EXHIBITOR MANUAL Your complete guide to exhibiting at CDDW - Canadian Association of ...
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EXHIBITOR MANUAL Your complete guide to exhibiting at CDDW™
The following material includes information relating to exhibits, suppliers, materials handling and show
details. Please ensure you read the attached information carefully and return all the required forms (for
GES, Fairmont, Showkraft etc.) prior to the deadline dates indicated in order to receive discounted pricing.
If you have any questions pertaining to the enclosed information, please contact the following:
Jacqueline Fell, Communications & Exhibits Manager
Canadian Association of Gastroenterology (CAG)
1.888.780.0007 ext. 224
jacqueline@cag-acg.org
KEY CONTACTS
ONSITE MANAGEMENT VENUE / INTERNET / PHONE
Canadian Association of Gastroenterology Fairmont Banff Springs
Jacqueline Fell - Communications & Exhibits Manager Mike Daigneault - Conference Services Manager
Oakville, ON Banff, AB
289.795.5199 (cell) 403.762.7888
jacqueline@cag-acg.org
FURNITURE / CLEANING / ELECTRICAL RIGGING - more info found here
TRANSPORTATION & CUSTOMS PSAV
GES CANADA - Fairmont Banff Springs Katie Baines Minty - Sales Manager, Fairmont Banff Springs
Conference Centre Banff, AB
403.762.2828 587.222.3924
banff@ges.com kminty@psav.com
ADVANCE WAREHOUSE AUDIO/VISUAL
GES CANADA Showkraft Productions
Calgary, AB 813 Underhill Drive
Please see the label in the GES Exhibitor Service Manual Delta, BC V4M 2V2
1.778.892.0493
info@showkraftps.com
IMPORTANT DATES
December 5, 2018 Platinum booth renderings due to: jacqueline@cag-acg.org
January 4, 2019 Early bird deadline for CDDW™ registration
January 4, 2019 Banff Springs hotel special conference accommodation pricing expires (based on availability)
January 15, 2019 Deadline for audio-visual orders to Showkraft Production Services
January 22, 2019 GES acceptance of advance shipping
January 30, 2019 Internet order forms due for Fairmont Banff Springs
February 11, 2019 GES order forms due for eligible discounts
February 22, 2019 Last day for shipments to arrive at warehouse
March 3, 2019 Industry Wrap-up Meeting (12h30 - 13h30 Ivor Petrak room)
Thank you for your support of CDDW™ 2019!
@cddwcanada #CDDW2019EXHIBITOR POLICIES 12. All Sponsors/Exhibitors at CDDW™ must adhere to Innovative
Medicines Canada and CMA guidelines. Booth activities
The following outlines the various opportunities, some general MUST NOT include giveaways, draws for prizes, prizes for
timelines and details to assist with planning, and the policies that completing surveys, any beverage/food service (including,
the CAG endorses with respect to CDDW™ 2019. These rules are for example, bottles of water, candies, etc.) or high profile
designed to ensure safety and fairness to all exhibitors: personalities. These activities are considered outside of the
guidelines for Sponsor/Exhibitor participation at CDDW™.
1. All exhibitors will have access to electrical outlets at their Exhibitors operating outside of the guidelines will be asked
booth. to cease the activity. Failure to comply with these guidelines
may risk the option for future exhibits/sponsorship at CDDW™.
2. All structures should be sound and meet all building codes Early dismantle and load out (prior to March 3, 2019 between
and fire regulations. Nothing may extend or project the outer 15h30 and 19h30) of booth will result in $500 fine. When
boundary of an exhibit into the aisles or to an adjoining booth. exhibitors take down their booths early, it directly impacts the
quality of the show. Delegates may think the Network Hall is
3. All exhibits must be freestanding and self-supporting. closed and will not attend.
Freestanding displays may be used provided neighbouring
booths are in no way hidden from view. Exhibit management 13. It is the CAG’s policy to communicate directly with the
reserves the right to restrict displays that unduly hamper Sponsor/Exhibitor concerning opportunities and activities
visibility to neighbouring booths. The exhibit manager has the at CDDW™. The CAG will not provide the resource to work
final decision in this regard. indirectly with a supplier(s) for any one Sponsor/Exhibitor.
Rather, it is the responsibility of the Sponsor/Exhibitor to work
4. All demi-walls must be constructed of suitable building with their supplier(s) and liaise with the CAG.
materials.
