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9EXHIBITOR’S GUIDE18 au 21 novembre 2019Centre des congrès de Québec

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In this document, the masculine to designate persons has no other purpose than that of brevity.QME2019_guide_exposant_an_20190806

Exhibitors agree to familiarize themselves with the Exhibitor’s Guide and follow the guidelines it contains. Conference organizers reserve the right to refuse exhibitors who do not comply. Parts of the Guide may be revised or changed at any time (the date at the bottom of this page indicates the latest version).

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EVENT LOGISTICS

General Conference ScheduleDay Date Time

Short Courses and Workshops Monday November 18 9:00 a.m. to 5:00 p.m.

Exhibition and Conferences

Tuesday November 19 9:00 a.m. to 5:00 p.m.

Wednesday November 20 9:00 a.m. to 5:00 p.m.

Exhibition Thursday November 21 9:00 a.m. to 1:00 p.m.

Conferences Thursday November 21 9:00 a.m to 5:00 p.m.

Set up

Day Date Time

Monday November 18 9:00 a.m. to 9:00 p.m.

Teardown

Day Date Time

Thursday November 21 1:00 p.m. to 6:00 p.m.

No booth teardown will be allowed before 1:00 p.m. on November 21. Exhibitors violating this rule will lose their priority booking privileges for the next edition of the Québec Mines + Énergie conference.

Loading Dock Access

Day Date Time

Monday November 18 7:00 a.m. to 9:00 p.m.

Tuesday November 19 7:00 a.m. to 9:00 a.m.

Thursday November 21 1:00 p.m. to 6:00 p.m.

ImportantDelivery and pick up of material is not allowed at the entrances to the Québec City Convention Center, only at the loading docks. The Québec City Convention Center will accept material starting Friday, November 15, 2019, only. Pre-event storage fees apply for any material received before that date (see pre- and post-event storage).

Attention We recommend that you make use of intelligent devices such as cell phones and tablets in locations other than your booth and outside offi cial Exhibition Hall opening hours, so that participants can contact you at all times.

ExclusiveTriple your results at trade shows – A free training course for exhibitors - Monday, November 18, 2019, 9:00 a.m. to 12:00 p.m. (offered in French only)

Multiply your contacts. Many opportunities for sales and partnerships should come from contacts made beyond your booth, not just those you make while standing behind it. You will also learn how to master business networking techniques.

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Loading Dock Use Exhibitors must use the Level 4 loading dock for delivery of their material. It is located at:

855, rue Jean-Jacques-Bertrand Québec (Québec) G1R 5V3

Tractor-trailers must not exceed 13 ft., 6 in. in height and 53 ft. in length.

Parking is not allowed at the loading dock. Only loading and unloading are allowed; vehicles in violation will be towed. The loading dock is designed to accommodate seven vehicles at a time (see Appendix 2A).

Access for Heavy or Oversized EquipmentA large door leading to Rue Jean-Jacques Bertrand is located at the western end of the service corridor on Level 4. Its dimensions are 22-by-15 feet.

ParkingThe Québec City Convention Center is located near several underground parking lots. There are 1,575 spaces at Complexe Marie-Guyart (Complexe G), 1,000 at Place Québec, 400 at Place Haute-Ville (Delta) and 1,366 at Stationnement D’Youville, all connected by indoor walkways. These parking lots are open 24 hours a day, 7 days a week (see Appendix 2A).

On week days, traffi c is more intense in this area of this city. We strongly advise participants to travel safely and sustainably by using public transportation or rideshares. For more information, we invite you to consult Quebec City Convention Center’s web site: https://www.convention.qc.ca/en/practical-information/#getting-here.

Parking is prohibited at all times on the Promenade Desjardins.

Space Allocation RulesExhibitors who participated in Québec Mines + Énergie 2018 are invited to renew rental of their exhibit space for this year’s event. They will have 30 days to confi rm their rental of the exhibit space and to send in their payment.

When confi rming the rental of an exhibit space, a 2018 exhibitor may ask to be added on the waiting list for a different exhibit booth in case another space becomes available (see the included form).

Spaces that become available will be offered to the exhibitors on the waiting list by chronological order of entry. Please note, however, that priority will be given to exhibitors who participated at Québec Mines + Énergie 2018.

The organizing committee reserves the right to group exhibitors together by sector of activity. The organizing commitee also reserves the right to refuse an exhibitor if the mission, services or products of this company do not match the character of the Congress.

New exhibitors will have four weeks to send payment for their exhibit space. After this period, the allocated space will be offered to the next company on the waiting list. The time period allocated for payment may be shortened after October 10, 2019 and adjusted in regards to the time remaining prior to the event.

