2018 EXHIBITOR MANUAL OTTAWA September 16 19, 2018
TABLE of CONTENTS EXHIBIT POLICIES Eligibility 4 Cancellation 4 Subletting 4 Failure to Occupy Exhibit Space 4 Liability and Insurance 4 Organization, Sponsor and/or Exhibitor Events 4 Policy for Events 5 Cover Photo. Ottawa Peace Tower viewed from the Rideau Canal, along Colonel By Drive, across from the Westin Hotel 2 2018 Exhibitor Manual
EXHIBITOR INFORMATION Security 6 Allocation of Exhibit Booths 6 Booth Furnishings 6 Exhibitor Decoration Services 6 Exhibitor/Sponsor On-Site Registration 6 Tradeshow Hours 6 Installation and Dismantling 6 Site and Location of Tradeshow 6 Move-In 6 Move-Out 6 Shipping & Storage 7 Sponsor Videos 7 Tradeshow Listing 7 Contact Information 7 APPENDICES Floor Plan 7 Freeman Exhibitor Kit 7 PSAV Electrical & WIFI Form 7 Supplier Event Request Form 7 Fire-Rescue Canada 2018 3
EXHIBIT POLICIES ELIGIBILITY 1. All exhibits will be to serve the interests of the Canadian Association of Fire Chiefs (CAFC) members and delegates. CAFC reserves the right to require immediate withdrawal or termination of an exhibit if deemed injurious to the purposes of the CAFC. CANCELLATION 2. Exhibitors wishing to cancel their exhibit will provide CAFC written notification prior to August 16, 2018. Upon receipt of cancellation notification prior to August 16, 2018, exhibitors will receive a 75% refund, of all payments connected with the exhibit and booth rental. Any cancellation of the exhibit after August 16, 2018, will result in forfeiture of any and all payments made to CAFC. In the event that the exhibit is cancelled due to circumstances beyond the control of CAFC, all payments connected with booth rental will be refunded in full. SUBLETTING 3. Subletting space in the exhibit hall is not permitted and is grounds for immediate termination and/or removal of the exhibit. FAILURE TO OCCUPY EXHIBIT SPACE 4. Exhibit space not occupied by the start of the exhibit hours on Monday, September 17, 2018 will be considered a no-show, and the space forfeited by exhibitor. CAFC will not issue a refund of any kind. LIABILITY AND INSURANCE 5. Exhibitors agree that neither the CAFC, any of its Directors, Officers, staff members, nor owners, employees or representatives of the Westin Ottawa, will be responsible for any injury, loss or damage that may occur to the exhibitor, or to the exhibitor s employees or property, prior, during or subsequent to the event - Fire-Rescue Canada, provided said injury, loss or damage is not caused by the willful act of one or more of the aforementioned parties. CAFC, The Westin Ottawa, will exercise reasonable care for the protection of the exhibitor s materials and displays; however, the exhibitor expressly releases the foregoing named association, individuals, board and firms from, and agrees to indemnify same against any-and-all claims for such loss, damage or injury. ORGANIZATION, SPONSOR AND/OR EXHIBITOR EVENTS 6. Organization, sponsor and/or exhibitor events being held during the Fire- Rescue Canada 2018 are prohibited unless approved in writing by CAFC in accordance with this policy. 7. Organizations, sponsors and/or exhibitors planning meetings or events during Fire-Rescue Canada 2018 in Ottawa at any venue must submit the Supplier Event Form for approval prior to securing space and planning the event. In addition, submission of the Supplier Event Form constitutes agreement to the CAFC Board of Directors Supplier Policy of Events Events may not be held, nor may transportation be scheduled during official Fire-Rescue Canada events listed below: Sun, September 16-5:00 p.m. - 9:00 p.m. Mon, September 17-7:00 a.m. - 6:00 p.m. and 8:00 p.m. - 11:00 p.m. Tues, September 18-7:00 a.m. - 5:00 p.m. and 6:00 p.m. 8:00 p.m. Wed, September 19-7:00 a.m. - 3:00 p.m. and 6:00 pm 11:00 p.m. 4 2018 Exhibitor Manual
POLICY FOR EVENTS 8. The following guidelines for Organizations, sponsors and/or exhibitors will apply: a. CAFC will schedule open times for exhibitor events b. During official CAFC meetings or events, no organization, sponsor or exhibitor will schedule functions (including transportation to/from) that conflicts or overlaps with CAFC s official and published meeting and event times. A list of all official events during a meeting, event or conference can be obtained from CAFC s Director of Events and Operations. c. Organizers of all non-official events that are held around a CAFC meeting or event are required to inform CAFC s Meetings and Events staff in writing of the intended time of event at least 30 days prior to the event and prior to booking. If these scheduled times do not fall into CAFC guidelines, CAFC Meetings and Events staff will notify the organizer to change their times/dates accordingly. d. If a supplier requires event/meeting space within CAFC s hotel block and/or convention space, suppliers are required to complete a Function Space Request Form and submit to CAFC Meetings & Events staff for approval. Requests may not be made directly to the center or any hotel in the CAFC block. The approved guidelines will be included on space/event request forms. e. Host hotels/venues are required to notify CAFC s Meetings and Events Team of any inquiries/expressed interest from suppliers to host any events/meetings during CAFC s events/meetings. This will be included as a standard part of CAFC s RFPs. f. If an organization, supplier or exhibitor is interested in securing space for an event/function at any other host city venue; they may contact the venue/host city directly, but must first receive approval from CAFC Meetings & Events staff on the date and time of the proposed supplier event. g. Organizations, suppliers or exhibitors that are not CAFC partners are not allowed to bring mascots in or around CAFC meeting or event space or utilize CAFC events for their benefit. This includes roaming vehicles etc., unless they are specifically a part of the CAFC program. h. Only CAFC partners, host city and host hotels are allowed to room drop materials at CAFC events/meetings i. Any organization, supplier, exhibitor or partner that does not comply with official CAFC policy will be given an official written warning and if they are still not in immediate compliance, they will be removed from the event and not allowed to attend the meeting in the future and their membership will be revoked. Fire-Rescue Canada 2018 5
