Exhibitor Checklist

Last Revised August 18, 2021

Once you have confirmed your booth space and signed your exhibitor contract, please review the following checklist:

  1. Process the invoice you have received for your booth space. If you have any questions about your invoice, please contact John Benson by e-mail at john@defsecatlantic.ca or by phone at +1 (902) 237-9805. Companies who have not paid their booth invoice in full will not be permitted to setup on the floor until payment is received.
     
  2. Book your accommodations as early as possible to ensure availability. To find out more details about our partner hotels and to book your room, click here.
     
  3. Arrange for transportation, handling, installation, and enhancement of your booth (contact info for all suppliers can be found here):
     
    1. We DO NOT have an Official Transportation Coordinator this year. However, all material if not being directly carried in by an individual going into their booth to setup, should have their handling coordinated through Global Convention Services. If you are not sure if you require their services, it is best to directly contact them and verify that.
       
    2. If you are shipping items from out of country and require customs brokerage, our Official Customs Broker is PF Collins International Trade Solutions. Contact Jeremy Dennison if you have any questions and/or require assistance.
       
    3. Our Official Trade Show & Exhibit Services Supplier is Global Convention Services. They can handle your booth materials on arrival and departure from the Halifax Convention Centre. They also provide warehousing, electrical services, vehicle marshalling, wired internet services, booth decorating services, plants, furnishings, cleaning, turnkey setups and much more. As well, you should contact them for a quote and order for any rigging services that you require. They generally offer advance discounted pricing, but in order to take advantage of it, you must place your order and send payment in full by September 22, 2021. Their Exhibitor Kit is included as Annex A in the Exhibitor Manual that was sent to your DEFSEC coordinator. Be sure to contact Andrew Brewster if you have any questions.
       
    4. Our Official Custom Exhibits & Displays Supplier is Beaumont Exhibits. They specialize in creating and installing custom portable/turnkey displays & accessories. Contact James Court with any questions.
       
    5. Encore Global are our technology experts and Official Audio/Visual Services Provider. Please contact them regarding audio/visual requirements, lighting services, presentation staging services, digital services, and electronics equipment rentals. Their order form is included as Annex B in the Exhibitor Manual that was sent to your DEFSEC coordinator. Contact Keith Budgell to inquire.
       
  4. You will be receiving a fillable MS Word document in the first week of August that will ask you for all of the relevant company contact information, description, etc. so that we can then create a company profile for you on the Digital Exhibit Hall feature in our Web Platform and on the Exhibitors List feature on our Digital Show Guide & Event App. We require that fillable MS Word document to be e-mailed back to registration@defsecatlantic.ca as soon as possible. The sooner you send us that info, the sooner it can be entered into your company profile and visible to everyone who is registered for DEFSEC Atlantic this year. We will NOT have a printed edition of the Show Guide this year, so this listing via our online platforms will replace what you would normally have written in the printed edition. Logos are automatically included with your listing and we will reach out directly to you if we do not already have a current logo on file for your company.

    Any questions regarding your listing should be directed to John Benson, who can be reached via e-mail at john@defsecatlantic.ca or by phone at +1 (902) 982-6985.
     
  5. Registration for exhibitors will be completely online and encompass registering your attendees. Any booth and/or service requirements will be coordinated directly with the appropriate service provider. The process to follow is:
     
    1. Register your personnel.  A dramatic change for this year which has been made for a number of important reasons is that ALL attendees MUST now be registered individually. A link will be sent out to all exhibitors, as well as posted on our web site once live. This means that there will be no spreadsheets of names sent to be entered by the Registration Desk and that all attendees will either "pay" by using a coupon code provided to each exhibiting company OR they will be required to pay AS they register. There will be no post-event billing this year for attendees.

      To clarify how this will work, an example is that Company "A" has a 10'x10' booth which has an allotment of 2 Full Exhibiting Delegate On-Site Passes but would like to bring 3 people. Just before Online Registration opens to everyone, the Registration Desk will send an e-mail to Company "A" with a coupon code unique to that company that can only be used 2 times (i.e., the same number of times as they have allotted Full Exhibiting Delegate On-Site Passes). Two of the individuals will be given that unique coupon code by their company DEFSEC coordinator and one of them will have to pay right away using a credit card when they go to register. This will be the process for everyone who requires payment, there will be no exceptions.
       
    2. It is important to note that this year that Exhibitor Passes DO NOT automatically include either meals or reception tickets. The details regarding how meals and receptions work this year can be found in the "Attending with an Exhibiting Company" section of this Exhibitor Manual. An important note to reiterate is that if any of your employees plan to attend one of the sponsored lunches taking place on each day of the Exhibition (Wed and Thu), that the majority of meal tickets for those sponsored lunches will be sold via the Online Registration System first come, first served.

      As far as attending Receptions go, we are waiting on the Province of Nova Scotia for further clarification on the rules expected to be in effect at the time of our event and will communicate that to all registered exhibiting companies, all registered attendees at that time, our mailing list of potential attendees, and on our social media platforms. At this time, we do anticipate that the rules will possibly be similar to how the sponsored lunches will work, but do not know for sure.
       
  6. If you would like to have an insert placed into the bags being given to all of the attendees, please inquire with us as you can purchase this opportunity for a nominal fee of $400 + HST. Orders for inserts should be placed no later than August 31, 2021. For any questions or to place an order, please contact John Benson, who can be reached via e-mail at john@defsecatlantic.ca or by phone at +1 (902) 982-6985.
     
  7. If your company requires a dedicated private meeting room, they are available for one day (Wed, Oct 6 or Thu, Oct 7) OR both days on the Summit Level of the Halifax Convention Centre which is conveniently located one floor above the level where the Exhibition is taking place. Detailed information about the private meeting rooms can be found by clicking here. Please direct any questions and/or orders to John Benson, who can be reached via e-mail at john@defsecatlantic.ca or by phone at +1 (902) 982-6985.
     
  8. Once the B2B Platform is launched (expected to be 3 weeks before our event begins), any of your employees who will be participating in any B2B/B2G meetings should ensure that they register in the online platform that we will be using. Just as the system is launched, all registered attendees will be sent an invite e-mail to register and setup their own personal account on the B2B Meetings Platform. Any attendees that register after the launch date should receive their invite e-mail within a day or two of completing their initial registration.  Click here for more info.
     
  9. We also are introducing two new pieces of technology to our event this year. The first is the expansion/addition of the Online Registration System to become the Registration & Presentations Web Platform. We will also have a Digital Show Guide & Event App which will require attendees to sign in using the same username and password that they create for our Web Platform. This app will be a portable and convenient source of all the information you could ever want to know about DEFSEC Atlantic, plus several helpful tools. The details of both of these new technologies are outlined in their respective sections in this Exhibitor Manual.
     
  10. If you have special requests for your booth or require special arrangements or simply need a question answered, please do not hesitate to contact us.  We'll do our very best to assist you!

If you have any questions, please e-mail john@defsecatlantic.ca.