Exhibitor's Handbook Reference Manual - Centre des congrès de ...

convention.qc.ca

Exhibitor's Handbook Reference Manual - Centre des congrès de ...

TABLE OF CONTENTSEVENT ........................................................................................................................................ 3SET-UP ....................................................................................................................................... 3TEARDOWN ................................................................................................................................. 3LOADING DOCK ACCESS ............................................................................................................. 3LOADING DOCKS ......................................................................................................................... 4PARKING ..................................................................................................................................... 5Cars ................................................................................................................................ 5Heavy vehicles .............................................................................................................. 5CONVENTION CENTRE SERVICES.................................................................................................. 5BOOTH ........................................................................................................................................ 6Exhibition Service Company ....................................................................................... 6MATERIAL HANDLING AND STORAGE ............................................................................................ 6CUSTOMS BROKERS .................................................................................................................... 7OFFICIAL CARRIER ...................................................................................................................... 7AUDIOVISUAL SERVICES .............................................................................................................. 8INTERNET SERVICES AND COMPUTER RENTAL .............................................................................. 8LIABILITIES AND RESTRICTIONS .................................................................................................... 8Liabilities ........................................................................................................................ 8Restrictions ................................................................................................................... 9LABEL EXAMPLE ....................................................................................................................... 10MOVE-OUT PROCEDURES AT THE CLOSING OF THE EXHIBITION ................................................... 11


LOADING DOCKSIn this section specify which loading dock your exhibitors will use. Ask your Event Coordinatorfor this information.Loading Dock Level 1875 rue Saint-JoachimQuébec (Québec) G1R 5V4Trailers should not exceed 13 ft. 3 in. in height and 48 ft. in length.Parking is prohibited. Only vehicles unloading and loading equipment are allowed. Vehiclesviolating these regulations will be towed away at owners expense.For your information:This loading dock is designed to handle three vehicles simultaneously. This loading dock isfor exhibitors using rooms on Level 2 and need to use a freight elevator operated by anemployee of the Convention Centre.For exhibitions held in room 200A, 200B or 200C, add the following information:The door access to room 200ABC measures 94’’ W x 92’’ H. The exhibitor is responsible formaking arrangements in advance for special handling of any oversized containers.ORLoading Dock Level 4855 rue Jean-Jacques-BertrandQuébec (Québec) G1R 5V3Trailers must not exceed 13 ft. 5 in. in height and 53 ft. in length.Parking is prohibited. Only vehicles unloading and loading equipment are allowed. Vehiclesviolating these regulations will be towed away at owners expense.For your information:This loading dock is for exhibitors using Room 400. This loading dock is designed to handleseven vehicles simultaneously.If needed, add the following information:Access for heavy or oversized itemsA large door facing Jean-Jacques-Bertrand street is located at the far western end of thealleyway on Level 4. Door dimensions are 22 ft. wide by 15 ft. high.For your information:Please notify your Event Coordinator if you anticipate using this door since technicalrestrictions apply. (Security Guard at client’s expense).REFERENCE MANUAL FOR THE EXHIBITOR’S HANDBOOK Page 4Québec City Convention Centre – January 2013


