EXHIBITOR GUIDE & SERVICE MANUAL
Contents
1. Please keep your giveaways and other promotional material out of sight after exhibit hours e Do NOT leave laptop computers and other electronic devices UNATTENDED at ANY time e Please do not schedule any meetings in your booth outside of exhibit hours e Safety and courtesy require that all aisles be free of obstacles such as protruding furniture displays or display material ALL VALUABLE ITEMS SUCH AS LAPTOPS OTHER SMALL ELECTRONIC ITEMS AS WELL AS GIVE AWAYS SHOULD BE REMOVED FROM THE BOOTH DURING THE NIGHT TRANSPORTING YOUR OWN MATERIAL The CARPI 2010 Exhibit Office strongly recommends the use of Clarkson Conway Inc the drayage contractor to avoid long waits at the loading dock N B The Delta Centre Ville will not accept shipments either prior to or after the assigned set up hours Do not ship materials earlier than 5 days before the event Address for deliveries CARPI 2010 October 5 7 2010 Name of the exhibitor Booth Number Salle Bonsecours Delta Centre ville Att Banquets 777 University Street Montreal QC Canada H3C 327 Loading Dock Corner Gauvin and Saint Jacques2. www deltacentreville com 011004h Group Convention Code 011004H or at the general hotel reservation number at 1 800 268 1133 Please make sure to refer to CARPI a International Conference on Applied Robotics for the Power Industry or to the Convention Code REF when reserving via telephone LIABILITY Neither CARPI 2010 the Congress Organizer the Delta Centre Ville any suppliers their employees or representatives nor any member of the CARPI 2010 World Congress Organizing Committee is responsible for any injury that may occur to the Exhibitor or to the Exhibitors employees or representatives or for physical loss or damage of their property including personal property from any cause whatsoever The exhibitor expressly releases and holds harmless the above entities associations employees and members thereof from any and all claims arising from any cause whatsoever PUBLIC ACCESS e The main entrance to the Delta Centre Ville is at 777 University Street e The Square Victoria metro station and the Bonaventure metro station are a few minutes away REGISTRATION Deadline September 25 2010 CARPI 2010 exhibiting companies are permitted the following according to their sponsorship package e Innovator Sponsors two 2 full complimentary registration to the meeting allowing access to all sessions including the exhibit and two 2 complete delegate bags name or badge is company name 5 e Explorer Sponsors one 1 full
3. ALS The official supplier for audio visual equipment and services for CARPI 2010 is AV Experience There is no order form Please contact John Simpson at jsimpson avexperience ca or by phone at 514 637 7575 BOOTH Deadline August 30 2010 A pipe and drape display booth is included in the exhibition fee Please note that the exhibit area has wall to wall carpets The response to this question should be indicated on the exhibitor reply form 1 If you use the pipe and drape booth You must inform CARPI 2010 by August 30 2010 Your booth will be installed prior to your arrival on site Each regular 8 X 8 booth package includes e 8 high background and 3 high side dividers in black flameproof drapes e One 1 6 x 30 display table skirted in black flameproof material e Two 2 grey side chairs e One 1 7 x 44 identification sign black block letters on white background e One 1 wastebasket e One 1 electrical outlet 15amps N B These furnishings are approved by show management and may not be returned or exchanged for a credit reimbursement or for alternative furnishings Last minute and on site modifications or orders will be subject to additional fees 2 If you bring your own booth The CARPI 2010 Exhibit Office must approve any booth built by an exhibitor or rented from a firm other than the official decorator Please submit your sketches plans before August 30 2010 Please be reminded t
4. CARP Ine 17t WVICMUVAITIVINAL UVINTCMCIVUC VV APPLIED ROBOTICS FOR THE POWER INDUSTRY sf SECTION 1 GENERAL INFORMATION amp SERVICES EXHIBITOR GUIDE amp SERVICE MANUAL Audio Visual Video Services Computer Rentals Booth Catering INDEX Ceiling Height and Column Dimensions Customs Broker amp Shipping Decorator amp Drayage Electrical Services amp Internet Exhibitor Listing Exhibit Timetable Floor Plan Hotel Accommodation Liability Public Access Registration Scientific Program Security Transporting Your Own Material p 3 p 3 p 3 p 3 p 4 p 4 p 4 p 4 p 4 p 5 p 5 p 5 p 5 p 5 p 6 p 6 p 6 SECTION 1 GENERAL INFORMATION amp SERVICES Detailed information on the 2010 1st International Conference on Applied Robotics for the Power Industry from October 5 7 2010 is available at www carpi2Z010 org In the Exhibitor Guide and Service Manual e the 2010 1 International Conference on Applied Robotics for the Power Industry referred to as CARPI 2010 e the Delta Centre Ville is referred to as the Delta Centre Ville Should you not find the information you are looking for please feel free to contact us at genevieve iseventsolutions com SUMMARY OF DEADLINES Exhibitor Description August 30 2010 Hotel Reservation September 23 2010 Registration September 25 2010 Proof of Liability Insurance September 23 2010 AUDIO VISUAL VIDEO SERVICES COMPUTER RENT
