1. TRADE FAIR GENERAL INFORMATION

Click here to register for a Trade Fair booth space and to become an exhibitor!

1.1 Dates and Show Hours

The Trade Fair will be open to exhibitor personnel during the following hours:

Set up:

Thursday, September 25, 2008 - 7 a.m. – 1 p.m. Set up must be completed by 1 p.m.

Show Hours:

Thursday, September 25th – 1 p.m. – 4 p.m.
Friday, September 26th - 7:30 a.m. – 8:45 a.m. - Breakfast 11:30 a.m. to 2:00 p.m - Lunch & 4:00 - 5:30 p.m. - Cocktail Reception
Saturday, September 27th - 8: 30 to 9:45 a.m. - Breakfast
To permit daily set up, Exhibitors will be allowed in the exhibit hall one hour before the show opens.

Tear Down:

Saturday, September 27th - after 10 a.m.
All booths must be torn down on Saturday September 27, 2008

1.2 Exhibit Space

Aug 2008 Trade Fair Floor Plan

Booth pricing:

Premium booth - $1,350
Standard booth - $1,050
Tabletop - $600

Space rental includes:

8’ X 10’ Booth:

8’x10’ draped exhibit space
Electrical service
Off-hours security
One 6' skirted table
One booth ID sign
Two chairs
Waste basket

Table Top:

6’ skirted table
Off-hours security
One skirted table
One table ID sign
Two chairs
Waste Basket

Space rental does not include:

Telecommunications service or modem lines
Booth decorating and furniture (except as noted above)
Unpacking and rigging
Erecting displays
Shipping, drayage, material handling and additional storage
Special utilities

1.3 Allocation of Space

To ensure an attractive, comprehensive and well-balanced ambience in the exhibit area, the Show Managers reserve the right of final allocation of all exhibits. The Show Managers will do their best to please all Exhibitors when allocating booths, based on registration requests.

1.4 Official Suppliers

All booth space requests are to be arranged with Royal LePage Real Estate.

Yvonne Ratigan, Director, Broker Services
NSC Trade Fair Coordinator
P: 416-339-7953

yvonne@royallepage.ca

All Exhibitor elements must be shipped to the Atlantic Audio Visual warehouse. Material handling, additional storage facilities, booth cleaning and additional booth accessories are to be arranged with Atlantic Audio Visual

All electrical service, telecommunications (phone lines, modems, ISDN), audiovisual equipment and signage installations are to be arranged with Atlantic Audio Visual.

Atlantic Audio Visual
Contact: Duane Mills
P: 709-739-6386
Toll Free: 1-877-739-6363
F: 709-739-6455

duanem@atlanticaudiovisual.com

1.5 Exhibitor Shipping

Exhibitors must send all of their shipments to warehouse address:

Atlantic Audio Visual

Attn: Royal LePage 2008 National Sales Conference Trade Fair
50 Mundy Pond Road
St. John’s, NL A1E 1V1

All shipments must arrive by Monday, September 22, 2008.

Please be sure to indicate your booth number.

*No shipments will be received at the Delta St. John’s Conference Centre.

1.6 Parking

Cars

There is underground parking available at the Delta St. John’s Hotel & Conference Centre. The cost is $8.00 per night for guest of the hotel and $10.25 for non-guests. There is no parking available at the St. John’s Convention Centre.

1.7 Food service in the Trade Fair

To encourage delegates to visit the Trade Fair, the following will be served in the Exhibit Hall on Friday, September 26th:

Buffet Lunch - 12 noon -1 p.m.
Cocktail Reception - 4 - 6 p.m.

Exhibitors are entitled to take part in these functions.

1.8 Staffing of Exhibits

Exhibitor badges (max. 6) will be provided to all Exhibitors and their staff at no charge. These must be worn at all times. The badges will be valid only for entry into the exhibit area and will not entitle an individual to attend conference business sessions or social events unless they are fully registered delegates to the conference or have purchased separate tickets for those events.

