Exhibitor Manual Brochure

2014 AECL Suppliers Day Exhibitor Manual September 10 & 11, 2014 2014 AECL Suppliers Day Exhibitor Manual Page 2 of 16 Dear Exhibitor, At OCI we would like to welcome you to the 2014 AECL Suppliers Day in Chalk River, Ontario. This event is organized and run by OCI and is open for participation from all current OCI members. This Exhibitor Manual provides details around the terms and conditions pertaining to the 2014 AECL Suppliers Day exhibition. The event will be held on Wednesday, September 10, 2014 (Workshop & Pre-Event Dinner) and Thursday, September 11, 2014 (Exhibition), at the AECL facility in Chalk River, Ontario. This event brings together manufacturers, engineers, procurement staff and other industry leaders to network with AECL Staff and interact with other industry professionals. This year’s event will feature over 65+ suppliers showcasing their products and services. Please note that trade show Exhibitor Lists will only include those who are paid in full by August 14, 2014. If you have not already paid, please remit payment to the address below: Organization of Canadian Nuclear Industries ATTN: Marina Oeyangen 1550 Kingston Road, Suite 219 Pickering, ONT L1V 1C3 Due to overwhelming success, OCI is continuing with the Booth Passport System for this event, in order to ensure foot traffic to all areas of the exhibition. This fun and interactive system provides AECL staff with a passport that will be initialed as they travel to different locations through the hall (booths will be selected randomly throughout different areas of the venue). Completed passports are then handed in at the registration desk for a prize draw. Only completed forms are eligible for winning. OCI will arrange for the prizes and the draw will occur at the close of the event on September 11nd. In addition to the passport program draw, exhibitors may arrange and manage their own draws at their booth. Exhibitors must read the Terms & Conditions, sign the Exhibitor Contract (Appendix A) and return the completed form to OCI to confirm their participation. We look forward to seeing you in September. Should you require any additional information or clarification, please contact Meagan Sweeney or myself at (905) 839-0073. Yours truly, Marina Oeyangen Manager of Member Services OCI 2014 AECL Suppliers Day Exhibitor Manual Page 3 of 16 Table of Contents 1. General Information...........................................................................................................4 Location....................................................................................................................................4 Event Schedule Summary.........................................................................................................5 Hotel Accommodation..............................................................................................................5 Parking......................................................................................................................................5 Security.....................................................................................................................................5 2. Sponsorship Information..................................................................................................6 3. Exhibitor Set-up and Teardown......................................................................................7 Exhibitor Set-up and Teardown Personnel Access....................................................................7 Security Clearance Form...........................................................................................................7 Shipping and Delivery...............................................................................................................7 Teardown..................................................................................................................................8 4. Exhibitor Booth....................................................................................................................9 Pre-Event Dinner.......................................................................................................................9 Displays.....................................................................................................................................9 Booth Number Assignments...................................................................................................10 Booth Space Limitations.........................................................................................................10 Booth Passport Program.........................................................................................................10 Insurance................................................................................................................................10 Exhibitor Booth Layout...........................................................................................................11 5. Exhibitor Terms and Conditions....................................................................................12 6. Event Maps.........................................................................................................................14 Appendix A................................................................ .......................................................15 2014 AECL Suppliers Day Exhibitor Manual Page 4 of 16 1. General Information AECL Supply Chain Workshop Wednesday September 10, 2014 Time: TBD $75 per attendee (includes a light breakfast & lunch) Location TBD Pre-Event Dinner Wednesday, September 10, 2014 6:00 pm – 8:30 pm $99 per attendee Location TBD Exhibition Thursday, September 11, 2014 8:30 am – 3:30 pm $1400 per booth (includes two complimentary attendee tickets) $75 for extra attendees AECL Chalk River Laboratories 1 Plant Road Chalk River, Ontario K0J 1J0 2014 AECL Suppliers Day Exhibitor Manual Page 5 of 16 Event Schedule Summary Date Activity Length of Time Wednesday, September 10, 2014 AECL Supply Chain Workshop TBD Booth Set-up 2:00 pm – 5:00 pm Pre-Event Dinner 6:00 pm – 8:30 pm Thursday, September 11, 2014 Show Floor Open 8:30 am – 3:30 pm Teardown 3:30 pm – 7:00 pm Hotel Accommodation A block of rooms at the Best Western Pembroke Inn & Conference Centre has been set aside for attendees. Please call (613) 735 -0131 and quote “OCI” for the special group rate. For more information on this hotel, please visit www.bestwesternpembroke.com. Quality Inn & Suites Petawawa. Please call: (613) 687-2855 and quote “OCI” to reserve your room at the special group rate. You can visit www.petawawaqualityinnandsuites.com for more details. Holiday Inn Express Pembroke. Please call (613) 629-1990 and quote “OCI” to reserve your room at the special group rate. You can visit http://www.ihg.com/holidayinnexpress/hotels/us/en/pembroke/ytaca/hoteldetail for more details. Parking There are limited parking spots available on-site. Parking is free of charge for exhibitors and attendees. Please ensure that a Security Clearance form (www.oci-aic.org) is completed prior to Friday, August 30, 2014, to allow access to the AECL facility. Failure to do so will not allow clearance to the grounds/trade show. Participants are encouraged to car-pool due to the limited parking on site. Security AECL provides general, on-site, 24/hr security to the entire facility. Please note: OCI and AECL are not responsible for any lost or stolen goods, equipment or personal effects belonging to the exhibitors in the rented spaces. 2014 AECL Suppliers Day Exhibitor Manual Page 6 of 16 2. Sponsorship Information Benefits of being a Sponsor - Prime booth location - A representative of your organization will have the opportunity to bring greetings to the Attendees at the sponsored function (lunch / reception). - Acknowledgement during the function. - Sponsors will have their logo prominently displayed on the OCI website, outgoing emails, event signage and within the program guide. Sponsorship Opportunities Type of Sponsorship Additional Benefits Cost Pre-Event Reception ? Logo displayed on all promotional material ? 1 Complimentary seat at the Head Table $2000 Pre-Event Dinner $3000 Event Sponsor ? A representative of your organization will have the opportunity to bring greetings to the attendees at the opening ceremony. ? Two complimentary booth spaces including 2 attendants Rolls-Royce Civil Nuclear Trade Show Bags ? Bags are provided to all attendees ? Company logo printed on every bag $5000 Lanyards ? Lanyards with the sponsoring company’s logo will be provided to each attendee. Nuvia Canada Breakfast ? Logo displayed on all promotional material $2,000 Morning Coffee Break $1,500 Lunch WorleyParsons Afternoon Coffee Break $1,500 Program Sponsorships: ? Full-page ad space ? Programs are provided to every attendee 1. Inside Front Cover $1,500 2. Inside Back Cover $1,500 3. Back Cover $1,500 Any member in good standing can apply for sponsorship opportunities. Payment should be made in full no later than August 14th. If payment is not received by August 14th, your sponsorship is not guaranteed. 2014 AECL Suppliers Day Exhibitor Manual Page 7 of 16 3. Exhibitor Set-up and Teardown Exhibitor and Set-up Personnel Access Exhibitor and Set-up Personnel will have access to the Auditorium and Lobby for set-up between: Wednesday, September 10, 2014 – 2:00 pm to 5:00 pm Thursday, September 11, 2014 – 7:00 am – 8:00 am Exhibitors must set up their booths between the hours listed above. Set-up will not be permitted between 6:00 pm and 8:30 pm on September 10th – This time is reserved for the Pre-Event Dinner. Security Clearance Form All personnel/attendees that will be part of the set-up/exhibition/teardown MUST complete a security clearance form prior to August 30th, 2014. Individuals not on the clearance form will be denied access to the facility. SECURITY FORM COMING SOON Shipping and Delivery AECL will not accept items prior to Monday, September 8th, 2014, unless alternate arrangements have been made. No shipments will be accepted outside of regular business hours. The date, time, size of shipment, booth number, and who will be delivering the item(s) must be noted in the request. You must also identify whether or not storage is required. Storage space is limited in the facility; please take this into consideration when shipping your item(s). Any package received after the End Date of the Event will not be accepted. All returns will be sent collect. OCI and AECL will not be responsible for the failure to receive packages, the condition of any goods received or for any damage sustained in transit. Exhibitors are responsible to process cross border shipments through Canada Customs before delivery if applicable. OCI or AECL will not assume responsibility for clearing any such shipments. The Exhibitor is responsible for pre-paying duties, taxes and other expense on such shipments. OCI and AECL reserve the right to refuse and shipments that arrive with duties and taxes owing. 