTS... 7 LIABILITIES AND RESTRICTIONS... 7 SAMPLE EXPEDITION LABEL... 8 CANCELLATION... 9 OMVQ CONTACT INFORMATION... 9 PLAN OF EXHIBITION HALL - SETUP... 10 2
TRADE SHOW SCHEDULE Maskoutaine Room Thursday, October 25 SCHEDULE ACTIVITY 7 am 9 pm Delivery of merchandise 2 pm 9 pm Stand setup *The setup of certain stands will start at 3:30 pm. See Hall Plan on page 10. Friday, October 26 SCHEDULE ACTIVITY 7 am 9 am Stand setup 9 am Opening 9:30 am 10:30 am Veterinarians convention break 10:30 am - 11:30 am Animal health technicians and managers convention break 11:30 am noon Exhibitors luncheon 12 pm 1:30 pm Veterinarians luncheon 12:30 pm 2 pm Animal health technicians luncheon 2 pm 3 pm Visit by retired veterinarians 2:15 pm Exhibitors break 3 pm 4 pm Veterinarians convention break 3:30 pm 4:15 pm Animal health technicians and management convention break 4:15 pm Closing 6 pm 7 pm Cocktail 7 pm midnight Dinner and show Saturday, October 27 SCHEDULE ACTIVITY 7 am 9 am Breakfast 9 am Opening 9:30 am 10:30 am Veterinarians convention break 10:30 am 11:30 am Animal health technicians and managers convention break 11:30 am noon Exhibitors luncheon 12:30 pm 2 pm Veterinarians luncheon 12:30 pm 2 pm Animal health technicians luncheon 2 pm Closing and stand teardown 3
EVENT Maskoutaine Room Day Date Time Friday October 26, 2018 9 am to 4:15 pm Saturday October 27, 2018 9 am to 2 pm SETUP Day Date Time Thursday October 25, 2018 2 pm to 9 pm* Friday October 26, 2018 7 am to 9 am *The setup of certain stands will start at 3:30 pm. See Hall Plan on page 10. TEARDOWN Day Date Time Saturday October 27, 2018 2 pm LOADING BAY SCHEDULE Day Date Time Thursday October 25, 2018 2 pm to 9 pm Friday October 26, 2018 7 am to 9 am Saturday October 27, 2018 2 pm to 9 pm All exhibitors must register or obtain an access pass for the Exhibition Hall. To do so, representatives are asked to go to the registration desk in the lobby of the Exhibition Hall, where OMVQ staff will be handing out ID badges. No merchandise will be accepted at the main entrances of the Saint-Hyacinthe Convention Centre. All deliveries and pickups must be made at the loading bay. The Saint-Hyacinthe Convention Centre will accept merchandise only as of October 24 at 9 am. Preevent storage fees will apply for all exhibitor merchandise received before this date. HOTEL RESERVATIONS SHERATON SAINT-HYACINTHE 1315 Daniel-Johnson Street West Saint-Hyacinthe, Quebec J2S 8S4 Preferential rate: $139 To book: https://www.starwoodmeeting.com/book/cvq2018 HÔTEL LE DAUPHIN 1250 Daniel-Johnson Street West Saint-Hyacinthe, Quebec, J2S 7K7 Preferential rate: $139 To book: 1-800-465-4842 4
LOADING BAY Loading Bay Docks 1 and 2 1325 Daniel-Johnson St. W. Saint-Hyacinthe, Quebec J2S 7K7 These docks are reserved for cube trucks and tractor-trailers. Loading Bay Dock 3 1325 Daniel-Johnson St. W. Saint-Hyacinthe, Quebec J2S 7K7 This dock is reserved for small cars and trucks. Access is at ground level. Loading Bay Dock 4 1325 Daniel-Johnson St. W. Saint-Hyacinthe, Quebec J2S 7K7 This dock is reserved for events that require entrance through the main hall. Parking is prohibited in the loading bay. Only loading and unloading are permitted. Vehicles violating these regulations will be towed. PARKING Cars The Saint-Hyacinthe Convention Centre has over 700 free outdoor parking spaces available for guests. Heavy vehicles Special arrangements must be made with your coordinator for heavy vehicle parking in the Saint-Hyacinthe Convention Centre parking lot. Please notify your coordinator of a heavy vehicle in the parking lot. EXHIBITION STANDS Your CVQ stand rental agreement includes the following services: o Registration for two representatives o 3 curtain walls (back 8 and sides 3 ) o Wireless Internet access o One 6 X 2 draped table o Two chairs o One garbage can MATERIAL HANDLING AND STORAGE Material shipped directly to the Saint-Hyacinthe Convention Centre before the exhibitor arrives on site will be handled by the Centre s staff. Fees, payable on site, may apply. In addition, the Saint-Hyacinthe Convention Centre cannot be held responsible for any lost or damaged equipment received in the absence of the recipient. Exhibitors may use the carts made available by the Saint-Hyacinthe Convention Centre to handle their own material. The number of carts is limited, but employees will do their utmost to provide you with the equipment you need in a timely manner. 5
DEPARTURE AND ARRIVAL PROCEDURE 1. Exhibitors are responsible for packing up and identifying their material (name of the event and company) 2. Exhibitors are responsible for bringing their equipment to the loading bay (if arrangements have been made for pickup) Upon arrival: Exhibitors can go directly to the loading bay. An employee will assign exhibitors a loading bay door. Access through the main entrance is not permitted. COURIER SERVICE Exhibitors using a courier service, such as FedEx, UPS, Purolator or other, must make sure that all customs, taxes, etc. have been paid in advance. Cash-on-delivery merchandise will not be accepted by the Saint- Hyacinthe Convention Centre. Courier companies does not always mention that fees need to be paid by the shipper upon delivery, As a result, the Saint-Hyacinthe Convention Centre sometimes receives invoices 30 to 90 days after the event. In such cases, the Centre will invoice the exhibitor for the courier service plus administrative fees. Exhibitors are responsible for contacting the courier company to recover their material after the event. Exhibitors are also responsible for placing the Bill of Lading from the courier company on all boxes to be shipped. AUDIOVISUAL, HANGING, ELECTRICAL