facility serviceS guide TABLE OF CONTENTS Welcome...... 1 Lost & Found...... 8 Event Coordination...... 2 Move-in/Move-out...... 8 Adhesives...... 2 Parking...... 8 Balloons...... 2 Public Transit...... 8 Banners & Hanging Décor...... 2 Signage...... 9 Billing...... 2 Smoking...... 9 Client Services...... 2 Social Media...... 9 Contract/Rental...... 2 Staging...... 9 Deposit Requirements...... 2 Welcome Centre...... 9 Included in Rental Fee...... 2 Services/Staffing...... 10 Gratuities...... 2 Business Service Centre...... 10 Licensing...... 3 Coat Check...... 10 Music Licensing Fees...... 3 Conference Services...... 10 Promotion Opportunities...... 3 Dock Marshalling...... 10 Room Set-up...... 3 Event Planning...... 10 Storage/Material...... 3 Exhibitor Deliveries...... 10 Food and Beverage...... 4 Forklift & Operators...... 11 Alcohol Service...... 4 Housekeeping...... 11 Corkage Choices...... 4 Registration Services...... 11 Bottled Water...... 4 Rigging...... 11 Catering...... 4 Staffing...... 11 Customized Menus...... 4 Technology...... 11 Food and Beverage Guarantee...... 4 Official Suppliers...... 12 Labour Charges...... 5 Audio Visual/Internet...... 12 Linens/China...... 5 Display Contractor/Materials Handling...... 12 Pricing...... 5 Electrical/Mechanical...... 13 Sampling...... 5 Preferred Suppliers...... 14 Second Helping Program...... 5 Safety/Security...... 15 Special Menus...... 5 Building Security...... 15 Trade Show Booth Services...... 5 Event Security...... 15 Simple Steps | Green Meetings...... 6 Fire/Evacuation Procedures...... 15 Facility...... 7 Fire and Safety Regulations...... 16 Accessibility...... 7 First Aid...... 16 Ceiling Heights...... 7 Keys/Access Cards...... 16 Common space...... 7 Liability/Insurance...... 16 Escalators/Elevators...... 7 Propane...... 16 Exhibits...... 8 Pyrotechnics...... 16 Floor Loads...... 8 Vehicles on the Floor...... 16 House Sound...... 8 Floor Plans...... 17 Loading Docks...... 8 Emergency Evacuation Routes...... 20 Logo and Photo Usage...... 8 Welcome to the Shaw Conference Centre

Built into the side of the riverbank in the heart of , the Shaw Conference Centre (SCC) overlooks the beautiful North Saskatchewan River Valley, the largest stretch of urban parkland in North America. Opened in 1983, SCC has established itself as one of Canada’s premier meeting, entertainment and convention venues and has won recognition for its architecture, cuisine and environmental stewardship. Managed by Edmonton Economic Development to provide economic and social benefits to the community, our exceptional staff create exceptional customer experiences for half a million guests annually, who in turn generate $50.6 million in spending across the province. The Shaw Conference Centre is Edmonton’s convention centre, a historic meeting place where people gather to learn, innovate, trade and celebrate. Our commitment to sustainability and environmental stewardship helps connect clients, guests and the local community to Pehonan, a special river valley location where Indigenous peoples have been gathering for thousands of years. SCC has a number of environmental best practices in place, including an in-house Sustainability Coordinator and Green Meetings Toolkit to assist clients with planning green events, in-house recycling and compost programs, as well as a food recovery program that contributes to a 53% annual waste diversion rate. In 2013, SCC received the Building Owners and Managers Association (BOMA) BESt Level 2 Certification. SCC is proud to contribute to the community in a number of ways: • SCC is a founding partner of Homeless Connect, a broad-based, community inspired initiative that provides a range of free services to the homeless and those at-risk of becoming homeless. • The pARTnership Gallery is a joint initiative of the Shaw Conference Centre, Edmonton Public Schools and Edmonton Catholic Schools to highlight the work of local student artists and promote excellence in public education at all grade levels. • In partnership with the Art & Design in Public Places program, SCC began showcasing year-long exhibits by local artists in 2006. • Along with the Canadian Culinary Federation, Edmonton School Boards and NAIT, SCC created the High School Culinary Challenge to encourage high school students to pursue careers in the culinary arts. Greater Edmonton’s high school students compete for scholarships and apprenticeship placement with Edmonton’s leading chefs. • SCC is a proud partner in Edmonton Food Bank’s Second Helping Food Recovery program. We donate surplus prepared and perishable food to meal-providing agencies in the city. Thank you for choosing the Shaw Conference Centre as your venue of choice. We hope you will use this Guide as a tool to familiarize yourself with our facility and services. You may also visit our website at www.shawconferencecentre.com. Once again, welcome. We are committed to your success and we look forward to the opportunity to make your event the Centre of ATTENTION!

shawconferencecentre.com 1 Event Coordination

Adhesives Deposit Requirements Acceptable wall adhesives are painters tape, masking tape, re-usable A deposit will be required in order to confirm bookings on a definite basis. adhesive putty, wall mounting tabs, or straight pins. Please speak with your Client Services Manager to determine the most appropriate adhesive Food and Beverage for your event. Please note that cleaning and removal of non-approved See section on Food and Beverage page 4. To view our menus please visit adhesives by SCC staff are chargeable costs. www.shawconferencecentre.com.

