General Information
Various blocks are available, contact COS for pricing and refer to floor plan for locations.
Application for Booths
Requests for booths must be made in writing. Indicate on the Application for Exhibit Space which booth space(s) you require. A deposit of $1,500 per booth will reserve your preferred location and must accompany a signed copy of a properly executed form.
The balance of the rental fee is due 1 April 2003. Receipt/confirmation will be forwarded to the exhibitor.
Application form
Exhibit Schedule
Exhibit Move-in: Thursday 26 June 1000 - 2000
Exhibit Viewing:
Friday, 27 June 0900 - 1700 and Welcome Reception 1700 – 1830
Saturday, 28 June 0900 – 1700
Sunday, 29 June 0900 - 1300
Exhibit Move-out: Sunday, 29 June 1300 -1800
Coffee breaks, and lunch will be served in the Exhibit Hall each viewing day. Lunch for exhibitor staff will be served half-hour prior to end of morning sessions.
Show Management
Booth move-in and dismantling services will be provided by Freeman Decorating Ltd. and its subcontractors at the expense of the exhibitor. An illustrated catalogue including various services offered and rental order forms will be forwarded prior to the meeting.
Inquiries should be addressed to:
Madelyne Gooding
Freeman Decorating Ltd.
445-1800 Argyle Street
Halifax, NS B3J 3N8
Tel: (902) 425-1400
Fax: (613) 452-4129
E-mail: [email protected]
Shipping
The official transport company for 2003 is Freeman Transportation who are bonded carriers specializing in exhibit materials. Please contact them at (877) 478-1113.
You may deliver your small materials directly to the loading dock. Access to loading dock must be coordinated through Freeman Decorating Ltd. to ensure access. Should you require assistance unloading and delivery to your materials, Freeman Decorating staff will be available. This must be arranged in advance and cost will be at the expense of the exhibitor. It is highly recommended that all goods be shipped through Freeman Decorating.
Air Canada - Air Cargo:
When you ship with Air Canada you will receive 25% off regular air cargo rates (airport to airport). Provide your convention number CV 116525 when booking to receive this discount.
Shipments will be received by Freeman Decorating Ltd. 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 Decorating Exhibitor Kit.
All shipments and deliveries should be addressed and labeled as follows:
Your Company Name
Your Booth Number
Canadian Ophthalmological Society
World Trade & Convention Centre
1800 Argyle Street
Halifax, NS B3J 2V9
CANADA
Exhibit and display materials cannot be accepted at the Convention Centre for storage or receiving prior to the move-in day (Thursday 26 June).
The Convention Centre will not be liable for any additional costs for shipments that are refused.
Customs
For shipments originating outside Canada, the Canadian Ophthalmological Society has appointed Mendelssohn to serve as "Official Customs Broker". For further information regarding customs clearance and shipping, please contact them directly.
Mr. Stirling Harvey (Ext 26) or
Mike Patterson (Ext 24)
Mendelssohn
Tel: (514) 987-2700
Fax: (514) 849-3446
E-mail: [email protected]
Or
[email protected]
Website: www.mend.com
Move-In
Move-in will start at 1000 hrs on Thursday 26 June, and must be completed by 2000 hrs on that day. Exhibitors are responsible for making their own shipping arrangements of freight to and from the Convention Centre. Contact Freeman Transportation or Mendelssohn for shipping assistance.
Loading Dock
Loading dock is located on Duke Street. Maximum height clearance is 18’10”.
Dimensions:
23’10” long x 8’9” wide x 8’3” high
Capacity: 12,000 lbs.
The loading dock cannot be used to store crates, boxes or exhibit displays.
All deliveries requiring the Loading Dock must be coordinated through Freeman Decorating Ltd.
Storage/Materials Handling
Prior to the start of the Exhibit, Freeman Decorating Ltd. will remove empty crates and cases and return them at the close of the show, as there are absolutely no on-site storage capabilities. Storage costs will be billed to the exhibitor. To ensure prompt return all containers should be tagged with company name and booth number--see service desk for storage labels and information.
