March 17-19, 2017 | Montreal, Quebec | Palais des Congres | Hall #210

Welcome and thank you for choosing to be a participant in The National Women’s Show- Montreal. Please take a moment to read the exhibitor manual, which will provide you with all of the necessary information for the preparation and installation of your exhibit. Processing your orders at your earliest convenience will allow us and the service-contractors time to provide you with the best possible rates & service.

The Show Office will be set up at the Palais des Congrès, on Thursday, March 16 2017, at 8am and management will be available to assist you for the duration of the Show.

If you have any questions, contact our Exhibitor Services Coordinator, Esther Benoit, at 905-477-2677 or 1-800-891-4859, ext. 286, or email her at [email protected]. Esther will be happy to assist you.

General Information (Location, Dates, & Times)

Show Location
Palais des Congrès
Hall#210
201 Viger avenue West
Montreal PQ   H2Z 1X7
Tel: (514) 871-8122
Fax:  (514) 871-9389

Show Dates & Times

Friday, March 17, 2017       11:00 am – 8:00 pm
Saturday, March 18, 2017  10:00 am – 6:00 pm
Sunday, March 19, 2017    10:00 am – 5:00 pm

Exhibitor Move-in Times

Thursday, March 16, 2017             8:00 am – 8:00 pm

Exhibitor Move-Out Dates & Times

Sunday, March 19, 2017    5:00 pm – 10:00 pm

Produced By

National Event Management
Suite #102
260 Town Centre Blvd.,
Markham ON
L3R 8H8
Tel:  (905) 477-2677 or (800) 891-4859
Fax: (905) 477-7872

Exhibitor Coordinator

Esther Benoit
905 477-2677 or (800) 891-4859 Ext 286
Email: [email protected]

Operations Manager

Dina Latina
905 477-2677 or (800) 891-4859 Ext 224
Email: [email protected]

Exhibitor Checklist

Please print a copy of this checklist to avoid missing deadlines and eliminating any problems that you might possibly encounter at the Show.

Services at a Glance

When you place an order for any show services; decorator, electrical, telephone, etc., please bring copies of your orders to show site to avoid any discrepancies.

Advanced Warehousing
Shipping (Official Carrier)
Company:YRC Reimer
Phone: (866)506-3976
Contact: Joy Mallouk
Email: [email protected]
YRC Reimer Shipping BOL
YRC Reimer Shipping Label
Audio Visual Company: Solotech
Contact: Jerome Dussault
Fax: (418) 683-5650
Email: [email protected]
Audio Visual Order Form

 

Booth Accessory Package
Exhibitor Badges
Custom Coupons
Refrigeration/Freezer
Company  National Event Management
Contact: Esther Benoit
Phone: 905-477-2677 x 286
Email: [email protected]
All-Inclusive Booth Accessory Package Order Form
Refrigeration Order Form
Credit Card Authorization Email badge requests to [email protected] Email company logo and coupon request to [email protected]
Booth Cleaning
Electrical
Signage & Banner Installation
Telephone / Internet
Company: Palais des congrès
Contact: Order Desk
Phone: 514-871-5871 / 1-888-871-5871
Email: [email protected].
https://portailclient.congresmtl.com

 

Booth Install/Dismantle
Decorator (furniture, signs, labour, displays, etc)
Company: Freeman Decorating
Contact: Bryan Glube
Phone: (613) 748-7180
Fax: (613) 748-5977
Furniture & Accessories Order Forms
Booth Installation & Dismantle Order Forms
Payment Information
Customs Company: Mendelssohn Event Logistics
Contact: Phil Lopresti
Phone: 514-987-2700 ext. 2126
Email: [email protected]
Customs Order Forms

 

Food Sampling
(Required Venue Forms)
Company: Capital Traiteur Catering
Contact: Octavio Vierira
Phone: 514 871-3111
Fax: 514 875-1300
Email: [email protected]
Sampling Letter

**Please CC [email protected] on your emails to Capital Traiteur**

 

Hotel Company:   The Embassy Suites by Hilton Montreal
Contact: Sophie Young
Phone: 514-288-8886
Fax: 514-288-8899
Reservations: 514-288-8886

 

Move In Instructions

Move-in TimesThursday, March 16, 2017 ~ 8:00 am – 8:00 pm

  • All exhibitors must officially register before setting up. Please come to the show office and staff will direct you to your booth.
  • All exhibits must be set up by 8:00 pm Thursday. Exhibitors will not be permitted to set up during show hours.
  • The aisle carpet will be in place Friday morning. Dollies and carts WILL NOT be permitted on the carpet.  Hand carried items only may be brought in on Friday.
  • Children 16 years of age or younger will not be permitted in the exhibit area during move-in, set-up, or tear down.
Loading Docks

Please note that the loading docks are located at 163 St-Antoine W. between Rue de Bleury & St. Urbain.

