OA

FC

20

18

Tra

de

Sh

ow

Ma

y 4

& 5

Ex

hib

itor M

an

ua

l O

AF

C 2

01

8

OAFC 2018 Trade Show Exhibitor Manual

Trade Show Date & Exhibit Hours Friday, May 4, 2018 and Saturday, May 5, 2018 10:00am to 4:00pm It is the responsibility of the exhibitor to ensure that booths are open and staffed between the show hours. Booth materials may not be removed until the end of the show at 4pm on May 5th. Failure to comply with this ruling may result in a $250 penalty invoiced to the company following the show.

The final number and location of exhibit booths will be at the discretion of Show Management and based on the floor plan (subject to change).

Show Location: The International Centre, Halls 2/3/4 6900 Airport Rd, Mississauga, Ontario L4V 1E8 Tel: (905) 677-6131

Show Management Managed by: Ontario Association of Fire Chiefs Questions should be referred to: Maureen Owens, Events & Trade Show Coordinator, 905-426-9865 ext. 224, Toll Free: 1-800-774-6651 Email: maureen.owens@oafc.on.ca

Move In The International Centre, Halls 2/3/4 Truck Wash Thursday, May 3 ................................5:00am Vehicles Only Thursday, May 3 ................................6:00am

Booth Set-up Thursday, May 3 ...................1:00pm–5:00pm Final preparations Friday, May 4 ....................7:00am–9:30am

Vehicles, which are to be a part of the trade show, can be parked overnight on Wednesday, May 2, 2018. Parking lot security will be provided on Wednesday night until Thursday morning. An email will be sent closer to the trade show date with a map of the area that will be used. Exhibitor vehicle move in will start on Thursday, May 3, 2018 starting at 6:00 am. Vehicles will be directed in according to the order determined by the OAFC staff. All vehicles must be ready to enter the exhibit hall at 6:00 am. Move in for the Exhibitor Outdoor/Demo space may take place any time after 6:00 am on Thursday, May 3, 2018. All displays must be ready at 9:30 am on Friday, May 4, 2018. Security for the Exhibitor Outdoor/Demo space will start at 5:00 pm on Thursday, May 3, 2018. You must have a registered paid space inside the Trade Show to be eligible for Outdoor/Demo space. Complimentary coffee, tea and water will be available on the day of move-in starting at 6:00am

Rules for trucks in The International Centre

Gas tanks should be 3/4 full

Gas cap should be sealed (taped or locked)

Disengage battery

Place an oil pan underneath when parked

Registration Exhibitor registration and booth move-in and set-up will begin at 1:00 pm on Thursday, May 3, 2018 in Hall 2, loading dock 47 (on the far right side, near the washrooms). Counter hours will be: Thursday May 3, 2018.......................1:00 pm to 5:00 pm Friday May 4, 2018............................8:00 am to 4:00 pm Saturday May 5, 2018........................8:00 am to 4:00 pm Fire service cadets will be available from 12:00 pm until 5:00 pm on Thursday, May 3 and 8:00 am until 5:00 pm on Saturday, May 5 to assist Exhibitors with move in and move out. Please note that during the Trade Show, the Exhibitor counter will be located at the attendee entrance through the Hall 3 main doors. Exhibitor set up will close at 5:00 pm on Thursday, May 3 and resume at 7:00 am on Friday, May 4. All exhibitors are to be completely set up in their designated booth(s) by 9:30 am on Friday. Doors open to the Trade Show at 10:00 am.

Please note that The International Centre deems the trade show floor a construction site therefore no one under 16 years of age is allowed on the trade show floor during move-in.

Move Out Saturday, May 5, 2018 ...................4:00 pm - 10:00 pm It is the responsibility of the exhibitor to ensure that booths are cleared and all exhibit materials are removed from the exhibit area between 4:00 pm & 10:00 pm on Saturday, May 5th. From a health and safety perspective, we ask that trucks not be started until 4:30pm. This allows an opportunity for booth vendors to pack up and leave before the trucks are started, and will mitigate exposure to exhaust fumes. * Fire service cadet volunteers will be available to assist exhibitors with move out. It is understood and agreed that any materials remaining after the above time will be removed and stored at the exhibitor’s expense.

Badges for Exhibitors Exhibitor identification badges will be available for pickup at the Exhibitor Registration. The badges will be prepared prior to the show based on exhibitors having submitted the Exhibitor Staff Badge Order Form found on our website at www.oafc.on.ca/oafc-trade-show-exhibitor-staff-name-badge-order-form-and-site-contact-information. Please return this form by April 13, 2018. Swapping or exchanging of Exhibitor Badges is prohibited. Any person found in violation will forfeit those badges and face possible suspension from future conferences.

