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FCM’s Sustainable Communities Conference: where innovation meets action

Exhibitors Corner

The Exhibitor's Corner is your comprehensive guide to assist you in making the necessary arrangements for your exhibit at FCM's 2018 Sustainable Communities Conference (SCC).

Make sure to print out your Exhibitor Deadline Checklist to keep track of all important deadlines to make your participation even more successful.

The complete Exhibitor Manual is available for download, and Show Services kit is available by downloading the attached document.

We look forward to welcoming you in Ottawa!


Exhibitor Resources


IMPORTANT DEADLINES

Monday, January 8, 2018

FCM Exhibitor/Delegate Registration badge(s)

Each booth is entitled to one or two full conference (delegate) registration passes depending on the Exhibitor Package you selected. This badge gives access to all plenaries and workshops, one study tour, all meals and to all social events.  See below for online link, details and promo code.

Monday, January 8, 2018

Travel and Accommodations

Visit the FCM Plan Your Trip website for discounts on flights, trains and hotel rooms

Wednesday, January 17, 2018

Show Management Forms - Complete these forms online

The following mandatory Show Management Forms must be completed by all Exhibitors.

  1. Fire Safety Requirements Form
  2. Exhibitor Insurance Form
  3. Exhibitor-Appointed Contractor Form
  4. Exhibitor Badge Form

FCM Exhibitor Profile

An Exhibitor Profile on FCM's 2018 Sustainable Communities Conference website and in the Conference web app will enhance your organization's exposure at the SCC. If you have not already provided a profile for our Exhibitor Listing webpage, please submit your 40-Word profile

Tuesday, January 23, 2018 GES Show Services & PSAV for Internet, AV and Electrical Services

List of Official Contractors and Services

Venue

Westin Ottawa
Kelly Courtemanche, Meetings & Events Manager (CSM)
Direct: 613.560.7328 • Cell 613.880.7616
kelly.courtemanche@westin.com


Internet, AV and Electrical Services - Request form

PSAV
Graydon Campbell
Office: 613-569-1595
gcampbell@psav.com

 

  • Internet Services
  • Electrical
  • Audio-Visual Equipment


Official Service Contractor - Show Manual kit and order forms

GES
Customer Service Team
Office: 514-861-9694
clarkson@ges.com

Service

  • Advanced & On Site Material Handling
  • Labour Services - Exhibitor Booth Set-up and Dismantling
  • Furniture, Counters, Storage & Display Units, Accessories, Plant Rental
  • Signs
  •  Cleaning Services
  • Transportation Services
  • Vehicle Access

Book your services with GES, using the GES Exhibitor Order Forms. Furniture provided in the 10'W x 8'D exhibit space includes 1 six foot table and 1 chair and show drape (8' back and 4' side drape). If any other material is required, please order directly with GES (Deadline is January 23, 2018):



What is included with your booth

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

Standard Exhibitor Package includes:
  • Exhibit space (10'W x 8'D x8'H)
  • 1 complete conference pass including access to plenaries, keynotes, workshops, meals (February 6-8) and all social events
  • 1 Exhibit Staff badge providing access to exhibit space, meals during exhibit hours (February 5-8)
  • Furniture: 1 six-foot table, 1 chair, show pipe and drape
  • Existing carpet
  • 40-word company profile, name and website on FCM conference website
  • 40-word company profile, name and website on FCM conference mobile app
  • Company name listing in delegate at-a-glance program
Exhibitor Plus Package includes:
  • Exhibit space (10'W x 8'D x 8'H)
  • 2 complete conference passes including access to plenaries, keynotes, workshops, meals (February 6-8) and all social events
  • 1 Exhibit Staff badge providing access to exhibit space, meals during exhibit hours (February 5-8)
  • Furniture: 1 six-foot table, 1 chair, Show pipe and drape
  • 40-word company profile, name and website on FCM Conference Website
  • 40-word company profile, name and website on FCM Conference Mobile App
  • Company name listing in delegate at-a-glance program
  • Recognition in promotional e-mail sent to all delegates one week prior to conference
  • Banner ad in the Conference mobile app with link to URL of choice
  • Electricity and Internet are not included in the booth rental price
  • FCM does not provide a delegate list

Exhibitor Registration - (deadline January 8, 2018)

Delegate/Exhibitor Registration
Each booth is entitled to one or two full conference (delegate) registration passes depending on the Exhibitor Package you selected. This badge gives access to all plenaries and workshops, one study tour, all meals and to all social events.

