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Exhibitor Freight Instructions - Canadian Association for Neuroscience

1. SHIPMENTS ARE ACCEPTED FROM WEDNESDAY MAY 11 2016 NO SHIPMENT WILL BE ACCEPTED IN OUR ADVANCE WAREHOUSE ON OR AFTER TUESDAY MAY 24 2016 Price Per CWT 200 Ibs minimum RATE CATEGORIES Crated Uncrated Special Small Handling Packages DISCOUNTED RATES per cwt 39 59 64 25 REGULAR RATES per cwt 50 70 76 70 83 20 32 50 On Site Orders A 25 surcharge will be applied to on site orders Off Target Orders A 30 surcharge will be applied to off target shipment ADDITIONAL SURCHARGES LATE SHIPMENTS TO WAREHOUSE TUESDAY MAY 24 2016 Shipment Delivered after Deadline Date in addition to above rates 50 fee will apply Any warehouse Shipment received after TUESDAY MAY 24 2016 that require a separate delivery to show site will be charged 150 Overtime Charges inbound in addition to above rates applied when delivered outside of warehouse hours Monday to Friday between 9am 4pm RATE CATEGORY Discounted Regular Crated or Skidded Shipment 75 97 50 Special Handling Shipment 100 130 00 Uncrated or Pad Wrapped Shipment 100 130 00 16 CALCULATION when recording weight round up to the nearest 100lbs or minimum 200 Ibs which is greater ESTIMATED TOTAL VV We Ww WY DESCRIPTION WEIGHT LBS CWT RATE Crated Skidded Shipment 100 Uncrated Shipment 100 Special Handling 100 Small Package 100 Late Shipment Overtime charges
2. Master Card Visa Amex Account Expiry Date Card Verification Digits Card Holder Name Card Holder Billing Address Card Holder Signature Date BANK WIRE TRANSFER Canadian Imperial Bank of Commerce 35 Lakeshore Road East Port Credit Ontario L5G 1C9 CIBC Bank Code 010 Transit or Branch 00422 Robinson s Account 9953817 SWIFT CODE CIBCCATT gt Canadian Banks do not carry IBAN numbers gt Please reference The Canadian Association of Neuroscience Conference 2016 amp Booth Number on all Bank Transfer so we properly credit your account gt Customers are responsible for the bank processing fee of 30 00 CDN 10 PAYMENT POLICY Your order will not be processed if this credit card authorization form is not fully completed or is not submitted with your order All payments must be made in full with the submission of your order forms If the final price for the products or services you are ordering is different from the price on the order summary form you will be notified in writing of any further deductions to be taken from your credit card prior to your card being charged Payment will be deducted from your credit card once your order is processed and you will be issued with payment confirmation Please note additional charges will automatically be deducted from your credit card for service such as freight labour damage and items or services ordered onsite by your representative All applic
3. A CREDIT CARD AUTHORIZATION FORM AND AN ORDER SUMMARY FORM MUST BE SUBMITTED WITH THIS ORDER Take advantage of our discount price 30 by ordering before the deadline date TIME Crated Uncrated Special Small Handling Packages REGULAR TIME Mon Fri 8 00am 4 00pm 69 00 86 00 96 00 36 00 Discounted Price REGULAR TIME Mon Fri 8 00am 4 00pm 89 70 111 80 124 80 46 80 Regular Price OVERTIME Mon Friday 4 30pm 8 00am 86 00 107 00 120 00 46 00 Discounted Price Sat Sun amp Holidays OVERTIME Mon Friday 4 30pm 8 00am 111 80 139 10 156 00 59 80 Regular Price Sat Sun amp Holidays On site Orders A 30 surcharge will be applied to on site orders Off Target Shipments A 30 surcharge will be applied to off target shipments Note If move in and move out time fall during overtime hours overtime rate will be applied CALCULATION when recording weight round up to the nearest 100lbs or minimum 200lbs which is greater DESCRIPTION Crated Skidded Shipment Uncrated Shipment Special Handling Small Package NOTE VVVVV WV WEIGHT LBS 100 100 100 100 CWT Final total will be adjusted according to shipment weight Minimum charge applies to each shipment and is not cumulative on multiple shipments Charges above are estimates only and will be adjusted according to weight ticket A 25 surcharg
4. Invoices will be adjusted for off target shipments and a further payment will be deducted from your credit card If you intend to use an exhibit appointed contractor please complete and return the relevant forms 10 days prior to exhibitor move in CONTACT Show Manager Company Name Podium Conference Contact Caitlin Mooney Tel 250 472 7644 ext 103 Email caitlin podiumconferences com Venue Company Name Sheraton Centre Toronto Contact Stephen Bell Tel 416 361 1000 Email Stephen bell sheraton com Show Services Company Name Robinson Show Services Contact Alexandra Buonaiuto or Elaine Blosmanis Tel 905 417 7789 Email exhibitorservices robinsonshowservices ca Robinson Show Services Payment and Credit Card Authorization form Tel 905 417 7789 Fax 905 417 2244 Email exhibitorservices robinsonshowservices ca www robinsonshowservices ca Show The Canadian Association of Neuroscience Conference 2016 Booth Booth Size Company Name Address Post Code Email Address Phone Email for invoice if different from above Onsite Contact Name Cell THIRD PARTY COMPANY INFORMATION ONLY COMPLETE THIS SECTION IF A THIRD PARTY WILL BE MAKING PAYENTS FOR THIS ORDER Third Party Company Name Contact Name Third Party Address Post Code Contact s Email Phone Email for Invoice if different from above CREDIT CARD THIS SECTION MUST BE COMPLETED FOR YOUR ORDER TO BE PROCESSED
