Exhibitors Dashboard

Welcome to the AAPG ACE 2016 Exhibitor Manual

This section of the website is intended to help you – our valued exhibitor – navigate through the various rules and regulations, order carpet, furniture as well as services you will need for a successful event in Calgary. Whether you are a new or experienced exhibitor, it is our goal to ensure your experience throughout this Manual and the tabs below is smooth and easy so if at any time you have any questions, please do not hesitate to contact us.

Thank you for exhibiting at ACE – we appreciate your loyalty and look forward to seeing you in Calgary!

  • Deadlines
  • Rules and Regulations
  • For Your Booth
  • Shipping/Materials & Handling
  • Brand Builders

Deadlines

These can also serve as a Checklist and calendar reminder for you over the next few months to help you stay on task and also save money! Remember that the earlier you order through Freeman – the more you save! For your convenience, there are also links provided for quick access to order forms and online forms that are required as well.

Apr
20
Monday
Booth Drawings/Renderings Due (400 sqft or more - Mandatory)
Apr
4
Monday
Program Book Advertising Reservations Due
Apr
11
Monday
Advertising Materials Due
Apr
20
Wednesday
Early Bird Rate for Lead Retrieval
On-site Contact and EAC Work Authorization Form Due(mandatory)
May
2
Monday
Indemnification/Exhibitor Appointed Contractor Form Due
Program Book Listing Form Due
May
4
Wednesday
Internet, Telecommunications, Electricity, AV Orders Due
May
16
Monday
Advanced Freight Receiving Start
May
20
Friday
Lead Retrieval Regular Rate
May
25
Wednesday
Labor Orders Due
Discount Shipping Price Deadline
Room Rental Reservations
Graphics Orders
Furniture Order, Carpet & Accessories Orders due
Jun
1
Wednesday
"N" Furnishings & Designer Carpet Order Deadline
Jun
8
Wednesday
Advanced Freight Deadline
Jun
15
Wednesday
Exhibitor Move-in - 1000 sqft or more
Jun
16
Thursday
Exhibitor Move-in - 1000 sqft or more - 7:00 a.m
Exhibitor Move-in - 800 sqft or more - 1:00 p.m.
Floral Design - Deadline
Jun
17
Friday
Exhibitor Move-in - 400 sqft or more - 7:00 a.m.
Jun
18
Saturday
Exhibitor Move-in - All Exhibitors - 7:00 a.m.
Jun
19
Sunday
Exhibitor Move-in - All Exhibitors - 7:00 a.m.
Deadline for Move-in - 4:00 p.m.
ACE Opens - Ice Breaker Reception - 5:00 p.m. - 7:30 p.m.
Jun
20
Monday
Exhibition Hours 9:00 a.m. - 6:00 p.m.
Jun
21
Tuesday
Exhibition Hours 9:00 a.m. - 6:00 p.m.
Jun
22
Wednesday
Exhibition Hours 9:00 a.m. - 12:00 p.m. ACE Closes at Noon
Exhibitor Move-out - 12:00 p.m. - 8:00 p.m.
Jun
23
Thursday
Exhibitor Move-out - 7:00 a.m. - 12:00 p.m.

Rules & Regulations

Important information which highlights several key components that each exhibitor must adhere to as a good neighbor. AAPG follows the IAEE Display Rules & Regulations. Display rules, height information, Insurance information as well as important Labor Rules and Material Handling information can be found on this tab.

Copyright Fees

10120

All ASCAP, BMI, SESAC or other copyright fees applicable to music or entertainment used as part of an exhibit are the sole responsibility of the exhibitor. The exhibitor must make required payment(s) directly to the applicable copyright agency.

Display Restrictions & Height Information

Please refer to the IAEE Display Rules & Regulations for specific rules, regulations, and restrictions.

