COS Toronto 2009


At a glance
Saturday courses
Guest speakers
Evaluation & CPD

Financial disclosure




Welcome reception
Fun run





Exhibitor prospectus

We invite you to be a part of one of the largest gatherings of ophthalmological professionals in Canada. More than 600 ophthalmologists and 300 allied health professionals will be attending this 4-day meeting, presenting the latest in ophthalmic research and practice. Exhibiting at this COS signature event provides a unique opportunity for you to maximize corporate visibility, showcase your products and services, and build a personal connection with our members.

Your benefits include

  • Corporate listing on the COS annual meeting website
  • Company profile in meeting program
  • One-on-one interaction with delegates during the Welcome reception in the exhibition hall
  • Copies of delegate lists
  • Relax and mingle with colleagues in the Exhibitor Lounge
  • Opportunity to reserve an Exhibitor Forum
Exhibitor prospectus: PDF version



2009 Meeting Dates
Saturday June 20 - Tuesday June 23

Meeting Location
Westin Harbour Castle
One Harbour Square, Toronto, ON M5J 1A6
Tel: 416.869.1600
Fax: 416.869.0573
Exhibition Hall: Metropolitan Ballroom

Move-in: Saturday June 20, 0700-2000
Move-out: Tuesday 23 June, 1330-1800

Exhibition hall hours
Sunday 21 June: 0900 - 1830; Welcome Reception 1700 - 1830
Monday 22 June: 0900 - 700
Tuesday 23 June: 0900 - 1330
Delegate coffee breaks and lunch will be served in the Exhibition Hall each viewing day. Lunch for exhibitor staff will be served in the Exhibitor Lounge 1100 - 1230.

Booth Size
Standard booth: 10' x 10' or multiples thereof

Booth Fees
$3,500 plus 5% GST = $3,675.00
A non-refundable deposit of $1,500 per booth is required to reserve your preferred location.

Space Assignment
Exhibits are assigned according to booth size, exhibitor requirements and efficient use of exhibition hall space. While efforts are made to accommodate exhibitor preferences, COS reserves the right to determine the final allocation of booth space.

Sponsorship Opportunities
Increase your corporate visibility by becoming a sponsor of the 2009 COS Annual Meeting.
Platinum: $25,000; Gold: $20,000; Silver: $15,000; Bronze: $10,000.
Contact COS for details.

Exhibitor Forums - NEW THIS YEAR!
COS is offering exhibiting companies the opportunity to host 90 minute seminars on Saturday June 21. The Exhibitor Forums give your company the opportunity to offer an education seminar, or showcase your products or services in an intimate setting (max. 75 participants). The Exhibitor Forum is available on a first-come, first-serve basis. Different fees apply depending on sponsor level. See application form for details. Fees include room, basic audio-visual set up and coffee/tea.


All crates for exhibits must be loaded into the building no later than Saturday, June 20 at 1400h. All crates must be emptied and ready to be placed into storage by Saturday, June 20 at 1800h, however Exhibitors are welcome to work on their exhibits throughout the day and into the evening until 2000h Saturday. A Freeman Freight Representative will be available throughout the day to assist with removing any empty containers that are ready prior to the 1800h Saturday deadline. There is no storage on the floor or in the hotel. All storage will be removed to an offsite location by Freeman. An exhibitor manual will be prepared and sent closer to the event dates displaying pricing for any related charges.

Booth Set Up
The standard 'in-line' booth is provided with an 8' high (2.438m) back panel and side panels 3' high (.9144m). Panels are draped with flame-resistant fabric. Island exhibits will have markings on the floor indicating the four corners. Draping will not be provided, unless requested, for islands. The ceiling height is 16'9". Island exhibits must be designed so that they are accessible from all aisles. Peninsulas cannot block the sight lines to the adjacent exhibit. Exhibit displays and signs must be arranged so as not to obstruct the view of other exhibitors. Signs and exhibitor badges may identify only the exhibiting company. A sketch of exhibit configuration must be provided to COS for approval no later than April 15 2009.