5. Offsite storage maximum of 3 small to medium 108 00 empty crates 2x 2 x 2 75 60 S Offsite storage maximum of 3 large empty crates Pa 109 20 156 00 Each additional offsite crate less than 2 x2 x2 13 65 19 50 Each additional offsite large crate 4 x 4 x 4 22 75 32 50 23 Post Show Storage Order Form The Canadian Association of Neuroscience Conference 2016 Company Name Booth A CREDIT CARD AUTHORIZATION FORM AND AN ORDER SUMMARY FORM MUST BE SUBMITTED WITH THIS ORDER Take advantage of our discount price 30 by ordering before the deadline date Price Per CWT 200lbs minimum RATE CATEGORIES Minimum 200lbs Crated Uncrated Special Small Handling Packages DISCOUNTED RATES per cwt 44 00 61 25 68 50 25 00 REGULAR RATES per cwt 63 00 79 00 89 00 32 50 On Site Orders A 30 surcharge will be applied to on site orders Off Target Orders A 30 surcharge will be applied to off target shipments ADDITIONAL SURCHARGES PRICE CWT 200lbs minimum Overtime Charges outbound in addition to above rates Add 25 if shipment is picked up during overtime hours or if the warehouse needs to remain open in overtime for pick up CALCULATION when recording weight round up to the nearest 100lbs minimum 200lbs DESCRIPTION WEIGHT LBS CWT RATE ESTIMATED TOTAL Crated Skidded Shipment 100 x Uncrated Shipment 100 x Spe
6. Special handling applies to shipments that are loaded by cubic space and or packaged to require additional labour or handling such as additional time labour or special equipment to unload sort and delivery TYPES OF SPECIAL HANDLING Ground Loading or Unloading Vehicles that are not dock height preventing the use of loading docks such as U hauls flat bed trailers double drop trailers company vehicles with trailers that are not dock level Constricted Space Loading or Unloading Trailer loaded high and tight shipments that are not easily accessible Freight is loaded to full capacity of trailer top to bottom side to side One example of this is freight that is loaded down one side of a trailer that must be bypassed to reach targeted freight Designated Piece Loading Unloading Drivers that require the loading crew to bring multiple pieces of freight to the rear of the trailer to select the next piece having to remove freight from the trailer then reload to fit or the trailer must be loaded in a sequence to ensure all items fit Stacked Shipments Shipments loaded in that require multiple items to be removed to ground level for delivery to booth Stacked or cubed out shipments loose items placed on top of crates and or pallets constitute special handling Shipment Integrity Shipment integrity involves shipments on a carrier that are intermingled or delivered in such a manner that additional labour is needed to
7. directly responsible for damage to Robinson equipment or supplies and or damage to the facility Sample food or beverage products must not be prepared distributed or sold without the express written authorization from the venue Most venues do not allow outside food and beverages in their banquet space Please contact the venue directly for more information on their food and beverage policies It should be further noted venues charge a daily cleaning fee to exhibitors who are granted permission to serve food and beverages during an event Passenger elevators and escalators are not to be used for transporting freight or equipment from floor to floor This includes hand dollies hand carrying of boxes easels chairs tables etc Protective footwear i e safety shoes must be worn during move in and move out At specific times the exhibit floor or parts therein may be deemed Construction areas by the Show Manager If you have been given permission to be on the floor at these times you will be required 4 to wear an approved hard hat within the designated Construction zone Also when working at heights greater than 3 meters 10 feet fall protection must be worn gt During move in and move out exhibit halls loading dock areas and back of the house service areas are considered hazardous work zones gt Ontario Law prohibits smoking anywhere inside the facility public areas or within close proximity to entrance or exit door
8. of Service to be Performed Exhibit Appointed Contractors must forward a copy of their General Liability Insurance Certificate minimum coverage of two million dollars to Robinson Show Services no later than 10 days prior to the first day of exhibitor move in or they will not be permitted to service your exhibit This document must include the following Name of venue Show Management and Robinson Show Services A Safety Clearance Certificate must also be submitted Companies based in Ontario are required to submit a WSIB Certificate and companies operating in Quebec will be required to provide a CSST Certificate For organizations operating outside of these areas please contact Robinson Show Services for information about the appropriate certificate required It is the responsibility of the exhibitor to ensure that representatives of the Exhibitor Appointed Contractor abide by the official rules and regulations for this event Contact Name Email Address Booth Authorized Signature Print Name Date 29
9. pricing covers a 4 x 4 x 4 skid with a weight of 640 Ibs maximum of 2 skids Additional charges will apply for each additional skid or for skids which exceed our standard dimensions Price does not include advance warehouse material handling and post show To place your order please refer to the local cartage order form in this manual ADVANCE WAREHOUSE Robinson will accept and store your shipment at our warehouse for a maximum of two weeks in advance of the show Please fill out the Advance Warehouse form included in your kit Please call Elaine or Anna at Robinson Show Services directly at 905 417 7789 ext 201 or 212 if you require further information quotations or assistance with transportation and storage options Advance Warehouse Information Shipping labels are also included in your kit Robinson Show Services The Canadian Association of Neuroscience Conference 2016 Exhibitor Name Here Booth 7615 Kimbel Street Unit 1 2 Receiving Mississauga Ontario L5S 1A8 Tel 905 417 7789 ext 201 or 212 To place your order please refer to the advance warehouse order form in this manual EXHIBITORS PLEASE NOTE It is the responsibility of Exhibitors to notify Robinson Show Services of any shipments requiring material handling or special handling including Forklift services see below If shipments are sent by carrier directly to show site please schedule the delivery date and time with Robinson Show Services and have all