Advertising Material The exhibitor may distribute advertising material from their booth only. In the event of a complaint arising from such distribution, the matter shall be referred to the Trade Show Manager for disposition.

OAFC 2018 Trade Show Exhibit Fees

Deluxe Booth 10x10 Inclusions: Black carpet, chair, draped table, side/rear drape, power (1500watt, 120v duplex outlet), wireless internet during show times (1), lead retrieval, 50 Trade Show guest passes, access to conference evening functions, passes for 3 to attend keynote both days and $40 worth of Lunch Vouchers.

Member Rate: $2125 Non-Member Rate: $2225

Additional Deluxe Booth 10x10 Inclusions: Black carpet, chair, draped table, side/rear drape, 50 Trade Show guest passes, passes for 2 to attend keynote both days.

Member Rate: $1650 Non-Member Rate: $1750

Enhanced Booth 10x10 Inclusions: Chair, draped table, side/rear drape, power (1500watt, 120v duplex outlet), wireless internet during show times (1), lead retrieval, 50 Trade Show guest passes, access to conference evening functions, passes for 3 to attend keynote both days and $40 worth of Lunch Vouchers.

Member Rate: $2025 Non-Member Rate: $2125

Standard Booth 10x10 Inclusions: Chair, draped table, side/rear drape, wireless internet during show times (1), 50 Trade Show guest passes, access to conference evening functions, passes for 3 to attend keynote both days.

Member Rate: $1800 Non-Member Rate: $1900

Additional Booth 10x10 Inclusions: Chair, draped table, side/rear drape, 50 Trade Show guest passes, passes for 2 to attend keynote both days.

Member Rate: $1550 Non-Member Rate: $1650

Fire Vehicle Space Inclusions: Wireless internet during show times (1), lead retrieval, 50 Trade Show guest passes, access to conference evening functions, passes for 3 to attend keynote both days and $40 worth of Lunch Vouchers.

Member Rate: $1900 Non-Member Rate: $2000

Additional Fire Vehicle Space Inclusions: 50 Trade Show guest passes and passes for 2 to attend keynote both days.

Member Rate: $1600 Non-Member Rate: $1700

Outdoor Demo Space 8x45 Inclusions: 50 Trade Show guest passes and passes for 2 to attend keynote both days.

Member Rate: $1450 Non-Member Rate: $1550

Fire Vehicle with Display Space Inclusions: Wireless internet during show times (1), power (1500watt, 120v duplex outlet) lead retrieval, 100 Trade Show guest passes, access to conference evening functions, passes for 3 to attend keynote both days and $40 worth of Lunch Vouchers.

Member Rate: $3125 Non-Member Rate: $3325

Feature Space Feature spaces are available by a square foot price. Please contact Maureen Owens at maureen.owens@oafc.on.ca or 905-426-9865 x224 for more information and to book space. If you require booth carpeting, furniture, storage, AV, Customs, shipping or cleaning the order forms are can be found at http://www.oafc.on.ca/event/oafc-2018-exhibitors#exhibitor_service_forms_tab

Additional Items Power (1500watt, 120v duplex outlet)…...……...$165 Wireless Internet during show times (1)………….$35 Lead Retrieval………………..…………..………..$155

All booths include name and booth number online, aisle carpeting, and 24 hour general security for set-up, show and dismantling. No portion of any display shall project into any aisle. Boxes, crates and cartons from which material has been removed must be neatly stored within the exhibit area or oved out of the Exhibit Hall during the show. Arrangements can be made in advance through the show decorator. Info can be found on the website at www.oafc.on.ca/event/oafc-2018-exhibitors#exhibitor_service_forms_tab

Removal of tape Removal of tape, tape residue and/or any other adhesive material used by exhibitors to secure booth flooring to the concrete floor, will be billed to show management at a rate of $4.00 a linear foot. (Approved double sided cloth tape is available for purchase at the Caldas offices and select show decorators).

