Exhibitor Contract Form »» Download

Floor Plan Layout »» Download

Food Handlers Application »» Download

Superior Show Form »» Download

Prize Sponsorship Form »» Download

Fort McMurray Tourism Spring Show & Market

April 27-29, 2012

Show Management

The Spring Show & Market is organized and managed by:
Fort McMurray Tourism
400 Sakitawaw Trail
Fort McMurray, AB T9H 4Z3
Trade Show Coordinator – Denise Barrow
Phone: (780) 791-4336
Toll Free: 1- 800-565-3947
Fax: (780) 790-9509
Email: denise@fortmcmurraytourism.com
Directors, staff and volunteers will be available throughout the show. Please feel free to ask anyone wearing Trade Show Staff identification for assistance.

Trade Show Facility

Fort McMurray Tourism’s Spring Show & Market is held at the Suncor Community Leisure Centre at MacDonald Island Park located in downtown Fort McMurray at the north end of Franklin Avenue.

The address is: 151 MacDonald Drive

TERMS & CONDITIONS
Exhibitors agree to abide by all rules and regulations at the Fort McMurray Tourism Spring Trade show by virtue of signing the Exhibitor contract.

IMPORTANT- Please take care of immediately
RE: CERTIFICATE OF LIABILITY INSURANCE
As you may know, as an exhibitor participating in a show, you must have adequate Liability Insurance with a minimum $2,000,000 limit to protect the Exhibitors, the attending public, the show organizer and yourself.
Our insurance policy does not extend coverage to any exhibits and requires you to submit a Certificate of Insurance upon receipt of the exhibitor’s information package.
There are (2) ways to arrange the required Insurance:

OPTION #1: SINGLE EVENT INSURANCE
Fort McMurray Tourism Association. Has appointed Canfinse Group Inc., as the recommended Insurance contractor for exhibitors. Order directly online at www.exhibitorinsurance.com and scroll to Fort McMurray Tourism 2011 Spring Trade Show.

OPTION #2: YOUR OWN INSURANCE
• Contact your own Insurance Company, request a certificate of Insurance with the following requirements below:
• Fort McMurray Tourism Association. listed as an additional insured.
• Dates of the show: April 29-30 & May 1 ( Includes move in and move out)
• Comprehensive General Liability of $2,000,000
• Bodily Injury and Property Damage Liability subject to a maximum $1,000 Deductible.
• Products and Completed Operations Liability
• Contingent Employers Liability
• Broad form Property Damage
• Cross Liability clause
• Severability of Interest Clause

Your understanding and compliance with this requirement, is greatly appreciated and we thank you for your effort in ensuring the well being of everyone.

Shipping Direct To The Site

We are pleased to announce that Superior Show will be our provider for shipping and receiving. Please see the attached Superior show package for further instructions on shipping and receiving.

Exhibitor Services

Located near the Main Entrance
Show staff will be available at the Exhibitor Service’s desk and on the trade show floors at all times during the show.

ATM Services/ Debit Machines

There are ATM machines at the Suncor Community Leisure Centre. It is recommended that vendors bring their own wireless debit machines.

Exhibitor Badges

Each company will receive four exhibitor badges. Any individual working your booth must wear a badge to be admitted onto the Trade Show floor. Extra badges can be purchased from the show office for $5 and will allow unlimited entrance for the weekend for your staff who are working with you.
Badges CANNOT be left with the cashier’s desk or show office for pick up during the show.
If you would like individualized name tags please email your company name and the names that you would like to appear on the name tags to denise@fortmcmurraytourism.com

Move In

We strongly recommend that local exhibitors set up early on Thursday to alleviate last minute congestion at load in doors. Please check in with trade show staff at the main entrance before set up. You will receive a package that contains your exhibitor tags, parking pass and any paperwork still outstanding
Thursday, April 26, 2012
8:00 am to 9:00 pm Absolutely no access to floor areas after 9pm

Friday, April 29, 2011
8:00 am to 10:00 am LIGHT CARRY ONLY
There are load in doors for each floor area.
All exhibits must be completely set up by 12:00 pm. There will be NO ACCESS to the show floor between 12:00 pm and 3:00 pm on Friday, April 29. This will allow our display company time to finalize floor set up and preparation. Exhibitors will be permitted back on the floor at 3:00 pm for light carry in only. No carts or dollies allowed after carpets have been secured.

