2008 Education Conference
Co-hosted by:
Community and Hospital Infection Control Association
Association des infirmières en prévention des infections (AIPI)
Exposition Site:
Palais des Congrès, Montreal
Room 517 BC
Date and Hours of Show
Monday, June 2
Opening Reception in Exhibit Hall
7:00 pm - 8:30 pm
Tuesday, June 3
10:00-10:30 am; 12 noon-2:00 pm;
3:00-3:30 pm
Wednesday, June 4
10:00-10:30am; 12 noon - 2:00 pm;
3:00-3:30 pm
Set up and Tear down times
Set up: Monday, June 2 - 1:00 pm - 5:00 pm
Tear down: Wednesday, June 4 - 4:00 pm
(Because of security, your staff must remain on site until your
display is dismantled.)
Products/Services to be exhibited
Displays for products and/or services should be appropriate to
the practice of infection prevention and control. The co-hosts
reserve the right to decline exhibits for any products and/or
services that are in conflict with the procedures or practices
supported by the Community and Hospital Infection Control Association
and Association des infirmières en prévention des infections..
The final authority rests with the Organising Committee of the
event.
Exhibitors are invited to use the conference logo, the theme of
the symposium on any items produced for the conference with the
approval of the exhibit coordinator, Madame Gerry Hansen.
Exhibitor registration
All exhibitor representatives will be required to wear badges
in the exhibit area. No person will gain entrance without a proper
badge. Each exhibitor will submit in advance a list of names of
its representatives.
All registered representatives will receive one invitation to
the Opening Reception (Monday, June 2). Other social events may
be attended upon receipt of special event fee.
During show dates, the representatives of the exhibitors will
be able to attend the education sessions if there is sufficient
seating left after the attendees have themselves seated. Normal
registration fees will apply for non-show dates.
Booth allocation
The organizing committee reserves the right to allocate space
and reserves the right to alter floor plan without notification.
Exhibit regulation
All booths will be constructed by the official decorator of the
symposium. They will be composed of an eight foot high flame resistant
drape back wall and three foot high side walls.
The committee reserves the right to restrict exhibitors to specific
dimensions and reserves the right to allow particular dispensations
from the established standards.
Booth standards include one booth, one 6' draped table, and two
chairs, one waste basket and one 7x44 name sign. The hall is carpeted
in charcoal grey with red and blue undertones.
Booth rentals
Booth rental is $1,750.00 Canadian, plus GST and QST.
Two representatives per booth are included in this fee; additional
representatives or transfer to additional representatives are
$50 per person.
Application for exhibit space
Application must be accompanied by a deposit of 50% of the total
cost of exhibit space requested. The balance will be due on or
before April 1, 2008.
Please make cheque payable to:
CHICA-Canada
and forward to:
CHICA-Canada
PO Box 46125 RPO Westdale
Winnipeg MB R3R 3S3
Courier to : 67 Bergman Crescent, Winnipeg MB R3R 1Y9
Tel : 204-897-5990/1-866-999-7111
Fax : 204-895-9595
chicacanada@mts.net
Booth space is assigned in the order of a) receipt of your signed
Exhibitor Agreement, b) in priority of sponsors of the organizations;
c) in priority of exhibitors who exhibited with CHICA-Canada and
AIPI in 2007; and c) in the priority requested by each exhibitor.
The organizer reserves the right to assign all exhibitor booth
space; please carefully complete the Exhibitor Agreement, and
send to the Conference Planner as soon as possible to guarantee
your space.
Extra costs
- Installation of electrical power lines and individual exhibit
outlet
- Storage and placement of display equipment
- Decoration and related services
- Labour requirements to install, erect, drape or decorate exhibits
or the exhibit area, and to move exhibit materials in and out
of the exhibit premises or hotel.
- Cleaning of interior booth space
- Gas or water supply (not available on 5th floor site)
- "Pre and post" exhibit storage
- Receiving
- Packaging and Shipping
- Transportation, warehousing, customs brokerage charges, handling,
set-up and dismantling costs.
- Extra furniture (available exclusively through the official
decorator of the symposium)
- Electrical service.
- Special materials
Official decorator of the symposium
Clarkson-Conway (GES Canada)
Place Bonaventure
800, de la Gauchetière, Ouest
Bureau 1155
Montreal QC H5A 1K6
Tel: 514-861-9694
Fax: 514-392-1577
Clarkson@ges.com
The official decorator will provide for the erection of the booth
and will supply the fire resistant drapery and side panels. .
The exhibitor must deal directly with the official decorator for
any special assembly or decoration requirements.
The committee will supply the decorator with the names of each
of the exhibitors and the decorator will then furnish requirements
for booth set-up and dismantling.
Shipping, Drayage and Storage
Advance shipment within Canada
The Palais des Congrès will not accept advance freight shipments
under any circumstances. It is suggested that you have your goods
shipped to the advance warehouse prior to show move-in. Once the
goods are delivered to show site, Clarkson-Conway (GES CANADA)
will unload the inbound truck, deliver the goods to your booth
and store empty crates.
All shipments must be prepaid and consigned to the advance warehouse,
as follows.
To: Exhibitor's Co. Name & booth number
2008 Education Conference
C/O CLARKSON-CONWAY INC.
C/O REIMER ROADWAY
1725 CHEMIN ST-FRANÇOIS
DORVAL, QUEBEC, CANADA, H9P 2S1
Tel:514-861-9694
Fax:514-392-1577
Clarkson@ges.com
Shipments from outside Canada
LIVINGSTON EVENTS LOGISTICS (FORMERLY MENDELSSOHN) Has been appointed
as official Customs Broker and Transportation provider for this
event. For all customs and shipping needs, we recommend that you
deal directly with your Livingston event coordinator. They will
assist in the completion of customs documents and arrange transportation
for you. All necessary documents for Customs are available from
your Livingston Coordinator or on the Livingston website, www.mend.com,
or go directly to www.mend.com/html/download.html.