10. 100 NOTE gt Final total will be adjusted according to shipment weight gt Minimum charge applies to each shipment and is not cumulative on multiple shipments gt Charges above are estimates only and will be adjusted according to certified weight ticket gt AS 25 surcharge will apply if shipment has to be weighed gt Shipments are accepted in the warehouse Monday to Friday between 9am amp 4pm except on Canadian public holidays gt the entire shipment will be charged at the uncrated weight Unless crated and uncrated shipments are separated and clearly identified on individual bills of lading with separate weight tickets RSS Advance Warehouse Safe Storage 17 Material Handling Services gt Information Sheet Robinson Show Services has been appointed as the Official Material Handling Services Provider for this event MATERIAL HANDLING SERVICE INCLUDES gt gt gt VV Move in and move out whether fully or partially used Unloading of shipment at dock and deliver to booth Removing empty containers from booth to designated storage area if available o If designated space is not available exhibitors may purchase our storage option o Please see the attached storage form Return of empty containers to booth after show closing Loading of shipment from booth to carrier of choice Note Transportation to and from show site is not included as part of this service ESTIMATING MATERIAL HANDLI
11. D Robinson Show Services Exhibitor Manual Freight Services The Canadian Association of Neuroscience Conference 2016 Pa 3 XEN Sheraton Centre Toronto 123 Queen Street West Toronto ON M5H 2M9 Grand Ballroom Foyer amp Sheraton Hall A E May 29t June 15t 2016 Dear Canadian Association of Neuroscience Conference 2016 exhibitor We are pleased to announce Robinson Show Services Inc has been named the Official Show Services Contractor for The Canadian Association of Neuroscience Conference 2016 The Robinson Team is looking forward to help make your event a success We carry the following products and services to enhance your booth s visibility VVVVVVVV VV V Display Tables Chairs amp Stools Sofas amp Coffee Tables Counters Storage amp Display Units Accessories amp Office Furniture Carpet amp Under padding Booth Rentals Plants Labour Install amp Dismantle Signs amp Graphics Transportation Services Advance amp Post Show Warehousing Please review the enclosed order forms for the services and equipment you may require You may also view our products at www robinsonshowservices ca We would be delighted to assist you with any questions or special requests you may have Sincerely Team Robinson Robinson Show Services Inc 7615 Kimbel Street Unit 1 2 Mississauga Ontario Canada L5S 1A8 Phone 905 417 7789 Fax 905 417 2244 E Mail exhibitorservices robinsonshowservices ca D
12. ECORATOR FOR CONVENTIONS EXPOSITIONS CORPORATE amp SPECIAL EVENTS The Canadian Association of Neuroscience Conference 2016 Sheraton Centre Toronto 123 Queen Street West Toronto ON MSH 2M9 Grand Ballroom Foyer amp Sheraton Hall A E May 29t June 15 2016 EXHIBITION SCHEDULE RSS Move in Sunday May 29 2016 8 00AM 12 00PM Exhibitor Move in Sunday May 29 2016 12 00PM 5 00PM Exhibit Hours Monday May 30 2016 9 00AM 5 30PM Exhibitor Hours Tuesday May 31 2016 9 00AM 5 30PM Exhibitor Hours Wednesday June 1 2016 9 00AM 3 30PM Exhibitor Move out Wednesday June 1 2016 3 30PM 5 30PM RSS Move out Wednesday June 1 2016 5 30PM 8 00PM gt gt gt MOVE OUT INFORMATION Aisle carpet if any must be removed prior to the return of empty crates Robinson will begin returning empty crates immediately after show closing Exhibitor materials must be cleared from the show floor by 5 30 PM To ensure all materials are removed from the facility in a timely fashion please have carriers check in by 4 00 PM DISCOUNT PRICE DEADLINE DATE Take advantage of our discounted price 30 by ordering before WEDNESDAY MAY 11TH 2016 BOOTH EQUIPMENT Each exhibitor will receive 1 8ft deep 10ft wide blue draped booth with 8ft back wall and 3ft side rails 1 6ft skirted black top black table with 2 chairs 1 Wastebasket 1 Cardstock booth ID sign 8 5 x 11 EXHIBIT HALL CARPET The exhibit area may or may not b
13. IER NUMBER OF PIECES OF NUMBER OF PIECES OF CANNOT BE DELIVERED BEFORE OCTOBER 7t 2015 MUST BE DELIVERED BY MAY 29 8 00 am The above labels are provided for your convenience Place one on each piece shipped The above labels are provided for your convenience Place one on each piece shipped to ensure proper delivery to ensure proper delivery 14 Advance Warehouse Receiving Information Sheet PLEASE NOTE WITH ADVANCE WAREHOUSE YOU MUST ALSO ORDER MATERIAL HANDLING Please fill in the details on the Material Handling form included in this kit and forward with the Advance Warehouse information BENEFITS gt Show materials will be stored in our warehouse for up to 2 weeks prior to show gt Priority delivery of shipment to the show facility prior to exhibitor move in SERVICE INCLUDES gt Shipment in our warehouse up to 14 days in advance of show gt Our warehouse hours are 9am to 4pm Monday to Friday Except on Canadian Public Holidays gt Inventory count and recording of any visual damage ESTIMATED CHARGES gt Charges are based on weight of shipment and charged per hundred weight CWT and rounded up to the nearest hundred Minimum per shipment may apply See enclosed Advance Warehouse Order Form gt Allshipments must be accompanied with a Certified Weight Ticket Unless crated and uncrated shipments are separated and clearly identified on individual Bills of Lading with separate weight tickets Entire shipmen