Per your exhibitor package (Standard Package includes 1 registration and Package Plus includes 2 registrations) please register each individual via link to the SCC online registration formhttps://portal.fcm.ca/event-overview/  and then click on the "Register Now" button.

This year, we have a new registration database which is a 3 step process. 

•1.       Complete all prompts (workshops, social events, etc).  If unsure, simply select to the best of your ability.

•2.       After registration complete on above link, you will receive a follow-up email from FCM Registrar with a link to complete your delegate registration. 

•3.       To bypass payment section, ENTER PROMO CODE:  SCC_Sponsor

Should you have any questions or concerns, please call or email Natalina Conner, FCM Registrar who will assist you in completing your registration.  Natalina can be reached at 613-907-6236 or via email at nconner@fcm.ca

Delegate/Exhibitor badges can be picked up on-site at the Exhibitor Registration Desk, located in the Governor General Foyer, Level 4 of the Westin Ottawa, between 1 p.m- 5p.m.. on Monday, February 5

The Exhibit Staff Access Only Badge allows exhibiting staff access to the display area in the lobby during the dates and times of installation and dismantle, and during official hours of operation.  Exhibitors who have more than one representative at a booth will be charged $175 per individual over that number. Additional badges may be obtained by submitting a request to Marie Klobucar at tradeshow@fcm.ca

Exhibitor badges can be picked up on-site during move-in at the Exhibitor Registration Desk, located in the Governor General Foyer, Level 4 of the Westin Ottawa, from 1 p.m.-4 p.m. on Monday, February 5. If additional badges are required during the show, please visit the Exhibitor Registration Desk.

Additional Exhibitor/Delegate Registration
Exhibitors can participate in the conference sessions and keynotes through the Exhibitor/Delegate Registration Package. This is your chance to network with key municipal decision-makers at receptions, sessions and other events. To register additional Exhibitor/Delegate participants, please click here. Please review the terms and conditions for delegates.

Registration fee:
Exhibitor-Sponsor/Delegate $915.00 + HST (Member/Non-Member Rate)


Floor Plan

Floor Plan


Move-in / Move-out Information

Conference Venue

Westin Ottawa Hotel
11 Colonel By Drive
Ottawa, ON, K1N 9H4

Dates and Hours

Exhibitor Move-in

Day 1

Day 2

Day 3

Exhibitor Move-out

Monday, February 5

Tuesday, February 6

Wednesday, February 7

Thursday, February 8

Thursday, February 8

1 - 4 p.m. *

7:00 a.m. - 4 p.m.

7:00 a.m. - 3:15 p.m.

7:30 a.m. - 1:30 p.m.**

1:30 p.m. - 3:30 p.m.

* All booths/displays must be fully installed no later than 4 p.m. on February 5, 2018.

** Exhibits close at 1:30 p.m. - early booth dismantling not permitted.


Deliveries to the Westin Ottawa
Deliveries from Exhibitors will be accepted (without incurring storage fees) as of Monday, February 5 at 8 a.m. All boxes MUST be clearly marked with the following: the company name, the event dates, the exhibit booth number and the on-site contact (see the required shipping label form that is required to be firmly adhered to every box/package)

Should exhibitors be bringing their own materials with them upon arrival to the Hotel, Exhibitors are NOT able to park at front doors of the hotel to unload your vehicles. Exhibitors must unload at the loading dock at the south side of the Hotel (located off Daly Street, entrance just under the bridge that connects the Hotel to the Shaw Centre). The Hotel does not own the loading dock area, so you must drop off your exhibitor materials, go and park your vehicle in self-parking or valet and GES - FCM's office show services supplier - will bring up your supplies to the required location for a fee.


