10th Earth Science for Society Exhibition March 15-17, 2020 Big Four Building, Stampede Park EXHIBITOR KIT Hosted by: Table of Contents Table of Contents .......................................................................................................................................................2 Welcome Message .....................................................................................................................................................3 Important Times .........................................................................................................................................................4 General Exhibitor Information ...................................................................................................................................5 Service Information ....................................................................................................................................................8 Key Contacts ............................................................................................................................................................ 11 Earth Science for Society Exhibitor Listing .............................................................................................................. 12 ESfS Floor Plan ......................................................................................................................................................... 15 Appendices .............................................................................................................................................................. 16 Appendix A Calgary Stampede Emergency Response Plan (ERP) Appendix B Parking Map Appendix C Shipping Label for Courier Appendix D School and Youth Group Attendance Summary ESfS c/o CSEG Foundation | 570, 400 -5th Ave SW | Calgary, AB T2P 0L6 | T. 403-262-0015 | F. 403-262-7383 E. [email protected] | esfscanada.com Hosted by: CSEG Foundation pg. 2 Welcome Message Thank you for participating in Earth Science for Society! The ESfS Exhibits Committee strives to ensure that you have a successful experience exhibiting. This manual will enable you to find the information and services that you need. Please contact us if you have questions or need something extra that is not included here. There is a lot of information, so we urge you to read from start to finish and familiarize yourself with this Exhibitor Kit. There are a few points that need to be noted. You will also receive an updated information package when you arrive on site. Earth Science for Society (ESfS) is a free, three-day event that showcases the importance and impact of Earth Science in our everyday lives. Visitors will enjoy a wide variety of stimulating, interactive activities offered by you – our enthusiastic exhibitors! Sunday afternoon and Monday evening are designated for youth groups and the public, with many families attending. We expect up to 1,000 visitors on the Sunday and 300 on Monday evening. 14 Sparks, Brownies, Girl Guide, Pathfinders, Cubs, and Scouts groups have signed up for guided visits on Sunday and on Monday evening, bringing 256 young people. Also on Sunday March 15th, the Geo-Theatre will showcase two geoscience presentations. Dale Leckie will be presenting “Rocks, Ridges, and Rivers: Geological Wonders of Banff, Yoho, and Jasper National Parks on Sunday at 1pm and 3pm. Roots 2 STEM will be presenting on “Search for Life in Space” and will have a demonstration with a Mars Rover on Sunday at 2pm. On Monday and Tuesday, 1,464 grade school students in 20 school groups have signed up to attend ESfS. Student and youth groups will be accompanied by a volunteer guide and teachers/parents and will spend about two hours at the exhibits with scheduled visits to all of the Pavilions. Students will be given a Scavenger Hunt booklet and answer questions to ensure that they engage in learning and interacting at the booths. The Geo- Theatre is used to brief groups before their guides escort them to the exhibit floor. Last updated: February 18, 2020 * This information is current as of Feb 18. Please check our website to download the most up-to-date version of this Exhibitor Kit: esfscanada.com/exhibit/ ESfS c/o CSEG Foundation | 570, 400 -5th Ave SW | Calgary, AB T2P 0L6 | T. 403-262-0015 | F. 403-262-7383 E. [email protected] | esfscanada.com Hosted by: CSEG Foundation pg. 3 Important Times The exhibit floor will open at 11:30 am on Sunday, March 15th, 2020. EXHIBITOR MOVE IN Saturday, March 14, 2020: 12 noon – 5:00 pm Sunday, March 15, 2020: 9:00 am – 10:30 am* *All exhibitors must be set up and ready to go for 10:45 am EXHIBITOR BRIEFING – GEO-THEATRE Sunday, March 15, 2020: 10:45 am PIZZA NIGHT Monday, March 16, 