EXHIBITORS MANUAL
TABLE OF CONTENT 1. SALON GENERAL INFORMATION... 1 2. BOOTH SETUP AND DISMANTLING...2 3. BOOTH RENTAL...3 4. BOOTH EQUIPMENT AND SERVICE...5 5. BOOTH RENTAL TERMS AND CONDITIONS...6 6. IDENTIFICATION BADGES...9 7. PROHIBITED ACTIVITIES...10 8. MATERIAL HANDLING...11 9. LIABILITY...13 10. CANCELLATION...14 APPENDICES SALON FLOOR PLAN...16 TERMS AND CONDITIONS APPROVAL FORM...17 IDENTIFICATION BADGES FORM...18 2
1. SALON GENERAL INFORMATION ADDRESS SALON 201 Viger West Avenue, Montreal, Quebec H2Z 1X7 Tel.: 514-288-6272 Fax: 514-288-7071 Email: aoq@aoqnet.qc.ca Exhibition Hall: 220 B-C VISITORS ENTRANCE Palais des congrès, 201 Viger West Avenue, Montreal, Quebec H2Z 1X7 LOADING DOCK ADDRESS 163, Saint-Antoine Street West, Montreal, Quebec H2Z 1H2 Thursday, October 27, from noon to 8:00 p.m. Friday, October 28, from 8:00 a.m. to 11:00 a.m. EXHIBITION HALL BUSINESS HOURS Friday, October 28, from noon to 6:00 p.m. Saturday, October 29, from 10:00 a.m. to 3:00 p.m. CONTACT Ms. Josée Lusignan Coordinator Telephone: 514-288-6272 Fax: 514-288-7071 E-mail: josee.lusignan@aoqnet.qc.ca 1
2. BOOTH SETUP AND DISMANTLING BOOTH SETUP The exhibition Hall will be open for booth setup ONLY on: Thursday, October 27, from noon to 8:00 p.m. Friday, October 28, from 8:00 a.m. to 11:00 a.m. There will be no exceptions to this rule. If a booth setup is not completed within the stipulated timeframe, the exhibitor s materials may be removed and stored at his/her expense, and a penalty of up to $500 will be charged. Setup must be completed and ready for inspection by 11:00 a.m. on Friday, October 28. With the exception of materials that can be carried by hand, no exhibition materials may be moved around the Hall once the Show opens. Please note that there will be a GES Clarkson-Conway Inc. representative on site: Thursday, October 27, from 1:00 p.m. to 5:00 p.m. Friday, October 28, from 8:00 a.m. to 11:00 a.m. BOOTH DISMANTLING No display may be dismantled before Saturday, October 29, at 3:00 p.m. All exhibit material must be removed from the Palais des Congrès in Montreal for 6:00 p.m. the same day. No crates may be taken out of storage and no dollies will be allowed in the Hall before the end of the Salon Vision. Boxes and crates will be delivered to the booths by the Palais de Montréal maintenance workers. Exhibitors are advised to keep any small valuable items with them when dismantling begins, and to supervise while their booths are dismantled. No materials may be removed through the main entrance Hall unless they can be carried by hand (dollies will not be permitted in the entrance Hall). Exhibitors who do not vacate the premises by the stipulated deadline will be charged a penalty based on the number of extra hours they are on the premises. They will then be expected to reimburse the Organizing Committee for all expenses incurred for removing their goods and materials from the premises. 2
3. BOOTH RENTAL NUMBER OF BOOTHS The booth layout plan was drawn up according to the dimensions of Room 220 B-C. It was designed in the most equitable way possible, and is as accurate as is technically possible. No modifications may be made to the plan without the consent of the Organizing Committee. BOOTH SIZE Each booth: 10 deep x 10 wide. Booth subletting is strictly forbidden. Only the exhibitor identified in the Booth Rental Agreement is permitted to occupy the booth in question. Exhibitors are not permitted to share their booths with any other company or person, or to authorize the presence of anyone who has not signed a Booth Rental Agreement. BOOTH RENTAL INCLUDES: A space of 10 x 10 iwith rigid back wall and sides; A sign identifying your company, if desired; Handling and cleaning of your booth before and after the Salon Vision. Any other cleaning and/or housekeeping will be billed directly to you; A security officer service; A carpet; A trash can; Identification badges (see the Identification Badges Form p. 18); A summary of your activities and products, published in the L Optométriste magazine; NOT INCLUDED: TABLE, CHAIRS AND ELECTRICITY. FOR ELECTRICAL OUTLET, PLEASE FILL OUT THE POWER FORM OF THE PALAIS DES CONGRÈS. 3
3. BOOTH RENTAL (CONT D) RENTAL PRIORITY RULES Reservations will be accepted on a first come, first served basis once sponsors have made their choice. Exhibitors must indicate their choice as soon as possible by calling Ms Josée Lusignan at 514-288-6272, and must return their duly completed Booth Rental Agreement together with their rental deposit. Reservations will not be confirmed until the Organizing Committee receives the deposit. BOOTH SELECTION The Organizing Committee will do its best to allot the specific booths requested by the exhibitor. However, there are various restrictions, and the Organizing Committee reserves the right, at any time, to allocate booths other than those selected by the exhibitor and to modify blocks not reserved so as to convert them into 10 x 10 booths. The Organizing Committee reserves the right to assign new booths. PAYMENT TERMS A deposit of $1,700 per booth must be enclosed with the rental application. The balance, including taxes, must be paid to the Organizing Committee on or before July, 29,. CANCELLATION A penalty of 10% of total rental cost will be payable by the Organizing Committee when a cancellation is given by an exhibitor before July 29,. No refunds will be given after this date. 4
