Guidelines for lessees

1. Planning guide

We invite you to read our online guide attentively, as it contains the information and tools you need to make your event a success.

The Lessees is responsible for sharing this information with its suppliers and event partners.

WE LOOK FORWARD TO WELCOMING YOU TO THE GRAND QUAY AND WE WISH YOU AN EVENT BEYOND YOUR EXPECTATIONS!

To ensure that your event runs smoothly, here is a list of documents to be sent to your coordinator prior to your event:

At least 30 working days before the event
  • Proof of insurance (Download)
  • Duly completed logistics form (Download)
  • List of suppliers (Download)
  • Invitation or any other form of promotion for the event
  • Indoor and outdoor layout plans (to scale if possible). Plan of all indoor and outdoor sites where the event will be held. The plan must include the layout of tents, big tops, inflatables, booths, tables, chairs, stages and any other structures and their amenities.
At least 15 working days before the event
  • Event scenario
  • Visuals for signage purposes
At least 5 working days before the event
  • Copy of liquor permit

Please respect the schedule so that we can properly coordinate our operations.

On-site signage

The Grand Quay offers the Lessee various platforms for displaying the event's visuals inside and outside the Leased Premises at no extra charge.

Signage outside the leased premises

  • The content of visuals outside the building must be informative and directional (directional arrow, door number or hall name).
  • Banners are permitted in front of main doors only.
  • No promotions or sponsor logos are permitted outside the Leased Premises.
  • The use of projectors is not permitted outside the Leased Premises.
  • The Lessee must send a draft of the visuals at least 5 working days before the date of the event for approval.
Image
Print platforms

The Lessee is responsible for printing the visuals. The prints must be delivered within the venue’s rental hours. The Lessee may refer to the logistics agent for installation of the visuals on site.

Printing must be on waterproof paper (e.g. plasticized or coroplast).

Support

Zone

Quantity

Format

Type

Old Port of Montreal pylon sign

De la Commune Street
(north of the train tracks – east side)

1 double-sided pylon

17'' x 11''

Frame with sliding rails

Old Port of Montreal A-frame sign

Promenade du Vieux-Port (south of the train tracks)

1 panel with 2 sliding rails

17'' x 11''

Frame with sliding rails

Mobile sign

Mobile

2 double-sided stands

24'' x 36''

Frame with sliding rails

Digital platforms

The Lessee must email files in the requested formats at least 5 working days before the event to ensure that they are shown during the rental period. The visuals will be static or played in a loop, depending on the format. The Lessee has no control over the equipment and is not authorized to configure MPA monitors.

Venue

Zone

Support

Format

File format

Terminal 1

De la Commune door

Monitor

Portrait - 1080 x 1920

PDF, PNG, MP4

Pavilion

Door #17

Monitor

Portrait - 1080 x 1920

PDF, PNG, MP4

Tower

Door #17

Monitor

Portrait - 1080 x 1920

PDF, PNG, MP4

Tower

Door #19

Monitor

Portrait - 1080 x 1920

PDF, PNG, MP4

Special installations

As a rule, no other signage visible from outside the Leased Premises is permitted on Grand Quay territory. Should the Lessee want a special installation outside the Leased Premises, prior authorization must be obtained. The Lessee shall send a draft of the visuals and a plan of the installation no later than 5 working days before the event for approval.

Installations outside Grand Quay territory

For any signage request outside Grand Quay territory, the Lessee is required to obtain authorization from the Old Port of Montreal Corporation or the City of Montreal. The Montreal Port Authority shall request a copy of the written authorization as confirmation.

Signage inside the Leased Premises

Digital platforms

The Lessee must email files in the requested formats at least 5 working days before the event to ensure that they are shown during the rental period. The visuals will be static or played in a loop, depending on the format. The Lessee has no control over the equipment and is not authorized to configure MPA monitors.

Venue

Zone

Support

Format

File format

Terminal 1

Port space

Projector - 12' x 7.5'

Landscape - 1920 x 1080

PDF, PNG, MP4

Terminal 1

Door 1 (City side)

Monitor

Landscape - 1920 x 1080

PDF, PNG, MP4

Terminal 1

Door 15 (River side)

Monitor

Landscape - 1920 x 1080

PDF, PNG, MP4

Tower

Lobby

Monitor

Landscape - 1920 x 1080 or
Portrait - 1080 x 1920

PDF, PNG, MP4

Tower

Elevator 1

Monitor - 21.5''

Landscape - 16:9

PDF, PNG, MP4

Tower

Elevator 2

Monitor - 21.5''

Landscape - 16:9

PDF, PNG, MP4

Tower

Observation deck

Projector - 12' x 7.5'

Landscape - 1920 x 1080

PDF, PNG, MP4

Tower

Observation deck

4 interactive terminals

Portrait - 1080 x 1920

MP4

Liquor license

Reunion permit to sell or serve

An application for a reunion permit must be filed with the Régie des alcools, courses et jeux du Québec (RACJ) to be able to sell or serve alcoholic beverages at a family, social, cultural, educational or sporting event with 200 people or more at the Grand Quay.

For better processing, permit applications can be submitted online at the following address:

https://www.racj.gouv.qc.ca/formulaires-et-publications/formulaires/alcool/reunions.html

The online permit application must be sent to the RACJ at least 15 days before the date of the event for which the permit is requested to ensure that it is processed.

Depending on the nature of your event, the RACJ may require various documents. You will find a checklist of documents to include with your permit application on the RACJ website.