Balloons Included in Rental Fee Helium-filled balloons and other inflatable items must be approved by Trade shows your Client Services Manager. Due to the costs of retrieving balloons from • Exhibit hall lobby for Registration, Information, etc is to be used in various areas within SCC, we request a deposit and signed waiver when common with other SCC clients helium balloon décor is planned. The deposit is refundable post-event if • Waste receptacles for aisles only retrieval is not necessary. • Nightly janitorial service for hall, excluding space occupied by booths; move-in cleaning is the responsibility of the display contractor engaged Banners & Hanging Décor for the show or can be contracted from SCC Banners and hanging décor may be suspended in select locations throughout the facility and is an exclusive service provided by Showtech Other events Power & Lighting (see page 13). These requests must be submitted to your • General room lighting Client Services Manager well in advance of your event. Costs for banner • Listing of events on electronic monitors and hanging décor suspension will be quoted based on details provided. • One podium • Elevated head table or speakers stage (maximum size 1120 sq ft for halls Billing or 432 sq ft for salons) Invoices are prepared post-event by our Accounts Receivable department. • Registration table Please contact Patti Dipanfilo at (780) 917-7656 or pdipanfilo@edmonton. • Dance floor (if available; the dance floor in Hall D is built-in and is included com for more information. in the rental fee; if a dance floor is required in a different location in Hall D, it would be a chargeable item) Client Services • Free local calls (fixed location telephone in most salons) Upon confirmation of your booking, a Client Services Manager will be • One room set-up as specified by the client (additional labour costs for assigned to your event who will partner with you to assist in planning, changes and/or additions) finalizing all detailed arrangements, and ensuring smooth execution. Gratuities Contract/Rental The gratuity charged to the client on all food and service is 18%. A non-refundable deposit and signed contract is required to confirm bookings. The payment schedule will be outlined in the contract. To ensure a successful event, the client should provide final detailed plans to the Client Services Manager at least one month prior to the event date. The Client Services Manager will provide the client with Banquet Event Orders (BEOs) outlining all event requirements.

shawconferencecentre.com 2 Licensing Room Set-up The client is responsible for obtaining any federal, provincial or municipal Your Client Services Manager will be pleased to assist you in designing licenses required to stage the event. a suitable floor plan specifically for your event. One set-up per day will be set to the agreed specifications. Additional labour charges may be Music Licensing Fees levied should the client request any major last minute physical changes Daily license fees for functions where music will be played must be to a previously agreed upon floor plan. An additional 50% of the room collected and remitted by the Shaw Conference Centre. These fees rental will be charged for each additional set-up. Any alteration on the cover both the Society of Composers, Authors and Music Publishers of day of the event after the set-up is complete will be subject to charge (last Canada (SOCAN) and artists and record companies (Re:Sound). Fees are in minute requests for equipment or alterations will be subject to availability). accordance with the Copyright Board of Canada. Storage/Materials SOCAN Re:Sound Storage of pre-function and/or post-function materials is subject to a handling charge. Please refer to pages 10 and 12 for information on Without Dancing Without Dancing exhibitor deliveries and our in-house materials management provider, 1 to 100 people $20.56 1 to 100 people $9.25 Goodkey Show Services. 101 to 300 people $29.56 101 to 300 people $13.30 301 to 500 people $61.69 301 to 500 people $27.76 Over 500 people $87.40 Over 500 people $39.33 With Dancing With Dancing 1 to 100 people $41.13 1 to 100 people $18.51 101 to 300 people $59.17 101 to 300 people $26.63 301 to 500 people $123.38 301 to 500 people $55.52 Over 500 people $174.79 Over 500 people $78.66

Promotion Opportunities Leverage our community to promote your event! If desired, your event can be listed on our website Events Calendar and posted on our outside electronic marquise. Advertising is also available on all our social media outlets (see Social Media page 9 for more information). Contact your Client Services Manager to explore these and other marketing opportunities.

shawconferencecentre.com 3 Food and Beverage

SCC will delight your guests with award-winning fine dining. Our Executive • Leftover liquor must be picked up the following day. Empty bottles or Chef, Simon Smotkowicz, and his team create world-class meals for up cans will be automatically recycled unless otherwise requested. to 3,500 guests at one sitting. Under Chef Simon’s leadership over the • The Shaw Conference Centre will not allow a resale liquor license for any past 20 years, Culinary Team Canada and Culinary Team have won event. several world championships and gold medals. He has twice been named • The Shaw Conference Centre is required by law to report on any liquor the Canadian Culinary Federation’s National Chef of the Year. products illegally imported into Alberta. Possession of such products can result in charges under the Alberta Liquor Control Act and/or the (Canada) Alcohol Service Customs Act. The Shaw Conference Centre operates under a Class B Convention Centre • The AGLC does not permit the service or sale of homemade products on liquor license issued by the Alberta Gaming and Liquor Commission (AGLC). our licensed premises. This license allows service of alcoholic beverages from 10:00 am to 2:00 BOTTLED WATER am seven days a week. Show management and/or exhibitors wanting to distribute private label Alberta’s liquor laws require that we check for two pieces of identification bottled water to show attendees for marketing purposes must notify SCC for any patrons who appear to be under the age of 25. No one under the 30 days prior to the start of the show; this service is subject to a $0.75 per age of 18 will be served alcoholic beverages. unit corkage fee which is payable at the end of the show.

