CMW 2007
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Exhibitor Manual
CONTENTS
|1. Booths Include |16. Insurance |
|2. Booths Do Not Include |17. Load-In / Load-Out |
|3. Check List |18. Noise |
|4. CMW 2012 Contact Info |19. Registration |
|5. CMW 2012 Staff |20. Security |
|6. Customs Broker |21. Service Contractor |
|7. Exhibit Booth Locations |22. Shipping Information |
|8. Exhibitor Profile |23. Storage |
|9. Exhibitor Staffing |24. Trade Show Hours |
|10. Hotel – PSAV Rentals | |
|11. Hotel – Contact Info |A1. Appendix 1 – Exhibitor Profile Form |
|12. Hotel – Electrical |A2. Appendix 2 – Sound Level Regulations |
|13. Hotel – Guest Rooms |A3. Appendix 4 – Telephone Order Form |
|14. Hotel – Telephone |A4. Appendix 5 – Internet Order Form |
|15. Hotel – High Speed Internet | |
1. BOOTHS INCLUDE
10’ x 8’ Stand (pipe & drape) – 10’ dimension is width, 8’ is depth
8’ backdrop, 3’ side rails
Carpeting
One (1) 6’ table with cover & skirt, two (2) chairs
24-hour professional security
2. BOOTHS DO NOT INCLUDE
Telephone or Ethernet – order from Hotel – see sections below.
Electrical services are handled by Freeman for the Royal York – see section below.
The following services can be ordered from Freeman – Decorating Division:
• Decorations, plants
• Additional furnishing
• Signage
• Display Labour
3. CHECK LIST
• Complete & send “Exhibitor Profile Form”
• Register your Executive Conference Delegate(s) using the Exhibitor Profile Form and send to the CMW office
• Order Electrical services from Freeman – Technical Division
• Order Telecommunication (phone and ethernet) services from Hotel
• Order Booth Decorations from Freeman – Decorating Division
• Book Load-in Time with Trade Show/Exhibition Manager
• Book Accommodations at Hotel
4. CMW 2012 CONTACT INFO
Canadian Music Week
5355 Vail Court, Mississauga, Ontario L5M 6G9
Tel: (905) 858-4747 Fax: (905) 858-4848
E-mail: info@ Web:
5. CMW 2012 STAFF
President Neill Dixon neill@
General Manager Verle Mobbs verle@
VP Sales Brian Mortimer sales@
Conference Co-ordinator Kat Drucker conference@
Communications Director Bessie Bullard bessie@
Exhibition Manager Adam Debevc exhibition@
Festival Manager Cameron Wright festival@
6. CUSTOMS BROKER
The customs broker for CMW is "Mendelssohn – Customs & Transportation Services" who will be pleased to help you with your customs clearance of goods being imported into Canada. They will provide you with a Canada Bound guide, containing all appropriate customs and shipping documents. To receive this brochure, please contact Mendelssohn directly:
Mario Mendes, Event Coordinator
Mendelssohn – Customs & Transportation Services
69 Yonge Street, Suite 400, Toronto, Ontario M5E 1K3
Tel: (416) 863-9339, x240 Cell: 416-419-4186
Fax: (416) 863-5149 Toll Free: 1-800-665-4628
Web: Email: mmendes@
Ask for your free Customs & Shipping Guide for Conventions & Trade Shows.
7. EXHIBIT BOOTH LOCATIONS
TRADE SHOW – Main Mezzanine Level-The Fairmont Royal York, Toronto
(On the “Main Mezzanine Floor” of the hotel – in the “Territories Room”, and in the hallway in front of the “Territories” and “British Columbia” rooms)
TRADE SHOW – Conference Level-The Fairmont Royal York, Toronto
(On the “Conference Floor” of the hotel – in the foyer in front of the “Canadian Room, Salon A, Ballroom, Salon B, and Concert Hall rooms)
8. EXHIBITOR PROFILE
Please give us the following information by completing the attached Exhibitor Profile Form and then sending it to the Exhibition Manager by fax or e-mail no later than January 30, 2012.
Fax: 905.858.4848
E-mail: exhibition@
• Names of your Official Delegates to the Conference (2 per booth or by previous agreement with CMW)
• Name of your Exhibition Supervisor who will be on-site during the Trade Show.
9. EXHIBITOR STAFFING
• Each Exhibitor is asked to ensure that there is at least one (1) of their Exhibit Staff on duty at the booth at all times during exhibition hours.
• Exhibit Staff must wear laminates at all times, including during exhibit setup.
• Exhibit Staff will be required to produce identification or a letter of authorization from the company they are representing.
