exhibitor manual - plant · bingemans, 425 bingemans centre drive, kitchener on n2b 3x7...

PLANT EXPO www.plant.ca/plant-expo-2015/ Bingemans, Kitchener, Ontario November 17, 2015

EXHIBITOR MANUAL

Dear Exhibitor: We are pleased to welcome you to the PLANT Expo in Kitchener, Ontario. We look forward to making this tabletop show a successful experience for you and your company. This manual is designed for your convenience and contains the necessary information for your participation in the show. We strongly recommend that you read this manual carefully to familiarize yourself with all of its contents to help you in preparation of your exhibit space. Enclosed is a list of the official show contractors and suppliers. Please place your orders in advance to ensure availability of desired items and to maximize cost savings. It is important that the Exhibitor Manual be given to the person directly responsible for participation in the show. Your assistance in meeting deadlines is greatly appreciated. We would like to make your participation at the PLANT Expo Kitchener 2015 both successful and enjoyable. If there is any information that you require, or questions we can answer, please do not hesitate to contact us. Sincerely, Michael King, Publisher, PLANT magazine

http://www.plant.ca/plant-expo-2015/


Last Updated 28/10/2015 of 12

EXHIBITOR MANUAL

Table of Contents Important Dates and Schedule ..................................................................................................................................... 3

Tips for a Successful Show ............................................................................................................................................ 3

Show Location .............................................................................................................................................................. 5

Inclusions & Show Floor ............................................................................................................................................... 5

Insurance – DUE November 9, 2015 ............................................................................................................................ 6

Rules & Restrictions...................................................................................................................................................... 7

Shipping ........................................................................................................................................................................ 8

Show Management Information .................................................................................................................................. 9

Official Service Contractors ........................................................................................................................................ 10

At-A-Glance ................................................................................................................................................................ 10

Accommodation ......................................................................................................................................................... 11

Important Deadlines ................................................................................................................................................... 12




EXHIBITOR MANUAL

Important Dates and Schedule

Exhibitor Move-In: Monday November 16, 2015 2:00 p.m. – 4:00 p.m. Tuesday November 17, 2015 7:30 a.m. – 9:30 a.m. (hand carry items only) All exhibits must be set by 9:30AM. Any exhibitors that do not check in by this time may forfeit their right to exhibit. Onsite Number: 647 984 8800 Trade Show Hours: Tuesday November 17, 2015 10:00 a.m. – 4:00 p.m. Exhibitor Move-Out: Tuesday November 17, 2015 4:00 p.m. – 6:00 p.m. Note: all exhibit booths must be removed from the facility no later than 6:00 p.m. Exhibit booths left on show floor after that time may be subject to additional fees.

Tips for a Successful Show

Before the Show…

Read your Exhibitor Manual – It contains all the details, regulations and forms you will need to be prepared on-site.

Certificate of Insurance - Note that each exhibitor must submit a certificate of insurance coverage for their booth/table, no exceptions. See page 6 for details.

Freight – Be aware of shipping deadlines to avoid late or unnecessary charges. Use preprinted labels to ensure proper delivery of your items.

• Exhibitor Registration – Register your exhibit staff easily using the online link. It’s quick and easy and will save

you time on-site. Click on the “REGISTER HERE” button at http://www.plant.ca/plant-expo-2015/ Advertise and Promote – Use online marketing, newsletters, direct mail, e-cards, press releases,

telemarketing, industry publications and more to get the word out about your participation in the show.





EXHIBITOR MANUAL

During the Show… Provide Incentives – Give attendees a reason to visit your table! Promote a new product by handing out

giveaways, hosting a special party, or offer drinks and snacks. Be creative in your promotions and draw quality visitors to your table.

After the Show…

Follow Up with your Leads – Contact the attendees who visited your table. Send them more information about your products and maintain the relationship you developed at the show. Often times the key to your success at a trade show depends on how you follow up with your leads.

Evaluate your Participation – Determine what types of promotion worked for increasing booth traffic, etc. Analyze the overall success of the show – learn from your mistakes as well as your success!

Post-Show Meeting – Arrange a meeting after the show with your sales, marketing and operations team. Discuss your follow up plan, what worked, and what you can improve on to increase your recognition and sales.