The Shaw Conference Centre reserves the right to refuse the service of CATERING alcoholic beverages to intoxicated guests. SCC provides full food service on-site and retains exclusive rights for the provisions of food and beverage service. Please discuss your food service Corkage Choices needs with your Client Services Manager. To view our complete set of For Private Events: menus visit www.shawconferencecentre.com. • A corkage charge of $10 per person will be applied and will include full bar service as well as wine service with dinner. SCC will provide bar units CUSTOMIZED MENUs (1 for every 125 guests), glassware, ice, mix and bar fruits. SCC’s Client Services Department and our award-winning Chefs welcome OR the opportunity to design and create personalized menus to enhance your • A corkage charge of $10 per bottle of wine will be applied and will include special occasion. Our chefs incorporate local Alberta ingredients into all of receiving inventory, service, glasses, ice. our menus and would be happy to help you plan your menu. • It is the client’s responsibility to obtain a liquor license from the AGLC (available for purchase at the business the liquor was purchased at) Food and Beverage GUARANTEE and forward the liquor license along with original receipts to the Shaw The Client Services Department requires notification of the guaranteed Conference Centre prior to liquor delivery. number of guests attending the event 72 business hours in advance. • Bartenders must be provided by the Shaw Conference Centre; a charge of Failing this, the estimated number of people at the time of booking will $25 per hour per bartender for a minimum of 4 hours will apply. be taken as a guarantee for billing. SCC is prepared to set five percent • All products must be delivered to SCC at least 48 hours in advance of the about the guaranteed number of people on groups of 200 or more up function. to a maximum of 20 covers. SCC reserves the right to move groups to a • SCC recommends the client purchase “Host Liquor Liability” insurance to more suitable room if the guarantee differs significantly from the expected cover the event. attendance; the client will be notified if this situation arises. • These regulations also apply to head table or VIP receptions taking place in separate functions.

shawconferencecentre.com 4 LABOUR CHARGES SECOND HELPING PROGRAM See Staffing under Services/Staffing page 11. SCC is a proud partner in Edmonton Food Bank’s Second Helping Food Recovery program. We donate surplus prepared and perishable food to LINENS/CHINA meal-providing agencies in the city. Menu prices include table linens and napkins (SCC can supply a number of colours), china, flatware, glassware and votives. SPECIAL MENUS Please advise your Client Services Manager of any dietary restrictions (ie. PRICING allergies, cultural restrictions) that may pertain to guests attending your Food and beverage prices cannot be guaranteed more than 180 days event. An appropriate meal will be prepared. prior to the event. Clients who provide their food and beverage details one month prior to their event start date, will receive a 10% incentive on Trade Show Booth Services all food and beverage ordered. All food and beverage is subject to 18% Ask your Client Services Manager for the Booth Service Menu which gratuity and 5% GST. Children 10 and under receive a 50% discount on outlines food, beverage and specialty show items specifically for buffet menus or special plated menus are available upon request.. exhibitors.

SAMPLING Banquet Event Orders (BEOs) are issued for all functions requiring food Show sponsors and/or exhibitors may distribute food and/or beverage and beverage. Services will not be performed without a signed BEO. samples ONLY with prior written authorization by SCC (Food Sales and All catering orders should be received no later than 14 days prior to the Sampling Application Form). start of the trade show; any catering orders placed on-site may be from a reduced menu. The following guidelines must be adhered to: All catering orders require full pre-payment one week prior to the start of • Beverage product – sample size not to exceed 2 oz per serving the show; credit cards are required to cover any on-site incidentals. • Food product – sample size not to exceed 1 oz (28 grams) per serving • Alcoholic beverages not purchased through SCC that are manufactured, processed or distributed by the exhibitor and are related to the purpose of the show may be sampled if the following policies are strictly adhered to: • A charge of $800 per day per distribution location will be paid to SCC in full prior to the show; this fee is non-negotiable and non- refundable. • Exhibitors are subject to provincial laws (AGLC) pertaining to the distribution of alcohol and will be required to show proof of Exhibitor Insurance two weeks prior to the show. • Samples must not exceed 2 oz and will be served in disposable cups; no cans or bottles will be permitted. • Food or beverage items used as traffic promoters (ie. popcorn, coffee, bar service) MUST be purchased from SCC. • Exhibitors will be responsible to comply with all Alberta Health Services – Environmental Public Health regulations; it is mandatory these standards are maintained and food safe handling regulations adhered to; further information can be obtained by visiting www.albertahealthservices.ca. • Services related to food and beverage products brought in from the outside including storage, delivery or kitchen-use are not the responsibility of and will not be provided by the Shaw Conference Centre.