For security purposes, Exhibitors who are also fully registered delegates will be required to show an Exhibitor badge for access to the exhibit areas during periods when the show is closed to the general delegation (i.e. for move-in/tear down).

Please go toExhibitor documents to download and complete the form to order your Exhibitor badges.

1.9 Literature and sales promotion distribution

The distribution of advertising and sales promotion material is strictly restricted to the confines of your booth. No material may be placed on the seats, attached to the walls, ceilings or woodwork, nor left in public areas in the St. John’s Hotel & Conference Centre for distribution, nor distributed from the aisles, including the aisle immediately in front of your booth.

1.10 Hotel Reservations

Hotel accommodations (and travel) are not included in the price of exhibit space and therefore must be arranged separately. Information on hotels can be found on this conference website.

1.11 Authority and Dispute Resolution

Any questions, inquiries, disputes or objections during the Trade Show must be referred to the Show Manager (Yvonne Ratigan). The Show Manager reserves the right of final judgment in all disputes.

1.13 Trade Fair Prize Draw

The following information is for those Exhibitors holding prize draws as part of their exhibit:

There will be a special Power Point presentation announcing Trade Fair prize winners during the closing lunch, held Saturday, September 27th starting at 1 p.m. If you would like your prize announced during this presentation, please review the following conditions and return the form that you will receive at the Trade Fair Delegate Registration & Information Desk, no later than 10 a.m. on Saturday, September 27, 2008.

Conditions

In order to participate in this presentation, your prize must be available to be distributed at the closing lunch. You must bring your prize to the Delegate Registration & Information Desk by 10 a.m. on Saturday, September 27, 2008.

A PowerPoint presentation will recognize winners, the company’s name and prize. Winners will pickup their prizes from conference staff at a special prize table located in the convention centre ballroom during the ceremonies.

If you wish to present your prize at your booth, you will be responsible for notifying the winner and arranging to present the prize.

2. RULES AND REGULATIONS

The following Rules and Regulations form part of the Trade Fair Application/Contract.

All Exhibitors agree to abide by these Rules and Regulations.

2.1 General Liability

Exhibitors and their representatives hereby agree to indemnify and hold harmless Royal LePage Real Estate Services, the Delta St. John’s Conference Centre, and, the employees thereof and their representatives, agents, against any and all claims for loss, damage, theft or injury. Indemnification includes the period of storage prior to and immediately following the Royal LePage National Sales Conference and the Trade Fair and exhibition. The Exhibitor, on signing the booth application, releases the foregoing from any and all claims for loss, theft, damage or injury.

2.2 Security in the Exhibit Area

Royal LePage Real Estate Services cannot guarantee against loss or damage of any kind, but will endeavour to protect Exhibitors by providing general watch personnel (volunteer staff) and security. Exhibit management will provide the necessary watch during exhibit hours to ensure persons entering the Exhibit Area are wearing the proper accreditation.

Between the hours of 7 p.m. September 25, 2008 and 11:30 a.m. September 26, 2008 and between the hours of 6 p.m. September 26, 2008 and 9 a.m. September 27, 2008, professional security will be on hire.

Exhibitor name badges will be provided to all identified personnel and must be worn to ensure access to the Exhibit Area.

Each Exhibitor is solely responsible for their exhibit material, and should insure these exhibit materials against loss or damage during the show. Please put small items of value out of sight each night. All property of an Exhibitor is understood to remain in the Exhibitor’s care, custody and control in transit to and from, or within, the Exhibit Hall.

2.3 Liability and Insurance

Exhibitors must carry their own fire, theft or other insurance. Royal LePage Real Estate Services shall take reasonable precautions to prevent losses and to protect the interests of Exhibitors, however, under no circumstances will Royal LePage Real Estate Services be liable for such losses, however caused. In addition, the Exhibitor upon registering agrees to hold harmless Royal LePage Real Estate Services, The Delta St. John’s Conference Centre for any and all claims for loss or damage asserted against the aforementioned by any person as a result of, or in any way connected with, the wrongful acts or negligence of the Exhibitor.

