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2006
Fall Scientific Conference |
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Exhibitor Registration: Guidelines and Regulations
Updated October 4, 2006
Early Reservation Extended to: Monday,
September 18, 2006
Late Reservation: After September 18, 2006
Reservation Deadline Extended to: Monday, October 2, 2006
 INVITATION
TO EXHIBIT |
CANADIAN FEDERATION OF BIOLOGICAL SOCIETIES' 50TH SCIENTIFIC
CONFERENCE
4th Northern Lights Fall Conference
October 10 - 13th, 2006
Ottawa Congress Centre
Ottawa, ON
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| Dates |
| CFBS Scientific Exhibits: Wednesday
& Thursday, October 11 & 12, 2006
|
| Place |
Congress Hall
Ottawa Congress Centre
55 Colonel By Drive
Ottawa, ON
K1N 9J2
Canada
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| Exhibition
Hours |
| Scientific Exhibits: |
The exhibits will be open, Wednesday,
October
11, 12:00 PM - 4:30 PM, and
Thursday, October 12, 9:00 AM - 4:30 PM. |
|
| Receptions
& Breaks |
| Thursday, October 12, 2006
12:30 - 2:30 PM
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| Booth
Size |
Scientific Exhibits:
|
10' x 10' draped booth with 8' high
back wall and 3' high side rails with drapes. |
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| Exhibition
Fees |
| Scientific Exhibits: |
Canadian Company / Canadian Funds |
US Company / US Funds |
First booth
Early Reservation, Before September 18, 06 |
$1,450 + 87 (GST) = $1537.00 |
1,320.00 |
First Booth
Late Reservation, After September 18, 06 |
$1,550 + 93 (GST) = 1643.00 |
1,410.00 |
| Additional booth(s) |
$1,000 + 60 (GST) = 1060.00 |
910.00 |
| Publishing & Non Profit Companies, Early Reservation |
$725 + 43.50 (GST) = 768.00
|
680.00 |
| Publishing Companies, Late Reservation |
$825 + 49.50 (GST) = 874.50 |
760.00 |
| Technical Tutorial |
$250 + 15 (GST) = 265.00
|
235.00 |
| Meeting Folder Inserts |
2$250 + 15 (GST) = 265.00 |
235.00 |
|
| Equipment
Supplied |
| Scientific Exhibits:
1) Booth 10' x 10' draped booth with 8' high back wall and 3' high
side rails with drapes.
2) One 8’ x30” skirted and vinyl covered tables
3) Two white folding chairs
4) One waste paper basket
5) One 1500W duplex power outlet |
| Reservation
of Exhibit Space |
- Full payment must be forwarded with the application form.
- Allocation of space will be done by CFBS who will do its best
to comply with exhibit space requests based on the order in
which they are received.
- Each and all of the regulations shall become part of the lease
contract between the CFBS, the Ottawa Congress Centre and the
Exhibitor.
- Early Reservation: September 18, 2006
Late Reservation: After September 18, 2006
Reservation deadline: October 2,
2006
- Refund Policy: An administrative fee of $100 will be
withheld for any cancellation. Requests for refunds must be made
in writing together with the original registration receipt.
|
| Setting
up and Dismantling of Displays |
| Scientific Exhibits:
Display booths should be erected on Wednesday, October 11, 2006
between 9:00 am - 12:00 noon.
Marque Rentals & Special Events Inc. will maintain a Service
Desk on site during Move-in and Move-out. Following the Meeting,
all materials must be packed and removed from the display area by
5:00 pm, Thursday, October 12, 2006. Exhibitors are responsible
for packing-up and removing their material. Labour and transportation
will be available through Marque Rentals & Special Events Inc.,
Mark McLaughlin, Accounts Manager, at 613-741 5336 or mmclaughlin@marqueerentals.ca
for more information.