2014 AECL Suppliers Day Exhibitor Manual Page 8 of 16 All deliveries must be clearly marked for c/o OCI/AECL Suppliers Day 2014. Please see below for a sample label to be used for shipping materials. Teardown The show closes at 3:30 pm on Thursday, September 11, 2014. Teardown can begin within your booth immediately following the show closing. Please do not teardown displays prior to the scheduled time. Exhibitor and teardown personnel have access to the facility between: Thursday, September 11, 2014 from 3:30 pm – 7:00 pm Exhibitors must teardown their booth in the time mentioned above. Exhibits must not be dismantled, or removed before 3:30 pm on Thursday, September 11, 2014. If a display is not taken down before 7:00 pm on Thursday, September 11, 2014, AECL and OCI reserve the right to dismantle the display and charge the exhibitor accordingly. We strongly suggest that you do not leave your booth unattended during the set-up or teardown, especially if there are valuable items that can be easily removed. Carts, dollies, pump-trucks and all other assisting tools will not be supplied by OCI or AECL. We ask that exhibitors provide their own materials and bring all tools needed to move or display their booths. Sender’s Name Address Telephone # Fax # Number of Boxes Name of Exhibitor Carrier C/O (Event Name) Custom Brokers Name Booth # Atomic Energy of Canada Ltd. Chalk River Laboratories 1 Plant Road Central Warehouse, B457 Chalk River, Ontario, K0J 1J0 2014 AECL Suppliers Day Exhibitor Manual Page 9 of 16 4. Exhibitor Booth Upon purchase of your booth, your space includes: ? 2 complimentary attendee tickets ? 10’x6’ display area, defined with back and side drapes ? 8’ high back wall ? 3’ high side wall ? Two (2) chairs ? 8’ table – table cloth and skirting included ? Company name included on all relevant signage as well as inside the event program ? 120V power connection Your booth space does NOT include: ? Power extension cords ? Internet connection ? Booth cleaning during show hours ? Booth furnishings and decor ? Carpet in the booth ? Shipping, warehouse services and Customs ? Additional Storage ? Waste Basket Please Note: ? Large bins for garbage and recycling will be available throughout the facility ? Indoor 24-hour security is not provided. AECL is monitored 24/7, however the exhibition tent will be secured, but not monitored overnight. Pre-Event Dinner A pre-event dinner is scheduled for the evening of Wednesday, September 10, 2014 at Location TBD between 6:00 pm and 8:30 pm. All attendees are welcome to come, tickets to attend the dinner are $99 each and available to purchase on the OCI website (www.oci-aic.org). Displays Displays and installations must stay within the booth rental space and must not interfere in any ways with other exhibits, exhibitors and walkways. 2014 AECL Suppliers Day Exhibitor Manual Page 10 of 16 Booth Number Assignments Exhibitors can request two or three preferred booth locations by completing the Exhibitor Contract (Appendix A) and emailing it to Meagan.sweeney@oci-aic.org. A Floor Plan has been provided on page 11 for your convenience. We will accommodate all booth selection requests on a first come, first served basis. (Certain booths are pre-reserved for event sponsors, for more information regarding Event Sponsorships see page 6). However, OCI reserves the right to change a confirmed booth location due to necessary or unforeseen changes in the floor plan. Your booth number will be confirmed via email 1 week prior to the event. For additional information regarding your booth number or the registration process, please contact Marina Oeyangen at (905) 839-0073 or email marina.oeyangen@oci-aic.org. Booth Space Limitations In order to accommodate as many members as possible, OCI must limit booth space to one booth per exhibitor due to limited spacing in the exhibit area. If your display requires a double booth, OCI will consider your request that should be made to the OCI office no later than one (1) month prior to the Suppliers Day. Booth Passport Program OCI will once again be using the Booth Passport System, as a way to ensure foot traffic to all areas of the exhibition. This fun and interactive system provides AECL staff with a passport that will be signed as they travel to different locations through the hall (booths will be selected randomly throughout different areas of the venue). Completed passports are then handed in at the registration desk for a prize draw. Only completed forms are eligible for winning. OCI will arrange for the prizes and the draw will occur at the close of the event on September 11. In addition to the passport program draw, exhibitors may arrange and manage their own draws at their booth. Insurance Individual exhibitor insurance is not required. 2014 AECL Suppliers Day Exhibitor Manual Page 11 of 16 2014 AECL Suppliers Day Exhibitor Manual Page 12 of 16 5. Exhibitor Terms and Conditions Terms ? Confirmation of your registration and booth assignment will be sent via email prior to the event day. ? Payment is due upon registration or receipt. Please note that trade Exhibitor Lists will only include those exhibitors who have paid in full by Wednesday August 14, 2014. Please remit payment, if you have not done so, to the address below: ATTN: Marina Oeyangen Organization of Canadian Nuclear Industries 1550 Kingston Road, Suite 219 Pickering, L1V 1C3 ? Your company name, contact information, company links and other information collected during the registration process will be shared with conference participants, other exhibitors and/or instructors in the form of the Event Program. By registering for the 2014 AECL Suppliers Day, you are consenting to the use and disclosure of