The Exhibitor's Corner is there to assist you in making the necessary arrangements for your virtual exhibit space at FCM's 2020 Sustainable Communities Conference (SCC).

Make sure to mark the important deadlines in your calendar to make your participation even more successful.

We look forward to seeing you online, October 20-22!

Dates and times of the event

Tuesday, October 20 to Thursday, October 22, 2020.
Live programming from 10:30 a.m. to 4 p.m. ET.

Dedicated Trade Show Times
Tuesday, October 20  10:30 – 11 a.m. | 12:30 – 1:15 p.m.
Wednesday, October 21 10:30 – 11 a.m. | 12:30 – 1:15 p.m.
Thursday, October 22 10:30 – 11 a.m. | 12:30 – 1:15 p.m.

Your exhibit space can be accessed 24/7 during the conference dates but should be staffed during official Conference program hours to engage in the live chat and video features to maximize networking.

Note:
FCM will be hosting a prize draw during the Conference to engage delegates and increase traffic at your booth. Should you want to participate by offering a prize (minimum value of $150), please contact us at tradeshow@fcm.ca for the details.

FREQUENTLY ASKED QUESTIONS

Welcome to #SCC2020.

The best way to fully immerse you and your company in the conference and this platform is to watch this training video. It outlines ways to navigate the platform and maximize your experience.

Booth Design and Management

Q: What images should I use for my booth?
A: A way to stand out is to create a lively booth banner. It can be a static image or a GIF. The banner is located across the top of your exhibitor page. Having a bold, clear thumbnail as well as a promo video will also draw attention. Visit the Edit Design tab in your exhibitor portal for recommended specs. YouTube links may also be added to your page.

Q: How do exhibitors’ 'man' the booths and interact live?
A: The booth is accessible 24/7. It is best to have the booth staffed during the networking breaks and, ideally, throughout the day, to make full use of the live chat and video features.

Q: How does staff have access to the booth?
A: As the primary contact of the booth, you can designate additional booth staff. A Standard exhibitor package allows a total of 2 staff members to attend the conference, a PLUS package allows for a total of 5 staff members. Each staff has access to the booth and the private exhibitor portal.

Networking

Q: How do I know if anyone is visiting my booth?
A: The public chat bar on the far right of your booth will show in real-time how many people are currently visiting your exhibitor page.

Q: How do I connect one-on-one with attendees?
A: You may start a chat with any attendee by clicking their name in the Virtual Lounge section and clicking “Start Chat”. The chat will then appear in the Chats column of the Virtual Lounge section, with the actual chat showing up on the far right-hand side.

Q: How do I share my screen with attendees?
A: Live chat and video chat is available on a 1-on-1 basis. To share your screen, reach out to an attendee in a chat and agree to have a video chat. From there, you may share your screen with the attendee.

Q: How do I know if someone has visited my booth?
A: Under Virtual Lounge, click the Booth tab located above the attendee list to show in real-time who has visited your booth and how long ago they stopped by.

Q: What is Lead Retrieval and how can it be added to my booth?
A: Lead Retrieval is a completely optional booth add-on that allows for group video chatting of up to 25 people at a time and requiring those who request your booth documents to leave their contact information. In your private exhibitor portal, find the Lead Retrieval tab on the left side. From there you can learn about this add-on feature and purchase it directly with PheedLoop. Please note that after the Conference, staff will share an excel with each exhibitor that lists who visited their booth. This information that Pheedloop generates is very simple (name and organization), whereas Lead Retrieval allows you to collect email.

Sessions

Q: How do I go about watching a session?
A: Click on Program/Programme and select the session you are interested in watching. For a full understanding of the portal from an attendee’s perspective, please feel free to view this video.

Prize draw

Q: How does prize draw work?
A: Codes will be provided to exhibitors. Attendees will be encouraged to visit booths and connect with exhibitors to retrieve the codes. When an attendee engages with you through the private chat function, please offer them the code when requested. Attendees will then enter the codes in the Prize draw section, and there name will be entered in the draw for your booth.

