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EXHIBITOR HANDBOOK

Exhibiting at MMXP

PLEASE NOTE THAT THE INFORMATION BELOW IS THE
"EXHIBITOR HANDBOOK", REFERRED TO IN THE CONTRACT.

 

HFC Productions Inc. welcomes and thanks you for choosing to be a part of our team. We encourage you to review the notes below to assist in having a profitable, safe and enjoyable experience at the Expo. We will be ready for you to start setting up your booth at The Edmonton Convention Centre (Assembly Level - Hall A) on Saturday, May 16th as early as 7am. We welcome you to come onto the show floor at this time, where HFC Staff & Volunteers will be available to help you locate your booth and get you set up with your Exhibitor Passes.

 

The MMXP Exhibitor's Handbook has been developed as a general guideline to outline MMXP Expo's policies and procedures for all attending exhibitors.  It is a guide to assist you in becoming familiar with some of the privileges and obligations of your attendance.  These guidelines are subject to modifications, amendments or revocation by HFC Productions Inc. at any time, without advance notice.  Please note that every effort will be made to keep you informed of the MMXP Expo policies, and any relevant amendments.  Please do not hesitate to contact us directly should you have questions about any of the information within the handbook.

NAVIGATION QUICK LINKS:

 

Legal Contract

HFC Productions Inc & Music and Medicine ltd., will not assume responsibility for losses or damages incurred during the expo at any time. Exhibitors should take all possible precautions to protect their own property, including insurance for liability within your booth space if so desired. We hold Insurance for the event and Edmonton Conference Centre provides 24 hour security for the building.

 

All exhibitors will be required to sign an exhibitor contract prior to the event.  The contract must be signed to attend the MMXP Expo and will ensure all parties are providing a safe and enjoyable show.

 

HFC Productions Inc expects its Exhibitors to adhere to a standard of professional conduct and integrity.  This ensures that the Exhibition environment is safe, comfortable, and productive.  Exhibitors should be respectful, courteous and mindful of attendees needs and personal information shared at the show. 

All exhibitors are prohibited from unlawfully distributing, possessing, or selling of any item during MMXP Exhibition.  All packaging must be void of unlawful products and product demonstration is strictly prohibited.  Anyone violating this policy may be subject to disciplinary action, up to and including removal from the exhibition without reimbursement.

The Exhibitor Contract will be emailed to all exhibitors prior to the show.

 
MMXP Schedule

May 16, 2020

Saturday, May 16: Move-in (7 am - 11 am)

Saturday, May 16: Open to Public (12:12 pm - 10:12 pm)

Saturday, May 16: After Party (Time:TBA)

Exhibitor passes availble during sign-in at the venue during setup times only.

 
MMXP Location

Music & Medicine Experience Expo

Edmonton Convention Centre

Hall A, Assembly Level

9797 Jasper Ave

Edmonton, AB

T5J 1N9

 
Parking & Loading Dock

Loading Docks are located at the rear of the Edmonton Convention Centre, formerly known as "Shaw Conference Centre".

 
Move-in
Exhibitor Pass

We will be providing pass during move-in for Exhibitors and their staff. Please wear your pass in a visible location during the expo for entry and while on the expo floor. We will provide a pass for each staff member you have. Please order the appropriate number of passes on arrival and return your passes at the end of the expo.

**Exhibitor passes are limited to your staff only.

 

VIP Exhibitor Pass for purchase

These passes are available for all exhibitors for purchase, this pass will give you access to the Welcome reception networking event on May 15th.

Exhibitor Move-in

Saturday, May 16th (7am - 11am). All exhibitors must register at the Exhibitor Sign-in booth (located near the front door of the expo) prior to setting up your booth, located at the Edmonton Convention Centre formerly known as "Shaw Conference Centre" (Assembly Level -Hall A). All exhibitors must be completely moved in, set-up and ready for showtime by 11:30am.  Exhibitors may not set up or take down during show hours.

 

Expo Staff/ Sign-in

The MMXP Exhibitor Sign-in booth will be located near the fronts doors of The Edmonton Convention Centre (formerly known as "Shaw Conference Centre") -  Assembly Level, Hall A. HFC employees & Volunteers will either be at this booth, or moving around the floor. Please come visit us if you have any questions, and we will be happy to help you navigate the expo floor.

 
Shipping your Exhibit to the Show
Shipping Address

Music and Medicine Experience, HFC Productions Inc

Hall A, Assembly Level

Your Booth #_______

Edmonton Convention Centre

9797 Jasper Ave

Edmonton, AB

T5J 1N9

Day-of Shipping
(**Direct to show on May 16, 2020)

You may ship your exhibit directly to the show on Saturday, from 7am - 11am. Our management can accept shipments on your behalf as long as our company name is included as a recipient. Please use "HFC Productions and/or Music and Medicine". The package will be held at the loading dock or at your booth until your arrival.

Advance Shipping
(**Prior to May 16, 2020)

NOTE: Edmonton Convention Centre formerly none as "Shaw Conference Centre", will NOT accept shipments prior to the Move in time (Saturday @ 7am). Advance shipments will be accepted with appointment only. GES will accept your advance shipment for an additional cost.

