november 20-23, 2017 - mern€¦ · multiply your contacts. since many opportunities for sales and...

EXHIBITOR’S GUIDE

November 20-23, 2017Québec City Convention Centre

QuebecMines.gouv.qc.ca

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In this document, the masculine to designate persons has no other purpose than that of brevity. QM2017_guide_exposant_an_july_2017

Exhibitors agree to familiarize themselves with the Exhibitor’s Guide and follow the guidelines it contains. Conference organizers reserve the right to refuse exhibitors who do not comply. Parts of the Guide may be revised or changed at any time (the date at the bottom of this page indicates the latest version).

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EVENT LOGISTICS

GENERAL CONFERENCE SCHEDULEDay Date Time

Short Courses and workshops Monday November 20 9:00 a.m. to 5:00 p.m.

Exhibition and conferences

Tuesday November 21 9:00 a.m. to 5:00 p.m.

Wednesday November 22 9:00 a.m. to 5:00 p.m.

Exhibition Thursday November 23 9:00 a.m. to 1:00 p.m.

Conferences Thursday November 23 9:00 a.m to 5:00 p.m.

Set up

Day Date Time

Monday November 20 9:00 a.m. to 10:00 p.m.

Tear down

Day Date Time

Thursday November 23 1:00 p.m. to 7:00 p.m.

No booth tear down will be allowed before 1:00 p.m. on November 23. Exhibitors violating this rule will lose their priority booking privileges for the next edition of the Québec Mines conference.

Loading dock access

Day Date Time

Monday November 20 7:00 a.m. to 10:00 p.m.

Tuesday November 21 7:00 a.m. to 9:00 a.m.

Thursday November 23 1:00 p.m. to 7:00 p.m.

ImportantDelivery and pick up of material is not allowed at the entrances to the Québec City Convention Center, only at the loading docks.

The Québec City Convention Center will accept material starting Friday, November 17, 2017, only. Pre-event storage fees apply for any material received before that date (see pre- and post-event storage).

Attention We recommend that you make use of intelligent devices such as cell phones and tablets in locations other than your booth, and outside official Exhibition Hall opening hours, so that participants can contact you at all times.

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Multiply your contacts. Since many opportunities for sales and partnerships should come from contacts made beyond your booth, not just those you make while standing behind it, you will also learn how to master business networking techniques.

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LOADING DOCK USE Exhibitors are asked to use the Level 4 loading dock for delivery of their material. It is located at:

855, rue Jean-Jacques-Bertrand Québec (Québec) G1R 5V3

Tractor-trailers must not exceed 13 ft 5 in in height and 53 ft in length.

Parking is not allowed at the loading dock. Only loading and unloading are allowed; vehicles in violation will be towed. The loading dock is designed to accommodate seven vehicles at a time.

ACCESS FOR HEAVY OR OVERSIZED EQUIPMENTA large door leading to Rue Jean-Jacques Bertrand is located at the western end of the service corridor on Level 4. It is 22 ft wide by 15 ft high.

PARKINGThe Québec City Convention Center is located near several underground parking lots. There are 1,575 spaces at Complexe Marie-Guyart (Complexe G), 1,000 at Place Québec, 400 at Place Haute-ville (Delta) and 1,366 at Stationnement D’Youville, all connected by indoor walkways. These parking lots are open 24 hours a day, 7 days a week (see Appendix 2).

Parking is prohibited at all times on the Promenade Desjardins.

SPACE ALLOCATION RULESExhibitors who participated in Québec Mines 2016 are invited to renew rental of their exhibit space for this year’s event. They will have 30 days to confirm their rental of the exhibit space and to send in their payment.

When confirming the rental of an exhibit space, a 2015 exhibitor may ask to be placed on a waiting list for a different exhibit room in case a space becomes available (see the included form).

Spaces that become available will be offered to the companies who have placed their names on the waiting list and this will be done by chronological order of entry. Note however that priority will be given to exhibitors who were present at Québec Mines 2016.

The organizing committee reserves the right to group exhibitors together by sector of activity. It also reserves the right to refuse an exhibitor if the mission, services or products of this company do not match the character of the Congress.

New exhibitors will have four weeks to send payment for their exhibit space. After this period, the allocated space will be offered to the next company on the waiting list. The time period allocated for payment may be shortened after October 12, 2017 and adjusted with regard to the time remaining prior to the event.