Anytime… Questions? Feedback? – Contact us anytime! Look for the Show Management contact information in this

manual or send an email to: [email protected]


mailto:[email protected]



EXHIBITOR MANUAL

Show Location

Bingemans 425 Bingemans Centre Drive Kitchener ON N2B 3X7 Tel: 519-744-1555

Website: http://bingemans.com/

Directions: https://goo.gl/9dAW89

Inclusions & Show Floor

Tabletop Display - 5ft x 8ft Space - 8 ft x 2.5ft draped table - Two Chairs * Note: max height for displays is 8ft.

Show Colours Pipe & Drape: None behind booth Flooring: Carpet Table Skirts: Black

Your Booth Does Not Include: (Other Services that must be ordered separately) - Electrical outlet (order from Show Management, form attached to end of exhibitor manual) - Shipping / Transportation / Customs (no preferred supplier)

Additional Services

Additional Services are not included with the cost of your exhibit. To place an order please contact the following suppliers : Electricity…………………………………………………Show Management Shipping/Transportation / Customs………...No preferred supplier Internet …………………………………………………..Free Wi-Fi from venue See Page 10 for contact information.


http://bingemans.com/

https://goo.gl/9dAW89



EXHIBITOR MANUAL

Insurance – DUE November 9, 2015

Each exhibitor is responsible to carry mandatory insurance for the duration of the show. Most exhibitors are able to coordinate insurance through your carrier. Otherwise , insurance can be purchased through PAL Insurance. Application form is available at end of the manual. You will not be permitted on the show floor without insurance. Submit your completed certificate by fax to: 416-510-5133 or email to Svitlana Nechyporenko at [email protected] Due November 9, 2015 You must have adequate Liability Insurance with a minimum $2,000,000 limit to protect the Exhibitors, the attending public, the show organizer and yourself. Our insurance policy does not extend coverage to any exhibits and requires you to submit a Certificate of Insurance upon receipt of the exhibitor’s manual. Contact your own insurance company to request a certificate of insurance. Please note that the proper dates and additional insured should be listed. Certificate must include the following:

Certificate Holder / Show Producer: Annex Business Media, 80 Valleybrook Dr, Toronto, ON M3B 2S9

Name of the Show: PLANT Expo

Show Venue: Bingemans, 425 Bingemans Centre Drive, Kitchener ON N2B 3X7

Date of the Show: November 16-17, 2015 (must include move in and out dates)

Show Producer & Show Venue to be listed as additional insured: Annex Business Media, 80 Valleybrook Dr, Toronto, ON M3B 2S9 & Bingemans, 425 Bingemans Centre Drive, Kitchener ON N2B 3X7

Comprehensive General Liability of $2,000,000

Bodily Injury and Property Damage Liability subject to a maximum $1,000 deductible

Products and Completed Operations Liability

Contingent Employers Liability

Broad Form Property Damage

Cross Liability Clause

Severability of Interest Clause

If you have any questions, please contact Svitlana Nechyporenko, Event Coordinator at [email protected] or call 416-510-5246. Your understanding and compliance with this requirement, is greatly appreciated and we thank you for your effort in ensuring the well-being of everyone. Have a prosperous and safe show.






EXHIBITOR MANUAL

Rules & Restrictions

Allowed

- Pop up banners - Collateral (brochures, promo material) - Small lightweight equipment or display material

that can fit on your table - Your own tablecloth to drape over - 8 ft wide backdrops

Not Allowed - Exhibit displays exceeding 8’ wide x 5’ deep x 8’

high - Hanging banners (there is no back wall pipe and

drape to hang signage on) - Heavy equipment on table - No exhibits can exceed 8ft width or 8ft height - No pop-up banners on top of the table, only

with pre approval and adhering to height restrictions No equipment to be set outside of your 8’ wide x 5’ deep space on the floor

If you wish to display something outside of what has been listed above, submit the dimensions and an image of your display to Svitlana Nechyporenko, [email protected] no later than November 9, 2015. Any changes to standard table and chairs set up are subject to show management approval and must be received in writing. Please note that no displays are permitted in any of the aisles and that staff must remain in exhibit booth area and are not permitted to stand or exhibit in the aisles.





EXHIBITOR MANUAL

Shipping

General All arrangements for shipping to and from Bingemans Centre should be made in advance as there is no onsite shipping offices (so bring your return shipment waybills). You can use any shipping company you prefer. Please notify show organizers if you are shipping something large as there are restrictions on the show floor for heavy equipment, large equipment or anything above and beyond the 8ft by 5ft space.

