Exhibitor General Information - csaci.cacsaci.ca/pdf/FINAL Exhibitor General Information 2015.pdf · Convention Centre (PavCo), including floor, ceiling, walls, carpeting, etc. Exhibitors

CANADIAN SOCIETY OF ALLERGY AND CLINICAL IMMUNOLOGY (CSACI) SOCIÉTÉ CANADIAN D’ALLERGIE ET D’IMMUNOLOGIE CLINIQUE (SCAIC)

Annual Scientific Meeting /Réunion scientifique annuelle October 21-24, 2015 – du 21 au 24 octobre 2015

VANCOUVER CONVENTION CENTRE, VANCOUVER, BC

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Exhibitor General Information

Facility The exhibition will be located in the EAST BALLROOM “C” at the Vancouver Convention Centre East Building. Exhibit – THE ITEMS BELOW MUST BE REQUESTED ON THE EXHIBITOR APPLICATION FORM Exhibits are either 8’x10’ or 10’x10’, including the following: (CSACI to determine which booth size you will receive):

• One skirted standard table (6ft) • Two chairs • Electrical: 1500W, 120V 15amps of power • Pipe and drape (8’x10’ - 3’ sidewalls)

Internet

Wi-Fi is free but anything extra (i.e. video wire, additional electrical needs, etc.) will need to be acquired. Please contact the CSACI for more info.

Registration For each exhibit space reserved, you will receive one complimentary registration for the full conference. Registration for corporate/exhibitor representatives can be done by visiting our website, www.csaci.ca. All additional company representatives must register at the corporate/exhibitor registration rate. This applies to representatives attending the exhibit space, as well as those participating in the scientific sessions. All individuals must complete the online registration form by September 25, 2015 (Early bird rate). Registrants may attend the symposiums, breaks, and meals as wel l as al l the soci al events listed in the CSACI program. Badges are non-transferrable and must be worn at all times.

EXHIBIT HOURS Exhibitor Set up Wednesday, October 21 11:00-1500 Exhibiting Hours***: Thursday, October 22 0730-1600 Friday, October 23 0730-1600 Saturday, October 24 0730-1600 Dismantling: Saturday, October 24 1600-1800

***IT IS AT THE DISCRETION OF THE EXHIBITOR WHEN TO SHOW UP AT THEIR

EXHIBIT. PLEASE REFER TO THE PROGRAM FOR THE DAILY SCHEDULE.

http://www.csaci.ca/




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SET UP / DISMANTLING Setup of exhibits commences on Wednesday, October 21 from 11:00-1500. Each exhibitor will be responsible for ensuring that all materials are removed from the exhibit area and clean-up is completed by 1800 on Saturday, October 24.

Upon arrival, please check-in at the CSACI registration desk.

EXHIBITOR RULES AND GUIDELINES 1. Application: Application for space shall be made in writing on the exhibitor application

form. 2. Assignment: Exhibit space is assigned on a first-come, first-served basis with priority to

higher level sponsors. We reserve the right to change location assignments at any time, as necessary. An information kit and floor plan will be provided on-site at your exhibit location. Booths assignment will be determined by October 9, 2015.

3. Cancellation: We must be notified in writing in the event of cancellation. A partial refund

of fees will only be made in the event that we are able to re-sell the space. An administration fee of $500 plus tax will apply to all exhibit space cancellations.

4. Care of Exhibits: Exhibitors are responsible for any damage to the Vancouver

Convention Centre (PavCo), including floor, ceiling, walls, carpeting, etc. Exhibitors are advised that the Vancouver Convention Centre (PavCo) does not permit any article to be fastened on walls or electrical fixtures. The use of thumbtacks, scotch or masking tape, nails, screws, bolts or any tool or material, which could mark the floor or walls, is prohibited. Any property damaged by an exhibitor must be restored or replaced to its original condition by the exhibitor or at the exhibitor's expense.

5. Security: CSACI and the Vancouver Convention Centre (PavCo) cannot guarantee against

loss or damage of any kind. Exhibitors are responsible for the exhibit materials. Please ensure that all small display and personal items are secure before leaving the display. Therefore, PLEASE DO NOT LEAVE LAPTOPS OR ANY ITEMS OF VALUE UNATTENDED AT ANY TIME AT YOUR BOOTHS.

6. Responsibility: The exhibitor hereby assumes the entire responsibility and hereby agrees to

protect, defend, indemnify and save the conference organizers, CSACI, the Vancouver Convention Centre (PavCo), its owners, its operators and each of their respective parent companies, 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 products, materials, installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof.