• No exhibit load-in may commence until proper laminates are collected from CMW Registration by your authorized Exhibit Staff, or by one of your Official Delegates.
10. HOTEL – PSAV RENTALS
Contact PSAV for a quotation. They are the contract service provider with the hotel.
Contact Person: Marcel Potvin
Direct Dial: 416.703.3944
Via the Hotel Operator: (416) 368 2511, x 2779
Fax: NA
Email: mpotvin@
11. HOTEL – CONTACT INFO
The Fairmont Royal York
100 Front Street West
Toronto, Ontario M5L 1E3
Tel: (416) 368-2511
Fax: (416) 368-9040
Canada & US Toll Free Reservations call: 1-800-441-1414
12. HOTEL – ELECTRICAL
Exhibit temporary Electrical Power and Display Lighting services are provided by the electrical division of Freeman. Please use their online system located at the below link to order your exhibit’s electrical and/or display lighting services:
Freeman
2365 Matheson Boulevard East
Mississauga, ON
L4W 5B3
electrical.toronto@
PH 905.361.1500| FX 905.361.1540
13. HOTEL – GUEST ROOMS
The CMW Preferred Room Rate for CMW Delegates and Exhibitors is:
Single or Double Room, March 7-11, 2012
$195.00 CAD per night plus taxes. Make your reservation directly with the Hotel and be sure to mention “CMW” to receive this rate.
The Fairmont Royal York, Toronto
Tel: (416) 368-2511
Fax: (416) 368-9040
Canada & US Toll Free Reservations call 1-800-257-7544
14. HOTEL – TELEPHONE
If you require telephone, or other telecommunications hook-ups, please complete the Telecom Order Form and email or fax it to Olivia Batt. Please also fax or email a copy of the completed form to CMW Trade Show Manager at Fax: 905.858.4848 or email exhibition@.
Olivia Batt, Conference Services and Catering Manager
Tel: (416) 860-5072
Fax: (416) 368-8148
15. PSAV – HIGH SPEED WIRELESS and HARD WIRED INTERNET
If you require high-speed Internet access (wireless or hardwired), please complete the Internet Order Form and fax or email it to Marcel Potvin of PSAV. Please also fax or email a copy of the completed form to CMW Trade Show Manager at Fax: 905.858.4848 or email exhibition@.
PSAV Contact: Marcel Potvin
Tel: 416-703-3944 Fax: NA
Email: mpotvin@
16. INSURANCE
The Hotel and CMW will not accept any claim for loss due to fire, theft or damage of exhibits, nor will it be held liable for personal injury caused by an exhibit or exhibitor. Exhibitors are advised to make all exhibit insurance arrangements in advance of the Trade Show with their insurance broker or agent.
17. LOAD-IN / LOAD-OUT
Please contact Trade Show Manager to schedule your load-in times:
Tel: 905.858.4747 or Email: exhibition@.
General Load-In (carry in) and Setup will take place:
Wednesday, March 7, 2012
Mezz Level – 4pm-9pm (booths A1-A13)
Conference Level (Ball Room Foyer) – 4pm-9pm (booths 6-18)
Thursday, March 8, 2012
Conference Level (Salon A Foyer) 6am-8am (booths 1-5, 18-22)
Conference Level (Salon B Foyer) 6am-8am (booth 23)
Availability of Freight Elevators
If you require either of the freight elevators (different elevators for each trade show floor), these may be used:
Wednesday, March 9 4:00 pm – 8:00 pm (evening)
Thursday, March 10 6:00 am – 8:00 am (morning)
We strongly recommend load-in Wednesday evening, if you require a freight elevator
Freight Elevators MUST be booked in advance through the Trade Show Manager.
Freight Elevator for – The Fairmont Royal York
- use Elevator #17
- loading dock located on Piper Lane behind the hotel.
Load-out will begin for all exhibitors immediately after the close of the Trade Show – 6:00 pm Saturday, March 11. All exhibits must be struck at that time and removed forthwith. No exhibits may be struck earlier than 6:00 pm without the authorization of the trade show manager.
If you require the freight elevator to load-out your exhibit, please coordinate with the Exhibition Manager. Freight elevators may only be used after 6:00 p.m. on Saturdays. Only when your exhibit is packed and ready for transport will your vehicle be permitted access to the loading dock.
18. NOISE
Although we are a music trade show wherein exhibits may include the demonstration of musical instruments and amplification, we must control the noise to keep the cumulative noise level in the exhibit area reasonable for commerce. Our rules regarding noise levels are similar to those of other popular music trade shows such as MIAC and NAMM that have successfully handled this problem.
