November 9 & 10, 2019 | Quebec City, Quebec | ExpoCité, Centre de foires | Hall C & D

Welcome and thank you for choosing to be a participant in The National Women’s Show- Quebec City. 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, Centre de foires, on Friday November 8, 2019 at 9am and management will be available to assist you for the duration of the Show.

1. 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 9, 2019  |  9:00 am – 5:00 pm
Sunday, November 10, 2019  |  10:00 am – 5:00 pm

Exhibitor Move-In Dates & Times
Friday, November 8, 2019  |  9:00 am – 8:00 pm

Exhibitor Move-Out Dates & Times
Sunday, November 10, 2019  |  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
Tel: 905-477-2677 or 800-891-4859 Ext 286
Email: [email protected]

Operations Manager
Dina Latina
Tel: 905-477-2677 or 800-891-4859 Ext 224
Email: [email protected]

2. EXHIBITOR CHECK LIST

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

3. AUDIOVISUAL

PRE-SHOW BOOKING DEADLINE: October 31, 2019

If you require audio visual equipment in your booth, this may be ordered through our AV service provider, Solotech. Please click the link below to place your order online.

ONLINE ORDERING LINK

If this is your first time ordering from Solotech, click on the “Account” link in the top right corner to create a new account.

Please note, classic order forms no longer exist. Only online orders are accepted.

Orders received after the pre-show booking deadline may be subject to additional charges.
If you have any questions, please contact Solotech directly at:

SOLOTECH Inc.
Exhibitors Services
[email protected]
1-866-992-9466, ext 3695

4. BOOTH ACCESSORY PACKAGES

BOOKING DEADLINE: October 18, 2019

An all-inclusive, booth accessory package is available which contains: a draped booth, carpet, 1 skirted table (6 feet long x 30 inches high), 2 chairs, and an electrical outlet. If you did not order at the time of booking and wish to have this package, please return the below form to your sales rep.

There are no substitutions to this package.

ALL-INCLUSIVE BOOTH ACCESSORY PACKAGE ORDER FORM

5. BOOTH CLEANING

PRE-SHOW BOOKING DEADLINE: November 1, 2019

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 FORM

6. BOOTH INSTALLATION SERVICES

PRE-SHOW BOOKING DEADLINE: October 22, 2019

For full move-in / move-out instructions, please see the relevant sections in the manual:

Move-In Instructions

Move-Out Instructions

Should you require assistance setting up or dismantling your booth, you may order this service from GES online: https://ordering.ges.com/c/CA
If you have any questions about GES’ booth installation services, please contact:

GES
Tel: 1.514.367.4848
Email: [email protected]


ONLINE ORDERING LINK

BOOTH INSTALLATION & DISMANTLE ORDER FORM

PAYMENT FORMS

7. CUSTOMS BROKER

TWI Canada 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:

Jeff Labbé
Operations Coordinator
TWI Canada/ConsultExpo
Tel: 514.482.8886 # 7
Fax: 888.629.9008
Cell: 514.709.0739
[email protected]
www.consultexpoinc.com

TWI ORDER FORM

8. DISCOUNT COUPONS

Raise awareness and increase traffic to your booth by distributing online Customized Discounted Passes to your database & share with all your social networks. Please share this a few times prior to the show to attract attendees to your booth.

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

9. ELECTRICAL

PRE-SHOW BOOKING DEADLINE: October 31, 2019

Electrical is not supplied to your booth. If you require an electrical hookup, this may be ordered through our Electrical service provider, Solotech. Please click the link below to place your order online.

ONLINE ORDERING LINK

If this is your first time ordering from Solotech, click on the “Account” link in the top right corner to create a new account.

Please note, classic order forms no longer exist. Only online orders are accepted.

Orders received after the pre-show booking deadline may be subject to additional charges.
If you have any questions, please contact Solotech directly at:

SOLOTECH Inc.
Exhibitors Services
[email protected]
1-866-992-9466 #3695

10. EXHIBITOR BADGES

PRE-SHOW BOOKING DEADLINE: October 5, 2019

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.

11. EXHIBITOR PARKING

Areas P9 and P10 are now exclusively reserved for exhibitors. The Parking Rate is $10.00 per day at ExpoCité. Let the parking guard know that you are an exhibitor, and you will receive 3 free returns on the ticket.

EXPOCITE SITE MAP

12. FOOD BANK

If you are sampling a food product in your booth, you must comply with the below rules:

  • Exhibitors must comply with a sample size of 2 oz.
  • Exhibitors must comply with MAPAQ food safety rules and those of all other government entities to prevent illness outbreaks and food poisoning.
13. FOOD SAMPLING

If you are sampling a food product in your booth, you must comply with the below rules:

  • Exhibitors must comply with a sample size of 2 oz.
  • Exhibitors must comply with MAPAQ food safety rules and those of all other government entities to prevent illness outbreaks and food poisoning.
14. FREE PASSES

10 free admission passes will be mailed along with your exhibitor badges prior to the show. These passes should be used to invite your clients or special guests prior to the show. They are not to be handed out on site unless you are leaving them at the Will Call desk.

15. GOODIE BAGS

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

AFFI
1400, Av. Galilée,
Québec, Québec,
Canada, G1P 4E3
Attention: Audrey Messervier
Phone: 418 683-2946, ext. 6101
Email: [email protected]

Shipments may begin arriving on October 9, 2019 and must be there by October 28, 2019. 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. An additional shipping charge may be applied if your samples arrive after the deadline.