Following the show all materials will be shipped according to exhibitors instructions. All WHMIS controlled products shall be properly labeled and contain their Material Safety Data sheets. Any freight left behind will be shipped at the exhibitor’s expense.
Charges for these services are the responsibility of the exhibitor and must be made in advance.
Load Limits
Load limits on the exhibit floor are 175 lbs. per square inch. Repairs for any damage caused by overloading, or the installation, use, exhibiting or moving of any object exceeding the above-mentioned capacities, will be charged to the exhibitor.
Booth Set Up
The standard “in-line” booth is provided with an 8’ high (2.438m) back panel and side panels 3’ high (.9144m) These are draped with blue 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 15’4” with a valance around the perimeter giving a height of 8’9”. Ceiling height in the Mariner rooms is 7’11”.
The Exhibit Hall floor is carpeted (blue theme with gold accents).
Predominant signage and badges may identify only the company named on the Application for Exhibit Space.
Islands/Peninsulas:
Island exhibits must be designed so that they are accessible from all four aisles. Peninsulas cannot completely block the sight lines to the adjacent exhibit.
A sketch of configuration must be provided to COS for approval no later than 30 April 2003.
PLEASE NOTE:
Exhibit displays and signs must be arranged so as not to obstruct the view of other exhibitors.
Included in the booth rental fee are:
1) the set up described above;
2) a 1500 watt electrical outlet if requested in advance
3) a sign bearing the name of the exhibiting firm if requested in advance (deadline 10 May)
4) a waste basket
5) security services during non-viewing hours
6) one set of mailing labels of registered delegates, if requested
Audio Visual Equipment Rental
The World Trade & Convention Centre’s in-house audiovisual supplier is AVW-TELAV.
Darren Melanson
Tel: (902) 421-8686 Ext 152
Fax: (902) 421-1055
Email: [email protected]
Website: www.avwtelav.com
Ophthalmic Surgical Wet Labs
Exhibitors planning to conduct wet labs on the exhibit floor must submit written notification to the Society no later than 30 April.
Please indicate on your contract that you are intending to offer a wet lab. Careful disposal of waste material in designated garbage containers is appreciated.
Move-out
Move-out will take place on Sunday 29 June between 1300 and 1800.
EXHIBITORS MAY NOT DISMANTLE, PACK OR REMOVE ANY PART OF THEIR DISPLAY PRIOR TO 1300 ON SUNDAY.
We recommend that exhibitors remove any small, valuable items from their booths before tear down, and that they remain to supervise tear down work. Once an exhibitor’s materials have been transferred to the loading area, the carrier will be admitted to the dock to begin loading, provided space is available for the type of vehicle being used.
Post show clean up will be assessed following the move-out; extraordinary cleaning required beyond the removal of garbage placed in garbage cans and vacuuming of your booth will be charged to the exhibitor.
Exhibit move-out must be completed by 1800. Any materials or displays left in the Exhibit Hall after move-out will be shipped back to the Exhibitor at their expense. At the close of the show each firm outside Canada should contact Mendelssohn (or your own customs broker) to make certain proper instructions have been given regarding the return of exhibit materials to the U.S.
Booth Staffing
Each assigned booth is required to have at least one and no more than four representatives present during exhibit viewing hours. Should you require additional badges these will be supplied at a cost of $150 each. Alternatively, staff badges may be turned in at the Registration desk and reissued to a different employee keeping a maximum of 4 reps per booth with badges at any given time.
All company representatives participating in the Exhibit must be registered (no charge for advance registration). A registration form will be sent to you in May. To avoid long waits at registration you are strongly encouraged to submit a list of representatives prior to the deadline of 26 May 2003. Only company employees or representatives who will staff the exhibit may be registered as exhibitor representatives. Exhibitor representatives not preregistered must produce a business card showing their affiliation with the exhibiting company or be accompanied by a preregistered representative.
Access to the exhibit hall will be on presentation of official badges only. Security will be present.
The registration desk will be located in the Cornwallis Foyer.