14. NG CHARGES gt gt Material handling services are charged per hundred weight CWT and rounded up to the nearest hundred unit A minimum of 200lbs per shipment charge applicable Shipments must be accompanied with a Certified Weight Ticket Unless crated and uncrated shipments are separated and clearly identified on individual bills of lading with separate weight tickets the entire shipment will be charged at the uncrated rate Charges are estimates only and will be adjusted according to weight tickets A 50 Admin fee will apply if relevant paperwork is not affixed to shipment If material handling is procured on show site prior to providing this service a credit card form must be completed and signed A 25 surcharge will apply if shipment require weighing STORAGE DURING THE SHOW gt gt Exhibitors can store a limited amount of empty cartons in their booth this storage is restricted to under your skirted table only and not behind display material Material handling service includes the placing of empties in the designated storage area this may be on or off site Exhibitors not ordering material handling services are responsible for removing and storing all empties please label all empty crates before storing If there is limited storage on the show floor and your company has not ordered material handling from Robinson it is highly recommended that you consider using our storage service Alternatively it is the exh
15. NSTALLATION DELIVERY INFORMATION Delivery Date Delivery Time Carrier EXHIBIT INFORMATION Set up drawings photos attached Yes LJ No O SET UP INSTRUCTIONS Z7 Set up plan and photos attached L DISMANTLE DISMANTLE LABOUR Date Required Start Time Required __ AM O PMO No of People x Hours Person Total Hours x Hourly Rate Total aX KS DISMANTLE SUPERVISOR Date Required Start Time Required _ No of People x Hours Person Total Hours x Hourly Rate Total ee eee ees ere DISMANTLE CARPENTER Date Required Start Time Required _ No of People x Hours Person Total Hours x Hourly Rate Total PICK UP INFORMATION Pick up Date Pick up Time Carrier DISMANTLE INSTRUCTIONS Supervision Note If Exhibitor is supervising labour the Exhibitor must check labour in and out with the Robinson Show Site Manager C Exhibitor Supervised C RSS Supervised Exhibitor must be present to Supervise Exhibitor does not need to be present Exhibitor Contact Name _ Cell 28 gt Exhibitor Appointed Form Notification of intent to use an Exhibitor Appointed Contractor Service Contractors other than the Official Service Contractor designated by Show Management must complete the following form and forward it two weeks prior to move in exhibitorservices robinsonshowservices ca or fax to 905 417 2244 Name of Show Company Name Exhibit Appointed Contractor Address of Contractor Type
16. able taxes will be added and charged to your credit card This form must be completed for all onsite orders or payment will have to be made in full Method of Payment RSS will only accept the following forms of payment Master Card Visa Amex and bank wire transfer All exhibitors paying by bank wire transfer please include an additional 30 to cover the bank charges associated with this method of payment For exhibitors paying in US currency via wire transfer please ensure your payment is equivalent to Canadian dollars Charges A 30 discount will automatically be given to all exhibitors placing their order before the order discount date documented in the exhibitor manual Third Party Billing In order to authorize RSS to invoice a third party for payment of services rendered to exhibitors this form must be fully completed and signed by both the exhibiting company and third party The exhibiting company understands and agree that your company is ultimately responsible for payment of charges and agree by submitting this form or ordering materials or services from RSS to be bound by all terms and conditions as described in the Terms and Conditions section of this service manual In the event that the named third party does not discharge payment of the invoice prior to the set up day of the show charges will revert back to the exhibiting company All invoices are due and payable upon receipt by either party Cancellations and Amendments Wri
17. ces and exits Please use caution while in the exhibit hall This is an active work area during move in and move out with potential hazards such as machinery equipment and obstacles Stay clear of trucks trailers and dock areas It is recommended as a safety precaution and for insurance purposes no one under the age of 16 be permitted in the exhibit area during move in and move out If children are present during these times they must be supervised by an adult at all times FULL FREIGHT SERVICE Full Freight Service is available to all exhibitors within the GTA such as Metropolitan Toronto Brampton Mississauga Richmond Hill amp Markham This service package includes e Pick up amp Return of your exhibit materials from your office e Storage at Robinson Show Services Warehouse pre amp post show e Material handling e Storage of empty crates during the show if onsite storage is unavailable additional charges will apply e Post show service Our Full Freight Service is available to all exhibitors within the GTA and surrounding area only To place your order please refer to the full freight order form in this manual LOCAL CARTAGE Robinson provides a local cartage service to the following GTA areas Metropolitan Toronto Brampton Mississauga Richmond Hill amp Markham If you are interested in using our cartage service and you are located outside the areas we cover please contact us to discuss your requirements Our
