quick facts - Canadian Association of Defence and Security Industries
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1. 613 723 8756 Mark van der Pas 613 822 8800 Ext 260 Email internet desystems com Email mvanderpas greatcanadianplates com eycentre ca facility service partners telecommunications www greatcanadianplates com BOOTH CLEANING DUOSON MULTIMEDIA EY Centre Plasma Screen TV amp LCD Projectors Phone 613 688 4824 Roger Leroux Cell 613 407 6146 Email info eycentre ca Phone 613 742 7474 ext 2203 Email leroux roger duoson com LABOUR INFORMATION Booth Installation and Dismantle If utilizing Freeman labour please refer to the Installation amp Dismantle order form to place your order for display labour Straight time and Overtime hours are also listed on the order form Exhibitors super vising Freeman labour will need to pick up and release their labour at the Service Desk All labour services performed between 4 00 pm and 6 00 pm M F between 8 00 am and 4 00 pm Sat Sun will have overtime charges applied All labour services performed between 6 00 pm and 8 00 am M F and between 4 00 pm and 8 00 am Sat Sun will have double time charges applied Please refer to the enclosed Labour Order Form All material handling services performed after 4 00 pm M F and all day Saturday and Sunday will have overtime charges applied Please refer to the enclosed Material Handling Order Form JANUARY 19 2015 400993 FREEMAN quick facts FREIGHT SCHEDULE INDOOR BOOTH SPACES 300SQ FT amp OVER Friday May 22 2015 TARGETED SHIPMENTS2. Freeman OnLine To place online orders you will be required to enter your unique Login ID and Password To access Freeman OnLine for CANSEC 2015 go to http www freemanco com store show showInformation jsp showID 4009938 amp nav 02 Click on the Login link in the top right corner to proceed If this is your first time using Freeman Online click on the Login link in the top right corner to create a new account If you need assistance with Freeman OnLine please call our Customer Support Center toll free at 1 888 508 5054 for Canada amp U S exhibitors or 817 607 5000 for International exhibitors JANUARY 19 2015 400993 FREEMAN quick facts SERVICE CONTRACTOR CONTACTS INFORMATION FREEMAN FREEMAN TRANSPORTATION CUSTOMS 940 Belfast Road Phone Toll Free U S amp Canadian Exhibitors 877 478 1113 Ottawa Ontario K1G 4A2 Phone Int l Overseas Exhibitors Country Code 1 905 951 5476 Phone 613 748 7180 ext 234 Fax 613 748 5977 Fax 1 905 951 3145 Email freemanottawaes freemanco com Email jmakos nalsi com kmullins nalsi com FREEMAN ELECTRICAL IMPORTANT INFORMATION e By default the power outlets will be located at the very back of your booth If you indicate a specific location using the online grid or email a floor plan please note there will be an additional labour service charge applied to your order e Asa friendly reminder if you have a sign to hang from the ceiling please be advised that standard han
3. ONLY approved by Freeman See attached Access Form insert page number here INDOOR BOOTH SPACES 300SQ FT OR LESS Monday May 25 2015 9 00am 5 00pm STATIC OUTDOOR DISPLAY Monday May 25 2015 TARGETED SHIPMENTS ONLY approved by Freeman See attahced Access Form insert page number here NOTES OF INTEREST Vehicle entry point on Move In days see attached aerial map EXHIBITOR CARRIERS TRAILERS TRUCKS OR DELIVERIES WILL NOT BE ALLOWED ON SHOW SITE AFTER 9PM TUESDAY MAY 26 CARRIERS WILL BE TURNED AWAY NO MARSHALLING YARD AT THIS FACILITY RESTRICTIONS All vehicles carrying materials that must be unloaded and transported to exhibitor s booth space s must check in at the Security Freight Entrance see map for sequencing into truck unloading areas When approaching the EY Centre from the Northbound lanes going south on Uplands Drive the entry to the Freight Delivery Entrance is located on the left side The Ottawa Airport Parkway is completely restricted to all commercial vehicles and will be subject to severe fines Note Stopping or parking on Uplands Drive is prohibited by the City of Ottawa and will be subject to fines to the carrier No trucks will be allowed to enter the property to the unloading areas until there is a place for the vehicle to stop and unload without blocking the building specific entrance exits to the area Crews will be on hand to unload vehicles without excessive delays VEHICLES All vehicles f
