Exhibitor Information

If you have already booked your booth for The Back 2 School Expo, this page is for you. Here you will find all the information and forms you need for a smooth and successful exhibiting experience. The Exhibitor Kit contains everything you need to know about exhibiting at the show including deadlines and important dates, insurance requirements, regulations, and FAQs. Please take the time to read below, as it will answer many of your questions and avoid any last minute surprises.

If you are interested in exhibiting, but have not yet booked your spot, please visit “Book Now” to find out more and then complete the “Exhibitor Application” to join us.

DEADLINES:

Registration and payment must be made three weeks prior to August 17st
To ensure your add-ons are to be available on your move in date, please have your options completed by August 17th, 2019 through Freeman.
Freeman Electrical & Décor
Freeman Exhibitor Services
(613) 748-7180 ext. 234 or
freemanottawaES@freemanco.com
mailto:freemanottawaES@freemanco.com
Freeman Exhibitor Kit & Order Forms *Please note dealine is August 17, 2018

INCLUDED IN YOUR CONTRACTED BOOTH SPACE:

• Company name and website in the Show Guide.
• 5 exhibitor badges (booths under 400 sq.ft.) or 10 exhibitor badges (booths 400 sq.ft. or more)
• The Back 2 School ticket link to send to your customer database to promote yourself in the show
• 10 complimentary entry passes for friends, family, or VIP guests
• Special discount pricing for additional passes
• Face-to-face contact with well-defined visitors to the show.
• Exposure through a $75,000+ multi-media advertising and PR campaign.
• Your name, phone number, website, and booth number in our on-site show guide.
• An online listing on our website posted one month prior to the show date. Listing stays visible for a minimum of 8 months.
• 8’ draped exhibit back walls, 3’ side walls for your exhibit.
• Dolly service and limited storage for crates and boxes.
• Varied show features and decor throughout the hall.
• A friendly, professional, and experienced show management team.

NOT INCLUDED:
Order forms available through Freeman, should you need the following:

• Electricity (Freeman Fact Sheet & Order Forms)
• Telephone and internet service (Order Form)
• Carpet (Freeman Fact Sheet & Order Forms)
• Furniture (Freeman Fact Sheet & Order Forms)
• Shipping of material (Freeman Fact Sheet & Order Forms)
• Advance storage of material
• Booth Cleaning (Order Form)

MOVE-IN
• Friday, August 24th 1 pm to 7 pm
MOVE-OUT
• Sunday, August 26th 5 pm to 8 pm

MOVE-IN POLICY

Due to liability and insurance concerns, working in your booth will ONLY be allowed during the allocated move-in/move-out times. Exhibitors are responsible for the moving of exhibit materials to their booth location; a limited number of dollies are made available to assist with this process. Upon your arrival, please come to the Show Office to register and receive your exhibitor badges.
Please ensure you have sent your proof of insurance to Alpine Trade Shows prior to move-in. You cannot set-up without it. Your representative should accompany all goods in transit from the loading area to your booth. Show management retains the right to inspect any box or crate that is removed from the exhibit halls. Do not begin set-up until all your goods have been removed from your vehicle and your vehicle is removed from the loading area.

MOVE-OUT POLICY

You will receive detailed move-out instructions at the show. Move-out on Sunday begins only after the show closes and the aisle carpet is removed. For safety/security reasons and as a courtesy to attendees, no removal or dismantling of displays or materials is permitted before 5 pm on Sunday, August 26th. All exhibits must be removed from the exhibit halls by 8 pm on August 26 or freight will be shipped via Liberty CFS Inc.’s terms (7 business days standard ground service).

BACK 2 SCHOOL EXPO HEIGHT RESTRICTIONS

Exhibitors are provided with a standard 8’ high draped exhibit back wall and 3’ high draped dividers for the sides of their spaces. The maximum height for the back of an exhibitor’s display, including signage, is 8 feet. For spaces 10′ or less in depth, sidewalls and display materials may extend no more than 5′ from the back at a maximum height of 8′. For the remaining 5′ near the aisle, sidewalls and display materials cannot exceed 4′ in height. All exposed areas must be finished to the satisfaction of show management.

BOOTH RESTRICTIONS

All exhibit material and personnel must remain within their allocated exhibit space as contracted.

BACK 2 SCHOOL EXPO FLOOR & CEILING

All exhibits at Back 2 School Expo MUST have a suitable floor covering as the exhibit halls are not carpeted. You may choose carpeting (the ideal solution), floor mats, or floor tiles to cover the entire floor of your space. Please ensure all floor coverings remain within the dimensions of your exhibit space. No flooring materials (such as linoleum) requiring the use of cement or mastic tape to secure them to the floor are permitted. No exhibit materials may be secured to building walls or hung from ceilings. Cloth based double-sided tape is the only adhesive material accepted to secure your materials to the floor. The only tapes authorized for use on exhibit hall floors are:

• Doublestick V (2-sided tape)
  Rainbow (1-sided 7ml vinyl)
  Masking tape
  #618 Suretape (cloth duct tape)
  #174 high-adhesion double-faced tape
  “Stick-on” floor decals, floor signs, or similar promotional items, meant as floor décor, may not be used in or about the facility unless approved by the EY Centre. Acceptable wall adhesives are Lepage Fun Tak or similar putty adhesive. Prohibited tapes include clear packaging tape, generic duct tape, and electrical tape on the exhibit hall floors. Heat tape or double-faced tape is prohibited on the carpets. All adhesive products must be removable without damage to the surfaces or building finishes. Charges will apply for all tape damage and for cleaning and removal by the facility of non-approved adhesives.