Any individual who would normally pay a fee to attend the exhibit may not register as an exhibitor.
Badges must be worn for all Society functions and for access to the Exhibit Hall. Nothing may be affixed or adhered to official badges.
Should you require meeting space for staff meetings, please contact Kimberley Ross at the COS office before 10 February.
Registration
Exhibitor registration forms will be forwarded one month prior to the meeting. Please return as soon as possible to avoid delays during registration.
Exhibitor registration will begin at 1400, Thursday 26 June in the Cornwallis foyer.
Exhibitor Meals
Lunch will be served in the exhibit hall for exhibit staff and registered delegates on Friday, Saturday and Sunday. Beverages will be served in the refreshment areas during breaks in sessions. Exhibit staff lunches will be delivered _ prior to ending of morning sessions. Lunch will be in the format of a box lunch and is the same meal offered to physicians.
Hotel Accommodation
Exhibitors are encouraged to use one of the conference hotels.
Delta Halifax
1990 Barrington Street
Reservations: (800) 268-1133
Website: www.deltahotels.com
Rates: Delta rooms $164.00
Premier rooms, $184.00
Deluxe rooms $194.00
Delta Barrington
1875 Barrington Street
Reservations: (800) 268-1133
Rates: Delta Rooms $164.00
Deluxe Rooms $194.00
Club Rooms $204.00
The Prince George Hotel
1725 Market Street
Reservations: (800) 565-1567
Website: www.princegeorgehotel.com
Rates: $164.00
Discounted rates are available for 3 days before and 3 days following meeting dates (June 26-29)
Cut-off date for to receive discounted conference rates: Sunday 25 May 2003
Quoted rates do not include the 1.5% Destination Halifax Marketing Levy and the 15% HST
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Important Cancellation Policy for hotels
If room is cancelled within 72 hours of arrival, one night’s room and tax will be charged to the delegate.
Travel
The COS has appointed Convention Connections the official Travel Agency for the 2003 COS Annual Meeting & Exhibition.
Jennifer Jennings
Convention Connections
Tel: (800) 465-5355
Email: [email protected]
By reserving through Convention Connections, names of your travelers will be entered into a draw for a prize valued at $100.
Reservations may also be made online click here beginning in January 2003.
Air Canada has been appointed the official Airline of the COS Annual Meeting and Exhibition. You may contact Air Canada Conventions at 1(800) 361-7585 (or Convention Connections) to book your travel to Halifax.
Please ensure your Event Number CV 116525 appears on your ticket, regardless of the fare purchased, to help support the annual meeting.
Regulations
Exhibitors may not offer programs which will conflict with the COS scientific meetings or social events.
Nothing shall be posted on, nailed or otherwise attached to columns, walls, floors, electrical fixtures, or other parts of the building or furniture. It is forbidden to paint floors or install anything whatsoever on them without adequate protection approved by the World Trade & Convention Centre.
The use of thumbtacks, double sided tape (rubber backing type), scotch tape, nails, screws, bolts, hand spikes or any tool or material which could damage the floor or walls is prohibited by the World Trade & Convention Centre. Only masking tape or a material that can be easily, without damage to walls or surfaces, can be used for affixing signs, banners, etc.
Distribution of gummed promotional stickers or labels is prohibited.
The Society reserves the right to restrict exhibits which, because of noise or any other reason, become objectionable, and also to close, without indemnity, the exhibit of any firm refusing after notice to confirm to the rules that apply to all other exhibitors.
All electrical equipment and wiring must meet the standard set by the Halifax Fire Department and the World Trade & Convention Centre. The Canadian Ophthalmological Society shall reserve the right to reject any displays not meeting these requirements.
No portion of any display shall obstruct any exit aisle or fire exit doorway. Fire hose cabinets must be left accessible and in full view at all times. All display material must be flameproof and is subject to inspection by the Halifax Fire Department. No flammable fluids or substances may be used or shown in the booths. Flammable or combustible and/or compressed gases may not be used or displayed, unless otherwise approved by the Halifax Fire Department.