4. BOOTH EQUIPMENT AND SERVICE EXHIBITORS SERVICE GES CLARKSON-CONWAY INC. Exhibitors Service Place Bonaventure 800 de la Gauchetière West, Suite 1165 Montreal, Quebec H5A 1K6 Telephone: 514-861-9694 Fax: 514-392-1577 GES Clarkson-Conway Inc. is in charge of decorating, and will supply the materials and services for the Salon Vision exhibition. For the catalogue listing of equipment (carpet, chairs, tables, plants, etc.), please contact GES Clarkson-Conway Inc. Additional charges will apply to all orders placed during the booth setup period or the show. Exhibitors who subcontract the setup of their booth to another company must provide the subcontractor with the Exhibitor s Manual, the floor plan for Room 220 B-C and a copy of any specific forms required for setup. BOOTH EQUIPMENT Each booth is equipped with a standard 8-foot-high rigid back wall and 36-inch uprights. Exhibitors who have requested a sign in the Booth Rental Agreement form will receive a standard sign. Equipment (carpet, tables, chairs, plants, etc.) is not included in booth rental costs. Exhibitors should refer to the GES Clarkson-Conway Inc. catalogue. We remind you that a booth rental DOES NOT INCLUDE an electrical outlet. 5
5. BOOTH RENTAL TERMS AND CONDITIONS BOOTH DISPLAYS MUST COMPLY WITH FIRE REGULATIONS. To avoid detracting from an adjoining booth s display, the maximum height for a display is 8 feet, including signs, and the display may extend no farther than 48 inches from the back wall. No exceptions are permitted to this height restriction, with the exception of booth blocks. From that point (48 inches from the back wall) to the front of the booth, fixtures, tables, counters, displays and other display materials must not exceed a height of 50 inches. The Organizing Committee must receive a sketch of your booth design no later than July, 29,. If an exhibitor fails to comply with this rule, the Organizing Committee reserves the right to demand that the exhibitor modify the display. Exhibitors with 10 x 10 booths located within a block of 4 (block location) will be permitted to install 8 high back walls on the sides that adjoin their neighbours. No exceptions will be allowed unless the exhibitor making the request obtains written authorization from neighbouring exhibitors. Note: Island booths located at the end of aisles benefit from a background wall with a maximum height of 8. However, exhibitors must submit their booth plan to the Organizing Committee, which will then forward it to neighbouring booth exhibitors to enable them to adjust the height of their sides to match that of the island booth. No equipment, product, price and/or service may be exhibited or presented beyond the limits of the booth rented by an exhibitor without prior consent of the Organizing Committee, and until payment of a rental fee determined by the latter is received. No display containing a banner, placard, sign or other item is permitted beyond the limits of the booth rented by an exhibitor without prior consent of the Organizing Committee, which has the discretion to allow, refuse or charge additional fees for such a display. FLOOR WEIGHT-BEARING CAPACITY Exhibitors may not place objects weighing more than 1,464 kg per m 2 (300 lbs/ft.2) in room 220 B-C on the exhibition floor unless they receive prior authorization from the Palais des congrès de Montréal. Any damage caused by excess weight or by setting up, using or removing any object that exceeds these standards will be repaired at the exhibitor s expense. 6
5. BOOTH RENTAL TERMS AND CONDITIONS (CONT D) FIRE PREVENTION All decorations and displays must be made of fireproof materials or must have been treated by an approved method. The following materials must be flameproof if used for decoration or display: artificial flowers and foliage, paper and cardboard, plastic materials, hollies, artificial trees or bushes, bamboo and wood fibres, Styrofoam and fabrics. Displays or exhibits must never interfere with access to any required exit and must not conceal exit signs. A display should not block access to fire-fighting equipment, or interfere with the normal operation of automatic fire extinguishing equipment or smoke detection devices. Emergency exits and glass fire hose cabinets must always be accessible and visible. Exhibitors must not encroach on aisle space and are reminded that they must remain