Strategic Marketing Opportunities Capitalize on your investment in exhibit space by extending your marketing message beyond the booth. Each year the OAFC offers a selection of sponsorship opportunities that help maximize your product exposure and corporate visibility at our conference and trade show. Sponsors have direct access to the people who have buying power in Ontario's $1-billion fire service marketplace. With over 500 chief fire officers attend the conference, and over 2,000 trade show guests, sponsors can leverage their brand with an elevated profile. We love to work individually with companies to discuss ideas and customize your sponsorship to ensure your return on investment is met. Sponsorship comes with many options such as a 50-100% discount on outdoor demo space, hotel accommodations, access to the conference and evening functions, delegate contact details and more. For more information on sponsorship and to customize your marketing opportunity at OAFC 2018, please contact Michelle O’Hara at michelle.ohara@oafc.on.ca or 905-426-9865 x222 or visit www.oafc.on.ca/event/oafc-2018-exhibitors#strategic_marketing_opportunites_&_sponsorship_tab

Conduct Violation of any of the following conditions could result in the immediate cancellation of the exhibitor’s contract and all funds due or paid will be forfeited, and will result in immediate eviction from the show. The exhibitor agrees to use the said space solely for the display and/or sale of the product and/or service manufactured, distributed or sold as a bona fide sales agency (incorporated with the laws of Canada as such). He/she agrees not to sublet, assign or share any part of the exhibit space with any other manufacturer; distributor; wholesaler; jobber; sales agency or person or to allow orders to be taken within the exhibitor’s space by any person other than the exhibitor’s own employees or agents. Exhibitors are responsible for and agree to make good any damages to the building or Show equipment caused by their occupation of the space. Booths must be staffed at all times during the Show hours and alcoholic beverages are not to be served. Exhibitors are not to accost attendees in the aisle or in other exhibitor’s booths. Any breach of this regulation will be dealt with severely. Handouts of promotional material or product are strictly prohibited outside the confines of your exhibit space. Photographing another exhibitor’s display is not permitted without consent of the exhibitor. In addition, exhibitors are reminded that visiting other booths is by invitation only and are requested to observe this fundamental courtesy at all times.

Cancellation by Exhibitor In the event of a cancellation by an exhibitor, after March 1, 2018, the OAFC Show Management shall retain the exhibit fee unless a suitable replacement exhibitor can be found to purchase the space. There will be an administrative fee of $500.00 for all cancellations. All cancellations must be received in writing. No refunds will be given after April 1, 2018.

Customs Broker and Transportation Provider Exhibits from outside Canada must follow customs procedures.

The official Transportation provider for the conference is: STRONCO, 1510-B Caterpillar Road, Mississauga, ON L4X 2W9

Tel: 905.270.6767 Fax: 905.270.6771 E-mail:communications@stronco.com

Across North America 1.800.665.2621

Advance Warehouse Shipping STRONCO 1510-B Caterpillar Road, Mississauga, ON L4X 2W9 Tel: 905.270.6767 Fax: 905.270.6771 E-mail: communications@stronco.com Across North America 1.800.665.2621 Customs forms are available on our website http://www.oafc.on.ca/event/oafc-2018-exhibitors#exhibitor_service_forms_tab under the Trade Show Service Order Forms tab

Dress Code Dress code for delegates attending the conference, and related events has been designated as business-casual. Exhibitors are invited to dress accordingly.

OAFC 2018 Accommodations

A block of rooms have been reserved at the Delta Hotel Toronto Airport & Conference Centre. Exhibitors must contact the hotel to individually book reservations. Please note that the shuttle bus service is only available for the HOST hotel. OAFC Conference Rate rooms must be booked by April 3, 2018.

Main Conference Hotel Delta Hotels Toronto Airport & Conference Centre 655 Dixon Road, Toronto, Ontario M9W 1J3 Phone: 1-800-668-3656 OR 416-244-1711 Website: http://www.marriott.com/hotels/travel/yyzda-delta-hotels-toronto-airport-and-conference-centre/ Radisson Suite Hotel Toronto Airport 640 Dixon Road Toronto, Ontario M9W 1J1 1 (416) 242-7400 1-800-333-3333 or 416-242-7400. Hilton Toronto Airport Hotel & Suites 5875 Airport Road Mississauga, Ontario L4V 1N1 905-677-9900

NOTE: The OAFC does NOT use housing companies for accommodations. If you are contacted by one, it is NOT authorized by the OAFC.