Included in the booth rental fee are:

  • standard set up
  • waste basket
  • security services during non-viewing hours
  • beverages during breaks, lunch for staff Sunday through Tuesday
  • a 1500 watt electrical outlet, if requested

Show Management
Freeman Decorating Ltd is the official show management company of the 2009 COS Annual Meeting and Exhibition, handling shipping, customs, transport, move-in and move out services. Contact Freeman directly to make arrangements.

Exhibitor Services - Freeman Decorating Ltd
61 Browns Line, Toronto, ON M8W 3S2, Tel: 416.252.3361., Fax: 416.252.2365

Freeman Transportation and Customs provides ability to download bills of lading and will also provide tracking information for either country. They are bonded carriers specializing in exhibit materials. Please contact: Sunny Salas, Director of Transportation and Customs, Tel: 416.252.3361, Fax: 416.252.2365,

You may deliver your small materials directly to the loading dock on move-in day. Access to loading dock must be co-coordinated through Freeman Decorating Ltd. to ensure timely access. Should you require assistance unloading, Freeman staff will be available. This must be arranged in advance and costs will be at the expense of the exhibitor. It is recommended that all goods be shipped through Freeman Transportation and Customs.

Shipments will be received by Freeman and can be stored up to 30 days in advance of the move-in day. Advance material handling charges will apply. Please refer to this section in the Freeman Exhibitor Service Manual. COLLECT SHIPMENTS CANNOT BE ACCEPTED.

All shipments and deliveries should be addressed and labeled as follows:

Warehouse Shipping Address
Your Company Name
Your Booth Number
Canadian Ophthalmological Society
c/o Freeman
61 Browns Line, Toronto, ON M8W 3S2
Show Site Shipping Address
Your Company Name
Your Booth Number
Canadian Ophthalmological Society
c/o Freeman
Westin Harbour Castle, Metro Ballroom
1 Harbour Square, Toronto, ON M5J 1A6

Exhibit and display materials cannot be accepted at the Westin Harbour Castle for storage or receiving prior to the move-in day, Friday June 19. The conference centre will not be liable for any additional costs for shipments that are refused.

Please contact: Sunny Salas, Director of Transportation and Customs, Tel: 416.252.3361, Fax: 416.252.2365,

Hand Carrying or Private Vehicle
Notify Freeman in advance if you are bringing commercial goods with you on the plane or driving your own vehicle into Canada. Freeman will supply you with the appropriate customs documents and advise the border offices of your crossing.

All exhibit material must be shipped PREPAID and scheduled to arrive about 3 to 20 days in advance of the move-in day Friday June 19. Prior to shipping your goods, please fax all appropriate customs documents to the Freeman office: 416-252-2365. Prepare a complete listing of items shipped and carry it with you.

Surface carriers
We strongly discourage the use of small package couriers due to their limited tracking/proof of delivery capabilities and potential lengthy customs delays and difficulties. Contact Freeman if you require assistance with shipping from the US.

Work Passes/Deliveries
Unregistered exhibitor personnel and exhibitor-appointed contractors who wish access to the exhibition floor will be required to show proof of affiliation with the exhibiting company or exhibitor-appointed contractor to gain access. The delivery of small crates, boxes or other items is not permitted during exhibition hours; items must be received prior to or following exhibit viewing hours.

Exhibitors may not dismantle, pack or remove any part of their display prior to 1330 hrs on Tuesday June 23 under any circumstances.