Dock level access is available. Dollies and a pump truck will be available for your use. If you require a forklift to move material from the dock to your booth, aforklift will be available to you.  However, if you have excessive forklift requirements please speak with your sales representative to discuss your needs.  A charge may apply.

Exhibitor Parking

The Palais des Congrès does not offer a parking pass.  Parking is available in the Palais parking at the corner of Chéneville (1025) and Viger Streets.

Vehicles on Show Floor

All vehicles must abide by the arrival and departure schedules and procedures established by Show Management.  Please contact Dina Latina ([email protected]) to arrange arrival time if you want to display a vehicle.

Motor vehicles or gasoline-powered equipment on display must be equipped with lock-on type gasoline tank caps and batteries are to be disconnected. Gasoline tanks must not be filled beyond the ½ mark in order to allow for expansion of product. Vehicles unable to be equipped with lock-on type caps must have caps sealed in a manner acceptable to the Fire Department.

  • Running of display vehicles during exhibit is prohibited unless approved by the Fire Department.
  • Shows requiring vehicles to run as part of a performance or contest must fill vehicle outdoors from approved safety containers.
  • Propane charged cylinders are not permitted on self-propelled vehicles or trailers on display inside buildings.
  • If at any time an Inspector deems that equipment is being operated in a manner dangerous to public safety, he shall cancel the privilege of the exhibitor concerned.

Exhibitors are responsible for oil, grease, or any general damage to the carpet.

Exhibitors must provide a set of keys, the contact name, and phone number of the person responsible to remove the vehicle(s) to Show Management.

Shipping & Deliveries to the Show

Shipping Direct To Show: Thursday March 16, 2017

PLEASE NOTE: The facility will NOT accept shipments prior to the Show move-in date. Show Management will sign for the delivery on your behalf during move-in hours only.  Your materials will be left at the dock until you arrive.  To move your items to your booth space, pump trucks and dollies will be available at no charge.  Should you require assistance or the use of a forklift, please contact your sales rep as charges may apply.

The most cost effective way to ship your items to the show is to arrange delivery during move in hours with our Official Show Carrier;

YRC Reimer
Joy Mallouk
(866)506-3976
[email protected]

Please address shipments to:
Company name Booth number
The National Women’s Show
Palais des Congrès
Hall#210, 220A and 230
163 St-Antoine W.
Montreal, QC
H2Z 1X8

Pre-Show Shipping
If you choose the official show carrier as your freight carrier, they will warehouse materials for up to 30 days prior to the Show at no charge and deliver them to the show on move-in day.

To request a quote, please complete the below order form and email to:

YRC Reimer
Joy Mallouk
(866)506-3976
[email protected]

Shipping enquiries must be finalized 14 days prior to show move in date. Be sure your shipment is labeled clearly.

If you choose to use a carrier other than the show carrier and wish to ship pre-show, please speak to your sales rep.

 

Customs Broker

Mendelssohn Event Logistics is our designated official customs broker to coordinate customs clearance of goods destined for The National Women’s Show. Please make sure you contact them at least one month prior to the event in order to arrange your custom needs.

If you have any questions please contact:

Phil Lopresti
[email protected]
Direct Line: 514-987-2700 ext. 2126
Cell: 514-241-0559

Exhibitor Move-out Instructions

Please note that move-out will begin once the show has closed, the aisles are cleared, and the aisle carpets are removed. If you are able to hand carry your supplies out to your car, we encourage you to do so.

All material must be removed by 10:00 pm

Items left on the show floor after move-out time will be forced off the floor.  Show Management reserves the right to reroute shipments that are not picked-up or refused by carriers. Should this occur, you will be responsible for any charges incurred.

Show Decorator (to order tables, chairs, accessories, etc.)

PRE-SHOW BOOKING DEADLINE: February 22, 2017

8 ft back drape and 3 ft side drape are supplied for your exhibit space. If you require tables, chairs or additional booth supplies, these items can be rented from the Show Decorator:

Freeman Decorating
Tel: (613) 748-7180
Fax: (613) 748-5977

Carpet or Flooring is mandatory for all exhibits but this is not included.  You can use the show decorator or you are welcome to bring in your own.  See Tape Restrictions in the Rules & Regulations section below.

