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2018 Annual Conference and Trade Show in Halifax

Exhibitor's Corner

The Exhibitor's Corner is your comprehensive guide to assist you in making the necessary arrangements for your exhibit at FCM's 2018 Annual Conference and Trade Show to be held in Halifax NS May 31 to June 2, 2018 (trade show dates).Tradeshow

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 Halifax!


Exhibitor Resources


IMPORTANT DEADLINES

May 9, 2018

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 9, 2018

FCM Exhibitor Profile

An Exhibitor Profile on FCM's 2018 Annual Conference and Trade Show website and in the Conference web app will enhance your organization's exposure at the conference.

Submit your 40-Word profile

Travel and Accommodations

Hotel and transportation information and discounts available on the FCM's website — Plan Your Trip

May 17, 2018

May 17, 2018

May 17, 2018

May 17, 2018

May 17, 2018

GES — Electrical and Rigging  

GES — All show Services

FMAV — AV and Computers

MicroSpec — Lead scanners

Halifax Convention Centre — Food & Beverage distribution

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List of Official Contractors and Services

Venue

Halifax Convention Centre
1650 Argyle street
Halifax, NS

Tel: 902-421-8686 
Web: https://www.halifaxconventioncentre.com/

 


Audio Visual Requirements

FMAV

Ryan McKinnon
Tel: 902-830-1430 
rmckinnon@fmav.ca

 


 

Official Service Contractor

GES
Customer Service Team
Tel: 514-861-9694 
clarkson@ges.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 services with GES, using the Exhibitor Order Forms. No furniture provided in the exhibit space. Includes 10'W x 8D' x 8`H exhibit space and 8' back and 4' side drape. If any other material is required, please order directly with GES (Early bird discount deadline is May 17, 2018

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 17.


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What is included with your booth

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

Exhibitor Package includes:
  • Exhibit space (10'W x 8'D x 8'H)
  • 6 Exhibit Staff badges providing access to Trade Show Hall. Meals provided during trade show days/hours
  • 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

Notes:

  1. Electricity, Internet and furniture are not included in the booth rental price
  2. The Halifax Convention Centre is 100% carpeted.  Carpet renal is not required.
  3. FCM does not provide a delegate list

 

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Exhibitor Staff Registration (Trade Show access Only)

A maximum of six Exhibit Staff Access 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.  Register your 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 + 15% 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 on the Convention Level of the Halifax Convention Centre, starting at 8 a.m. on Thursday, May 31. If additional badges are required during the show, please visit the Exhibitor Registration Desk.

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

Registration fee:
Exhibitors can participate in the conference sessions, workshops, study tours, keynotes and social events through the purchase of an Exhibitor Delegate Registration.  This is your chance to network with key municipal decision-makers at receptions, sessions and other events.

Exhibitor/Delegate Full Conference Pass Fees:  $640 + 15% tax (Early bird: April 13 deadline) or $755 + 15% tax Regular rate after April 13

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Floor Plan

Floor Plan

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Move-in / Move-out Information

FCM's 2018 Annual Conference and Trade Show will take place at:

Halifax Convention Centre
1650 Argyle Street
Halifax, NS  B3J 0E6

Tel: 902-421-8686

Dates and Hours

Exhibitor Move-in

Welcome Reception

Trade Show Day 1

Trade Show Day 2

Exhibitor Move-out

Thursday, May 31

Thursday, May 31

Friday, June 1

Saturday, June 2

Saturday, June 2

8:00 a.m. – 3 p.m. *(sharp)

5 p.m. – 7 p.m.

7:00 a.m. – 3:30 p.m.

7:30 a.m. – 3:00 p.m.

3:00 p.m. – 6:00 p.m.

* All booths/displays must be fully installed no later than 3 p.m. on Thursday, May 31, 2018.

Deliveries to the Halifax Convention Centre
Deliveries from Exhibitors will be accepted through GES as of Thursday, May 31 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 upon arrival to the Hotel, Exhibitors are NOT able to park at front doors of the Halifax Convention Centre to unload your vehicles. Exhibitors must unload at the loading dock off Market Street (one-way street; between Sackville and Prince Streets).  Access to the loading dock controlled by the Halifax 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.

Visit the Halifax Convention Centre loading dock webpage for full details on temporary loading and unloading, loading dock facilities, loading bays and elevator dimensions. Area map also available.


Booth Installation
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 — GES — is strongly recommended.

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

  • Exhibitors must identify this company by completing the Exhibitor-Appointed Contractor Form via Exhibitor Show Management no later than May 9.
  • 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 STRICKTLY PROHIBITED on the walls.

Halifax Convention Centre trade show hall is covered with carpet, therefore carpet rental is NOT mandatory.  Optional booth carpet rental is available from GES 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 Halifax Convention Centre does not permit cooking or any fire (including smudge ceremony) without prior arrangements and approval.

Helium balloons NOT permitted within the Halifax Convention Centre.


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


Removal of Exhibit Material
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 GES pertaining to the move-out of exhibits. Display booth cannot be dismantled before 3:00 p.m. on Saturday, June 2, 2018.

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.

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Booth Display Requirements & Regulations

GENERAL REQUIREMENTS

All display fixtures greater than 4 feet in height must be a minimum of 4 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 GES 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 4 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 to 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

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Exhibit Rules & Guidelines

Introduction

The policies, rules and guidelines contained in this 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 2018 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 Halifax 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 Halifax 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 2018 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.

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.


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.

FCM Great Prize Giveaway
Increase traffic at your booth by offering a prize.  On Saturday June 2nd, 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 photo

Contact Marie Klobucar at tradeshow@fcm.ca or call 613-907-6236. Prize draw form must be completed and returned on/before April 27.


Audio and 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 Halifax 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 Halifax 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 Halifax Convention Centre, Exhibitors must make arrangements satisfactory to Show Management, the Halifax 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 9 2018.

Insurance protection of the type described will not be provided to the Exhibitor by either FCM or the Halifax 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.

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Page Updated: 08/05/2018