Customs Inquiries:
John Santini
johnsantini@livingstonintl.com
514-987-2700 ext. 24
Cell: 514-466-0680 (24hrs)
Transportation Inquiries:
Glen Anderson
ganderson@livingstonintl.com
Tel: 514-987-2700 ext. 22
HAND CARRYING or PRIVATE VEHICLE
You MUST notify Livingston 4 to 6 weeks in advance if you are
bringing commercial goods with you on the plane or driving your
own vehicle into Canada. This will permit Livingston to advise
you of the requirements for PAPS registration, supply you with
the appropriate customs forms and advise their border offices
of your crossing.
Shipments should be consigned as outlined under "Shipping, Drayage
and Storage".
Please refer to the attached Exhibitor Letter for more information
Telephone/fax service
Exhibitors requiring telephone/fax service should contact the
Palais des Congrès.
Liability
Community and Hospital Infection Control Association and Association
des infirmières en prévention des infections, the Palais des Congrès,
Clarkson-Conway, and Livingston Events will not be responsible
for the safety of exhibits against robbery, damage by fire, accident
or other causes. Exhibitors should provide their own insurance
for equipment and displays. The presence of watch officers do
not constitute acceptance of any responsibility by the convention
organisers for such security of the exhibitor's products, but
is merely to assist the exhibitor during the convention.
Fire protection
Exhibits shall not encroach on aisle space and are reminded
that they must remain within the space assigned. A minimum of
eight (8) foot aisle must be maintained at all times.
All materials used for draping or decorations must be fire resistant
or treated with a flame retardant solution to meet with a flame
test as provided in the municipal code of the city of Montreal
for fire prevention. Dust covers for displays must be fire resistant
or treated with a flame-retardant solution. Cartons, boxes and
crates may not be stored under booths, behind displays or in any
part of the exhibit area. These must be neatly piled in storage
areas designated by the Palais des Congrès. All packing material
must be returned to the empty cartons immediately.
No hazardous display of any nature will be permitted in any exhibition
area without written permission of the Montreal Fire Department
and subject to local venue regulations. This includes open flames,
hot coals, liquid propane, gas lighters, charcoal grills, flammable
liquids, liquid propane gas cylinders, toxic liquid or gases,
hazardous chemicals, etc., or any hazardous liquid, solids or
gas of a similar nature.
Fire hose cabinets and fire exit doorways must be kept clear at
all times.
Cancellation of agreement/Failure to Pay
In the event that the balance due for booth rental is not remitted
to the committee by April 1 2008, the committee has the exclusive
right to cancel the agreement with the exhibitor, thereby forfeiting
the deposit.
Failure to Occupy Space
In the event that space is not occupied as per agreement by
the close of exhibit installation, the exhibitor shall forfeit
all payments made to date.
Cancellation
In the event that the committee receives notice of cancellation
on/or before April 1, 2008, it shall refund to the exhibitor the
entire payment, less an administration fee of 500.00$ per booth.
In the event that the exhibitor cancels the agreement after April
1, 2008, the entire prepayment shall be forfeited by the exhibitor
unless the committee is able to re-sell said space under similar
terms and conditions. In that event, exhibitor shall only forfeit
the sum of 500.00$ per booth.
Sponsorship Opportunities
Sponsorship delivers a strong message to delegates, emphasizing
your commitment and support. New Sponsorship Guidelines have been
developed to increase benefits to sponsors and to acknowledge
the partners and their members as the leaders in Canadian infection
prevention and control. Sponsorship Guidelines are enclosed. Please
contact the Conference Planner to discuss your involvement.
Hotel Accommodation
Exhibition firms requiring room accommodation at the hotel are
requested to make reservations directly with the Hyatt Regency
Montreal. Please say that you are with the conference of the Community
and Hospital Infection Control Association - Canada/Association
des infirmières en prévention des infections.
Hyatt Regency Montréal
1255, rue Jeanne-Mance
Montreal, Quebec H5B 1E5
Room Rate: Traditional Room - $186.00 single/double (plus 3% hotel
tax, 5% GST, 7.5% QST) [Includes Internet access]
Deadline for reservations: April 28, 2008 - do not wait to make
hotel reservations. The room block will go quickly.
To book on-line (http://www.hyatt.com/hyatt/index.jsp),
use the Group/Corporate # G-COMH. For reservations directly with
the hotel call 514-982-1234, or, toll free, 1-800-361-8234. Refer
to the CHICA-Canada conference (Group/Corporate # G-COMH)
Conference Tote Bag Inserts
Company brochures/booth information may be inserted into the
attendee conference tote bags for a fee of $500 plus 6% GST plus
7.5% QST.
- All items to be stuffed into the 2008 conference tote bag
must be pre-approved by the Conference Planner. If you are unsure
of the status of your stuffer, contact Gerry Hansen at chicacanada@mts.net
or telephone 1-866-999-7111.
- You must provide 600 copies of your stuffer. The organizers
will only distribute what is available at the time of stuffing.
Tote bags will be stuffed on Thursday, May 29 at 6:00 pm. Anything
received after that time will not be stuffed into the tote bags.
- All stuffer pieces should be shipped in advance to the 2008
Conference by Tuesday, May 27 to the 2008 Conference Office,
Palais des Congrès (Attention : Gerry Hansen).
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