shawconferencecentre.com 5 Simple Steps/ Green Meetings

Green city. Green building. Green meetings. Our waste management program includes both front and back-of-house The Shaw Conference Centre is a proud corporate citizen in a city areas. We offer waste audits at no additional cost to clients interested in internationally renowned for its environmental leadership. Through our minimizing the waste generated at their events and tracking their progress. “Simple Steps” program we remain committed to increasing sustainable best practices throughout the hospitality industry. We emphasize FOOD AND BEVERAGE environmental best practices in facility management and the promotion of In order to reduce the footprint of our guest meals and always serve the eco-events to our clients and their guests. best quality food to visitors of the Shaw Conference Centre, we feature SCC is a BOMA BESt Level 2 certified building with an extensive locally-sourced menu items. We are proud to also feature an in-house sustainability program in place. We are always working to improve on our vegetable and herb garden on-site. We also use compostable materials for environmental best practices and ensure that our daily operations are any of our disposable food and beverage containers. Please speak to your rooted in SCC’s Sustainability Promise: Client Services Manager about local menu and beverage options.

The Shaw Conference Centre’s sustainability promise reflects the four Green Meetings pillars of sustainability: economy, ecology, society, and culture. As As part of our green meetings initiative, SCC is proud to offer clients the a public assembly facility, we facilitate the gathering of people, the Green Meetings Toolkit for planning events in a sustainable manner, as well sharing of ideas and creation of community connections in a manner as the Eco Report Card, for post-event evaluation on sustainability metrics that supports our corporate responsibility to the environment. We and for benchmarking purposes. To help in greening your event, SCC offers support the development of the meetings industry in Edmonton by the assistance of our in-house Sustainability Coordinator at no additional connecting our ecological and cultural history with a future vision of cost. Some options to make your event more sustainable can include: convention centres as a sustainable, community-owned asset. • Promoting travel with low environmental impacts to and from your event • Send out invitations and event information electronically, instead of Sustainable Building Features using paper There are a number of sustainable features in place at the Centre that • Use recycled paper for any printed materials contribute to energy and water conservation. • Choose hotels that are Green Key certified, or that follow another eco- certification program • SCC is an earth-sheltered structure, built into the side of Grierson Hill in • Offer items made from recycled materials as take-away gifts Edmonton’s river valley • Choose one of our hydration stations instead of bottled water • Reflective-type roof system on Hall D expansion • Evaluate your event’s environmental impact with SCC’s Eco Report Card • Installation of water bottle diversion monitoring drinking fountains • Distribute any pre- and post-event materials electronically • Ongoing LED lighting upgrades • Low-flow faucets and toilets in restrooms For more information, please see our Green Meetings Toolkit on the Shaw • Terraced vegetation throughout / permaculture-influenced landscape Conference Centre website, or contact your Client Services Manager.

Facility Waste Management SCC’s waste management program is one of the most prominent elements of the SCC sustainability program. SCC sorts and disposes of waste in the following streams: • Compost (organic waste) • Paper • Plastics • Beverage containers • Cardboard • Electronics • Batteries (recycling stations located throughout the Centre for guests) • Wood / metal • Light bulbs

shawconferencecentre.com 6 Facility

Events at the Shaw Conference Centre take place on three levels. CEILING HEIGHTS • The Pedway Level houses SCC Administration and Security Offices and Lowest Point connects SCC to underground parking, major office buildings, hotels, Halls A, B and C 29’ shops, restaurants and Edmonton’s Downtown Art District. The Riverview Room on this level ensures privacy for your reception or dinner and has Hall D 30’ a spectacular view of the River Valley. Hall D, which was built in 2006, Riverview Room 8’3” features a dramatic glass wall which opens this great space to the natural Salon 1 8’5” light and the picturesque North Saskatchewan River. • The Assembly Level’s 82,000 square feet of pillar-free wide open space Salon 2 9’5” can be divided into three halls (A, B and C). This level comfortably Salon 3 10’6” accommodates up to 6,000 people theatre-style and can exhibit 335 Salon 4 10’5” tradeshow booths with room for crowds to admire the displays. There Salons 5, 6, 7 9’8” is also a 16,000 square foot carpeted lobby, convention VIP offices and a 6-bay loading dock. Salons 8, 9, 10, 11, 12 11’6” • The Meeting Room Level features 20 flexible rooms (Salons 1 to 20) Salons 13 – 20 9’7” ranging from 395 to 3720 square feet. To see a full set of facility floorplans visit www.shawconferencecentre.com; the floorplans are also COMMON SPACE included with this guide. Lobby space on both the Assembly Level and Meeting Room Level is available at no additional rental charge for registration, cashiers and Accessibility information. Lobby areas must be used in common with other SCC clients. SCC is equipped with elevators, restrooms, and telephones that have been specially designed to accommodate the needs of the physically ESCALATORS/ELEVATORS challenged. The facility provides direct access for wheelchairs at all Six sets of escalators help move guests from Jasper Avenue down to the levels and seating plans easily accommodate wheelchair patrons. There Meeting Room Level and back up again. There is one public passenger are three DATS (Disabled Adult Transportation System) drop points: the incline elevator serving all levels of the building along with three freight main entrance on Jasper Avenue, the truck ramp on the Assembly Level, elevators. All show freight and equipment will be transported on the and outside Salon 12 on the Meeting Room Level off Grierson Hill Road. freight elevators (transport on the incline elevator or escalators for this Wheelchair-accessible parking is available at Canada Place Parkade with purpose is strictly prohibited). access to SCC through the pedway as well as the surface parking lot on Jasper Avenue in front of the Courtyard by Marriott (for more information SCC is in the process of modernizing the escalators which should be on Parking see page 8). Please consult your Client Services Manager for completed in 2016. special requirements. Freight elevator (Kitchen) – maximum load 1810 kg; 8’W x 9’ 10”L Freight elevator (Hall A) – maximum load 6805 kg; 12’W x 15’L Freight elevator (Hall D) – maximum load 2721 kg; 8’W x 10’L

