Terms & Conditions
In the interest of producing the best show possible for all exhibitors and visitors alike the following rules are necessary.
1) GENERAL INFORMATION
1.1 SHOW LOCATION
The Shaw Centre
55 Colonel By Drive
Ottawa, ON K1N 9J2
Tel: 1.800.450.0077
1.2 SHOW DATE & HOURS
Wednesday September 27th 2023 - Exhibitor load-in and set-up only. Exact schedule will be provided two weeks prior to the event. This is for clients with Large Booths requiring dock access
Thursday September 28th 2023 11:30a.m.-6:00 p.m.
Exhibitors are allowed in the exhibition hall two hours prior to the show opening.
1.3 BEST INTEREST OF THE SHOW
Exhibitors agree to abide by all the rules and regulations adopted by Show Management in the best interest of the show, and agrees that Show Management will have the final decision in adopting any rule or regulation deemed necessary prior to or during the show.
1.4 TERMS OF PAYMENT
Due upon registration and the signing of this agreement. Deposits become non-refundable if cancellation notice is received less than 30 days prior to the show date. No exhibitor will be permitted to enter the show area unless all fees have been paid in full.
1.5 PARKING
Parking is not included with sponsorship or booth purchase.
1.5 MAINTENANCE
Aisles and public presentation areas shall be cleaned several times a day throughout show hours. Booth cleaning services are the responsibility of each individual exhibitor. Should you wish to purchase booth cleaning service please contact GES at link provided.
1.6 SUPPLIERS & EVENT PARTNERS
Exhibitors are expected to work with the suppliers and event partners that Show Management has selected to work with, that fit within the exclusive/preferred partners of the Shaw Centre.
1.7 PHOTOGRAPHS/VIDEO
Show Management and/or contractors acting on their behalf, will be taking photographs and video throughout the event. Show Management reserves the right to use photographs, images and likeness taken during the show for the future purposes which may include, but are not limited to; print advertising, social media marketing, online advertising, and future promotional pieces.
2) RULES AND REGULATIONS
2.1 LIABILITY
Every reasonable precaution will be taken to prevent loss and protect the interest of exhibitors. Under no circumstances will Show Management, its employees, contractors, suppliers, sponsors, partners, or agents be held accountable for or liable for such losses, and/or damage, however caused and the same are released from accountability or liability for any damage, loss, harm or injury to the person or any property of exhibitor however caused, nor for goods sent to the event venue (Shaw Centre) before or remaining after the conclusion of the event, nor while in transit to or from the event or during the event. Exhibitors must provide adequate insurance for their own personnel, exhibits and materials against such hazards. Exhibitors may be asked to provide proof of insurance to Show Management any time leading up to or at the event.
2.2 SAFETY MEASURES
Booths must not block emergency exits, fire-hose cabinets, fire alarm rooms, fire alarms, electrical rooms, signs, cleaning stations. All exhibitors must comply with the safety standards and guidelines outlined by the Shaw Centre, the Ottawa Fire Department, and other applicable authorities.
IMPORTANT NOTICE:
Helium balloons are strictly prohibited.
Any damages caused by exhibitors or their employees shall be repaired at their expense.
2.3 SECURITY & FIRST AID
To maintain order, security shall be provided in the Exhibition Hall during event hours. At least one security guard on duty during show hours will be first aid trained to handle any situations that may arise. Show Management reserves the right to intervene in any event that is potentially harmful or disturbing to visitors. It is expected that each exhibitor shall notify Show Management in the event of an accident, injury or incident requiring first aid or assistance of security. It is expected that all exhibitors take all necessary precautions to ensure protection of its merchandise. Management takes no responsibility for lost, stolen or broken goods.
2.4 SOLICITATION
Exhibitors, sponsors and event partners are not allowed to “charge” a fee for attendees to participate in any activity, demonstration, or to enter their booth unless otherwise approved by Show Management. Not only commercial soliciting, but distribution of samples, souvenirs and promotional items are prohibited outside the exhibitor’s own booth. It is also forbidden to distribute or exhibit articles that could impede exhibition activities or obstruct access to neighboring booths and aisles.
2.5 EXHIBIT PERSONNEL
Exhibitors will be responsible for the actions and doings of their exhibit personnel. Exhibitors shall ensure the presence of at least one person on duty in their booth throughout the period of the show. Show Management reserves the right to refuse admission to the show site to any exhibitor personnel who in, the opinion of the Show Management are unfit, intoxicated, or in any way create a disruption to the show. Exhibitor personnel must wear their assigned badge during event hours.
2.6 NOISE
Any sound system or equipment generating excessive noise is forbidden and will be removed at the exhibitor’s expense.
2.7 FOOD & BEVERAGE/SAMPLES
______________, is the exclusive food and beverage caterer for the Shaw Centre. Food will be available for purchase for exhibitors and attendees throughout show hours. Any exhibitor, who wishes to provide any food or beverage samples, must inform Show Management and fill out a food sampling form (note that not all forms of food/beverage will be approved.)
3) BOOTH SET-UP, APPEARANCE & GUIDELINES
3.1 BOOTH ITEMS & GUIDELINES
Show Management provides each exhibitor booth with; 8’ back drape and 3’ side drapes, 6’ skirted table, 2 chairs, a waste basket, and 4 exhibitor badges (per 100 s.f.), and an exhibitor kit for pre-show planning. Any additional products or services exhibitors require must be independently ordered and purchased through show-approved suppliers at the exhibitors cost (i.e. parking, electrical, internet, floor coverings, additional tables, additional chairs, shelving etc.) Exhibitor badges should be picked up from Show Management upon arrival of exhibitors. Additional badges may be purchased at time of booking or at the event. Lost badges required to be replaced must be purchased by exhibitors.