Please refer to “Exhibit Sound Demonstrations – Rules & Regulations” concerning noise from exhibits. CMW reminds everyone that the goal of the show is commerce and that if you cannot sell your product or wares at the show due to excessive noise, then this is not going to work. Please cooperate with the Trade Show Manager and respect the fact that we must all contribute to making this show work for everyone involved.
19. REGISTRATION
CMW Registration will be located in the British Columbia Room on the Main Mezzanine level
(2nd Floor) near the top of the Main Escalators from the Hotel Lobby. All Exhibitors are required to pick up passes BEFORE load-in of their exhibits. This is extremely important for security reasons. No one will be admitted to the Exhibit Areas without his or her pass.
20. SECURITY
Professional security will be on-duty 24 hours a day in the Trade Show areas. Please be sure to have your conference badge with you at all times to ensure you are not denied access to the Trade Show area.
21. SERVICE CONTRACTOR
Freeman Exhibitor Services
61 Browns Line
Toronto, Ontario M8W 3S2
Tel: (416) 252-3361
Fax: (416) 252-2365
Contact: Maud Langlois, Director Exhibitor Services
E-mail: maud.langlois@
Call Freeman Exhibitor Services to arrange for any of these services:
• additional furnishings
• plants / floral
• signage
• display labour
• transportation & storage
22. SHIPPING INFORMATION
For shipping from outside Canada, please refer to the section on “Customs Broker”.
Advance shipping can be made to Freeman Decorating (see “Service Contractor” section) or to the Hotel Xerox Business Centre – see “Hotel – Contact Info”. Please include “CMW March 7-11, 2012” on the mailing label.
Please note that experience has taught us, if shipping to the Hotel, it is wise to have staff there to receive the shipment. If the shipment is received by hotel staff it will be placed in storage and a storage fee will be applied by the Hotel. It is our advice to avoid this fee whenever possible.
23. STORAGE
There will be limited storage available to exhibitors. If you require storage space for boxes, cases or other booth-related items, please contact the Trade Show Manager by phone or email with your request.
24. TRADE SHOW HOURS
Booths must be staffed during all CMW 2012 Trade Show operating hours:
• Thursday, March 8 9:00 am – 6:00 pm
• Friday, March 9 10:00 am – 6:00 pm
• Saturday, March 10 10:00 am – 6:00 pm
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Exhibitor Profile
Company Name
Address
City Prov/State Code
Tel Fax
E-mail Website
1. Type of Company [ ] Manufacturer or Music.Rep [ ] Distributor [ ] Retailer [ ] Association
[ ] Trade Association [ ] Music Publisher [ ] Publisher [ ] Importer [ ] Education
2. Please provide name of your Exhibition Supervisor who will be on-site during the show.
Name Title Direct Email
On-Site Contact Number
3. Please provide names of your two (2) Official Executive Conference Delegates. (Please ensure that these people are registered with the CMW office.)
Name Title Direct Email (mandatory)
Name Title Direct Email (mandatory)
4. Certain exhibit designs work better without the usual booth backdrop and side rails (i.e. pipe & drape). If you prefer an OPEN booth area with NO pipe and drape, please initial here:
5. Will you be supplying any of your own booth furnishings? If so, please indicate with your initials, which of the following items you DO NOT want CMW to provide for your booth:
DO NOT SUPPLY THESE ITEMS: Table ______ Chair #1 ______ Chair #2 ______
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Exhibit Sound Level Regulations
IMPORTANT
To accommodate the fact that this is a music industry show, some demonstration and exhibit sound will be permitted. The Trade Show Manager’s rulings on sound levels will be final and we appreciate your cooperation on this issue.
RULES
Exhibitors will be permitted to demonstrate products for a period of not longer than 5min. at a time to a maximum of 85db or 20db above the average ambient room level at the time, whichever is less.
Sole performers or clinicians will be permitted to perform in exhibit space with the understanding that the above noise levels are adhered to.
Acoustic drum kits MUST be sound baffled if being demonstrated in an exhibit space in order that sound levels do not exceed the above-noted levels.
FAILURE TO COMPLY
A first violation will result in suspension from exhibit sound demonstration privileges for one (1) hour.
A second violation will result in suspension of sound demonstration privileges for the remainder of the exhibit day.
A third and final violation will result in suspension of and subsequent disconnection of all electrical power to the exhibit space. This could affect all exhibit lighting and computers. This termination of exhibit power will be without reduction or refund of the cost to the exhibitor for such service termination. Reminder: “borrowing” power from another exhibitor or electrical outlet in these cases will result in ejection from the trade show.
The Trade Show Manger will have the FINAL say in rulings on these matters
We want to make this show work for All Exhibitors.
Please help us to ensure that is the case. Thank you.