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

16. HOTEL

BOOKING DEADLINE: October 14, 2019

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 $115.00 + 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

Book online by following the steps below:
1. Go to https://hotelnormandin.com/hotel-et-suites-normandin-quebec/
2. Choose your dates and click “book online”
3. Click the “Groups & Companies” button in the promo code field.
4. Use the following login details to receive the discounted rate
Username: femmes2019
Password: salon2019

Reservations may also be made by calling 1-800-463-6721. To receive this rate, you must mention that you are with the Salon de la femme de Quebec or 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.

17. 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 $25.00 plus tax per bin (10kg).

18. 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.

19. LIQUOR SAMPLING

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

To obtain a license, follow these steps:

1. Contact Christine Barry at (800) 891-4859, ext. 227 or by email [email protected].

2. You will be provided with our permit number and instructions for obtaining your license from the RACJ.

3. Once obtained, email a copy of your license to Christine Barry at [email protected].

4. Bring the original permit to the show, as you will be requested to show it to the banquet maître d’ on Move-in Day.

Delivery of your product must be received on November 8, 2019 (date the permit is valid for) and must be removed on November 10, 2019 (Date permit terminates). Alcohol delivery will not be permitted prior to/or after these dates.

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.

Expo Cité has the right to cancel your permit if these policies are not respected.

20. LOADING DOCK

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. Use Loading Docks 7-13.

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, will be available to you. However, if you have excessive forklift requirements please speak with Esther Benoit ([email protected]) to discuss your needs a forklift. A charge may apply.

EXPOCITE SITE MAP
LOADING DOCK MAP

21. MOVE-IN INSTRUCTIONS

Move-in Times:  Friday, November 8, 2019 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 may ONLY 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.
22. 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.

Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited. A fee will be charged if you move out early, as there are attendees still in the hall who have paid to attend the show.

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.

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.

23. 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.

24. PROMOTION PACKAGES & SPONSORSHIP OPPORTUNITIES

There are a number of ways to increase your brand awareness at our shows. Promotional opportunities and sponsorship recognition including show magazine space, on-site signage, & online presence are available. For more information please contact:

Christine Barry
905-477-2677 x 227
[email protected]

25. QUEBEC 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.

LANGUAGE REGULATIONS

26. REFRIGERATION

BOOKING DEADLINE: October 18, 2019

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 [email protected]

REFRIGERATION FORM

27. RULES & REGULATIONS

Booth Display & Restrictions

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]ent.com).

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 at your own cost or you are welcome to bring in your own. 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.

Walls:

  • 3M adhesive wall tabs, no 7220

Floors:

  • ECHOtape CL-W6033
  • ECHOtape DC-W188F
  • 3M 6910
  • Uline S-21257

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/

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 it’s 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

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, 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.

28. SHIPPING & DELIVERIES

Shipping Direct To Show: Friday November 8, 2019

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. A forklift will also be available to you.  However, if you have excessive forklift requirements please speak with Esther Benoit ([email protected]) to discuss your needs.

Please address shipments to:
Company name
Booth number
Salon national de la femme
ExpoCité, Centre de foires
Hall C & D
250, boulevard Wilfrid-Hamel
Québec, QC
G1L 5A7

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;

TWI Canada/ConsultExpo
Jeff Labbé
514.482.8886 # 7
[email protected]

TWI ORDER FORMS

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.

Please address shipments to:

TWI C/O YRC FREIGHT/NATIONAL WOMENS SHOW
1800 Leon-Harmel
QUEBEC, QC
G1N 4R9
Attention: Phillip Tardiff
Tél: 418 651- 0007

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

TWI Canada/ConsultExpo
Jeff Labbé
514.482.8886 # 7
[email protected]

TWI ORDER FORMS

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

You may choose to use another carrier however, keep in mind that not all carriers deliver and pick up during our scheduled move in/move out times.

29. SHOW DECORATOR (FURNITURE & DISPLAY RENTAL)

PRE-SHOW BOOKING DEADLINE: October 22, 2019

8ft 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.

GES
Tel: 1.514.367.4848
Email: [email protected]

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 if you are bringing your own carpet.

Show Colours
• Booth Drapes: Black
• Aisle Carpet: Plum

ORDER ONLINE

ONLINE ORDERING LINK
FURNITURE & ACCESSORIES ORDER FORMS
PAYMENT FORMS

30. SIGNAGE INSTALLATION

PRE-SHOW BOOKING DEADLINE: October 31, 2019

If you require the hanging of banners from the ceiling and/or rigging of equipment in your booth, this service may be ordered through Solotech. Please click the link below to place your order online.

ONLINE ORDERING LINK 

If this is your first time ordering from Solotech, click on the “Account” link in the top right corner to create a new account.
Please note, classic order forms no longer exist. Only online orders are accepted.
Orders received after the pre-show booking deadline may be subject to additional charges.

If you have any questions, please contact Solotech directly at:

SOLOTECH Inc.
Exhibitors Services
[email protected]
1-866-992-9466 #3695

31. TELEPHONE / INTERNET / WIFI

PRE-SHOW BOOKING DEADLINE: October 31, 2019

Please Note: This venue does NOT have free wifi.
If you require a telephone or internet line or access to WIFI in your booth, fill in the form below and send it to [email protected].
For more information, contact:

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

TELECOMMUNICATIONS ORDER FORM

32. TIPS FOR SUCCESS

Please review the “Tips for Successful” pdf below for important information on how to make the most out of exhibiting with us!

TIPS FOR SUCCESS

33. 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] ) for approval and 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 1/3 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.

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