  • All activities must be confined to your assigned space.
  • Unfinished portions of pop-up displays must be covered. Pop-up framework, raw wood or cardboard wings must be painted or appropriately covered if visible from another booth.
  • Show Management reserves the right to restrict or remove exhibits and/or exhibitors, which in its sole judgment, because of noise, inappropriately attired personnel, or any other reason, are or become objectionable or, which in its sole judgment, may detract from the character of the Convention. Neither AAPG or Show Management, if other than AAPG, or any employee, agent, officer, director, or representative thereof, shall have any liability, whether to any exhibitor or otherwise, as a result of such restriction or removal.
  • Photographing other exhibitors’ displays is strictly prohibited.
  • Sound equipment may be used in your booth so long as the noise level does not disrupt the activities of neighboring exhibitors. Speakers and other sound devices should be positioned so as to direct sound into the booth rather than into the aisle. Sound and noise should not exceed 85 decibels. You should be aware that music played in your booth, whether live or recorded, may be subject to laws governing the use of copyrighted compositions. ASCAP, BMI and SESAC are three authorized licensing organizations that collect copyright fees on behalf of composers and publishers of music.
  • No bolts, nails, tacks, screws, pins, adhesive, or other devices of any description likely to deface or damage walls, floors, hard wall/MIS panels, furniture, or other furnishings shall be used on surfaces in the BMO Centre at Stampede Park.
  • You agree to be responsible for any damage caused by your display or personnel to the BMO Centre at Stampede Park. Please refer to the insurance requirements.
  • All move-in and move-out of exhibits must be done only through designated loading docks, freight doors, and freight elevators. The main lobbies, escalators and passenger elevators are not to be used for this purpose. Exhibitors should verify show security arrangements and times for move-in and move-out to avoid problems with unattended equipment and materials.
  • No animals or pets are permitted in the facility except as an approved exhibit, activity or performance requiring the use of animals. The Facility Manager and governmental regulating agencies require approval. Guide dogs are permitted at all times.
  • Helium balloons may not be sold or distributed inside the facility. Helium balloons may be approved through your Event Manager for permanent attachment to authorized displays. A deposit may be required prior to installation.
    • If helium balloons from an authorized display are released within the facility, labor costs to remove balloons from ceilings or ventilation fans will be charged.
    • Helium (or like) balloons distributed outside the BMO Centre at Stampede Park should not be brought into the facility.
  • No pressure-adhesive stickers or decals or similar promotional items may be distributed in the building. Labor costs to remove adhesive stickers and decals will be charged.

Height Information

The height maximum for booths at ACE is:

  • 20 feet for island
  • 8 feet for inline
  • 12 feet for perimeter inline
  • 8 feet for peninsula.

Any variance from these guidelines must be included with your On-site and EAC Work Authorization form and is subject to approval. Please submit the form no later than 20 April 2016.

Fire and Safety Regulations

The Calgary Fire Prevention Bureau in conjunction with Calgary Stampede require the adherence to fire safety requirements governing exhibits and displays in places of public or private assembly. All exhibits and displays are subject to inspection by the Authority Having Jurisdiction (AHJ) Calgary Fire Department Fire Prevention Bureau.

The following materials, if used for display or decorative purposes, shall be inherently flameproof or properly treated with a flame retardant (proof of this prevention must be available for the Fire Inspector):

  • flowers and foliage (artificial), paper, cardboard or compressed paperboard, plastic materials, split wood, textiles and any other material used for festive decorations
  • hay or straw bales must be treated, tagged, dated and bound by wire
  • wallpaper is permissible if pasted securely to walls or wallboard backing

No person shall install drapes, curtains and other decorative materials, which do not meet the requirements of flame resistance, as described in the Alberta Fire Code.

The use of the following materials indoors shall be prohibited:

  • acetate fabrics
  • corrugated paper
  • combustible material used for covering tables or for skirting tables.

Flame proofing treatments shall be renewed as often as necessary to ensure that the material will pass the match test in Alberta Fire Code.

Unless otherwise approved, flammable or combustible and/or compressed gases shall not be used or displayed. Where approved for display cylinders containing compressed gases shall be protected against mechanical damage and shall be stored on racks or by other accepted devices designed to hold them securely in place.

Aerosols: It is permissible to exhibit one pressurized container, not exceeding one pint capacity of each product classified as flammable liquid.