Show Colours

  • Booth Drapes : Black
  • Aisle Carpet : Purple

Our Internet online ordering service, Freeman OnLine® is available for your convenience to order all Freeman services, view show schedule, or print order forms. Once your show is available online you will receive an email which includes a direct link to Freeman OnLine®.

Take advantage of 30% discount by ordering online by February 22, 2017.  To place online orders you will be required to enter your unique Login ID and Password. To access Freeman OnLine® for The National Women’s Show go to: http://www.freemanco.com

Click on the “Login” link in the top right corner to proceed. If this is your first time using Freeman Online® click on the “Login” link in the top right corner to create a new account.

If you need assistance with Freeman OnLine® please call our Customer Support Center toll free at 1-888-508-5054 for Canada & U.S. exhibitors or 817-607-5000 for International exhibitors.

Booth Installation & Dismantling

PRE-SHOW BOOKING DEADLINE: February 22, 2017

Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited.

Exhibitors are encouraged to remove small items and open cases of products from the show floor first. Show Management will take all reasonable security precautions, but immediate removal of these items is the best way to prevent pilferage.

Should you require assistance setting up or dismantling your booth, please submit the below forms to;

Freeman Decorating
Tel: (613) 748-7180
Fax: (613) 748-5977

Signage Installation

PRE-SHOW BOOKING DEADLINE: March 6, 2017

If you require the hanging of banners from the ceiling and/or rigging of equipment in your booth, please use this Portal Link: https://portailclient.congresmtl.com

Please note that your banner and booth structure should be limited to the space directly above your booth.  Any other configurations would need to be approved by Show Management prior to the show.

Booth Cleaning

PRE-SHOW BOOKING DEADLINE: March 6, 2017

Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming please use this Portal Link: https://portailclient.congresmtl.com

Electrical

PRE-SHOW BOOKING DEADLINE: March 6, 2017

Electrical is not supplied to your booth. If you require an electrical hookup please use this Portal Link: https://portailclient.congresmtl.com

Telephone / Internet

PRE-SHOW BOOKING DEADLINE: March 6, 2017

If you require a telephone or internet line in your booth, please use this Portal Link: https://portailclient.congresmtl.com

Hotel

BOOKING DEADLINE: February 15, 2017

Rooms and discounted rate will only be held until the specified date.  Rooms will then be subject to availability at prevailing rates.

We have obtained a group rate of $179.00 + taxes for single or double occupancy at The Embassy Suites by Hilton Montreal.

The Embassy is located at:
208 St. Antoine West
Montreal, Quebec
H2Y 0A6

Reservations may be made by calling 514-288-8886.

Additional Concessions:
-$29 self-parking, per day
-Complimentary High-speed Internet

To receive this rate you must mention that you are with The National Women’s Show when booking.  Rates cannot be changed at check-in/check-out times if you fail to identify your affiliation at the time of booking.

Food Sampling

PRE-SHOW BOOKING DEADLINE: March 8, 2017

If you are planning on sampling food or beverage product in your booth, please note that samples must be no larger than 2oz (liquid) or 1oz (solids).  For any distribution, a written request to Capital Traiteur Catering must be made at least 10 days prior to the event. Please read the enclosed document for important information.

Your request should be submitted to [email protected]  by email or faxed at:
514 875-1300.

Please also send a copy of your email to [email protected].

If you are preparing food on-site, you must adhere to the below safety requirements.

Liquor Sampling

To sample a liquor product, you must obtain a permit from the RACJ. This permit is valid for sampling only and a sample size is restricted to 2 oz. Sales of samples is strictly prohibited.

Please contact Christine Barry at (905) 477-2677 or (800) 891-4859,ext 227 or email [email protected] and she will provide you with our permit number,  which you will require when applying for your permit.  Fax a copy of your permit to Christine Barry at 1-866- 544-7872, the original copy must be provided to the banquet maitre d’ on delivery date.
Liquor sampling is restricted to the area designated on the authorization form provided by Capital Traiteur.

You may place purchase orders for your products, but attendees will not be allowed to take purchases with them from the show.  Arrangements should be made to ship the product to the customer.

Delivery of your product must be received on March 17, 2017 (date the permit is valid for) and must be removed on March 19, 2017 (Date permit terminates). Alcohol delivery will not be permited prior to/or after these dates.