DISPLAY INFORMATION

The use of nails, screws, or any material that can mark floors, walls, or the ceiling of the exhibit hall is prohibited. The only tape exhibitors are allowed to use for securing carpet or material to the floor is double-sided cloth tape. In order to maintain a professional image for the public attending the show, hand drawn signs of any nature are not permitted. If you need signage, contact our marketing specialists, Karma Creative Solutions or review our signage provider.
Exhibitors planning to use special equipment or construction techniques are urged to submit plans to show management well in advance to ensure compliance with all regulations.
Aisle space may not be used for exhibit purposes or for general solicitation of business. Distribution of literature or other exhibit material is only permitted within your exhibit area.
Audio-visual devices must not interfere with surrounding exhibitors. The use of stickers or helium balloons as giveaways and to decorate exhibits is absolutely forbidden. Any part of the back of your display panels that are unfinished and are visible from the aisle must be finished by you. It is your responsibility to give it a finished look. Out of respect for other exhibitors, excessive cutting of materials will not be permitted on the show floor. Please contact show management to make arrangements for a suitable location on-site. Children under the age of 16 are not permitted on the show floor during move-in and move-out. No exhibitor may sublet any portion of its allocated exhibit space to another company, supplier, and/or dealer without the express written consent of Alpine Trade Shows Inc. Please allow more visitors to stop and do business with you. Simply set back exhibit tables at least two feet from the aisle and open up your exhibit space so more attendees may access your exhibit materials, your literature, and you.

PARKING AT THE EY CENTRE

The Back 2 School Expo is proud to announce that parking will be FREE for this event.

SECURITY

The exhibit halls will be secured and locked every night on closing. It takes approximately 10 minutes to clear the hall of customers. Do not leave your booth unattended and open to theft.
For the security of your goods, we suggest you stay in your booth until 10 minutes after the show closes. You must vacate the halls no later than a half-hour after closing each show night.

SOLICITING

Soliciting of business and distribution of samples, souvenirs, and literature (including promotions by costumed personnel) must be confined to your exhibit space only. It is not permitted in the aisles, in other exhibitors’ booths, at any building entrance/exit, or anywhere on the grounds of the event, including the parking area (car windshields) without show management authorization.

SHIPPING AND RECEIVING

Show Management will receive shipments at the exhibit facility beginning at 1 pm on Friday, August 24th. Shipments arriving before Friday, August 24th at 1 pm will be refused by the facility. Any charges incurred for early freight accepted by the facility will be the responsibility of the exhibitor. Please note that any leftover freight at the end of the show will be shipped back to the exhibitor by Freeman at the additional expense of the exhibitor. Alpine Tradeshows has made arrangements with Liberty Transportation Services as the official show transportation supplier. For more information about Liberty Transportation Services, download the Fact Sheet and Order Form.

BACK TO SCHOOL EXPO ELECTRICAL & FIRE REGULATIONS

The Show does NOT supply electrical services. If you require electrical power, please make your arrangements directly with Freeman by using the order form in the exhibitor area of our website. Once ordered, they will provide power in the form of a single receptacle. You should bring a power bar for power distribution within your booth. The amount of electricity you use can be calculated by adding together the wattage of all light bulbs used and all other appliances you may install. Please note that the electrician will also go through this procedure for each booth. Booths are on circuit breakers that will trip if they are overloaded. It is less expensive to order your electrical orders in advance than at the show.

ELECTRICAL SAFETY CODE REQUIREMENTS

Please read and understand these regulations. Your display will be inspected at the show.
Each exhibitor who displays or offers for sale any electrical equipment in the province of Ontario is subject to the requirements of the Electrical Safety Code of Ontario and compliance with these regulations is mandatory. No person shall advertise, display, or offer for sale or other disposal, or sell or dispose of any electrical equipment unless it has been approved in accordance with Rule 2-024 of the Electrical Safety Code of Ontario. The noted Rule 2-024 in the Code describes the process to have this equipment satisfy the requirements of Rule 2-022, which states that all equipment must bear proof of Certification acceptable to the Code, or the equipment must be approved by an acceptable agency which is accredited by this code. Any accredited certification agency or approval agency can approve this equipment for use, or for sale in this province. To be accredited, the agency must be recognized under the Electrical Safety Code of Ontario as such an agency and be accepted by the Standards Council of Canada. The two most common methods for dealing with unapproved equipment is to have it approved by one of the following agencies:

Electrical Safety Authority
1 Terence Matthews Cres., Ste. 130
Ottawa, ON K2M 2G3
613-271-1489 or 1-800-559-5356
www.esapa.biz

Canadian Standards Association
178 Rexdale Blvd.
Toronto, ON M9W 1R3
416-747-4000 or 1-866-797-4272
www.csa-international.org

Inspectors from the Electrical Safety Authority will be visiting the show to ensure compliance with the code. They will identify any unapproved equipment in advance, and offer information to exhibitors detailing the steps required to have the unapproved equipment accepted. Any questions concerning regulations for booth wiring should be addressed to the Electrical Safety Authority. Failure to comply with Safety Code requirements can result in electrical equipment being refused connection to the source of electrical supply and it may be ordered removed from the display.