Motor vehicles and gasoline-powered equipment on display shall not exceed the maximum capacity of the fuel tank and be equipped with a lock-on type gasoline cap or the gas cap taped to prevent tampering. Keys must be removed from all vehicles.

Any booth, which may pose a particular fire hazard by the storage or actions within, must provide a suitable portable fire extinguisher.

Propane-fueled vehicles may be parked indoors provided there are no leaks in the propane system and the tank is not filled beyond its maximum permitted density. When parked indoors the shut-off valve must be closed and secured to prevent tampering, and the vehicle must not be parked near a source of heat, an open flame, any source of ignition or near an open pit or drain.

NO propane cylinders permitted in any indoor exhibits.

All electrical appliances, electrical cords and electrical connections shall comply with the Electrical Code.

If at any time a Fire Inspector deems that the display or actions of any service provider is dangerous to public safety; the service provider shall have the required changes made immediately.

The exhibit area requires:

Displays or exhibits must never interfere in any way with access to any required exit, block access to fire fighting equipment or interfere with the normal operations of automatic extinguishing equipment.

  • Maintain 3m (10 feet) clear access in aisles; maintain 5.5m (18 feet)
  • No portion of a display shall obstruct any aisle or doorway.
  • All fire fighting equipment must be visible and accessible.
  • All storage shall be kept in allocated areas. No empty cardboard containers are permitted in exhibition space.

Insurance & Indemnification

  • All exhibitors should be covered with their own insurance to cover all contingencies, including but not limited to fire, theft, property damage (especially in transit), business interruption, liabilities and worker’s compensation.
    • Each exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of exhibitor’s activities on the BMO Centre at Stampede Park premises and will indemnify, defend and hold harmless Show Management and the Colorado Convention Center, their agents, and employees from any and all such losses, damages, and claims.
    • Neither AAPG Show Management nor the Convention Center maintain insurance covering the exhibitor’s property or lost revenue and it is the sole responsibility of the exhibitor to obtain such insurance.
  • Each exhibitor agrees to and shall defend, indemnify and hold harmless AAPG Show Management, BMO Centre at Stampede Park, Calgary, AB, Canada and their respective Members, Officers, Directors, Agents and Employees from all costs, liabilities, claims, damages or expenses, including without limitation claims for personal and bodily injury or property damage, arising out of or associated with exhibitor’s use or occupancy of or exhibition in any part of the BMO Centre at Stampede Park, including without limitation any work done by or any act, neglect or omission of exhibitor or its employees, agents, contractors, and invitees in connection with such use, occupancy, or exhibition.

Labor/Exhibitor Work Rules

All decorating, display and material handling labor related to conventions, trade shows, promotional displays and consumer shows is performed by Freeman, the assigned Official Service Contractor for AAPG ACE 2016.

All Exhibitor Appointed Contractors are required to fill out the EAC Indemnification Agreement by 2 May 2016.

Installation, Dismantling & Decorating

Coming Soon

Material handling to and from show site:

All materials received, other than those in " Exhibitor Owned Vehicles/Parking Information" as described below, will be handled by Freeman. Please refer to shipping and handling instructions at Freeman Online.

Exhibitor Owned Vehicles/Parking Information

Licenses/Permits/Exemptions/Taxes

All exhibitors selling merchandise from the show floor or taking orders on either a wholesale or retail basis must comply with local laws regarding sale/use tax collections for Calgary, Alberta.

For more information about the goods and services tax (GST) you may visit the Canada Revenue Agency.

What comes with your booth:

This will help to give you a snap shot of what comes with your booth, how you can order materials such as carpet (required), furniture, audio visual, internet and catering etc. Freeman is the General Contractor for this event and exclusive – a direct link/button is available on this tab as well as on the right navigation bar on this page for your added convenience.

Each 10’x10’ inline booth will be set with 8' high black and plum back drape, 3' high black side dividers, and one 7" x 44" one-line identification sign.

Carpet is not provided in your booth space. The aisle carpet in the BMO Centre at Stampede Park will be black.

