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2 Client Guide
Québec City Convention Centre – February 2019
WELCOME TO THE QUÉBEC CITY CONVENTION CENTRE!
You have chosen the Québec City Convention Centre and are therefore ensuring the success of your Event. This decision was not a stroke of luck; you had good reasons to select our unique venue.
The Québec City Convention Centre offers impeccable service in stimulating and comfortable surroundings, designed exclusively for meetings—all without harming the environment. You knew a solution-oriented team would be in tune with your needs and dedicated to offer you step-by-step assistance and solid expertise. A team anything but conventional!
This Client Guide will give you a great deal of important information regarding the Convention Centre’s procedures and services.
A real key player in your upcoming experience the Event Coordinator, assigned to your project, will guide you and offer you step-by-step assistance. Our mission: Be part of your success!
Need more information? Plan the unexpected by contacting your Event Coordinator today.
The Québec City Convention Centre Team!
Have a great Event!
The Québec City Convention Centre Team
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TABLE OF CONTENT
Billing – Broadcasting – Digital signage – Event Coordinator
First aid – Greeting personnel – Housekeeping - Included
services – Registration area – Rooms – Rooms capacities
Room layout plans – Security – Setup changes – Temporary
staff – Ticket office – Water service
Access with physical disability – Accessing the Centre
Alcohol permits – Audiovisual services – Auxiliary services
Adhesives – Allergies – Boutique – Concierge / Business
Centre Services – Computer rental – Copy services
– Carriers and Custom brokers – Decorations – Deliveries –
Drapes – Dressing rooms – Eco-friendly events – Event access
– Flags – Food services – Food samples – Guarantees (F&B) –
Internet Loading docks – Lounge – Material handling – Material
hanging – Media – Oversize signage Parking Plumbing –
Rigging points – Shuttle – Simultaneous interpretation – Snack
bar – Telephony – Video walls – Waste management
Webcasting
1 INCLUDED INTO THE ROOM RENTAL CONTRACT
2 CENTRE AND ITS PARTNERS SERVICES
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Alcohol vs setup & teardown – Animals – Balloons & Confetti
– Cloakrooms – Common areas – Costumer satisfaction Demo
vehicles – Elevators – Escalators – Event planning Event
scenario – Freight elevators – Gratuities – Heavy objects –
Insurance – Keys & cards – Lost & Found Production meetings
– Site visits – Smoke machine – Smoking policy – Sponsorship
– Storage – Taxes – VIP’s & Dignitaries
Exhibit halls – Exhibit plan – Exhibition floors – Exhibition
services (suppliers) –Exhibitor’s manual – Final cleanup Floor
marking – Material handling – Optional services (exhibitors) –
Shipments – Storage (Mandatory)
Benefits of working with FREEMAN Audio Visual – Checklist –
Loading docks access – Price list – Security measures and fire
prevention – Setups
3 IMPORTANT INFORMATION
4 HOLDING AN EXHIBITION AT THE CENTRE
5 APPENDIX
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Québec City Convention Centre – February 2019
CLIENT GUIDE
Billing – Broadcasting – Digital signage – Event Coordinator
First aid – Greeting personnel – Housekeeping – Included
services – Registration area – Rooms – Rooms capacities
Room layout plans – Security - Setup changes – Temporary
staff – Ticket office – Water service
ROOMS
Want to visit the spaces reserved in your contract? Take advantage of the interactive plans and virtual tours on our website, or visit the premises in person. Your Event coordinator will be happy to show you around our facilities.
Capacities
Capacities vary based on the selected room setup. For example, using rear projection and/or a large stage will greatly reduce the maximum capacities listed as a guide in our literature, especially for smaller meeting rooms. Your Event coordinator can provide you with basic plans to help you choose between the basic setup styles (theatre, classroom, round table, banquet, etc.) and make your room assignments.
Maximum capacities are always determined based on laws, standards, and regulations in force.
Room Layout Plans
The Convention Centre will produce layout plans for its main halls to help promoters determine furniture and audiovisual setup for their Event. Any changes to the preliminary plans may be charged based on the number of changes made.
All plans (setups and hanging items) must be approved by the Convention Centre’s Chief of Security and Prevention before set up in the room.
The exhibit decorator chosen by the promoter is responsible for producing exhibition layout plans, which much first be validated by the Centre before the promoter starts selling booth spaces.
Basic layout plans are also available upon request for clients or their suppliers wishing to design special layouts.
1 INCLUDED INTO THE ROOM RENTAL CONTRACT
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Setup Changes
Rooms reserved for your Event appear in Schedule A of the rental agreement. The first setup (tables and chairs) of a meeting room is included in the basic rate for the duration of the Event. Additional fees of 50% of the daily room rate will be charged for every change in setup.
SERVICES INCLUDED IN BASE RENT
Basic greeting services for welcoming and directing visitors (see details in the Greeting Staff/Temporary Personnel section)
Basic 24/7 security service (see details in the Security section)
Daily cleaning of public areas, meeting rooms, traffic areas, and exhibit areas
One standard setup per room based on the layouts shown in the Room Assignment Table, Appendix A, for the duration of the Event
One stage per room in breakout rooms (except rooms 200, 306, 400, and 2000)
Skirted tables and chairs for registration (limited number)
Skirted tables and sufficient number of chairs for head tables
Water service with pitchers and glasses for speakers and interpreters
One lectern (without microphone) per room subject to availability (limited)
Directional signage (see Digital Signage section for details)
Assistance of an Event coordinator
If required, a room used for the Event office and equipped with tables and chairs for the duration of the Event
If required, one water cooler per room for the duration of the Event (all rooms except 200, 400, and 2000)
Complimentary wall-to-wall Wi-Fi throughout the facility with 15 Mbps connection and unlimited data transfer.
Lighting, heating, ventilation, and air conditioning
The Centre provides these standard services in the areas provided for in your contract, at the activity times of your Event. Dimmed lighting is provided during setup and teardown. If your activities require additional lighting, it will be provided at your expense. FREEMAN Audio Visual Canada, our official audio visual services provider, will be able to help you with any questions you may have.
Water and drainage Room 400ABC is connected to a system of water and drainage. Hookups and disconnections are subject to charges.
Nonexclusive storage spaces Nonexclusive storage spaces may be temporarily provided based on availability for the packing and storing of goods during the rental period.
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EVENT COORDINATOR, A PARTNER IN YOUR SUCCESS!
Once your contract has been signed, an Event coordinator will be assigned to be your main contact for organizing your Event at the Québec City Convention Centre. Your coordinator will advise you on the services we offer and guide you with our team of experts and official suppliers through every step of the process to ensure the success of your Event. For your peace of mind, they will work with you from start to finish, assisting you at the Centre during your Event and throughout the billing process.
GREETING STAFF/TEMPORARY PERSONNEL
Greeting is a priority for us and key to our customer service, which is why we provide basic greeting services in your contract, such as monitoring access to the building and directing guests to the areas provided for in your room rental contract. Our qualified team has received special training to meet our quality standards and respond promptly in the event of an emergency situation.
Our versatile staff can also help you with additional staffing needs for registration, coat check, and crowd management. Contact us for a personalized offer based on your specific requirements. You will be charged for the additional staffing based on the rates indicated on the Main Services Price List.
SECURITY
The Québec City Convention Centre boasts an experienced, rapid, and well-trained security team that knows the environment and acts with the utmost discretion while keeping an eye on the premises. The Centre provides general security on a 24/7 basis as specified in your room rental contract. Our team plans the resources based on your activities and the number of attendees so that it can respond rapidly in any situation.
If you want to use our security services for specific tasks such as close surveillance, crowd control, or ID badge verification, or if you want a first responder assigned to your banquet, please let us know as soon as possible.
Note that if you plan on hiring an external security team, daily supervision fees will apply.
Please inform us of any protest that may be expected during your Event. Note that circulating with signs on wooden sticks is prohibited in all Centre spaces.
See the attached Fire Safety and Prevention Regulations for additional details on the standards and rules in force. Detailed instructions on safety measures for your participants are also available from your Event coordinator.
First Aid
The Québec City Convention Centre offers a first responders service. Our security personnel have received specialized training in paramedical care (oxygen therapy, EpiPen administration, defibrillator, etc.).
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To effectively deal with any situation, the Centre has two first aid offices with all the required equipment and supplies. These rooms are located in sectors 200 and 2000. A light care room can also be accessed via the public corridor. In addition, a stretcher and two defibrillators are strategically located based on the events being held.
