October 21-22, 2017 | Ottawa, Ontario | EY Centre | Hall #2

Welcome and thank you for choosing to be a participant in The 26th National Women’s Show- Ottawa. 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 EY Centre, on Friday, October 20, 2017 at 9 am and management will be available to assist you for the duration of the Show.

General Information (Location, Dates, & Times)

Show Location

EY Centre
Hall 2
4899 Uplands Drive
Ottawa, Ontario
K1V 2N6
Tel: (613) 822-8800

 

Show Dates & Times
Saturday, October 21, 2017 10:00 am – 6:00 pm
Sunday, October 22, 2017 10:00 am – 5:00 pm

Exhibitor Move-in Times
Friday, October 20, 2017 9:00 am – 8:00 pm

Exhibitor Move-Out Dates & Times
Sunday, October 22, 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
Kristen Andrews
(905) 477-2677 or (800) 891-4859 Ext 284
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 assist you in planning for the Show. To take advantage of “early booking discounts” please note booking deadlines.

Move In Instructions

Move-in Times Friday, October 20, 2017 9:00 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 Friday. Exhibitors will not be permitted to set up during show hours.
-The aisle carpet will be in place Saturday morning. Dollies and carts WILL NOT be permitted on the carpet. Hand carried items only may be brought in on Saturday.
-Children 15 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 the back (East Side) of the building. Please see map below for details.

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

PRE-SHOW BOOKING DEADLINE: October 17, 2017

Exhibitors at EY Centre can pre-purchase a special parking pass if parking for two consecutive days or more.  Rates inclusive of tax as listed below ALLOW FOR IN/OUT PRIVILEGE.  Non-discounted daily rates are $8.00 and do NOT include IN/OUT PRIVILEGE.

There are ground level parking spaces available for exhibitors at the back of the EY Centre at 4899 Uplands Drive.  Parking is available on a first-come, first-served basis.  Spaces cannot be reserved.

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.

Any vehicle that drips oil or other staining solutions may not be operated within the Centre without a drip pan or dry absorption powder. Responsible parties will be charged cleaning or replacement costs for staining solutions that are not removed.

No motorized vehicle may be operated on carpeted areas under any circumstances. Exceptions may be authorized by the Operations Manager. When motorized vehicles are approved for use on carpeted areas, a protective sheet of Visqueen, tarpaulin or a comparable material must be used to eliminate damage from leaks of gas, oil, etc.

All vehicles displayed in the Centre must use drip pans and have pads under all tires.

Fuel tanks containing fuel or propane, or which have ever contained fuel or propane, shall be less than ½ full. Caps for fuel tank fill pipes shall be of the locking type and be kept locked to prevent viewer inspection. If they cannot be locked they will be taped shut.

The electrical system shall be de-energized by either removing the battery, or disconnecting both battery cables and covering them with electrical tape or other similar insulating material. The fuse to the starter must also be disconnected.

Vehicles containing propane may be driven in and positioned. The engine should remain running with the valve shut off. Allow the engine to run until the fuel in the fuel line is used up before turning the ignition off.

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

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: Friday, October 20, 2017

PLEASE NOTE: The facility will NOT accept shipments prior to the Show move-in dateShow 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 Customer Care
Tel: 1-877-330-3321
Email: [email protected]

Please address shipments to:
Company name Booth number
The National Women’s Show
EY Centre
Hall 2
4899 Uplands Drive
Ottawa, Ontario
K1V 2N6

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 Customer Care
Tel: 1-877-330-3321
Email: [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 Ottawa Fall. 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:
Stephan Paquin
Mendelssohn Commerce
Tel: (514) 987-2700
Email: [email protected]

Exhibitor Move-out Instructions

Please note that move-out will begin once the show has closed, the aisles are cleared and the aisle carpets 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: September 29, 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

Show Colours

  • Booth Drapes : Black
  • Aisle Carpet : Plum
  • Booth Carpet : Tuxedo (Black and Grey Mix) included in your booth cost.

Take advantage of 30% discount by ordering online by September 29, 2017. To place online orders you will be required to enter your unique Login ID and Password. To access Freeman OnLine® for National Women’s Show go to:
http://www.freemanco.com/store/show/showInformation.jsp?showID=452496&nav=02

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 (512) 982-4186 for International exhibitors.

Booth Installation & Dismantling

PRE-SHOW BOOKING DEADLINE: September 29, 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

Take advantage of 30% discount by ordering online by September 29, 2017. To place online orders you will be required to enter your unique Login ID and Password. To access Freeman OnLine® for National Women’s Show go to:
http://www.freemanco.com/store/show/showInformation.jsp?showID=452496&nav=02

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 (512) 982-4186 for International exhibitors.

Signage Installation (Hanging of Banners / Rigging)

PRE-SHOW BOOKING DEADLINE: September 29, 2017

*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. *

If you require the hanging of banners from the ceiling and/or rigging of equipment in your booth, please fax the attached form to:

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

Take advantage of 30% discount by ordering online by September 29, 2017.  To place online orders you will be required to enter your unique Login ID and Password. To access Freeman OnLine® for National Women’s Show go to:
http://www.freemanco.com/store/show/showInformation.jsp?showID=452496&nav=02

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 (512) 982-4186for International exhibitors.

