Welcome and Thank You for choosing to be a participant in the Vancouver Bike Show. 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 the Vancouver Convention Centre, West, Hall C , on Friday, March 2, 2012 at 8 am and management will be available to assist you for the duration of the Show.
National Event Management
#105 - 60 Renfrew Dr.
Markham, ON
L3R 0E1
Tel: (905) 477-2677 or (800) 891-4859
Fax: (905) 477-7872
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. Booth Accessory Package
8. Decorator forms(Furniture & Display Rental)
9. Electrical order form
10. Telephone
11. Internet
12. Hotel
13. Booth Cleaning
14. Parking
15. Audiovisual Rentals
16. Food Sampling
17. Exhibitor Badges
18. Customs Broker
19. Insurance
20. 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.
When you place an order for any show services; decorator, electrical, telephone, etc., to avoid any discrepancies in your orders, bring copies of your orders to show site.
Please print a copy of this checklist to assist you in avoiding missed deadlines and eliminating any problems that you might possibly encounter at the Show.
Check List
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Vancouver Convention Centre - West
Hall C
1055 Canada Place
Vancouver, BC
V6C 0C3
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Saturday, March 3, 2012 10:00am - 6:00pm
Sunday, March 4, 2012 10:00am - 5:00pm
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EXHIBITOR MOVE-IN TIMES
Thursday, March 1, 2012 4:00 pm - 7:00 pm
Friday, March 2, 2012 8:00 am - 8:00 pm
All exhibitors must be officially registered before set up. Please come to the show office and staff will direct you to your booth.
All exhibits must be complete by 8:00pm - Friday. Exhibitors will not be permitted to set up during show hours.
The aisle carpet will be in place Saturday morning. Dollies or carts WILL NOT be permitted on the carpet. Hand carried items only may be brought in on Saturday morning.
LOADING DOCKS
Exhibitor and freight entry to the West Building is via the West Truck Route off of Waterfront Rd. The West Truck Route has two-way traffic and is 28' wide and 17' maximum height. The loading area consists of 22 loading bays that can accommodate up to full-sized trailers. 7 bays have dock levelers. Loadiing dock clearance is 17' high, 12' wide. Each Exhibit hall has drive -on access through overhead doors. West Exhibit Hall measurements are as follows:
Measurement of overhead doors & length of vehicle for drive-on access: Hall C overhead door measurements 196" w x 184" h, can accommodate up to full-size trailer access.
VEHICLES ON SHOW FLOOR
Any vehicles to be displayed are subject to the following conditions:
- Fuel tanks must not be more than 1/4 full
- Fuel caps must be taped or locked shut
- Drip pans must be placed under vehicle
- Ignition must be disabled or the vehicle locked and hood inoperable from the outside of the vehicle
- Keys must be left with guest services
- Vehicles equipped with pressurized nitrous oxide tanks must have the tanks emptied prior to display in the facility. For safety reasons the use of spray bottles for cleaning and detailing of display vehicles is prohibited inside as the overspray can create a slippery and therefore dangerous floor surface.
BOOTH INSTALLATION & DISMANTLING
Should you require assistance setting up or dismantling your booth, Levy can provide this service. See attached sheet for rates.
Installation & Dismantling Order Form
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FREIGHT CARRIER:
If you require product shipped to or from the show, YRC Reimer is the official show carrier.
For service and Price Quotation please call 866-496-3976. You may also issue a pickup request to them via the internet at www.Reimerexpress.com or www.Roadway.com.
Reimer Information
NOTE: The Vancouver Convention Centre will NOT accept shipments prior to the Show move-in time.
SHIPPING DIRECT TO SHOW TO ARRIVE ON MARCH 2, 2012
You may ship your materials directly to the show during move-in hours. During move in hours, show management will accept shipments on your behalf. If you require assistance moving your supplies from the dock to your booth or a forklift, Levy will be available to assist you.
Please address to:
Company name
Booth number
The Vancouver Bike Show
Vancouver Convention Centre - West
Hall C
Via Waterfront Rd., Truck Route
1055 Canada Place
Vancouver, B.C.
V6C 0C3
Convention Centre Shipping Label
PRE SHOW SHIPPING (Shipping prior to March 2, 2012):
We recommend that you use YRC 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. There is no additional charge involved with holding your product. Your shipment will be left on the dock until you arrive.
Be sure your shipment is labeled clearly.
Company name
Booth number
The Vancouver Bike Show
Vancouver Convention Centre - West
Hall C
Via Waterfront Rd., Truck Route
1055 Canada Place
Vancouver, B.C.
V6C 0C3
If you choose not to use Reimer and use another shipper, you may ship to the Levy warehouse between February 1 - February 29, 2012. They will then deliver to the show for move-in. Charges will apply.
Address to:
Levy Show Services
3985 Still Creek Ave.,
Burnaby B.C. V5O 4E2
Outdoor Adventure & Travel Show
Company name
Booth number
Advanced Shipping to Levy Order Form
Payment and Credit Card Authorization
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Sunday, March 4, 2012 5:15 pm - 10:00 pm
Please note that move-out will begin once the show has closed and the aisles are cleared at approximately 5:30 pm. If you are able to carry your supplies out to your car we encourage you to do so.