Emergency assistance is available at any time by calling 4911 on the house phone. For any other security request, please dial 4900.
Have any special first aid needs for your Event? We can assign one or more first responders to your Event. Prevailing rates apply for this service.
HOUSEKEEPING SERVICES
The Centre performs general housekeeping as part of its basic services. For rented spaces, this consists of daily cleaning of meeting rooms, traffic areas, and exhibit areas.
Clients and exhibitors are responsible for keeping their own booths clean, but this can be handled by the Centre for a fee (see Booth Cleaning Service order form). If you would like to provide this service for your exhibitors, our exhibition manager can put together a service agreement for you.
The final exhibition room cleaning is at the promoter’s expense.
When the condition of rooms requires it, and when deemed necessary by your Event coordinator, final cleaning fees may apply at the end of certain conference-type events.
DIGITAL SIGNAGE AND BROADCASTING
Directional signage is a basic service included in your contract. Our digital signage network consists of a series of CRT monitors strategically located in all traffic areas and meeting and exhibit room entrances. The service enables you to display important information about the activities of your Event and direct participants to activity locations. To ensure proper signage, you must provide us with complete information about your activities, including titles to be displayed outside rooms, at least two weeks before your Event starts. The directional signage will be determined based on all the Events being held at the time.
For a small fee and maximal impact, you can personalize the screen backgrounds with your organization’s logo. Simply send us your logo in .psd or .ai format and we will take care of the rest. It is also possible to broadcast video images (without audio) and display the names of your sponsors.
TICKET OFFICE AND REGISTRATION AREAS
If you are organizing a public exhibition, Appendix B of your contract will provide you with all the terms and conditions related to the operation of our ticket office.
For all other types of events, the ticket office space at the Centre’s main entrance is designed specifically for registration and available at no charge, with priority given to events held in the rooms on Level 4. The availability of this space will be confirmed for you at least one month before your Event.
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If your registration must take place at another location, it will be planned according to visitor traffic, especially when multiple events are being held simultaneously. Your Event coordinator will provide you with additional details when the time comes.
WATER SERVICE
We provide a free water pitcher service for speakers and interpreters at the head table or in interpretation booths.
For attendees, water coolers are available in all breakout rooms 201 to 207, 301 to 309, and 2101 to 2105. Additional water coolers are also available for your needs in the main halls. Find out more!
BILLING PROCESS
The Centre’s billing process consists of four invoices sent out to the Lessee at different stages in the planning of an event and after it is complete. The following table lists the content of each invoice and when they are mailed to the Lessee.
Type of Invoices Content Mailing Date
On account Installments due according to the dates and amounts specified in the contract (generally exclusively room charges)
Stated in the contract
Contract Balance due as per the initial total rental cost If balance due on instalments
Scenario Requested services as well as room additions and modifications (scenario previously approved by the client)
In the week preceding the Event
Final Addition and modification of services and rooms, as well as any other fees (lost keys, long distance calls, etc.) and adjustments related to special clauses stated in the contract (meal, attrition, etc.)
Within 10 working days of the Event’s conclusion
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ACCESS WITH PHYSICAL DISABILITY – ACCESSING THE CENTRE ALCOHOL PERMITS – AUDIOVISUAL SERVICES – AUXILIARY SERVICES ADHESIVES – ALLERGIES – BOUTIQUE – BUSINESS CENTRE COMPUTER RENTAL – CONCIERGE DESK – COPY SERVICES – CUSTOMS –DECORATIONS – DELIVERIES – DRAPES – DRESSING ROOMS – ECO-FRIENDLY EVENTS – EVENT ACCESS – FLAGS – FOOD SERVICES – FOOD SAMPLES – GUARANTEES (F&B) – INTERNET LOADING DOCKS –LOUNGE – MATERIAL HANDLING – MATERIAL HANGING – MEDIA –CARRIERS & CUSTOM BROKERS – OVERSIZE SIGNAGE PARKING –PLUMBING – RIGGING POINTS – SHUTTLE – SIMULTANEOUS INTERPRETATION – SNACK BAR – TELEPHONY – VIDEO WALLS – WASTE MANAGEMENT WEBCASTING
AUXILIARY SERVICES
All other services not listed in the Services Included in Base Rent section are subject to charges. To facilitate your budget preparation, see our Auxiliary Services Price List.
ACCESSING THE CENTRE
The Québec City Convention Centre, located at 1000, boulevard René-Lévesque Est, is linked to the Hilton Québec and Delta Québec hotels and adjacent parking lots by pedestrian tunnels.
Parking
There are many underground parking spaces close to the Centre, including at the Marie-Guyart building (also known as “Complexe G”), Place Québec, Place Haute-Ville (Delta Hotel), and Place D’Youville, all linked by underground walkways. These lots operate 24/7. Parking spaces for heavy vehicles are also available nearby.
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Accessing Your Event
The various entrances of the Québec City Convention Centre are open according to predetermined event schedules, based on delegate and visitor circulation. Outside of these hours, you can access the Centre using magnetic cards provided by your Event coordinator.
Changes of the opening hours for delegates and visitors circulation can be made up to 48 hours prior to the Event.
To provide you with the best experience possible, any reserved access for your Event will be determined by your Event coordinator, taking into account the rooms in your contract and any other Events taking place at the time.
Remember: It’s best to confirm the address with us before sending out invitations to your participants.
Remember: It is recommended to confirm the address with us before sending out invitations to your participants.
No invitation or delivery to 900, boulevard René-Lévesque Est is allowed, since this is our administrative office. Please see the Loading Docks section for delivery addresses.
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Access for People with Restricted Physical Ability
The Centre is a Meeting Place for Everyone, designed to meet accessibility criteria for people with restricted physical ability. You’ll find spaces, access, equipment, and services adapted for all visitors. We are certified by Kéroul as Accessible to Persons with a Physical Impairment. If you have any special accessibility needs, please let us know at your earliest convenience so we can ensure appropriate strategies are in place.
DELIVERIES
Also see Material Handling/Storage
Deliveries must be made as per the schedule previously drawn up with your Event coordinator, who will also provide you with the address of the loading dock to use for your Event.
Courier and Carrier Services
Our personnel is available to accommodate courier services at the loading dock at 875, rue Saint-Joachim, Monday to Friday from 7:30 a.m. to 4 p.m. (Please note: the loading dock is closed from noon to 1 p.m.). Shipping and custom charges must be paid in advance and the name of the recipient must be clearly indicated.
LOADING DOCKS
The Centre has two loading docks to meet its clients’ needs. Ask your Event coordinator which loading dock to use for your Event.
Level 1 Loading Dock 875, rue Saint-Joachim, Québec City, Québec, G1R 5V4
The Level 1 loading dock is designed to accommodate three cube trucks (maximum 13 ft 3 in high by 48 ft long) at the same time. This loading dock is often used for events held in rooms on Level 2, and a Convention Centre employee is required to operate the elevator.
Level 4 Loading Dock 855, rue Jean-Jacques-Bertrand, Québec City, Québec, G1R 5V3
The Level 4 loading dock is designed to handle seven vehicles at the same time. Trailers should not exceed 13 ft 6 in in height and 53 ft in length. This loading dock is used mainly for events held in Room 400.
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Access for Heavy or Oversized Items
A large door facing rue Jean-Jacques-Bertrand is located at the far western end of the service alley on Level 4. The door is 22 ft wide by 15 ft high. If you need to use this door, please let your Event coordinator know, since special logistical arrangements must be made (e.g., security guard required at the client’s expense).
Parking is prohibited in the loading dock area, which is solely for loading and unloading. Offending vehicles will be towed at the owner’s expense.
MATERIAL HANDLING
Only the Centre’s staff or its representatives are authorized to handle materials being received, shipped, or stored on site. Only the Centre’s forklifts and hoisting equipment are authorized on the premises and they may be operated only by the Centre’s staff. An administration fee applies on holidays, weekends, and nights (from midnight to 7 a.m.).
HANGING MATERIALS ON WALLS AND CEILINGS
Fees apply for this exclusive service. Only Québec City Convention Centre personnel are authorized to operate the platform lifts.
Meeting Rooms
Meeting room walls are equipped with metal rails for hanging decorations or other items using hooks and chains. All materials and services are provided and handled by Centre personnel at the rates shown on the price list.