Show Times

Trade show management requires that all exhibitors be in their booth at least 15 minutes prior to show opening. Please allow for parking.
Friday, April 27 — 1:00 pm to 9:00 pm
(Exhibitors will only be allowed on the floor at 12:00 pm)
Saturday, April 28 — 10:00 am to 8:00 pm
(Exhibitors will only be allowed on the floor at 9:30 am)
Sunday, April 29 — 10:00 am to 5:00 pm
(Exhibitors will only be allowed on the floor at 9:30 am)
The only exhibitors that will be allowed on the floor before these set times will be exhibitors that have applied to show management for early floor access.

Move Out

Displays must not be dismantled prior to 5:00 pm on Sunday, April 29

Items that may be easily damaged or stolen should be removed immediately following the show. The premises must be vacated by midnight on Sunday. Items left for courier pickup must be clearly labeled and placed in the Show Office.
Fort McMurray Tourism and the Suncor Community Leisure Centre assume no responsibility for items left on the floor.

Booth Design Guidelines

Trade show management has guidelines in place to ensure that every exhibitor has an equal opportunity to display their products/ services. Exhibits must be within the following height limits. Back walls must not exceed 8ft and side walls must not exceed 4ft. unless prior approval from show management is in place.

Booth Operations

Exhibitors must ensure that their booth is staffed at all times during show hours. Moving in or out will not be permitted during show hours.
Exhibitors will be expected to keep their display and all materials within their designated space and not in the aisles.
Soliciting of business and or distribution of samples must be confined to the exhibitor’s own booth space.

Sound Systems/ Noise Levels

If you are demonstrating a product that causes noise, you must confine the noise to suitable intervals so you don’t impose on your neighbor. Trade show management reserves the right to determine when sound constitutes interference with others and to shut the system down or to ask the exhibitor to turn the volume down to an agreed upon noise level.

• Equipment or devices producing noise or odors that disturb exhibitors or visitors will not be tolerated.
• If after ONE warning from show management, the exhibitor does not reduce the sound level, show management may elect to shut the power off to threat exhibitor.
• All speakers must face inward and not out towards the aisles.

Security

Security guards will be on duty 24 hrs a day, on a roaming basis from the start of move in to the start of move out. Fort McMurray Tourism (Show Organizers) will not accept any liability for loss or stolen items.

Security Tips for Exhibitors – Move In

• Have adequate staff present at the booth
• Report any discrepancies in goods received to the shipper immediately.
• Ensure you have proper insurance coverage.
• Store valuables out of sight

During the Show

• Never leave your booth unattended. Small items, samples or laptops are easily taken.
• Pack small items in boxes out of sight, or remove them from the booth overnight.
• Report all security and safety incidents to on site security of trade show organizers (Fort McMurray Tourism trade show manager or staff.

Move Out

• Remove valuables, small cartons and open cases of products from show area upon close of the show.
• Have proper exhibitor identification on all products.
• Don’t leave your booth unattended
• Keep any electrical equipment, ex. Tv’s, computers, in plain boxes that does not identify the product.

Fire & Safety Regulations

The Fort McMurray Fire Prevention Bureau and the Alberta Occupational Health & Safety Board in conjunction with MacDonald Island require the adherence to safety requirements governing exhibits and displays. Failure to comply with the fire and safety regulations could mean that your booth could be shut down.

Fire Regulations

The Fort McMurray Fire Prevention Bureau in conjunction with MacDonald Island requires the
adherence to fire safety requirements governing exhibits and displays.

1. Decorating materials, including artificial flowers and foliage, shall be inherently flameproof
or properly treated with a flame retardant.

2. Unless otherwise approved, flammable or combustible and/or compressed gases shall
not be used or displayed. Where approved cylinders containing pressed gases shall be
protected against mechanical damage and shall be stored on racks or by other accepted
devices designed to hold them securely in place.

3. Aerosols – It is permissible to exhibit one pressurized container, not exceeding one pint
capacity of each product classified as flammable liquid.

4. Motor vehicles or gasoline powered equipment on display shall be restricted to 1/2 of a
tank of fuel and be equipped with a lock-on type gasoline cap. Batteries need NOT be
disconnected. Keys must be removed from all vehicles.

5. All storage shall be kept in allocated areas. No empty cardboard containers are permitted
to be stored in the booth space.

6. A propane-fuelled vehicle may be parked indoors provided there are no leaks in the
propane system and the tank is not filled beyond its maximum permitted density. This
vehicle shall have the shut-off valve closed and secured to prevent tampering. Special
conditional permission must be obtained from Northlands prior to the vehicle entering the
building.

7. No propane cylinders are permitted in any indoor exhibits.

8. All electrical appliances, electrical cords and electrical connections shall comply with the
Electrical Code.

9. Candles can be displayed but cannot be lit.

SAFETY REGULATIONS

EXTREMELY IMPORTANT!!