shawconferencecentre.com 7 EXHIBITS MOVE-IN/MOVE-OUT The client is required to submit a detailed floor plan of the exhibit area for Space occupancy commences no earlier than 6 a.m. move-in day and ends the Centre’s approval prior to the offering of sale of space to exhibitors. no later than midnight move-out day. (Refer to your contract for rental The client’s display service contractor must seek Fire Marshall approval agreement information.) To ensure sufficient move-in and move-out time for the plan. All subsequent changes to the floor plan are subject to this has been booked please consult with your Client Services Manager for any approval procedure. The utility grid of the exhibit halls is based on 10-foot special requirements. deep booths and 10-foot aisles spaced at 30-foot intervals. Aisles should be laid out in north/south configuration. PARKING Canada Place Parkade | 9777 – 102 Avenue (entrance on 97th Street) FLOOR LOADS • Managed by Impark Hall ABC 350 lbs/sq ft. • Heated underground parking • Connected to SCC by pedway HOUSE SOUND • Maximum height - 1.95 m (6’ 5”) House sound audio services are provided exclusively by Freeman Audio • Daily maximum - $28.00 (Monday to Friday) Visual (see page 12). When Freeman Audio Visual is selected as the • Daily maximum - $20.00 (Saturday, Sunday and stat holidays) audio visual supplier for an event, meeting room house sound systems • Evening rate (6 pm to 1 am) - $5.00 will be provided at no charge. All Exhibit Hall house sound systems are Grierson Hill Parking (entrance south on Grierson Hill Rd across from SCC) chargeable per room/per day. For more information please contact your • Managed by the Shaw Conference Centre Client Services Manager or Freeman Audio Visual at (780) 917-7667. • Surface lot • $10/day or $3 evening rate LOADING DOCKS 5 Thornton Court NW (entrance east on Thornton Court) SCC is equipped with two loading docks: the Main loading dock with six • Managed by Impark bays on the west side of the building (all bay doors are 16’H) and the Hall • Surface lot C loading dock with one bay on the east side of the building (bay door is • Located immediately west of SCC and north of the Courtyard by 16’H). Access to both loading docks is from Grierson Hill Road. Loading Marriott hotel docks must be used for all loading and unloading of materials. Metered parking is available on streets throughout the downtown area.

LOGO AND PHOTO USEAGE PUBLIC TRANSIT To obtain the Shaw Conference Centre logo and usage guidelines and/ Visit the Edmonton Transit System website (www.takeets.com) or call or photos for promotional material, please contact your Client Services (780) 496-1600 for route schedules and maps, service changes and Manager. detours and to purchase ETS passes and tickets online. There are three DATS (Disabled Adults Transportation System) drop points at the Shaw LOST & FOUND Conference Centre and the LRT Churchill Station is within two blocks. All lost and found articles are catalogued and stored for 30 days. Every effort is made to identify the owner and return all articles. After 30 days, all articles are disposed of at the sole discretion of the Shaw Conference Centre. Any inquiries regarding lost and found items should be directed to our Security department at (780) 421-9797 ext 878 or at the Security Booth on the Pedway level within the Shaw Conference Centre.

shawconferencecentre.com 8 SIGNAGE Your Client Services Manager must approve all signage. Signage must be STAGING professionally printed. SCC offers a SICO brand stage that can be used for a variety of events such as concerts, gala dinners and meetings. Our staging provides our clients Smoking with two choices: 4’ x 8’ sections (used within the Halls only) which range All indoor spaces and all outdoor spaces within a 5m (16ft) perimeter of in height from 32” – 48” or 6’ x 8’ sections (used within the Salons only) the Shaw Conference Centre are Non-Smoking (this includes the use of either 16” or 24” high. Stages, stairs and back rails are available based on e-cigarettes). For the purpose of this regulation, SCC does not consider the our existing inventory. loading bays and truck routes to be outdoor spaces. This is in accordance with the City of Edmonton Public Places Bylaw #14614 and as required by Welcome Edmonton Centre LEED® building standards. The Visitor Information Centre, managed by Edmonton Tourism, is located on the west side of the Shaw Conference Centre and can be SOCIAL MEDIA accessed directly from Jasper Avenue or from within SCC. It’s open SCC is active on a number of social media sites: year-round from 9 am to 5 pm, Monday to Friday (and Saturdays in July • Facebook: Shaw Conference Centre and August). For more information please call (780) 401-7696 or email • Twitter: @EdmontonSCC [email protected]. • Pinterest: Shaw Conference Centre • Instagram: shawconferencecentre • Flickr: Shaw Conference Centre

