Exhibition Manual

DECEMBER 3, 2019 | TELUS CALGARY CONVENTION CENTRE

Dear HR Leaders Summit Calgary Partner,

We are delighted that you will be joining us! As you scroll through this page, you will find specific and pertinent information about the event that will aid in your event organization.

EVENT LOCATION – Telus Calgary Convention Centre, 120 Ninth Avenue SE, Calgary, Alberta, CA T2G 0P3. For directions, please click here.

EXHIBITION – MacLeod Hall B,C,D

EXHIBITION SETUP – Monday, December 2 – 6:00 PM – 12:00AM

EVENT START DATE – Tuesday, December 3rd, 2019 – Registration and expo hall opens at 8:00 am, exhibitors may arrive as early as 6:00 am for last minute set up.

EVENT END & TEAR DOWN – Tuesday, December 3rd, 2019 – 5:30 PM – 8:30 PM. Please be reminded all items must be removed at the end of the conference.

WHAT IS PROVIDED – Each booth will be carpeted and include 8ft clothed table and two chairs. If you have a banner, you will have to provide your own stands and set up within your footprint. If you are hanging something on the wall or the ceiling, please be sure to check with the show manager for approval. Alternatively, you could have your banners/signs installed through here.

DISTRIBUTION OF FOOD AND BEVERAGES – Arrangements for serving food and/or beverages must be made through Marriott Calgary Downtown Hotel. Please click here for Catering order form or contact 403-261-8500. Food and/or beverages otherwise ordered from Marriott will have to be authorized by the catering manager.

DO NOT BLOCK THE AISLE OR INVADE NEIGHBOUR’S SPACE – No sign or decorative materials may protrude into the aisles or encroach upon neighbouring booths or sight lines. No obstructions may be placed in any aisle, passageways, lobby or exit leading to any fire extinguishing appliances.

EXCESSIVE TRASH AND BOOTH ABANDONMENT – Any excessive trash which consists of display materials, carpet, padding, crates and/or pallets will be disposed of and charged both a handling fee and disposal fee during move-in. Excessive booth materials and/or literature left in the booth at the end of the published exhibitor move-out that is not labeled for an outbound shipment will be considered abandoned and deemed as trash. The exhibitor will be charged for the removal and disposal of these items. Charges may include Installation Dismantle Labour, Forklift/Rigging Labour and/or Dumpster fee.

What we need from you:

COMPANY PROFILE & LOGO – due ASAP
If you have not done so kindly provide your logo in EPS or AI format & company Bio with URL. Please check here to double check that we have your correct profile & logo.

ONSITE GIVEAWAYS – (due on or before November 11, 2019)
In order to maximise your exposure and drive traffic to your booth we will be advertising onsite giveaways or raffles being conducted by exhibitors. A digital advertisement with pertinent information will be shown throughout the day. Please confirm any onsite giveaways and include; item, value and how to participate.

DELEGATE SHOW BAG INSERT
Platinum and Gold partners are entitled to contribute a delegate bag insert. These items may be delivered to the venue at the below address or brought during set up on December 2nd. Quantities of 300 required.

For Pre or Post-shipment delivers/pick ups
HR Leaders Summit – Dec 3, 2019
KMI Publishing and Events Ltd
Booth Number – MacLeod Hall
C/O: Superior Show Service
#109, 18 Highland Park Way NE, Airdrie, Alberta T4A 0R1

Shipments sent prior to December 2 need to go to Superior Show Service Warehouse. They will then deliver it to the venue (CTCC) on setup day.

Deliveries scheduled to arrive on Dec 2, 2019
HR Leaders Summit – Dec 3, 2019
KMI Publishing and Events Ltd
Booth Number – MacLeod Hall
C/O: Calgary TELUS Convention Centre North Loading Dock
705 – 1st Street SE, Calgary, Alberta T2G 2G9

If you’d like a shipment to be held at the venue (CTCC) before Dec 2, prior arrangements need to be made with Superior Show Services. To do so, please contact Amanda Hobmaier [email protected]

DIGITAL ADVERT – (due on or before November 18, 2019)

Platinum and Gold partners are entitled to one digital advert to be displayed on stage in between sessions. Please note items received beyond this date will not be included.

You may choose one (1) of the following:

• A 1-2-minute video clip (with or without sounds) to be played in between the sessions on the Main and Executive screens. Video clip should be in mp4 format..

• A full-colour static image to be flashed in between the sessions on the Main and Executive screens. Resolution should be 1920×1080 in landscape orientation and 300 dpi.

• A PowerPoint presentation (2-3 slides) to be flashed in between the sessions on the Main and Executive screens. PowerPoint size ratio is 16:9 and in auto-play mode.

PUSH NOTIFICATION – (due on or before November 18, 2019)

Platinum and Gold partners are entitled to a push notification. Please provide a short notification you would like sent out, including a scheduled time during the event, through our event app.

*please note there is no character limit but should be kept short and concise.

SCROLLING APP BANNER – (due on or before November 18, 2019)
Platinum and Gold partners are entitled to a scrolling app banner on our event app.
App Banners must adhere to the following specs: 1440 x 205 px.

REPRESENTATIVES’ NAMES – (due on or before November 11, 2019)

Prior to the event we will require all on site representatives Full Names, Position and Email addresses. If we do not receive representative names by this date, we cannot guarantee reps will have an onsite badge printed or access to the event app and lead generator.

SPEAKER NAME & ABSTRACT (If applicable)
If you have not already done so please submit Speaker Name, Bio & Headshot as well as the session Abstract ASAP.

Things you may need:

POWER

If you require power for your booth, it can be ordered through Superior Show Services. Please order through [email protected] or click here.

AUDIO VISUAL

If you require audio visuals for your booth, it can be ordered through FMAV thru [email protected] or [email protected]. Pricing may be found here.

INTERNET

Complimentary WIFI is provided for browsing, if you are doing a demo in your booth that requires high-speed connection or if you wish to have an exclusive connection for your booth alone, please contact [email protected]

SHIPPING & RECEIVING

Shipping of any materials may only arrive on our event set up day (Monday, Dec 2, 2019). Shipments sent prior to this date may be refused at the shipper’s expense and responsibility unless arrangements have been made with Superior Show Service.

Shipping out is the sole responsibility of each exhibitor (packing, labeling and arranging pick-up with your preferred courier company) All items must be picked up no later than one business day after the event ends.

Alternatively, you may simply bring your small materials such as pop up banners and flyer items with you on the day of the event.

If you have questions or wish to submit your requirements, please email Rosalie Jaliel, [email protected]

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