14. As in previous years, there will be NO delegate bag inserts
5. Sidewalls and back walls, which may show, must be finished at CDDW™ 2019 as we continue the “go green” paperless
on both sides. Reverse sides and backdrops must be finished approach. The CAG recognizes the importance to all involved,
or otherwise covered. When using an expanding display and of providing delegates with information related to the CDDW™
set-up, the support systems should be hidden. meeting, such as an invitation to visit an exhibit booth or
Gastro Expo, therefore a variety of communication options
6. Audio/Visual displays must be located within the exhibit space have been developed in the CDDW™ 2019 Sponsorship
to avoid congestion in the aisles. Volume is to be kept to a Package. When producing your materials, the content must
minimum. adhere to the guidelines provided in the Sponsorship Package
descriptions.
7. Management reserves the right to restrict exhibits, which,
because of noise or any other reason, become objectionable; 15. Participating sponsors/exhibitors will be able to have live
also to close, without indemnity, the exhibit of any exhibitor presentations held in the Gastro Expo walled-in area within the
who refuses, after notice, to conform to the rules which apply Network Hall. This is an opportunity to showcase products,
to all exhibitors. innovations, new indications, data and technology. The
assigned timeslots must be strictly adhered to. The Gastro
8. All dimensions and locations shown on the official floor plan Expo will be located within the Network Hall in a walled-in
are preliminary and are subject to change. Exhibit Management area and will contain seating for 40 delegates and will be
reserves the right to make any necessary modifications. equipped with a podium, projector and screen. Sponsors will
be expected to provide their own laptop. The sponsor/exhibitor
9. Each Exhibitor is responsible for the protection of the visitor. will be solely responsible for making delegates aware of their
particular Gastro Expo session; they may choose to advertise
10. Handwritten signs are not permitted. Nothing shall be posted this within their booth, or use the communication options
on, nailed, stapled, or otherwise attached to columns, walls, available to their sponsorship level. The CAG will add the
floors or other parts of the building or furniture of Fairmont listing to the CDDW™ Exhibit & Abstract Guide of the various
Banff Springs. sessions (session title/sponsor name/date and time) being
held within the Network Hall and will post notification of the
11. The CAG endorses Innovative Medicines Canada 2016 Code of Gastro Expo sessions on the Conference Monitor Signage.
Ethical Practices and the CMA Policy: Guidelines for Physicians The CAG will neither endorse nor accredit sessions held within
in Interactions with Industry for all events and activities the Gastro Expo walls. The CAG and CDDW™ logos must not
surrounding the CDDW™ meeting. Sponsors/Exhibitors be associated with the presentation or advertisement of the
participating in the CDDW™ events and activities must adhere presentation. Participating sponsors are free to choose the
to the Innovative Medicines Canada and CMA Guidelines. topic and content they wish to present provided it does not
The CAG will not be responsible for monitoring and enforcing directly conflict with any session topic already within the
these policies; that is the responsibility of the sponsors and CDDW™ program. Sponsors may elect to have a company
exhibitors. expert present or to involve specialist faculty; the latter is
arranged entirely by the sponsor and is not the responsibilityof the CAG.
16. In order not to detract from the CDDW™ program, the CAG does
not permit companies to hold meetings or events (other than
staff only) at any time during the CDDW™ educational program.
17. The formal CDDW™ program commences Friday March 1 at
08h00 through to Sunday March 3, 20h00. Two free evenings
have been included in the program: Friday March 1 following
the Opening Reception after 18h30 and Sunday March 3 at
20h00. Please join your fellow delegates at the CAG Social on
Saturday March 2 at 20h00.
18. The annual CDDW™ Industry Wrap-up Meeting will be held
at the Ivor Petrak room during CDDW™ on Sunday March 3,
12h30-13h30. Please ensure that a representative from your
company attends this session as it is the primary venue for
sponsors/exhibitors to provide feedback on CDDW™ 2019 and
to hear about future activities and plans. A meeting notice
will be sent to sponsors/exhibitors in January requesting
confirmation of attendance as well as any items they would
like to add to the agenda in advance of the meeting. Agenda
items may also be brought forward at the meeting.GENERAL INFORMATION SHIPPING
The Network Hall will be in the Van Horne B&C rooms located in the ●All shipping for Canadian and US exhibitors can be handled at the
Conference Centre. exhibitor’s discretion. CDDW™ has chosen GES as their preferred
supplier. ● To use GES, complete the Customs/Transportation Order
NETWORK HALL SCHEDULE Form in the GES Exhibitor Service Manual. GES will have staff
onsite to assist with all details. Exhibitors are encouraged to use
Exhibitor Load In: Thursday February 28, 2019 advanced shipping with GES. Shipping directly to Fairmont Banff
Platinum booths, 10h00 - 20h00 Springs is NOT permitted.