Main Halls and Public Areas
Any rigging and hanging is performed by our staff.
All hanging methods and loads must be approved in advance by the Québec City Convention Centre to ensure the safety of all.
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Rigging Points
Rigging point locations are shown on our technical plans, which are available on request.
Room Number of Points Capacity
400 More than 440 453.6 kg/1,000 lbs.
200 More than 850 340.2 kg/750 lbs.
2000 More than 200 453.6 kg/1,000 lbs.
Approved Adhesives
To maintain the quality of our facilities, only the following adhesives are accepted in the Centre:
SHUTTLE
This partner offers city tours, tour guides and bus charter. Other services available such as: visits to the major historical attractions in Québec City: Québec City by land and sea, regional excursions to Sainte-Anne-de-Beaupré, Île d'Orléans and the Montmorency Falls. Enhance your stay with the historical tour of Québec City and the Beaupré Coast as well as a whale-watching excursion off the Charlevoix coast! Why not a Québec City tour by double decker bus in the morning, followed by a tour of the outlying areas in the afternoon? Quality charters of the Québec City region. Professional, courteous and bilingual drivers.
Les Tours du Vieux-Québec Telephone: 418 664-0460 Toll-free: 1 800 267-8687 www.toursvieuxquebec.com
TELEPHONY
The Centre has its own telephone system and has a structured cabling system to accommodate a wide range of telephony services.
The major cellular networks have internal antennas that ensure good coverage anywhere in the Centre.
The Québec City Convention Centre’s phone number cannot be published as an official number for a trade show or conference.
For basic telephone services during an exhibition, please use the order form. For additional needs, ask your Event coordinator.
Wall surfaces 3M 7220 Wall Mounting Tabs
Floor surfaces Echo Tape CL-W6033 or VI-N6120 or equivalent
Echo Tape DC-W188F Double Sided Tape
Brick walls 3M 7220 Wall Mounting Tabs
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INDOOR AND OUTDOOR SIGNAGE
There are many areas in the Centre suitable to increase your Event’s visibility.
All signs inside and outside the Centre must be approved in advance by the Québec City Convention Centre, which can supply the required equipment and material, taking into account the needs of all events being held at the Centre.
The client must ensure the rented space remains in good condition and must not use or allow the use of nails, tacks, screws, hooks, self-adhesives, or any other fasteners.
For Canadian bilingual events, French must be predominant in size and appear before English.
Charges apply for hanging banners in the foyers, halls, and rooms—only Centre personnel are authorized to perform this service.
The Centre partners with Turgeon Lettrage for the production of oversized banners and any other type of display material. For an estimate, please contact:
Turgeon Lettrage
Michel Carbonneau Director of sales Telephone : 581 989-7225 Toll-free: 1 866 880-4918 [email protected]
CONCIERGE AND BUSINESS CENTRE SERVICES
Our concierge services showcase Québec cultural products made by the province’s talented and creative artisans. Our Concierge Desk serves as a shop, business centre, and an outlet for tourist information and personalized corporate services. Located in public corridor on the 3rd floor, our concierge desk is open every day and offers a wide variety of products and services for business clients meeting in Québec City.
Conference-goers and visitors looking for a souvenir from Québec City will find a ton of gift ideas in the shop, including art objects, decorations, jewelry, and clothing.
Need clerical services, photocopies, science poster printing, Internet access, cellphone charging, stationery items, a USB key, or other convenience products? The multiservice business centre can help you.
At the Concierge Desk, clients can also obtain tourist information and maps and make reservations for restaurants and tourism activities in the city.
To use the personalized corporate service, contact our concierge prior to your arrival in Québec City. You can have documents printed, reserve a restaurant, and purchase corporate gifts, art objects, and souvenirs for Québec City conference delegates.
The Concierge Desk can handle virtually any special request. Whether it’s for a last-minute floral bouquet, a shirt to replace one that’s been stained, or a little excursion outside the city, our concierges are up to the challenge!
Concierge Services
Telephone: 418 649-7711, Ext. 5205 [email protected]
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WASTE MANAGEMENT AND ECO-FRIENDLY EVENTS
Every event is eco-friendly at the Québec City Convention Centre!
LEED Silver and BOMA BESt certified, the Convention Centre complies with the most stringent environmental management standards and implements sustainable operations, technology, and food service procedures. You can count on trained experts, state-of-the-art equipment, and a tried and tested waste collection system that even includes composting.
Is holding an eco-friendly event a priority for you? By choosing the Québec City Convention Centre for your Event, you’ve already taken an important first step.
The Centre offers its clients tools they can use to apply good practices for managing sustainable events. See the Eco-Friendly Events page on our website to get tips and tricks on planning an eco-friendly event, evaluate your Event’s performance via the self-assessment questionnaire, and calculate the greenhouse gas emissions generated by attendees traveling to and from your Event.
You can also use the eco-friendly event management consulting services of our partner Écologistik as well as Conseil québécois des événements écoresponsables.
FOOD SERVICES
Capital HRS Inc., the Centre’s food and beverage partner, has an exclusive agreement to sell and distribute food and beverages inside the Centre. The services of Capital HRS will be subject to contracts separate from that of Centre and are under the sole responsibility of the Lessee.
The Québec City Convention Centre is proud to offer an eco-friendly service for all food functions. Requests for food services can be made in advance by contacting the food and beverage manager at 418 649-5212 or, during the Event, by contacting the maître d’hôtel at 4675 on a house phone.
Food Allergies
Food safety is a priority for the Québec City Convention Centre and its partner Capital HRS, which ensures all its personnel have been properly trained. All Capital HRS managers and most food handlers working in the Centre’s kitchen have received Bio-Contrôle training for hygiene and food safety in order to maintain a system of prevention and control to ensure food safety.
How to proceed? We suggest you collect food allergy information from your delegates using your Event registration form. You will then be able to make the best menu choices and provide a detailed list that Capital HRS can use to carefully prepare and monitor menus adapted to individual needs. People with special dietary needs must identify themselves with our wait staff to avoid any unpleasant surprises.
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Headcount and Guarantees
A final, guaranteed headcount of the number of people for all food and bar functions must be confirmed with Capital HRS Inc. at least four business days before the opening of the Event.
Food Samples
No food or beverages may be distributed, sold, or handed out as samples without prior written authorization from Centre management and its food service concession holder, Capital HRS Inc.
Alcohol Permits
Our exclusive food and beverage partner, Capital HRS Inc., holds all the necessary alcohol licenses. Only Capital HRS is authorized to hold or serve alcoholic products inside the Centre. Any alcohol coming from outside the Centre will be immediately confiscated. Failure to comply with this rule may result in expulsion from the premises. The Lessee is responsible for cooperating with the Centre to enforce compliance with this rule.
Snack Bar
A permanent snack bar is located in foyer 3 for delegates to enjoy breakfast or lunch in a relaxing environment conducive to networking. Hours may vary and are set based on the activity schedule of events under way.
Lounge
An intimate and comfortable lounge is located in the Centre’s public corridor where delegates and visitors can meet, relax, and enjoy a light gourmet meal, a cup of coffee, or a glass of wine. The lounge usually opens at 11 a.m. and the closing time varies depending on the events. Clients can reserve the space for an evening or a lunch.
AUDIO VISUAL SERVICES
All rooms in the Centre have separate video and sound systems, with each circuit individually controlled from a master system. Fiber optic and cable networks are also available for video needs.
For your videoconferencing, our state-of-the art room 311 may be an asset for your Event.
Our ceiling speaker network offers outstanding sound quality at an affordable price. Note that the installation of standalone sound systems may significantly reduce the accommodation capacity of breakout rooms, block evacuation routes, and, in some cases, interfere with food deliveries.
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For safety, aesthetic, and service reasons, no floor wires are allowed in rooms covered by the network. For this reason, in breakout rooms, use of our ceiling speakers is mandatory. Please see our price list for the costs of using this service.
There are several benefits to choosing FREEMAN Audio Visual Canada, our official in-house audiovisual service provider. However, to enjoy these benefits, you must use FREEMAN Audio Visual Canada for all your audio visual needs for the breakout rooms. Please contact your account executive or Event coordinator for additional information.