2.4 The Delta St. John’s Conference Centre Restrictions

The following restrictions apply to Exhibitors and their employees during exhibition setup and teardown.

Common Areas: Exhibitors must keep hallways, elevators, escalators, entrances, halls, lobbies, plasma screens, stairways, video monitors and building emergency exits free from obstruction at all times.

Animals: With the exception of guide dogs, the client must not bring any animals into the hotel without prior written authorization, nor allow any to be brought in.

Stickers: Stickers of any kind are strictly prohibited at the hotel.

Balloons and Confetti: The use of helium balloons must be preauthorized by your Show Manager. Charges apply for taking balloons down from the ceiling after your event. The use of confetti / sequin / glitter is prohibited.

Alcohol drinking during setup and teardown: To minimize the risks of accidents, and unless otherwise agreed with the hotel, the hotel's caterer will not be selling any alcohol during the setup and teardown activities.

Fire: Exhibitors must comply with the following fire prevention rules: At all times, a 4’ clearance to all exits is required.
Fire Exit signs must be visible at all times.
Pyrotechnic or smoke machines are strictly prohibited.

The Building Manager must approve décor. Decorators are required to carry fire certificates for all materials being used in the building. Helium tanks must be properly secured as required by Federal, Provincial and local regulations.

Also, please note that the trade fair area is a non-smoking establishment.

Noise Limit: Equipment or devices producing noise or odors that disturb exhibitors or visitors will not be tolerated. Noise levels must not exceed 70 decibels at a distance of four feet from the sound source. Delta St. John’s Hotel has sole authority in this matter.

Adhesive Tape: The only adhesives allowed at the hotel are listed below: Paint tape and/or “Tac ‘N Stick” reusable adhesive.

2.5 Exhibit Booth Decoration

All exposed parts of displays must be draped or finished to present an attractive appearance when viewed from aisles or adjoining exhibits and must not be objectionable to other Exhibitors or Show Management.

Parts of exhibits, signs or other display materials may not be posted, taped, nailed or otherwise affixed to walls, doors or any part of the Delta St. John’s Hotel in any way. The Exhibitor is responsible for any damage caused by failure to observe this rule.

Suppliers must dispose of the garbage and recycling items in accordance to sustainable practices of the facility. Outside food and beverage items may not be brought in once serviced events commence.

2.6 Special Rules and Regulations Applying to Personal/Office Promotion Booths only

Personal promotion is the promoting of the individual sales associate or the Royal LePage office for the purpose of generating referral business. A maximum of two people may share an individual franchise member company, or corporate area/group of offices. Promotion of individual developments or properties is not permitted.

Royal LePage promotion booths will be located in the main area of the Trade Fair at the Delta St. John’s Hotel. No personal promotion, signage, banners etc. will be permitted outside of the Trade Fair. The Show Management will make every effort to prohibit sales associates who have not invested in a booth from promoting themselves inside the Trade Fair.

Personal promoters are required to be fully registered conference delegates. In order to be able to attend conference events and speakers, personal promoters are not required to staff their booths at all times. Exhibitors concerned with the security of their booth displays and materials should plan accordingly.

2.7 Move out and Shipping Procedures at the Closing of an Exhibition

All Exhibitors are responsible for their materials
All empty containers will be returned to the booths between 1 p.m. and 1:30 p.m. on Saturday September 27, 2008.
The Exhibitor must package and properly label all his/her outgoing shipments unless otherwise contracted with Atlantic Audio Visual Show Services.
A fully completed bill of lading must accompany all outgoing freight.
The Exhibitor must provide all necessary custom documentation for shipments destined outside of Canada.
Once the materials are properly labelled and packaged, the Exhibitor may release their materials to Atlantic Audio Visual Show Services for storage and loading of outbound freight. It is the Exhibitor’s responsibility to arrange for their preferred transport company to pick up their outbound shipment from the Atlantic Audio Visual Show Services warehouse on Monday, September 29, 2008.
Any shipments left on the show floor after 4 p.m. and not turned over to Atlantic Audio Visual Show Services will be taken to the Atlantic Audio Visual Show Services warehouse.
Please ensure that you wrap and properly label all Exhibitor material.