Occupational Health and Safety
Employers operating in Alberta must comply with the Alberta Occupational Health and Safety Act, Regulation, and Codes as applicable to their operation. Further information can be obtained from Workplace Health and Safety South region.OHS Act, Regulation & Code

Fire

The owner as defined in the Alberta Fire Code 1.2.1.2 must comply with all regulations and codes as applicable to their operation. Further information can be obtained from the Fort McMurray Fire Department.

http://www.municipalaffairs.gov.ab.ca/cp_fire_codes_&_standards.cfm

Public Health

The owner must comply with all regulations and codes as applicable to their operation. Further
information can be obtained from Fort McMurray Health Region.

http://www.calgaryhealthregion.ca/publichealth/envhealth/

*FAILURE TO COMPLY WITH OCCUPATIONAL HEALTH & SAFETY REGULATIONS COULD MEAN THAT WORK ON SETTING UP YOUR BOOTH CAN BE SHUT DOWN.

Food Exhibitions/ Food Sampling/ Selling of Food or Drink Items

Any exhibitor selling or sampling food or drink items will need to fill out the Application for Environmental Health Approval Special Events. This form must be completed and submitted to the Health Department prior to September 3, 2010. The application is attached.
Food & Health Regulations
NLRHC (780) 791-6089

Helium Balloons

Helium Balloons can be used as part of your display if properly secured but CANNOT be used as give-aways. Helium tanks are NOT ALLOWED on the floor. Popcorn is NOT ALLOWED on the floor.

Cleaning

The aisles of the building will be cleaned each day prior to show opening. Exhibitors may sweep out their own booths into the aisles at the end of the day for pick up by the janitorial service. Exhibitors are responsible for the cleaning of their own booths prior to the opening of each day.

Single Use Bags

On September 1, 2010, the single-use shopping bag bylaw comes into effect. This bylaw eliminates the use of single-use shopping bags in the Regional Municipality of Wood Buffalo.

Printing & Signs

We recommend the following businesses for your printing and sign needs:

Printing Unlimited (780) 791.9638
R & D T-Shirts and Things (780) 881.2294
Superior Show Service (780) 992.0404
T & S Signs (780) 790.1945

Media Advertising

We recommend the following Fort McMurray Tourism members for all your media advertising needs:

Country 93.3 (780) 743.2246
KAOS 91.1 FM (780) 791.5911
K-Rock 100.5 FM (780) 791.0810
Mix 103.7 FM (780) 791.0103
Rock 97.9 (780) 743.2246
Fort McMurray Today Newspaper (780) 743.8186
Shaw Advertising Services (780) 743.8784
Mac Media (780) 790.6627

Exhibitors Services

Standard display includes the following:
Colors will be black and silver with blue aisle carpeting.

• 8’ back wall drape
• 4’ sidewall drape
• One 800 watt electrical outlet
• One 8’ draped display table*
• Two folding chairs

*an alternative size table is available at no cost if it is ordered directly from Superior Show Service 14 days prior to the show.
Any changes to the items included in your booth can be made directly to:
Superior Show Services Ph: (780) 992.0404

Exhibitor Contract Form »» Download

Floor Plan Layout »» Download

Food Handlers Application »» Download

Superior Show Form »» Download

Prize Sponsorship Form »» Download

Fort McMurray Tourism Fall Show & Market

September 21-23, 2012

Show Management

The Spring Show & Market is organized and managed by:
Fort McMurray Tourism
400 Sakitawaw Trail
Fort McMurray, AB T9H 4Z3
Trade Show Coordinator – Denise Barrow
Phone: (780) 791-4336
Toll Free: 1- 800-565-3947
Fax: (780) 790-9509
Email: denise@fortmcmurraytourism.com
Directors, staff and volunteers will be available throughout the show. Please feel free to ask anyone wearing Trade Show Staff identification for assistance.

Trade Show Facility

Fort McMurray Tourism’s Spring Show & Market is held at the Suncor Community Leisure Centre at MacDonald Island Park located in downtown Fort McMurray at the north end of Franklin Avenue. The address is: 151 MacDonald Drive
TERMS & CONDITIONS
Exhibitors agree to abide by all rules and regulations at the Fort McMurray Tourism Spring Trade show by virtue of signing the Exhibitor contract.

IMPORTANT- Please take care of immediately
RE: CERTIFICATE OF LIABILITY INSURANCE
As you may know, as an exhibitor participating in a show, you must have adequate Liability Insurance with a minimum $2,000,000 limit to protect the Exhibitors, the attending public, the show organizer and yourself.
Our insurance policy does not extend coverage to any exhibits and requires you to submit a Certificate of Insurance upon receipt of the exhibitor’s information package.
There are (2) ways to arrange the required Insurance:

OPTION #1: SINGLE EVENT INSURANCE
Fort McMurray Tourism Association. Has appointed Canfinse Group Inc., as the recommended Insurance contractor for exhibitors. Order directly online at www.exhibitorinsurance.com and scroll to Fort McMurray Tourism 2011 Spring Trade Show.