FREEMAN Audio Visual Canada
Philippe Dupont Telephone: 418 649-5226 [email protected]
MADE-TO-MEASURE INTERNET AND COMPUTER RENTAL SERVICES
Free high-speed Wi-Fi
Wherever you are at the Québec City Convention Centre, you will have access to free high-speed Wi-Fi, at all times. Coverage is available in every room and common area, with absolutely no dead zones.
15 Mbps connection.
Unlimited data transfer.
300 hotspots. Please note that the use of external Wi-Fi routers is strictly prohibited in the Convention Centre. Alternative solutions are available from our trusted Internet provider, FREEMAN Audio Visual Canada.
Wired Internet and Equipment Rental
FREEMAN Audio Visual Canada is our exclusive supplier for made-to-measure Internet services and computer rental official supplier. Their team will help you identify your wired Internet needs, create private internal networks (VLAN), or rent computer equipment.
Full on-site inventory.
Brand-name and quality computer equipment rentals.
Turnkey solutions for event offices, training rooms, trade show booths, and Internet cafés.
Qualified technicians for assistance.
FREEMAN Audio Visual Canada
Bastien Lavoie Telephone: 418 649-5219 [email protected]
For wired Internet services during an exhibition, please order your services online.
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Internet Café
Your delegates can also use the many computer stations in foyers 3 and 2000.
WEBCASTING
Make the most of your Event by choosing webcasting services offered by our partner Shift Solutions. This technological solution consists of transmitting audiovisual content via the Internet. It enables you to share the content of your conferences live or recorded, for people present or absent or for delegates wishing to review the content. This video communication experience widens your audiences, increases your audience, while perpetuating the content of your conferences.
Shift Solutions Éric Turgeon Telephone: 514 830-2735 [email protected]
MEDIA
The Convention Centre is equipped to accommodate all types of media. Permanent connections link the main regional and national telecommunications networks to our audio and video control rooms. In addition, the Centre has an outdoor connection box designed for microwave or satellite trucks for clients wishing to broadcast live. The Centre can also accommodate TV and production trucks in its loading dock area, where audio and video hookups are available. All rooms in the Centre are equipped with cable outlets.
SIMULTANEOUS INTERPRETATION
Six soundproof simultaneous interpretation booths overlooking Room 200 are available to you. FREEMAN Audio Visual, the Centre’s official supplier, offers complete simultaneous interpretation services.
FOYER 306VIDEO WALLS
Three video walls, each composed of nine 46 in screens, are available in foyer 306 for you to show photos, videos, and live broadcasts.
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CARRIERS & CUSTOM BROKERS
For trouble-free ground, air, or overseas shipping of your material, our experts can make your life easier. They help you schedule your shipment and choose the best shipping methods and packaging materials to make sure your material is shipped and delivered on time. The following companies are the official Centre’s partners:
Dolbec International Inc. Ginette Blouin
General Manager, VP Logistics & Operations Telephone:418 688-9115 Direct line: 1 855 688-9115 [email protected]
ConsultExpo Diane Labbé Deegan Director of Sales Telephone: 514 482-8886, poste 2 [email protected]
When you sign your contract, if applicable, we strongly recommend that you make arrangements with the International Events and Convention Services Program (IECSP) of the Canada Border Services Agency (CBSA) to ensure event-related goods are cleared and delegates are able to enter Canada without any problems. By having your Event officially recognized, in many cases you can avoid import taxes and duties and speed up the clearance process. This step will facilitate the logistics for your organization as well as your delegates, exhibitors, sponsors, suppliers, etc.
Important: Whether or not you choose to use our partners’ services, be sure to provide clear instructions to the carrier or courier service used with regard to who will be responsible for clearing your material upon its arrival in Canada. Missing or incorrect information may unfortunately lead to delays that we cannot be held responsible for.
In some cases, courier services do not declare that fees must be paid by the shipper upon delivery, and the Québec City Convention Centre sometimes receives a bill 30 to 90 days after the end of the Event. In such situations, the exhibitor will be invoiced for the additional administration charges.
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COPY SERVICES
They have been on Cartier Avenue, in the Quartier des Arts, which is walking distance from the Québec City Convention Centre, for over 20 years to help you with your prints. From designing to printing, they offer complete services to individuals as well as professionals.
Planète Multi-Services Numérisation
Mr. Jean Ouellet Telephone: 418 523-3793 www.planetemultiservices.com [email protected]
FLAGS
One outdoor flagpole is available. For indoor use, the Centre can provide flags of Canada, the provinces, Québec City, and banner poles.
DRESSING ROOMS
A total of four dressing rooms with showers are available for bands, artists speakers or any other guest. Two of these rooms are located near Room 200 and two are near Room 2000.
Subject to availability.
PLUMBING
A system of water, drainage, and sewage pipes is available in floor chases of rooms 400 and 2000. A limited supply of water is also available in room 200. Upon request, the Centre will make any required connections. Water heaters are also available. These services will be charged to the client at the prevailing rates.
DRAPES/DECORATIONS
Pleated black velvet drapes that meet flame spread rating standards for fabric may be rented from the Centre.
If you supply your own drapes, you must ensure they meet the same safety standards. Fire retardancy testing will be required.
You must also ensure all decorations rented from external suppliers are noncombustible or flame retardant as per the Fire Safety and Prevention Regulations.
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flame retardant as per the Fire Safety and Prevention Regulations.
Alcohol vs setup & teardown – Animals – Balloons & Confetti
– Cloakrooms – Common areas – Customer satisfaction Demo
vehicles – Elevators – Escalators – Event planning Event
scenario – Freight elevators – Gratuities – Heavy objects –
Insurance – Keys & cards – Lost & Found Production meetings
– Site visits – Smoke machine – Smoking policy – Sponsorship
– Storage – Taxes – VIP’s & Dignitaries
PRODUCTION MEETINGS/VISIT
To facilitate the planning of your Event, better understand your needs, and help our experts assist you throughout the process, we strongly recommend holding a production meeting that includes a visit of the Centre at least six months prior to the start of the Event.
EVENT PLANNING (SCENARIO)
Based on meetings and discussions with you, your Event coordinator will develop an Event scenario summarizing all of your needs, from activity schedules to suppliers, special provisions, and so on.
The Event scenario is both a work document for you and your Event coordinator and a reference guide for all our operational teams assigned to your Event. You must therefore send us most of the information we need to draft it by no later than 15 days before the Event—this will allow us to complete the scenario, allocate enough time for you to validate it, and ensure optimal planning of resources for your arrival.
See the appended checklist for the main information your coordinator will need.
INSURANCE
Please take out a policy covering your Event at the Centre, based on the conditions listed in Clause 9 of your room rental contract.
Exhibitors must also have their own liability insurance.
3 IMPORTANT INFORMATION
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STORAGE
The Québec City Convention Centre has a limited amount of nonexclusive storage space. Depending on availability, it may be temporarily available to you for packing and storing goods for the rental term provided for in your contract. The Centre reserves the right to require that the suppliers involved in your Event store their empty boxes and crates elsewhere. If you expect to hold an exhibition or anticipate major storage needs, talk to your Event coordinator as soon as possible.
FLOORS/HEAVY OBJECTS
Room/Sector Load-bearing Capacity Floor Covering
400 1,464 kg/m2 (300 psf) Mondo Sport Impact rubber covering
300 488 kg/m2 (100 psf) Carpet
200 488 kg/m2 (100 psf) Carpet
2000 1,464 kg/m2 (300 psf) Carpet
Any exceptionally heavy loads must be approved by the Centre’s engineer, failing which the planned installation may be denied. Any failure to comply with the capacities listed below may result in penalties.
You must provide means of floor protection for nonstandard installations (vehicles, heavy machinery, organic matter, etc.). Such installations must be previously approved by your Event coordinator.
Note: Electrical and audiovisual feeds, voice and data communications links, compressed air, water and drainage are all accessible via protected chases in the floor of room 400. Some of these services are also available in rooms 200 and 2000. Ask us for details.
CLOAKROOMS
Cloakrooms are available in all areas of the Centre. Operated by Centre personnel, cloakrooms can be made available as needed depending on the nature of the event. In winter, cloakrooms are always available to our clientele on an individual basis. However, if the Lessee would like to reserve an entire cloakroom, a charge will apply based on the number of employees required to serve the group.
In the summer months, the cloakrooms are usually closed. Clients who wish to make cloakrooms available to their delegates may do so at their own expense, and a package covering staffing costs will be drawn up. A limited number of backup portable coat racks are also available.