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TRADE FAIR GENERAL INFORMATION Click here to register for a Trade Fair booth space and to become an exhibitor! 1.1 Dates and Show Hours The Trade Fair will be open to exhibitor personnel during the following hours: Set up: Thursday, September 25, 2008 - 7 a.m. – 1 p.m. Set up must be completed by 1 p.m. Show Hours: Thursday, September 25th – 1 p.m. – 4 p.m. Friday, September 26th - 7:30 a.m. – 8:45 a.m. - Breakfast 11:30 a.m. to 2:00 p.m - Lunch & 4:00 - 5:30 p.m. - Cocktail Reception Saturday, September 27th - 8: 30 to 9:45 a.m. - Breakfast To permit daily set up, Exhibitors will be allowed in the exhibit hall one hour before the show opens. Tear Down: Saturday, September 27th - after 10 a.m. All booths must be torn down on Saturday September 27, 2008 1.2 Exhibit Space Aug 2008 Trade Fair Floor Plan Booth pricing: Premium booth - $1,350 Standard booth - $1,050 Tabletop - $600 Space rental includes: 8’ X 10’ Booth: 8’x10’ draped exhibit space Electrical service Off-hours security One 6' skirted table One booth ID sign Two chairs Waste basket Table Top: 6’ skirted table Off-hours security One skirted table One table ID sign Two chairs Waste Basket Space rental does not include: Telecommunications service or modem lines Booth decorating and furniture (except as noted above) Unpacking and rigging Erecting displays Shipping, drayage, material handling and additional storage Special utilities 1.3 Allocation of Space To ensure an attractive, comprehensive and well-balanced ambience in the exhibit area, the Show Managers reserve the right of final allocation of all exhibits. The Show Managers will do their best to please all Exhibitors when allocating booths, based on registration requests. 1.4 Official Suppliers All booth space requests are to be arranged with Royal LePage Real Estate. Yvonne Ratigan, Director, Broker Services NSC Trade Fair Coordinator P: 416-339-7953 yvonne@royallepage.ca All Exhibitor elements must be shipped to the Atlantic Audio Visual warehouse. Material handling, additional storage facilities, booth cleaning and additional booth accessories are to be arranged with Atlantic Audio Visual All electrical service, telecommunications (phone lines, modems, ISDN), audiovisual equipment and signage installations are to be arranged with Atlantic Audio Visual. Atlantic Audio Visual Contact: Duane Mills P: 709-739-6386 Toll Free: 1-877-739-6363 F: 709-739-6455 duanem@atlanticaudiovisual.com 1.5 Exhibitor Shipping Exhibitors must send all of their shipments to warehouse address: Atlantic Audio Visual Attn: Royal LePage 2008 National Sales Conference Trade Fair 50 Mundy Pond Road St. John’s, NL A1E 1V1 All shipments must arrive by Monday, September 22, 2008. Please be sure to indicate your booth number. *No shipments will be received at the Delta St. John’s Conference Centre. 1.6 Parking Cars There is underground parking available at the Delta St. John’s Hotel & Conference Centre. The cost is $8.00 per night for guest of the hotel and $10.25 for non-guests. There is no parking available at the St. John’s Convention Centre. 1.7 Food service in the Trade Fair To encourage delegates to visit the Trade Fair, the following will be served in the Exhibit Hall on Friday, September 26th: Buffet Lunch - 12 noon -1 p.m. Cocktail Reception - 4 - 6 p.m. Exhibitors are entitled to take part in these functions. 1.8 Staffing of Exhibits Exhibitor badges (max. 6) will be provided to all Exhibitors and their staff at no charge. These must be worn at all times. The badges will be valid only for entry into the exhibit area and will not entitle an individual to attend conference business sessions or social events unless they are fully registered delegates to the conference or have purchased separate tickets for those events. For security purposes, Exhibitors who are also fully registered delegates will be required to show an Exhibitor badge for access to the exhibit areas during periods when the show is closed to the general delegation (i.e. for move-in/tear down). Please go toExhibitor documents to download and complete the form to order your Exhibitor badges. 1.9 Literature and sales promotion distribution The distribution of advertising and sales promotion material is strictly restricted to the confines of your booth. No material may be placed on the seats, attached to the walls, ceilings or woodwork, nor left in public areas in the St. John’s Hotel & Conference Centre for distribution, nor distributed from the aisles, including the aisle immediately in front of your booth. 