EXHIBIT BOOTHThe cost of leasing a 10-ft-by-10-feet booth space is $2500 + taxes. It includes one 15-amp (120 volt outlet), 1 conferences and exhibition pass* and 2 exhibition passes**. At the lessee’s request, 1 covered 72 in by 30 in table and 2 chairs can be added for free (if ordered before October 13, 2017).

(Please note that participant’s name changes will not be allowed on site).

* A conferences and exhibition pass includes access to conferences and the exhibition room.

** An exhibition pass includes access to the exhibition room only.

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DESCRIPTION OF PRODUCTS AND SERVICESEquipment Rental

Cost GST QST Total Quantity TOTAL

Booth structure (including 2 lamps)

Until October 12, 2017 $400 $20 $39.90 $459.90

Starting October 13, 2017 $500 $25 $49.88 $574.88

10 ft x 10 ft carpet

Until October 12, 2017 $160 $8 $15.96 $183.96

Starting October 13, 2017 $195 $9.75 $19.45 $224.20

Counter

Until October 12, 2017 $130 $6.50 $12.97 $149.47


Stool

Until October 12, 2017 $45 $2.25 $4.49 $51.74


(Pre - and post-event) storage of exhibit materials

Until October 12, 2017 $200 $10 $19.95 $229.95


Wastepaper basket

Until October 12, 2017 $10 $0.50 $1 $11.50


Additional chair

Until October 12, 2017 $15 $0.75 $1.50 $17.25

Starting October 13, 2017 $20 $1 $2 $23

Additional 72 in X 30 in draped table

Until October 12, 2017 $50 $2.50 $4.99 $57.49


Table (other type: square, bistro, etc.) Specify: ______________

Until October 12, 2017 $90 $4.50 $8.98 $103.48


Artificial plant

Until October 12, 2017 $50 $2.50 $4.99 $57.49


32 in screen with base

Until October 12, 2017 $180 $9 $17.96 $206.96



Until October 12, 2017 $210 $10.50 $20.95 $241.45



Until October 12, 2017 $235 $11.75 $23.44 $270.19


52 in or 55 in screen with base

Until October 12, 2017 $260 $13 $25.94 $298.94


Drink coupon

Valid for cocktails held Tuesday Nov. 21 or Wednesday Nov. 22, from 4 pm to 6 pm.

$8.70 $0.44 $0.87 $10.01

Internet connections* are provided by the Convention Centre supplier. To order, please contact Yves Fortier at 418-649-5219.

TOTAL

*Wi-fi will be available free of charge in the exhibition hall. However, there is a data limit. If you do not wish to be limited, we sug-gest you pay for a connection. All equipment that is suspended or positioned more than 8 ft from the ground (banners, structures, posters) requires prior approval from the organizers. Additional charges may apply. Contact Marie Dussault for more information.

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HangingAll equipment that is suspended or positioned more than 8 ft from the ground (banners, structures, posters) requires prior approval from the organizers.

On site, an exhibitor service counter will handle last-minute requests. A 25% supplement will be charged per item. However, some services may not be available after October 13.

MATERIAL HANDLING AND STORAGEDuring the eventFees for handling and storage of the exhibitor’s booth (boxes) at the Québec City Convention Center are included and paid for by Québec Mines during the conference. The Québec City Convention Center has storage areas near the exhibition halls and exclusively manages these areas. Storage during the event is mandatory. This service includes the labeling of goods and handling associated with storage.

Exhibitors arriving at the loading dock with material may bring it to their booth themselves or ask Québec City Convention Center’s staff. A cart will be made available as needed.

Exhibitors are not allowed to store the material themselves. No cardboard boxes or empty crates will be tolerated inside or behind a booth. Material must be labeled (see example in Appendix 1) and handed over to the Québec City Convention Center for storage.

ImportantAt the end of the exhibition tear down, all equipment not picked up by the exhibitor’s carrier or courier service will be automatically handled by the event’s official Commitee and fees will be billed to the exhibitor.

Pre- and post-event storageThe organizers of Québec Mines 2017 are offering exhibitors the opportunity to store their material before the event, from October 23 to November 19, 2017, and after the event, from November 23 to December 8, 2017.

` Material can be sent to the address below as of October 23, 2017.

` The cost of transportation, set up and tear down of the booth are not included in this service.

` The material must be picked up no later than December 8, 2017. Accordingly, exhibitors should prepare waybills addressed to their company using their carrier’s forms (FedEx, Purolator, UPS, Dicom, etc.).