OPTION #2: YOUR OWN INSURANCE
• Contact your own Insurance Company, request a certificate of Insurance with the following requirements below:
• Fort McMurray Tourism Association. listed as an additional insured.
• Dates of the show: September 20-23, 2012 ( Includes move in and move out)
• Comprehensive General Liability of $2,000,000
• Bodily Injury and Property Damage Liability subject to a maximum $1,000 Deductible.
• Products and Completed Operations Liability
• Contingent Employers Liability
• Broad form Property Damage
• Cross Liability clause
• Severability of Interest Clause

Your understanding and compliance with this requirement, is greatly appreciated and we thank you for your effort in ensuring the well being of everyone.

Shipping Direct To The Site

We are pleased to announce that Superior Show will be our provider for shipping and receiving. Please see the attached Superior show package for further instructions on shipping and receiving.

Exhibitor Services

Located near the Main Entrance
Show staff will be available at the Exhibitor Service’s desk and on the trade show floors at all times during the show.

ATM Services/ Debit Machines

There are ATM machines at the Suncor Community Leisure Centre. It is recommended that vendors bring their own wireless debit machines.

Exhibitor Badges

Each company will receive four exhibitor badges. Any individual working your booth must wear a badge to be admitted onto the Trade Show floor. Extra badges can be purchased from the show office for $5 and will allow unlimited entrance for the weekend for your staff who are working with you.
Badges CANNOT be left with the cashier’s desk or show office for pick up during the show.
If you would like individualized name tags please email your company name and the names that you would like to appear on the name tags to denise@fortmcmurraytourism.com

Move In

We strongly recommend that local exhibitors set up early on Thursday to alleviate last minute congestion at load in doors.
Please check in with trade show staff at the main entrance before set up. You will receive a package that contains your exhibitor tags, parking pass and any paperwork still outstanding
Thursday, September 20, 2012
8:00 am to 9:00 pm Absolutely no access to floor areas after 9pm

Friday, September 21, 2012
8:00 am to 10:00 am LIGHT CARRY ONLY
There are load in doors for each floor area.
All exhibits must be completely set up by 12:00 pm. There will be NO ACCESS to the show floor between 12:00 pm and 3:00 pm on Friday, April 29. This will allow our display company time to finalize floor set up and preparation. Exhibitors will be permitted back on the floor at 3:00 pm for light carry in only. No carts or dollies allowed after carpets have been secured.

Show Times

Trade show management requires that all exhibitors be in their booth at least 15 minutes prior to show opening. Please allow for parking.
Friday, September 21 — 1:00 pm to 9:00 pm
(Exhibitors will only be allowed on the floor at 12:00 pm)
Saturday, September 22 — 10:00 am to 8:00 pm
(Exhibitors will only be allowed on the floor at 9:30 am)
Sunday, September 23 — 10:00 am to 5:00 pm
(Exhibitors will only be allowed on the floor at 9:30 am)
The only exhibitors that will be allowed on the floor before these set times will be exhibitors that have applied to show management for early floor access.

Move Out

Displays must not be dismantled prior to 5:00 pm on Sunday, September 23

Items that may be easily damaged or stolen should be removed immediately following the show. The premises must be vacated by midnight on Sunday. Items left for courier pickup must be clearly labeled and placed in the Show Office.
Fort McMurray Tourism and the Suncor Community Leisure Centre assume no responsibility for items left on the floor.

Booth Design Guidelines

Trade show management has guidelines in place to ensure that every exhibitor has an equal opportunity to display their products/ services. Exhibits must be within the following height limits. Back walls must not exceed 8ft and side walls must not exceed 4ft. unless prior approval from show management is in place.

Booth Operations

Exhibitors must ensure that their booth is staffed at all times during show hours. Moving in or out will not be permitted during show hours.
Exhibitors will be expected to keep their display and all materials within their designated space and not in the aisles.
Soliciting of business and or distribution of samples must be confined to the exhibitor’s own booth space.

Sound Systems/ Noise Levels

If you are demonstrating a product that causes noise, you must confine the noise to suitable intervals so you don’t impose on your neighbor. Trade show management reserves the right to determine when sound constitutes interference with others and to shut the system down or to ask the exhibitor to turn the volume down to an agreed upon noise level.