18. cial Handling 100 x Small Package 100 _ x Overtime Surcharge Estimated Total x 25 SPECIAL REQUIREMENTS INSTRUCTIONS 24 POST SHOW Rate is 49 per 100 Ibs crate minimum of 200lbs for all orders This service includes your shipment being packed up from show site and delivered back to the Robinson Show Services warehouse and stored for up to five 5 business days Price excludes advance warehouse material handling storage charges post show amp special handling STANDARD POLICY gt gt gt It is the exhibitor s responsibility to attach relevant paper work to freight such as the bill of lading amp commercial invoice prior to leaving show site It is the responsibility of the onsite representative to package all exhibit materials for collection by RSS staff All shipments originating outside of Canada require the appropriate paperwork Canada Customs and US Customs Homeland Security if applicable on return ADDITIONAL CHARGES will apply under the following circumstances gt gt Post Show is procured on show site For this service a credit card form must be pre authorized and signed Special handling at the venue Examples include no loading docks no elevators hand carrying and the mandatory use of stairs An administration fee of 50 will apply if relevant paper work is not fixed to the exhibit material post show such as bill of lading amp commerc
19. e carpeted with existing facility carpet Rental carpet is available through Robinson Show Services to enhance your booth space RULES AND REGULATIONS For any questions regarding your booth space and or your exhibit please contact Caitlin Mooney Telephone 250 472 7644 ext 103 Email caitlin podiumconferences com Please note gt It is forbidden to make alterations to any existing part of the venue including but not limited to furnishings and equipment without prior written authorization from the venue This includes the drilling of holes mechanical fastening nails staples and push pins etc adhesive fastening tape glue Velcro or the fixing in any manner of decals promotional literature or posters Violating this restriction will result in a minimum fine of 100 00 per occurrence Labour Repair charges may be applied for the removal of prohibited items from venue property The use of masking clear packaging and plastic based tapes are prohibited To affix booth floor covering to the exhibit floor only cloth based tapes such as Polyken are acceptable Labour Repair charges will be applied to remove prohibited tape from the venue property Display or exhibit materials must not be attached to the drapes lighting chandeliers walls or hung from the ceiling The exhibitor in erecting a display must not affix materials onto any surface using thumb tacks nails spikes stapes nor may they use adhesives Exhibitors will be
20. e exhibitor for coverage when out of care custody and control of Robinson LIABILITY Robinson will not be held responsible for concealed damage upon delivery to advance warehouse or damage or loss of merchandise after delivery to booth before or during installation time or at conclusion of show prior to delivery to common carrier Robinson will not be responsible for damage while handling loose or inadequately packaged exhibit materials The condition count and contents of the materials at the time of removal will be final and binding Robinson reserves the right to alter the exhibitor s bill of lading to reflect the actual condition count and contents at the time of removal Robinson will not be responsible for failure or delay in performing service when delay is caused by strike labour stoppage or any other cause unavoidable or beyond Robinson s control Robinson s liability is limited to 0 30 per pound per article to a maximum of 30 00 per article and 150 00 per shipment Values exceeding this limitation should be insured by the shipper 15 Advance Warehouse Receiving Order Form The Canadian Association of Neuroscience Conference 2016 Company Name Booth PLEASE ENSURE THE MATERIAL HANDLING FORM IS FILLED OUT AND INCLUDED WITH THIS FORM A CREDIT CARD AUTHORIZATION FORM AND AN ORDER SUMMARY FORM MUST BE SUBMITTED WITH THIS ORDER Take advantage of our discount price 30 by ordering before the deadline date
21. e subject to the lessor of a 100 00 administration fee OR 25 of order value pre tax Order cancellation received 3 business days or less will be subject to a cancellation fee equal to 50 100 of the total order this is based on the level of work already completed by RSS and also any expenses incurred inclusive of labour and purchased material All exhibit material and equipment must be removed by the exhibitor during the assigned dismantle period Any material left on show site after this time will be removed by RSS and stored at our warehouse for a maximum of 5 business days at the exhibitor s expense If the named contact supplied by the show manager does not reply within 5 business days to our written correspondence informing re your exhibit material we will retain your freight for a further 6 weeks This will be classed as long term storage and premium pricing will apply After this date RSS will dispose of your exhibit material Please note RSS shall not be liable for any loss or damage to your exhibit material left on show site post show Freight will be rounded up to the nearest 100lbs a minimum of 200lbs will be charged for all freight orders Exhibitors will be charged for actual weight if different from weight recorded on the order form All freight either being collected by RSS staff or delivered to our warehouse or show site without a weight ticket will be weighed The dimensions generated on our scale will be used for billing
