Last Revised June 30, 2022
Once you have confirmed your booth space and signed your exhibitor contract, please review the following checklist:
- 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) 982-6985. Companies who have not
paid their booth invoice in full will not
be permitted to setup on the floor until payment is received.
- Arrange for transportation, handling, installation, and enhancement
of your booth (contact info for all suppliers can be
found here):
- If all of your material can be directly
carried in by an individual going into your booth to setup in a
single trip, you do not need to
deal with Global Convention Services for material
handling. Again, only If you can do so in a single trip, material
may be brought in through the front door of the Halifax Convention
Centre located on Argyle Street, then proceeding directly to the
Exhibition Hall on the Convention Level. Or if you are parked
underground at the Nova Centre Parkade, then please take the
elevator, and exit on the Convention Level, proceeding directly to
the Exhibition Hall.
If you are
not able to carry your materials in
a single trip, you MUST use
Global Convention Services to do your material
handling via the loading dock located on Market Street.
This service is not included with your booth, so be sure to contact
Global Convention Services and fill out their requisite pages for
Material Handling in the Exhibitor Manual that you will receive from
us. If you require any additional handling such as advanced
shipments to their warehouse and pre/post-show
storage, you should also contact them and make those
arrangements directly. Costs for these services will be provided and
billed directly to you by them.
- 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. As well, our official CBSA Event Recognition
Letter is included in the Exhibitor Manual that we will be sending
to you. A copy of this letter should be included with ALL
international shipments being sent for the conference.
- Our Official Trade Show & Exhibit
Services Supplier is Global Convention Services.
As noted above, 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, 2022. Their Exhibitor Kit is included as part of our Exhibitor
Manual. As well, you can access their online catalogue until
September 29, 2022, using the login information provided on the
first page of their Exhibitor Kit. Be sure
to contact Mike Klemm if you have any questions.
- 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.
- 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 in the
Exhibitor Manual that we will be sending to you. Contact
Keith Budgell to inquire.
- You will be sent a document 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 appropriate technology platforms. 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. Again, 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 a 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.
- Registration for exhibitors will be completely online and
encompass registering each your attendees individually. Any booth and/or service
requirements will be coordinated directly with the appropriate service
provider. The process to follow is:
- Register your personnel. The
same as what was done last year,
for a number of important reasons, 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. All attendees will either "pay" by using
a coupon code provided to each exhibiting company for their
"included" passes OR they will be
required to pay by credit card AS they register. There is
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.
- Plan your lunch. It is
important to note that this year that
no attendee passes of any kind automatically include
any meals and there
will be no on-site lunches this year. There
are well over 20 restaurants just within a 3-block radius of
the Halifax Convention Centre and even more just outside of
that distance. We also expect to again have Partner Restaurants
where if you show your DEFSEC Atlantic name badge, they will
offer a discount.
Click here
to view the list of participating restaurants.
The
only option we will offer for food service is for Exhibitors
who will be given the option to
have a "box lunch style" meal delivered directly to their booth.
This option will be available to exhibitor employees when they
register in the Online Registration System. This is primarily
intended to give a viable option for those booths who have minimum
manning and some of their employees are not able to or choose not
to leave their booth during the allotted lunch period each day.
- RSVP for official receptions. Both of our official receptions will be
taking place in-person this year and all exhibitor passes
include being able to attend those receptions. When completing your
registration, each
reception will have its own screen in your registration
process and will also be available for you to add to your
itinerary. We ask that
when coming to these screens in the registration process that
you indicate (to the best of your knowledge) whether or not you
are planning to attend that particular reception.
- ACADA Dinner & Awards Presentation.
A popular event that takes place the Wednesday evening each
year alongside DEFSEC Atlantic that creates a platform for
Atlantic Aerospace and Defence member businesses to be
showcased. Attendees typically include key national and
international industry members, military and government
representatives and delegates. The evening typically features a
reception, high-quality meal, speakers & entertainment and
presentation of the ACADA Industry Excellence Recognition
Awards (AIERA).
Individuals will have the option to purchase a
single ticket for this event under their name directly through our
registration process this year. However, it is very
important to note that a number of exhibiting companies
opted to include tickets to the Dinner when
booking their booth. If you already have booked tickets for the
Dinner using this route, there is no need for your employees to
also individually purchase tickets as part of their registration
process with us. The only exception would be if your company has a
certain number of tickets purchased and that person would be over
and above the number of tickets already paid for with the booth
invoice.
More details
on the Dinner will be posted shortly. If you have any specific questions, you can also
contact the organizer, Catherine MacDonald, either by e-mail at
catherine@ac-ada.ca or by
phone at +1 (902) 425-0070.