All other exhibitors, 12h00 - 20h00 ●All Shipments must be sent to the GES advance warehouse. Please
refer to the GES Exhibitor Service Manual.
Network Hall Hours
If you use GES for your material handling, they will unload your
Friday March 1, 2019 materials from your designated carrier and move them to your
09h30 – 15h00 & 17h30 – 18h30 (CDDW™ Opening Reception) booth during move-in. At move-out, your empty crates will be
returned to your booth and when packed and ready will be loaded
Saturday March 2, 2019 onto your carrier for shipping out.
10h30 - 15h30
PLEASE NOTE:
Sunday March 3, 2019
10h30 - 15h30 • ●GES is the official material handling contractor and advance
warehousing provider.
Exhibitor Move-Out: Sunday March 3, 2019 • GES is the official air and ground carrier for shipping to and
15h30 – 19h30 from the event, and customs broker.
• Shipping with GES is highly recommended. For more
** Early dismantle and load out of booth will result in information please see the GES Exhibitor Service Manual.
$500 fine** • If you are not shipping with GES, you may choose to use your
When exhibitors take down their booths early, it directly impacts own carrier, but you must ship to the GES advance warehouse
the quality of the show. Delegates may think the Network Hall is between January 22 - February 22, 2019.
closed and will not attend. • Shipping directly to the Fairmont Banff Springs is NOT
permitted.
• Exhibitors are permitted to set up their own exhibits if they
EXHIBIT INCLUSIONS choose.
• Deliveries or removal of equipment must be made before or
• ●Electrical supply is 750 standard Watt. Quantity supplied after exhibit hours, and only by individuals with appropriate
depends on booth package: identification.
Platinum – three 1500 electrical outlets
Gold – one standard electrical outlet
Silver – one standard electrical outlet CUSTOMS BROKERAGE, AIR FREIGHT
Bronze – one standard electrical outlet SHIPMENTS & CLEARANCE
Exhibitors – one standard electrical outlet
• ●GES is the Official Supplier for the trans-border clearing and
• 8’ high draped backdrop and 3’ high draped sidewall (not Customs Brokerage
applicable for Platinum sponsor booths) • Contact GES for customs clearance information when shipping
materials from outside Canada.
• Listing in the Exhibit & Abstract Guide • Special provisions have been set up to ensure your shipments
are expedited across the border.
• All exhibit space is carpeted (in the ballroom and foyer) • Contact GES Customs & Logistics Department at 403 218-
7428 or wmoroz@ges.com .
• Experienced trade show service suppliers (GES)
EXHIBIT GROUND/AIR TRANSPORTATION &
• Complimentary refreshments AM and PM, including lunch,
each day of the show FREIGHT FORWARDING
• ●Refer to your sponsorship package for registration inclusions ●Allow ample time for delivery to ensure that your exhibit materials
arrive on time.
• ●Tables and chairs supplied. Quantity supplied depends on
booth package: • All freight charges must be prepaid.
Platinum – no tables and chairs (lounges included) • Shipments to the GES advance warehouse must arrive
All other exhibitors – one 6’ table and two chairs between January 22 & February 22, 2019.• GES will remove all unclaimed freight left on the show floor to may think the Network Hall is closed and will not attend.
their warehouse after 19h30 on March 3, 2019 at the expense
of the exhibiting company. EXHIBIT LABOUR REQUIREMENTS
BOOTH LAYOUT Exhibitors may set up, operate and dismantle their own displays
using their own staff and employees. For additional general labour
●Each standard booth space is 8’ x 8’ and will be draped, with the during move-in and move-out or booth set-up, please contact:
exception of the Platinum booths. The floor in the Network Hall is GES CANADA, 403-762-2828, banff@ges.com.
carpeted. The CDDW™ drapery and skirting colour will be black.
EXHIBIT BOOTH VIOLATIONS
Standard Booths:
It is the responsibility of the exhibitor to correct any violations
• ●Are defined as one or more standard units in a straight line. before the opening of the Network Hall. CDDW™ exhibit
• The approved maximum height for all standard booths displays management reserves the right to correct the violations at the
is 8’ only in the portion of the booth extending no more than 4’ expense of the exhibiting company if not in compliance by 22h00
from the back wall. To the front of the booth, fixtures, tables, on Thursday February 28, 2019.
counters and other display materials must not exceed a height
of 4’.