22. e will apply if shipment has to be weighted Shipments are accepted in the warehouse Monday to Friday between 9am amp 4pm Unless crated and uncrated shipments are separated and clearly identified on individual bills of lading with separate RATE weight tickets the entire shipment will be charged at the uncrated weight ESTIMATED TOTAL SPECIAL REQUIREMENTS INSTRUCTIONS 22 Storage Order Form The Canadian Association of Neuroscience Conference 2016 Company Name Booth A CREDIT CARD AUTHORIZATION FORM AND AN ORDER SUMMARY FORM MUST BE SUBMITTED WITH THIS ORDER Take advantage of our discount price 30 by ordering before the deadline date PRICE EXCLUDES advance warehouse material handling special handling amp post show storage ADDITIONAL CHARGES will apply under the following circumstances gt If storage is procured on show site prior to providing this service a credit card form must be completed and signed gt Crates will be returned to booth upon show closure Quantity Description Onsite Storage Discount Regular Total Price Rate Maximum of 3 small crates less than 2 x 2x 2 27 30 39 00 Maximum of 3 large crates 4x 4x 4 71 89 102 70 Each additional small crates less than 2 x 2 x 2 9 10 13 00 Each additional large crate 4x 4x4 22 75 32 50 Quantity Description Offsite Storage Discount Regular Total Price Rate
23. ial invoice Exhibit materials not collected within 5 business days will be billed for storage fees This amount will be deducted from the credit card used initially to place the order If the designated carrier does not pick up or arrive at the designated location on time neither show manager nor contractor will be liable for any resulting delays RSS Post Show Storage 25 Labour Information Sheet A CREDIT CARD AUTHORIZATION FORM AND AN ORDER SUMMARY FORM MUST BE SUBMITTED WITH THIS ORDER Take advantage of our discounted price 30 by ordering before the deadline date DISPLAY LABOUR One Hour Minimum per Worker Rates before deadline date RATE CATEGORY DATE amp TIME LABOUR SUPERVISOR CARPENTER DISCOUNTED DISCOUNTED DISCOUNTED PRICE PRICE PRICE Standard Time Mon Fri between 8 00am 4 00pm 60 00 90 00 105 00 Over Time Mon Fri between 4 00pm 6 00pm 90 00 115 00 135 00 Sat Sun between 8 00am 4 00pm Double Time All times not noted above as well as 120 00 180 00 210 00 holidays Rates after deadline date RATE CATEGORY DATE amp TIME LABOUR SUPERVISOR CARPENTER REGULAR REGULAR REGULAR PRICE PRICE PRICE Standard Time Mon Fri between 8 00am 4 00pm 78 00 117 00 136 50 Over Time Mon Fri between 4 00pm 6 00pm 117 00 149 00 175 50 Sat Sun between 8 00am 4 00pm Double Time All times not noted above as well a
24. ibitor s responsibility to make arrangements for your empty crates to be stored offsite prior to exhibitor move in 18 Material Handling Services Information Sheet 2 WHAT KIND OF SHIPMENT DO YOU HAVE Shipment Type Definition Crated Skid Materials that are skidded in a shipping container that can be unloaded at loading dock with no additional handling required Uncrated material shipped Materials shipped loose or pad wrapped shipments Machinery without proper lifting bars or hooks Special Handling Materials that requires additional handling including ground unloading stacked or constricted space unloading designated piece loading alternative delivery location loads mixed with pad wrapped material and shipments without proper delivery receipts FEDEX UPS and DHL are included in this category due to their process Special handling at the venue such as but not limited to no loading docks no elevators hand carrying and use of stair case for move in and move out Small Packages Shipment consisting of any number of pieces not exceeding a combined weight of 30lbs and received collectively on the same day from the same shipper and delivered by the same carrier Please refer to the Material Handling Special Handling Information Form for more details RSS Material Handling 19 Material Handling gt Special Handling Information WHAT IS SPECIAL HANDLING
25. ing material to exhibitor booth locations removal of empty crates to designated storage areas maybe off site note additional charges may apply for off site storage return of empty crates to booths at close of show and reloading on transport trucks To place an order please refer to material handling order form included in this manual STORAGE DURING THE SHOW Exhibitors can store a limited amount of empty cartons in their booth this storage is restricted to under your skirted table only and not behind display material Material handling service includes the placing of empties in the designated storage area Exhibitors not ordering material handling services are responsible for removing and storing all empties please label all empty crates before storing If there is limited storage on the show floor and your company has not ordered material handling from Robinson it is highly recommended that you consider using our storage service Alternatively it is the exhibitor s responsibility to make arrangements for your empty crates to be stored offsite To place an order please refer to the storage order form included in this manual NOTE If onsite storage is unavailable additional charges may apply for offsite storage this applies to all exhibitors procuring material handling POST SHOW We recommend that you order RSS post show services as this guarantees your exhibit material is secure at the end of the show All exhibito