How to set-up your booth.

IMPORTANT DEADLINES

Deadline: Ongoing | FCM Exhibitor Profile

An Exhibitor Profile on FCM's 2020 Sustainable Communities Conference website and the virtual platform will enhance your organization's exposure at the SCC.

If you have not already provided your 40-word Exhibitor profile, please submit it by email at tradeshow@fcm.ca.

Wednesday, October 14 | Virtual Exhibitor Booth

Note: All visuals and collateral are subject to FCM’s approval.

Added by the exhibitor

  • Links to social media channels including external meeting link like Calendly
  • Exhibitor logo (if FCM does not have it on file)
  • Two videos can be posted – one YouTube link and one promo video
  • Collaterals (documents, brochures, hand-outs, etc.)
  • Visuals (other than exhibitor logo) including Booth Banner and Thumbnail (recommended size for the thumbnail is 500x500 .png or .jpg file)
  • Contact information

Added by FCM

  • 40-word exhibitor profile
  • Exhibitor logo (if on file)
  • FCM’s Corporate Partner logo

Wednesday, October 14 | Exhibitor/Delegate Registration badge(s)

Each booth is entitled to two or five virtual delegate registration passes depending on the Exhibitor Package you selected. This badge gives access to online plenaries, keynotes, workshops, and the virtual platform.

See exhibitor registration section below for details.

WHAT IS INCLUDED WITH YOUR BOOTH?

The following is included in the purchase price of each booth space:

Exhibitor Standard Booth Package includes:

  • 1 customizable virtual booth
  • 30-day archive on the conference platform
  • 2 virtual delegate registration including access to online plenaries, keynotes, workshops, during all 3 days of the Conference.
  • Exhibit Hall listing on the FCM Conference virtual platform
  • 40-word company profile, name and website on FCM Conference Website

Exhibitor Plus Booth Package includes:

  • 1 customizable virtual booth
  • 30-day archive on the conference platform
  • 5 virtual delegate registration including access to online plenaries, keynotes, workshops, during all 3 days of the Conference
  • Exhibit Hall listing on the FCM Conference virtual platform
  • 40-word company profile, name and website on FCM Conference Website
  • Recognition in promotional e-mail sent to all delegates one week prior to conference
  • Access to carry out one push notification (content subject to FCM approval)

Please note that FCM does not provide a delegate list.

EXHIBITOR REGISTRATION

(Deadline October 14, 2020)

Delegate/Exhibitor Registration
Each booth is entitled to two or five virtual delegate registration passes depending on the Exhibitor Package you selected. This badge gives access to online plenaries, keynotes, workshops, and the virtual platform.  

Per your exhibitor package (Standard Package includes 2 registration and Package Plus includes 5 registrations), please register everyone via the link to the SCC online registration portal and click on the "Register Now" button on the left end side of your screen where you see the two arrows and follow the instructions.

To register, please follow these three steps. 

  • Create a portal profile. If you already have a portal profile, sign in to your account.
  • On the attendee type selection step, enter promo code SCC_Sponsor and a complimentary option will appear.  
  • Complete all sections to confirm your registration.

Additional Exhibitor/Delegate Registration
Additional Exhibitors/Sponsors, from registered exhibitors and sponsors, can participate in the conference by purchasing a virtual conference pass. The registration fee is $75.00 + HST. Please go to the SCC online registration portal and click on the "Register Now" button on the left end side of your screen where you see the two arrows and follow the instructions.

Should you have any questions or concerns, please call or email Brittnay Del Guidice, our Events and Registration Coordinator, who will assist you in completing your registration. Brittnay can be reached at 613-907-6217 or via email at bdelduidice@fcm.ca.

