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 to help make your participation in the Show more profitable and enjoyable. The Show Office will be set up at Expo Cité - Centres des Foires on Friday November 14h at 9 am and management will be available to assist you for the duration of the Show.
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
National Event Management
#105 - 60 Renfrew Dr.
Markham, ON
L3R 0E1
Tel: (905) 477-2677 or (800) 891-4859
Fax: (905) 477-7872
ExpoCité - Centre des Foires
250, boulevard Wilfred-Hamel,
Québec Québec
Tel: (418) 691-7110
Fax: (418) 691-7249
Saturday November 15, 2008 10am - 6pm
Sunday November 16, 2008 10am - 5pm
Friday, November 14, 2008 9:00 am - 8:00 pm
Exhibitors will not be permitted to set up during show hours. unless alternate arrangements have been made with show management
Loading Docks:
To facilitate moving in or removing materials: 13 loading platforms of 2.4 m x 2.4 m (8 ft x 8 ft)
Direct access to the exhibition halls through 4 doors measuring 4.7 m x 4.7 m (15.4 ft x 15.4 ft)
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.
Sunday, November 16, 2008 5:15 pm - 10:00 pm
All material must be removed by 10:00 pm
Language of communications
All signage may use the languages in which the event is conducted. For an event targeted to the general public, the use of one or several other languages, in addition to French, is optional provided the French is "clearly more predominant".
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.
FREIGHT CARRIER:
If you require product shipped to or from the show, Freeman is the official show carrier. You may schedule a pick up by calling (877) 478-1113 or (905) 791-4104.
Tel: (877) 478-1113
Fax: (905) 951-3145
Transportation Order Form
NOTE: ExpoCité will NOT accept shipments prior to the Show move-in time.
SHIPPING DIRECT TO SHOW ON NOVEMBER 14, 2008
During move in hours, show management will accept shipments on your behalf. These will be left on the dock until you arrive. If you require assistance moving your supplies from the dock to your booth by forklift, Freeman will be available to assist you.
Be sure your shipment is labeled clearly.
Québec Women's Show
Your company name
Booth Number
Expo Cité - Centre des Foires
250, boulevard Wilfred-Hamel,
Québec Québec G1L 5A7
PRE SHOW SHIPPING:
If you require preshow shipping (before November 14, 2008 ) of your exhibit booth, Freeman is set up to receive, store, deliver and then set in your exhibit space, your common freight/crated displays.
Warehouse Shipments may begin being delivered to Freeman on October 14, 2008. Shipments delivered after November 6, 2008, will incur additional surcharges.
Please have your shipment labeled clearly.
Exhibitor Name
Booth Number
The Quebec Women's Show
Freeman - Ottawa
940 Belfast RD.
Ottawa ON
K1G 4A2
Shipping Labels
Material Handling Order Form
Installation & Dismantling Order Form
Outbound Shipping Order Form
Payment Method Form
Third Party Authorization
If you require tables, chairs, accessories, carpet, etc.,
Freeman is available to supply these.
Freeman Decorating
940 Belfast Road
Ottawa, ON K1G 4A2
Tel: (613) 748-7180
Fax: (613) 745-8303
Show Colours
Booth Drapes - black
Booth carpet - grey
Aisle Carpet - purple
ALL INCLUSIVE BOOTH PACKAGE
An all inclusive booth accessory package is available. This package includes black drapes, grey booth carpet, 1 6ft draped table( See colour choices on form), 2 chairs and an electrical outlet. You will find prices on your contract. If you did not order at the time of booking and wish to have this package, please contact your sales rep. (905) 477-2677. This form is for choosing the colour of the table skirt only, not for ordering a package. If you have already completed the colour selection on the contract when booking, it is not necessary to fill out this form. There are no substitutes to this package.
Do not complete service forms for items included in this package.
The cutoff date for ordering the package, as well as choosing table skirting colours, is October 14, 2008. If the colour selection form is not completed by the due date, the default colours will be used. Carpet - grey, Table Skirting - white.
Do not complete service forms for items included in this package.
All Inclusive Colour Form
An electrical hookup is not included in your booth. If you require one please complete the enclosed form and return to
SPL Electric.
SPL Electric
Tel: (418) 681-1160 or (800) 722-8161
Fax: (418) 681-2739
Electrical Order Form
If you require a telephone or internet line in your booth, please return the attached form to
ExpoCité.
ExpoCité
Tel: (418) 691-7110 ext 2287 - Ms Mélanie Mathieu
Fax: (418) 691-7110
Order Form
If you require any audio visual equipment in your booth,
SPL Service Electrique can supply this.
SPL Service Electrique
Tel: (418) 681-1160
Fax: (418)681-2739
Order Form
The Hôtel & Suites Normandin is the official show hotel. We have arranged a rate of $92 for single/double occupancy, in a standard or executive room. A Studio Suite is also available at $112
Hôtel & Suites Normandin
4700 boulevard Pierre- Bertrand
Québec City , Québec G2J 1A4
Reservations may be made by calling : Tel: (418) 622-1611 or (800) 463-6721
CUT OFF DATE to be guaranteed this room rate is October 31, 2008.
The hotel is 5 minutes from ExpoCité. Please indicate that you are with the Québec Women's Show when booking.
There is not a pass available. Parking is $7/day, with move-in day free. You pay at the entrance when entering the parking lot.
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 ext 269.
A limited amount of refrigerated storage is available. To enable us to guarantee that we have ample space available, please complete the enclosed form and fax to (905) 477-7872 or email:
susanwood@nationalevent.com
If you are sampling a food product in your booth, you must notify ExpoCité. Samples must be limited to a bite size portion. Please speak with Mr Gaetane Marcoux to receive approval to sample.
Tel: (418) 691-6230
If you have paid to include a sample in the sample bags, products are to be delivered to
Ateliers TAQ.
Ateliers TAQ
515, rue Michel-Fragasso
Québec (QC) G2E 5K6
Please be sure to indicate your company name and that the shipment is for the Quebec Women's Show.
To ensure that your sample is included in the bags, the deadline for delivery is October 27, 2008. We cannot accept late deliveries.
If you have any questions please contact Lynn McVey : Tel: (905) 477-2677 ext 224 or Email: lmcvey@nationalevent.com
Freeman is the official customs broker for the Show. Attached is the recognition letter. Please submit copies to Canada Border Services at the point of entry, to be date stamped by a Border Services Officer. You should also submit a list of goods, with values indicated, or a Canada Customs Invoice listing the goods that you will be temporarily importing.
Commercial goods going to the event by personal vehicle or hand-carried during transport, must clear at port of entry into Canada.
Click here for the Canada Customs Invoice pdf document.
If you have any questions please contact Freeman Customs Services.
Tel: (877) 478-1113
Customs Form
Customs Invoice
RULES & REGULATIONS
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.
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 within your booth space.
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. All signs must be printed on one side only.
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.
Helium balloons may be used in the show. However, if balloons need to be retrieved from the ceiling there will be a charge to you for doing so. It is recommended that they be firmly anchored to your display.
The following restrictions must be followed:
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 ¾ capacity.
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 a exhibition.
No one may bring an animal into the building or on the premises without the express prior authorization of ExpoCité.