FAILURE TO OCCUPY SPACE
Platinum Booths:
The exhibitor will forfeit any space not claimed and occupied
• ●Are defined as blocks of stand units with aisles on four sides. by 19h30 on Thursday February 28, 2019 and this space will
• 20’x20’ be resold, reassigned or used by the CDDW™ management. NO
• Identification signs and canopies will be permitted to REFUNDS WILL BE GRANTED FOR UNUSED DISPLAY SPACE.
a maximum height of 17’. Since a Platinum booth is
automatically separated by the width of an aisle from SUBLETTING
neighbouring exhibit, full use of the floor space is permitted.
• No walls wider than 4’, this includes conjoining walls, are No exhibitor may sublet any portion of their exhibit space to
permitted and they must not block a neighbouring exhibitor. another supplier without the express written consent of exhibit
Special requests should be sent to the attention of the Exhibit management.
Manager.
• If you plan to hang or rig anything, you MUST contact the
rigging supplier, PSAV. STORAGE
• Booth renderings must be submitted for approval by December
5, 2018 It is the exhibitor’s responsibility to properly store any crates/
containers. For your convenience, simply order material handling
services from GES and your materials will be taken away and stored
MOVE-IN until the end of the show.
Exhibitors are encouraged to use the official carrier, GES Logistics Note: there are no onsite storage facilities at the Fairmont Banff
& Materials handling services, for movement of their exhibits, Springs
especially when dealing with larger shipments. GES will pick up
your material, deliver goods to the appropriate booth, and remove Upon delivery of materials to Fairmont Banff Springs, your carrier
and ship them after the show. Should you wish to use your own will have to deliver your materials to your booth. All exhibit crates
carrier, please note that exhibit materials will not be accepted on must be off or ready for removal from the show floor by no later
the show site prior to the move-in times listed. than 21h00 on Thursday February 28, 2019 to allow for carpet
cleaning.
●Please use the mailing label found in the GES Exhibitor Service
Manual. Assuming you choose to use GES’s material handling services,
your crates will be placed in storage and returned at the close of
●Exhibitors may bring their own goods through the Hotel facility the show. All crates will be moved to the loading dock and loaded
loading dock and to their booths during permitted hours only. on your outbound carrier at the end of the show. Exhibits not
dismantled by 19h30 on Sunday March 3, 2019 will be dismantled
MOVE-OUT/DISMANTLING OF EXHIBITS and shipped by GES for a charge.
●Exhibitors may begin move-out on Sunday March 3, 2019 at ELECTRICAL AND LIGHTING
15h30 and are required to be out of the venue no later than 19h30.
Loading out, or dismantling earlier than 15h30 on Sunday February Unless otherwise requested, power will be supplied to the centre
11th, will result in a $500 fine. When exhibitors take down their back wall of each booth space. All hook-ups to building electrical
booths early, it directly impacts the quality of the show. Delegatesservice must be done through GES. The following requirements SOUND LEVELS
must be adhered to in the installation of all temporary electrical
and lighting equipment or service: ●Exhibit Management reserves the right to determine at what point
a) Use of Lumex wire in displays will not be permitted. sound constitutes interference with other exhibitors and must be
b) Use of duplex or triplex plugs will not be permitted. turned down or discontinued.
c) Exposed wire must be three-wire grounded of proper size
to serve the fixture to which it is attached. Exhibit Management must approve use of open audio systems in
d) Official electricians will refuse connections where wiring advance. Any attention arousing devices, such as noise makers,
constitutes a fire hazard flashing lights, movies, music, broadcasting, television, are subject
e) All electrical installations are subject to inspections. to review.
Note: Additional on-site electrical orders are subject to an extra No approval will be given to devices, which are obviously
charge. For additional electricity complete the required order form. distracting and annoying to other exhibitors.
The electricians will provide a power drop only to each exhibitor.
Extension cords to move the power within the display must be INSURANCE/LIABILITY
provided by the exhibitor at their expense, or rented from GES.
It is mandatory that exhibitors insure their exhibit materials, goods
Methods of connection to and distribution of electrical power must and/or equipment against theft, damage by fire, accident or loss of
conform to existing electrical safety standards. The Electrical any kind.
Inspector will be present at the Show to ensure all electrical ●
appliances; cords, connections and displays with electrical The CDDW™ Fairmont Banff Springs and GES will assume no
components comply with the Alberta Electrical Code. (Note: liability whatsoever for loss or damage caused by the exhibitor.
designation sticker, i.e. CSA, CUL, UCL, CGA and ETL). Any items
not meeting the standards will be requested to be removed from the SECURITY
show.
●CDDW™ provides professional security service after hours
CAMERA/ RECORDING EQUIPMENT commencing with the first day move-in and continuing until the
Network Hall is vacated.