Exhibit BoothThe cost of leasing a 10-by-10 feet booth space is $2600 + taxes. It includes one 15-amp (120 volt) outlet, one conferences and exhibition pass* and two exhibition passes**. At the lessee’s request, one draped 72-by-30 inches table and two chairs can be added for free (if ordered before October 10, 2019).

(Please note that changing participant’s name will not be allowed on site).

* A conferences and exhibition pass includes access to conferences and the exhibition hall.

** An exhibition pass includes access to the exhibition hall only.

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DESCRIPTION OF PRODUCTS AND SERVICESEquipment Rental

Cost GST QST Total Quantity TOTALBooth structure (including two lamps)

Until October 10, 2019 $400 $20 $39.90 $459.90Starting October 11, 2019 $500 $25 $49.88 $574.88

10 ft. x 10 ft. carpetUntil October 10, 2019 $185 $9.25 $18.45 $212.70

Starting October 11, 2019 $215 $10.75 $21.45 $247.20Counter

Until October 10, 2019 $130 $6.50 $12.97 $149.47Starting October 11, 2019 $160 $8 $15.96 $183.96

StoolUntil October 10, 2019 $45 $2.25 $4.49 $51.74

Starting October 11, 2019 $55 $2.75 $5.49 $63.24 Storage of exhibit materials (pre - and post-event)

Until October 10, 2019 $200 $10 $19.95 $229.95Starting October 11, 2019 $250 $12.50 $24.94 $287.44

Wastepaper basketUntil October 10, 2019 $10 $0.50 $1 $11.50

Starting October 11, 2019 $15 $0.75 $1.50 $17.25Additional chair

Until October 10, 2019 $25 $1.25 $2.49 $28.74Starting October 11, 2019 $30 $1.50 $2.99 $34.49

Additional 72 in. x 30 in. draped tableUntil October 10, 2019 $75 $3.75 $7.48 $86.23

Starting October 11, 2019 $85 $4.25 $8.48 $97.73Table (other type: square, bistro, etc.) Specify: ______________

Until October 10, 2019 $90 $4.50 $8.98 $103.48Starting October 11, 2019 $110 $5.50 $10.97 $126.47

Artifi cial plantUntil October 10, 2019 $50 $2.50 $4.99 $57.49

Starting October 11, 2019 $60 $3 $5.99 $68.9932 in. screen with base

Until October 10, 2019 $180 $9 $17.96 $206.96Starting October 11, 2019 $225 $11.25 $22.44 $258.69

42 in. screen with baseUntil October 10, 2019 $210 $10.50 $20.95 $241.45

Starting October 11, 2019 $260 $13 $25.94 $298.9447 in. screen with base

Until October 10, 2019 $235 $11.75 $23.44 $270.19Starting October 11, 2019 $270 $13.50 $26.93 $310.43

52 in. or 55 in. screen with baseUntil October 10, 2019 $260 $13 $25.94 $298.94

Starting October 11, 2019 $325 $16.25 $32.42 $373.67Drink couponValid for cocktails held Tuesday Nov. 19 or

Wednesday Nov. 20, from 4 p.m to 6 p.m.$8.70 $0.44 $0.87 $10.01

Internet access is provided are provided by the Quebec City Convention Center supplier. To order, please contact Bastien Lavoie at 418-649-5219 or by email at: bastien.lavoie@freemanco.com.

TOTAL

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HangingAll equipment to be hanged or positionned at more than 8 ft. from the ground (banners, structures, posters) requires prior approval from the organizers. Addtionnal fees may apply. For more information, please contact Ingrid Metta.

Equipement RentalOn site, an exhibitor service counter will handle last-minute requests. A 25% supplement will be charged per item. However, some services may not be available after October 10, 2019.

Material Handling and StorageDuring the EventHandling and storage fees at the Québec City Convention Center are included and paid off by Québec Mines + Énergie during the event. The Québec City Convention Center has storage areas near the exhibition halls and manages exclusively these areas. Storage during the event is mandatory. This service includes the labeling of goods and handling associated with storage.

Exhibitors arriving at the loading dock with material may bring it to their booth themselves or ask Québec City Convention Center’s staff. A cart will be available if needed.

Exhibitors are not allowed to store their material themselves. No cardboard boxes or empty crates will be tolerated inside or behind the booth. Materials or crates to be stored must be labeled and handed over to the Québec City Convention Center for storage (see example in Appendix 1).

ImportantAt the end of the exhibition teardown, any equipment left behind by the exhibitor’s carrier or courier service will be automatically handled by the event’s organizing commitee and fees will be billed to the exhibitor.

Pre- and Post-Event StorageThe organizers of Québec Mines + Energie 2019 are offering to their exhibitors the opportunity to store their material before the event, from October 21 to November 16, 2019, and after the event, November 21 to December 6, 2019.

Material can be sent to the address below as of October 21, 2019.