• Equipment or devices producing noise or odors that disturb exhibitors or visitors will not be tolerated.
• If after ONE warning from show management, the exhibitor does not reduce the sound level, show management may elect to shut the power off to threat exhibitor.
• All speakers must face inward and not out towards the aisles.

Security

Security guards will be on duty 24 hrs a day, on a roaming basis from the start of move in to the start of move out. Fort McMurray Tourism (Show Organizers) will not accept any liability for loss or stolen items.

Security Tips for Exhibitors – Move In

• Have adequate staff present at the booth
• Report any discrepancies in goods received to the shipper immediately.
• Ensure you have proper insurance coverage.
• Store valuables out of sight

During the Show

• Never leave your booth unattended. Small items, samples or laptops are easily taken.
• Pack small items in boxes out of sight, or remove them from the booth overnight.
• Report all security and safety incidents to on site security of trade show organizers (Fort McMurray Tourism trade show manager or staff.

Move Out

• Remove valuables, small cartons and open cases of products from show area upon close of the show.
• Have proper exhibitor identification on all products.
• Don’t leave your booth unattended
• Keep any electrical equipment, ex. Tv’s, computers, in plain boxes that does not identify the product.

Fire & Safety Regulations

The Fort McMurray Fire Prevention Bureau and the Alberta Occupational Health & Safety Board in conjunction with MacDonald Island require the adherence to safety requirements governing exhibits and displays. Failure to comply with the fire and safety regulations could mean that your booth could be shut down.

Fire Regulations

The Fort McMurray Fire Prevention Bureau in conjunction with MacDonald Island requires the
adherence to fire safety requirements governing exhibits and displays.

1. Decorating materials, including artificial flowers and foliage, shall be inherently flameproof
or properly treated with a flame retardant.

2. Unless otherwise approved, flammable or combustible and/or compressed gases shall
not be used or displayed. Where approved cylinders containing pressed gases shall be
protected against mechanical damage and shall be stored on racks or by other accepted
devices designed to hold them securely in place.

3. Aerosols – It is permissible to exhibit one pressurized container, not exceeding one pint
capacity of each product classified as flammable liquid.

4. Motor vehicles or gasoline powered equipment on display shall be restricted to 1/2 of a
tank of fuel and be equipped with a lock-on type gasoline cap. Batteries need NOT be
disconnected. Keys must be removed from all vehicles.

5. All storage shall be kept in allocated areas. No empty cardboard containers are permitted
to be stored in the booth space.

6. A propane-fuelled vehicle may be parked indoors provided there are no leaks in the
propane system and the tank is not filled beyond its maximum permitted density. This
vehicle shall have the shut-off valve closed and secured to prevent tampering. Special
conditional permission must be obtained from Northlands prior to the vehicle entering the
building.

7. No propane cylinders are permitted in any indoor exhibits.

8. All electrical appliances, electrical cords and electrical connections shall comply with the
Electrical Code.

9. Candles can be displayed but cannot be lit.

SAFETY REGULATIONS

EXTREMELY IMPORTANT!!

Occupational Health and Safety
Employers operating in Alberta must comply with the Alberta Occupational Health and Safety Act, Regulation, and Codes as applicable to their operation. Further information can be obtained from Workplace Health and Safety South region.OHS Act, Regulation & Code

Fire

The owner as defined in the Alberta Fire Code 1.2.1.2 must comply with all regulations and codes as applicable to their operation. Further information can be obtained from the Fort McMurray Fire Department.

http://www.municipalaffairs.gov.ab.ca/cp_fire_codes_&_standards.cfm

Public Health

The owner must comply with all regulations and codes as applicable to their operation. Further
information can be obtained from Fort McMurray Health Region.

http://www.calgaryhealthregion.ca/publichealth/envhealth/

*FAILURE TO COMPLY WITH OCCUPATIONAL HEALTH & SAFETY REGULATIONS COULD MEAN THAT WORK ON SETTING UP YOUR BOOTH CAN BE SHUT DOWN.

Food Exhibitions/ Food Sampling/ Selling of Food or Drink Items

Any exhibitor selling or sampling food or drink items will need to fill out the Application for Environmental Health Approval Special Events. This form must be completed and submitted to the Health Department prior to September 3, 2010. The application is attached.
Food & Health Regulations
NLRHC (780) 791-6089

Helium Balloons

Helium Balloons can be used as part of your display if properly secured but CANNOT be used as give-aways. Helium tanks are NOT ALLOWED on the floor. Popcorn is NOT ALLOWED on the floor.