EXHIBIT RULES & GUIDELINES

Introduction
The policies, rules and guidelines published in this section should be read in conjunction with the Terms and Conditions contained on the reverse side of the Application and Contract for Exhibit Space. They are part of the contract made between the applicant for booth space (hereinafter called the Exhibitor) and the Federation of Canadian Municipalities (hereinafter called FCM).

Contract
Submission of the Application and Contract for Exhibit Space, full payment of the required booth space cost and your receipt of a copy of the Application and Contract for Exhibit Space, countersigned by FCM, will constitute a contract to use the space assigned.

Interpretation of Rules and Guidelines
Exhibitors agree to abide by the conditions and deadlines published in the Exhibitors' Corner, the Terms and Conditions in the Application and Contract for Exhibit Space.

Exhibitors further accept responsibility for informing all their employees of these conditions and rules.
 
FCM shall have full power to interpret and/or amend the rules and regulations, which in FCM's discretion shall be in the best interest of the conference. The decision of FCM must be accepted as final, as is the case in any dispute with the Exhibitor or in any situation not covered by the rules and regulations.

FCM reserves the right to terminate the contract on-site, if an Exhibitor:

  • Fails to observe and follow these policies, rules and regulations.
  • Engages in unfair or deceptive trade practices.
  • Behaves in a manner which is prejudicial to the proper management of the event.

Sales of Products
The purpose of the event is to educate and broaden the knowledge of conference delegates through demonstrations, presentations, products and service displays. Sales are permitted on the platform provided that transactions are conducted in an appropriate, professional and business-like manner. FCM reserves the right to restrict sales activities that it deems inappropriate or unprofessional.

It is the Exhibitor's responsibility to comply with any Canadian federal, provincial, territorial or municipal laws in force, and to collect and remit any taxes payable.

Advertising and Publicity
FCM Show Management reserves the right to determine what is acceptable publicity and advertising by Exhibitors and to restrict, at any time, any display or activity which in FCM's judgment does not conform with the purpose of the conference. If FCM deems such displays or activities to be inappropriate or undesirable, FCM will issue an order to cease and desist. FCM will assume no liability for any losses, costs or other expenses incurred by the affected Exhibitor.

Exhibitors may share promotional material and literature within their virtual booth.

Exhibitors are responsible to ensure that promotional and product or service-related information intended for distribution to delegates during the event is factually accurate, and is professional and tasteful in its presentation. Whenever possible, FCM asks that information be provided in English and French.

FCM logo and name
The name and logotype of the Federation of Canadian Municipalities are propriety trademarks for exclusive use by FCM and may not be printed, used or displayed for any purpose, without the express knowledge and written permission of FCM. Such permission will not be granted for purely promotional purposes, or in any way to imply endorsement of an Exhibitor, product, service or activity.

The only Exhibitors permitted to display the Federation's "Corporate Partner" signs and logos are Corporate Partners in good standing.

To prevent misunderstandings, Exhibitors' promotional materials may not be phrased like this: "in conjunction with the Federation of Canadian Municipalities" or use similar language.

Booth Occupancy
Exhibitors must undertake to have at least one representative present at their booth at all times during the conference. All Exhibitor representatives participating must be registered.

Liability
The Exhibitor agrees to indemnify and hold harmless FCM and its appointed official contractors and its employees against any and all claims of any persons whomever arising out of acts of omission of Exhibitors and their employees. (Exhibitors shall furnish their own public liability insurance).

FCM assumes no liability for damages or losses resulting from, or relating to, the failure of an Exhibitor to comply with the provisions of the Terms and Conditions as set out in the Application and Contract for Exhibit Space.

Insurance
To accept responsibility for maintaining adequate insurance coverage against injury to persons, damage to or loss of property and inability to comply with the Terms and Conditions and the Exhibitor Rules and Guidelines. Comprehensive General Liability Insurance with a minimum limit of $2,000,000 is mandatory. Proof of such insurance shall be provided to the Federation of Canadian Municipalities (FCM) upon request.

© 2020 Federation of Canadian Municipalities