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2008
Summer Scientific Conference |
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Exhibitor Registration: Guidelines and Regulations
Updated February 28, 2008
Early Reservation Sunday, March 30, 2008
Late Reservation: After March 30, 2008
Reservation Deadline: Thursday, May 15, 2008
 INVITATION
TO EXHIBIT |
CFBS 52nd Scientific Conference
6th Northern Lights Summer Conference
June 17 - 20, 2008
University of Manitoba
Fort Garry Campus
Winnipeg, MB
Organized by:
Canadian Federation of Biological Societies
Organisée par le:
Fédération canadienne des sociétés
de biologie
Theme:
Biology of Aging - New Answers to
Old Questions
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| Dates |
| CFBS Scientific Exhibits: Wednesday
& Thursday, June 18, 19, 2008
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| Place |
University of Manitoba - Fort Garry Campus
University Centre
Manitoba Room - Second Floor
Winnipeg, MB
R3T 2N2
Tel.: 204-474 8337
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| Exhibition
Hours |
| Scientific Exhibits: |
The exhibits will be open,
Wednesday: June 18: 11:30 AM - 8:00 PM
Thursday: June 19: 9:00 AM - 5:00 PM. |
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Receptions & Breaks |
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Exhibitor Reception & Poster Presentation:
Wednesday, June 18, 2008
12:00 - 2:00 PM
Manitoba Room, University Centre (2nd Floor)
CFBS Reception - Exhibits & Poster Presentation:
Thursday, June 19, 2008
12:30 - 3:00 PM
Manitoba Room, University Centre (2nd Floor)
Door Prizes Draw:
Thursday, June 19, 2008
4:30 - 5:00 PM
AM & PM Breaks
Please consult the program |
| 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 March 30, 08 |
$1,500 + 75 (GST) = $1575.00 |
1,550.00 |
First Booth
Late Reservation, After March 30, 08 |
$1,650 + 82.50 (GST) = 1732.50 |
1,700.00 |
| Additional booth(s) |
$1,000 + 50 (GST) = 1050.00 |
1050.00 |
| Publishing & Non Profit Companies, Early Reservation |
$750 + 37.50 (GST) = 787.50 |
775.00 |
| Publishing Companies, Late Reservation |
$850 + 42.50 (GST) = 892.50 |
875.00 |
| Technical Tutorial |
$275 + 13.75 (GST) = 288.75
|
285.00 |
| Meeting Folder Inserts |
$275 + 13.75 (GST) = 288.75 |
285.00 |
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| 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 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 University of Manitoba and the
Exhibitor.
- Early Reservation: March 30, 2008
Late Reservation: After March 30, 2008
Reservation deadline: May 15, 2008
- 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 18, 2008 between
9:00 am - 11:00 noon.
Central Display Ltd. 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 19, 2008. Exhibitors are responsible for packing-up and removing
their material. Labour and transportation will be available through
Central Display Ltd.
No shipments should arrive on campus before Monday, June 16, 2008,
there is a very limited storage space at the University Centre Building.
Ship to:
University of Manitoba - Fort Garry Campus
c/o Sepcial Functions
Room 230 University Centre
University Centre - Manitoba Room
Winnipeg, MB
R3T 2N2
c/o CFBS Conference
Attn: Sandi Gibson
Shipment will be stored in or near the Manitoba Room (also known
as the MPR). Exhibitors will have to pick up their shipment and
move it to their area inside the Manitoba Rooms (Exhibit Hall),
second floor, on the day of the conference (Wednesday, June 18,
2008). Please ask for either Sandi Gibson or Wafaa Antonious.
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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 6th Northern Lights Fall Conference
Exhibiting Company Name,
Booth #
University of Manitoba - Fort Garry Campus
c/o Special Functions
Room # 230 University Centre
Winnipeg, MB
R3T 2N2
Attention: Ms. Sandi Gibson
Tel.: 204-474 8337
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.
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| Handling
of Material |
| For the convenience of exhibitors, Central Display Ltd.
will provide, at prevailing rates, labour for unloading,
handling and moving of crates to the exhibit space. To arrange for
such service please contact Vivian Tel.: 204 237
3367, Fax.: 204 235 1063, Email:
cdisplay@centraldisplay.mb.ca
. If the exhibitor wishes, they can move their own freight.
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| 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 Manitoba, 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 Manitoba. |
| Liability |
| Neither the Canadian Federation of Biological Societies nor the
University of Manitoba 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 Manitoba 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 Manitoba 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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| Loading
Docks |
| University Centre has a large loading dock area at the back of the
building (south of the parking Lot "A"). Please consult
University
of Manitoba - Fort Garry Campus Map . A freight elevator
is located just inside the loading dock area and comes out on the
2nd floor right behind the Manitoba room and very close to the Special
Functions Office. |
| Dollies |
| A very 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 |
| Most booths have access to one 15 AMP
/ 1500 watt duplex power outlet. Extra electrical outlets can be arranged
through the CFBS Office by contacting Ms.
Wafaa Antonious, CFBS Manager, Email:
Wantonious@cfbs.org Tel.: 613 225
8889 Fax.:613 225 9621. Exhibitors have to
bring their own extension cords and power bars. |
|
Internet Connections |
| Access to wireless internet services must be requested
in advance with your booth booking. Special Functions only has access
to 10 UM log in ID's and passwords.
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| Additional
Requirements |
| Requests for rental of additional material, moving & transportation
of material, signs, furniture, storage, etc. should be directed
to Central Display Ltd., Vivian, Tel.: 204 237
3367, Fax.: 204 235 1063, Email:
cdisplay@centraldisplay.mb.ca
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| Booth
Cleaning |
| The University of Manitoba 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
$275.00 + 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 Sixth Northern Lights Summer Conference (52nd
CFBS Annual Meeting). A black and white full page advertisement to
be printed in the 52nd CFBS Annual Meeting Program and Proceedings
book costs $900 CDN. + GST ($45). 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/annual52-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 19, 2008 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: 2:00 - 4:00 PM & 4:30 - 6:00
PM
Thursday: 10:30 AM - 12:00 PM & 3:00 - 4:30
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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