2020: 5:00 pm to 5:30 pm* *For exhibitors and organizing committee members – $10 per person. EXHIBITION HOURS* Sunday, March 15, 2020: 11:30 am – 5:00 pm Monday, March 16, 2020: 8:45 am – 2:30 pm and 6:00 pm – 9:00 pm Tuesday, March 17, 2020: 8:45 am – 2:30 pm *Booths must be staffed during these times. In past years, buses and youth groups have sometimes arrived early so we recommend that you are at your booth and ready to go by 8:30 am on Monday and Tuesday and by 6:00 pm on Monday evening. EXHIBITOR MOVE OUT* Tuesday, March 17, 2020: 2:31 pm – 5:00 pm *For safety reasons, move out must not begin before 2:31 pm and must be completed by 5:00 pm on Tuesday. ESfS c/o CSEG Foundation | 570, 400 -5th Ave SW | Calgary, AB T2P 0L6 | T. 403-262-0015 | F. 403-262-7383 E. [email protected] | esfscanada.com Hosted by: CSEG Foundation pg. 4 General Exhibitor Information Each Exhibit Space INCLUDES the following unless otherwise arranged with ESfS Exhibits: • One 8-foot draped table and two chairs (additional tables and chairs will be invoiced) • One electrical plug-in of 120 volts/1500 watts (only if requested on your Exhibitor Requirements form) • 24-hour general security in exhibition hall Exhibit Space does NOT include the following: • Shipping and transportation of booth materials • Pre and/or post exhibition storage for booth materials • Drayage and materials handling • Tarps • Extension cords • Poster boards (unless requested) • Easels (unless requested) • WiFi (unless requested) • Parking (unless requested) Your on-site services were ordered based on your Exhibitor Requirements Form. Any additional items required that were not indicated on the form will be the exhibitor’s responsibility to bring to the exhibition. EXHIBIT DISPLAY SPECIFICATIONS AND RESTRICTIONS 10 x 10 ft. (3m x 3m) booth – displays must not exceed 8 feet in height on the back wall. This particular exhibition aims for an open line of sight between exhibitors. No exhibit or display fixture may extend beyond 5 feet from the booth back wall if that exhibit or fixture is more than 3 feet in height. Exceptions to these height restrictions may be allowed in specific areas of the exhibition hall, provided the Exhibitor makes a request in writing to the Exhibit Committee. Please note that nothing may be attached to the walls of the exhibit hall or to the pipe-and-drape back walls. Display items, including backdrops and fixtures must be made of non-flammable material or shall be made from certified flame-resistant material (proof of certification required). This does not apply to handouts and posters. There will be no carpeting for the Pavilions at ESfS 2020. Please ensure your boothies are wearing adequate footwear for comfort when standing on the concrete floor. Display vehicles – motorized vehicles are permitted in the Big Four building for display purposes, provided they meet height (<8ft height) and weight requirements (<10 000lbs). Some exceptions may be made, please contact your ESfS coordinator for more info. Inside the exhibit space, the vehicle must contain no more than 20L or ¼ tank of fuel, whichever is less and the fuel tank must be locked or sealed. There must be no propane on or in the unit. ESfS c/o CSEG Foundation | 570, 400 -5th Ave SW | Calgary, AB T2P 0L6 | T. 403-262-0015 | F. 403-262-7383 E. [email protected] | esfscanada.com Hosted by: CSEG Foundation pg. 5 Rigging – exhibitors are permitted to hang or rig items from the ceiling beams of the Big Four building. Please submit engineered rigging plans and a safety plan to the ESfS Venue & Logistics coordinator a minimum of 1 month in advance to the event date. Labour and rigging costs are the responsibility of the exhibitor. Booth handouts – balloons, gum, and stickers are NOT permitted. Temporary tattoos are a good substitute. ARRIVAL AND PARKING When you arrive at Stampede Park you can drive into the Big Four Exhibit Hall A via the vehicle access loading ramp on the SOUTH ramp of the Big Four Building (see floor plan on page 15). Once you are done unloading, you will need to find parking (paid). Please park in the designated exhibitor parking area on the south end of the Big Four Building in Lot 6 (see Parking Map in Appendix B). If you ordered parking passes on the Exhibitor Requirements form, they will be available for pickup from ESfS organizers upon arrival. Please note that if you don’t have a parking pass, Calgary Stampede charges $15 upon entry to the Park with no in and out privileges. For drop off and pick up, visits less than 30 minutes may be eligible for a refund. If you are arriving on foot or via public transport, there is a C-Train Station (Victoria Park Stampede Station) that is conveniently close to the Big Four Building (also on Parking Map). Exhibit Hall A will