Welcome and Thank You for choosing to be a participant in the National Women's Show, Ottawa. Please take a moment to read the exhibitor manual, which will provide you with all of the necessary information to help make your participation in the Show more profitable and enjoyable. The Show Office will be set up at Lansdowne Park, on Friday September 24th at 8 am and management will be available to assist you for the duration of the Show.
National Event Management
#105 - 60 Renfrew Dr.
Markham, ON
L3R 0E1
Tel: (905) 477-2677 or (800) 891-4859
Fax: (905) 477-7872
EXHIBITOR MANUAL QUICK LINKS
1. Check List
2. Show Location
3. Dates & Times
4. Move-in Instructions
5. Shipping to/ from Show
6. Move-out Instructions
7. Decorator forms(Furniture & Display Rental)
8. Electrical order form
9. Telephone Line
10. Internet connections
11. Hotel
12. Booth Cleaning
13. Parking
14. Audiovisual Rentals
15. Food Sampling
16. Ice
17. Refrigeration Storage
18. Sample Bags
19. Exhibitor Badges
20. Customs Broker
21. Insurance
22. Rules & Regulations
SHOW SERVICES/FORMS
For savings please note the preshow deadline on each of the forms
Please return by fax to the number on the form.
Please print a copy of this checklist to assist you in avoiding missed deadlines and eliminating any problems that you might possibly encounter at the Show.
Check List
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Lansdowne Park
Aberdeen Pavilion
1015 Bank St
Ottawa, ON
K1S 3W7
Tel: (613) 580-2429
Fax: (613) 564-1619
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Saturday, September 25, 2010 10:00am - 6:00pm
Sunday, September 26, 2010 10:00am - 5:00pm
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Friday, September 24, 2010 10:00 am - 8:00 pm
Exhibitors will not be permitted to set up during show hours.
LOADING DOCKS
Enter Lansdowne Park off of Bank St. and follow signs to the Aberdeen Pavilion. The loading docks are located on the north and east sides of the building. Note that there is not a dock level area to unload any trucks, so all trucks must be equipped with a pump truck to move your shipment to the back of the truck for unloading. We recommend that trucks have a tailgate to ensure your material will be off loaded quickly; however, we will have a forklift on site (at no charge) to off-load your materials if required.
If you have excessive forklift requirements please speak with your sales representative to discuss your needs. A charge may apply.
VEHICLES ON THE SHOW FLOOR
If you do plan on having a vehicle in your booth you must adhere to the following rules.
Vehicles on display in the show must have the batteries disconnected, the gas tanks secured with duct tape and as little gas in the tank as feasible.
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PLEASE NOTE THAT LANSDOWNE PARK WILLNOT ACCEPT SHIPMENTS PRIOR TO MOVE-IN DAY, SEPTEMBER 24. 2010.
FREIGHT CARRIER:
If you require product shipped to or from the show, Reimer is the official show carrier. Reimer will hold your shipment for 30 days at no additional cost and deliver to show site on move in day, September 24, 2010.
For further questions & quotes you may contact Joy Mallouk @ (866) 506-3976 or email: joy.mallouk@yrcw.com.
Reimer Information
Please be sure that your shipment is labeled correctly:
Your company name
Booth Number
Ottawa Women's Show
Lansdowne Park
Aberdeen Pavilion
1015 Bank St
Ottawa ON K1S 3W7
During move in hours, show management will accept shipments on your behalf. Please remember that there is not dock level access to unload trucks, so all trucks must be equipped with a pump truck to move your shipment to the back of the truck for unloading. We recommend that trucks have a tailgate to ensure your material will be off loaded quickly. If you require a forklift, one will be available at no charge. If you require an excessive amount of forklifting, a charge may apply.
Advanced Warehousing
If you require advanced warehousing in Ottawa, Freeman Decorating will accept your shipment and deliver to the show on move-in day. Please see the attached form for shipping dates and costs involved.
Address to:
Company Name
The National Women's Show
Booth Number
c/o Freeman - Ottawa
940 Belfast RD.
Ottawa ON
K1G 4A2
Shipping Labels
Material Handling Order Form
What are freight services?
Installation & Dismantling Order Form
Outbound Shipping Order Form
Payment Method Form
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Sunday, September 26, 2010 5:15 pm - 10:00 pm
Please note that Move-out will begin once the show has closed at 5pm and the aisles are cleared. To avoid waiting in line, if you are able to carry your supplies out to your car we encourage you to do so.
All material must be removed by 10:00 pm
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Grey carpet, 8ft back drape and 3 ft side drape is supplied to your exhibit space. If you require tables, chairs, accessories, etc., Freeman is available to supply these.
It is not necessary to use the carpet form for ordering booth carpet. Grey carpet is supplied to all booths.
Please be reminded that all booths are 10' wide by 8 ft deep.
Freeman Decorating
940 Belfast Rd.
Ottawa, ON K1G 4A2
Tel: (613) 748-7180
Fax: (613) 745-8303
Show Colours - Carpet and Drapes are supplied to all booths.
Booth Carpet - charcoal grey
Aisle Carpet - plum
Booth Drapes - black
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An electrical hookup is not included in your booth. If you require one please complete the enclosed form and return to
Bowie Electric.
Bowie Electric
Tel: (613) 739-0700
Fax: (613) 739-8050
Electrical Order Form
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If you require a telephone line in your booth, please return the attached form to the
Bell Canada Tradeshow Desk.