PARKINGCarsThere are many underground parking spaces close to the Centre, including 1,575 spaces atthe Marie-Guyart complex (Complex G), 1,000 spaces at Place Québec, 400 at the DeltaHotel and 1,366 spaces in the D’Youville parking lot all linked by underground connections.These lots operate 24 hours a day, 7 days a week (see Parking section of the Client Guide).Parking is prohibited at all times on Promenade Desjardins.For your information:Heavy vehiclesArrangements for heavy vehicle parking in the vicinity can be made with your EventCoordinator.CONVENTION CENTRE SERVICESFor your information:The Centre can propose packages which comprise handling, storage, electricity, etc. (or apart thereof) that can be included in your booth rental rate. Please ask your coordinator fordetails.If you choose to let your exhibitors place their own orders, please mention the following:Customized Québec City Convention Centre order forms will be available on our Web site at:http://convention.qc.ca/en/planning-event/plan-and-exhibit/exhibitor-order-forms. Then selectyour event name.Your exhibitors will need to fill out the order form on the screen to avoidmiscalculation. Print, sign and return them by e-mail at services@convention.qc.ca orfax at 418 649-5266 before the cutoff dates. After the cutoff date, a 25 %additional charge will apply.Onsite, a service counter will help your exhibitors with last minute request, however a25% additional charge will apply and some services may not be guaranteed.Services offered by the Centre are:Sign and banner hanging, electricity, storage, handling, booth cleaning, temporarypersonnel, plumbing, security and telephony. All are exclusive except for boothcleaning, surveillance service and temporary personnel.If needed, exhibitors may contact our Exhibitor Services at 418 649-7711, ext. 4066or 1 888 679-4000 or by E-mail at services@convention.qc.caREFERENCE MANUAL FOR THE EXHIBITOR’S HANDBOOK Page 5Québec City Convention Centre – January 2013


BOOTHDescribe what is included and what is not, in the spaces reserved by your exhibitors: formatand structure of the booths, table, chair, electricity, etc.Exhibition Service CompanyProvide the name of your official exhibition service company.List the services offered by the exhibition service company.Insert company order forms, if needed.For your information:The exhibition service companies accredited by the Société du Centre des congrès deQuébec are:Standex inc.GES Global Experience SpecialistTessier Exhibit and Show ServicesMs. Nancy LachanceMs. Solange AlainTelephone: 418 654-0029Web site: www.standex.caE-mail: exposition@standex.caMonsieur Stéphane FortinTelephone: 418 877-2727Web site: www.gesexpo.caE-mail: sfortin@ges.comMr. Bruno TessierTelephone: 418 524-1888Web site: www.brunotessier.comE-mail: Bruno@brunotessier.comMATERIAL HANDLING AND STORAGEWrite down the following information:Material shipped directly to the Québec City Convention Centre before the exhibitor is onsitewill be handled by the Centre’s staff at applicable rate, to be paid onsite.If you have not agreed on an all-inclusive package for handling your exhibitors’ equipment,add this paragraph:The exhibitor carrying his material himself to the Centre may handle it from the dock to hisbooth and back using the Centre’s carts which are available at the loading dock.If you have not agreed on an all-inclusive package for the storage of your exhibitors’ material,add this paragraph:The Québec City Convention Centre manages storage spaces near the exhibit room. Thestorage during the event is mandatory and must be confirmed by each exhibitor bycompleting the appropriate order form or at the service counter during set-up. Pricing onlyincludes material labelling and storage space. Handling charges apply for moving emptyboxes or crates from the exhibit room to the storage area and their return to the exhibit roomat the end of the event.For security reasons, exhibitors are not allowed to store their own material.Neither an empty box nor an empty crate will be allowed inside or at the back of a stand.REFERENCE MANUAL FOR THE EXHIBITOR’S HANDBOOK Page 6Québec City Convention Centre – January 2013


Important information:After the teardown of the exhibition, any material not recovered by the exhibitor’s carrier willautomatically be recovered by the official carrier of the event and all charges will be billed tothe exhibitor. Refer to the document “Move out procedures at the closing of the exhibition”.CUSTOMS BROKERSFor your information:The local, Canadian and International customs broker for the Québec City ConventionCentre is:Dolbec LogistiqueInternational inc.Ms. Ginette BlouinTelephone: 418 688-9115Fax: 418 688-3399E-mail: show@dolbec-intl.caThe U.S. customs broker for the Québec City Convention Centre is:Mendelssohn Events LogisticsMs. Diane LabbéTelephone: 514 987-2700, ext. 23Fax: 514 849-3446Direct line: 1 800 665-4628E-mail: dlabbe@mend.comIf you have another customs broker, please provide their contact information.Important: Exhibitors who use courier companies such as FedEx, UPS, DHL, or others mustensure that the costs of customs, taxes and so forth are paid in advance. All goods sent CODwill not be accepted by the Centre.In some cases, the courier companies do not declare that the costs are paid by the consignorat delivery. Consequently, the Québec City Convention Centre receives a bill sometimes 30-90 days after the event. In these situations, the exhibitor will be re-invoiced withadministrative fees.OFFICIAL CARRIERFor your information:The official carrier for the Québec City Convention Centre is:Dolbec LogistiqueInternational inc.Ms. Nathalie HuotTelephone: 418 688-9115Fax: 418 688-3399Cellular: 418 573-3064Direct line: 1 800 267-9100E-mail: show@dolbec-intl.caIf your carrier service is different from that of the Centre, please provide their contactinformation.REFERENCE MANUAL FOR THE EXHIBITOR’S HANDBOOK Page 7Québec City Convention Centre – January 2013


