November 18 & 19, 2017 | Québec, Québec | ExpoCité, Centre de foires | Hall C & D

Welcome and thank you for choosing to be a participant in The National Women’s Show- Québec. 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 ExpoCité, on Friday, November 17, 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

ExpoCité, Centre de foires
Hall C & D
250, boulevard Wilfrid-Hamel
Québec, QC+
G1L 5A7
Tel: (418)691-7110
Fax: (418)691-7249

MAP TO FACILITY
EXPOCITE SITE MAP

Show Dates & Times
Saturday, November 18, 2017 9:00 am – 5:00 pm
Sunday, November 19, 2017 10:00 am – 5:00 pm

Exhibitor Move-in Times
Friday, November 17, 2017 9:00 am – 8:00 pm

Exhibitor Move-Out Dates & Times
Sunday, November 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 assist you in planning for the Show. To take advantage of “early booking discounts” please note booking deadlines.

CHECK LIST

Move In Instructions

Move-in Times Friday, November 17, 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 Friday 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

The loading docks can be accessed by through the North access by Soumande street. Please see the attached map showing the location.

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, a forklift 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.

EXPOCITE SITE MAP
LOADING DOCK MAP

Exhibitor Parking

PRE-SHOW BOOKING DEADLINE: October 27, 2017

Areas #1 and #8 are now exclusively reserved for exhibitors. The Parking Rate is $10.00 per day at ExpoCité.

EXPOCITE SITE MAP

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 1/3 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.

1. The caps of fuel tanks must be locked or inaccessible to the public, unless the tank has never contained fuel.
2. The caps of fuel tanks must not be taped shut since the tape could keep the security valve from functioning properly.
3. Tanks do not have to be kept completely full nor should they be left empty but they should be filed to a ¾ capacity maximum.
4. Batteries must be disconnected. In the case of engines without a battery, the spark plug must be removed.
5. It is prohibited to start up a combustion engine during an exhibition.

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, November 17, 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]

YRC TRADESHOW QUOTE REQUEST

Please address shipments to:
Company name Booth number
The National Women’s Show
Salon de la femme de Québec
ExpoCité, Centre de foires
Hall C & D
250, boulevard Wilfrid-Hamel
Québec, QC
G1L 5A7
Exhibitor cell number

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]

YRC TRADESHOW QUOTE REQUEST

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:
Stephan Paquin
Mendelssohn Commerce
Tel: 514-987-2700
Email: [email protected]

CUSTOMS ORDER FORM

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: October 26, 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. 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 : Plum

Take advantage of 30% discount by ordering online by October 26, 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/store/show/showInformation.jsp?showID=452504&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.

FURNITURE & ACCESSORIES ORDER FORMS
PAYMENT FORMS

Booth Installation & Dismantling

PRE-SHOW BOOKING DEADLINE: October 26, 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 October 26, 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/store/show/showInformation.jsp?showID=452504&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 & DISMANTLE ORDER FORM
PAYMENT FORM

Signage Installation

PRE-SHOW BOOKING DEADLINE: November 10, 2017

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

Solotech
Jerome Dussault
Fax: (418) 683-5650
Email: [email protected]

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.

SIGNAGE INSTALLATION ORDER FORM

Booth Cleaning

PRE-SHOW BOOKING DEADLINE: October 27, 2017

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

Décor Experts Expo
Tel: (418) 666-7133
Fax: (418) 682-6697

BOOTH CLEANING ORDER FORM

Electrical

PRE-SHOW BOOKING DEADLINE: November 10, 2017

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

Solotech
Jerome Dussault
Fax: (418) 683-5650
Email: [email protected]

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

ELECTRICAL ORDER FORM

Telephone / Internet

PRE-SHOW BOOKING DEADLINE: October 31, 2017

Please Note: This venue does NOT have free wifi.

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

ExpoCité
Tel: (418) 691-7250
Fax: (418) 691-7249
Email: [email protected]

INTERNET & TELEPHONE ORDER FORM

Audiovisual

PRE-SHOW BOOKING DEADLINE: November 10, 2017

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

Solotech
Fax: (418) 683-5650
courriel: [email protected]

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

AUDIO VISUAL ORDER FORM

Hotel

BOOKING DEADLINE: October 26, 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 $113.00 + taxes for single or double occupancy at Hôtel & Suites Normandin. This rate includes a continental breakfast and free parking.

The Normandin is located at:
4700 Boul. Pierre-Bertrand
Québec, QC
G2J 1A4

Reservations may be made by calling 1-800-463-6721.

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.

HOTEL NORMANDIN PRINT-OUT

Food Sampling

PRE-SHOW BOOKING DEADLINE: October 31, 2017

If you are sampling a food product in your booth, you must notify ExpoCité. Please send an email to [email protected] with details of the product you wish to sample. Samples must be limited to a bite size portion (2oz).

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

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 the venue.

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 November 17, 2017 (date the permit is valid for) and must be removed on November 19, 2017 (Date permit terminates). Alcohol delivery will not be permitted 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: September 22, 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 x 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

Raise awareness and increase traffic to your booth by distributing Customized Discounted Passes to the Show. There is no limit to the number of passes you may distribute to your professional and personal databases.

Please email your high-resolution logo in .ai, .eps, or .pdf format to Esther Benoit[email protected]

Refrigeration

BOOKING DEADLINE: October 27, 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:

Esther Benoit
Fax: (866) 544-7872
Email: [email protected]

REFRIGERATION FREEZER ORDER FORM

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 require ice during the show, it is available at the facility through the concession stand on Friday, Saturday & Sunday. The cost is $15.00 plus tax per bin.

Goodie Bags

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

Le Salon de la Femme
Centre intégré universitaire de santé et de services sociaux de l’Ouest-de-I’île-de-Montreal
(CIUSSS-ODIM (CROM))
215 Labrosse
Pointe Claire, QC
H9R 1A3
Phone : 514-363-3025
Attn : Steve Johnson

Shipments may begin arriving on September 17, 2017 and must be there by October 17, 2017. We will have to ship your product to the show so be sure to have your product to the warehouse 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 QUEBEC CITY WOMEN’S SHOW, on your shipment.

Booth Accessory Packages

BOOKING DEADLINE: October 27, 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.

BOOTH ACCESSORY PACKAGE ORDER FORM

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 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”.

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.

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.

CARPET ORDER FORM

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.

  • Écho Tape : DC-W188F
  • Écho Tape : CL-W6048

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.

Approved tape can be purchased online here. https://www.echotape.com/fr-ca/

TAPE REQUIREMENTS (French Only)

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 (DC-W188F OR CL-W6048) 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.

FIRE REGULATIONS (French Only)

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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