Quebec City

The Exhibitor's Corner is your comprehensive guide to assist you in making the necessary arrangements for your exhibit at FCM's 2019 Annual Conference and Trade Show to be held in Quebec City, QC May 30 to June 1, (trade show dates).

Make sure to print out your Exhibitor Deadline Checklist to keep track of all important deadlines to make your participation even more successful.

The complete Exhibitor Manual is available for download, and Show Services kit is available by downloading the attached document.

We look forward to welcoming you in Quebec City!

Exhibitor resources

IMPORTANT DEADLINES

May 10, 2019 Show Management Forms—Complete these forms online The following mandatory Show Management Forms must be completed by all Exhibitors.
  1. Fire Safety Requirements Form
  2. Exhibitor Insurance Form
  3. Exhibitor-Appointed Contractor Form
  4. Exhibitor Badge Form (Trade Show Access only)
May 10, 2019 FCM Exhibitor Profile
If you have not already done so, submit your 40-Word profile to include in FCM's 2019 Annual Conference and Trade Show website and in the Conference web app. This will enhance your organization's exposure at the conference.

To verify if you have an existing profile, please visit FCM's 2019 Exhibitor Listing.
  Travel and Accommodations
Hotel and transportation information and discounts available on the FCM's website—Hotels
May 10, 2019 FREEMAN—Show Services
FREEMAN—Electrical and Rigging
FREEMAN AV—AV and Computers
MicroSpec—Lead scanners
Quebec City Convention Centre—Food & Beverage distribution

List of official contractors and services

Venue
Quebec City Convention Centre
1000 René-Levesque Blvd East
Quebec City, QC
Tel: 418-644-4000
Web: https://www.convention.qc.ca/en/
Audio-Visual requirements
FREEMAN AV
Bastien Lavoie
Tel: 418-649-5219
bastien.lavoie@freemanco.com
Official Service Contractor
FREEMAN
Lydia Mahiet
Customer Service
Tel: 514-868-6666
Lydia.Mahiet@freemanco.com
Service
  • Advanced & On Site Material Handling
  • Labour Services — Exhibitor Booth Set-up, Dismantling and Booth cleaning Services
  • Furniture, Carpet, Counters, Storage & Display Units, Accessories, Plant Rental
  • Signs
  • Material Handling
  • Transportation Services
  • Vehicle Access and Coordination

Book your online Show Services with Freeman, using the Exhibitor Order Forms or FreemanOnline option.

No furniture provided in the exhibit space. Includes 10'W x 10D' x 8`H exhibit space and 8' back and 4' side drape. If any other material is required, please order directly with FREEMAN—Early bird discount deadline is May 10, 2019

MicroSpec Lead Retrieval Scanners offer Exhibitors the opportunity to obtain delegate information captured from barcode located on delegate conference badges. Early bird rate ends May 10, 2019.

What is included with your booth

The following is included in the purchase price of each exhibit space:

Exhibitor package includes:

  • Exhibit space (10'W x 10'D x 8'H)
  • 6 Exhibit Staff badges providing access to Trade Show Hall. Meals provided during trade show days/hours
  • Free Wi-Fi within the Quebec City Convention Centre
  • Show pipe and drape
  • Exhibitor name, URL and 40-word company profile, name and website on FCM conference website
  • Exhibitor name, URL and 40-word company profile, name and website on FCM conference mobile app
  • Company name listing in delegate At-a-glance printed program

Important notes:

  1. Carpet, electricity, internet and furniture are not included in the booth rental price.
  2. The flooring at the Quebec City Convention Centre is NOT carpeted. Exhibitor is responsible for the floor of their exhibit space. Carpet rental is not required.
  3. FCM does not provide a delegate list.

Exhibitor staff registration
(Trade Show access only)

NEW THIS YEAR - Photo I.D. required

All Exhibit Staff must present a government-issued photo ID to pick up your badge on-site. Exhibitors will be required to wear the FCM issued badge and lanyard during the trade show hours. Name badges are not transferable under any circumstances.

