Last Revised May 15, 2023
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 (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.
An Exhibitor Appointed
Contractor (EAC) is a third-party contractor hired by you, the
exhibitor, to provide assistance with your equipment, display, or
products during move-in and/or move-out and is not an employee of
your company (with the exception of manufacturers' reps) or from
Global Convention Services. If this is the arrangement you have for
your booth setup and teardown, you MUST
submit a completed EAC form by e-mail to
registration@defsecatlantic.ca NO LATER than September
1, 2023.
- 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
18, 2023. Their Exhibitor Kit is included as part of our Exhibitor
Manual. Also, you can access their online catalogue until
September 26, 2023, 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 exhibit
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
Cameron VanBuskirk to inquire.
- You will be sent an e-mail with instructions on sending us all of
your relevant company contact
information, description, etc. so that we can then create a company
profile for you on the appropriate technology platforms. The sooner that info
is submitted, 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 (902) 982-6985.
- Registration for exhibitors will be completely online and
encompass registering each of 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 Exhibitor 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 Exhibitor 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
- this includes the "Bagged Lunch" that has been
available to Exhibitors in past years.
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.
- 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 Gala Dinner.
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 Awards.
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. Individual tickets are priced at $225 + HST
each. Corporate tables of 10 can also be purchased, however
those must be booked directly through ACADA.
If you have any specific questions, you can also
contact the organizer, Catherine MacDonald, either by e-mail at
catherine@ac-ada.ca or via
mobile at (902) 483-5664.
- 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 1, 2023 and the items to be inserted
should be received at the DEFSEC Atlantic office no later than
September 22, 2023. 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 (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 (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 accommodation 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 integrated technology platforms.
It should be noted that once they have launched, ALL technology
platforms EXCEPT the Matchmaking module of the B2B Meetings Platform will have their content
available right up until the end of October. The technologies are:
- New for this year will be the development of a
Web App which will allow for
enhanced access to event information on a year-round basis.
We are starting its development and expect to launch it early in
the Summer months.
- In late Spring, we will launch our Online
Registration Web Platform which has two modules, both of
which will be available upon launch.
The
Registration module is
straightforward and setup to allow you to register to attend the
various aspects of DEFSEC Atlantic. If there are any sub-events
within DEFSEC Atlantic, you will be able to register for those as
well using this system, plus all
attendees will have the option of purchasing tickets for the ACADA
Gala Dinner.
The Itinerary module
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 access
through the system all the way through the dates of our event.
- The next technology, the B2B2GO Web Platform,
will launch in the first week of September and will have three
modules.
The Messaging module
will be active right from the launch date. This feature allows all
registered attendees who have activated their profiles in the
platform to view other active attendee profiles and message back
and forth with them. This is used as part of the process of
arranging and confirming meetings, but can also be used simply to
communicate with those attendees. It will continue to be available
after the dates of the B2B meetings (October 4 & 5, 2023) right
until the end of that month.
The
Matchmaking module combines matchmaking and meeting
scheduling all into one site.
The platform
is used to facilitate the in-person meetings at our event. We will
have four large rooms inside the Halifax Convention Centre
dedicated to B2B meetings known as the "ACADA B2B Zone".
Inside them are 30 dedicated 8' x 8' divided spaces which will
be setup for in-person meetings on Wednesday,
October 4 and Thursday,
October 5. Where the platform is planned to launch
on Monday, September 4,
attendees will have that time to find each other, make connections
and plan arranged meetings using the system on the event days.
Access to this module will end at the close of business on the last day of meetings
(October 5, 2023).
As we did last year, we will be recording all of the
presentations taking place in the ACADA Presentation Pavilion. The
Video Presentations module will
start to be available in the B2B2GO Web Platform once we post the recordings
on Friday, October 6
and they can be viewed on-demand when you are logged into the
platform right until the end of October.
- Correspondingly with the technologies we make available, then
plan your activities taking place while on-site 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 you missed or would like to view again via the on-demand
videos.
- Participating in one or more of the educational workshops to
become more informed on a number of topics pertinent to working
within the industry.
- Meeting with other attendees in-person 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 you.
- 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.