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KEYS AND MAGNETIC CARDS
To ensure the security of your property, all of the Centre’s breakout rooms are equipped with an electromagnetic security system. Depending on your needs, your Event coordinator can provide access cards and keys for your team members. The card lets you access the Centre outside of regular business hours for your Event. The number of cards allotted depends on the nature of your Event (up to 15 at no charge); fees apply for additional cards. There is a $50 charge for any key not returned after the Event.
Doors can also be unlocked remotely to allow circulation during Event activities. Please discuss this with your Event coordinator.
ELEVATORS AND ESCALATORS
To facilitate your equipment handling and crowd management, the Centre has three passenger elevators, three freight elevators, and nine escalators. The direction of escalators can be reversed to facilitate crowd management at your Events. This will be handled by your Event coordinator and our greeting team.
BALLOONS AND CONFETTI
The use of helium balloons is restricted and must be approved in advance. If balloons must be taken down from the ceiling after your Event, charges will apply. This is also the case for the use of confetti and glitter, which may result in significant cleaning costs. Please make your intentions clear to your Event coordinator.
ANIMALS
Only assistance dogs for people with disabilities are allowed in the Centre. Other animals are not allowed unless previously approved by Québec City Convention Centre representatives. The Lessee must cooperate in enforcing this rule.
SPONSORSHIP
Fees may apply to your sponsorship visibility installations. Check with your Event coordinator to confirm the terms and opportunities.
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ALCOHOL CONSUMPTION DURING SETUP AND TEARDOWN
For safety reasons, alcoholic beverages are prohibited during the setup and teardown periods.
COPYRIGHT, TAXES, PERMITS, AND LICENSES
The Centre has to collect the copyright royalties due to the Society of Composers, Authors and Music Publishers of Canada (SOCAN) for each activity involving music with or without dance (recorded or live), unless clients can provide proof that they have already reached an agreement with SOCAN. In the event of a public exhibition, SOCAN will contact the client directly.
The Centre also has to collect the copyright royalties due to Re:Sound, a non-profit music licensing company dedicated to obtaining fair compensation for artists and record companies for their performance rights.
The exclusive food and beverage partner, Capital HRS Inc., holds all the necessary alcohol licenses.
The client is solely responsible for obtaining from the appropriate authorities all permits and licenses required by existing laws and regulations governing the use of the building.
NO SMOKING POLICY
The Québec City Convention is pleased to provide a smoke-free environment. Smoking or vaping is strictly prohibited inside the Centre.
DEMO VEHICLES
Inside the Centre, internal combustion vehicles and equipment cannot have more than a quarter tank of gas. Batteries and ignition systems must be disconnected and the keys left with the Security Department. In addition, gas tank caps must be locked.
Waterproof protective sheeting must be placed under vehicles, and protective plates under the tires.
Prior arrangements must be made to ensure motorized vehicles can enter your room.
SMOKE MACHINES
Only water-based machines are allowed. To avoid setting off the fire alarm, the Centre’s Security Service must be informed before smoke machines are used.
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LOST AND FOUND
When appropriate, your Event coordinator will talk with you to determine the best strategy for dealing with lost items at your Event (registration, event office, security). After your Event, all unclaimed lost items will be turned over to our Security Department.
All lost and found items are recorded and kept for 90 days by the Security Department. After this time, the Centre reserves the right to dispose of them as it sees fit.
OBSTRUCTIONS IN COMMON AREAS
For reasons of security and comfort, hallways, elevators, escalators, entrances, foyers, halls, stairways, and building emergency exits must be kept free of obstructions at all times and used only as intended by the Centre or by public building safety authorities. If you have any special plans, it’s best to contact us to find the best solution for your needs.
VIPS AND DIGNITARIES
Will any VIP guests and/or dignitaries be attending your Event? Please provide us with their names, positions, times of arrival, lengths of stay, and any special needs. We will be happy to assist you with planning and hosting.
GRATUITIES
The Centre’s Code of Ethics prohibits any of its personnel or its subcontractors’ personnel from accepting or soliciting any benefit or financial gain other than the salary paid by their employer. Gifts valued at $25 or less may be accepted. Please contact the Centre’s management if you’d like to express your appreciation of an employee.
CUSTOMER SATISFACTION SURVEY
At the Québec City Convention Centre, our goal is to offer you a unique experience from the first steps of planning to the successful completion of your Event. To better gauge your level of satisfaction, we will ask you to fill out an online satisfaction questionnaire within two weeks of the end of your Event. We would like to thank you in advance for your answers and comments, which will help us ensure the highest level of service and quality possible.
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Exhibit halls – Exhibit plan – Exhibition floors – Exhibition
services (suppliers) – Exhibitor’s manual – Final cleanup Floor
marking – Material handling – Optional services (exhibitors) –
Shipments – Storage (Mandatory)
EXHIBIT PLANS
Exhibition floor plans are designed by your chosen exhibition services supplier. They must be approved by the Convention Centre, prior to booth selling to make sure they respect the regulation and avoid unpleasant surprises.
To ensure the safety and comfort of everyone during an exhibition, the Centre must also approve the final floor plan (layout and rigging), no later than 10 days prior to the Event. The plans must be made to the scale on "Autocad" and contain the following information:
Name and number of the event, date and venue
Approximate daily attendance
Entrances and exits clearly identified
Width of aisles
Dimensions of stands or exhibition modules
The room plans layouts on "Autocad" are available upon request.
EXHIBIT HALLS 400, 200 AND 2000
All of our exhibition halls are different. Please refer to the following grid to know the specificities of each of them.
400ABC* 200ABC 2000ABCD
Suggested booths dimensions
10 ft x 10 ft 10 ft x 10 ft 8 ft deep x 10 ft width
Floor covering
Rubber covering – Carpeted booths suggested
Carpet – Carpeted booths optional
Carpet – Carpeted booths optional
Available services from floor chases
Electricity, audiovisual, water and drain, telecommunications, Internet, compressed air
Electricity, audiovisual, telecommunications, internet.
Electricity, audiovisual, telecommunications, internet, water without drain.
Usually associated loading dock**
855, rue Jean-Jacques-Bertrand Québec QC G1R 5V3
875, rue St-Joachim Québec QC G1R 5V4
875, rue St-Joachim, Québec QC G1R 5V4
Notes: Wall to wall carpeting in exhibition room 400 is prohibited to keep access to the floor chases and provide last minute service to promoter and exhibitors.* Loading docks must be discussed with your Event coordinator.**
4 HOLDING AN EXHIBITION AT THE CENTRE
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EXHIBITOR’S MANUAL
The exhibition promoter is responsible for preparing and distributing an Exhibitor’s Manual. This guide is intended to provide all the logistical and practical information to your exhibitors and promote further enjoyable experience for everyone.
Before starting to sell your booths, some decisions should be made. Would you like to include some services in your stand rental fees? Electricity, material handling, mandatory storage, stand cleaning, etc.? If you choose to, we can propose you with special pricing.
If you choose to let all or some of the services at the exhibitor’s charge, we will personalize our services order forms and display them on our website for your exhibitors to fill them in.
Your Event Coordinator will give you a heads up 6 months prior your Event regarding your manual. It will then be the appropriate moment to confirm your preferred exhibition services supplier, the setup and dismantling schedule and the services included in you stand rental fees for order forms personalization.
Available on our web site, the Exhibitor’s Handbook Reference Manual will help you in the preparation of your manual.
Your Event coordinator must approve your manual before it is sent to exhibitors.
OPTIONAL SERVICES PROVIDED BY THE CENTRE FOR EXHIBITORS
The Centre is the exclusive provider of the following services:
Audiovisual network.
Sign and banner hanging.
Electricity.
Storage service.
Material handling.
Telephony.
Plumbing - Compressed air.
The Centre also provides the following services:
Housekeeping services.
Temporary personnel.
Security and surveillance.
Our partners also propose the following services:
Food and beverages (Capital HRS exclusive).
Internet services (FREEMAN, exclusive).
Audiovisual services (FREEMAN, official).
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The exhibition service companies accredited by the Société du Centre des congrès de Québec are:
Standex Inc.