within the assigned space. No hazardous display of any kind will be permitted and all decorations must respect fire department standards. USE OF THE FOLLOWING PROCESSES OR EQUIPMENT IS STRICTLY PROHIBITED: Acetate fabrics, corrugated cardboard, seamless paper; Paperback foil unless securely glued to suitable backing; Polystyrene; Explosives, gases, flammable liquids and other dangerous chemicals or materials; Motor vehicle fuel; Wood matches; Hazardous refrigerants such as sulphur dioxide and ammonia; Portable heating devices; Resinous trees. It is not necessary to fireproof fabrics, papers or any other combustible merchandise intended for sale. Only one space is to be used for these items. Motor vehicles or gasoline-powered equipment on display must be filled to one quarter (1/4) of a tank of fuel and the cap must be locked or sealed with adhesive tape. Batteries and ignition systems must be disconnected when not in use. Trays must be placed under all vehicles when they are on the premises and vehicle keys must be left at the Security Desk. Exhibitors are permitted to display contents under pressure (aerosols) that contain flammable products, as long as the contents do not exceed 500 ml (1/2 litre). No restrictions are imposed on non-flammable products. Hay, straw, shredded paper and wrapping paper must be removed from the building or put in hermetically sealed containers. Empty boxes and crates must be piled up cleanly in storage areas designated by Salon Vision management. 7
5. BOOTH RENTAL TERMS AND CONDITIONS (CONT D) MAINTENANCE OF THE PREMISES Exhibitors must make sure that booth rental locations are kept in good condition. They must not use or allow the use of nails, screws, hooks or other similar fixtures for hanging items. Painting the floor or using materials without ensuring prior adequate protection approved by the Palais des congrès de Montréal is prohibited. Exhibitors may not affix signs to the walls. Stickers are prohibited at the Palais des congrès de Montréal because they are difficult to remove. Anyone who ignores this rule risks having their material confiscated and being billed for the cost of cleaning and repairs. FOOD AND BEVERAGES Capital Traiteur Montréal, Inc. holds exclusive rights to the sale and distribution of food and beverages at the Palais des congrès. Any food services request must be sent in advance by calling the Banquet Manager at 514-871-3111. No food or beverages may be distributed, sold or served as samples without written authorization by Capital Traiteur Montréal, Inc. It is understood that the Organizing Committee is not in any way responsible for the reservation, shipment or payment of food and/ or beverages that are ordered. ANIMALS With the exception of guide dogs, the Palais des congrès de Montréal does not permit animals on the premises without prior approval. MESSAGES The Organizing Committee and the Palais des congrès de Montréal will not take messages for exhibitors during the show. EXHIBITION ADMISSION The Organizing Committee reserves the right to refuse admission to any visitor, exhibitor, or exhibitor employee who, in its opinion, is unruly or is likely to disrupt activities. 8
6. IDENTIFICATION BADGES All exhibitors and their employees must have an identification badge on their person in order to be granted access to the Salon Vision. PRIVILEGE BADGES: Your booth rental exhibitor contract allows a maximum number of such identification badges, as follows: 1 booth: 5 badges 4 booths: 12 badges 2 booths: 8 badges Island: 12 badges 3 booths: 10 badges These badges must be ordered before July, 29,. ADDITIONAL BADGES ARE AVAILABLE AT A COST OF $100 EACH (TAXES EXTRA). 9
7. PROHIBITED ACTIVITIES SOLICITATION, ADVERTISING AND COMPETITION Notwithstanding the sponsorship program, no distribution of samples, souvenirs, advertising material and/or other commercial solicitation may be carried out beyond the perimeter of the booth rented by an exhibitor without the prior consent of the Organizing Committee. Such activities are strictly prohibited in aisles, refreshment areas, the reception area and other exhibitors locations. Any violation is subject to Organizing Committee sanctions, which may range from a fine to expulsion from the Salon Vision site. Notwithstanding the sponsorship program, no display, notably containing a banner, placard, sign, visual presentation or other item may extend beyond the perimeter of a booth rented by an exhibitor, without the prior consent of the Organizing Committee, which has the discretion to authorize or refuse, and/or to charge additional fees for such a display. The Organizing Committee reserves the right to prohibit any offensive innovation, gadget or novelty and to prohibit the distribution of any item or product deemed likely to compromise the health and safety of participants. Under this sponsorship program, exhibitors at the Salon Vision, their