Cleaning

The aisles of the building will be cleaned each day prior to show opening. Exhibitors may sweep out their own booths into the aisles at the end of the day for pick up by the janitorial service. Exhibitors are responsible for the cleaning of their own booths prior to the opening of each day.

Single Use Bags

On September 1, 2010, the single-use shopping bag bylaw comes into effect. This bylaw eliminates the use of single-use shopping bags in the Regional Municipality of Wood Buffalo.

Printing & Signs

We recommend the following businesses for your printing and sign needs:

Printing Unlimited (780) 791.9638
R & D T-Shirts and Things (780) 881.2294
Superior Show Service (780) 992.0404
T & S Signs (780) 790.1945

Media Advertising

We recommend the following Fort McMurray Tourism members for all your media advertising needs:

Country 93.3 (780) 743.2246
KAOS 91.1 FM (780) 791.5911
K-Rock 100.5 FM (780) 791.0810
Mix 103.7 FM (780) 791.0103
Rock 97.9 (780) 743.2246
Fort McMurray Today Newspaper (780) 743.8186
Shaw Advertising Services (780) 743.8784
Mac Media (780) 790.6627

Exhibitors Services

Standard display includes the following:
Colors will be black and silver with blue aisle carpeting.

• 8’ back wall drape
• 4’ sidewall drape
• One 800 watt electrical outlet
• One 8’ draped display table*
• Two folding chairs

*an alternative size table is available at no cost if it is ordered directly from Superior Show Service 14 days prior to the show.
Any changes to the items included in your booth can be made directly to:
Superior Show Services Ph: (780) 992.0404

Please see attached order form »» Superior Show Order Form Spring

Exhibitor Contract Form »» Download

Floor Plan Layout »» Download

Food Handlers Application »» Download

Superior Show Form »» Download

Prize Sponsorship Form »» Download

Fort McMurray Tourism Fall Show & Market

September 21-23, 2012

Show Management

The Spring Show & Market is organized and managed by:
Fort McMurray Tourism
400 Sakitawaw Trail
Fort McMurray, AB T9H 4Z3
Trade Show Coordinator – Denise Barrow
Phone: (780) 791-4336
Toll Free: 1- 800-565-3947
Fax: (780) 790-9509
Email: denise@fortmcmurraytourism.com
Directors, staff and volunteers will be available throughout the show. Please feel free to ask anyone wearing Trade Show Staff identification for assistance.

Trade Show Facility

Fort McMurray Tourism’s Spring Show & Market is held at the Suncor Community Leisure Centre at MacDonald Island Park located in downtown Fort McMurray at the north end of Franklin Avenue. The address is: 151 MacDonald Drive
TERMS & CONDITIONS
Exhibitors agree to abide by all rules and regulations at the Fort McMurray Tourism Spring Trade show by virtue of signing the Exhibitor contract.

IMPORTANT- Please take care of immediately
RE: CERTIFICATE OF LIABILITY INSURANCE
As you may know, as an exhibitor participating in a show, you must have adequate Liability Insurance with a minimum $2,000,000 limit to protect the Exhibitors, the attending public, the show organizer and yourself.
Our insurance policy does not extend coverage to any exhibits and requires you to submit a Certificate of Insurance upon receipt of the exhibitor’s information package.
There are (2) ways to arrange the required Insurance:

OPTION #1: SINGLE EVENT INSURANCE
Fort McMurray Tourism Association. Has appointed Canfinse Group Inc., as the recommended Insurance contractor for exhibitors. Order directly online at www.exhibitorinsurance.com and scroll to Fort McMurray Tourism 2011 Spring Trade Show.

OPTION #2: YOUR OWN INSURANCE
• Contact your own Insurance Company, request a certificate of Insurance with the following requirements below:
• Fort McMurray Tourism Association. listed as an additional insured.
• Dates of the show: September 20-23, 2012 ( Includes move in and move out)
• Comprehensive General Liability of $2,000,000
• Bodily Injury and Property Damage Liability subject to a maximum $1,000 Deductible.
• Products and Completed Operations Liability
• Contingent Employers Liability
• Broad form Property Damage
• Cross Liability clause
• Severability of Interest Clause

Your understanding and compliance with this requirement, is greatly appreciated and we thank you for your effort in ensuring the well being of everyone.

Shipping Direct To The Site

We are pleased to announce that Superior Show will be our provider for shipping and receiving. Please see the attached Superior show package for further instructions on shipping and receiving.

Exhibitor Services

Located near the Main Entrance
Show staff will be available at the Exhibitor Service’s desk and on the trade show floors at all times during the show.

ATM Services/ Debit Machines

There are ATM machines at the Suncor Community Leisure Centre. It is recommended that vendors bring their own wireless debit machines.