A maximum of six Exhibit Staff Access Trade Show Only Badges will be issued per booth. This allows exhibiting staff access to the Trade Show Hall during the dates and times of installation and dismantle, and during official hours of operation. Badges are non-transferable. Register your Exhibit Staff through FCM's Show Management Form—Complete these forms online

Exhibitors who have more than six representative at a booth will be charged $175 + tax per individual over that number. Additional badges may be obtained by submitting a request to Marie Klobucar at tradeshow@fcm.ca

Exhibitor badges can be picked up on-site at the Exhibitor Registration Desk, located in the Main Hall of the Quebec City Convention, starting at 8 a.m. on Thursday, May 30, 2019. If additional badges are required during the show, please visit the Exhibitor Registration Desk.

Exhibitor/Delegate Conference Registration

Exhibitors can participate in the conference sessions and keynotes by purchasing an Exhibitor/Delegate Registration Badge. This is your chance to network with key municipal decision-makers at receptions, sessions and other events. To register Exhibitor/Delegate participants, please click here.

FCM Conference registration fee

Exhibitor/Delegate Full Conference Badge discounted fees:

$659 + tax Early bird deadline: on/before April 12, 2019

$775 + tax Regular rate: on/after April 13, 2019

Floor Plan

Floor Plan

Move-in/out Information

FCM's 2019 Annual Conference and Trade Show will take place at:

Quebec City Convention Centre
1000 René-Levesque Blvd East
Quebec City, QC G1R 5T8
Tel: 418-644-4000

Dates and Hours

Exhibitor Move-in* Thursday, May 30 8:00 a.m. - 3:00 p.m. Sharp!
Welcome Reception Thursday, May 30 5:00 p.m. - 7:00 p.m.
Trade Show Day 1 Friday, May 31 7:00 a.m. - 2:30 p.m.
Trade Show Day 2 Saturday, June 1 7:30 a.m.– 2:30 p.m.
Exhibitor Move-out Saturday, June 1 2:30 p.m.– 7:00 p.m.

* All booths/displays must be fully installed no later than 3 p.m. on Thursday, May 30, 2019.

Booth Installation

Empty booth Inspection Deadline*
All booths must be completely set up on/before 3:00 p.m., Thursday May 30, 2019. Any exhibitor not checked-in by 2:30 p.m. will be presumed abandoned and space may be released. Should exhibitor experience a travel delay, he/she must contact Marie Klobucar before 2:30 p.m. to advise of the delay.

No-show exhibitors may result in loss of booth space opportunities for the following year.

Exhibitors are allowed to unpack their own products and erect their own exhibits using the services of their own employees. Should Exhibitors require additional assistance in the setup of their display, the use of the official general contractor—Freeman—is strongly recommended.

If using the services of a display contractor other than Freeman, please note:

  • Exhibitors must identify this company by completing the Exhibitor-Appointed Contractor Form via Exhibitor Show Management no later than May 10, 2019.
  • The Exhibitor-Appointed Contractor must submit evidence of insurance before access is granted.
  • Representatives of the Exhibitor-appointed contractor must present themselves to the Exhibitor Registration Desk to pick up their work badges before access is granted.

In order to avoid damage to the facility flooring, it is the Exhibitor's responsibility to take proper care and diligence while moving equipment and materials, etc. Exhibitors will be responsible for any damage incurred to the facility. Booth furnishings that require suspension are NOT permitted. Nails, tape, screws, tacks, pins, etc. are STRICTLY PROHIBITED on the walls.

Deliveries to the Quebec City Convention Centre

Deliveries from Exhibitors will be accepted through Freeman as of Thursday, May 30 at 8 a.m. All boxes MUST be clearly marked with the following: the company name, the event dates, Trade Show (Convention Level) plus booth number and the on-site contact (see the required shipping label form that is required to be firmly adhered to every box/package)

Should Exhibitors be bringing their own materials with them, Exhibitors are NOT able to park at front doors of the Quebec City Convention Centre to unload their vehicle. Exhibitors must unload at the loading dock located at 855 rue Jean-Jacques-Bertrand street, Quebec City. Access to the loading dock controlled by the Quebec City Convention Centre's security office. You must drop off your exhibitor materials in loading dock bay then go and park your vehicle in surrounding area. You can also bring your own supplies directly to your trade show booth via main entrance or garage parkade.