Nancy Lachance Solange Alain Telephone: 418 654-0029 www.standex.ca [email protected]
GES Global Experience Specialist
Sonia Villeneuve Telephone: 418 877-2727 www.gesexpo.ca [email protected]
Tessier Exhibit and Show Services
Bruno Tessier Telephone: 418 524-1888 http://www.brunotessier.com/ [email protected]
These suppliers offer services such as exhibition floor plan design, stands, furniture and rugs except for the exclusive services offered by the Québec City Convention Centre.
The exhibition services suppliers must operate the setups and dismantling in the periods included to your room rental contract.
Any damage or auxiliary services engaged by the selected exhibition services company are ultimately under the responsibility of the Lessee.
Exhibition floors
During setup, teardown and while using the space, clients must protect floor coverings at their own expense. The material and method used must receive prior written authorization from the Centre.
The same conditions apply to non-standard installations such as: heavy machinery, vehicles, organic materials, etc. These projects must be discussed, and approved, by your Event coordinator beforehand.
Note: Electrical and audiovisual feeds, voice and data communications links, compressed air, water and drainage are all accessible via protected chases in the floor of room 400. Some of these services are also available in rooms 200 and 2000.
Exhibitors shipments
To facilitate coordination of deliveries, the client must provide the Event coordinator with an exhibitor move-in schedule no later than 10 working days before the Event. The schedule must indicate delivery times and equipment requirements. The same applies for the teardown and moveout schedule.
The Centre cannot accept deliveries or store materials before scheduled move-in dates. The storage of boxes during the Event is mandatory and a fee applies. All materials must be removed by exhibitors before the end of the rental period specified in their contracts.
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At the end of the time period allowed for teardown and move out, the official carrier of the event will automatically be in charge of the remaining material. All fees will be charged to the exhibitor.
Delivery trucks cannot access directly the exhibition hall, except for previous special arrangements.
MATERIAL HANDLING - STORAGE
Only the Centre or its representatives may handle materials being received, shipped or stored on site. Only the Convention Centre’s forklifts and hoisting apparatus are authorized on the premises and may only be operated by the Centre’s qualified personnel.
The exhibitor whose material is shipped directly to the Québec City Convention Centre by a carrier or courier understands that these materials will be handled by the Center’s staff at applicable rates, to be paid onsite.
These material handling fees (1 hour minimum) include:
Material receiving at the dock by hour dock manager.
Material handling from the loading dock to the exhibitor’s booth.
Empty boxes handling from the exhibitor’s booth to the storage area (storage is mandatory).
Empty boxes return to the exhibitor’s booth at the end of the exhibition.
Material handling from exhibitor’s booth to the loading dock.
Loading of the boxes into transporter’s vehicle.
The exhibitor carrying his material to the Centre may handle it himself from the dock to his booth and back using the Centre’s carts available at the loading dock.
In several convention centres, storage space for exhibitors is non-existent. The Québec City Convention Centre has made storage space available near its exhibit rooms. Exhibitors must confirm storage needs by completing the appropriate order form prior to the Event or at the service counter during setup. The price range is based on the space occupied in the exhibit room and only includes the labelling of the effects and the storage space.
Handling costs apply on carts or empty boxes moved from the exhibit room to the storage area and returned to the exhibit room at the end of the Event. A minimum of 1 hour will be charged.
Floor marking
Floor in room 400 may be marked using chalk or Echo Tape CL-W6033 or VI-N6120 or an equivalent adhesive tape. Only adhesive tape may be used on the floors in room 200 and 2000. It is important to avoid interventions that could cut, tear or stain floor surfaces. The personnel of the Convention Centre may advise you on measures to be taken in such cases.
Final clean up
With regards to the amount of waste generated by exhibition operations, final clean up fees will be charged onto your final pro forma after an exhibition. The fees vary along with the period of time required to clean the room. Estimated costs can be provided, if required.
Benefits of working with FREEMAN Audio Visual – Checklist –
Loading docks access – Price list – Security measures and fire
prevention – Setups
LOADING DOCKS AND QUÉBEC CITY CONVENTION CENTRE ACCESS
5 APPENDIX
CHECKLIST
We know that there are many details to review when organizing an Event. That is why we have put together the following checklist to help you make sure everything runs smoothly. Your Event coordinator will be pleased to discuss the following points, throughout your Event preparation. Setup Obtain the correct shipping address for all deliveries Are there banners to be hung inside or outside the Convention Centre Room setup : Style of setup (theatre, classroom, round table, etc.) Number of expected people Number of speakers at the head table Standard or tabletop lectern Size of stage, location of steps Size and width of drapes Décor or props to install Office equipment and furniture rental needs (copier, fax machine, etc.) You
may refer to our list of suppliers
Internet, phone lines, walkie-talkies Extra tables for document display, easels, flipcharts, water fountain, etc. Exhibition Exhibit supplier or decorator Number of exhibitors Your supplier should provide you with a floor plan showing booth numbers.
Your plan must get the Centre’s approval
Setup and teardown schedule Access hours for exhibitors Show schedule Services included in booth rental (electricity, handling, booth cleaning. etc.) Public address system requirements in the exhibit hall during exhibit hours Show office requirements (Internet access, telephone, etc.) Security requirements in the exhibit hall All printed or aired advertisement must receive the Centre’s approval
Your supplier in transportation
Your supplier in customs
Customized purchase order forms are available for your exhibitors:
Hanging
Plumbing
Electrical services
Security
Storage
Telephony
Handling
Temporary Personnel
Booth cleaning
Please allow one week for the preparation and e-mail delivery of purchase orders.
We strongly recommend that you prepare an “Exhibitor’s Handbook”, which must be approved by your Event Coordinator prior to distribution to exhibitors. Please refer to the Exhibitor’s Handbook Reference Manual on our website or ask your Event Coordinator for a list of items to include.
Shows and Entertainment Companies involved in your Event (decoration, sound, lighting...)
Setup and teardown schedule
Specific electrical and/or telecommunications requirements for the activity
Activity schedule, program and/or script
Size of stage
Dance floor
Number of guests
Reserved tables for special guests, numbered tables
Performers: dressing room requirements, performers’ needs and contact person
Deliveries related to the activity (table centerpieces, decorative items, etc.)
Indoor pyrotechnical effects are strictly regulated. Any pyrotechnics must receive approval from both the Centre and the Québec City Fire Department, two weeks before the event date.
Food and Beverage
Specify your needs, meal time, place, number of participants, etc.
Coffee break
Banquet
Snack
Luncheon for Production team – Technicians – Entertainers
Please refer to the “Food and Beverage” clause, if included in your contract.
For any information on food and beverage, please contact a member of the Capital HRS' team, our exclusive partner, at 418 649-5212.A food and beverage service guide is also available.
Audiovisual
Name of your supplier of audiovisual services
Technical requirements for each meeting room: projector, screen, microphone, smoke machine…
Important: Use of the ceiling speaker network is mandatory in our breakout rooms (see our Audiovisual Services section).
The official Québec City Convention Centre in-house AV service provider is FREEMAN Audio Visual Canada. For more information, contact Mr. Philippe Dupont at 418 649-5226.
Video Signage
Directional signage on our video system is provided as a basic service included in your contract.
Video signage for each room and function is also available at no cost, providing you send all titles and graphic material at least two weeks prior to the Event. A Video Signage Service Guide is available.
Welcoming Service and Parking
Access hours to the Centre. Outside business hours, only card holders will be able to access the Centre
Cloakroom service requirements
The Québec City Convention Centre can provide a business centre and concierge service under certain conditions. What are your business center requirements?
Delegates’ arrival: special requirements for large groups, buses…
Bus parking: special daily rates available
In all foyer areas, chimes can be heard to call the end of the break and the beginning of an activity.
M:\12 SOUTIEN EVENEMENTS\12-1000 Organisation\12-1150 Coordination\Originaux_Guide_Coordo\Fournisseurs_du_centre\Advantages_FREEMAN_ang.doc
BENEFITS OF WORKING WITH FREEMAN AUDIO VISUAL CANADA, OFFICIAL PROVIDER OF AUDIO VISUAL SERVICES FOR THE
QUÉBEC CITY CONVENTION CENTRE
FREEMAN has access to the Convention Centre 24 hours a day, 7 days a week. Whenever possible, this allows them to begin setup prior to official rental time, making it easier to eventually complete the setup more efficiently.
FREEMAN is in charge of operating the audio visual network of the Convention Centre. A coordinator and a technical team are available on site. They not only know the building and its capacities, the personnel and the organisation of the Québec City Convention Centre but they are also aware of the security and aesthetics regulations. Therefore saving time and money on changing setups.