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7. Fire Safety: Vancouver Convention Centre (PavCo) is fully equipped with fire safety

system. Because of this sensitive fire alarm system the use of any type of fireworks and smoke machines are prohibited. Therefore, no candles are allowed. Displays and/or exhibits will not be set up on any covering that are not fireproof. All displays and/or exhibits must be maintained in a safe manner so as not to create any danger to any other exhibitor or participants at the display and/or exhibit, and must be in accordance with the Ontario Fire Code and Vancouver Convention Centre (PavCo) Emergency Procedures. No meeting room set up or exhibit layout is to obstruct any fire exits or designated aisle space. All set ups and layouts must allow a clearance of an six foot semicircular radius in front of each access and exit door.

8. Emergency: The CSACI and Vancouver Convention Centre (PavCo) shall not be held

liable if the exhibition is cancelled, postponed or relocated on account of fire, strikes, government regulations, casualties, Acts of God, or other causes beyond the control of the CSACI and the Vancouver Convention Centre (PavCo).

9. Insurance: It is the responsibility of all exhibitors to ensure that their insurance coverage is

in good standing. The exhibitor shall obtain and keep in force during the term of the installation and use of the exhibit premises, policies of Commercial 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 bodily injury, property damage, personal injury, advertising injury, contingent employer’s liability and contractual liability. This policy shall be in effect during all hours of the conference, move-in and move-out.

If you use a contractor and/or a sub-contractor, you will ensure that your contractors and/or sub-contractors comply with the insurance provisions contained herein.

To obtain a certificate, you must contact your insurance provider. Simply provide your insurance company with the sample certificate posted online and request that they provide a certificate based on the sample. Please note that the CSACI and the Vancouver Convention Centre (PavCo) must be named as additional insured for the duration of the event. There is no charge to produce the certificate and your insurance company should be able to provide you with a copy of the certificate within a week of your request.




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VANCOUVER CONVENTION CENTRE (PAVCO) EXHIBITOR RULES AND GUIDELINES

EXHIBIT MATERIAL HANDLING - IMPORTANT NOTICE:

SHIPPING AND HANDLING OF MATERIAL POLICIES All shipping, receiving and storage of exhibit material or equipment such as electronic devices (computers, fax), registration material, exhibit literature or display material is the responsibility of the shipping company selected. Levy Show Service Inc. 12340 Horseshoe Way Richmond, BC Canada V7A 4Z1 Fax: 604-277-1736 Tel: 604-277-1726 Email: [email protected] After the conference, you are responsible to make all necessary arrangements for the removal of any equipment or material to be shipped back before by 1800 on Saturday, October 24 as there is no storage at the Vancouver Convention Centre. Any material not removed by this time will be removed by the Vancouver Convention Centre (PavCo) at your expense. All equipment or material should be shipped during the normal operating hours of the Vancouver Convention Centre (PavCo) receiving department. Levy Show Service Inc. can assist you with this service.

Vancouver Convention Centre Operating hours – receiving Monday to Friday 0700 – 1600

LABELING OF BOXES/SHIPMENTS

PLEASE DO NOT SHIP ANY BOXES TO THE VANCOUVER CONVENTION CENTRE (PAVCO) PRIOR TO THE MEETING.

PLEASE USE THE LEVY SHOW SERVICES SHOW SITE FORM FOR ALL SHIPPING – SEE ATTACHED Any material or package inappropriately identified will be returned to sender.

NOTE: THE VANCOUVER CONVENTION CENTRE (PAVCO) WILL NOT PAY CUSTOMS, DUTY OR ANY “CODs” FOR ANY EXHIBITOR MATERIALS.




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STORAGE The Vancouver Convention Centre (PavCo) has NO STORAGE FACILITIES; they cannot accept material – ONLY DAY of the conference. Arrangements will have to be made with Levy Show Services. It is strictly forbidden to store any merchandise on the shipping/receiving dock and in the back of the house corridors. We recommend in the event that you have a large amount of material or if such material is valuable, and must be pre-shipped that a moving company be engaged. Arrangements for storage and movement of your packages can be made with them. Please advise your Conference Planner of your plans and decisions in this regard. SHIPPING YOUR MATERIAL & ADVANCED WAREHOUSING For all shipping and advanced warehousing needs, we recommend that you deal with:

Levy Show Service Inc. 12340 Horseshoe Way Richmond, BC Canada V7A 4Z1 Fax: 604-277-1736 Tel: 604-277-1726 Email: [email protected]

(FOR SHIPMENTS COMING FROM OUTSIDE CANADA ONLY) For all customs needs, we recommend that you deal with:

Mendelssohn Event Logistics Name of contact: Stefanie Lane Email: [email protected] Telephone: 604-687-5535

Please complete the attached form for your Customs needs.

BRINGING YOUR OWN MATERIAL YOURSELF

The Vancouver Convention Centre (PavCo) does not provide any employees to assist with drayage, setup or storage of exhibit materials.

Documents

Exhibitor General Information - csaci.cacsaci.ca/pdf/FINAL Exhibitor General Information 2015.pdf · Convention Centre (PavCo), including floor, ceiling, walls, carpeting, etc. Exhibitors