shawconferencecentre.com 9 Services/ Staffing

Business Service Centre Exhibitor Deliveries The Business Service Centre is located in the Banquet Office on the Your Client Services Manager must be advised of all deliveries, shipments, Assembly Level outside of Hall A. Services offered at a cost include contractors and vendors who require access to the facility in conjunction photocopying and faxing. with your event. All material must be delivered to the dock area of the Shaw Conference Centre. All material shipped directly to SCC in advance Coat Check of the event move-in day will be received and stored by our materials There are two coat check locations within SCC – one on the Assembly handling contractor, Goodkey Show Services (see Official Suppliers page Level outside of Hall A and another on the Meeting Room Level ($2.00 per 12), and prevailing rates will be charged to the client. All C.O.D. and storage item on a user-pay basis or a minimum $300.00 charge for a hosted coat charges must be paid to the contractor before release of shipments. check). To arrange for this service contact your Client Services Manager. In-coming packages should be addressed as follows: Conference Services Your Client Services Manager can connect you to Edmonton Tourism’s Meetings/Conventions Conference Services to assist with your accommodation needs and provide Meeting or Convention Name information on local restaurants, shopping and attractions. Salon number and Date c/o Onsite contact name DOCK MARSHALLING Shaw Conference Centre – Loading Dock SCC, through its official and exclusive materials handling contractor 9797 Jasper Avenue Goodkey Show Services (see Official Suppliers page 12), will supply a dock Edmonton, AB T5J 1N9 marshal for move-in and move-out days at the client’s expense . Onsite contact cell number

EVENT PLANNING Trade shows Meetings and events are about connecting people for a common purpose. Tradeshow Name The role of the Meeting Planner is to focus on the rationale or goal of Exhibitor Firm Name/Booth Number having the event and ensuring that goal is achieved seamlessly for all of c/o Onsite contact name the stakeholders. The Shaw Conference Centre’s on-site Meeting Planner Shaw Conference Centre – Loading Dock would be delighted to quote on planning your event at the SCC or for those 9797 Jasper Avenue who wish to have their event located in another venue or city. Edmonton, AB T5J 1N9 Please call (780) 917-7639 for more information. Onsite contact cell number

All exhibits or material not removed from the premises of SCC by the contracted move-out day will be stored at the expense of the client for a maximum of 14 days. After 14 days, materials left behind will be disposed of without liability to either SCC or the contractor. On-site crate storage may be available at a charge from SCC’s official materials handling contractor.

For special delivery requirements please contact your Client Services Manager. For information regarding Canada Border Services Agency policies please contact our preferred supplier Mendelssohn Custom Brokers (see External Suppliers page 14).

shawconferencecentre.com 10 FORKLIFT & OPERATORS STAFFING Forklifts and operators are an available service provided by SCC or By prior arrangement, SCC will provide additional staff at the client’s Goodkey Show Services (see Official Suppliers page 12). Please discuss expense for entrance control, cashiering, ticket taking, etc. SCC provides your specific requirements with your Client Services Manager. staffing at competitive rates and encourages the client to discuss staffing needs with your Client Services Manager. HOUSEKEEPING Basic housekeeping is included for conventions, meetings and food & Staff Rate beverage functions. Depending on the nature of these events, additional Wait Staff $25.00/hr housekeeping costs may be incurred. These additional costs may include restroom attendants as well as additional crews to clean and remove Bartender $25.00/hr excessive debris. Cashier $25.00/hr Cashier Supervisor $27.50/hr For trade shows, SCC provides the exhibit halls in clean condition and provides housekeeping services for all areas, excluding space occupied Event Services $25.00/hr by booths. Move-in cleaning is the responsibility of the display contractor. Housekeeping $25.00/hr The Centre provides waste receptacles for aisle areas only and offers its Security $25.00/hr compactor for disposal of packing material. Chef $30.00/hr Clients/exhibitors are asked to remove all printed materials, furniture, carpet and construction waste upon completion of the event. All tape, Technololgy stickers and other material must be removed from SCC surfaces prior to SCC’s exclusive electrical contractor, Showtech Power & Lighting, will install clients/exhibitors leaving the building. A cleaning fee will be charged to house phone hook-ups as well as other land-line telephone connections the client upon completion of the show if clean-up is considered excessive. at the expense of the client (see Official Suppliers page 13). Local calls are free of charge; long distance calls require calling card billing. Registration Services Contact SCC’s Registration Coordinator at (780) 616-5030 for information ISDN and/or data lines (10mbs download/3mbs upload) must be arranged regarding this service which includes developing online registration forms through Freeman Audio Visual (see Official Suppliers page 12). and ticket purchase pages, custom name badges, table reservations, and on-site management for social events, meetings, conferences and WiFi is available within all public areas of SCC tradeshows. (wireless network ‘SCC-Public’).