A letter authorizing the Lessee and its caterer to apply for a permit will be sent by your Leased Premises Coordinator upon signing the rental contract, to be attached to your application. It is not necessary to include the rental contract with your application.

When there is an admission fee to the event (paid ticket) or indirect sales within the event, the required permit must be a permit to sell. Only Non-Profit Organizations are authorized to sell alcohol for profit at an event.

Alcoholic beverages that the holder of a reunion permit plans to sell or serve must be purchased from:

  • The Société des alcools du Québec at an outlet or privately imported through an agent)
  • A holder of a small-scale producer’s permit for beer
  • A holder of a small-scale production permit
  • A holder of a small-scale producer’s permit for cider
  • A holder of a permit for a grocery or convenience store

Trade show with exhibitors

Find all the essential guidelines for exhibitors here: event regulations, safety standards, booth setup, and best practices. Make sure to follow these instructions for a smooth and successful participation in the event.

Delivery

The Lessee shall coordinate the set-up and dismantling of exhibitors so as to facilitate access to the site via the Main Alley.

The Lessee shall provide the necessary personnel to welcome and direct exhibitors.

Exhibitors shall respect the assigned time slot for access to the site.

Exhibitors shall take the necessary precautions to protect floors, windows, columns, walls and carpets while moving their equipment.

Once unloading is complete, exhibitors must proceed to the Terminal 2 parking lot. No parking is permitted on the Main Alley.

No deliveries will be accepted before the rental period.

Maximum unloading time on the Main Alley is 20 minutes. Please note that there is no loading dock.

No trucks will have access to the Main Alley before the end of the event.

Fire department regulations

The minimum width of aisles around booths is 3 metres (10 ft.).

Candles are prohibited inside booths.

Fabrics, paper and other combustible merchandise intended for sale do not need to be fireproofed, but only one piece of useful length may be displayed.

Only electric cooking appliances and Sterno stoves are allowed.

  • When cooking, a fire extinguisher must be kept close at hand, inside the booth.
  • The maximum cooking surface can be no more than 0.19 m2 (288 in2).
  • Cooking equipment must rest on a non-combustible surface (no tablecloth).
  • Appliances must be installed at a minimum distance of 1.2 m (4 ft.) from visitors.

Liquor license for exhibitors at a trade show

At an event with exhibitors who wish to hold tastings with or without the sale of alcoholic products, each manufacturer or brewer shall hold a reunion permit to sell alcohol. It is permissible for the event organizer to complete each application on behalf of the exhibitor requiring a permit, with a power of attorney issued by the manufacturer or brewer. Alternatively, the manufacturer or brewer may complete the application themselves and send it to the organizer.

The event organizer shall send all applications to the RACJ in a single package. For multiple applications, it is recommended to fill out and save the applications in PDF format individually and email them to: This email address is being protected from spambots. You need JavaScript enabled to view it..

The event organizer is also required to obtain a reunion permit to sell alcohol if there is an entry fee to the event. If no such profile is made by the event organizer and there is no other alcohol service, it is not necessary for the organizer to obtain a permit to sell.

Booth cleanup

Exhibitors are responsible for booth cleanup.

The Lessee shall provide small garbage cans for each booth.

The Grand Quay housekeeping service will go through the aisles to empty exhibitors' trash cans.

Internet

The Grand Quay is connected to the Port of Montreal's public Wi-Fi network. The Wi-Fi network can accommodate a maximum of 800 simultaneous users, and shares a bandwidth limited to 10 Mb/s. This network is ideal for email or web page access only.

If exhibitors need to use payment terminals, the Lessee will need to add a 1 Gbs/s wireline ($) to provide a dedicated high-speed Wi-Fi connection.

Electricity

The Lessee must provide power distribution for each booth according to its needs. A certificate of compliance for electrical installations and equipment, signed by a master electrician, must be provided to the Port of Montreal's fire safety department.

Parking

250 parking spaces are available at Terminal 2 at a maximum rate of $35 per vehicle. Once the Terminal 2 parking lot is full, participants will be automatically redirected to the Montreal Science Centre parking lot.

Storage

Unless otherwise specified, there is no place for on-site storage of equipment, and no empty cartons or small shipping crates may be left in the booth area.

Special installations

For all building-related requests, please refer to the Services section.

For all non-standard installations, the Lessee shall inform its coordinator as soon as possible and provide the documents needed to obtain approval.

Important reminders

Paid parking for all workers

Parking is prohibited on the Main Alley, unless otherwise stated.

Access to parking lot restricted to trucks 10’ and under

Take the necessary precautions to protect the building

No equipment allowed in non-rented spaces

Items can only be hung on beams

Chairs must be attached in rows

No stickers or vinyl on walls or floors

Do not obstruct security cameras

Smoke machine prohibited without presence of fire inspector ($)

No tampering with light fixtures

Electrical appliances must be secured

No changes or modifications to leased premises without authorization

Do not cook in the Terminal 1 - city side kitchen

Big top installed 1.5 m away from building

Don’t lean anything against the walls

No signage allowed outside leased premises without authorization

Installating blinds on skylights in terminal 1 must be supervised by a security guard

Do not block unauthorized emergency exit doors

No noise disturbance

No outdoor consumption of alcohol without a permit

Smoking prohibited within 9 metres of the building and on wooden terraces

Up-to-date certification and safety harness required to use the skyjack

It is essential to treat our staff with respect and courtesy at all times