5. complimentary registration to the meeting allowing access to all sessions including the exhibit and one 1 complete delegate bag name or badge is company name e Exhibitors amp Custom Booth Packages two 2 exhibitor badges per regular booth 8 x 8 allowing access only to the exhibit Please fill out the Reply Form located in section 4 to reserve your badges SCIENTIFIC PROGRAM The most recent scientific program details are available on our frequently updated website www carpi2010 org SECURITY General security will be provided from beginning of move in to the end of move out Although the CARPI 2010 Exhibit Office provides general security the Office the Congress Organizer and the Delta Centre Ville will not be responsible for loss or damage to merchandise or personal possessions before during or after the exhibition or for personal injury to the exhibitor company employees or representatives We ask your assistance and cooperation with our security efforts by being aware of the following rules and guidelines e Badges must be worn at all times to gain admittance to the exhibit hall from move in through move out e If deliveries or pick ups of any kind are to be made prior to during or after the close of the exhibition it is the exhibitor s responsibility to obtain the necessary paperwork credentials at the CARPI 2010 Exhibitor Registration Counter for these people to gain admittance to the exhibit hall e
6. for additional services and order forms for drayage are located in section 4 ELECTRICAL SERVICES amp INTERNET One electrical outlet of 15amp is provided as part of the exhibitor package You can plug in up to 2 pieces of equipment such as laptop computers For additional electrical needs please complete the order form Delta Centre Ville who holds exclusive rights to provide this service in the exhibit area High speed Internet access can be ordered on the same form Wireless service is available at the conference for delegate s use but high speed capacity can not be guaranteed at all times If you have a demonstration that requires online access we strongly encourage you to order a wired Internet line Order form for Electrical Services amp Internet is located in section 4 EXHIBITOR LISTING Deadline August 30 2010 All CARPI 2010 exhibiting organizations are entitled to a listing in the Exhibit Directory The Exhibitor Product and Service Description form is included with the Exhibitor REPLY FORM see section 4 EXHIBIT TIMETABLE Set up Tuesday October 5 2010 08 00 09 45 Tuesday October 5 2010 10 30 11 45 material set up only no equipment All crates and boxes must be removed from the exhibit floor by 09 30 on Tuesday October 5 2010 If the booth space is not occupied by 11 30 on Tuesday October 5 2010 the CARPI 2010 Exhibit Office reserves the right to use such space as it deems appropriate All exhib
7. hat the maximum building height in the exhibit area is 8 8 feet If you bring a pop up booth you still need to maintain the pipe amp drape booth If you build your own booth entirely you must adhere to the dimensions of 8ft x 8ft and pay attention to the tight move in schedule WE STRONGLY ENCOURAGE YOU TO USE THE EXISTING PIPE amp DRAPE SET UP DUE TO THE VERY SHORT INSTALLATION TIME 90MIN CATERING If you wish to serve food or beverages in your booth you must contact the Delta Centre Ville directly Consumption or distribution of alcohol by exhibitors in their booth and in the exhibit hall is prohibited Lunches and coffee breaks are served daily in the exhibit area CEILING HEIGHT amp COLUMN DIMENSIONS The maximum building height in the exhibit area is 8 8 feet CUSTOMS BROKER amp SHIPPING North American Logistics Services has been appointed official Customs Broker amp Freight Forwarder for CARPI 2010 Exhibitors who follow the instructions of North American Logistics Services will experience no difficulty exhibiting in Canada North American Logistics Services will have a representative on site throughout the event for your convenience DECORATOR amp DRAYAGE Clarkson Conway Inc a GES affiliated company is the official decorator for CARPI 2010 Its services include the supplying of extra furniture accessories signs labor flowers amp plants and drayage Detailed brochure and order forms
8. its must be completed by 11 45 on Tuesday October 5 2010 Official opening hours Tuesday October 5 2010 09 50 18 00 Wednesday October 6 2010 08 00 17 00 Exhibitors will be allowed in the exhibit hall 30 minutes before it opens and may also leave 30 minutes after closing Please check with the CARPI 2010 Exhibit Office if additional time is required All exhibits must be opened and staffed during official opening hours 4 Move out Wednesday October 6 2010 17 00 20 00 The cartons followed by the crates will then begin to be returned All equipment must be ready and assembled at the loading dock before carriers are permitted access to the area All display material must be cleared from the exhibit hall by 16 00 Thursday October 7 2010 Should an exhibitor fail to remove his exhibit the CARPI 2010 Exhibit Office reserves the right to remove such exhibit at the exhibitor s expense FLOOR PLAN The floor plan shows the actual booth locations as of July 26 2010 The CARPI 2010 Exhibit Office for the overall benefit of the exhibition may modify general layout and booth allocations The CARPI 2010 Exhibit Floor plan is located in Section 3 HOTEL ACCOMMODATION Deadline September 23 2010 CARPI 2010 participants may choose accommodations at the venue hotel the Delta Centre Ville Contact information for the Delta Centre Ville is located in section 4 We recommend that you reserve your rooms online at http
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