- 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
by September 2, 2022 and the items to be inserted
should be received at the DEFSEC Atlantic office no later than
September 23, 2022. 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.
- If your company requires a dedicated private meeting room, they are
available for rent for One or Both Days during the Show. They are
located on the Convention Level
(same level as Exhibition),
Argyle Level (one level
above Exhibition) and Summit Level
(four levels above Exhibition) of the Halifax Convention Centre.
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.
- Make arrangements for transportation to the venue:
Depending on where you are coming from, this could be as simple as
driving and parking
OR as complex as
flying and
getting
transportation to downtown Halifax upon arrival.
- If you are travelling from outside of Canada,
make sure that you are aware of the requirements for entering into
Canada. Click here
for more details.
- If you are travelling from within Canada, but
outside Nova Scotia, there are no longer any restrictions.
- 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.
- The next steps all involve our technology platforms.
It should be noted that once they have launched, ALL technology
platforms EXCEPT the B2B Meetings Platform will have their content
available right up until the end of October. The technologies are:
- One feature that is available right away as part of the
Online Registration System &
Presentations Web Platform will be the Itinerary/My
Schedule module. This feature allows you to choose
from a variety of "sessions" listed in the master schedule which
you can then add to create your own personalized schedule which
you can continue to update and eventually access in multiple ways
including on-site at the event. You can continually update your
content in this module all the way through the dates of our event.
As with ALL of the modules built into the web platform, you
will have access to them as soon as you register online and at the
same time create a login/password combination in order to log back
into the platform. This platform is optimized and highly
recommended to be used and viewed on computers (PC or MAC), but
can also be viewed on mobile devices such as phones and tablets,
however the viewing experience is not ideal on portable devices.
- The next portion of our technologies that will launch shortly
after will be
the Digital Exhibit Hall.
This is built into the Online
Registration System & Presentations Web Platform. It
will essentially be a planning tool that lists ALL of the
participating exhibiting and sponsoring companies, as well as
their corresponding locations within the two exhibition
halls. You can use this tool to review information on each
company, access any downloads they have available and "put them in
your briefcase" so you can create a list that you can then either
print off or e-mail to yourself for easy reference while at the
live event.
- The last section built into the
Online Registration System & Presentations Web Platform is
the Video Presentations module. All
presentations this year are planned to be in-person in the ACADA
Presentation Pavilion. However, to give presentation access to all
of our attendees (including virtual), we will also be recording
all of them and then making them available shortly after as
on-demand videos via this module. There may also be
on-demand ONLY videos, which we would make available using this
module.
To use this module, you will have the
ability to add them into your personalized schedule. In
fact, in order to view any presentation, you MUST
first add it into your
personalized itinerary. Once we have made a particular video
available to be viewed on-demand, you will see a link appear to
the right on that video title that will then open and play that
video for you.
- The next technology platform to launch will be the B2B
Meetings Platform. if you plan to participate in
our facilitated B2B/B2G Program, whether online or on-site, it is
critical to make sure that you register for this online platform.
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
business day of completing their initial registration.
The
platform combines matchmaking, scheduling,
and browser-integrated video conferencing (for
virtual meetings) all into one site. As well, the platform
will facilitate the in-person meetings at our event. Besides
being able to video conference online through the site, we will
also have three large rooms inside the Halifax Convention Centre
dedicated to B2B/B2G meetings known as the "ACADA B2B Zone".
Inside them are 20 dedicated 10' x 10' divided spaces which will
be setup for both in-person and hybrid meetings on Wednesday,
October 5 and Thursday,
October 6. This platform is planned to be
launched approximately 4 weeks before the event week, so
attendees will have a chance to find each other, make connections
and plan arranged meetings using the system on the event days.
- The last technology platform to launch will be our Mobile Event App.
The details on this will be posted as soon as the app development
is finalized.
- Correspondingly with the technologies we make available, you should then
have your employees
plan their activities for when they are at our
event. These can include:
- Visiting both of the exhibition halls and viewing the
exhibiting company booths.
- Participating in networking opportunities and social events.
- Attending the presentations and panels in-person, and watching
what they missed or would like to view again via the on-demand
videos.
- Meeting with other attendees, both in-person and virtually to
conduct and develop your business.
- Take note of several peripheral/related activities taking place during the week of
DEFSEC Atlantic and participate in those that interest them.
- And enjoy the warm hospitality of the people of
Halifax
and Nova
Scotia in general!
- 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
registration@defsecatlantic.ca.