Items from your booth (carpeting, furnishings, display units, clothing racks, baskets, etc.) must remain within the perimeter of your allotted space at all times, and never protrude onto the aisles. Exhibitors must not post or display signs or other advertising in any area of the building other than their booth space or other approved areas. Exhibitors must pre-approve any floor coverings by Show Management before using within their booth. Show Management reserves the right at any time to alter or remove exhibits or part thereof, including printed materials, product, signs, lights, or sound, and exhibitors or their personnel if, in Show Management’s opinion, their conduct or presentation is objectionable to either event participants and/or attendees or if safety is a concern.
Subletting off booth space is prohibited. No exhibitor shall assign, sublet or apportion the whole or any part of the space allotted, nor have representatives’ equipment or materials from another business/organization/firm within their given space without approval of Show Management.
3.2 BOOTH LOCATION
Show Management assigns booth location on a first-come, first-serve basis with sponsors, partners or paid exhibitors having access to premium booths. Show Management retains the right to change or move exhibitors, as required.
3.3 CEILING ATTACHMENTS/RIGGING
Signs or banners may be suspended from the ceiling above exhibitors’ booths, upon prior approval by Show Management. This extra service may only be provided by Global Electrical Services, with extra charges applying to the exhibitor. An order form for this service is available from Show Management and must be completed in advance of the event according to the deadline of GES.
3.4 ADHESIVE TAPE
IMPORTANT NOTICE: The only tape authorized for use on exhibit hall floors are; Doublestick V (2-sided tape), Rainbow (1-sided 7ml vinyl), masking tape, #618 Suretape (cloth duct tape), and/or #174 high-adhesion double-faced tape. Acceptable wall adhesives are Lepage Fun Tak or similar putty adhesive. All adhesive products must be removable without damage to the surfaces or building finishes. Exhibitors will be charged for any tape damage and/or adhesive removal required.
3.5 LIGHTING
Standard lighting is maintained in the Exhibition Hall. Some booths may want to have extra lighting in their booths to enhance the ambiance and customer experience. Should you wish to purchase additional lighting for your booth please contact GES and/or ask Show Management for the appropriate order form.
3.6 ELECTRICITY
Exhibit booths do not include electricity. Exhibitors may purchase electricity from Global Electrical Services at an additional cost in accordance to Global Electrical deadlines.
3.7 TELECOMMUNICATIONS (TELEPHONE/INTERNET)
Exhibitor booths do not include internet or other telecommunication services. GES can provide telecommunications needs to exhibitor booths for additional costs.
4) MERCHANDISE
4.1 MERCHANDISE DELIVERY ADDRESS
Any exhibition material must be delivered FOB to the following address:
Exhibitor’s Name
Booth Number(s)
c/o Cindy Cutts
BPTW Career & Training Expo 2023
55 Colonel By Drive,
Ottawa, ON K1N 9J2
Shipments will be received at the facility beginning Wednesday September 27th @ noon. Shipments arriving before this date will be refused by the facility. Any charges incurred for early freight accepted by the facility will be the responsibility of the exhibitor.
4.2 HANDLING OF MATERIALS DURING THE SHOW & DURING SET-UP
Small cases, boxes or other parcels may be handled during the show, as long as they can be handled manually. No equipment (i.e. dollies) can be used on the show floor during the show’s hours of operation. Exhibitors must provide the necessary manpower to set-up their booth and may not begin to dismantle their booth or remove merchandise from their booth before 6:00 pm on Thursday September 28th 2023..
4.3 STORAGE
A small storage area will be available at the event. If you require use of the storage area please let Show Management know, in advance of the event, ideally at the time of booking. All items in storage must be clearly identified with the exhibitors name and booth number.
5) MOVE-IN AND MOVE-OUT
5.1 MOVE-IN
Exhibitor move-in will be on Wednesday September 27th between the hours of x:00 p.m.-x:00 p.m. A move-in schedule with the exact time you are to be at the loading dock for unloading materials will be sent to exhibitors two weeks prior to the event. Exhibitors and their carriers must adhere to this schedule in order to avoid congestion in the loading dock, on the show floor and additional fees. Show Management will be on site for move-in to facilitate set-up and answer any questions. All exhibitors with large booths must use loading docks.
5.2 MOVE-OUT
Move-out will be on Thursday September 28th between 6:00 p.m.-10:00 p.m. after the show concludes. Absolutely no items or merchandise can remain on site after this deadline. It is strictly forbidden to begin dismantling before the official closure. All merchandise and/or equipment must be ready at the loading dock before the vehicle is permitted to access the area.
6) POLICIES AND PROCEDURES
6.1 EXHIBITOR BREACH OF TERMS & CONDITIONS
Exhibitors who fail to meet the terms & conditions outlined here in accordance with the rules & regulations may be removed from the event at their expense with no refund of exhibit space purchased or may not be welcome to return in future years or at other Great River Media events. In most cases up to three warnings will be issued in writing to exhibitors before removal, however depending on circumstances of the breach, Show Management and security reserve the right to act immediately if there is a concern for the safety or well-being of others.
7) SHOW MANAGEMENT- CONTACT INFORMATION
Great River Media Inc.
Cindy Cutts, Show Producer
E: cindy@obj.ca
T: 613.715.2968
Mailing Address: PO Box 91585, Ottawa, ON K1W 1K0