employees or representatives do not have the right, either directly or indirectly, for the duration of the show, as specified in this agreement, to be associated with, hold or organize, on the Salon Vision site or in one of its neighbouring buildings, activities similar to those presented during this or any other exhibition presented during the Salon Vision, or activities similar to those featured by the organizers and promoters of the Salon Vision. Those prohibited activities are considered by the organizers and exhibitors of the Salon Vision as being unfair competitive events liable to cause prejudice to the interests of the organizers and promoters of the Salon Vision. Such activities, held without the consent of the Salon Vision Organizing Committee, may at the discretion of the Organizing Committee, result in sanctions involving additional fees or expulsion from the exhibition site. Written documentation must be made available to visitors in both French and English. 10
8. HANDLING OF MATERIALS To avoid complications with regard to the handling and storage of empty boxes and cases during the show, the Palais des congrès de Montréal offers the following services, for which the Salon Vision will cover the costs: Assistance on arrival (unloading); Moving full boxes (from the dock to the exhibitor s space); Removal of empty boxes (from the exhibitor s space to the storage area); Moving empty boxes (after the event from the storage area to the exhibitor s space); Removal of full boxes (after packing, from the exhibitor s space to the loading dock); Assistance on departure (loading of trucks). Exhibitors are responsible for clearly identifying all containers before they are taken to the storage location. All exhibitors must use the Palais des congrès services for material handling. There will be no exception to this rule. TRANSPORTATION, HANDLING AND STORAGE The firm GES Clarkson-Conway Inc., has been officially hired for material transportation and storage before the show. The Organizing Committee recommends that you use the services of GES Clarkson-Conway Inc. to benefit from complete service without any waiting period. ADVANCE STORAGE Advance storage is offered in Montreal from October 7 to October 25, at the exhibitor s expense. This service is free for exhibitors using GES Clarkson-Conway transportation services. Those doing business with another carrier should refer to GES Clarkson-Conway s handling form for rates. Make sure you fill out GES Clarkson-Conway s order form before shipping your goods to the warehouse. Please use the labels provided by GES Clarkson-Conway. You just have to enter the booth number and the name of your company. 11
8. HANDLING OF MATERIALS (CONT D) RETURN OF GOODS AT THE CLOSING OF THE SALON : Exhibitors who wish to use transportation and storage services for exhibit materials should contact Mr. Alexander Chavez at 514-861-9694 ext. 10 or 514-838-1756. Please note that all items stored in advance must be shipped to the following address: GES c/o YRC 1725, chemin St-François, Dorval, Québec, H9P 2S1 Salon Vision Between November 7 and 25,. SHIPPING SERVICE All exhibitors requiring assistance in returning their merchandise (bill of lading and identification of crates for returning their equipment to the point of origin or any other destination COLLECT) must request this service at the GES Clarkson- Conway Inc. counter. This service is at the exhibitor s expense. Merchandise may be returned by this company or in accordance with the exhibitor s specifications. This is also at the exhibitor s expense. ESCALATOR USE Escalators are not to be used for equipment or freight transportation between floors. Service elevators are available for that purpose. 12
9. LIABILITY All appropriate and reasonable precautions will be taken to prevent losses and protect exhibitors interests, although the Organizing Committee, its representatives, GES Clarkson-Conway Inc., J. René Hébert Ltd., the Palais des congrès de Montréal, suppliers and vendors, employees, and any other organization connected to this exhibition cannot, under any circumstances, be held liable for any injury, loss, or damage which may affect exhibitors, employees or materials, whatever the cause. When signing their contracts, exhibitors expressly release the Organizing Committee, companies and individuals of any liability, regardless of the circumstances surrounding the ensuing injuries, loss or damage. Exhibitors are fully responsible for their employees and all their materials during transportation and for the duration of the Salon Vision exhibition. Small items and valuable items should be hidden or removed from the premises at night. GENERAL LIABILITY INSURANCE Exhibitors undertake to protect, indemnify and hold harmless the Organizing Committee against any property damage, death, or injury incurred by the Organizing Committee or its representatives (the Palais des congrès de Montréal, GES Clarkson-Conway Inc., J. René Hébert Ltd., employees, agents, visitors and representatives), resulting from the negligence of exhibiting companies or from the actions of people for whom these companies are responsible. To this end, all exhibitor companies will contract liability insurance of at least $2,000,000 at their own expense and undertake to maintain the insurance policy throughout the Salon Vision exhibition. 13