4. FREEMAN freemanottawaES freemanco com CENTRE EY CENTRE 940 Belfast Road MAY 27 28 2015 Ottawa Ontario K1G 4A2 OTTAWA ONTARIO 613 748 7180 Fax 613 748 5977 SERVICE INFORMATION BOOTH EQUIPMENT Each 10 x10 booth includes an 8 high black draped back wall 3 high black draped side walls one 6 skirted table two chairs and one grey booth carpet Note Our office will be closed May 18 2015 in observance of Victoria Day EXHIBIT HALL CARPET Each booth will be carpeted in grey and the aisles will be carpeted in Red To enhance the appearance of your booth Prestige rental carpet is available through Freeman please refer to the Carpet Order Form in the service manual Our deadline date for ordering Prestige carpet is April 16 2015 DISCOUNT PRICE DEADLINE DATE Take advantage of a 30 discount by ordering online at www freemanco com store by May 4 2015 SPECIALTY FURNISHING The Specialty Furnishing items noted with the symbol on the Furnishing Order Form must be submitted before May 4 2015 Freeman cannot guarantee pricing and availability of these items after this deadline FREEMAN ONLINE Take advantage of discount pricing by ordering online by May 4 2015 Our Internet online ordering service Freeman OnLine is available for your convenience to order all Freeman services view show schedule or print order forms Once your show is available online you will receive an email which includes a direct link to
5. Outbound Shipping form and your paperwork will be available at show site Be sure your carrier knows the company name and booth number when making arrangements for shipping your exhibit at the close of the show Please note All items not ordered through the Official Show Vendors may be subject to Material Handling Charges and are the responsibility of the Exhibitor CART SERVICE IS A FEATURE FOR PRIVATELY OWNED VEHICLES A self unloading and reloading area for all exhibitors who do not require forklifting assistance during move in and move out will be available e Freeman staff will guide you to this area once you arrive at the dock e This service is aimed for exhibitors that require minimal assistance e Type of vehicles accepted are cars pickup trucks small mini van or SUV only e Exhibitors that require 20 minutes or less to offload and reload Any vehicles left unattended will be towed at owner s expense e The service includes storage of cardboard product boxes and empty stickers e This is a chargeable service please refer to the Material Handling Order Form contained in this service manual for the cart service charges JANUARY 19 2015 400993 FREEMAN quick facts BUILDING LOADING AREAS Please note the Loading areas for the building at the EY Centre are as follows 8 Loading docks 7 11 H x 8 W Hall 1 amp 4 Drive in doors with direct access to show floor 19 10 H X 20 W Hall 2 amp 3 Outside doors amp insid
6. ay May 27 2015 7 00am 6 00pm Thursday May 28 2015 8 00am 11 00pm Friday May 29 2015 7 00am 5 00pm EXHIBITOR MOVE OUT Thursday May 28 2015 5 00pm 11 00pm Friday May 29 2015 7 00am 5 00pm DISMANTLE AND MOVE OUT INFORMATION e Freeman will begin returning empty containers as soon as the aisle carpet is removed Aisle carpet will be scheduled for removal between 4 00pm and 5 00pm e All exhibitor materials must be removed from the exhibit facility by May 29 2015 5pm e To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move Out deadline please have all carriers for booths 499 sqft or less check in by 8pm on May 28 2014 and for booths over 500 sqft check in by 12 noon on May 29 2014 Please schedule your carriers accordingly and advise Freeman of your carrier arrival time JANUARY 19 2015 400993 FREEMAN quick facts SHIPPING INFORMATION Advanced Warehouse Shipping Address CANSEC Exhibiting Company Name PLEASE NOTE The warehouse is open from 8am Booth until 4 30pm Monday to Friday C O Freeman 940 Belfast Road Ottawa Ontario Canada K1G 4A2 Freeman will accept crated boxed or skidded material beginning April 23 2015 at the above address All shipments must be accompanied with a Certified Weight Ticket Full Load trailers without a Certified Weight Ticket may be refused and sent to obtain requested documents To avoid additional late arrival charges materials m