1.10 Hotel Reservations Hotel accommodations (and travel) are not included in the price of exhibit space and therefore must be arranged separately. Information on hotels can be found on this conference website. 1.11 Authority and Dispute Resolution Any questions, inquiries, disputes or objections during the Trade Show must be referred to the Show Manager (Yvonne Ratigan). The Show Manager reserves the right of final judgment in all disputes. 1.13 Trade Fair Prize Draw The following information is for those Exhibitors holding prize draws as part of their exhibit: There will be a special Power Point presentation announcing Trade Fair prize winners during the closing lunch, held Saturday, September 27th starting at 1 p.m. If you would like your prize announced during this presentation, please review the following conditions and return the form that you will receive at the Trade Fair Delegate Registration & Information Desk, no later than 10 a.m. on Saturday, September 27, 2008. Conditions In order to participate in this presentation, your prize must be available to be distributed at the closing lunch. You must bring your prize to the Delegate Registration & Information Desk by 10 a.m. on Saturday, September 27, 2008. A PowerPoint presentation will recognize winners, the company’s name and prize. Winners will pickup their prizes from conference staff at a special prize table located in the convention centre ballroom during the ceremonies. If you wish to present your prize at your booth, you will be responsible for notifying the winner and arranging to present the prize. 2. RULES AND REGULATIONS The following Rules and Regulations form part of the Trade Fair Application/Contract. All Exhibitors agree to abide by these Rules and Regulations. 2.1 General Liability Exhibitors and their representatives hereby agree to indemnify and hold harmless Royal LePage Real Estate Services, the Delta St. John’s Conference Centre, and, the employees thereof and their representatives, agents, against any and all claims for loss, damage, theft or injury. Indemnification includes the period of storage prior to and immediately following the Royal LePage National Sales Conference and the Trade Fair and exhibition. The Exhibitor, on signing the booth application, releases the foregoing from any and all claims for loss, theft, damage or injury. 2.2 Security in the Exhibit Area Royal LePage Real Estate Services cannot guarantee against loss or damage of any kind, but will endeavour to protect Exhibitors by providing general watch personnel (volunteer staff) and security. Exhibit management will provide the necessary watch during exhibit hours to ensure persons entering the Exhibit Area are wearing the proper accreditation. Between the hours of 7 p.m. September 25, 2008 and 11:30 a.m. September 26, 2008 and between the hours of 6 p.m. September 26, 2008 and 9 a.m. September 27, 2008, professional security will be on hire. Exhibitor name badges will be provided to all identified personnel and must be worn to ensure access to the Exhibit Area. Each Exhibitor is solely responsible for their exhibit material, and should insure these exhibit materials against loss or damage during the show. Please put small items of value out of sight each night. All property of an Exhibitor is understood to remain in the Exhibitor’s care, custody and control in transit to and from, or within, the Exhibit Hall. 2.3 Liability and Insurance Exhibitors must carry their own fire, theft or other insurance. Royal LePage Real Estate Services shall take reasonable precautions to prevent losses and to protect the interests of Exhibitors, however, under no circumstances will Royal LePage Real Estate Services be liable for such losses, however caused. In addition, the Exhibitor upon registering agrees to hold harmless Royal LePage Real Estate Services, The Delta St. John’s Conference Centre for any and all claims for loss or damage asserted against the aforementioned by any person as a result of, or in any way connected with, the wrongful acts or negligence of the Exhibitor. 