Dollies will not be permitted after 3 p.m.

Visit the Quebec City Convention Centre website for loading dock details on temporary loading and unloading, loading dock facilities, loading bays and elevator dimensions.

Quebec City Convention Centre trade show hall is not covered with carpet, therefore, booth carpeting/floor covering is mandatory.

Booth carpet rental is available from Freeman or exhibitors can bring their own floor covering.

Tape leaving glue residue on floor and flooring is NOT permitted. All expenses for cleaning will be charges to the Exhibitor.

Aisles MUST be kept clear during set-up, operation and dismantling of the Exhibit. Fire exits, hose cabinets and pulls stations MUST remain in clear sight and accessible at all times. No dangerous displays will be permitted in the Exhibit area. The Quebec City Convention Centre does not permit cooking or any fire (including smudge ceremony) without prior arrangements and approval.

Helium balloons NOT permitted within the Quebec City Convention Centre.

No exhibits or displays may be dismantled before the official close of the trade show on Saturday, June 1, 2019.

Failure to comply to show regulations, early dismantling/departure may result in loss of booth space opportunities for the following year.

Booth Dismantling

Exhibitors are allowed to pack their own products and dismantle their own exhibits using the services or their own regular employees. Should Exhibitors require additional assistance in the dismantling of their display, the use of the official general contractor—Freeman—is strongly recommended.

Removal of Exhibit Material

FCM Show Management reserves the right to schedule a move-out sequence and set target dismantle times for individual booths. Exhibitors agree to abide by instructions given by Freeman pertaining to the move-out of exhibits. Display booth cannot be dismantled before 3:00 p.m. on Saturday, June 1, 2019.

If an Exhibitor fails to arrange for shipments of its material at the close of the Trade Show, Show Management reserves the right to re-route shipment via the official carrier to a warehouse, pending advice from the Exhibitor. The Exhibitor will be charged accordingly.

Booth Display Requirements & Regulations

GENERAL REQUIREMENTS

All display fixtures greater than 4 feet in height must be a minimum of 5 feet back from the aisle to avoid blocking the sight lines of other Exhibitors. Exhibitors whose displays exceed these dimensions may be asked to alter or dismantle that part of their display.

All exposed parts of the display structure must be draped or finished to present an attractive appearance when viewed from aisles or adjoining exhibits, and should not be objectionable to other Exhibitors or to Show Management. When necessary, drapes will be installed by Freeman at the Exhibitor's expense to cover exposed or unfinished parts of displays.

To ensure the display value of adjoining booths is not unduly limited, exhibit booth designs and walls, signs, fixtures and counters, product and exhibit displays may be erected to a maximum height of 8 feet only in the rear 5 feet of the booth. From this point to the front of the booth, they may not exceed a height of 4 feet.

Custom booth designs, signs, product and exhibit displays must be arranged in such a manner that they conform to this linear booth design. Maximum height of booths, products and display materials may not exceed 8 feet.

Any booth/displays exceeding 8 feet in height must contact Marie Klobucar at FCM at tradeshow@fcm.ca or 613-907-6236 on/or before April 30, 2019 to obtain approval and verify height restrictions that may apply to their booth space.

Where necessary in linear booth locations, drapes will be installed at the Exhibitor's expense to cover exposed or unfinished parts of displays

AC Booth specs

LINEAR BOOTH EXHIBIT

Exhibit Rules & Guidelines

Introduction

The policies, rules and guidelines contained in the FCM Exhibitor Manual should be read in conjunction with the Terms and Conditions contained on the reverse side of the Application and Contract for Exhibit Space. They are part of the contract made between the applicant for booth space (hereinafter called the Exhibitor) and the Federation of Canadian Municipalities (hereinafter called FCM). The term "Trade Show" shall mean the Trade Show portion of FCM's 2019 Annual Conference and Trade Show.

Contract

Submission of the Application and Contract for Exhibit Space, full payment of the required booth space cost and your receipt of a copy of the Application and Contract for Exhibit Space, countersigned by FCM, will constitute a contract to use the space assigned.