Capital Traiteur has the right to cancel your permit if policies are not respected.

Exhibitor Badges

PRE-SHOW BOOKING DEADLINE: January 27, 2017

Four to six weeks prior to the show, you will be mailed 6 badges per 10×10 booth and 12 badges for a 10×20 booth or larger.  Badges will have your company name only. Lanyards will not be included in the package but may be picked up at the show. Please distribute these prior to move-in, to the people working in your booth.  If you are unable to do so, bring the badges to the show office during move-in and arrange to have them picked up there.  Badges must be worn at all times to gain entrance to the show.

If you want the badges delivered to an address other than the one on your contract, please advise your sales rep.

Discount Coupons
Refrigeration
Product Replenishment

The loading dock will be open daily from 8am to noon for product replenishment.  Please note that vehicles cannot be left on the loading dock.

Food Bank

Arrangements will be made with a local shelter or Food Bank for any food product remaining after the show closes.  Any product left in the refrigeration trucks will be donated to the Food Bank.  If you have non-refrigerated product to donate there will be an area on the loading dock where it can be left.

Ice

If you require ice during the show, it is available at the facility through the concession stand on Friday, Saturday & Sunday.

If large amounts of ice are required, please contact Capital Traiteur at 514-871-3111. Quantities are limited.

Goodie Bags

If you have arranged to participate in the Goodie Bag Sampling Program, please ship your product to:

CIUSSS-ODIM(CROM)
Attention: Steve Johnson
215 Labrosse
Pointe Claire, QC
H9R 1A3
Phone: 514-363-3025

Shipments may begin arriving on January 10, 2017 and must be there by February 10, 2017.  Please be sure to have your product there on time.  Product arriving after the due date will be inserted only in the bags that are remaining to be filled, when your product arrives.

Please make sure that you put MONTREAL WOMEN’S SHOW, on your shipment. 

Booth Accessory Packages

BOOKING DEADLINE: FEBRUARY 22, 2017

An all-inclusive, booth accessory package is available which contains: a draped booth, carpet, 1 white-skirted table (6 feet long x 30 inches high), 2 chairs, and an electrical outlet. Two tables will be included if your package is for a 10 x20 booth or larger.  If you did not order at the time of booking and wish to have this package, please contact your sales rep to order.

There are no substitutions to this package.

To order a Booth Accessory Package, return the below form to your sales rep.

Language Laws

For those exhibiting in any public shows in the Province of Quebec, you should be aware that there are language laws found in the Charter of the French Language, which are in effect when doing business in the Province of Quebec. These laws were recently amended in May 2011. The changes clarified that all companies showcasing at a public event (all National Event Management Shows are deemed public events) regardless of whether you are based outside of Quebec or outside of Canada you must comply with French language laws.

What does this mean for exhibitors?

HANDOUTS AT THE SHOW
Catalogues, brochures, folders and commercial directories must be available in French at the show. Handouts can be bilingual or publications may be in 2 separate versions, one exclusively in French,  the other exclusively in another language, provided that the material presentation of the French version is available under no less favourable conditions of accessibility and quality than the version in the other language.

DISPLAYS, SIGNS AND POSTERS
Public signs and posters may be exclusively in French or both in French and in another language, provided that French appears at least as prominently (twice as big or as present).

BOOTH STAFF
Since French is the official language of Quebec, there should be at least one French speaking staff person available in your booth during all show hours. Consumers of goods and services have a right to be informed and served in French.  There are a few exceptions to these rules, based on trademarked names, showcasing of company name, etc. For the complete Charter, please visit http://www2.publicationsduquebec.gouv.qc.ca/dynamicSearch/telecharge.php?type=2&file=/C_11/C11_A.html

***Please refer to the Commerce and Business Section (Chapter VII), and the Exceptions to Section 51 for situations where English is permitted (Company Name, Trademark, etc.) Please review the legislation changes and your booth signage, materials and staffing plan to ensure you are in compliance with the new regulations.

Show Guide Ad & Sponsorship Opportunities

There are a number of ways to increase your brand awareness at our shows. Additional ad space is available in our Show Guides that are distributed to attendees and sponsorship recognition includes show guide space, on-site signage, & online presence. Speak to your sales rep for more information.

Insurance

Insurance for booth/show
Exhibitors must have their own liability insurance covering a minimum of $2 million in damages. Please list National Event Management as “additional insured”.