26. oth Please Note The Exhibitor must complete all information in this template METHOD OF PAYMENT Credit Card Credit Card Number Card Verification Digits Card holder name Card holder billing address Wire I Transfer ij Expiry Date Type of Card MasterCard fj Visa J Amex jj DISCOUNT APPLICABLE BEFORE WEDNESDAY MAY 11TH 2016 PLEASE NOTE RSS ORDER DEADLINE DATES MAY DIFFER FROM OTHER SERVICE PROVIDERS FOR THIS EVENT WE RECOMMEND THAT YOU CONFIRM DIRECTLY WITH EACH SUPPLIER THEIR DEADLINE DATE Order Summary Show Specials Total Advance Warehouse Material Handling Storage Post Show Storage Labour In Booth Forklift Order Form Miscellaneous charges 30 Onsite Fee Wire Transfer Charge 30 00 CAD A AA v Total Payment Amount Please indicate details of miscellaneous charges Note Orders submitted without a completed credit card form and full payment will not be processed 13 SHIPPING LABEL FOR Zz SHIPPING LABEL FOR ADVANCE WAREHOUSE 7I ADVANCE WAREHOUSE EXHIBITION FREIGHT EXHIBITION FREIGHT FROM FROM EXHIBITING COMPANY BOOTH NUMBER EXHIBITING COMPANY BOOTH NUMBER C O ROBINSON SHOW SERVICES LOGISTICS C 0 ROBINSON SHOW SERVICES LOGISTICS 7615 KIMBEL STREET UNIT 1 2 7615 KIMBEL STREET UNIT 1 2 MISSISSAUGA ONTARIO L5S 1A8 MISSISSAUGA ONTARIO L5S 1A8 905 417 7789 905 417 7789 CARRIER CARR
27. rs using this service will have up to 5 business days to make arrangements for your freight to be collected from RSS warehouse If your exhibitor material is not collected during the stipulated time frame storage charges will apply Prior to leaving show site it is the exhibitor s responsibility to affix labels bill of lading and if applicable a customer commercial invoice to your exhibit material If the compulsory documents are not included and RSS office staff is required to contact the exhibitor to request the information an admin fee of 50 00 will apply To place an order please refer to the post show order form included in this manual It should be noted if your carrier does not collect your freight during the dismantle window it is the responsibility of RSS to take and store your freight at our warehouse and charges will apply refer to additional terms and conditions for more information ADDITIONAL TERMS AND CONDITIONS gt Payment in full must be submitted with your order form Any orders received without payment will not be processed and will be returned to you via email Orders received before the discount date will be given a 30 discount Onsite orders will be charged a 30 late fee this includes ordering of booth furnishings material handling onsite offsite storage amp post show services Written cancellation submitted after processing of payment and more than 3 business days prior to the event will b
28. s 156 00 234 00 273 00 holidays VV Vv There is a one hour minimum per labourer charge applicable Labour rates are charged per labourer per hour in half hour increments Supervisor must check in with the Robinson Show Site Manager to pick up labourer Start time is guaranteed only at start of work Labour must be cancelled in writing two 2 business days in advance to avoid a one hour per worker cancellation fee When scheduling dismantle labour please allow for sufficient time to return empty containers to the booth Robinson supervised jobs will be completed at the discretion of RSS administration sometime before show opening Please include a set up plan photo and special instructions with this order 26 2 Labour Order Form The Canadian Association of Neuroscience Conference 2016 Company Name Booth A CREDIT CARD AUTHORIZATION FORM AND AN ORDER SUMMARY FORM MUST BE SUBMITTED WITH THIS ORDER Take advantage of our discounted price 30 by ordering before the deadline date INSTALLATION LABOUR Date Required Start Time Required AM LJ No of People x Hours Person Total Hours x Hourly Rate Total X EE x a INSTALLATION SUPERVISOR Date Required Start Time Required No of People x Hours Person Total Hours x Hourly Rate Total XK SS INSTALLATION CARPENTER Date Required Start Time Required No of People x Hours Person Total Hours x Hourly Rate Total XX SS I
29. sort through and separate the various shipments on a truck for delivery to our customers Crated vs Uncrated Shipments Crated shipments are packed in any type of shipping container and can be unloaded at the dock with no additional handling required This includes crates fibre cases cartons and properly packed skids An uncrated shipment is material that is shipped loose or pad wrapped and or unskidded without proper lifting bars or hooks 20 Mixed Shipments Mixed shipments are shipments of mixed crated and uncrated goods where the percentage of uncrated is minimal and does not warrant full uncrated rate for the shipment but does require special handling Carpet only Shipments Shipments that consist of carpet and or carpet padding only require special handling because of additional labour and equipment to loaded or unload No Documentation Shipments from a small package carrier including among others Federal Express UPS Airborne Express and DHL without an individual Bill of Lading require additional time labour and equipment to process Alternate Delivery Location Alternative delivery location refers to shipments that are delivered by a carrier that requires us to deliver some of the shipments to different levels in the same building or to other buildings in the same facility 21 Material Handling Services Order Form The Canadian Association of Neuroscience Conference 2016 Company Name
