Welcome and Thank You for choosing to be a participant in the Ottawa Green Expo. 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 Lansdowne Park, on Friday, March 18, 2011, at 10 am and management will be available to assist you for the duration of the Show.
In keeping with the theme of The Ottawa Green Expo, only environmentally friendly products may be distributed. No plastic items will be allowed. If you have any questions, please contact Stacey Evans.
Stacey Evans
Tel: (905) 477-7872 or (800) 891-4859 Ext 279
Email: sevans@nationalevent.com
National Event Management
#105 - 60 Renfrew Dr.
Markham, ON
L3R 0E1
Tel: 905-477-2677
Fax: 905-477-8240
EXHIBITOR MANUAL QUICK LINKS
1. Check List
2. Show Location
3. Dates & Times
4. Move-in Instructions
5. Shipping to/ from Show
6. Move-out Instructions
7. Decorator forms(Furniture & Display Rental)
8. Electrical order form
9. Telephone
10. Internet
11. Hotel
12. Carbon Zero
13. Booth Cleaning
14. Parking
15. Audiovisual Rentals
16. Refrigeration Storage
17. Food Sales/Sampling
18. Ice
19. Plastics
20. Exhibitor Badges
21. Recycling
22. Customs Broker
23. Insurance
24. Green Printer
25. Rules & Regulations
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.
Lansdowne Park
Aberdeen Pavilion
1015 Bank St
Ottawa ON K1S 3W7
Tel: (613) 580-2429
Fax: (613) 564-1619
Facility Contact: Kay Boland
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Saturday, March 19, 2011 10:00am - 6:00pm
Sunday, March 20, 2011 10:00am - 5:00pm
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Friday, March 18, 2011 11:00 am - 8:00 pm
For Safety and Security, exhibitors will not be permitted to set up during show hours.
DIRECTIONS TO LOADING DOCKS:
Enter Lansdowne Park off of Bank St. and follow signs to the Aberdeen Pavilion. The loading docks are located on the north and east sides of the building. Note that there is not a dock level area to unload any trucks, so all trucks must be equipped with a pump truck to move your shipment to the back of the truck for unloading. We recommend that any trucks have a tailgate to ensure your material will be off loaded quickly; however, we will have a forklift on site (at no charge) to off-load your materials.
MOTOR VEHICLES ON SHOW FLOOR
Vehicles on display in the show must have the batteries disconnected, the gas tanks secured with duct tape and as little gas in the tank as feasible. Please check with your sales rep regarding move in time.
BOOTH INSTALLATION & DISMANTLING
Should you require assistance setting up or dismantling your booth, Freeman can provide this service. See attached sheet for rates.
Installation & Dismantle Order Form
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FREIGHT CARRIER:
If you require product shipped to or from the show, Reimer is the official show carrier.
Tel: 866-496-EXPO
Reimer Information
NOTE: Lansdowne Park will not accept shipments prior to the Show move-in, March 18, 2011.
PRE SHOW SHIPPING:
We recommend that you use Reimer if you need to ship prior to the show. As the official show carrier they will warehouse your materials for up to 30 days prior to the show and deliver to the show on move - in day at no additional charge.
Be sure your shipment is labeled clearly.
Ottawa Green Expo
Your company name
Booth Number
Lansdowne Park
Aberdeen Pavilion
1015 Bank St
Ottawa ON K1S 3W7
If you choose to use a shipper other than Reimer and must ship pre show, your shipment may be sent to Freeman starting February 18 - March 11, 2011. Charges will apply and additional charges will apply after March 11. Please address to :
Company name
The Ottawa Green Expo
Booth number
c/o Freeman
940 Belfast Rd.,
Ottawa, ON, Canada
K1G 4A2
Freeman Advanced Warehouse Shipping Labels
Freeman Advanced Warehouse Shipping
DELIVERIES TO THE SHOW MARCH 18,2011
During move in hours, show management will accept shipments on your behalf. Please remember that there is no dock level access so your truck should be equipped with a tail gate. .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.
Please address to:
Ottawa Green Expo
Your company name
Booth Number
Lansdowne Park
Aberdeen Pavilion
1015 Bank St
Ottawa ON K1S 3W7
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Sunday, March 20, 2011 5:15 pm - 10:00 pm
Please note that move-out will begin once the show has closed at 5pm and the aisles are cleared. To minimize wait times, we recommend supplies be carried out to your car immediately following the show.
All material must be removed by 10:00 pm
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Carpet and Drapes are supplied to all booths, courtesy of the Ottawa Green Expo.
Booth carpet is green
Aisle carpet is green
Drapes are black
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Carpet, 8ft back drape and 3 ft side drape is supplied to your exhibit space. If you require tables, chairs, accessories, etc.,
Freeman is available to supply these.
Freeman Decorating
940 Belfast Rd.
Ottawa, ON K1G 4A2
Tel: (613) 748-7180
Fax: (613) 745-8303
The Freeman exhibitor kit is also available online at www.Freemanco.com
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An electrical hookup is not included in your booth. If you require one please complete the following form and return to
Bowie Electric.