` The price for handling and storage of exhibit materials before and after the event is $200 + taxes/ booth if reserved before October 15, 2017 and $250 + taxes if reserved after October 13.

` It is also possible to use this service solely before or after the conference; the cost is then $100 + taxes/booth or, if the service is reserved after November 20, $150 + taxes/booth. Please clearly specify your choice.

Delivery address:

Québec Mines 2017 Jonathan Aubin Ministère de l’Énergie et des Ressources naturelles 935, rue Fernand-Dufour Québec (Québec) G1M 3B2

` The total weight of all exhibit material must not exceed 110 kg (250 lbs).

` It is important to identify the containers with the exhibitor’s name and booth number.

` No material in pre-event storage will be delivered to the Québec City Convention Center before, Sunday 19, 2017.

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ImportantExhibitors who use courier services such as FedEx, UPS, DHL, etc. should make sure that customs fees, taxes, etc. are paid in advance. Any goods shipped “collect” will not be accepted by the Québec City Convention Center or Québec Mines organizers.

RESERVATION AND PAYMENT PROCEDURESpace reservation contractTo reserve a space, you must:

` fill out the attached form. ` send the completed form with the payment* to the following address:

Québec Mines 2017 Marie Dussault Ministère de l’Énergie et des Ressources naturelles 5700, 4th Avenue Ouest, D 316 Québec (Québec) G1H 6R1 Fax: 418-643-2816 Email: [email protected]

* Any balance not paid within 30 days of invoicing will bear interest from the date of the invoice at the rate stipulated by section 28 of the Tax Administration Act (R.S.Q., chapter A-6.002). Interest is capitalized monthly.

PaymentYou can pay by cheque payable to ministre des Finances. If you want to pay by credit card, we will send you a link by email when your contract will be received. Il will allow you to make an online and secure payment. Remember to send us the signed Space Reservation Contract with your payment.

CancellationAny request for cancellation of the Space Reservation Contract must be received by October 12, 2017. A cancellation fee equal to 25% of the contract value will be subtracted from the amount refunded. There will be no refunds for cancellation requests received after that date.

New!You now have the possibility to offer drink coupons for cocktails to be held in the Exhibition Hall on November 21 and 22, 2017. These coupons can be offered to your clients and will be labelled with your company’s logo.

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OBLIGATIONS AND RESTRICTIONSBooth set upBooth set up will be on Monday, November 20, between 9:00 a.m. and 10:00 p.m. No booths may be set up after that period. Exhibitors can only occupy the space allocated to them. No encroachment on neighbouring spaces or walkways will be tolerated.

Structure and sizeA booth structure may not exceed 8 ft in height, unless the exhibitor has previously obtained the Organizing Committee’s authorization.

To avoid hindering other exhibitors, structures, counters and tables at the sides must not be more than 4 ft high and those against the back wall of the structure must not be more than 8 ft high (within 5 ft of the back wall).

Using the divider curtains as display surfaces is prohibited.

During the showExhibitors will have access to the exhibition hall at 8:00 a.m.

Exhibition halls are supervised at all times. However, neither the Québec City Convention Center or Québec Mines 2017 organizers are in any way responsible for any loss, theft, property damage or injuries sustained by anyone during the conference.

OBLIGATIONSThe following restrictions and obligations apply to exhibitors and to workers involved in set up and tear down activities.

Insurance Exhibitors must have their own liability insurance. Québec Mines or its agents assume no responsibility for injury or for damage to products, booths, equipment or decorations, caused by fire, water or theft in the rented spaces or while being moved around the building, whatever the cause.

Waste managementExhibitors must use the various facilities made available for recycling (paper, cardboard, glass, plastic), both during set up/tear down and during the exhibition. Recycling of additional materials may be added to those listed above.

Waste receptacles should be placed outside the booth in the walkway every night, when the exhibition closes. They will be emptied by Québec City Convention Center staff free of charge. Waste receptacles left inside the booth will not be emptied.

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RESTRICTIONSCommon areasExhibitors must keep hallways, elevators, escalators, entrances, halls, digital signage, plasma screens, stairways, and building emergency exits or other rooms at the Centre free from obstruction at all times.

AnimalsThe presence of animals is subject to approval by the Québec Mines Organizing Committee. Only Service Dogs are allowed without restriction.

Cooking appliancesExhibitors must comply with fire prevention regulations. See the document “Fire Safety and Prevention Regulations” available at www.convention.qc.ca.