30. t will be charged at the uncrated rate Charges are an estimate only and will be adjusted according to weight tickets A 25 surcharge will apply to any shipments that we are required to weigh Off target shipments will be charged an additional 30 to the applicable CWT rate All exhibit materials must be delivered to our warehouse no later than 48hours prior to the show move in weekends are excluded for all shows taking place either Monday or Tuesday and exhibit material must be delivered by 4pm the Thursday before gt If exhibit material is delivered to our warehouse without a completed order form and full payment RSS reserves the right to decline the shipment and your exhibit material will be retained by the delivering carrier RSS will only accept your exhibit material under special circumstances and an administrative fee will apply gt Collect COD shipments will not be accepted by our warehouse gt All shipments must be properly labeled including National Transition Symposium Job Fair Company Name and Booth Number Labels must be on each item shipped VV V SHIPMENT WEIGHT All shipments not accompanied by a weight ticket will be weighed upon receipt Weight estimates are final and binding when shipment is received in the warehouse Shipments may be calculated by Robinson s using cubic weight dimensional weight or actual weight pounds for billing purposes INSURANCE Shipments should be adequately insured by th
31. tracking numbers available on site during move in When ordering Advance Warehouse material handling is compulsory If material handling is not included with the order charges for this service will subsequently be added to the bill In addition it is highly recommended that Robinson Show Services provide post show service to complement other freight services already in place It should be noted that freight remaining on the show floor or left on the dock following the take down of the event will be collected and returned to Robinson s warehouse for storage Additional post show and material handling charges may be applied including a 30 late fee Advance Warehouse order forms must be submitted to Robinson Show Services for processing prior to the shipment being delivered to the warehouse Robinson Show Services reserves the right to decline any carrier delivering freight to the warehouse on behalf of an exhibitor if the relevant paperwork has not been provided beforehand by the exhibitor and full payment received Exhibitors must pay full shipment and customs fees prior to shipping exhibit material to the Advance Warehouse or to the show site Should exhibit material be shipped pre paid penalty charges of 100 plus customs fees will automatically be charged to your credit card MATERIAL HANDLING Robinson Show Services offers exclusive material handling services for show materials This includes off loading from delivery trucks transport
32. tten cancellation submitted after processing of payment and more than 3 business days prior to the set up will be subject to the lessor of a 100 00 administration fee OR 25 of order value pre tax Order cancellation received 3 business days or less will be subject to a cancellation fee equal to 50 100 of the total order this is based on the level of work already completed by RSS and also any expenses incurred inclusive of labour and purchased material All invoices will be sent via e mail Please provide the e mail address of the person who reconciles your invoices if different than contacts email By signing this form agree to accept RSS payment policy amp RSS contract terms included in this manual Exhibiting Company Authorized Signature Date Authorized Name Please Print Third Party Authorized Signature Date Authorized Name Please Print Robinson Show Services is committed to providing excellent customer service To assist us with serving you more effectively send your feedback to exhibitorservices robinsonshowservices ca 11 Order Summary Form COMPANY INFORMATION Contact Name Company Name Company Address Contact Email If on site contact different from above Onsite Contact Name Onsite Contact Cell SHOW INFORMATION The Canadian Association of Neuroscience Conference 2016 Show Dates May 29 June 1 2016 Venue Name Sheraton Centre Toronto Move in Time 8 00 AM Bo
33. ways LIABILITY Hold Harmless The Exhibitor s assumes the entire responsibility and liability for losses damages and claims arising out of injury or damage to exhibitors displays equipment and other property brought upon the premises of the Facility and shall indemnify and hold harmless the Facility agents servants and employees from any and all such losses damages and claims SAFETY gt Displays exhibits or shipments of an excessive weight must receive prior approval by the Facility and must be placed on wooden platforms to distribute the weight evenly to avoid damage to the floor and or carpeting It is not recommended to use chairs tables and other rental furniture to support standing weight Please use proper ladders Flammable explosive or corrosive liquids or materials are prohibited in the exhibit area It is an offence to ship hazardous materials Each offence is subject to fines or penalties All displays and exhibits must be assembled in a safe and secure fashion to prevent hazards or damage to any other exhibitor participant and or display Exhibitors and their Exhibitor Appointed Contractors EAC s are not permitted to operate motorized lifts or motorized material handling equipment for the installation and dismantle of exhibits Due to fire regulations booths and tables are not permitted to block entrance or exit doors The Fire Code requires a minimum of 3 meters 10 feet clearance from all entran

Exhibitor Freight Instructions - Canadian Association for Neuroscience

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