Liability and Indemnification Exhibitors are responsible for any and all damage to The International Centre facilities and equipment, whether caused by transportation, installation or dismantling of displays, posters, signs; whether this damage is caused by those in attendance, or the exhibitor’s employees and/or guests. The Association and The International Centre will not be responsible for loss and/or damage or injury, no matter how caused, to exhibits, merchandise, or personnel, while such are on the property of The International Centre. The Exhibitor (Lessee) agrees that they will defend, indemnify and save harmless at all times the Association and The International Centre from all claims, demands, suits, or actions of any kind, including claims or rights created by statute for loss, expense, damage, or injury (including death), to persons or property, caused or contributed to by reason of the exhibitor’s occupation of the exhibit space, or by any act or omission of the exhibitor in connection with their delivering, setting up, or dismantling their exhibit, or by reason of the exhibitor failing to comply with provisions of this agreement.

All exhibitors shall provide their own comprehensive public liability insurance. Proof of insurance must be sent to maureen.owens@oafc.on.ca by April 13, 2018, naming the OAFC as the additional insured with a 30 day notice of cancellation, as below:

Ontario Association of Fire Chiefs – OAFC 2018 Trade Show 520 Westney Road South, Unit 22, Ajax, Ontario L1S 6W6

Please note that submitting the Exhibitor Registration Form indicates that you have read and agreed to the following Terms and Conditions as outlined in the Exhibitor Prospectus and as follows:

Terms and Conditions of Contract between the Exhibitor and the Ontario Association of Fire Chiefs. (“Management")

1. Management reserves the right to alter or change the space assigned to the Exhibitor. Management further reserves the right, at its sole discretion to change the date or dates upon which the show is held, or to cancel the show, and shall not be liable in damages or otherwise by reason of any such change or cancellation, other than to refund in full any amounts paid by the Exhibitor to Management.

2. The Exhibitor shall comply with all rules and regulations by Management for the show and agrees that

Management’s decision to adopt and enforce any such rule or regulation shall be final and binding.

3. The Exhibitor is responsible for compliance with all applicable law, bylaw, ordinances, regulations, requirements, codes and standards, including those with respect to fire, safety, health and environmental matters and shall ensure that all equipment, materials and goods used by the Exhibitor so comply.

4. The Exhibitor shall indemnify and hold Management harmless from and against any loss, injury or damages

whatsoever suffered by Management as a result of the Exhibitor’s failure to comply with the terms and conditions of this contract or as a result of the Exhibitors participation in the show, including without limitation, any third party claim against Management with respect to loss, injury or damage sustained or suffered by any other exhibitors, the owner of the building, attendees of the show, and their respective directors, officers, agents and employees.

5. This contract may be canceled by either party provided written notice is received by the other by March 1, 2018, in

which case all monies paid by the Exhibitors will be refunded less an administration fee of $500 per booth. If the Exhibitor cancels after such date, it will be responsible for the full contract price.

6. Management reserves the right at any time to alter or remove exhibits or any part thereof, including printed material,

products, signs, lights or sound, and to expel exhibitors or their personnel if, in Management’s opinion, their conduct or presentation is objectionable to Management or to other show participants.

7. Exhibitor’s display must comply with all requirements of Management and of the owner of the building, including

maximum height requirements. The Exhibitor must provide at least one, and not more than two, staff per booth/marketplace, to maintain display during show hours. The Exhibitor agrees to confine its presentation to the contracted space only.

8. All goods shipped to the show must be clearly marked with the name of the Exhibitor and the number of the display

space. Goods must not be shipped to the show with any shipping charges to be paid on arrival as any such goods will not be accepted by Management. Management assumes no responsibility for loss or damage to the Exhibitors goods or property either before, during or after the show.

9. In consideration of the Exhibitor’s participation in the show, the Exhibitor hereby releases Management, its directors,

officers, agents and employees from any and all claims, losses, or damages whatsoever suffered or sustained by the Exhibitor in connection with its participation in the show, including, without limitation, any claims for loss or theft of property, personal injury, or loss of business or profits, whether arising from any act of Management or otherwise.

10. The Exhibitor is responsible for the placement and cost of insurance relating to its participation in the show. The

Exhibitor shall carry liability insurance of $2 million with a $500 deductible, as well as such additional insurance as may be required by Management. The Exhibitor agrees to furnish immediately to Management upon request certificates of insurance pertaining to all policies of insurance carried by the Exhibitor together with satisfactory evidence from the insurers of the continuation of such policies. If the Exhibitor fails to comply with any of the foregoing, in addition to any other rights or remedies available to Management at law or under this contract, Management shall have the right to take possession of the display space for such purposes as it sees fit and the Exhibitor will be held liable for the full contract price for the said space.