information for this purpose. Cancellations (Refund Requested) ? Any Cancellation Request by a registered exhibitor or event participant (registrant) must be received in writing via email to Marina Oeyangen at marina.oeyangen@oci-aic.org. ? For fee-based events, a request for cancellation (and refund) will be accepted up to the deadline time of 2 weeks prior to the event. Online (credit card) purchases have a deadline of 48 hours after purchase and no later than 2 weeks prior to the scheduled event. OCI must make commitments to suppliers at that time and making changes will result in additional labour, costs or penalties. If the cancellation request is received after the deadline, we cannot issue a refund, but will allow a substitute attendee instead. Refunds ? All approved refunds are subject to an administration fee to offset system and financial charges. The administration fee is 10% of the initial cost of the purchase. Exhibitors and event registrants have to understand that these events are organized well in advance of the actual date and with a limited number of participants. Food and beverages once ordered cannot be cancelled without minimum 5 day’s notice. ? Events held in Exhibitor Tents are subject to local weather changes and therefore, OCI will not be held responsible for damages to exhibitor booths or other items due to storm, wind or rain during the event. 2014 AECL Suppliers Day Exhibitor Manual Page 13 of 16 ? Please also note that OCI works closely with all Utilities to ensure staff attends the supplier day event. From feedback we have received from past participants, for a Successful Event: All Exhibitors are encouraged to invite their contacts to visit their booth to bring more awareness of the products and services. Substitutions ? Registrants who cannot attend an event are encouraged to exercise the option of providing a substitute participant to attend in his/her place. A written notification of a substitution will be accepted by email up to two-days before the event. General Terms ? If OCI or its event partner cancels an event, all registrants will receive a full refund of fees paid (no administration charge). ? All refunds will only be made using the original form of payment. For example, if you registered using a Visa card, any refund will be credited back to that same Visa card. ? Any of the above policies can be further expanded – we request that registrants carefully review all event related registration information (as found in your Exhibitor Manual, Registration Confirmation Email and/or the Event Web Page) for any additional terms or limitations that may apply to an event or program. 2014 AECL Suppliers Day Exhibitor Manual Page 14 of 16 6. Event Maps AECL Chalk River Laboratories The AECL Chalk River Laboratories is located near Chalk River, about 180 km (110 mi) north-west of Ottawa in the province of Ontario, just east of the Ottawa River. Turn right onto Plant Road from Highway 17; follow the signs directing exhibitors to the event site. Google Map: http://goo.gl/maps/ZQpFt Best Western Pembroke Inn & Conference Centre The BEST WESTERN Pembroke Inn and Conference Centre is conveniently located at the intersection of the Trans-Canada Highway (17) and Highway 41 in Pembroke, Ontario, Canada. Google Map: http://goo.gl/maps/TUORS Petawawa Quality Inn & Suites Take Highway 417 West towards North Bay. In Petawawa turn right on Hwy. 37 (Murphy Road) and follow till you see Kelsey’s Restaurant. Hotel is right behind. Google Map: http://goo.gl/maps/4n84m APPENDIX A – AECL EXHIBITOR CONTRACT All information on this form must be completed in full and returned via email meagan.sweeney@oci-aic.org or fax (905) 839-7085 to Meagan Sweeney at the OCI office. Company Name: ______________________________________________________________________________ Main Contact: Title: _____________________________________ ____________________________________ Address: Address 2: _____________________________________ ____________________________________ City: Province: Postal Code: _____________________________________ ________ ________________________ Phone & Extension: Ext. Email: _____________________________________ ________ ________________________ Website: ______________________________________________________________________________ BOOTH SELECTIONS: #1 ______ #2______ #3______ If you require a double booth, please contact the OCI Office, (905) 839-0073. BOOTH ATTENDEE INFORMATION Purchase of your booth space entitles you to two complimentary attendee tickets. Please provide the names of the two attendees below. Please note: All names and/or changes must be completed no later than Friday, August 15, 2014. Additional attendees can be purchased online at www.oci-aic.org. Booth Attendee #1 First & Last Name: Email Address: _____________________________________ ____________________________________ Phone & Extension: Dietary Restrictions: _____________________________________ ____________________________________ Booth Attendee #2 First & Last Name: Email Address: _____________________________________ ____________________________________ Phone & Extension: Dietary Restrictions: _____________________________________ ____________________________________ By signing below, I ______________________ have read and agree with the Terms and Conditions set out in the 2014 AECL Suppliers Day Exhibitor Manual and will abide by all show regulations and the requirements as identified in this manual. A facsimile copy or PDF scanned copy of this contract is binding. Signature _____________________________ Date: _________________