Exhibitor Badges

Each company will receive four exhibitor badges. Any individual working your booth must wear a badge to be admitted onto the Trade Show floor. Extra badges can be purchased from the show office for $5 and will allow unlimited entrance for the weekend for your staff who are working with you.
Badges CANNOT be left with the cashier’s desk or show office for pick up during the show.
If you would like individualized name tags please email your company name and the names that you would like to appear on the name tags to denise@fortmcmurraytourism.com

Move In

We strongly recommend that local exhibitors set up early on Thursday to alleviate last minute congestion at load in doors.
Please check in with trade show staff at the main entrance before set up. You will receive a package that contains your exhibitor tags, parking pass and any paperwork still outstanding
Thursday, September 20, 2012
8:00 am to 9:00 pm Absolutely no access to floor areas after 9pm

Friday, September 21, 2012
8:00 am to 10:00 am LIGHT CARRY ONLY
There are load in doors for each floor area.
All exhibits must be completely set up by 12:00 pm. There will be NO ACCESS to the show floor between 12:00 pm and 3:00 pm on Friday, April 29. This will allow our display company time to finalize floor set up and preparation. Exhibitors will be permitted back on the floor at 3:00 pm for light carry in only. No carts or dollies allowed after carpets have been secured.

Show Times

Trade show management requires that all exhibitors be in their booth at least 15 minutes prior to show opening. Please allow for parking.
Friday, September 21 — 1:00 pm to 9:00 pm
(Exhibitors will only be allowed on the floor at 12:00 pm)
Saturday, September 22 — 10:00 am to 8:00 pm
(Exhibitors will only be allowed on the floor at 9:30 am)
Sunday, September 23 — 10:00 am to 5:00 pm
(Exhibitors will only be allowed on the floor at 9:30 am)
The only exhibitors that will be allowed on the floor before these set times will be exhibitors that have applied to show management for early floor access.

Move Out

Displays must not be dismantled prior to 5:00 pm on Sunday, September 23

Items that may be easily damaged or stolen should be removed immediately following the show. The premises must be vacated by midnight on Sunday. Items left for courier pickup must be clearly labeled and placed in the Show Office.
Fort McMurray Tourism and the Suncor Community Leisure Centre assume no responsibility for items left on the floor.

Booth Design Guidelines

Trade show management has guidelines in place to ensure that every exhibitor has an equal opportunity to display their products/ services. Exhibits must be within the following height limits. Back walls must not exceed 8ft and side walls must not exceed 4ft. unless prior approval from show management is in place.

Booth Operations

Exhibitors must ensure that their booth is staffed at all times during show hours. Moving in or out will not be permitted during show hours.
Exhibitors will be expected to keep their display and all materials within their designated space and not in the aisles.
Soliciting of business and or distribution of samples must be confined to the exhibitor’s own booth space.

Sound Systems/ Noise Levels

If you are demonstrating a product that causes noise, you must confine the noise to suitable intervals so you don’t impose on your neighbor. Trade show management reserves the right to determine when sound constitutes interference with others and to shut the system down or to ask the exhibitor to turn the volume down to an agreed upon noise level.

• Equipment or devices producing noise or odors that disturb exhibitors or visitors will not be tolerated.
• If after ONE warning from show management, the exhibitor does not reduce the sound level, show management may elect to shut the power off to threat exhibitor.
• All speakers must face inward and not out towards the aisles.

Security

Security guards will be on duty 24 hrs a day, on a roaming basis from the start of move in to the start of move out. Fort McMurray Tourism (Show Organizers) will not accept any liability for loss or stolen items.

Security Tips for Exhibitors – Move In

• Have adequate staff present at the booth
• Report any discrepancies in goods received to the shipper immediately.
• Ensure you have proper insurance coverage.
• Store valuables out of sight

During the Show

• Never leave your booth unattended. Small items, samples or laptops are easily taken.
• Pack small items in boxes out of sight, or remove them from the booth overnight.
• Report all security and safety incidents to on site security of trade show organizers (Fort McMurray Tourism trade show manager or staff.

Move Out

• Remove valuables, small cartons and open cases of products from show area upon close of the show.
• Have proper exhibitor identification on all products.
• Don’t leave your booth unattended
• Keep any electrical equipment, ex. Tv’s, computers, in plain boxes that does not identify the product.

Fire & Safety Regulations

The Fort McMurray Fire Prevention Bureau and the Alberta Occupational Health & Safety Board in conjunction with MacDonald Island require the adherence to safety requirements governing exhibits and displays. Failure to comply with the fire and safety regulations could mean that your booth could be shut down.