Booths may not be dismantled before 5 pm. Please make your travel arrangements accordingly.
All material must be removed by 10:00 pm. Items left on the show floor after move-out is completed, will be forced off the floor and you will be responsible for any charges incurred.
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An all inclusive booth accessory package is available which includes a draped booth, carpet, 1 6ft draped table, 2 chairs and an electrical outlet. If you did not order at the time of booking and wish to have this package, please contact your sales representative The attached form is for choosing colours only, once the package has been ordered.
* Do not complete service forms for these items.
Substitutions to this package will not be accepted.
The cutoff date for ordering the package, as well as choosing colours, is February 16, 2012. If the colour selection form is not completed by the due date, the default colours will be used; Carpet - grey, Table Skirting - white.
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Levy Show Services
12340 Horseshoe Way
Richmond, BC V7A 4Z1
Tel: (604) 277-1726
Fax: (604) 277-1736
Show Colours
Booth Drapes - silver and green
Aisle Carpet - green
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If you have not ordered the all inclusive booth package and require an electrical outlet in your booth, please complete the attached form and fax to VCC by February 24, 2012, to receive the pre show discount rate.
VCC
Tel: (604) 647-7206
Fax: (604) 647-7325
Electrical Order Form
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If you require a telephone line in your booth please complete the attached form and fax to
VCC by February 24, 2012.
VCC
Tel: (604) 647-7206
Fax: (604) 647-7325
Check back soon for the telephone order form.
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If you require internet in your booth please complete the attached form and fax to
VCC. For preshow pricing send by February 24, 2012.
VCC
Tel: (604) 647-7206
Fax: (604) 647-7325
Internet Order Form
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We have secured a preferred rate of $139 single /double occupancy at the Renaissance Vancouver Harbourside Hotel.
Renaissance Vancouver Harbourside Hotel
1133 West Hastings St.
Vancouver B.C.
V6E 3T3
Tel: (604) 689-9211 or (800) 905-8582
When booking please quote group name "National Event Management". The deadline for booking is February 8, 2012. After this date, any reservation will be provided on a space and rate availability basis.
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Exhibitors are responsible for maintaining their own booth space. Booth Cleaning services may be booked through VCC.
VCC
Tel: (604) 647-7206
Fax: (604) 647-7325
Booth Cleaning Form
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Our event is located in the WEST Building of the Convention Center so we recommend that you park in the West Parkade. There is no parking pass available for this lot. Please see parking info attached .
Parking Information
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If you require any Audio Visual or Computer equipment in your booth, Levy can supply this. Please see the attached form.
Levy Show Services
Tel: (604) 277-1726
Fax: (604) 277-1736
AV Order Form
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TEMPORARY FOOD SERVICES APPLICATION
DO NOT COMPLETE THIS FORM IF YOUR SAMPLE IS PREPACKAGED, DOES NOT REQUIRE HEATING, DOES NOT REQUIRE REFRIGERATION AND DOES NOT REQUIRE PREPARATION ON SITE. SAMPLES OF A BEVERAGE SERVED INTO A DISPOSABLE CUP DO NOT REQUIRE THAT YOU FILL OUT THE TEMPORARY FOOD SERVICE FORM.
If you are sampling a food or beverage product THAT DOES NOT MEET THESE CRITERIA, you must complete the Temporary Food Services Application and return it to Lynn McVey no later than Wednesday March 2. 2011. We will submit all applications to the Health Department by the cutoff date.
Outdoor Adventure Show - Attn. Lynn McVey
Fax: 905-477-7872
Email: lmcvey@nationalevent.com
There may be an additional charge for sink rentals dependent on what the Health Department requires for your sampling products.
Please read the attached info on sampling at the Vancouver Convention Centre.
Sampling Information
Temporary Food Services Application
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Three weeks prior to the show, you will be mailed 6 badges per 10x10 booth and 12 badges for a 10x20 booth or larger. The badges will not be personalized but will have your company name only. Please be sure to distribute these prior to move-in, to the people working in your booth, If for some reason you are unable to do so, bring the badges to the show office during move-in and arrange to have them picked up there. Badges must be worn at all times to gain entrance to the show.
The lanyards are not enclosed with the package and may be picked up at the Show Office.
If you want the badges delivered to an address other than the one on your contract, please advise your sales rep.
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Livingston Commercial is the official customs broker for the Show. Should you require their services, please contact their office directly.
Livingston Commercial
Tel: (604) 687-5535 ext 7705 Attn: Hal Eckensweiller
Fax: (604) 687-1463
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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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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.
Exhibit Fire Prevention
Helium-filled balloons and other inflatable items must be approved by your Event Manager. Due to the complexity and costs of retrieving balloons from various areas within the facility, we request a deposit and signed waiver form when helium balloon decor is planned. If retrieval does not become necessary, the deposit is refundable post-event.
Balloon Waiver
Animals or pets, with the exception of service animals are not permitted in the Vancouver Convention Centre except as an approved exhibit, activity or performance legitimately requiring use of animals. Such animals or pets must be on a leash or in an enclosed pen, and under control at all times. The owner must take full responsibility for his or her pet.
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