Interpretation of rules and guidelines

Exhibitors agree to abide by the conditions and deadlines published in the Exhibitors' Corner, the Terms and Conditions in the Application and Contract for Exhibit Space and by all conditions under which the space was leased to FCM by the Quebec City Convention Centre.

Exhibitors further accept responsibility for informing all their employees, suppliers or agents, appointed contractors and temporary staff involved with their exhibit activities, of these conditions and rules.

FCM shall have full power to interpret and/or amend the rules and regulations, which in FCM's discretion shall be in the best interest of the conference. The decision of FCM must be accepted as final, as is the case in any dispute with the Exhibitor or in any situation not covered by the rules and regulations.

FCM reserves the right to terminate the contract on-site, if an Exhibitor:

  • Fails to observe and follow these policies, rules and regulations.
  • Engages in unfair or deceptive trade practices.
  • Behaves in a manner which is prejudicial to the proper management of the event.
  • Does not comply with local, provincial and federal laws, rules, regulations and ordinances in force.

Sales of products

The purpose of the event is to educate and broaden the knowledge of conference delegates through demonstrations, presentations, products and service displays. Sales are permitted on the floor provided that transactions are conducted in an appropriate, professional and business-like manner. FCM reserves the right to restrict sales activities that it deems inappropriate or unprofessional.

It is the Exhibitor's responsibility to comply with any Canadian federal, provincial, territorial or municipal laws in force, and to collect and remit any taxes payable.

Advertising and publicity

FCM Show Management reserves the right to determine what is acceptable publicity and advertising by Exhibitors and to restrict, at any time, any display or activity which in FCM's judgment does not conform with the purpose of the conference. In the event that FCM deems such displays or activities to be inappropriate or undesirable, FCM will issue an order to cease and desist. FCM will assume no liability for any losses, costs or other expenses incurred by the affected Exhibitor.

Exhibitors may distribute promotional material and literature or other articles within the booth space allocated. As the focus of this conference is on sustainability, Exhibitors are encouraged to use promotional methods that eliminate or minimize the use of printed materials. Product and service demonstrations, presentations, interviews or other activities within the Quebec City Convention Centre are restricted to the allocated booth space.

Printed and visual products and promotional literature must be designed and produced in accordance with the professional nature of FCM's 2019 Annual Conference and Trade Show.

Exhibitors are responsible to ensure that promotional and product or service-related information intended for distribution to delegates during the event is factually accurate, and is professional and tasteful in its presentation. Whenever possible, FCM asks that information be provided in English and French.

FCM logo and name

The name and logotype of the Federation of Canadian Municipalities are propriety trademarks for exclusive use by FCM and may not be printed, used or displayed for any purpose, without the express knowledge and written permission of FCM. Such permission will not be granted for purely promotional purposes, or in any way to imply endorsement of an Exhibitor, product, service or activity.

The only Exhibitors permitted to display the Federation's "Corporate Partner" signs and logos are Corporate Partners in good standing.

To prevent misunderstandings, Exhibitors' promotional materials may not be phrased like this: "in conjunction with the Federation of Canadian Municipalities" or use similar language.

Any questions or inquiries, contact Marie Klobucar or call 613-907-6236.

FCM Great Prize Giveaway

Increase traffic at your booth by offering a prize. On Saturday June 1st, FCM will offer its "Great Prize Giveaway" (value of $750+ required).

  • We handle all the logistics, including the production of the paper ballots and their insertion in the delegate bag.
  • FCM will provide a draw drum to be placed within your exhibit booth (for delegates to drop off the ballot on 1 of 2 trade show days).
  • Winner must be a registered delegate and be present to collect the prize.
  • Your organization will receive the opportunity to keep the ballots after draw takes place.
  • A representative of your organization will present the prize to the winner
  • A professional photograph will be taken with your representative and the winner. FCM can provide a digital copy of the photos.
  • Ballots must be collected within 15 minutes of prize draw event closure.

Contact Marie Klobucar at tradeshow@fcm.ca or call 613-907-6236. Prize draw form must be completed and returned on/before April 26.

