Opportunities to Exhibit
EXHIBIT HOURS
Friday, September 24, 2010
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Saturday, September 25, 2010
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[Times are tentative: to be confirmed when program finalized] |
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~ SOLD OUT ~
EXHIBIT BOOTHS
Each booth space will be equipped with a standard booth, backwall 8 feet high and sidewalls 3 feet high covered with burgundy flame proofed drapes, one 6 foot skirted table and 2 chairs. Booth Size: 8’ deep and 10’ wide.
CEILING HEIGHT
All booths must have a maximum height of 9 feet.
ASSIGNMENT OF SPACE
Booths are assigned on a “first-come-first-serve” basis. Location compatibility is at the discretion of the CAO and CAOMS.
INSTALLATION/DISMANTLE
Displays can be set up beginning at 12pm,
Thursday, September 23rd and should be in place and completed by 6pm. No display
should be dismantled before the official closing time of 4:00 pm on
Saturday, September 25th. All exhibit material must be packed and removed
from the exhibit floor by 6pm on Saturday, September 25th.
LOCATION
The Fairmont Chateau Whistler, 4599 Chateau Boulevard, Whistler, BC V0N 1B4
(P) 604-938-8000
Macdonald Ballroom and Foyer
SECURITY
Will be provided during non-exhibit hours
DISPLAY CONTRACTOR
The firm “Whistler Show Services” has been appointed Official Supplier of Exhibit Services and Equipment. An illustrated catalogue will be sent to confirmed exhibitors.
Exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of injury to persons or damage to exhibitor’s display, equipment or other property brought upon the premises of the hotel and agrees to indemnify, defend and hold harmless the Group, the Hotel and its owners, servants, agents and employees against all claims or expense for such losses, including reasonable attorney’s fees, arising out of the Hotel premises excluding any liability caused by the negligence of the Group or the Hotel or its owners, servants, agents and employees.
SHIPPING AND STORAGE
Shipment of materials will be at the expense of the exhibitor. Due to lack of storage at the hotel, all shipments should be sent to Whistler Show Services from Monday September 13th up to Tuesday September 21st, 2010.
For all shipping arrangements and applicable costs contact:
Joanna MacAlister
Whistler Show Services
# 3 – 1208 Alpha Lake Road
Whistler, BC VON 1B4
(P) 877-938-4891
(F) 604-938-4892
(Email) info@whistlershowservices.com
Please note that not all courier/freight companies deliver to Whistler on a daily basis.
All shipments must be clearly marked with the conference name, shipping address, booth number, company name, number of pieces, as follows:
Conference Name
c/o Whistler Show Services
# 3 – 1208 Alpha Lake Road
Whistler, BC VON 1B4
Booth #:
Exhibit Company Name:
# of Pieces:
MATERIAL HANDLING
The Fairmont Chateau Whistler will not accept shipments prior to the exhibitor move-in date of September 23, 2010. Shipments received at the hotel in advance of the move-in date will be re-directed to Whistler Show Services and applicable storage charges will apply. Drayage and material handling services are provided by Whistler Show Services. These services include transporting material to the exhibitor’s booth location, removal of crates to designated storage areas, return of crates to booth at close of show as well as receiving of advance shipments at their warehouse. Contact Whistler Show Services for complete details.
SHOW CLOSING
Any shipment left on the show floor at the Fairmont Chateau Whistler after the move out period will be returned to Whistler Show Services warehouse at the Exhibitors expense until the shipper completes the correct paperwork for shipping.
CUSTOMS BROKERS
All custom needs, we recommend that you deal directly with Livingston Event Logistics as they will assist you in the completion of all customs documents. They can be reached at:
Livingston Event Logistics
Robert Skelly
(P) 800-663-0301 ext. 2108
(F) 604-687-5535
(Cell) 604-306-1342
(Email) rskelly@livingstonintl.com
ELECTRICAL CONNECTIONS
1 – 1500 Watt Electrical duplex outlet will be included with each booth. Additional electrical maybe ordered and paid for through Whistler Show Services.
Exhibitor Rules & Regulations
Space Restrictions
All demonstrations, discussions or other activities, such as the distribution of descriptive literature of any kind, must be confined to the Exhibitor’s own booth.
No exhibitor shall assign or sublet the whole or any part of assigned space.
Exhibits in conventional booth spaces are not limited as to the type of exhibit installed, however, the approved maximum height for all regular booth display spaces is 9 feet, including signs. There can be no exception on this height limitation. So that the display value of an adjoining booth is not destroyed, sidewalls, fixtures, and other display material may be erected to the maximum height of 9 feet, only in that portion of the booth extending not more than 48 inches from the backwall. From that point (48 inches from the backwall), to the front of the booth, fixtures, tables, counters and other display material must not exceed a height of 50 inches.
Nothing shall be pasted on, tacked, nailed, screwed or otherwise attached to columns, walls, floors or other parts of the building or furniture. Exhibitors violating this regulation are expressly bound, at their expense, to repair any such damage to the Hotel.
Fire Precautions
No combustible decorations, such as crepe paper, cardboard, or corrugated paper, shall be used at any time. All packing containers, and/or wrapping paper must be removed from the floor and must not be stored under tables or behind displays. All muslin, velvet, silken or any other cloth decoration must be flameproof. All materials and fluids which are flammable are to be kept in safety containers. Open flames, butane, gas, oxygen tanks, etc., are not permitted.
Hold Harmless
Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend and save CAO and CAOMS, The Fairmont Chateau Whistler and its employees and agents, harmless against all claims, losses and damages to persons or property, governmental charges or fines and attorneys fees arising out of or caused by Exhibitor’s installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole negligence of The Fairmont Chateau Whistler and its employees, and agents.
In addition, Exhibitor acknowledges that the CAO and CAOMS, The Fairmont Chateau Whistler, do not maintain insurance covering Exhibitor’s property and that it is the sole responsibility of the Exhibitor to obtain business interruption of property damage insurance covering such losses by Exhibitor.
Exhibitors’ Booth Personnel
Booths must have Exhibitor personnel in the booth during exhibit hours. Exhibitors will receive badges for booth personnel, maximum two per booth, without charge, unless otherwise negotiated.
Admission to the Exhibit Area
Admission to the Exhibit area will be by badge only and this rule will be strictly enforced. Additional Exhibitor representatives and persons wishing to visit the exhibit area only must obtain an Exhibits Visitor’s badge from CAO-CAOMS show management.
Show Closing
At the close of the show, Exhibitors should make certain that proper instructions have been given regarding the return of exhibit material to exhibitor facilities.
How To Become an Exhibitor
To become an exhibitor, you can either use our secure online server or simply download the printable Exhibitor Application Form (PDF Format), fill it out completely and mail or fax your completed registration to the address/fax number indicated on the form.
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