2.4 The Delta St. John’s Conference Centre Restrictions The following restrictions apply to Exhibitors and their employees during exhibition setup and teardown. Common Areas: Exhibitors must keep hallways, elevators, escalators, entrances, halls, lobbies, plasma screens, stairways, video monitors and building emergency exits free from obstruction at all times. Animals: With the exception of guide dogs, the client must not bring any animals into the hotel without prior written authorization, nor allow any to be brought in. Stickers: Stickers of any kind are strictly prohibited at the hotel. Balloons and Confetti: The use of helium balloons must be preauthorized by your Show Manager. Charges apply for taking balloons down from the ceiling after your event. The use of confetti / sequin / glitter is prohibited. Alcohol drinking during setup and teardown: To minimize the risks of accidents, and unless otherwise agreed with the hotel, the hotel's caterer will not be selling any alcohol during the setup and teardown activities. Fire: Exhibitors must comply with the following fire prevention rules: At all times, a 4’ clearance to all exits is required. Fire Exit signs must be visible at all times. Pyrotechnic or smoke machines are strictly prohibited. The Building Manager must approve décor. Decorators are required to carry fire certificates for all materials being used in the building. Helium tanks must be properly secured as required by Federal, Provincial and local regulations. Also, please note that the trade fair area is a non-smoking establishment. Noise Limit: Equipment or devices producing noise or odors that disturb exhibitors or visitors will not be tolerated. Noise levels must not exceed 70 decibels at a distance of four feet from the sound source. Delta St. John’s Hotel has sole authority in this matter. Adhesive Tape: The only adhesives allowed at the hotel are listed below: Paint tape and/or “Tac ‘N Stick” reusable adhesive. 2.5 Exhibit Booth Decoration All exposed parts of displays must be draped or finished to present an attractive appearance when viewed from aisles or adjoining exhibits and must not be objectionable to other Exhibitors or Show Management. Parts of exhibits, signs or other display materials may not be posted, taped, nailed or otherwise affixed to walls, doors or any part of the Delta St. John’s Hotel in any way. The Exhibitor is responsible for any damage caused by failure to observe this rule. Suppliers must dispose of the garbage and recycling items in accordance to sustainable practices of the facility. Outside food and beverage items may not be brought in once serviced events commence. 2.6 Special Rules and Regulations Applying to Personal/Office Promotion Booths only Personal promotion is the promoting of the individual sales associate or the Royal LePage office for the purpose of generating referral business. A maximum of two people may share an individual franchise member company, or corporate area/group of offices. Promotion of individual developments or properties is not permitted. Royal LePage promotion booths will be located in the main area of the Trade Fair at the Delta St. John’s Hotel. No personal promotion, signage, banners etc. will be permitted outside of the Trade Fair. The Show Management will make every effort to prohibit sales associates who have not invested in a booth from promoting themselves inside the Trade Fair. Personal promoters are required to be fully registered conference delegates. In order to be able to attend conference events and speakers, personal promoters are not required to staff their booths at all times. Exhibitors concerned with the security of their booth displays and materials should plan accordingly. 2.7 Move out and Shipping Procedures at the Closing of an Exhibition All Exhibitors are responsible for their materials All empty containers will be returned to the booths between 1 p.m. and 1:30 p.m. on Saturday September 27, 2008. The Exhibitor must package and properly label all his/her outgoing shipments unless otherwise contracted with Atlantic Audio Visual Show Services. A fully completed bill of lading must accompany all outgoing freight. The Exhibitor must provide all necessary custom documentation for shipments destined outside of Canada. Once the materials are properly labelled and packaged, the Exhibitor may release their materials to Atlantic Audio Visual Show Services for storage and loading of outbound freight. It is the Exhibitor’s responsibility to arrange for their preferred transport company to pick up their outbound shipment from the Atlantic Audio Visual Show Services warehouse on Monday, September 29, 2008. Any shipments left on the show floor after 4 p.m. and not turned over to Atlantic Audio Visual Show Services will be taken to the Atlantic Audio Visual Show Services warehouse. Please ensure that you wrap and properly label all Exhibitor material.
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