The use of the following materials indoors is prohibited: straw and hay; acetate fabrics; corrugated paper; paper backed foil, unless glued securely to suitable backing; combustible materials used for covering tables or for skirting tables; styrofoam constructed booths.
Exhibitors are subject to the terms and obligations of the contract binding the World Trade & Convention Centre and the Canadian Ophthalmological Society (for inform-ation contact the Society)
Cancellation
Notification of cancellation of assigned exhibit space must be submitted in writing to the Society prior to 1 April 2003 otherwise the rental fee is due in full. Deposits are non-refundable.
Advertising and Promotion
Pre-convention:
Advertising spaces are available in the Annual Program, issue #2 of the Canadian Journal of Ophthalmology. The publication date is March 2003, circulation 1,300. Deadline to reserve space is 1 February 2003. Deadline for copy is 10 February 2003. Confirmed exhibitors as of 31 January will be listed in the Program. Exhibitors are asked to submit a brief (100 words or less) outline of their product being exhibited to encourage delegates to visit their booth.
ALL Exhibiting companies will be listed on the COS website (http://www.eyesite.ca).
Advertising rate card
Advertising contact:
Valerie Gerechter
Target Media Sales
42 Roseheath Avenue
Toronto, ON M4C 3P2
Tel: (416) 491-5155 Fax: (416) 694-2821
Email: [email protected]
Sponsorship
Confirmed exhibitors will be offered a number of promotional and sponsorship opportunities. Please indicate on the Application for Exhibit Space whether you are interested in receiving this information.
Industry Meeting Rooms
Meeting rooms are available for Industry Sponsored Courses according to the following schedule:
Thursday 26 June all day or evening
Sunday 29 June 1430 - 1800
Please contact the COS office at (800) 267-5763 before 10 February 2003 to reserve meeting rooms. A rental fee will be charged.
Continuing Professional Development:
Application for accreditation should be made to the COS office 6 weeks prior to the start date of the course. Contact the COS office for application forms.
Exclusive Show Services
Freeman Decorating Ltd. is the exclusive supplier of the following services:
– booth cleaning
– drayage
– exhibit furniture rental
– electricity
The WTCC is the exclusive supplier of the following services:
– security
– plumbing
– janitorial services for public areas
– food and beverage
– installation and hanging of materials from ceilings
Freeman Decorating Ltd. will be pleased to coordinate with the convention centre for your booth set-up and dismantle needs.
DATES TO REMEMBER IN 2003
| 31 January |
|
Abstract on product to be submitted for Program
Last day for allocation of booth to be included in the Annual Meeting Program |
| 1 February |
|
Deadline for reserving space in the Annual Meeting Program (issue #2 of the Canadian Journal of Ophthalmology) |
| 10 February |
|
Advertising copy due
Deadline to book meeting space for staff meetings or courses
|
| 1 April |
|
Last day to cancel reserved booth space
Final payment on booth rental due |
| 30 April |
|
Deadline to submit information on Wet Labs
Deadline to submit plans for island/peninsula display to COS for approval |
| 10 May |
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Deadline to order booth sign
|
| 24 May |
|
Deadline to pre-register booth staff |
| 26 June |
|
Exhibit Move-in |
| 29 June |
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Exhibit Move-out |
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| Telephone Numbers |
Air Canada
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(800) 361-7585 quote: CV116525
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| AVW-TELAV Audio Visual |
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(902) 421-8686 Ext 152 or [email protected]
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| Canadian Ophthalmological Society |
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(800) 267-5763 or (613) 729-6779
or [email protected] |
| Convention Connections |
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(800) 465-5355 or conventionconnections.com
|
| Destination Halifax |
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(902) 422-9334 or www.destinationhalifax.com |
| Freeman Decorating Ltd. |
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(902) 425-1400 or [email protected] |
| Freeman Transportation |
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(877) 478-1113 |
| Mendelssohn |
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(514) 987-2700 or [email protected] |
| Target Media |
|
(416) 691-5155 or [email protected]
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| World Trade & Convention Centre |
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www.wtcchalifax.com
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