10. CANCELLATION The Organizing Committee may cancel this Agreement at any time If the Salon Vision exhibition is interrupted or cancelled because of an unforeseen event, a fair share (calculated by the Organizing Committee) of the exhibitors payments will be reimbursed. The remaining portion will be kept to cover expenses already incurred by the Organizing Committee. It must be understood that the Organizing Committee cannot be held liable for such an interruption or cancellation and that no exhibitor may claim damages from the Organizing Committee. At any time (e.g., before, during or after the Exhibition), the Organizing Committee may enforce any laws or rules it believes are necessary to protect the interests of the Salon Vision exhibition. Exhibitors must undertake to comply with and respect the laws and rules issued and decreed by the Organizing Committee, the Palais des congrès de Montréal and/or the municipal authorities of the City of Montreal. The rights of any exhibitors who fail to comply with the obligations, rules and conditions outlined in this document will be cancelled ipso facto. Payment of the deposit on this contract will not be refunded and will be retained by the Organizing Committee to cover contract-breaking damages. The reserved booths involved may then be rented to other companies. This document and its appendices are part of the Booth Rental Agreement for the Salon Vision. 14
APPENDICES 15
SALON 28 ET 29 OCTOBRE Palais des congrès de Montréal Salles 220BC Bureaux de service 929 1030 Buffet Buffet Buffet 927 1028 E 925 1026 Musical Area 221 320 219 Buffet 318 213 312 321 319 315 313 420 418 414 412 Massage Area LDP FMOQ AOQ 413 417 512 521 620 519 618 D 513 612 621 720 619 718 Buffet 613 712 721 719 715 713 820 818 814 812 817 819 815 Organizations 918 914 916 923 1024 921 1022 919 1020 Employment Centre 915 1016 211 310 411 510 511 610 611 710 811 910 913 1014 Conference Area A C 308 205 304 309 307 408 406 409 508 405 504 509 507 608 609 708 606 605 704 707 809 805 908 904 F 911 909 907 1012 1010 1008 B 203 201 302 300 303 402 403 301 400 401 502 500 501 601 703 701 802 800 803 801 902 900 G 905 1006 H Booth location in grey indicate space booked MAIN ENTRANCE EXIT A B AOQ 50th Anniversary Gallery Conference B Giant Banner C Photo Area # 209 D Candy Bar E Contest/Draw Area F AOQ 50th Anniversary Gallery G Employment Centre Giant Banner H Employment Centre Billboard 16
TERMS AND CONDITIONS APPROVAL FORM SIGNATURE AND APPROVAL The exhibitor and/or signatory acknowledges receipt of the Exhibitor s Manual, which is an integral part of this contract. He expresses satisfaction with it and will make sure to comply with its terms, conditions and obligations. This contract is valid only upon the acceptance and signature of a duly authorized member of the Organizing Committee. Please sign and return the contract. Upon the Organizing Committee s acceptance, a copy will be returned to the exhibitor. SIGNATURE OF AUTHORIZED PERSON (EXHIBITOR) ORGANIZING COMMITTEE SIGNATURE HANDLING OF MATERIALS - LIABILITY All appropriate and reasonable precautions will be taken to prevent losses and protect exhibitors interests, although the Organizing Committee, its representatives, GES Clarkson- Conway Inc., J. René Hébert Ltd., the Palais des congrès de Montréal, suppliers, employees, or any other organization connected to this exhibition shall not, under any circumstances, be held liable for any loss, theft or deterioration of merchandise, whatever the cause. When signing their contracts, exhibitors expressly release the above mentioned Organizing Committee, companies and individuals of any liability whatsoever for said loss, theft or deterioration of merchandise. Exhibitors are fully responsible for their employees and all their materials during transportation and for the duration of the Exhibition. Valuable items should be hidden or removed from the premises at night. DATE 17
IDENTIFICATION BADGES FORM Please return this form before July 29, to josee.lusignan@aoqnet.qc.ca or by fax to 514-288-7071. 1 2 3 NAME OF EXHIBITOR 4 NAME OF COMPANY 5 6 NAME OF AUTHORIZED PERSON 7 BADGES Please enter the names of representatives according to the quantity of privilege badges you re entitled to. For any additional badge, the cost is $100 (taxes extra). 8 9 1 booth: 5 badges 2 booths: 8 badges 3 booths: 10 badges 4 booths: 12 badges 1 Island: 12 badges 10 11 12 18