FLOOR COVERING IS MANDATORY

Audio Visual

Order from Freeman AV

Carpet

All exhibitors are required to have floor covering. If you are not shipping/providing your own floor covering, Freeman is the exclusive provider for all carpet orders. Please place your order by 25 May 2016 to receive the show discount. 

All exhibit booth space is required to have floor covering.

Catering

The BMO Centre at Stampede Park has exclusive catering, concession and liquor privileges. It is not permissible to bring food and beverages into the BMO Centre. Violations will result in the removal of products from the show floor.

Order Catering for your booth online now through Calgary Stampede’s online catering system. Advanced Orders SAVE YOU MONEY – so order by May 23, 2016 to ensure the best pricing for your booth catering needs!

  • Please allow up to seven (7) business days for order processing.
  • Any orders received AFTER May 23, 2016 are subject to an additional 25% late charge.
  • Refunds will NOT BE given for any cancellations received AFTER Friday, June 3, 2016.
  • Any changes made to catering orders after Friday, June 3, 2016 are based upon availability to product and staff of Stampede.
  • There is a 5% Goods and Service Tax applied along with a 15% Service Charge

Special note: Show Management does NOT allow any popcorn provided on the exhibition floor.

Cleaning

Exhibitors are responsible for ALL cleaning inside their booth parameters. Freeman is the exclusive provider of cleaning services. Discount rates apply to all orders received by 25 May 2016. Place your cleaning order now.

Electrical/Water/Sewage

Electrical service is not included with your exhibit space/booth equipment. All electrical and water requirements can be ordered through the BMO Centre at Stampede Park.

Discount pricing ends June 1, 2016

Download Order Form or Order Online

Furniture, Specialty Drape and Booth Accessories

Freeman can provide your booth furnishings and accessories. Please place your order by 25 May 2016 to receive the show discount.

Downloadable Forms

Internet

Internet service is provided exclusively BMO Centre at Stampede Park.

Order Internet Service

Lead Retrieval

Increase the quality of your leads! The Pulse Network offers a Lead Retrieval service to all exhibitors where you will have the opportunity to maximize your ROI at the event. There are several options to choose from for fast and easy service!

Order Lead Retrieval Services

Photography

Photography services can be arranged through the official conference photographer.

Note: Photography and video/audio recording of any kind, other than by the official conference photographer, are strictly prohibited in the oral or poster sessions, breakfasts, luncheons and throughout the exhibition area.

Report any suspected infractions to ACE Show Management immediately so that corrective action can be taken. If possible, please get the name and affiliation of the person(s) involved from their badge.

Order Photography Services

Telecommunications (Telephone & Cable TV)

Telephone and Cable TV as well as fax lines, credit card lines for individual booths are provided by the BMO Centre at Stampede Park.

Order Telephone and Cable Service

Flower and Floral Services

Flowers, plants and floral services can be arranged through the official conference floral services provider.

Email: greenhouse@bluegrassnursery.com or visit their website http://www.bluegrassnursery.com/

Shipping/Materials & Handling

Help for navigating you through the process of shipping your booth and/or materials to Calgary and the process with Canada Customs Clearance and U.S. Customs/Homeland Security (if applicable) on the return. Freeman as the General Contractor is exclusive for this and there may be additional charges so please ensure you read through this section and feel free to contact Freeman should you have any questions.

For all details regarding materials handling, shipping forms and customs information please visit Freeman Online.

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 can help you with customs clearance as a service provider for the AAPG 2016 ANNUAL CONVENTION & EXHIBITION (ACE). Our Exhibit Transportation Department will be in contact with you to discuss your shipping requirements, however if you wish to contact us, please call our toll free number at 1 877-478-1113 to speak to a Customer Service Representative.

As a Reminder

All shipments originating outside Canada require Canada Customs Clearance and U.S Customs/ Homeland Security (if applicable) on the return.

Please note: All items not ordered through Freeman direct may be subject to Material Handling Charges and are the responsibility of the Exhibitor.