Please note that this form also includes costs for an Internet Connection. If you require a wireless connection, you MUST use Boldstreet as they are the group that has wired the venue. If you require a hard phone/internet line you may use either Bell or BOLDstreet.
Bell Canada Trade Desk
Tel: (800) 414-8424
Fax: (866) 242-3131
Telephone Order Form
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Lansdowne Park has teamed up with Rogers Communications and
BOLDstreet Wireless to offer high-speed Internet access throughout Lansdowne Park.
Exhibitors taking part in shows and other events at Lansdowne Park can now order high-speed Internet services for events taking place within Lansdowne Park. Services are available for wireless computers and devices (those enabled with 802.11 b/g network card or adapter), as well as non-wireless devices (those that typically plug into a wall jack for internet access).
Click here for more information about rates and services and order service (PDF format), or call BOLDstreet Wireless at 613-294-9555 (1-877-613-9555).
Public Hotspot:
Hotspot service is now available for connections of one hour or less in all major buildings at Lansdowne Park, as Lansdowne joins the national network of Rogers Wireless Hotspots. Visitors to Lansdowne Park can use their Wi-Fi enabled device to stay connected and productive. Look for the hotspot_Rogers network name when you turn on your wireless device.
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We have secured a rate of $119 for a single/double occupancy, at the
Sheraton Ottawa Hotel.
Reservations may be made by calling (800) 489-8333 or or (613) 238-1500.
Sheraton Ottawa
150 Albert St.,
Ottawa, ON
K1P 5G2
The cutoff date for this room rate is August 23, 2010. After this time reservations will be accepted subject to availability, at the best available rate.
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Exhibitors are responsible for maintaining their own booth space. If you require your booth vacuumed, please complete the attached form and fax to
Freeman Decorating .
Freeman Decorating
Tel: (613) 748-7180
Fax: (613) 745-8303
Booth Cleaning Form
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Parking at Lansdowne Park is free on move-in day. Paid parking is in effect on show days at the rate of $5.00 per day.
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If you require audio visual equipment in your booth,
AVWTELAV can supply this.
AVWTELAV
Tel: (613) 526-9121
Fax: (613) 526-0850
AV Order Form
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If you are sampling a food or beverage product, samples are limited to a 2 oz size. A written approval must be obtained from
Aramark at least seven days prior to the show. Please complete the attached form.
Aramark
Tel: (613) 580-2428 ext 23082
Fax: (613) 564-1619
Sampling Guidelines & Permission Letter
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If you require ice at your booth, it may be ordered on site at the concession for $10 a large bag and then picked up at the warehouse, inside Arena Gate #4.
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If you have paid to include a sample in the sample bags, products are to be delivered to:
Y's Owl Maclure
1140 Morrison Dr.,
Suite 100
Ottawa, ON K2H 8S9
If you have not done so and wish to arrange to have a sample included in the bags, please contact Carrie Wilson at (905) 477-2677 ext 232 or by email cwilson@nationalevent.com
Product samples may be delivered to this location starting on August 30h, 2010. To ensure that your sample is included in the bags, the deadline for delivery is September 8th, 2010. We cannot accept late deliveries.
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Prior to the show, you will be mailed 6 badges per 10x10 booth and 12 badges for a 10x20 booth or larger. The badges will not be personalized but will have your company name only. Please be sure to distribute these prior to move-in, to the people working in your booth. If for some reason 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 badges are to be mailed to an address other than the one on our contract, please be sure to notify Rosemary Lanni at rlanni@nationalevent.com or call (905) 477-2677.
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The service of a customs brokerage firm is strongly recommended for all shipments originating outside of Canada. This will eliminate the possibility of materials being held at the border by Canada Customs due to improper or insufficient documentation resulting in these materials arriving too late or not at all. Livingston Event Logistics is the official customs broker for the Show. Commercial goods going to the event by personal vehicle or hand-carried during transport, must clear at port of entry into Canada.
Exhibitors and attendees should also submit a list of goods, with values indicated, or a Canada Customs Invoice listing the goods that they will be temporarily importing.
Click here for the Canada Customs Invoice pdf document.
Livingston Event Logistics
Tel: (514) 987-2700 ext 23
Email: dlabbe@livingstonintl.com
Customs Letter
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National Event Management Inc. will not assume responsibility for losses or damages incurred from pilferage or any other causes. Exhibitors should take all possible precautions to protect their own property, including insurance for liability insurance for liability within your booth space.
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a) Any exhibitor wishing to bring a vehicle on-site at any event, for display within their booth space must first apply for approval from National Event Management show Management.
b) Under this Vehicle Restriction policy, exhibitors who are approved to bring a promotional vehicle into their booth for display must do so for the purpose of promoting a specific product, brand or service un-related to the vehicle itself. At no time may a specific dealership or vehicle manufacturer be mentioned nor promoted.
c) At no time may an exhibitor run any contest in relation to their participation at the National Women's Show, either within their booth or prior to the show, which includes any vehicle giveaway what-so-ever.
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 4ft. height. Any exception to this must have pre-approval from Show Management.
Prefab booth partitions must be finished on both sides. If they are not, please request drapes prior to the show.
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.
Displays, demonstrations or distribution of advertising materials, are not permitted outside the confines of your booth. The use of microphones is not permitted without prior management approval.
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 Lynn McVey at (905) 477-2677 or (800) 891-4859 ext 224.
No pets other than guide dogs for the blind are allowed in the show.
If you plan on using helium balloons as decoration in your booth you must get approval from Show Management. If any balloons come free, there could be a retrieval fee which you will be responsible for.
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