The costs of transportation, set up and teardown of the booth are not included in this service.

Exhibitors’ materials and crates must be picked up no later than December 6, 2019. Accordingly, exhibitors should prepare waybills addressed to their company using their carrier’s forms (FedEx, Purolator, UPS, Dicom, etc.).

The price for handling and storage of exhibit materials before and after the event is $200 + taxes/ booth if reserved before October 10, 2019 and $250 + taxes if reserved after this date.

It is also possible to use this service solely before or after the conference; the cost is then $100 + taxes/booth or, if the service is reserved after November 15, $150 + taxes/booth. Please clearly specify your choice.

Delivery Address:

Québec Mines + Energie 2019 Jonathan Aubin Ministère de l’Énergie et des Ressources naturelles 935, rue Fernand-Dufour Québec (Québec) G1M 3B2

The total weight of all exhibit material must not exceed 110 kg (250 lbs).

It is important to identify the packages with the exhibitor’s name and booth number.

No material in pre-event storage will be delivered to the Québec City Convention Center before November 15, 2019.

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ImportantExhibitors using courier services such as FedEx, UPS, DHL, etc., should ensure that customs fees or taxes are paid in advance. Any packages shipped “collect” will not be accepted by the Québec City Convention Center or Québec Mines + Énergie organizers.

RESERVATION AND PAYMENT PROCEDUREExhibit Space ContractTo reserve a space, you must:

Fill out the attached form. Send the completed form with the payment* to the following address:

Québec Mines + Energie 2019 Ingrid Metta / Stéphane Beauséjour Ministère de l’Énergie et des Ressources naturelles 5700, 4th Avenue Ouest, D 316 Québec (Québec) G1H 6R1 Email: Ingrid.Metta@mern.gouv.qc.ca / Stephane.Beausejour@mern.gouv.qc.ca

* Any unpaid balance within 30 days of invoicing will bear interest from the date of the invoice at the rate stipulated by section 28 of the Tax Administration Act (R.S.Q., chapter A-6.002). Interest is capitalized monthly.

PaymentPayment can be made by cheque payable to ‘‘ministre des Finances’’. For payments by credit card, a link will be sent by email upon reception of your contract. Il will allow you to make an online payment on a secure Web site. Remember to send us the signed Exhibit Space Contract with your payment.

CancellationAny request for cancellation of the Exhibit Space Contract must be received by October 10, 2019. A cancellation fee equal to 25% of the contract value will be subtracted from the amount refunded. There will be no refunds for cancellation requests received after that date.

In AdditionYou now have the possibility to offer coupons for beverages at the cocktails to be held in the Exhibition Hall on November 19 and 20, 2019. These coupons can be offered to your clients and will be labelled with your company’s logo.

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OBLIGATIONS AND RESTRICTIONSBooth Set UpBooth set up will be on Monday, November 18, 2019, between 9:00 a.m. and 9:00 p.m. Booths may not be installed after that period. Exhibitors can only occupy the space allocated to them. No encroachment on neighbouring spaces or walkways will be tolerated.

Structure and SizeThe booth structure may not exceed 8 ft. in height, unless the exhibitor has previously obtained the organizing committee’s authorization.

To avoid hindering other exhibitors, structures, counters and tables positionned at the sides must not be higher than 4 ft. and those against the back wall of the structure must not be higher than 8 ft. (within 5 ft. of the back wall).

Using the divider curtains as display surfaces is prohibited.

During the ShowExhibitors will have access to the exhibition hall at 8:00 a.m.

Exhibition halls are under surveillance at all times. However, neither the Québec City Convention Center or Québec Mines + Energie 2019 organizers are in any way responsible for any loss, theft, property damage or injuries sustained by anyone during the conference.

OBLIGATIONSThe following restrictions and obligations apply to exhibitors and to workers involved in set up and tear down activities.

Insurance Exhibitors must have their own liability insurance. Québec Mines + Energie or its agents assume no responsibility for injury or for damage to products, booths, equipment or decorations, caused by fi re, water or theft in the rented spaces or while being moved around the building, whatever the cause.

Waste ManagementExhibitors must use the various facilities made available for recycling (paper, cardboard, glass, plastic), both during set up/teardown and during the exhibition. Recycling of additional materials may be added to those listed above.

Waste receptacles should be placed outside the booth in the walkway every night, upon closure of the exhibition. They will be emptied, every evening upon closing of the exhibit hall, by Québec City Convention Center staff. This service is free of charge. Waste receptacles left inside the booth will not be emptied.

10’

4’

10’

5’8’

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RESTRICTIONSCommon AreasExhibitors must keep hallways, elevators, escalators, entrances, halls, digital signage, plasma screens, stairways, and building emergency exits or other rooms of the Québec City Convention Center free from obstruction at all times.

