Professional
Development
Week 2019

Exhibitor Resource Centre

Welcome to the PD Week Exhibitor Resource Centre!

We are delighted to welcome you and we hope you enjoy and benefit from your participation at PD Week 2019! The conference will take place November 18-22, 2019 at:

Hilton Lac-Leamy, Gatineau Quebec
3 Boulevard du Casino
Gatineau, QC J8Y 6X4
Phone: (819) 790-6444

Service Information

BOOTH EQUIPMENT

Each 8’x10′ blue draped booth will include an 8′ high back wall, 3′ high side walls, one 6′ skirted table, two chairs and one wastebasket.

Note: Our office will be closed October 14, 2019 for Canadian Thanksgiving.

EXHIBIT HALL CARPET

The exhibit areas and booths are carpeted with the existing facility carpet.

EXHIBITOR MOVE-IN

For more information and helpful hints on preshow procedures and move-in, please go to Pre-Show FAQ
Sunday, November 17, 2019   12:00pm – 5:00pm

EXHIBITION HALL HOURS

Monday, November 18, 2019 7:30am – 4:00pm
Tuesday, November 19, 2019 7:30am – 4:00pm
Wednesday, November 20, 2019 7:30am – 4:00pm
Thursday, November 21, 2019 7:30am – 4:00pm
Friday, November 22, 2019 7:30am – 2:30pm

 

EXHIBITOR MOVE-OUT

For more information and helpful hints on post-show procedures and move-out, please go to Post-Show FAQ
Friday, November 22, 2019  2:30pm – 4:00pm

DISMANTLE AND MOVE-OUT INFORMATION

• Freeman will begin returning empty containers as soon as the show is closed.
• To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move-Out deadline please have all carriers check-in by November 22, 2019 @ 2pm.

LABOUR INFORMATION

Booth Installation and Dismantle: If utilizing Freeman labour, please refer to the Installation & Dismantle order form to place your order for display labour. Straight time and Overtime hours are also listed on the order form. Exhibitors supervising 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.

Exhibitors may hand-carry their own freight through the passenger elevators. All exhibitors handling their own freight will be responsible to arrange their own storage of empty containers during the show. No storage will be available on the show floor. The use of pump trucks or other mechanical equipment is not permitted.

Any material handled by Freeman will be charged according to the rates listed within the service manual. Please refer to the Material Handling Order Form for rates.

POST SHOW PAPERWORK AND LABELS

Our Exhibitor Services Department will gladly prepare your outbound Material Handling Agreement and labels in advance. Complete the 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.

SHIPPING INFORMATION

Advanced Warehouse Shipping Address:
FMI PD WEEK 2019
Exhibiting Company Name C/O Freeman
PLEASE NOTE: The warehouse is open from 8am
Booth #_______________ until 4:30pm Monday to Friday.
940 Belfast Road
Ottawa, Ontario, Canada K1G 4A2

PLEASE NOTE: The warehouse is open from 8am until 4:30pm Monday to Friday.

Freeman will accept crated, boxed or skidded material beginning October 17, 2019 at the above address. All full load trailer shipments must be accompanied by 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 must arrive by November 11, 2019.

Please be aware that disposal of exhibit properties is not included as part of your material handling charges. Please contact Freeman for your quoted rates and rules applicable to disposal of your exhibit properties.

FACILITY RESTRICTIONS

Exhibitors may handle their own hand-carried materials, or they may arrange for this to be done by Freeman.
– Storage space is not available at the Hilton Lac Leamy Hotel.
– It is highly recommended that you contact Freeman Exhibitor Services prior to shipping.
– Any charges incurred for early freight accepted by the facility is the responsibility of the exhibitor.
– Forklifting Services are not available at the Hilton Lac Leamy Hotel.
– Pump Jacks may be used in the Hilton Lac Leamy Hotel

Restrictions:

– Loading dock can receive two trucks at the same time. This dock is dedicated for conventions and banquets. Dimensions are as follows:
8’.9”W x 23’.10”L x 8’.3”H. All crates larger will need to be uncrated prior to moving onto the show floor and re-crated on the loading dock.
Additional fees will apply, please contact Freeman Exhibitor Services for details.
– Loading dock capacity is 12,000lbs
– Please ensure that your shipping labels state “Conventions & Banquets Loading Dock”

EXHIBIT TRANSPORTATION & CUSTOMS

As a 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 FMI PD WEEK 2019. Our Exhibit Transportation Department will be in contact with you to discuss your shipping requirements, however you are able to reach a Customer Service Representative:
Phone Toll Free (U.S. & Canadian Exhibitors): (877) 478-1113
Phone (Int’l/Overseas Exhibitors): Country Code: +1-817-607-5183
Fax: (905) 951-3145
Email: exhibittrans.canada@freemanco.com

AS A REMINDER

All shipments originating outside Canada require Canada Customs Clearance and US 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: FedEx, UPS, DHL or any other small packages/boxes carriers, please confirm that all ancillary charges (duties, taxes and 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 cases, carriers do not declare ancillary collect charges upon delivery to our warehouse and Freeman is billed 30-90 days after the event has closed. In these situations, any charges (duties, taxes and customs clearance fees) are re-billed to the corresponding exhibitor plus ‘Advancement Fees’.

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@freeman.com

FREEMAN TRANSPORTATION & CUSTOMS

Phone Toll Free (U.S. & Canadian Exhibitors): (877) 478-1113
Phone (Int’l/Overseas Exhibitors):
Country Code: +1-817-607-5183
Fax: (905) 951-3145
Email: exhibittrans.canada@freemanco.com

HILTON LAC LEAMY CONTRACTORS:
FREEMAN AUDIO VISUAL CANADA

3 boul du Casino
Gatineau, Quebec, J8Y 6X4
Phone: (819) 790-6464 ext 5570 Cell: (819) 213-0469
Email: gerry.jimenez@freeman.com

HILTON LAC LEAMY (ELECTRICAL)

3 boul du Casino
Gatineau, Quebec, J8Y 6X4
Phone: (819) 760-6482

Sponsors