No charges will apply to audio links and ceiling speakers (see price list).
No charges will apply when using rigging points in large rooms. (on average 6 points per event).
The company is authorized to operate the elevating devices of the Centre often minimizing delays.
The company has equipment permanently stored on site.
Free use of Cumulus, the FREEMAN event mobile app (Event schedule, floor plans, list of exhibitors, etc.).
FREEMAN has a sales force of 150 representatives throughout North America.
The presence of this company means fewer intermediates and less stress.
This company acts as the “official service provider” for most of the large Canadian Conference Centres (Niagara on the Lake, Halifax, Montréal, Ottawa, Toronto, Vancouver, and Winnipeg) along with many 5 star hotels throughout the country, notably Fairmont, Hilton, Delta, Marriot and Westin.
Free storage when space is available.
Competent and bilingual personnel accustomed to corporate events.
Electricity and elevating platforms are always included in your proposals, hence avoiding unexpected charges after the event.
Update: April 2018
EquipmentBase and flagpole without flag 10,00 $ / EventDance floor - installed 1,60 $ / Square footEasel 15,00 $ / EventFlag including base and flagpole 30,00 $ / EventBase and flagpole without flag 10,00 $ / EventFlipchart 25,00 $ / EventFlipchart - additional pad of paper 10,00 $ / UnitLamp - desk , keyboard or clamp 20,00 $ / EventLectern - additional 25,00 $ / EventMakeup Station (outlet included) 45,00 $ / EventMirror 25,00 $ / EventPartition wall (60 in x 56 in) 35,00 $ / EventPortable coatrack 20,00 $ / EventSelf-standing drapes - section of 10 ft (3 ft to 5 ft height) - installed 65,00 $ / EventSelf-standing drapes - section of 10 ft (8 ft to 12 ft height) - installed 100,00 $ / EventStage - access ramp - installed 1,95 $ / Square footStage - grandstand - section 4' x 6' (including stairs and skirting) - installed 1,95 $ / Square footStage - section 4' x 6' (including stairs and skirting) - installed 1,60 $ / Square footStage drapes - section of 10' - installed 140,00 $ / EventStanchion and rope (90" section) 10,00 $ / EventWater fountain (including 18 liter water jug) 20,00 $ / EventWater - 18 liter jug 10,00 $ / UnitWater - fountain connected to aqueduct 50,00 $ / Event
FurnitureChair 2,00 $ / EventChair - operator's 40,00 $ / EventCoffee table, bistro table 30,00 $ / EventLeather bench 75,00 $ / EventArmchair 75,00 $ / EventLoveseat 150,00 $ / EventSkirted table 30 x 72 15,00 $ / EventStool 10,00 $ / EventTable 5,00 $ / Event
Other materialArtificial house plant 25,00 $ / EventConcrete block, 3 ft x 5 ft, 3750 pounds 200,00 $ / EventExtinguisher 15,00 $ / UnitTowel - charge if not returned 20,00 $ / Unit
Plumbing services(Prices apply only where service is available)Bath filling and emptying 165,00 $ / EventCompressed air (100 psi pressure) 110,00 $ / EventDrainage 90,00 $ / EventHot water tank (40 gallons) including electrical connection 175,00 $ / EventHot water tank (60 gallons) including electrical connection 200,00 $ / EventHot water tank (100 gallons) including electrical connection 250,00 $ / EventPool emptying 275,00 $ / EventPool filling: cold water (up to 30 cubic meters) - location to be verified 275,00 $ / EventSink - Hot, cold water and drainage 300,00 $ / UnitTank, cold water and drainage 250,00 $ / UnitWater (50 psi pressure) Male coupling, garden hose 110,00 $ / Event
The Québec City Convention Centre has over 500 items and services at your disposal. Listed below are our most requested items. Contact your Event Coordinator for any item or service that does not appear on this list.
MAIN SERVICES PRICE LIST (canadian dollars)
Update 18/07/05All applicable taxes are additional. Prices subject to change without notice.
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Electrical services(Cost includes material and labor where service is available)Extension cord 120V, 15A, between 10 and 25 ft 25,00 $ / EventExtension cord, 50’, 5 wires « Cam-Lok » © : 1/0AWG (220A). 4/0AWG (400A) 150,00 $ / EventHouse-lights remote control (day) 60,00 $ / DayHouse-lights remote control (week) 240,00 $ / WeekOutlet 120 V, 15A "Exhibit" activity 150,00 $ / EventOutlet 120 V, 15A exhibit group order 110,00 $ / EventOutlet 120 V, 15A, from wall, Convention 80,00 $ / EventOutlet 120V, 20A, photocopier (exhibit) 190,00 $ / EventOutlet 208V or 120/208V, 100A, 1ph or 3 ph 390,00 $ / EventOutlet 208V or 120/208V, 15 to 30A, 1ph or 3ph 200,00 $ / EventOutlet 208V or 120/208V, 200A, 1ph or 3 ph 500,00 $ / EventOutlet 208V or 120/208V, 40 to 60A, 1ph or 3 ph 260,00 $ / EventOutlet 208V or 120/208V, 400A, 1ph or 3 ph 900,00 $ / EventPanel board 120/208V, 30A, 1ph 200,00 $ / EventPanel board 120/208V, 50A, 1ph or 60A, 3ph 260,00 $ / EventPower bar 120V, 15A, 6 outlets 25,00 $ / EventSurge protective power bar 120V, 15A 50,00 $ / EventTransfo 120V 204V, 2kVA, European outlet 100,00 $ / EventTransfo 120/208V, 15 kVa, drive isolating 150,00 $ / EventTransfo 600V, 120/208V, 45 kVa 160,00 $ / EventTransfo 600V, 120/208V, 112,5 kVa 200,00 $ / EventTransfo 600V, 120/208V, 150 kVa 300,00 $ / Event
Handling and Installation Service(Only Québec City Convention Centre lifting appliances are authorized)
Regular rate Increased* rate Chain block - manual 50,00 $ / Event 50,00 $ / EventChain block - motorized with control 90,00 $ / Event 90,00 $ / EventDolly and hydraulic pallet truck (including operator) 60,00 $ / Hour 75,00 $ / HourElectric pallet truck (including operator) 84,00 $ / Hour 105,00 $ / HourFork-lift (including operator) 115,00 $ / Hour 144,00 $ / HourHanging of structured banners - hour 115,00 $ / Hour 144,00 $ / HourPersonnel lift (cherry picker) - 4 hours 100,00 $ / 4 hours 100,00 $ / 4 hoursProlyte Truss H30V - Length of 1m 30,00 $ / Unit 30,00 $ / UnitProlyte Truss H30V - Length of 2,5m 30,00 $ / Unit 30,00 $ / UnitRigging point including rigger and scissor lift (set & tear down) 140,00 $ / Event 140,00 $ / EventScissors lift (including operator) - max. 12 hours consecutive 1 155,00 $ / Day 1 444,00 $ / DayScissors lift (including operator) - 1 hour min. 115,00 $ / Hour 144,00 $ / Hour20’ Traveler side-opening 150,00 $ / Event 150,00 $ / Event40' Traveler central opening 200,00 $ / Event 200,00 $ / Event
Specialized manpowerRegular rate Increased* rate
Carpenter 65,00 $ / Hour 81,25 $ / HourElectrician 65,00 $ / Hour 81,25 $ / HourGraphic designer 65,00 $ / Hour 81,25 $ / HourGreeting personnel (4 hours min.) 28,00 $ / Hour 28,00 $ / HourMaterial handler 60,00 $ / Hour 75,00 $ / HourPlumber 65,00 $ / Hour 81,25 $ / HourRegistration / Ticket Counter personnel (4 hours min.) 32,00 $ / Hour 32,00 $ / HourRigger 60,00 $ / Hour 60,00 $ / HourSecurity services - Guard (4 hours min.) 29,00 $ / Hour 29,00 $ / HourSecurity services - Guard for first responders (4 hours min.) 35,00 $ / Hour 35,00 $ / HourTechnical drawer 65,00 $ / Hour 81,25 $ / HourTechnician 65,00 $ / Hour 81,25 $ / Hour
* Increased of 25% : night (0h to 7h), weekend (Saturday 0h to Monday 7h) and holiday (0h to 24h) and late order.** A minimum of 4 hours will be charged for any employee that is called back to work for a non scheduled activity.