StickersStickers of any kind are strictly prohibited at the Québec City Convention Center.

Balloons and confettiThe use of helium-filled balloons must be preauthorized by the Québec Mines Organizing Committee. Fees will be charged for retrieving balloons from the ceiling after your activities. The use of confetti and glitter is prohibited.

Alcohol consumption during set up and tear down To reduce the risk of accidents, no alcoholic beverages are tolerated during set up and tear down activities.

Children For safety reasons, children are not allowed on the loading docks and in the exhibition hall during set up and tear down activities.

Fire Exhibitors must comply with fire prevention regulations. See the document “Fire Safety and Prevention Regulations” available at www.convention.qc.ca.

Noise limits Equipment or devices producing noise or odours that bother exhibitors or guests must be turned off. The noise level must not exceed 70 decibels at a distance of 4 ft from the source.

Adhesive tape The only adhesives allowed at the Québec City Convention Center are the following and can be purchased on site:

` Walls: 3M wall mounting tabs, No. 7220 ` Floors: Tuck tape 85 or Tuck tape 99, double-sided Echo tape DC-W188F ` Brick walls: 3M wall mounting tabs, No. 7220

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Food services Capital HRS Inc. has an exclusive agreement to sell and distribute food and beverages inside the Québec City Convention Center.

No food or beverages may be sold or distributed without written permission from the Centre’s management or from Capital HRS.

Smoking and electronic cigarettesThe Québec City Convention Center provides a smoke-free environment. Since May 31, 2006, under the provisions of the Tobacco Act, smoking is strictly forbidden inside the Centre and the loading docks, with no exceptions.

Motor vehicles Exhibitors must comply with fire prevention regulations. See the document “Fire Safety and Prevention Regulations” available at www.convention.qc.ca.

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APPENDIX - 1Sample address label

Sender’s name:_______________________________________________

Address: ____________________________________________________

____________________________________________________________

Phone: _____________________________________________________

Fax:________________________________________________________

Number of boxes: ____________________________________________

Carrier: _____________________________________________________

Customs broker’s contact information: ____________________________

EXHIBITOR’S NAMEC/O QUÉBEC MINES 2017Booth number(s): _________

Centre des congrès de Québec855, rue Jean-Jacques-Bertrand

Débarcadère niveau 4Québec (Québec) G1R 5V37

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APPENDIX - 3Move-out procedures at the closing of the exhibition

MOVE-OUT PROCEDURES AT THE CLOSING OF THE EXHIBITION

LOADING DOCK 875, rue St-Joachim G1R 5V4

ACCESS TO THE QUÉBEC CITY CONVENTION CENTRE LOADING DOCKS

LOADING DOCK 855, rue Jean-Jacques-Bertrand G1R 5V3

Please note that any exhibitor who wishes to use

a courier service (FedEx, UPS, Purolator, DHL, etc.) must complete the waybill HIMSELF with his account

number and contact the courier to order his material

pick-up.

After dismantling you must use the loading dock to move your material out.

FOR INFORMATION:

418 644-4000 Dollies are not allowed in the Centre’s main halls.

Parking by the Convention Centre's main entrance

(Promenade Desjardins) is prohibited.

THANK YOU for your cooperation

The exhibitor asks the loading dock master for an exit coupon.

The exhibitor drives to the loading dock and shows his coupon to the traffic attendant who gives

him access to the loading dock.

Once all material is ready and properly labeled, the exhibitor informs the Convention Centre

staff, who advises the loading dock master.

At the end of the time period allowed for teardown and move-out of the show (name of the event), the

official carrier of the event (to be determined), represented by (to be determined) at telephone

number (to be determined) will automatically be in charge of the remaining material.

All fees will be charged to the exhibitor.

CLOSING OF THE EXHIBITION The decorator removes the aisle carpeting if applicable.

Return of empty crates for re-crating. Exhibitor wraps up and labels his material.

Show Management

Material handling is done by the

Convention Centre staff.

The Exhibitor

The exhibitor handles his material himself to the

loading dock. OR

The exhibitor who has paid the handling fees asks the Convention Centre staff to

carry his material to the loading dock.

MOVE-OUT OF MATERIAL BY: MOVE-OUT OF MATERIAL BY OFFICIAL CARRIER

Recycling containers are located at the entrance of the room, in the service

hallway.

november 20-23, 2017 - mern€¦ · multiply your contacts. since many opportunities for sales and...

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