Shipping Information

Freeman will accept crated, boxed or skidded materials beginning May 16, 2016 at the above address and must be accompanied with a Certified Weight Ticket. To avoid additional after deadline charges, materials must arrive by June 8, 2016. The warehouse will receive shipments Monday through Friday during the hours of 8:30 AM - 4:00 PM. To check on the arrival of freight, please call 416-252-2420. Freight will be delivered beginning 15 June 2016.

Please note that the Office and Warehouse will be closed on May 23, 2016 in observance of Victoria Day. Shipments will not be accepted on this date.

Shipping Labels

Show Site Shipping Address:

Event: AAPG 2016 ANNUAL CONVENTION & EXHIBITION (ACE)

Booth #:_____
Calgary Exhibition & Stampede Park - BMO Centre
20 Roundup Way
C/O Freeman
Calgary, AB T2G 2W1

Warehouse Address:

Event: AAPG 2016 ANNUAL CONVENTION & EXHIBITION (ACE)
Booth #:_____
75 Duffrin Place SE
Calgary, AB T2C 4W2
Canada

Brand Builders

Where you as our valuable exhibitor have the exclusive opportunity to market directly to the attendees in advance and onsite during ACE at a discounted rate. There are several great Brand Building and marketing opportunities for you to get your message and/or logo right in front of the attendees at an affordable price – jump on these before they sell out!

Order Brand Builder Opportunities
Early Bird Pricing Applies

NEW THIS YEAR – Exhibitors won’t want to miss out on this INCREDIBLE opportunity!

Due to international anti-spam laws, AAPG no longer provides emails or lists to third-party vendors. As the collecting party, AAPG takes on the responsibility of maintaining the permission status of our email subscribers.

We are offering three (3) pre-event weeks and one (1) post-event week of Exhibitor News at the Core targeted email blasts with advertisements that exhibitors can purchase. These are exclusively offered to AAPG ACE Exhibitors and are selling fast – so don’t wait – book yours now to get the best location!

Contact your AAPG Sales Representative today if you have any questions:
Mike Taylor (Companies A-K)
Tracy Thompson (Companies L-Z)

Get out in front of attendees with Brand Builders and enhance your experience at ACE!

There are some great opportunities this year that include...

Cell Phone Charging Stations

We can help you strategically place one of these or BOTH of these charging stations inside the BMO Centre – secure areas for attendees to charge their phones – opportunity for you to upload your company’s static logo, a rotating PowerPoint or even a video!

Exterior Branding

These 3-Tier Planter signs are placed everywhere outside the BMO Centre where attendees will be dropped off by shuttle buses or as they exit the train stations. For one low price, you will get three (3) signs – so three locations where your message is placed in front of folks as they make their way into the BMO Centre each day. Direct them to your booth – get your message out there!

For Exhibitor Support
Visit Freeman Online
Exhibitor Move-In Schedule
Wednesday, 15 June (Exhibitors with 1,000 sq. ft. or more)
Thursday, 16 June 7:00 a.m. (Exhibitors with 1,000 sq. ft. or more)
1:00 p.m. – 6:00 p.m. (Exhibitors with 800 sq. ft. or more)
Friday, 17 June 7:00 a.m.  (Exhibitors with 800 sq. ft. or more)
Saturday, 18 June 7:00 a.m. (All Exhibitors)
Sunday, 19 June 7:00 a.m. (All Exhibitors)  Deadline for Move-in 4:00 p.m.
Exhibition Open Hours
Sunday, 19 June

5:00 p.m. - 7:30 p.m.

5:00 p.m. Icebreaker Reception

Monday, 20 June 9:00 a.m. – 6:00 p.m.
Tuesday, 21 June 9:00 a.m. – 6:00 p.m.
Wednesday, 22 June 9:00 a.m. – 12:00 p.m.
Exhibition Move-Out Schedule
Wednesday, 22 June Exhibitor Move-out 12:00 p.m. – 8:00 p.m.
Thursday, 23 June Exhibitor Move-out 8:00 a.m. – 1:00 p.m.
Questions? Please contact:
Tracy Thompson Exhibition Sales Representative +1 918 560 9414 Companies L-Z
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