Rigging Rigging is an exclusive service to the Shaw Conference Centre and is provided by Showtech Power & Lighting (see page 13). They are located on-site and are available to assist with your needs. Please contact your Client Services Manager for details

shawconferencecentre.com 11 Official Suppliers

Audio Visual/Internet Display Contractor/Materials Handling Freeman Audio Visual (formerly AVW-Telav) Goodkey Show Services

SCC’s exclusive internet/wireless provider Goodkey Show Services Ltd. is one of Western Canada’s most experienced At Freeman Audio Visual, we have the creativity, knowledge and resources full-service display contractors. We have the capability, equipment, to consistently produce unparalleled meeting experiences your audiences knowledge and expertise to meet any and all of your special event and won’t soon forget. With full-service audio visual, presentation and staging trade and consumer exhibit requirements. We are proud to be the Shaw solutions, we help customers just like you host memorable conventions, Conference Centre’s exclusive materials handler. Services offered include: corporate events and trade shows of all scopes and sizes. When you’re • exhibit booths successful, we’re successful. In order to ensure your meeting objectives • furniture rental are surpassed, we have an extensive collection of services available. • custom accessories These include: • material handling • audio visual services • graphic design • simultaneous interpretation services • fabric printing • audience response systems • signage • computer and networking services • creative services • panoramic video projection • décor • creative room environments • installation and dismantling services • presentation management • janitorial • webcasting and videoconferencing • logistics and customs brokerage • creative services • ConnEx Mobile App Please contact us at (780) 426-2211 or visit www.goodkey.com for more • ImaginActionTM information. • social media twitter boards • digital signage

Please contact us at our Shaw Conference Centre office at (780) 917-7667, email our SCC Technical Services Manager, Simon Hollington-Sawyer at [email protected] or visit freemanav-ca.com for more information.

shawconferencecentre.com 12 Electrical/Mechanical Showtech Power & Lighting

We have over 50 years of experience across Canada, providing a comprehensive range of electrical and lighting services for show organizers and exhibitors. For staging requirements, we offer stage design, fixed and controlled lighting, special effects, rigging and backdrops. Our on-site team of professionals will provide skilled technical support for your event. Services offered include: • stage lighting • production and trade show lighting • backdrop packages • pin-spot and pillar lighting • 600/120/208 volt 3 phase and single phase power connections up to 400 amp services • banner installations • man-lift and rigging installations • radio rental • telephone services • water and drain lines

Please call us at any point in your planning process. No matter how large or how small a part we play, we always perform on time. For information on how we can be of assistance call our Shaw Conference Centre office at (780) 429-1162 or visit www.showtech.ca.

shawconferencecentre.com 13 Preferred Suppliers

Edmonton Transit System (ETS) Mendelssohn Custom Brokers Visit the ETS website (www.takeets.com) for route schedules and maps, Bringing personalized high-touch services to conventions, trade service changes and detours, and to purchase ETS passes and tickets shows and other special events. Mendelssohn arranges specialized online. There are three DATS (Disabled Adults Transportation System) drop transportation and customs clearance services for time-sensitive points at SCC (see page 7 for more information). materials. Visit www.mend.com. Phone: (780) 496-1600 Phone: 1 (800) 665-4628

Edmonton Yellow Cab Ticketmaster Transportation services include: taxis, minivans, vans and small buses, Buy tickets through Ticketmaster for most public events being held at the wheelchair-accessible taxis and buses, full-size coaches, airport pick-ups, Shaw Conference Centre. Visit www.ticketmaster.ca. deliveries. Visit www.edmontonyellowcab.com. Phone: 1 (855) 985-5000 Phone: (780) 462-3456

shawconferencecentre.com 14 Safety/ Security

Your safety and the safety of your guests is our top priority. The Shaw • if authorized personnel conclude activation of the General Alarm is not Conference Centre partners with our clients, our community and local required, the Pre-Signal alarm will be silenced and normal activity can be public safety officials year round to provide safe event experiences. resumed at this time; Emergency preparedness plans and procedures are in place to ensure the • if, however, signs of fire are discovered, manual activation of the General safety and wellbeing of the public and staff in the event of an emergency Alarm will take place as soon as possible; NOTE: if excessive smoke or situation. These plans are updated regularly and drills are conducted fire is apparent, patrons should evacuate immediately as opposed to annually. Please review the following information to familiarize yourself waiting for the General Alarm stage. and your team with procedures to follow in case of an emergency. General Alarm Stage (evacuation) Building Security • this stage is identified by the long wailing tone of the fire alarm system; SCC has 24-hour general building security augmented with both cameras this requires a systematic and orderly evacuation of all occupants via the and alarm systems. SCC’s Security Booth is located on the Pedway Level nearest exit to one of the two muster points identified as: near the escalators. Security can be reached from any house phone by ° Canada Place outside foyer (north side of Jasper Avenue) – applies to dialling “878”. those evacuating from Jasper Avenue and Pedway levels ° Louise McKinney Park (bottom of Grierson Hill pedestrian overpass) – Event Security applies to those evacuating from Mezzanine, Assembly and Meeting The client is responsible for security of leased areas during occupancy. Room levels The client should provide uniformed guards from the time of move-in to • Shaw Conference Centre personnel will go to areas occupied by clients to the time of move-out. Upon request, SCC can provide security services for assist with the evacuation of all patrons to the appropriate muster point. your event. • Reoccupation of the building cannot take place until the Edmonton Fire Department and/or SCC Security gives the all-clear. Fire/Evacuation ProcedureS If you see smoke or fire: REACT Note: • Remove those from immediate danger • Do not panic when evacuating the building; remain calm and do not run. • Ensure door is closed • Do not use escalators or elevators; exit via nearest stairwell or exterior door. • Activate alarm • Assist any person requiring assistance including those with physical • Call fire department (911) disabilities; if you are unable to assist a disabled person alone, send • Try to extinguish fire someone to the muster point to report your location and request assistance; do not leave the individual alone. Pre-Signal Stage (non-evacuation) • this short tone alarm is audible throughout the facility and is meant to alert all occupants of the building that a trouble signal has been received by the fire panel which requires investigation; • it allows for 5 minutes of investigation by Maintenance and Security personnel to determine the cause of the trouble signal; • during this stage, occupants of the building should prepare for the possibility of the General Alarm stage by making note of the nearest fire exit within their vicinity; emergency evacuation routes are posted near all fire pull stations and common areas and are included in this guide;