Please complete the form below. GES will contact you with further instructions and pricing for your advance shipment.

Advance Shipping Form
 
Electrical

Electrical is NOT provided at your booth. If you require a electrical hookup please follow the link below and book your electrical with ShowTech.

DEADLINE:  Please note that prices increase 2 weeks prior to the Expo. Order in advance to save.

 

Booth dimensions for the ShowTech form:

10' x 10' (standard single booth) or 10' x 20' or Other (depending on your booth configuration)

 

Standard: The most common household circuit is capable of delivering 12 amps, 120v 1500 watts.

Wifi

Free public Wifi is available throughout the venue. Speed & quality is not guaranteed. Private Wifi or Hardline internet connections are an additional costs. Please contact us to book private internet connections.

 
Food Vending & Sampling

If you intend on food or beverage sampling or vending, please contact us for permission and/or to book your participation. Please fill out the AB Health Food Application form below and provide us with a short description of your requested booking.

 
Vehicles & Animals
Vehicles on the expo floor

Motor vehicles and/or gasoline-powered equipment to be exhibited shall have the minimum fuel needed to move them in and out of show grounds. If you plan on bringing a vehicle to the show floor, please contact us using the form above to obtain consent for any vehicle or equipment requiring fuel of any type.

**VEHICLE MUST BE BOOKED PRIOR TO SHOW**

 

Animals on the expo floor

Animals on the expo floor: Please inquire with us prior to bringing any animals onto the expo floor.

 
Booth Accessories

Booth Flooring, Furniture & Special Accessories

If you require booth accessories please select one of the options below. Booths are left empty so exhibitors can create their desired space. If the options below are not suitable please contact us for more elaborate booth accessories.

 

Global Experience Specialists (GES) will have your accessories set up and ready for you before move-in times.

**Please note it is up to you to purchase rental accessories in advance.

On arrival, please ensure your booth accessories are correct. Notify HFC employees if something is amiss so it can be corrected.

 

***DEADLINE: Prices increase 2 weeks prior to the show, so please purchase before the deadline. Online booking will cease after the deadline and only on-site bookings will be accepted.

 

Note: All booths come equipped with 8' high back and side wall draping, compliments of HFC Productions Inc.

General Accessory Pricing (available for pre-purchase)

INDIVIDUAL ITEMS:

Table (8' skirted table) - $100

Carpet (10' x 10') - $120

Cocktail Table - $120

 

Cocktail Chairs (x2) - $120

Folding Chairs (x2) - $30

If you require any furniture or any special accessories that are not listed above, please contact us directly. Please note the flooring in the venue is white tile.

 

**Contact us directly for Special Requests only.** 

Shop for all other general accessories and electrical using the 'Shop for Accessories' button above.

 
Rules & Regulations
Signs

All signs and materials must stay within your rented booth space. Your space is described as 10'x10'x 8' Tall. If you wish to exceed the 8' height, permission is required prior to arrival from expo management.

 

 

Audio & Visual

Must not disturb other exhibitors and/or expo PA and they must be confined to your booth.

 

 

Tents & Canopies

All Tents MUST have a CSA certification tag attached to them. Without a tag of certification, your tent is NOT permitted in the venue. NO EXCEPTIONS. All tents over 10x10 and/or two 10x10s together require a fire alarm taped to the ceiling. We will have a limited amount of fire alarms on site, but we encourage to bring your own.

 

 

Fire regulations

All Exhibitors, Expo Management, and Guests are obligated to abide by Fire code regulations for The City of Edmonton. Expo management retains the right to refuse any materials or objects that do not meet current City of Edmonton fire code. All tents, canopies or overhead structures must be fire retardant. All manufactured overhead structures must have a CSA tag on them. All overhead structures must have documentation that states they are in accordance with CSA and City of Edmonton fire codes.

 

 

Balloons & other inflatables

All items classified as such need prior approval from show management.

 

 

Combustible & Compressed gasses

All items classified as such need prior approval from show management.

 
Move-out
Date/Time

Saturday, May 16th, 2020

First move-out: If you are in a booth on the expo map only and are not staying open for the evening music event you will be moving out from 5 pm - 6:30 pm

Second move-out: If you have selected a perimeter booth and wish to remain open for the music event you will be moving out after the event has finished and the guests have left. This will start at approximately 10:30pm - 11 pm.

**The Show floor must be cleared by 5 am the following day.

Move-out details

Move-out will begin once the show has closed and all visitors are out of the venue and the aisles are cleared. At the move-out times above, please calmly and efficiently remove all your exhibitor materials from the venue. All exhibitor material must be removed by 5 am the following day.  Items left on the expo floor after move-out deadline will be removed and stored at owners expense for up to 1 week.  After 1 week, the materials will become property of HFC Productions Inc. or the holding company.

 

Booth Cleaning

You must leave your booth in the same condition as it was when you arrived. If you fail to do so, photographs will be taken and clean up costs may be charged out.