Direct Shipments The only date the Bingemans Centre will accept shipments is Monday, November 16, 2015. Please ensure you are onsite to arrive and sign off on your shipment. Pump truck is available for your use however you are responsible for moving it to your booth to avoid material handling fees from the venue. Show management is not responsible for your shipment. Be aware of what shipping service you have used so that if it has not arrived, you are able to track it. Direct shipments to the venue should be properly labelled to the following address: Bingemans Centre RE: PLANT EXPO 2015, November 17, 2015 Exhibitor Name: YOUR COMPANY NAME Bingemans 425 Bingemans Centre Drive, Kitchener, ON N2B 3X7 Canada

Return Shipments Exhibitors are responsible for pre-arranging return shipments. Exhibitors should bring waybills and return shipping paperwork with them as there are no shipping offices onsite. All return shipment pick-ups should be arranged for Tuesday, November 17, 2015 from 4pm -6pm, directly from the Bingemans Centre. Any shipments left at the venue on may be subject to material handling fees and storage fees from the venue until return shipping is arranged.




EXHIBITOR MANUAL

Show Management Information

Annex Business Media 80 Valleybrook Drive Toronto, ON M3B 2S9 Tel: 416-442-5600 Fax: 416-510-5133 Toll Free: 1-800-268-7742 x5246

About Us: PLANT Magazine is published under the Annex Business Media banner.

For Exhibit Sales, Sponsorship or Media Inquiries Michael King Publisher, PLANT Tel: 416-510-5107 E-mail: [email protected] Ilana Fawcett National Account Manager, PLANT Tel: 416-829-1221 E-mail: [email protected]

Exhibitor Billing/General Inquiries Stephanie Chiang Event Manager Tel: 416-510-5244 E-mail: [email protected] Svitlana Nechyporenko Event Coordinator Tel: 416-510-5246 E-mail: [email protected]

Melissa Ho Event Coordinator Tel: 416-510-6833 E-mail: [email protected]









EXHIBITOR MANUAL

Official Service Contractors

Electrical Show Management Annex Business Media Tel: 416-510-5246 Email: [email protected]

Shipping & Customs Brokerage No preferred supplier

Conference Registration or General Inquiries Svitlana Nechyporenko Annex Business Media Tel: 416-510-5246 Email: [email protected]

Internet Free Wi-Fi from Venue

At-A-Glance

About the show: PLANT Expo website: www.plant.ca/plant-expo-2015/ PLANT Magazine website: http://www.plant.ca/

What your Exhibit Booth includes: - Approximately 5ft by 8ft Space - 8ft x 2.5ft draped table - Two chairs Move-In & Move Out ***MANDATORY SAFETY SHOES*** To provide a safe working environment for everyone on the show floor, during move-in and move-out all individuals must wear proper footwear. Absolutely no sandals, heels, flip-flops, or ballet flats. There are NO EXCEPTIONS to this policy.

Exhibitor Registration Register your exhibit staff easily using the online link. It’s quick and easy and will save you time on-site. Registration for Tradeshow pass is complimentary. Go to http://www.plant.ca/plant-expo-2015/ and click on “REGISTER HERE”.





http://www.plant.ca/




EXHIBITOR MANUAL

Entry into the show Show Management reserves the right to refuse admission to the show building to any visitor, exhibitor, or contractor who, in the opinion of Show Management is unfit, intoxicated or in any way creating a disruption of the show. No persons under 16 years of age are permitted, including during move-in/move-out. Parking FREE parking at the Bingemans Centre.

Accommodation

HOTEL Radisson Kitchener-Waterloo which is within close proximity of the Bingemans Centre, about a 7 minute drive. Book your stay today! Radisson Kitchener-Waterloo 2960 King St E Kitchener, ON N2A 1A9 Tel: 519-894-9500 | Toll Free: 1-800-395-7046

Website: http://hotels.radisson.com/on/kitchener/hotels_kitchener_on_onkitche.html Directions: https://goo.gl/E93n7y

ENJOY THE SHOW!


http://hotels.radisson.com/on/kitchener/hotels_kitchener_on_onkitche.html

https://goo.gl/E93n7y



EXHIBITOR MANUAL

Important Deadlines

Form/Deadline Date Insurance Certificate Due November 9, 2015 Electrical Order – Early Bird Ends November 9, 2015

Exhibitor Badge Registration Closes (Online Link) November 13 at 10am First Day to Accept Show Site Deliveries (Bingemans) November 16, 2015

(1pm-4pm)

Exhibitor Move Out & Return Shipments November 17, 2015 (4pm-6pm)


Exhibitor Liability Application ~ Direct Client Submission For the purposes of the Insurance Companies Act (Canada), this document was issued in the course of Lloyd’s Underwriters’ insurance business in Canada.