EXHIBITOR INFORMATION Please refer to Freeman s Exhibitor Kit appendix attached to this document. SECURITY 9. Fire-Rescue Canada s exhibit area will be located in a securable hall. Access will be secured while exhibits are closed. Access to the Exhibitor hall during closed hours will be limited to CAFC staff. Every precaution will be taken to prevent losses of any kind. Loss or damage to goods is strictly the exhibitor s responsibility. ALLOCATION OF EXHIBIT BOOTHS 10. Booth space will be allocated on a first come, first serve basis with priority given to Fire-Rescue Canada sponsors. 11. Exhibitors will be notified of space allocation via email by July 20, 2018 provided full payment has been received. BOOTH FURNISHINGS 12. Each exhibit space includes: 10 wide by 8 deep draped booth (8 high back wall and 3 high side walls) registration for two (2) company representatives to all session events (special events included), 1 6 skirted table 2 chairs 1 wastebasket Volunteers to assist with move-in and move-out. Registration for additional company representatives can be purchased at the members registration rate. Note to sponsors: please review your sponsor benefits for the number of company representatives included with your sponsorship level. 13. Additional tables/chairs, accessories, etc. are available as additional services and fees. Please contact Freeman for more details or fill out the forms attached to this information package. 14. Electrical and internet can be purchased from PSAV EXHIBITOR DECORATION SERVICES Provided by Freeman. (see attached Freeman Exhibitor Kit) EXHIBITOR ON-SITE REGISTRATION 15. Exhibitors are required to sign-in at the Fire-Rescue Canada Registration Desk, located on Level 4 of the Westin Ottawa, to receive their exhibitor/ sponsor badges before locating their assigned booth. Exhibitor personnel are required to wear and keep visible their exhibitor badge at all times. TRADESHOW HOURS 16. A minimum of one exhibitor is required to staff the booth during the exhibit show hours. The show hours are as follows: Monday, September 17: 10:00 15:00 Tuesday, September 18: 10:00 15:00 Wednesday, September 19: 10:00 13:30 INSTALLATION AND DISMANTLING 17. Site Location of the Tradeshow: The Westin Ottawa Hotel Provinces/Confederation I Foyer, Level 4 18. Move-in: Sunday, September 16, 2018, 12:00 to 16:00 Booths must be completely set-up by 16:00, Sunday, September 16, 2018 19. Move-out: Wednesday, September 19, 2018 Exhibitors move-out will start at 13:30, Wednesday, September 19, 2018 and be complete by 15:30. No dismantling of exhibit displays should start before this time. 6 2018 Exhibitor Manual
CONTACT INFORMATION SHIPPING & STORAGE IMPORTANT SHIPPING INFORMATION 20. Shipping arrangements are to be made directly through Freeman. Please refer to the attached Freeman shipping forms and instructions. Exhibitors are responsible for making all shipping and warehousing arrangements and are responsible for related costs for off-site storage, before, during and after the show. You are not required to use Freeman for shipping, however, they do offer that service. **Please be sure to complete your Material Handling Order Form (show site or advance) and invoice in advance and send into Freeman so they are aware of the freight you are shipping in in order for them to schedule their equipment and labor accordingly. 21. All stranded freight must be left with Freeman who will work with the exhibitor to arrange pick-up. Freeman will have representatives on-site when move-out begins to assist. 22. All Exhibitors and Vendors in which an outside drayage company/ decorator (Freeman.) is utilized, MUST ship all of their freight through the drayage company/decorator (Freeman). Please do not ship directly to the hotel, as all packages will be turned over to the drayage company assigned to the Trade Show. SPONSOR VIDEOS 23. Sponsor videos are limited to Gold sponsors and above and are allocated on a first come, first serve basis and are due no later than August 19, 2018. TRADESHOW LISTING 24. The Tradeshow listing will be available on the conference mobile application that will be available to download to smart phones (iphone, Blackberry and Androids) in September. CONFERENCE ORGANIZER Payment & Registration, Sponsorship benefits, Booth Layout, Sponsor Videos, General Questions Vicky Constantineau, CMP Director of Events and Operations Canadian Association of Fire Chiefs Tel: 613-270-9138 E-mail: vconstantineau@cafc.ca EXHIBITOR SERVICES Extra display items/furniture, electrical, booth cleaning: Freeman *Please see attached Information and order forms Audio Visual Requirements for displays: PSAV Please fill out the form provided. Internet/WIFI: PSAV Please fill out the form provided Conference Hotel: Exhibitors are encouraged to make their accommodations at the host hotel before August 13, 2018 The Westin Ottawa 11 Colonel By Drive, Ottawa, ON K1N 9H4 Online Reservations: https://www.starwoodmeeting.com/book/cafc2018 (copy and paste the link into a web browser) Tel: 1-800-WESTIN-1 APPENDICES Floor Plan Freeman Exhibitor Show Services Kit PSAV Electrical and WIFI Forms Supplier Event Request Form Fire-Rescue Canada 2018 7
8 2018 Exhibitor Manual Fire-Rescue Canada 2018