No smokingpolicyNoise LimitsSecurityStickersThe Québec City Convention Centre provides a totally smoke-freeenvironment to its clientele. Since May 31 st 2006, according to provisionsof the Law on the tobacco, smoking is strictly forbidden inside the Centreand also in the loading docks.Equipment or devices producing noise or odors that disturb exhibitors orvisitors will not be tolerated. Noise levels must not exceed 70 decibels at adistance of four feet from the sound source. The Convention Centre hassole authority in this matter.The Centre offers general site security on a 24 hour basis. However, theCentre is not responsible for goods and property belonging to theexhibitors in rented spaces. Any additional security is a chargeableexpense. Please use the order form to make your request.Stickers of any kind are strictly prohibited at the Convention Centre.LABEL EXAMPLESender’s nameAddressTelephone #Fax #Number of boxesCarrierCustoms broker’s name andTelephone #NAME OF THE EXHIBITORC/O (Name of Event)Booth(s) number: _________Warehouse or Loading Dock AddressREFERENCE MANUAL FOR THE EXHIBITOR’S HANDBOOK Page 10Québec City Convention Centre – January 2013


MOVE-OUT PROCEDURES AT THE CLOSING OF THE EXHIBITIONAfter dismantling you mustuse the loading dock tomove your material out.Parking by the ConventionCentre's main entrance(Promenade Desjardins) isprohibited.FOR INFORMATION:418 644-4000 Dollies are not allowed inthe Centre’s main halls.Please note that anyexhibitor who wishes to usea courier service (FedEx,UPS, Purolator, DHL, etc.)must complete the waybillHIMSELF with his accountnumber and contact thecourier to order his materialpick-up.LOADING DOCK855, rue Jean-Jacques-BertrandG1R 5V3LOADING DOCK875, rue St-Joachim G1R 5V4ACCESS TO THEQUÉBEC CITYCONVENTIONCENTRE LOADINGDOCKSCLOSING OF THE EXHIBITIONThe decorator removes the aisle carpeting if applicable.Return of empty crates for re-crating. Exhibitor wraps up and labels his material.MOVE-OUT OF MATERIAL BY:MOVE-OUT OF MATERIAL BY OFFICIAL CARRIERShow ManagementMaterial handling isdone by theConvention Centrestaff.The ExhibitorThe exhibitor handles hismaterial himself to theloading dock.ORThe exhibitor who has paidthe handling fees asks theConvention Centre staff tocarry his material to theloading dock.Once all material is ready and properly labeled,the exhibitor informs the Convention Centrestaff, who advises the loading dock master.At the end of the time period allowed for teardownand move-out of the show (name of the event), theofficial carrier of the event (to be determined),represented by (to be determined) at telephonenumber (to be determined) will automatically be incharge of the remaining material.The exhibitor asks the loading dock master for anexit coupon.All fees will be charged to the exhibitor.The exhibitor drives to the loading dock andshows his coupon to the traffic attendant who giveshim access to the loading dock.Recycling containers are located at theentrance of the room, in the servicehallway.THANK YOU for your cooperation

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