Booth Cleaning

PRE-SHOW BOOKING DEADLINE: October 13, 2017

Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming please contact;

EY Centre
Tel: (888) 822-9221
Fax: (613) 688-4824.
Email: [email protected]

Electrical

PRE-SHOW BOOKING DEADLINE: September 29, 2017

Electrical is not supplied to your booth. If you require an electrical hookup please contact:

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

Take advantage of 30% discount by ordering online by September 29, 2017. To place online orders you will be required to enter your unique Login ID and Password. To access Freeman OnLine® for National Women’s Show go to:
http://www.freemanco.com/store/show/showInformation.jsp?showID=452496&nav=02

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 (512) 982-4186 for International exhibitors.

Telephone / Internet

PRE-SHOW BOOKING DEADLINE: October 13, 2017

Please Note: This venue has paid wifi only.

If you require a telephone or internet line in your booth you must contact:

DE Systems
Laura Armitage
Tel: (613) 903-4123
Fax: (613) 723-8756
Email: [email protected]

Audiovisual

PRE-SHOW BOOKING DEADLINE: October 13, 2017

If you require audio visual equipment in your booth, please send the completed order form to;

AV Canada
Steve Larkman
Tel: (613) 903-4306
Fax: 1-888-294-2067
Email: [email protected]

Orders received after the pre-show booking deadline may be subject to additional charges.

Hotel

BOOKING DEADLINE: September 19, 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 $159.00 + taxes for single or double occupancy at The Hilton Garden Inn Ottawa Airport.  The hotel features complimentary outdoor parking and wireless internet access.

The Hilton Garden Inn is located at:
2400 Alert Road
Ottawa, Ontario
K1V 1S1

Reservations may be made by calling 1-866-235-1060 or (613) 288-9001.

To receive this rate you must mention that you are with The National Women’s Show (Group Code: NWS) 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: September 22, 2017

If you are planning on sampling food or beverage product in your booth, please note there are two necessary forms to complete. Please send a copy of your completed forms to [email protected].  Food samples are limited to a 2 oz. portion and beverage products to 4 oz.

Step 1: Please complete the below Food Sampling Form and fax it to:

The EY Centre
Tel: (613) 822-8800
Fax: (613) 688-4824
Email: [email protected]

Step 2: You are also required to complete the Food Vendor Application for a Special Event and return it to the Health Department.  There is no fee involved. Please ensure you are complying with the Safety Guidelines below.  If you do not complete this form, and do not comply with the guidelines, you could be closed down if an inspector comes to the show.

Fax/Email the below Food Vendor Application to:

Ottawa Public Health
Toni D’Ettore
Tel: (613) 580-6744 ext: 26317
Fax: (613) 580-9648
Email: [email protected]

You may also complete this form on-line HERE.

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

Liquor Sampling

If you will be sampling an alcoholic item, please make arrangements with:

Carrie Wilson
National Women’s Show
Group Promotions Manager / Show Manager
(905) 477-2677 x 232
[email protected]

Exhibitor Badges


Four to six weeks prior to the show, you will be mailed 6 badges per single booth and 12 badges for a double 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

Raise awareness and increase traffic to your booth by distributing Customized Discounted Passes via social media or email.

Please email your high-resolution logo in .ai, .eps, or .pdf format to Kristen Andrews.

Free Passes

10 free admission passes will be mailed along with your exhibitor badges prior to the show.

Refrigeration

BOOKING DEADLINE: September 29, 2017

A limited amount of refrigerated storage is available.  There will be a charge of $75 for each skid.

If you do require refrigeration we ask that you plan your move-in for after 12 noon.

Please complete and send the form below to:

Kristen Andrews
Tel: (905) 477-2677 or 1-800-891-4859
Fax: (866) 544-7872 or (905) 477-7872
Email: [email protected]

Product Replenishment

The loading dock will be open daily from 8 am 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 will require ice during the show, please email [email protected].

Goodie Bags

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

Horizon Packaging
Attention: Jane Jewel
295 Alliance Road,
Units 2 & 3
Dock Door 3,
Milton, ON
L9T 4W8
Tel: (905) 878-2336

Shipments may begin arriving on August 11th, 2017 and must be there by September 11th, 2017. 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 OTTAWA WOMEN’S SHOW on your shipment.

Show Magazine 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 Magazines that are distributed to attendees and sponsorship recognition includes show magazine 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 $1 million in damages.  Please list National Event Management as additional insured.  Show Management does not require a copy, but recommend that you bring one to the show.

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 4 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 8 ft 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.

Tape (Floor, Wall, and Carpet Damage) 
If you bring your own carpet, you must adhere to the below Tape Restrictions. If you do not have the proper tape, please notify Show Management before installing your carpet or tiles.

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
  • Scapa 274004
  • DC W002A

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 ext. 224) regarding the necessary forms.

Helium Balloons
Helium balloons are prohibited in most venues.  There is a large retrieval fee, charged to the exhibitor, 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-Compliance
National 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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