Exhibit material may be shipped prepaid up to thirty days before
the conference. This can be arranged through Marque Rentals &
Special Events Inc., Mark McLaughlin, Accounts Manager, at 613-741
5336 or mmclaughlin@marqueerentals.ca
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| Shipment
originating in Canada |
| All shipments must be clearly identified
as "CFBS Exhibit Materials" and indicate the booth
number and number of pieces in the shipment.
Label Sample:
CFBS 4th Northern Lights Fall Conference
Exhibiting Company Name
Ottawa Congress Centre
Hall Name, Booth #, Booth personnel
55 Colonel By Drive
Ottawa ONT. K1N 9J2
X of Y Pieces
Advance shipment originating from Canada can be arranged through
Marque Rentals & Special Events Inc. Mark McLaughlin,
Accounts Manager, at 613-741 5336 or mmclaughlin@marqueerentals.ca
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| Shipments
Originating Outside Canada |
| For materials arriving from outside Canada, arrangements for
Customs clearance and inquieries regarding advance shipments may
be made through our designated customs broker: TBA . Arranging for
Customs clearance and any charges for Customs clearance are the
responsibility of the individual Exhibitors. Shipments originating
outside Canada must follow the same procedure as above (Sample Label),
but in addition, will require clearance by Canada Customs.
Requests for Customs clearance should be made by the Exhibitor a
minimum of two weeks in advance of the Annual Meeting of
the CFBS. Advance shipments can be handled by the Customs
broker two weeks in advance.
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| Handling
of Material |
| For the convenience of exhibitors, Marque Rentals &
Special Events Inc. will provide, at prevailing rates, labour
for unloading, handling and moving of crates from the loading dock
to the exhibit space. To arrange for such service please contact Mark
McLaughlin, Accounts Manager, at 613-741 5336 or mmclaughlin@marqueerentals.ca
. If the exhibitor wishes, they can move their own freight in the
Ottawa Congress Centre, please note that the Ottawa Congress Centre
does not handle exhibitor's freight. |
| Protection
of Building and Display Fixtures |
| Exhibitors will be held responsible for any and all damage done
or caused to the building and/or display fixtures by them or their
employees. No nails, tacks, screws or other fasteners are to be
used on structural walls or into the floor or the booths.
The Fire Department has strict regulations governing trade shows.
All electrical wiring must conform to all Canadian Standards Association
requirements and the Canadian Electrical Code. In addition, all
draperies, decorations and materials must be flame proofed in accordance
with local fire codes. The use of decorations incapable of being
flame proofed is not permitted. All materials supplied by official
contractors will conform to the above regulations.
Representatives of the Fire Department may inspect show floor and
randomly test materials in the Exhibit Hall prior to and following
the opening of the Exhibit. It is important that exhibitors immediately
correct violations to the Fire Safety Code. Should such violations
not be corrected, Show Management reserves the right to take whatever
action is necessary to alleviate the condition at the expense of,
and as agent for the exhibitor.
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| Insurance |
| Exhibitors must have their own insurance. The CFBS and the Ottawa
Congress Centre, assume no responsibility for bodily loss of, or damage
to equipment, personnel or decorations, due to fire, water, theft
or other accident caused while they are on the premises of the Ottawa
Congress Centre. |
| Liability |
| Neither the Canadian Federation of Biological Societies nor the
Ottawa Congress Centre can be held responsible for any loss and/or
damage or injury to exhibits, merchandise or personnel or other properties
which are on Ottawa Congress Centre property. The Exhibitor shall
accept full responsibility for any and all damage caused by themselves,
their equipment or their representatives. |
| Protection
of Exhibitor's Property |
| The Local Organizing Committee, which has been appointed by and
has the authority to act on behalf of the CFBS, and/or their personnel,
the Ottawa Congress Centre and its representative will not be responsible
for the safety of exhibits and/or merchandise or personnel against
robbery, damage by fire, accident and any other causes. In all cases,
Exhibitors should provide their own insurance. The exhibit space is
secured after closing each day. Security of exhibits during display
hours is the Exhibitor's responsibility. Exhibitors must take care
not to leave laptops or personal electronic equipment unattended.