7. ays after the event has closed In these situations any charges duties taxes amp Customs clearance fees are re billed to the corresponding exhibitors plus Advancement Fees PRIVACY POLICY Pursuant to the Personal Information Protection and Electronic Documents Act Freeman has formalized its current practices into a privacy policy A copy of our full privacy policy is available on request or by visiting our website at http www freemanco com freemanco freeman privacy jsp Freeman collects business information from its customers to enable us to perform contracted services Only very infre quently will any identifiable personal information be collected If any personal information is collected Freeman will obtain consent at the time of the collection disclosure and or use You then would have the right to access any of the informa tion we have collected and withdraw your consent for the above at any time If you have any questions or would like more information on our privacy policy please contact us at 416 252 3361 or you may contact our privacy officer at barbara baird freemanco com If you would like to have your personal information removed from Freeman s database please email legal freemanco com to request removal ASSISTANCE We want you to have a successful show If we can be of assistance please call our Exhibitor Services Department at 613 748 7180 ext 234 We can also be contacted via email at freemanottawaes fre
8. e roll up doors 15 11W X 13 11 H Exhibitors are not allowed to bring freight by the front doors of the building EXHIBIT TRANSPORTATION AND CUSTOMS As part of the Freeman service and to make your shipping and transportation experience as seamless as possible Freeman Exhibit Transportation has been appointed as the official carrier and customs clearance service provider for the CANSEC 2015 Our Exhibit Transportation Department will be in contact with you to discuss your shipping require ments however if you wish to contact us please call our toll free number at 877 478 1113 to speak to Julian Makos AS A REMINDER All shipments originating outside Canada require Canada Customs Clearance and U S Customs Homeland Security if applicable on the return SMALL PACKAGES BOXES DELIVERIES Including Portable Display Cases Canada is an international destination and as such duties taxes and customs clearance fees applies If you are shipping Air or Ground with the following small packages companies Fed ex UPS Airborne DHL or any other small package boxes carriers please confirm that all ancillary charges duties taxes amp Customs clearance fees are PREPAID This includes 3rd Party Shippers ie Fulfillment Centres etc Any shipments that are sent collect will not be accepted by Freeman and they will be refused In some instances carriers do not declare ancillary collect charges upon delivery to our warehouse and Freeman is billed 30 90 d
9. emanco com WE APPRECIATE YOUR BUSINESS JANUARY 19 2015 400993 FREEMAN quick facts FREEMAN GENERAL INFORMATION TRANSLATION SERVICE Freeman is pleased to offer a new service for our international exhibitors that provides quick interpretation and translation in 150 languages This service will not only interpret for us on a three way conversation but also translate emails from customers To access this service you may contact Freeman Ottawa Exhibitor Services at 613 748 7180 or Freeman s Customer Support Center at 888 508 5054 HELPFUL HINTS SAVE MONEY Take advantage of a 30 discount by ordering online at_www freemanco com store by May 4 2015 AVOID DELAY Ship early to avoid delays Shipments arriving late at show site will cost you money time and business SAFETY TIPS Use a ladder not a chair Standing on chairs tables and other rental furniture is unsafe and can cause injury to you or to others These objects are not designed to support your standing weight Be aware of your surroundings You are in an active work area with changing conditions during move in and move out Pay attention Look for obstacles and machinery and equipment that are in use Keep your eyes open for scooters and forklifts The drivers of these vehicles may not be able to see you Stay clear of dock areas trucks and trailers These areas can be particularly dangerous Prevent electrical shocks falling items and damage to materials D