Extra services may be arranged for your exhibit. Please contact suppliers directly. Order forms can be found on the COS website:

Audio Visual Equipment Rental
Mediaco - The Presentation Company Edmonton
Chris Griffin, Equipment Coordinator 14737 123 Ave, Edmonton AB, T5L 2Y6
M: 780.405.1560 Tel: 780.401.1000 x115 / 888.440.4477 x2 Fax: 780.401.1001

Telephone/Internet Access
Kessinger Hunter & Co. Inc.; Tel: 416.361.7466 x4312; Fax: 416.869.1023
All telephone lines, high-speed Internet lines or other related equipment must be coordinated by the exhibitor directly no later than three weeks prior to the meeting. Order forms attached.

Janitorial Services
Common areas are maintained by the Westin Harbour Castle. Booth cleaning services are provided by Freeman Decorating Ltd. at a cost to the exhibitor if required.

Security Arrangements
Security personnel will be provided during all non-viewing hours. Additional security personnel can be arranged. Contact COS office for details.


Each assigned booth is required to have at least one and no more than four representatives present during exhibition viewing hours. Each staff person requires a badge. Additional badges are available for $150 each. Alternatively, staff badges may be turned in at the Registration desk and reissued to a different employee keeping a maximum of four reps per 10'x10' booth with badges at any given time.

All company representatives participating in the exhibition must be registered. Please submit a list of representatives no later than June 5 2009. Only company employees or representatives who will staff the exhibit may be registered as exhibitor representatives. Exhibitor representatives not pre-registered must produce a business card showing their affiliation with the exhibiting company or be accompanied by a pre-registered representative. Any individual who would normally pay a fee to attend the exhibit may not register as an exhibitor (i.e. physicians, researchers, or allied health professionals). Exhibitor registration will begin on Saturday June 20 2009.

Access to the exhibition hall will be on presentation of official badges only. Nothing may be affixed or adhered to official badges. Exhibitors may not enter the exhibition hall after viewing hours. Admission may be allowed ½ hour prior to exhibit opening. COS badges are required for admittance and you will be asked to sign in and out with security.

Going Green
COS is making a conscious effort to reduce its environmental footprint. COS is considering and implementing, wherever possible, environmentally preferable features and practices at its meetings. COS asks exhibitors to also consider the environmental impact of their exhibits and give-aways.

Hotel Accommodation
A block of rooms has been reserved at the Westin Harbour Castle at a special COS rate of $235, until May 24, 2009. Subject to availability. Reservations: 1800WESTIN1 or

Social Events
Exhibitors are invited to attend any COS social event. Some events require registration or ticket purchase. See Annual Meeting program for details. As the COS Annual Meeting is an accredited CPD activity, exhibitors may not purchase tickets for delegates. Please order tickets by June 5, 2009.


Exhibitors may not offer programs which will conflict with the COS scientific meetings or social events. Exhibitors are encouraged to reserve a COS Exhibitor Forum. See application form for details. Should you require rooms for staff meetings, please contact Inika Anderson at the COS office before January 31 2009.

Use of COS name and logo
The COS name or logo and the COS annual meeting insignia may not be used unless permission is given in advance by COS. Requests must be received in writing by April 15 2009.

Promotional displays must abide by all appropriate industry standards and regulations including the Code of Advertising Acceptance of the Pharmaceutical Advertising Advisory Board (PAAB), and Health Canada's Medical Devices Regulations. COS prohibits the use of billboard advertisement and/or display of signs in the exhibition hall or outside the conference center. Room-drop distribution must be approved by COS in advance. Requests must be received in writing by April 15 2009.

Exhibitors may only conduct business solicitation and distribute samples, promotional items and advertising materials within the confines of their booths. Any such activity is forbidden in aisles, food areas, the main lobby, or at other exhibits. Snacks or beverages may be distributed during coffee breaks only and require prior written authorization from the Westin Harbour Castle management and COS.

