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2008
Summer Scientific Conference |
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Exhibitor Registration: Guidelines and Regulations
Updated June 14, 2007
Early Reservation Friday, March 30, 2007
Late Reservation: After March 30, 2007
Reservation Deadline: Friday, June 1, 2007
 INVITATION
TO EXHIBIT |
CFBS 51st Scientific Conference
5th Northern Lights Summer Conference
June 20 - 22, 2007
Ron Eydt Village (REV)
University of Waterloo
Waterloo, ON
University
of Waterloo Campus Map
Themes:
I. Nanomedicine: Nanostructures & their Biomedical Applications
II. Metabolomics, Technologies & Applications
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| Dates |
| CFBS Scientific Exhibits: Wednesday
& Thursday, June 20, 21, 2007
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| Place |
Ron Eydt Village
University of Waterloo
Waterloo, Ontario
N2J 4C1
Tel.: (519) 888-4567 ext. 35829
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| Exhibition
Hours |
| Scientific Exhibits: |
The exhibits will be open,
Wednesday: June 20: 11:00 AM - 7:00 PM
Thursday: June 21:8:00 AM - 4:30 PM. |
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|
Receptions & Breaks |
| ERA Can Luncheon:
Wednesday, June 20, 2007
12:00 -1:30 PM
Federation Hall
Exhibitors are invited.
Exhibitor Reception & Poster Presentation:
Thursday, June 21, 2007
1:30 - 2:30 PM
Exhibit Hall, Ron Eydt Village
Deserts and refreshments will be served
Cocktail Reception, Exhibits & Poster Presentation:
Wednesday, June 21, 2007
6:00 - 7:00 PM
Exhibit Hall, Ron Eydt Village
Sponsored by: European Research Area - Canada Initiative (ERA-CAN)
Registration and breakfast
Thursday, June 22, 2007
8:00 - 9:00 AM
Exhibit Hall, Ron Eydt Village
Sponsored by: Human Metabolome Project (HMP)
CFBS Reception - Exhibits & Poster Presentation
Thursday, June 22, 2007
12:15 - 2:30 PM
Exhibit Hall, Ron Eydt Village
Door Prizes Draw:
Thursday, October 12, 2006
3:15 - 3:45 PM
AM & PM Breaks
Please consult the program |
| Booth
Size |
Scientific Exhibits:
|
8' x 8' 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 March 30, 07 |
$1,450 + 87 (GST) = $1537.00 |
1,270.00 |
First Booth
Late Reservation, After March 30, 07 |
$1,550 + 93 (GST) = 1643.00 |
1,350.00 |
| Additional booth(s) |
$1,000 + 60 (GST) = 1060.00 |
875.00 |
| Publishing & Non Profit Companies, Early Reservation |
$725 + 43.50 (GST) = 768.00
|
640.00 |
| Publishing Companies, Late Reservation |
$825 + 49.50 (GST) = 874.50 |
730.00 |
| Technical Tutorial |
$250 + 15 (GST) = 265.00
|
230.00 |
| Meeting Folder Inserts |
$250 + 15 (GST) = 265.00 |
230.00 |
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| Equipment
Supplied |
| Scientific Exhibits:
1) Booth 8' x 8' 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: March
30, 2007
Late Reservation: After March
30, 2007
Reservation deadline: June 1, 2007
- 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.
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| Setting
up and Dismantling of Displays |
| Scientific Exhibits:
Display booths should be erected on Wednesday, June 20, 2007 between
9:00 am - 11:00 noon.
Hahn Rentals 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 5:30 pm, Thursday, June 21,
2007. Exhibitors are responsible for packing-up and removing their
material. Labour and transportation will be available through Hahn
Rentals .
Exhibit material may be shipped prepaid up to 5 days before the
conference:
University of Waterloo Central Stores
c/o CFBS (NANO Medicine) Conference
Attn: Pam De Leo
200 University Avenue West
Waterloo. ON N2L 3G1
Shipment will be stored at the Central Stores. Shipment will be
moved to the Exhibit Hall, Ron Eydt Village on the day of the conference
(Wednesday, June 20, 2007).
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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 5th Northern Lights Fall Conference
Exhibiting Company Name,
Booth #
University of Waterloo Central Stores
c/o CFBS (NANO Medicine) Conference
Attn: Pam De Leo
200 University Avenue West
Waterloo. ON N2L 3G1
Tel.: (519) 888-4567 ext. 35829
X of Y Pieces |
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| Shipments
Originating Outside Canada |
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.
|
| Handling
of Material |
| For the convenience of exhibitors, Hahn Rentals
will provide, at prevailing rates, labour for unloading, handling
and moving of crates to the exhibit space. To arrange for such service
please contact 519 746 8955
. If the exhibitor wishes, they can move their own 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 University
of Waterloo, 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 University
of Waterloo. |
| Liability |
| Neither the Canadian Federation of Biological Societies nor the
University of Waterloo can be held responsible for any loss and/or
damage or injury to exhibits, merchandise or personnel or other properties
which are on the University of Waterloo 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 University of Waterloo 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.
|
| Loading
Docks |
| There are no loading docks to the Ron Eydt Village, please use main
door to bring in your display. |
| 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 should bring their own dollies. |
| Electrical |
| All booths are furnished with one 1500 watts duplex
power outlet. Extra electrical outlets can be arranged through the
University of Waterloo Electric. |
|
Internet Connections |
| Access to wireless internet services will be available
on site, you need to register with the front desk of the conference
services to provide you with password and access information.
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| Additional
Requirements |
| Requests for rental of additional material, moving & transportation
of material, signs, furntiure, storage, etc. should be directed
to Hahn Rentals 519 746 8955
|
| Booth
Cleaning |
| The University of Waterloo will provide 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. |
| 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 Fifth Northern Lights Fall Conference (51st
CFBS Annual Meeting). A black and white full page advertisement to
be printed in the 51st 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/annual51-exhibitorsreg-advertising.html for
futher advertising opportunities. |
| Door
Prizes |
| Exhibitors are encouraged to participate in the Exhibtors Door
Prizes’ draw. Please contact Mrs. Wafaa Antonious, CFBS Manager,
613 225 8889 or Wantonious@cfbs.org
to advise her of the list of prizes you will be participating with.
The list will be printed and posted in different locations at the
exhibit area to encourage delegates in participating and visiting
the exhibits.
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, June 21, 3:15 -3:45 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 |
| Wednesday: 2:30 - 4:30 PM
Thursday: 9:00 AM - 12:00 PM & 2:30 - 4:00
PM
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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