FIRE REGULATIONS/FLAME-PROOFING

The EY Centre, in accordance with City of Ottawa bylaws, requires that all decorations and material for display are flame-proofed. This law does not apply to your products. The primary concern is with vertical-hanging fabrics. An inspector will be visiting every booth on set-up day to conduct fire tests on all display materials. All tested material that holds a flame for more than two seconds is deemed to have failed. You should test all your materials before you arrive for set-up. Hold a flame to a sample of the material for 12 seconds; if it burns for more than 2 seconds after you remove the flame, it is not acceptable. To have your material flame-proofed in advance, please check the Fireproofing or Textile Finishers section of your Yellow Pages. Please take the time to read over the following Fire Regulations. The law prohibits the show from opening until all violations are corrected and the regulations strictly followed. These materials shall be flame-proof if used for display or decorative purposes: flowers (artificial), foliage (artificial), paper (cardboard less than 1/8″ is considered paper), plastic materials, ruscus, split wood and bamboo fibres, Styrofoam, and textiles. Wallpaper is permissible if adhered securely to walls or board. The use of the following is prohibited: acetate fabrics, corrugated paper boxboard, seamless paper, and paper-backed foil. It is not necessary to flame-proof textiles, papers, and other combustible merchandise on display for sale but the quantity so used shall be limited to the displaying of one salvageable length. Each sample must differ in colour, weave, or texture. The use of open flame is limited to certain articles of merchandise where the operation of an approved appliance or device definitely helps to promote the sale of such equipment. Equipment must be set up in a manner to comply with approved safety standards; a suitable fire extinguisher shall be provided on recommendation of the Inspector. If at any time the Inspector deems such equipment to be operated in a manner dangerous to public safety, he/she shall cancel the privilege of the Exhibitor concerned. Flames should not be used for the purpose of attracting attention. Flammable liquids or gases shall not be stored inside the building.

AEROSOLS:

It is permissible to exhibit one pressurized container, not exceeding one-pint capacity of each product classified as a flammable liquid. Non-flammable products are not restricted. Displays must not encroach on EXIT doorways, nor may exit doors be concealed or obscured by drapes or partitions in any manner. No portion of displays shall project into any aisle.

INSURANCE:

Mandatory for all exhibitors.
Insurance must be provided before move-in begins. Exhibitors who fail to provide proof of insurance will be denied access to the event. Exhibitors must provide proof of liability insurance coverage of at least $2,000,000 for each separate occurrence during the period commencing on the first move-in date and terminating on the last move-out date. The policy shall protect us and insure you against all claims, demands, actions, or proceedings for money, damages, costs, penalties, and losses and all liability which may be imposed by law for loss of life, personal injury, or damage to or loss of property arising from or in any way connected with your presence or operations at the Show. Please refer to the back of your contract or to our Conditions of Contract page for further details.
Providing proof of insurance can be achieved by having your insurance company or broker forward their own documentation to Alpine TradeShows Inc. For those who don’t have existing coverage or are finding their present coverage more expensive, we have made arrangements with PENDING Group Inc.; forms are included in this package as well as on our website. For additional information, please contact:
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 manual.
There are (2) ways to arrange the required Insurance:
OPTION #1: SINGLE EVENT INSURANCE
Alpine Trade Shows appointed Exhibitor Insurance.com as the recommended Insurance contractor for exhibitors. Order directly online at www.exhibitorinsurance.comPENDING and scroll to: Back 2 School Expo 2018
OPTION #2: YOUR OWN INSURANCE
Contact your own Insurance Company, request a certificate of Insurance with the following requirements below:

• Alpine Trade Shows listed as an additional insured.
  Dates of the show: Aug 24-26, 2018 (includes move in and move out dates)
  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. Have a prosperous and safe show.

BACK 2 SCHOOL EXPO NAME BADGES

Each exhibitor with less than 400 sq. ft. will receive up to 5 exhibitor badges at no charge.
Badges are to be picked up at the show office during move-in. It is the sole responsibility of the exhibitor to arrange for the distribution of badges among their employees. Please note that badges may be left at the guest services booth for pick-up during show hours. If you lose or forget your badge, you will be required to purchase a new badge at $5.00 each. If you do not submit your badge names by August 1st, you will be issued your allotted exhibitor badges with your company name only.