TELEPHONE ORDER FORM * Order Must be Placed TWO WEEKS IN
ADVANCE. Billing requires a master
account / credit card or advance deposit
D.I.D. Line (Business Line from Hotel’s P.B.X.)
v Operates just like a business line with the exception that the caller
MUST DIAL 9 TO RECEIVE ACCESS TO AN OUTSIDE LINE
v Must be ordered 2 weeks in advance, Monday to Friday, 9-5 pm
v NO INSTALLATIONS ON SATURDAY, SUNDAY, HOLIDAYS OR AFTER 5 pm
v Billing requires a master account/credit card/or advance deposit. NO EXCEPTIONS
v May be used to place local and long distance calls
v In-house calls can also be placed on these lines
v Meridian Voice Mail is available at an additional cost
v Half the cost of ordering a business line from Bell Canada
|Company Name |Booth # |Or Room # |
|Address |
|City |Prov/State |Zip/Postal Code |
|Telephone |Fax |
|Authorized by (please print or type) |
|Signature |Title |
|Date of Installation: |Exact Time Line Must BE Functional: |
|Number of Lines Requested: |Number of Phone Sets Requested: |
| |No charge for renting the phone sets. However, if the phone sets are not returned, a charge of $150 per |
| |phone set will be billed to the customer.) |
|Date & time of Disconnection: |
| METHOD OF PAYMENT |
|[ ] Master Card |[ ] Visa |[ ] Diner’s Club | |
| | | | |
| | | |Subtotal Items Ordered: |
|[ ] American Express |[ ] Cheque/Money Order |[ ] Master Account | |
|Credit Card #: |Exp. Date | G.S.T. 6%: |
|Cardholder Signature (as it appears on card): | BALANCE DUE: |
|Print Name (as it appears on card): |
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High Speed Internet Order Form
|Company Name | |
|Company Contact | |
|Company Contact E-Mail | |
|Company Contact Phone | |
|Company Contact Fax | |
|Catering Contact |Olivia Batt |
|Catering Contact E-mail |Olivia.batt@ |
|Catering Contact Phone |416-860-4583 |
|Catering Contact Fax |416-368-8148 |
|Function Room | |
|Date of Set Up | |
|Time of Set Up | |
|Date of Dismantle | |
|Time of Dismantle | |
|# of Days | |
|Number of PC’s | |
|Price per Day |( $350.00 – One to Five Connections |
| |( $999.00 – Six to Fifteen Connections |
| |( $1499.00 – Sixteen to Forty Connections |
| |( $1999.00 - Forty-one to Eighty Connections |
|Operating System Used |( Windows 95 ( Windows 98 / ME |
| |( Windows NT ( Windows XP |
| |( Windows 2000 ( Mac O/S 8 or higher |
| |( Linux ( Unix |
|Additional Comments | |
| | |
| | |
This form must be completed and returned to the Catering Contact a minimum of three (3) business days in advance of the date required to ensure availability.
Labour Charges (Technical & Installation): First thirty (30) minutes is included. $50.00 per 15 minutes after the initial 30 minutes. Weekend and Outside Business Hours (before 7:30 a.m. or after 5:30 p.m.) $100.00 per 15 minutes.
The Fairmont Royal York will provide the necessary patch cables and network hubs to join multiple computers to share the internet connection.
The client must provide the computer with a network card installed and configured.
Royal York - High Speed Internet Order Form (cont’d)
| METHOD OF PAYMENT |
|[ ] Master Card |[ ] Visa |[ ] Diner’s Club |
|[ ] American Express |[ ] Cheque/Money Order |[ ] Master Account |
|Credit Card #: |Exp. Date |
|Cardholder Signature (as it appears on card): |
|Print Name (as it appears on card): |
THE FAIRMONT ROYAL YORK
100 FRONT STREET WEST, TORONTO, ONTARIO, CANADA M5J 1E3
TELEPHONE (416) 368 2511 FACSIMILE (416) 368 8148
-----------------------
Please return this completed form to:
Exhibition Manager, CMW 2012 Trade Show, no later than January 30 2012
By Fax: 905.858.4848 or by E-mail: exhibition@.
|Conference: |
|Dates: |
100 Front Street West, Toronto, ON, M5J 1E3
COST: $200.00 per Line
Long Distance Calls Are Additional
6% G.S.T. is Applicable
Markup of 20% on long distance calls
To place this order, fax the following information to
Kurt Lowe, Telecommunications Manager
at The Fairmont Royal York: 416.860.5060. Please include a floor plan for all booths and meeting rooms
indicating where the line(s) should be installed.
Any questions, please call Kurt Lowe at 416.368.2511
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