Booth Installation
Exhibitors are allowed to unpack their own products and erect their own exhibits using the services of their own employees. Should Exhibitors require additional assistance in the setup of their display, the use of the official general contractor - GES - is strongly recommended.

If using the services of a display contractor other than GES, please note:

  • Exhibitors must identify this company by completing the Exhibitor-Appointed Contractor Form no later than January 10, 2018.
  • The Exhibitor-Appointed Contractor must submit evidence of insurance before access is granted.
  • Representatives of the Exhibitor-appointed contractor must present themselves to the Exhibitor Registration Desk to pick up their work badges before access is granted.

In order to avoid damage to the facility flooring, it is the Exhibitor's responsibility to take proper care and diligence while moving equipment and materials, etc. Exhibitors will be responsible for any damage incurred to the facility. Booth furnishings that require suspension are NOT permitted. Nails, tape, screws, tacks, pins, etc. are STRICTLY PROHIBITED on the walls. Exhibitor floor space MUST also be protected from any potential damage to carpet and all furnishings MUST be free standing. Tape to mark exhibit floor MUST be removed at the conclusion of the event. Tape leaving glue residue on carpet and flooring is NOT permitted. All expenses for cleaning will be charges to the Exhibitor.

Aisles MUST be kept clear during set-up, operation and dismantling of the Exhibit. Fire exits, hose cabinets and pulls stations MUST remain in clear sight and accessible at all times. No dangerous displays will be permitted in the Exhibit area. The Westin Ottawa does not permit cooking or any fire (including smudge ceremony) without prior arrangements and approval.

Helium balloons MAY NOT be distributed without prior approval from the Westin Ottawa.


Booth Dismantling
Exhibitors are allowed to pack their own products and dismantle their own exhibits using the services of their own regular employees. Should Exhibitors require additional assistance in the dismantling of their display, the use of the official general contractor - GES - is strongly recommended.


Removal of Exhibit Material
Show Management reserves the right to schedule a move-out sequence and set target dismantle times for individual booths. Exhibitors agree to abide by instructions given by GES pertaining to the move-out of exhibits. Display booth cannot be dismantled before 1:30 p.m. on Thursday, February 8, 2018.

If an Exhibitor fails to arrange for shipments of its material at the close of the Trade Show, Show Management reserves the right to re-route shipment via the official carrier to a warehouse, pending advice from the Exhibitor. The Exhibitor will be charged accordingly.


Booth Display Requirements & Regulations

GENERAL REQUIREMENTS

All display fixtures greater than 4 feet in height must be a minimum of 4 feet back from the aisle to avoid blocking the sight lines of other Exhibitors. Exhibitors whose displays exceed these dimensions may be asked to alter or dismantle that part of their display.

All exposed parts of the display structure must be draped or finished to present an attractive appearance when viewed from aisles or adjoining exhibits, and should not be objectionable to other Exhibitors or to Show Management. When necessary, drapes will be installed by GES at the Exhibitor's expense to cover exposed or unfinished parts of displays.

To ensure the display value of adjoining booths is not unduly limited, exhibit booth designs and walls, signs, fixtures and counters, product and exhibit displays may be erected to a maximum height of 8 feet only in the rear 4 feet of the booth. From this point to the front of the booth, they may not exceed a height of 4 feet.

Any booth/displays exceeding 8 feet in height must contact Show Management to verify height restrictions that may apply to their booth space.

Custom booth designs, signs, product and exhibit displays must be arranged in such a manner that they conform to this linear booth design. Maximum height of booths, products and display materials may not exceed 8 feet. Any booth/displays exceeding 8 feet in height must contact FCM to verify height restrictions that may apply to their booth space.  Contact Marie Klobucar and request for written approval on/before January 10, 2018.

Where necessary in linear booth locations, drapes will be installed at the Exhibitor's expense to cover exposed or unfinished parts of displays

SCC Booth

LINEAR BOOTH EXHIBIT


Exhibit Rules & Guidelines

Introduction
The policies, rules and guidelines published in the Exhibitors' Corner and the GES Exhibitor Services Kit 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 and by all conditions under which the space was leased to FCM by the Westin Ottawa.