Exhibitor Liability Application PLANT Expo 2015 DIRECT CLIENT SUBMISSION Show Website: http://www.plant.ca/plant-expo-2015/

2 Norfolk Street South Simcoe, ON N3Y 2V9 T: 1-800-265-8098 F: 519-428-5661

E: [email protected] www.palcanada.com

This is an application only. It does not constitute an insurance policy. Insurance shall become effective only upon the issuance of a policy or written binder specifically authorized by the company or agency. Quotations will be based upon the information provided and the applicant warrants the information provided. Name of Insured:

Mailing Address:

City, Province: Postal Code:

Contact Name: Telephone: ( )

Web Site:

Description of items for sale or promotion at booth, kiosk or table:

Square footage of booth or kiosk:

Food and Beverage Vendors! Is food and beverage coverage required: Yes No

Will alcohol be served at booth or kiosk? Yes No

If so, who holds the liquor license:

License Number: Are servers trained: Yes No

Name of Location of Event: PLANT Expo 2015

Location : Bingemans, 425 Centre Dr., Kitchener, ON N2B 3X7 Dates : November 16 & 17, 2015 (includes move in / out)

Additional Insured:

Annex Publishing & Printing Inc., 80 Valleybrook Dr, Toronto, ON M3B 2S9 & Bingemans, 425 Bingemans Centre Drive, Kitchener ON N2B 3X7

Limit of Liability: $2,000,000.00 ($500,000.00 TLL) per occurrence and in the aggregate

PREMIUM: $70.00 + PAL FEE: $20.00 + TAX: $7.20 = Total Due: $97.20

VISA OR MASTERCARD:_________________________________ EXP:_________ 3 digit CVD code on back:__________ Name on Card:_________________________________ I/We hereby declare that the answers and declarations above, whether in my own hand or not, are true and that I/We warrant that no material fact has been withheld or misstated and agree that should a policy be issued this Application form will be attached to and form part of the policy and will form the basis of the contract with Underwriters. I/We agree that answers and declarations shall constitute material warranties of any policy issued. I/We further understand that the Underwriters may declare any policy issued void in the event of any false statement, misrepresentation, omission or concealment in the Application form whether made intentionally, innocently or accidentally. I/We have been advised and consent to any information that may be perceived as personal information for collection, appropriate use, and disclosure of to third parties.

APPLICANT NAME: Address: City: Postal Code: Telephone: ( ) FAX: Email:

Signature: _______________________________________________________



http://www.palcanada.com

PLANT Expo Kitchener, Ontario November 17, 2015

www.plant.ca/plant-expo-2015/

Company Name:_______________________________________________________________________________

Contact Name: ________________________________________________________________________________

Email REQUIRED:______________________________________________________________________________

Phone: ______________________________________________

❏ I would like to order electricity

Early Bird $95.00 + Tax $12.35 = $107.35 Regular Price $125.00 + Tax $16.25 = $141.25 (After November 9, 2015) Subtotal Amount: ___________

Tax 13%: ___________

Total Amount: ___________

❏ VISA ❏ MASTERCARD ❏ AMEX

Card Number:____________________________________ Expiry Date:_________ CVV No.:____________

Cardholder’s Name:_______________________________________________________________________

Signature:_____________________________________________________ Today’s Date:_______________

Credit card statement will show the merchant name as Events Toronto.

Payment is due in advance to the event.

Please forward completed form by email or fax to 416-510-5133 by Monday, November 9, 2015. Svitlana Nechyporenko, [email protected]

Office Use:

❏ ORDER COMPLETED

Date:

ELECTRICITY ORDER FORM


exhibitor manual - plant · bingemans, 425 bingemans centre drive, kitchener on n2b 3x7...

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