*** For any cancellation of specialized manpower, within 48 hours of the event, a cancellation fee representing 50% of these contracted services will apply.
Update 18/07/05All applicable taxes are additional. Prices subject to change without notice.
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Telecommunications and equipment services
Telephony / Walkie-talkieDirect inward dialing line 75,00 $ / EventISDN connection (128 Kbps) 350,00 $ / EventLong-distance block 10,00 $ / EventPhone set and direct inward dialing line 100,00 $ / EventPhone set and telephone line (basic) 75,00 $ / EventTelephone line (basic) 50,00 $ / EventVoice mail 15,00 $ / EventWalkie-talkie (basic set) - day 35,00 $ / DayWalkie-talkie (basic set) - week 105,00 $ / WeekWalkie-talkie with headset (week) 120,00 $ / Week
Audiovisual servicesAudio connection 45,00 $ / DayCable TV connection HD - day 125,00 $ / UnitCable TV connection HD - week 225,00 $ / UnitCeiling speakers network for meeting rooms (independent sound systems are not authorized for security purposes) 125,00 $ / DayCeiling speakers network 200A or 200B 175,00 $ / DayCeiling speakers network 200C or 200AB 225,00 $ / DayCeiling speakers network 200ABC 275,00 $ / DayCeiling speakers network 400A or 400B or 400 C 225,00 $ / DayCeiling speakers network 400AB or 400BC 275,00 $ / DayCeiling speakers network 400ABC 275,00 $ / DayCeiling speakers network 2000A or 2000B or 2000C or 2000D 175,00 $ / DayCeiling speakers network 2000AB or 2000BC or 2000CD 225,00 $ / DayCeiling speakers network 2000ABC or 2000BCD 275,00 $ / DayCeiling speakers network 2000ABCD 275,00 $ / DayCeiling speakers network for each Hall or each Foyer 125,00 $ / DayPreprogrammed music per room - day 20,00 $ / DayPreprogrammed music per room - week 60,00 $ / Week
Any material exceeding the Centre’s inventory and rented on behalf of the client, will be invoiced at the actual rental rate paid by the Centre, plus a 25% administration fee.
Update 18/07/05All applicable taxes are additional. Prices subject to change without notice.
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SECURITY MEASURES AND FIRE PREVENTION
Fire prevention is subject to very strict laws, standards and regulations. The rules of fire prevention implemented at the Québec City Convention Centre help minimize the risks inherent during conventions and exhibitions which are being controlled by the Fire Protection Systems. They must be respected at all times.
All installations must be approved by the Chief of Security and Prevention of the Québec City Convention Centre.
Laws, standards and regulations
The requirements mentioned herein are only a brief summary of the Québec City municipal fire protection regulations (VQP)-and sections of the 1990 National Building Code, the 2005 National Fire Code, The Public Buildings Safety Act (S-3, r.4), and other applicable regulations.
For additional information, contact the Québec City Convention Centre Facility Operation Branch at 418 644-4000 or call the Security Department at 418 649-7711, Ext. 4900 at any time.
Room plan approval
Promoters are responsible for having final room plans approved by the Québec City Convention Centre Facility Operations Branch no later than 10 working days prior to setup.
Room layout
Exits and access to exits must be free of obstructions at all times
Exit signs must be visible and easily identified
Firefighting equipment must be visible and readily accessible
Main hall and exit areas must remain free of obstructions and accessible at all times
Aisles and traffic areas of at least 10 ft (3 m) wide must be accessible at all times
All exit doors must be accessible by an aisle providing access to at least one other exit
Traffic aisles must provide access to exits in at least two directions
The maximum distance to an exit door must not exceed 150 ft (45 m) from any given point
Two exits must be provided for meetings or closed booths with over 60 people
Boxes, crates and other combustible materials must be stored in a space inaccessible to the public. Storage will not be tolerated inside the booth, with the exception of promotional and exhibition material up to a maximum area equal to 10% of the total area of the stand and a maximum height of 1 meter
Storage behind or between booths will not be tolerated
Only electrical extensions equipped with a grounded circuit are allowed
Use of fireworks must be approved by the Québec City Fire Department and the Québec City Convention Centre Facility Operations Branch
Booth construction
Booths must be built of inflammable or fireproof materials
Wooden booths are authorized only if they are built of ¼ in (7mm) hardwood. Lathes must be tongued and grooved. Particleboard panels are forbidden
Fireproofing of displayed merchandise is not required, but quantities must be limited to one sample per color, texture or level of quality
Structures, including recreational vehicles, with roofs exceeding 100 sq. ft (37.16 sq.m.) must be equipped with 90 dB smoke detectors. The Québec City Convention Centre reserves the right to require that certain structures be protected by automatic sprinkler systems or qualified fire-fighting personnel at exhibitor’s expense
Closed booths must be equipped with an emergency lighting system
Acetate paper, cardboard boxes, corrugated paper boxes, polystyrene, natural conifers, 1/8 in thick pre finished panel, jute, any paper and cardboard, synthetic grass carpets, artificial trees and plants are strictly forbidden
Flammable liquids and gases
Use of propane is limited to one cylinder of 16 fl. oz.
During exhibits, the use of propane is authorized for a maximum of 5% of the total number of booths
All cylinders of other types of flammable liquids and gases must be approved by the Québec City Convention Centre Facility Operations Branch
New containers that have never been filled with flammable materials may be displayed
When not in use, flammable liquids and gases must be stored in a room specially designated for this purpose by the Security Department. There is no charge for storage
It is forbidden to store all compressed gas cylinders and bottles in exits, outside under stairwell and closer than a meter of any exits
Cooking Appliances
Use of cooking appliances must be approved by the Québec City Convention Centre Facility Operation Branch
Cooking appliances must be kept at least 2 ft (0.6 m) from visitors and flammable materials
Appliances must be anchored solidly to a non flammable surface
All cooking appliances must be certified by a recognized Canadian organization
A portable fire extinguisher with a minimum capacity of 2A–20B:C must be kept near each cooking appliance
Cooking surfaces with a total capacity of up to 8 KW for cooking equipment powered by electricity or up to 14 KW for gas-powered equipment must be provided with a hood connected to an air exhaust system. Its installation shall comply with NFPA 96. Ref.: NFC 1995, section 2.6.1.9.2
Open flames
With the exception of cooking appliances and candles, open flames are forbidden
Demonstrating lighted candles in tents or booths with a roof are forbidden
A maximum of four candles per booth may be lit for demonstration purposes only, subject to the following conditions :
o The flame must be protected behind glass
o The candle must be set upon a non flammable base at least 1.5 times wider than the height of the candle
o The candle must be kept out of reach of the public
o The booth must be under constant supervision
o A portable extinguisher must be kept in the booth
Internal combustion vehicles and equipment
Fuel tank caps must be locked or sealed, with the exception of reservoirs that have never held fuel
Fuel tanks must not be filled to more than one quarter of their maximum capacity, with the exception of emergency service vehicles
Fuel tanks must not be more than a quarter full, with the exception of emergency vehicles
Starter batteries must be disconnected unless authorized by the Québec City Convention Centre Facility Operation Branch. It is forbidden to start vehicles with internal combustion engines during exhibits
Keys of vehicles on display must be kept at the security station
Signs and other objects
Hand signs, signs mounted on sticks or stems, megaphones or any other object, which, by its nature, can be disruptive or a danger to the integrity of persons, places and the building, are prohibited inside the Convention Centre and its surroundings
Exceptions will be handled on case by case by the Facility Operation Branch
Miscellaneous
Use of solid, liquid and gas fuel heaters is forbidden
Daycare facilities in operation during an exhibit must have one monitor for every ten children, and one monitor for every five children under two. In addition, the promoter must ensure that the daycare facility complies with provincial government regulations on daycare services
Only inert gases are authorized for the assembly of inflatable structures
Oil-based smoke machines are strictly forbidden
Animals must not be brought in to the Québec City Convention Centre without prior approval. Only assistance dogs have unrestricted access.
Hay, straw, wood shavings and other similar combustible materials are prohibited, with the exception of those used for daily feeding and maintenance of the animals. These materials must be stored outside or in a room that has fire resistance of 1 hour. A 2A-type fire extinguisher must be located nearby
SETUP PLANS
Banquet Style Open Square Style
Classroom Style Theater Style
U-Shape Style