Transportation Insurance
Show Management is NOT responsible for damages caused during the transportation of your products.  We strongly recommend purchasing transportation insurance when booking your shipments.

Liability

Exhibitors will be liable for, will indemnify, and will hold harmless Show Management from any loss or damage whatsoever occurring to, or suffered by, any person or company. This includes, without limiting the generality of the foregoing, exhibitor, other exhibitors, management, the owners of the building and their respective agents, servants and employees, and members of the public attending the show, either (a) on the said space or (b) elsewhere. Neither the facility nor Show Management will be responsible for loss or damage to persons, exhibits, or decorations by fire, accident, theft, or any cause while in the exhibition buildings.

Rules & Regulations

Booth2

Booth Display & Restrictions

-Diagram#1 shows the drapes that are provided as a part of your booth cost.
-Diagram#2 shows the allowed clearance for displays, banners and products within your booth.
-No exhibit may exceed a maximum height of 8 ft.
-Side panels 8 ft. high, must not exceed a depth of 4 ft. extending from the back of the display.
-The remainder of the 6 ft depth from the front of the booth must not exceed a 4 ft. height.
-Any exceptions to this must have pre-approval from Dina Latina ([email protected]).

Prefab booth partitions must be finished on both sides. If they are not, please request drapes prior to the show.

Signage

No signage or material may be extended above the 8ft height at the back of your booth nor hung from the ceiling or across the aisle, without approval from Show Management. All signs must be printed on one side only.  Your brand messaging can only face the inner walls of your exhibit space.

Carpet or Flooring

Carpet or Flooring is mandatory for all exhibits.  You can use the show decorator below or you are welcome to bring in your own at your own cost.  See Tape Restrictions below.

Tape (Floor, Wall, and Carpet Damage)

It is important that you use the proper carpet tape in your booth. If you do not use the correct tape there will be a charge for tape removal.
Here are the models of two-faced tapes that are authorized by the facility.

  • Polyken 105c LPDE or
  • Scapa 274004 or
  • DC W002A

If you bring your own carpet, you must adhere to the above Tape Restrictions.  If you do not have the proper tape, please notify Show Management before installing your carpet or tiles.

Restrictions for Booth Installation

Painting, nailing, drilling, or screwing to the floors, walls or any other part of the building is not permitted. Exhibitors are also responsible for oil, grease, or any general damage to the carpeted area. Exhibitors wishing to lay any floor coverings may not fasten the coverings to the building floor.  It is suggested that building paper or the approved tape (Polyken 105c LPDE OR Scapa 274004 OR DC W002A) is used instead.

Demonstrations/Distributions

Displays, demonstrations or distribution of advertising materials, are not permitted outside the confines of your booth.  If audio visual equipment is used, the sound must be subdued to such an extent as to ensure its having no nuisance effect on neighbouring exhibitors.  The use of microphones is not permitted without prior management approval.

Fire Regulations

All exhibitors planning to use any type of fuel (such as gas, oil, helium gas, or propane) in their exhibits are requested to contact Show Management. All displays or exhibited materials must be fireproof to conform to Federal, Provincial/Sate, and City Fire Laws.

National Event Management is obligated to abide by the Fire Code regulations in each city. We therefore retain the right to refuse any material or object that does not confirm to code. If you have a question or need information re the Fire Code please contact Dina Latina, [email protected],
905-477-2677 or 1-800-891-4859, ext. 224.

Animals in the Show

The facility’s policy prohibits the presence of animals unless they are used as a working dog for the blind. Permission must be obtained from the facility for any exception.  Please contact Dina Latina ([email protected] ; 905 477-2677 ex: 224) regarding the necessary forms.

Helium Balloons

Helium balloons are prohibited in most venues.  There is a large retrieval fee when balloons are lost.  Please contact Dina Latina ([email protected] ) if you wish to use helium balloons in your display.

Mechanical Conveyances

Mechanical Conveyances such as electric carts, scooters, or bicycles will not be allowed in the aisles during the show hours. The only exceptions to this rule will be in the case of handicapped persons visiting the show, or those with authorization from Show Management.

  • Non-ComplianceNational Event Management reserves the right to make changes, amendments, and additions to the rules and regulations without notice, as considered necessary to the efficient and proper conduct of the show.  Interpretation of these rules and regulations shall rest with Show Management and non-compliance can result in ejection of the offending exhibitor or in the closing of his/her exhibit.

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