AND COMPUTER EQUIPMENT RENTAL SERVICES The official technical supplier, LSM ambiocréateurs, has all the expertise and equipment required to meet your computer and audiovisual needs at the Saint-Hyacinthe Convention Centre. This company has the exclusive contract in terms of hanging and anchoring services and electrical needs beyond standard outlets. For more information on this, please contact the supplier before October 5. A form is available on our Website at cvq.omvq.qc.ca/exposants/guides-exposants/ Please note that additional fees will be charged for requests made on site. LSM ambiocréateurs Michel Baron Telephone: 418-571-3237 Email: michel.baron@ambiolsm.com INTERNET SERVICE The Saint-Hyacinthe Convention Centre is proud to offer all its clients wireless high-speed Internet access absolutely free of charge. Total coverage is available in meeting rooms, exhibition halls and public spaces at no extra cost. 6
EXHIBITION SERVICE COMPANY The official supplier of exhibition services for the 2018 CVQ is: DEE Dianne Lachance Telephone: 450-646-2251, ext. 230 Cellular: 514-926-4467 Website: www.decorexpertsexpo.com Email: dianne.lachance@dee-expo.com The company provides the following services: o Rental of custom stands o Rental of carpets, furniture, plants and accessories o Manpower for stand setup and teardown o Sign manufacturing Order forms are available on the CVQ microsite at cvq.omvq.qc.ca. CONTESTS Exhibitors may organize contests and prizes in order to increase traffic to their stand. However, the names of the winners will need to be forwarded to an OMVQ representative before 2 pm on Saturday for posting on the contest bulletin board located in the Exhibition Hall. LIABILITIES AND RESTRICTIONS Insurance Recycling and residual waste management Ecological footprint of the event Common areas Pets Cooking appliances Balloons and confetti Exhibitors must have their own liability insurance. The Saint-Hyacinthe Convention Centre assumes no liability for any bodily harm or material damage to products, stands, equipment or decorations found in any rented space or being moved in or out of the building, however caused by fire, flooding or theft. Exhibitors are required to use the many receptacles made available for recycling (paper, cardboard, glass, plastic) for the duration of the event (during setup, teardown and the exhibition). Additional waste collection may be added to those mentioned above. The Saint-Hyacinthe Convention Centre recommends that exhibitors not hand out inordinate amounts of paper documents. It encourages the use of email as the best method of communicating with other Convention attendees. At no time may exhibitors obstruct the hallways, elevators, lobbies, halls, digital signage monitors, plasma screens or emergency exits of the building or any other rooms of the Centre without prior authorization. Pets are not allowed at the Saint-Hyacinthe Convention Centre without prior approval by management. However, service dogs for disabled people are allowed without restriction. For safety and ventilation purposes, cooking appliances are not permitted in the rooms of the Saint-Hyacinthe Convention Centre. The use of helium balloons must be authorized by your event coordinator. Fees could apply to the recovery of helium balloons from the ceiling after your activities. The use of confetti and glitter is prohibited 7
Use of alcohol during setup and teardown Noise limits Adhesive tape Security To minimize the risks of accidents, and unless otherwise agreed upon with the Saint- Hyacinthe Convention Centre, the use of alcohol will not be tolerated during the setup and teardown periods. Equipment or devices producing noise or odours that disturb exhibitors or visitors will need to be turned off. The Saint-Hyacinthe Convention Centre has sole authority in this matter. The only adhesive tape allowed at the Saint-Hyacinthe Convention Centre is the following: Scotch 3M Heavy Duty Mounting Squares, Model 111. The Saint-Hyacinthe Convention Centre offers general site security on a 24-hour basis. This department, however, is not responsible for client goods and property or for security within the rented premises. If you would like additional security, you will need to make a request to your event coordinator. Food services Smoking The Saint-Hyacinthe Convention Centre has the exclusive right to sell and distribute food and drinks at the Centre. No food or drinks may be distributed, sold or handed out without the written approval of the Saint-Hyacinthe Convention Centre management. The Saint-Hyacinthe Convention Centre is a smoke-free environment, In accordance with the Tobacco Act, smoking inside the Centre or in the loading bay is strictly prohibited, without exception. SAMPLE EXPEDITION LABEL Name of sender Address Telephone Fax Number of boxes Carrier Customs broker contact information COMPANY NAME OF THE EXHIBITOR c/o: Congrès vétérinaire québécois Booth number: Saint-Hyacinthe Convention Centre 1325 Daniel-Johnson Street West Saint-Hyacinthe, Québec J2S 8S4 8
CANCELLATION If, for reasons beyond their control (war, fire, strike, civil disobedience, weather, natural or other disaster), the organizers are forced to cancel the exhibition or cannot allow an exhibitor to take possession of the space as leased, the Ordre des médecins vétérinaires du Québec will be exonerated from all blame and liability. OMVQ CONTACT INFORMATION Ordre des médecins vétérinaires du Québec 800, avenue Sainte-Anne Saint-Hyacinthe Qc J2S 5G7 Maryse Massy maryse.massy@omvq.qc.ca 450 774-1427 ext. 210 1 800 267-1427 ext. 210 9
PLAN OF EXHIBITION HALL THURSDAY, OCTOBER 25 SETUP 2 pm to 9 pm 3:30 pm to 9 pm 0