11. The Exhibitor agrees that no display may be dismantled or goods removed during the entire run of the show. A fee of

$250.00 will be charged for any Exhibitors not in compliance. The Exhibitor agrees to remove the exhibit, equipment and appurtenances from the show building by the final move out time. In the event of failure to do so, the Exhibitor agrees to pay for such additional costs as may be incurred by Management.

12. The Exhibitor will comply with the rules and regulations of any unionized contractors, which may be selected by

Management to service the exhibitors. Any dispute between the Exhibitor and any such contractor or union representative will be referred to Management for resolution, whose decision shall be final and binding on all parties.

13. Management reserves the right to cancel this contract and to withhold possession of the space or to expel the

Exhibitor there from if the Exhibitor fails to comply with any terms and conditions of this contract or the show rules and regulation, in which case the Exhibitor shall forfeit as liquidated damages and not as a penalty all payments made pursuant to this contract, all without limiting Management’s other rights and remedies at law under this contract as a result of such failure to comply.

Insurance and Safety While every precaution is taken to safeguard exhibits, Show Management and The International Centre do not assume responsibility for the safety of exhibits against robbery, fire, damage, accidents or any cause whatsoever, whether during move in, show time or move out periods. In all cases, exhibitors must insure their goods and exhibits against such losses. Entry into storage and loading areas is at the exhibitor’s risk.

Show Management and The International Centre do not assume responsibility for personal injury due to accidents of any cause whatsoever.

Materials Handling/Dryage Materials handling will be available through STRONCO during the move in and out time. Please refer to aforementioned services in appropriate sections. Although security precautions will be taken, Show Management assumes no responsibility for the loss, either during the move in, the show, or the move out periods, of any article while it is on display in a booth or in a feature area.

IMPORTANT! On Thursday, May 3, material handling will end at 5:00 pm. No dollies will be allowed on the show floor after this time. You will be able to work in your booths only until 5:00 pm., at which time the floor area will be vacated. Exhibitors with badges will be permitted access to their booths from 7:00 am Friday, May 4 for final preparations.

Promotional Activities/Give-Aways All promotional activities must be confined to the exhibitor’s booth. Distribution of literature or promotional material in the aisles, meeting rooms, registration lobby, parking area, or any other area outside the booth is strictly prohibited unless authorized by the Trade Show Manager.

An exhibitor wanting to hand out give-aways MUST supply a sample and obtain approval from the Show Management prior to the opening so that Security can be advised. We encourage all exhibitors to take advantage of sponsorship opportunities.

Security/Protection of Exhibitor's Property The Show will have 24-hour security; however, Show Management accepts no responsibility or liability for loss or damage to merchandise or display material. Security will be on duty throughout move-in, show days and nights, and move-out. These people are there to safeguard your interests. Please extend them your fullest cooperation. You can assist by not bringing into the Trade Show halls during move in or take down any person not directly involved in the set up or dismantling of your display. Exhibitors are asked to contact the Show Office IMMEDIATELY if losses are experienced, so that an investigation can be conducted. The International Centre and the Association are not responsible for the protection or security of exhibits, merchandise, or personnel against robbery, theft, damage by fire, damage by water, accident or any other cause. In all cases, exhibitors should provide their own insurance. Security staff will be present in the exhibit area during those times when exhibitors are not required to be in attendance. The presence of security staff does not constitute acceptance of any responsibility by the Association and The International Centre for security of the exhibitor’s possessions, but is a service rendered only to assist the exhibitor during the show.

Trade Show Passes See booth inclusions above

Exhibitor Forms Download the following Exhibitor Forms on our website at http://www.oafc.on.ca/event/oafc-2018-exhibitors#exhibitor_service_forms_tab under the Trade Show Service Order Forms. 1. Staff Name Badge Order Form and On-Site Contact Info deadline April 13, 2018 www.oafc.on.ca/exhibitor-

staff-name-badge-order-form. 2. Showtech Order Form: Rental Lighting Temporary, Electrical Services, Sign & Banner Hanging (as per Show

Management’s Rules & Regulations) Mechanical Services (such as compressed air, water lines, drains, etc.). 3. STRONCO Order Form: Furniture & Drapery, Draped Tables, Premium Furniture, Modular Elements, Turnkey

Package, Exhibit Packages, Pop-Up Display, Material Handling, Advance Warehousing, I & D, Signage, Plants, A/V and Customs and Transportation.

4. Freeman AV Order Form : Audio/Visual Rentals. 5. The International Centre: Internet Services , Booth Security Service, Booth Cleaning Services