AnimalsThe presence of animals is subject to approval by the Québec Mines + Energie Organizing Committee. Only Service Dogs are allowed with no restriction.

StickersStickers of any kind are strictly prohibited at the Québec City Convention Center.

Balloons and ConfettiThe use of helium-fi lled balloons must be preauthorized by the Québec Mines + Energie organizing committee. Fees will be charged for retrieving balloons from the ceiling after your activities. The use of confetti and glitter is prohibited.

Alcohol Consumption During Set Up and Teardown To reduce the risk of accidents, no alcoholic beverages are tolerated during set up and tear down activities.

Children For safety reasons, children are not allowed on the loading docks and in the exhibition hall during set up and tear down activities.

Fire and Motor Vehicles Exhibitors must comply with fi re prevention regulations. See the document “Fire Safety and Prevention Regulations” available at www.convention.qc.ca.

Noise Limits Equipment or devices producing noise or odours that bother exhibitors or guests must be turned off. The noise level must not exceed 70 decibels at a distance of 4 ft. from the source.

Adhesive Tape The only adhesives allowed at the Québec City Convention Center are the following:

Walls: 3M wall mounting tabs, No. 7220; Floors: Echo Tape CL-W6300, VI-N6120 or double-sided Echo tape DC-W188F; Brick walls: 3M wall mounting tabs, No. 7220

These items will be sold on site.

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Food Services Capital HRS Inc. has an exclusive agreement to sell and distribute food and beverages inside the Québec City Convention Center.

No food or beverages may be sold or distributed without written permission from the Québec City Convention Center’s management or from Capital HRS.

Capital HRS is the only distributor allowed to offer or keep alcoholised beverages on the Québec City Convention Center premises. It is strictly forbidden to bring on the premises alcoholised beverage from another distributor, even for personal use. If you wish to distribute or sell any kind of food or beverage in your booth, you must request a special authorization to Capital HRS.

Capital HRS Mr. Michel Walters Phone : 418 649-5212 Fax: 418 649-5202 Email : mwalters@convention.qc.ca

Smoking and Electronic CigarettesThe Québec City Convention Center provides a smoke-free environment. Since May 31, 2006, under the provisions of the Tobacco Act, smoking is strictly forbidden inside the Québec City Convention Center and the loading docks, with no exceptions.

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APPENDIX - 1Waybill Model

Sender’s name:_______________________________________________

Address: ____________________________________________________

____________________________________________________________

Phone: _____________________________________________________

Number of boxes: ____________________________________________

Carrier: _____________________________________________________

Customs broker’s contact information: ____________________________

EXHIBITOR’S NAMEC/O QUÉBEC MINES + ENERGIE 2019

Booth number(s): _________Centre des congrès de Québec

855, rue Jean-Jacques-BertrandDébarcadère niveau 4

Québec (Québec) G1R 5V3

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APPENDIX - 2ALocation of the Québec City Convention Center

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APPENDIX - 2BExhibition Hall

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APPENDIX - 3Move-out Procedures at the Closing of the Exhibition

LOADING DOCK 875, rue St-Joachim G1R 5V4

ACCESS TO THE QUÉBEC CITY CONVENTION CENTRE LOADING DOCKS

LOADING DOCK 855, rue Jean-Jacques-Bertrand G1R 5V3

Please note that any exhibitor who wishes to use

a courier service (FedEx,

UPS, Purolator, DHL, etc.) must complete the waybill HIMSELF with his account

number and contact the courier

to order his material

pick-up.

After dismantling you must use the loading dock to move your material out.

FOR INFORMATION:

418 644-4000 Dollies are not allowed in the Centre’s main halls.

Parking by the Convention Centre's main entrance

(Promenade Desjardins) is prohibited.

Exhibitors ask to the Loading Dock Master an exit coupon.

The exhibitor arrives to the loading dock and shows his coupon to the traffic attendant who will gives

him access to the loading dock.

Once all material is ready and properly labeled, the exhibitor informs the Convention Centre

staff, who advises the loading dock master.

At the end of the time period allowed for teardown and move-out of the show, all remaining materials will be taken in charge by the organizing committee

All fees will be charged to the exhibitor.

CLOSING OF THE EXHIBITION The decorator removes the aisle carpeting if applicable.

Return of empty crates for re-crating. Exhibitor wraps up and labels his material.

Show Management

The Convention Center's staff will take care of the

material handling.

The Exhibitor

The exhibitor handles his material himself to the

loading dock. OR

The exhibitor who has paid the handling fees, the

Convention Centre staff will carry his material to the

loading dock.

MOVE-OUT OF MATERIAL BY: MOVE-OUT OF MATERIAL BY OFFICIAL CARRIER

Recycling bins are located at the entrance of the room and in the service

service hallway.