Use of exhibit space
The safety and comfort of delegates and exhibitors is of utmost importance. Exhibits must be confined to the assigned exhibit space and may not interfere with other exhibits. If equipment produces noises or odours that inconvenience exhibitors or delegates this equipment must be turned off. Sound levels must not exceed 70 decibels at 4 feet from the source of the noise. Exhibits must comply with all fire and safety regulations and are subject to inspection by the Toronto Fire Department. Exhibitors are subject to the terms and obligations of the contract binding the Westin Harbour Castle and the COS (for details contact COS). COS reserves the right to restrict exhibits which, in COS' judgment are deemed unsafe, disruptive to others, or do not conform to the educational or scientific purpose of the COS 2009 Annual Meeting.

Sub rental
Sub renting exhibit space is strictly prohibited.

Notification of cancellation of assigned exhibit space must be submitted in writing to COS prior to April 1 2009 otherwise the rental fee is due in full. Deposits are non-refundable.

Compliance with laws
The exhibitor agrees to observe all union contracts and labour relations in force, agreements between COS, official exhibition contractors and the Westin Harbour Castle, and act according to all applicable labour laws and observe the provisions of the provincial Human Rights Code and the Labour Standards Act in the hiring and treatment of exhibit booth staff.

Insurance and liability The exhibitor hereby assumes entire responsibility and hereby agrees to protect, defend, indemnify and save the Hotel, its owners, its operator, Starwood Hotels & Resorts Worldwide, Inc., and each of their respective parents, subsidiaries, affiliates, employees, officers, directors and agents harmless against all claims, losses or damages to persons or property, governmental charges or fines and attorney's fees arising out of or caused by its installation, removal, maintenance, occupancy or sue of the exhibition premises or a part thereof, excluding any such liability caused by the sole gross negligence of the Hotel and its employees and agents.

The exhibitor shall obtain and keep in force during the term of the installation and use of the exhibit premises, policies of Comprehensive General Liability Insurance and Contractual Liability Insurance, insuring and specifically referring to the Contractual liability set forth in this exhibit agreement, in an amount not less than $2,000,000 Combined Single Limit for personal injury and property damage.

The Hotel, its owners, its operator and Starwood Hotels & resort Worldwide, Inc. shall be included in such policies as additional named insureds. In addition, the exhibitor acknowledges that neither the Hotel, its owners, its operator, nor Starwood Hotels & Resorts Worldwide, Inc. maintain insurance covering exhibitor's property and that it is the sole responsibility of thee the exhibitor to obtain business interruption and property damage insurance insuring any losses by the exhibitor.

The Canadian Ophthalmological Society and its agents, will not assume any liability for damage or loss of any nature. COS and its agents will not assume any liability for personal injury in connection with the showing or viewing of exhibits.


Canadian Ophthalmological Society800.267.5763 or 613.729.6779
Freeman Decorating Ltd.416. 252.3361
Kessinger Hunter & Co. Inc.416.361.7466 ext 4312
Mediaco Inc., Donna Pearson888.440.4477
Westin Harbour Castle1800WESTIN1 Reservations


January 31
Deadline to reserve Exhibitor Forums and to book room space for staff meetings

April 1
Last day to cancel reserved booth space
Final payment on booth rental due

April 15
Deadline to submit plans for island/peninsula display to COS for approval

May 10
Deadline to order booth sign

May 24
Cut-off date for hotel rooms at preferred rates

June 5
Deadline to pre-register booth staff
Deadline to order social event tickets

June 1
Order phone or Internet connections
Arrange shipping to hotel Freeman

June 19-20
Exhibit move-in, registration begins

June 21
Welcome Reception

June 23
Exhibit move-out

Freeman Decorating Ltd is the official show management company of the 2009 COS Annual Meeting and Exhibition, handling shipping, customs, transport, move-in and move out services. Contact Freeman directly to make arrangements.

For further information contact:
Joyce Davis
Canadian Ophthalmological Society
610-1525 Carling Avenue
Ottawa, ON K1Z 8R9 CANADA
Tel: 613.729.6779/800.267.5763
Fax: 613.729.7209

Westin Harbour Castle
Westin Harbour Castle