Exhibitors further accept responsibility for informing all their employees, suppliers or agents, appointed contractors and temporary staff involved with their exhibit activities, 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.
  • Does not comply with local, provincial and federal laws, rules, regulations and ordinances in force.

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 floor 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. In the event that 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 distribute promotional material and literature or other articles within the booth space allocated. As the focus of this conference is on sustainability, Exhibitors are encouraged to use promotional methods that eliminate or minimize the use of printed materials. Product and service demonstrations, presentations, interviews or other activities within the LCC are restricted to the allocated booth space.

Printed and visual products and promotional literature must be designed and produced in accordance with the professional nature of FCM's 2018 Sustainable Communities Conference.

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.

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.


Demonstration, Display and Presentations
Exhibitors must not place demonstration areas at the edge of their booths if they expect many people to congregate there at one time, and should allow sufficient space within their booth area to absorb the majority of the anticipated crowd.

Exhibitors whose display arrangements or presentations cause spectators to interfere with normal aisle traffic, or unduly overflow the display area of neighboring  exhibits, may be asked to limit or eliminate their presentations.


Audio and Visual Components of Exhibits
Exhibitors may not operate public address, sound producing or amplifying devices which project sound above the normal level of conversation.

Audio and visual equipment as part of a display are acceptable; however, sound equipment which would be audible beyond the display should be equipped with earphones or enclosed within a special listening room. In addition, spectators at exhibits viewing audio and video displays may not obstruct aisles or interfere with access to other exhibits. Absolutely no manner of sound amplification is permitted for Exhibitors conducting live presentations.

Show Management reserves the right to determine when sound levels from audio and visual equipment constitute interference with others or become unacceptable. In such cases, sound levels will be reduced or the equipment will be removed at the Exhibitor's expense.


Noise, Lights and Odors
Show Management reserves the right to determine when sound levels from electrical and mechanical apparatus, or display-lighting and odor-generating devices or activities constitute interference with others or become unacceptable. In such cases, sound levels will be reduced or the equipment will be removed at the Exhibitor's expense.


Booth Occupancy
Exhibitors must undertake to have at least one representative present at their booth at all times during the exhibit schedule. All Exhibitor representatives participating must be registered and wear the proper badges.


Photographing and Videotaping
Exhibitors may not photograph or videotape an Exhibitor booth without the permission of that Exhibitor.
 
The rights to any and all photography of the event are the exclusive property of FCM. The Westin Ottawa and FCM reserves the right to photograph the event for its own records, publicity and promotion purposes.


Liability
The FCM will not be liable for any loss or damage to the property of the Exhibitor or its employees, due to fire, theft, accidents or any cause whatsoever that may arise during use and occupancy of the leased space at the Westin Ottawa.

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. If, due to unforeseen circumstances beyond the control of FCM, an Exhibitor's materials do not arrive in time for display during the entire period of the event, or any portion thereof, FCM assumes no liability for damages or losses to the Exhibitor and is under no obligation to refund the Exhibitor's fees.


Insurance
Each Exhibitor agrees to accept responsibility for maintaining adequate insurance against injury to persons, damage to or loss of property, products, equipment or decoration and inability to meet obligations outlined in the Exhibitor's Corner and Terms and Conditions as set out in the Application and Contract for Exhibit Space.

Exhibitors must provide evidence of Comprehensive General Liability insurance with a minimum limit of $2,000,000 CAD by completing and returning the Exhibitor Insurance Form to Show Management no later than January 17, 2018.

Insurance protection of the type described will not be provided to the Exhibitor by either FCM or the Westin Ottawa.

Exhibitors or their agents who desire insurance on their exhibit booths, display goods and staff must place the same at their own expense.

FCM reserves the right to prohibit access to the display floor to any Exhibitor from whom no proof of insurance has been received.

Page Updated: 01/02/2018