Bowie Electric
Tel: (613) 739-0700
Fax: (613) 739-8050
Electrical Order Form
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If you require a telephone line in your booth, please return the following form to the
Bell Canada Tradeshow Desk.
Bell Canada Tradeshow Desk
Tel: (800) 414-8424
Fax: 1-866-350-6606
Telephone Order Form
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Lansdowne Park has teamed up with Rogers Communications and BOLDstreet Wireless to offer high-speed Internet access throughout Lansdowne Park.
Exhibitors taking part in shows and other events at Lansdowne Park can now order high-speed Internet services for events taking place within Lansdowne Park. Services are available for wireless computers and devices (those enabled with 802.11 b/g network card or adapter), as well as non-wireless devices (those that typically plug into a wall jack for internet access).
BOLDstreet Wireless
Tel: (613) 294-9555 (1-877-613-9555)
BOLDstreet Information
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We have a block of rooms available at the Sheraton Ottawa Hotel.
Sheraton Ottawa
150 Albert Street,
Ottawa, ON K1P 5G2
(613) 238-1500 or (800) 325-3535
www.Starwoodhotels.com
The rate of $119 is available until February 15, 2011 after which time, reservations will be accepted at the best available rate, subject to availability.
Please indicate that you are with the Ottawa Green Expo when booking.
Should you choose not to use the Sheraton, the hotels below scored a very high rating in the Hotel Association of Canada, Green Key Program.
Fairmont Chateau Laurier
1 Rideau Street,
Ottawa, ON K1N 8S7
Tel: (613) 241-1414
www.fairmont.com
The Westin Ottawa
11 Colonel By Drive
Ottawa, ON K1N 9H4
(613) 560-7000
www.Starwoodhotels.com
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The Ottawa Green Expo has partnered with Carbon Zero, as the official carbon offsetter of the event. Please visit
www.carbonzero.ca to offset your travel to and from this year's Show.
Click here to find out more.
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Exhibitors are responsible for maintaining their own booth space. If you require your booth vacuumed, please complete the attached form and fax to
Freeman Decorating.
Freeman Decorating
Tel: (613) 748-7180
Fax: (613) 745-8303
Booth Cleaning Form
Payment Authorization
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Parking at Lansdowne Park is free on move-in day. Paid parking is in effect on show days at the rate of $5.00 per day.
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If you are sampling a food or beverage and require refrigeration space, please speak to your sales rep.
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Food or beverage product samples are limited to a 2 oz size. A written approval must be obtained from Aramark at least seven days prior to the show. Please complete the attached form and fax to Aramark.
Aramark
Tel: (613) 580-2428 ext 23067 Attn. Joseph Turrene
Fax: (613) 564-1619
Sampling Guidelines
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If you require ice at your booth it is available. It may be ordered at the concession for $10 a large bag and then picked up at the warehouse inside Arena Gate #4.
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Biodegradable utensils, cups, spoons, plates and containers must be used.
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Exhibitor badges may be picked up on-site at the show office during move-in only. For security reasons and to gain entrance, badges must be worn throughout show hours. Badges will not be personalized and will list company only.
Badge Quantity Exhibit Space Booked
6 10x8 or 10x5
12 20ft or more
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Lansdowne Park provides 3 stream recycling containers through out the show for your convenience. We encourage everyone to use these.
Once you have completed your move-in, any cardboard boxes may be left in the aisles to be collected for recycling. Please do not put any boxes in the aisles for collection, 2 hours prior to show opening on Saturday. Boxes left within your booth space will not be collected.
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The service of a customs brokerage firm is strongly recommended for all shipments originating outside of Canada. This will eliminate the possibility of materials being held at the border by Canada Customs due to improper or insufficient documentation resulting in these materials arriving too late or not at all. Livingston Event Logistics has been appointed as the official customs broker for the Show. For commercial goods going to the event via personal vehicle or hand-carried during transport, its is important to contact Livingston a minimum of 2 weeks prior to the event .
All shipments to Canada should be accompanied by a Canada customs invoice. Please see attached for the forms require by Livingston for customs clearance. Please return the completed forms to Livingston via Fax: 514-849-3446
We highly recommend speaking with Livingston prior to shipping . Question may be directed to John Santini at jsantini@livingstonintl.com or (514) 987-2700 ext 24 .
Customs Order Form
Canadian Customs Invoice
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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.
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Warren’s Waterless Printing Inc. is the official green printer for the Ottawa Green Expo. Contact them directly for a quote for all your green printing needs.
Warren’s Waterless Printing Inc.
711 Clayson Road
Toronto, Ontario M9M 2H4
www.warrenswaterless.com
Tel: 416-745-8200 or 1-800-820-7702
info@warrenswaterless.com
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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.
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 are not allowed in the show.
No pets other than guide dogs for the blind are allowed in the show.