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| Parking |
| There are two indoor public parking garages operated
by Citipark, these provide 1500 spaces beneath the Ottawa Congress
Centre. |
| Loading
Docks |
| The loading docks are located on Nicholas Street. See
Loading Dock Map. |
| Dollies |
| Limited number of dollies are available, at no charge, upon availability,
for transferring materials from the delivery area to the Exhibitor's
booth. However, exhibitors who want to have a guaranteed access to
carts and/or dollies may rent them through Marque Rentals
& Special Events Inc. |
| Electrical |
| All booths are furnished with one 1500 watts duplex
power outlet. Extra electrical outlets can be arranged through G.P.
Bowie Electric. Contact name: Court, can be reached at Tel. 613-739-0700,
Fax: 613-739-8050, Email: info@bowie.on.ca. Please convey your requirements
before October 4, 06, please note after October 4, prices increase.
More information
and extra requirements form (PDF). Online form is available at
www.bowie.ca Click on "Show
Sign Up", Show Access Code: cfbs06 |
| Telephone
& Internet Connections |
Exhibitors should put in their orders at least
2 weeks in advance. Please contact:
Bell Canada Tradeshow desk
Tel.: 1-800-414-8424
|
REMENTS:
| Additional
Requirements |
| Requests for rental of additional material, moving & transportation
of material, signs, furntiure, storage, etc. should be directed
to Marque Rentals & Special Events Inc. Mark
McLaughlin, Accounts Manager, at 613-741 5336 or mmclaughlin@marqueerentals.ca
. For telephone and internet
connections please contact Bell Canada: 1-800-414-8424, order forms
will be available on the web soon. Booth cleaning can be ordered
through the OttawaCongress Centre. All needed order forms will be
available soon on the web, this will include AV and computer rental.
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| Booth
Cleaning |
| The Ottawa Congress Centre provides the exhibit area clean and
vacant and will clean the aisles and common areas as required. However,
booth cleaning is the responsibility of the exhibitor. They may order
booth cleaning from the Centre on their own. |
| Meeting
Folder Inserts |
CFBS is providing an opportunity to the Exhibitors, for a fee of
$250.00 + GST, to include a maximum of two double sided pages (preferably
folded to 8.5”x 11” size) of company information in the
Meeting Folder that will be distuributed to all registrants, speakers
and exhibitors. Payment is to be sent to the CFBS office with the
completed reservation form.
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| Advertising |
| CFBS provides various advertising and marketing opportunities all
year round and at the Fourth Northern Lights Fall Conference (50th
CFBS Annual Meeting). A black and white full page advertisement to
be printed in the 50th CFBS Annual Meeting Program and Proceedings
book costs $900 CDN. + GST ($63). The company should provide the CFBS
with a copy of the advertisement to be inserted. In addition, banners
can be posted on the CFBS website. Please consult the Advertising
page:
http://www.cfbs.org/annual50-exhibitorsreg-advertising.html for
futher advertising opportunities. |
| Door
Prizes |
| Exhibitors are encouraged to participate in the Exhibtors Door
Prizes’ draw.
Each exhibtor’s booth will be provided with a stamp. Delegates
are encouraged to visit the exhbits during coffee breaks and receptions,
stamp the form to be eligible for the draw. The draw will be held
on Thursday, October 12, 2006
4:00 -4:30 PM during the afternoon coffee break. Exhibitors’
representatives will be invited to present their company’s
prize to the delegates.
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| Trade
Fair |
| Exhibitors are welcome to join the cash bar. The Exhibitors are
encouraged to communicate with their clients and invite them to the
Trade show at the above hours mentioned. |
| Inquiries |
| Mrs. Wafaa Antonious
Manager, Administration & Planning
Canadian Federation of Biological Societies
305 - 1750 Courtrwood Crescent
Ottawa, ON K2C 2B5
Tel. 613 225 8889 Fax.: 613 225 9621
Email: Wantonious@cfbs.org
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