10. ging sign labour prices an additional 30 will apply if your hanging sign is not received at our warehouse by May 15 2015 SEE LABELS SUPPLIED INSIDE EXHIBITOR KIT which also lists the shipping address Warehouse pre shipping charges will be applicable e When ordering gas hook up your order and Technical Standards amp Safety Authority TSSA approval must be submitted 10 days prior to the exhibitor move in date or your order will not be processed e For propane requirements please contact the EY Centre directly e ALL signs must be pre approved by CADSI Attention Catherine Lyons c lyons defenceandsecurity ca or phone 613 235 5337 ext 27 e All outlets will be supplied at the standard operating voltages of 110 208V247V 600V AC If your equipment will require conversion please bring proper adaptors that convert 110V 60Hz to the required voltage Freeman does not supply or provide voltage convertors e Generators Freeman is the exclusive supplier of generators Exhibitors are not allowed to bring or use generators for running equipment or generating electricity If the generator is a demo unit it may be operated on intermittent use Prior approval is required e Trailers Trailer mounted generators cannot be operated during the show All trailers requiring power should contact Freeman with details of power requirement DE SYSTEMS GREAT CANADIAN PLATES Internet Telephone Computer Rental Food amp Beverage Phone 613 723 1166 Fax
11. o not attach items or equipment to the drapes or metal framework provided for you booth This can cause serious injury or damage to materials We discourage children from being in the exhibit hall during installation and dismantle If children are present during installation and dismantle they must be supervised by an adult at all times You are not allowed to ship Hazardous Materials If you do so you may be subject to fines or penalties for each offence Operation or use of all mortorized lifts and motorized material handling equipment for installation dismantle of exhibits is NOT permitted by exhibitors or by their exhibitor appointed contractors EAC s Thank you for your cooperation EXHIBITOR ASSISTANCE For more information and helpful hints on preshow procedures and move in please go to www freemanco com preshowFAQ For more information and helpful hints on postshow procedures and move out please go to www freemanco com postshowFAQ Call Freeman s Exhibitor Services department at 613 748 7180 ext 234 with any questions or needs you may have JANUARY 19 2015 400993 FREEMAN general information CANSEC MANDATORY SAFETY POLICIES Note of Caution During move in and move out all exhibitors contractors and staff operating on site must ensure common travel areas are clear before entering an aisle roadway or other lane The onus is on the individual exhibitor contractor and staff not to block and or impede an aisle or
12. or indoor exhibits must be scheduled with Freeman The Ottawa Fire Prevention Division Show Management and EY Centre reserves the right to remove any vehicle from the show confines at exhibitor s expense which contravenes these rules and regulations or is deemed to be unsafe for display Exhibitors 1 Provide exact weights and measurements of the vehicle diagram where possible 2 Copies of insurance coverage in case of loss damage theft or fire Show Management and the EY Centre will be held harmless from any action that results from the loss damage theft fire or any other occurrence 3 Vehicle must have the battery disconnected while on static display and gas caps are to be locked or secured against tampering 4 Vehicle must have minimal amounts of fuel Only enough to propel the vehicle in and out of the building is permitted 5 While on static display the vehicle must have an oil fluid pan collecting leaking fluids and to protect the show floor surface This must be monitored and cleaned 6 An emergency telephone number for contact person s responsible for the vehicle is to be left with the Show Manager Organizer 7 Vehicle move in and out times are to be coordinated with Freeman Upon move in and move out there must be a forward and rear ground guide present to direct vehicle and pedestrians JANUARY 19 2015 400993 FREEMAN quick facts EXHIBITOR MOVE IN INDOOR BOOTH SPACES 500 SQ FT amp OVER Sunday Ma