Demonstration, display and presentations

Exhibitors must not place demonstration areas at the edge of their booths if they expect many people to congregate there at one time, and should allow sufficient space within their booth area to absorb the majority of the anticipated crowd.

Exhibitors whose display arrangements or presentations cause spectators to interfere with normal aisle traffic, or unduly overflow the display area of neighboring exhibits, may be asked to limit or eliminate their presentations.

Audio Visual components of exhibits

Exhibitors may not operate public address, sound producing or amplifying devices which project sound above the normal level of conversation.

Audio and visual equipment as part of a display are acceptable; however, sound equipment which would be audible beyond the display should be equipped with earphones or enclosed within a special listening room. In addition, spectators at exhibits viewing audio and video displays may not obstruct aisles or interfere with access to other exhibits. Absolutely no manner of sound amplification is permitted for Exhibitors conducting live presentations.

Show Management reserves the right to determine when sound levels from audio and visual equipment constitute interference with others or become unacceptable. In such cases, sound levels will be reduced or the equipment will be removed at the Exhibitor's expense.

Noise, lights and odors

Show Management reserves the right to determine when sound levels from electrical and mechanical apparatus, or display-lighting and odor-generating devices or activities constitute interference with others or become unacceptable. In such cases, sound levels will be reduced or the equipment will be removed at the Exhibitor's expense.

Booth occupancy

Exhibitors must undertake to have at least one representative present at their booth at all times during the exhibit schedule. All Exhibitor representatives participating must be registered and wear the proper badges.

Photographing and Videotaping

Exhibitors may not photograph or videotape an Exhibitor booth without the permission of that Exhibitor.

The rights to any and all photography of the event are the exclusive property of FCM. The Quebec City Convention Centre and FCM reserves the right to photograph the event for its own records, publicity and promotion purposes.

Animals

No live animals, birds, mammals, rodents or reptiles are not permitted on the Trade Show floor without prior written permission from FCM. Certified guide/service/companion dogs assisting a person with special needs are welcome onsite. Advance notification is required. Contact Marie Klobucar at tradeshow@fcm.ca or call 613-907-6236.

Liability

The FCM will not be liable for any loss or damage to the property of the Exhibitor or its employees, due to fire, theft, accidents or any cause whatsoever that may arise during use and occupancy of the leased space at the Quebec City Convention Centre.

The Exhibitor agrees to indemnify and hold harmless FCM and its appointed official contractors and its employees against any and all claims of any persons whomever arising out of acts of omission of Exhibitors and their employees. (Exhibitors shall furnish their own public liability insurance).

FCM assumes no liability for damages or losses resulting from, or relating to, the failure of an Exhibitor to comply with the provisions of the Terms and Conditions as set out in the Application and Contract for Exhibit Space. If, due to unforeseen circumstances beyond the control of FCM, an Exhibitor's materials do not arrive in time for display during the entire period of the event, or any portion thereof, FCM assumes no liability for damages or losses to the Exhibitor and is under no obligation to refund the Exhibitor's fees.

Before any exhibit may be removed from the Quebec City Convention Centre, Exhibitors must make arrangements satisfactory to FCM Show Management, the Quebec City Convention Centre and the official and exclusive contractors, for the payment of any charges incurred by the Exhibitor in connection with presenting its exhibit.

Insurance

Each Exhibitor agrees to accept responsibility for maintaining adequate insurance against injury to persons, damage to or loss of property, products, equipment or decoration and inability to meet obligations outlined in the Exhibitor's Corner and Terms and Conditions as set out in the Application and Contract for Exhibit Space.

Exhibitors must provide evidence of Comprehensive General Liability insurance with a minimum limit of $2,000,000 CAD by completing and returning the Exhibitor Insurance Form to Show Management no later than May 10 2019.

Insurance protection of the type described will not be provided to the Exhibitor by either FCM or the Quebec City Convention Centre.

Exhibitors or their agents who desire insurance on their exhibit booths, display goods and staff must place the same at their own expense.

FCM reserves the right to prohibit access to the display floor to any Exhibitor from whom no proof of insurance has been received.

2019 Federation of Canadian Municipalities