Fire Regulations

The Fort McMurray Fire Prevention Bureau in conjunction with MacDonald Island requires the
adherence to fire safety requirements governing exhibits and displays.

1. Decorating materials, including artificial flowers and foliage, shall be inherently flameproof
or properly treated with a flame retardant.

2. Unless otherwise approved, flammable or combustible and/or compressed gases shall
not be used or displayed. Where approved cylinders containing pressed gases shall be
protected against mechanical damage and shall be stored on racks or by other accepted
devices designed to hold them securely in place.

3. Aerosols – It is permissible to exhibit one pressurized container, not exceeding one pint
capacity of each product classified as flammable liquid.

4. Motor vehicles or gasoline powered equipment on display shall be restricted to 1/2 of a
tank of fuel and be equipped with a lock-on type gasoline cap. Batteries need NOT be
disconnected. Keys must be removed from all vehicles.

5. All storage shall be kept in allocated areas. No empty cardboard containers are permitted
to be stored in the booth space.

6. A propane-fuelled vehicle may be parked indoors provided there are no leaks in the
propane system and the tank is not filled beyond its maximum permitted density. This
vehicle shall have the shut-off valve closed and secured to prevent tampering. Special
conditional permission must be obtained from Northlands prior to the vehicle entering the
building.

7. No propane cylinders are permitted in any indoor exhibits.

8. All electrical appliances, electrical cords and electrical connections shall comply with the
Electrical Code.

9. Candles can be displayed but cannot be lit.

SAFETY REGULATIONS

EXTREMELY IMPORTANT!!

Occupational Health and Safety
Employers operating in Alberta must comply with the Alberta Occupational Health and Safety Act, Regulation, and Codes as applicable to their operation. Further information can be obtained from Workplace Health and Safety South region.OHS Act, Regulation & Code

Fire

The owner as defined in the Alberta Fire Code 1.2.1.2 must comply with all regulations and codes as applicable to their operation. Further information can be obtained from the Fort McMurray Fire Department.

http://www.municipalaffairs.gov.ab.ca/cp_fire_codes_&_standards.cfm

Public Health

The owner must comply with all regulations and codes as applicable to their operation. Further
information can be obtained from Fort McMurray Health Region.

http://www.calgaryhealthregion.ca/publichealth/envhealth/

*FAILURE TO COMPLY WITH OCCUPATIONAL HEALTH & SAFETY REGULATIONS COULD MEAN THAT WORK ON SETTING UP YOUR BOOTH CAN BE SHUT DOWN.

Food Exhibitions/ Food Sampling/ Selling of Food or Drink Items

Any exhibitor selling or sampling food or drink items will need to fill out the Application for Environmental Health Approval Special Events. This form must be completed and submitted to the Health Department prior to September 3, 2010. The application is attached.
Food & Health Regulations
NLRHC (780) 791-6089

Helium Balloons

Helium Balloons can be used as part of your display if properly secured but CANNOT be used as give-aways. Helium tanks are NOT ALLOWED on the floor. Popcorn is NOT ALLOWED on the floor.

Cleaning

The aisles of the building will be cleaned each day prior to show opening. Exhibitors may sweep out their own booths into the aisles at the end of the day for pick up by the janitorial service. Exhibitors are responsible for the cleaning of their own booths prior to the opening of each day.

Single Use Bags

On September 1, 2010, the single-use shopping bag bylaw comes into effect. This bylaw eliminates the use of single-use shopping bags in the Regional Municipality of Wood Buffalo.

Printing & Signs

We recommend the following businesses for your printing and sign needs:

Printing Unlimited (780) 791.9638
R & D T-Shirts and Things (780) 881.2294
Superior Show Service (780) 992.0404
T & S Signs (780) 790.1945

Media Advertising

We recommend the following Fort McMurray Tourism members for all your media advertising needs:

Country 93.3 (780) 743.2246
KAOS 91.1 FM (780) 791.5911
K-Rock 100.5 FM (780) 791.0810
Mix 103.7 FM (780) 791.0103
Rock 97.9 (780) 743.2246
Fort McMurray Today Newspaper (780) 743.8186
Shaw Advertising Services (780) 743.8784
Mac Media (780) 790.6627

Exhibitors Services

Standard display includes the following:
Colors will be black and silver with blue aisle carpeting.

• 8’ back wall drape
• 4’ sidewall drape
• One 800 watt electrical outlet
• One 8’ draped display table*
• Two folding chairs

*an alternative size table is available at no cost if it is ordered directly from Superior Show Service 14 days prior to the show.
Any changes to the items included in your booth can be made directly to:
Superior Show Services Ph: (780) 992.0404

Please see attached order form »» Superior Show Order Form Spring