13. traffic lane CANSEC and the show services contractors rely on the exhibitors contractors and staff to be aware of their surroundings and act in the interest of all Ensure your safety and the safety of others help keep aisles and laneways clear at all times Age policy due to insurance coverage requirements persons under the age of 18 years of age are not permitted on show site which includes all of the outdoor and indoor facilities on set up tear down and show days This policy will be striclty enforced and there will be no exceptions Only those who are registered with proper identification are permitted During the move in Sunday May 24 to Tuesday May 26 2015 inclusive and the move out starting at 17h on Thursday May 28 until 17h Friday May 29 2015 anyone wishing access to the Exhibit Hall will be required to wear closed toed flat shoes i e running shoes for example Sandals high heels or any other type of footwear that is not a closed toed flat shoe will not be permit ted There will be no exceptions to this policy which will be enforced by Security personnel and the Exhibit Safety Manager Anyone that does not conform to this policy will be prohibited from accessing the Exhibit Hall and will be escorted out of the Exhibit Hall if they have inappropriate footwear JANUARY 19 2015 400993 CANSEC mandatory safety policies
14. ust arrived by May 15 2015 The warehouse will receive shipments Monday through Friday between 8 00 AM and 4 30 PM To check on the arrival of your freight please call 613 748 7180 Please Note The warehouse will be closed on May 18 2015 in observance of Victoria Day shipments will not be ac cepted on this date US Inbound Shipments Please Note May 25 2015 is Memorial Day in the United States please ensure that your shipment is cleared through customs and in transit to Canada by May 22 2015 Show site Shipping Address CANSEC Exhibiting Company Name Booth EY Centre 4899 Uplands Drive Ottawa Ontario Canada K1V 2N6 Freeman will receive shipments at the exhibit facility as per the specified schedule see show schedules All shipments must be accompanied with a Certified Weight Ticket Full Load trailers without a Certified Weight Ticket may be refused and sent to obtain requested documents Shipments arriving before this date may be refused by the facility Any charges incurred for early freight accepted by the facility will be the responsibility of the exhibitor Please note All material handling services performed after 4 30pm Monday Friday amp all day Saturday Sunday will have overtime charges applied Please refer to the enclosed material handling order form POST SHOW PAPERWORK AND LABELS Our Exhibitor Services Department will gladly prepare your outbound Material Handling Agreement and labels in advance Complete the
15. y 24 2015 8 00am 5 00pm TARGETED ONLY approved by Freeman Monday May 25 2015 9 00am 5 00pm Tuesday May 26 2015 7 00am 9 00pm Exhibitors are NOT permitted on the show floor after 9 00pm unless arrangements are made in advance with CADSI to extend your set up time INDOOR BOOTH SPACES 300 SQ FT TO 500SQ FT Monday May 25 2015 9 00am 5 00pm Tuesday May 26 2015 7 00am 9 00pm Exhibitors are NOT permitted on the show floor after 9 00pm unless arrangements are made in advance with CADSI to extend your set up time INDOOR BOOTH SPACES 300 SQ FT OR LESS Tuesday May 26 2015 7 00am 9 00pm Exhibitors are NOT permitted on the show floor after 9 00pm unless arrangements are made in advance with CADSI to extend your set up time STATIC OUTDOOR DISPLAY Monday May 25 2015 8 00am 5 00pm TARGETED ONLY approved by Freeman Tuesday May 26 2015 7 00am 5 00pm Exhibitors are NOT permitted at the Static Out door Display after 5 00pm unless arrangements are made in advance with CADSI to extend your set up time ALL FREIGHT AND AISLES MUST BE CLEARED OF MATERIALS BY 8PM ON MAY 26 EXHIBIT HOURS Wednesday May 27 2015 9 00am 5 00pm Thursday May 28 2015 9 00am 4 00pm FREEMAN SERVICE CENTRE HOURS We will have staff available at show site at the Freeman Exhibitor Service Centre as follows Sunday May 24 2015 9 00am 5 00pm Monday May 25 2015 8 00am 5 00pm Tuesday May 26 2015 7 00am 9 00pm Wednesd
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