shawconferencecentre.com 15 Fire and Safety Regulations lost & Found All exhibit material must have an approved fire rating. Exhibitors are see page 8 under facility required to have certification available for inspection. Emergency exits must not be blocked and packing material must not be stored in the propAne hall. The client is responsible for ensuring adherence by exhibitors and Propane tanks in excess of 5lbs are not permitted inside the building. organizers to all electrical, plumbing, and chemical codes applicable in flow restriction valves must be used on all propane tanks. all propane Edmonton. No one other than SCC’s electrical services contractor has connections must be inspected and approved by the shaw conference authorization to provide electrical and mechanical connections. centre.

First Aid pyrotechnics SCC Security personnel are trained as first responders in fire/safety Pyrotechnics are strictly controlled and may be operated only by licensed and first aid including the use of the on-site defibrillator. Dial “878” pyrotechnicians with the prior approval of scc and the fire Marshall. a (Security) for emergency assistance. SCC recommends contracting Alberta copy of the permit issued by the fire Marshall along with a copy of the Paramedical Services Ltd. for nursing and first aid services. Your Client insurance certificate must be forwarded to your client services Manager. Services Manager can assist with these arrangements. A first aid room is located on the Assembly Level and is managed by Shaw Conference vehicles on the Floor Centre Security. A defibrillator is available for emergency use by qualified cars, trucks and machinery for display must be cleaned before being personnel. admitted into scc and protective plastic must be placed underneath to prevent staining. all vehicles are limited to one-half of a tank of motor Keys/Access Cards fuel. all fuel tank caps must be sealed with tape and battery cables must Your Client Services Manager, through Security Services, will process be disconnected. Keys must be turned in to SCC’s security office in the all requests for building keys, lock changes and scheduled locking and event that an evacuation of the vehicles is required. unlocking of leased space. If keys are not returned within three days after the event, the necessary locks will be charged at $50 each at the client’s Motorized equipment and vehicles powered by internal combustion expense. engines are prohibited except in garages, in front of loading docks, in the load-in and load-out of vehicles used for exhibit display purposes, Liability/Insurance or in case of emergencies. The client will bear full and direct responsibility to reimburse SCC for any repair, replacement, or excessive cleanup costs incurred through damages to the building and its fixtures in setting up and staging of the event. The client is required to maintain, in full force and effect, insurance adequate to meet the following criteria: comprehensive general liability insurance providing at least $2 million inclusive for bodily injury and/or property damage; Edmonton Economic Development and City of Edmonton are to be named co-insured.

shawconferencecentre.com 16 Floor Plans PEDWAY LEVEL

shawconferencecentre.com 17 Floor Plans ASSEMBLY LEVEL

shawconferencecentre.com 18 Floor Plans MEETING LEVEL

Parking

Grierson Hill Road

shawconferencecentre.com 19 Emergency Evacuation Routes PEDWAY LEVEL

JE FA FA FA FA JE FA JE JE FA

To Muster Point ***No entry to these stairwells from this level*** To Muster Point To Muster Point

Fire Map Overlay Legend Emergency Exits General Exit Path FA Exit From Assembly JE Exits on Jasper Ave. Exterior

shawconferencecentre.com 20 Emergency Evacuation Routes ASSEMBLY LEVEL

PE PE PE PI PI JE JE JE

To Muster Point

Fire Map Overlay Legend Emergency Exits General Exit Path PE Exits on Pedway Exterior PI Exits on Pedway Interior JE Exits on Jasper Ave. Exterior

shawconferencecentre.com 21 Emergency Evacuation Routes MEETING ROOM LEVEL

Parking

Grierson Hill Road

To Muster Point

Muster Point for this level is Grierson Hill Parking Lot

Fire Map Overlay Legend

Emergency Exits General Exit Path PE Exits on Pedway Exterior PI Exits on Pedway Interior JE Exits on Jasper Ave. Exterior

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