AUTHORIZATION
Security guards will provide protection after hours during show
Audio, video or photo recording equipment is not allowed in days, but not for any individual exhibit. The security is peripheral
educational sessions or the Network Hall unless registered in only.
advance with exhibit management. ●
CDDW™ and Fairmont Banff Springs will assume no liability
SIGNS whatsoever for loss or damage through any cause of goods,
exhibits and other materials owned, rented or leased by the
To maintain high overall quality and to meet fire regulations, paper Exhibitor.
signs will not be permitted. Show cards may be used but must be ●
professionally printed in keeping with the overall appearance of the In-booth security is the responsibility of and at the expense of
show. the exhibitor. You may want to remove any valuable/portable
equipment at the end of each exhibit session.
CLEANING/JANITORIAL
STAFFING OF EXHIBITS
●The registration, foyer areas, aisles and feature areas will be
cleaned on a daily basis. Hotel cleaning staff will not enter any All exhibit booths are required to be staffed at ALL times during
exhibit for the purpose of sweeping or dusting. It is suggested that exhibit hours. Staff must wear the registration badge at all times
exhibitors, at the end of each day, sweep out their booths, placing during the show and move-out times. All badges are to be picked
waste material in the aisle, so that it may be removed during the up onsite at the Registration Desk.
night.
To register online, click here.
All exhibit booth areas: Vacuuming services can be requested for
the confines of your exhibit booth for an extra charge, to access Note: A special code is required to register. If you do not know your
these services complete the order form. code, please email: jacqueline@cag-acg.org.
●Additional registrations over and above what is included in your
FOOD SERVICES sponsorship package will be required to pay a full Non-member
Exhibitor (Full Conference) CDDW™ registration fee of $800 plus
●Food, beverage and candy are prohibited from being served from
tax. Please contact Jacqueline Fell (jacqueline@cag-acg.org) for
exhibit booths.the registration codes. must be left accessible and in full view at all times.
HOTEL ACCOMMODATION Sharp objects and other hazards may be declared unsafe and
exhibit management reserves the right to order their removal or
●Exhibitors should arrange their accommodation directly with correction. Fairmont Banff Springs reserves the right to test any
Fairmont Banff Springs, who will provide confirmation. Room materials to ensure its safety.
reservations are your responsibility. Reservations can be made in
one of two ways: Exhibitors showing equipment in operating condition must ensure
the safety of visitors, operators and other personnel.
Phone: +1-800-441-1414
Please quote the group code CDDW2019 when making your
reservation.
●To book online, click here.
Important: Special conference pricing is available until January 4,
2019 and is based on space availability.
INFECTIOUS OR DANGEROUS MATERIALS
No exhibitor shall display, bring on the premises or solicit any
substance or material that is infectious or dangerous to the health,
safety or well being of attendees.
FIRE AND SAFETY REGULATIONS
The following materials must be flame retardant if used for display
or decorative purposes:
• ●Paper (cardboard or compressed paperboard less than 1/8 “
thick is considered to be paper)
• Ruscus (holly)
• Dried Flowers
• Split wood and bamboo fibres
• Foliage
• Styrofoam
• Plastic material
• Textiles
The use of the following materials is prohibited: Open flame
(including candles, lamps and torches), oilcloth, tarpaper, sisal
paper, nylon, orlon and other plastic materials, which cannot be
made flame retardant, straw and hay, acetate fabrics, corrugated
paper, paper backed foil, unless glued securely to suitable backing,
combustible materials used for covering tables or for skirting
tables, Styrofoam constructed booths. Table coverings must be
treated unless they lie flat with an overhang no greater than 6
inches.
All display materials are required to be flame proof. No flammable
fluids or substances may be used or shown in the booths.
Flammable or combustible and/or compressed gases shall not be
used or displayed. (if this is required at your booth please contact
GES before January 3, 2019 to arrange approval with local fire
department).
Exhibit aisles and every designated exit shall be continuously
maintained free of all obstructions or impediments for instant use
in case of fire or emergency. Fire hose cabinets and pull stationsN.R.
Crump
Speaker Ready Room
Coat Rack
Van Horne A
105 106 107 108 109
CAG
GASTRO EXPO A
110
F&B
CDDW™ Registration
Enter
123 124 125 126 127
Exit
129 128 140
122 131 130
111
112 Note: F&B/lounge furniture placement subject to change.
121
132 133 134 135 113
120
139 138 137 136 141
Enter
Exit
F&B
114
Hallway booths are reserved for non-profit organizations.
119 115
GASTRO EXPO B
100 (CDHF) 101 102 103 104
118 117 116
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