IBAO 2015 CONVENTION #OWNIT. Exhibitor Prospectus. WEDNESDAY, OCTOBER 21 & THURSDAY, OCTOBER 22, 2015 Sheraton Centre Toronto Hotel, TORONTO, ONTARIO

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1 IBAO Exhibitor Prospectus WEDNESDAY, OCTOBER 21 & THURSDAY, OCTOBER 22, 2015 Sheraton Centre Toronto Hotel, TORONTO, ONTARIO #OWNIT Insurance Brokers Association of Ontario 1 Eglinton Avenue East, Suite 700 Toronto, ON M4P 3A ibao.org 2015 facebook.com/ibao1

2 WELCOME Register Now! IBAO s 95 th Annual Convention is the biggest and most exciting insurance broker event on the Canadian insurance industry calendar. There is no other event like it! The Exhibit Area is the activity centre of the Convention, providing maximum networking opportunities each day. It is your company s best opportunity to promote your products and services directly to the insurance industry, and member brokers. ACT NOW to secure your space at this once-a-year insurance broker Convention. In this booklet, you will find exhibitor information, a schedule of events, an application and contract for exhibit space. To reserve booth space, complete the application on page 7 of this booklet and return it, along with the appropriate booth fee, to Meeting Management Services Inc. (MMS). Booth assignments will be handled in priority of previous Convention participation. New exhibitor applicants will be reviewed by IBAO s Tradeshow Selection Committee. To guarantee your desired location, we urge you to register today. With demand for booths growing each year, we have space for approximately X 10 booths at the 2015 Convention. Exhibitors at IBAO s Annual Convention have always been and continue to be a major highlight at the Convention, and we look forward to your participation at our upcoming Tradeshow. Check our website for an updated exhibitor listing - ibao.org/convention. WHO ATTENDS? Ontario insurance brokers, insurance company executives and personnel, as well as other industry suppliers. Attendance at the convention is an integral part of the ongoing professional development for IBAO members to obtain RIBO Continuing Education Credits. 2 IBAO 95 th Annual Convention

3 NEW THIS YEAR! Optimize your exhibiting experience with the following opportunities: TRADESHOW OPPORTUNITIES BOOTH RATES Single Booth(One 8x10): 3, (13% HST) 3,500 Double Booth(Two 8x10): 5, (13% HST) 6,616 MAKE YOUR LISTING POP! Upgrade 1 1,000 Add a 75-word description about your company to our onsite Convention Event Program, distributed to all Convention attendees. Upgrade 2 1,500 Add your logo and a 75-word description about your company to our onsite Convention Event Program and to the Event Mobile App, distributed/available to all Convention attendees. SPONSORSHIP OPPORTUNITIES Give your organization an opportunity to be recognized as the exclusive sponsor in one of the sponsorhsip categories below. Each opportunity provides sponsors with tangible marketing and promotional benefits with logo recognition in the Convention Event Program and logo recognition on sponsored event signage. Exhibit Hall Cocktail Reception Sponsor 5,000 (one available) Have your organization s name where all our thirsty revelers are sure to see it - at the cocktail reception! Date: Wednesday, October 21, 2015 Time: 5:00 p.m. - 8:00 p.m Attendees: All Convention delegates, sponsors, patrons, and exhibitors. Location: Sheraton Centre Toronto Hotel, Exhibit Hall A-F & Opening Night Reception Sponsor 20,000 (one available) Receive first-tier brand recognition as the Opening Night Reception Sponsor. This sponsorship offers the unique opportunity to create real brand recognition. Date: Wednesday, October 21, 2015 Time: 9:00 p.m a.m. Attendees: Convention delegates, patrons, and exhibitors. Location: Sheraton Centre Toronto Hotel, Grand Ballroom Thursday Breakfast Sponsor 10,000 (one available) This sponsorship opportunity provides a full hot breakfast buffet for all participants prior to the Keynote Presentation and Full Member Meeting. Date: Thursday, October 22, 2015 Time: 7:30 a.m. - 8:30 a.m. Attendees: Convention delegates and patrons Location: Sheraton Centre Toronto Hotel, Grand West Ballroom Tradeshow Lunch Sponsor 10,000 (one available) Our Tradeshow Lunch is an event all participants look forward to. Guests are provided with a full lunch buffet, and your organization has an opportunity to brand the luncheon buffet tables and dining area. Date: Thursday, October 22, 2015 Time: 11:30 a.m. - 1:30 p.m. Attendees: Convention delegates, patrons, and exhibitors Location: Sheraton Centre Toronto Hotel, Sheraton Exhibit Halls A-F & Friday Breakfast Sponsor 10,000 (one available) This sponsorship opportunity provides a full hot breakfast buffet for all participants prior to the inagural BIP Talks Education Series kick-off. Date: Friday, October 23, 2015 Time: 7:30 a.m. - 8:30 a.m. Attendees: Convention delegates, and patrons Location: Sheraton Centre Toronto Hotel, Grand West Ballroom HOSPITALITY ROOM/SUITE HOSTING OPPORTUNITY Exhibitors interested in carrying their networking experience into the evening may host a Hospitality Room or Suite during the most highly attended night of Convention. Limited space is available, and rooms must be secured through IBAO. Note: food and beverages costs are in addition to this cost, and will be paid by the Hospitality Room/Suite Host. Hospitality Room/Suite Hosting Cost 3,500 (five available) Date: Thursday, October 22, 2015 Time: 6:30 p.m. - 10:00 p.m. Attendees: Convention delegates, patrons, exhibitors, Hospitality night pass purchasers Location: Throughout Sheraton Centre Toronto Hotel 3 IBAO 95 th Annual Convention

4 INFORMATION LOCATION OF EXHIBITION Sheraton Centre Toronto Hotel 123 Queen Street West, Toronto, Ontario M5H 2M9 Tel DATES & TIMES OF EXHIBITION Wednesday, October 21, :00 p.m. to 8:00 p.m. Reception begins at 5:15 p.m. Host Bar: 5:30 p.m. to 7:00 p.m. Cash Bar: 7:00 p.m. to 8:00 p.m. Thursday, October 22, :00 a.m. to 6:00 p.m. Prize Draws: 5:15 p.m. As an Exhibitor at the IBAO 2015 Convention, it is mandatory to have at least one representative staffing the booth at all times during exhibit hours. EXHIBIT INQUIRIES IBAO has retained the services of Meeting Management Services Inc., 4380 South Service Road, Unit 25, Burlington, Ontario L7L 5Y6, to provide exhibit management services. Direct inquiries to David Dewar, Meeting Management Services Inc., Tel or ASSIGNMENT OF SPACE Applications will be handled in priority of previous Convention participation, as well as receipt of payment. To reserve a booth, please mail your contract with payment (please note: cheque payable to Insurance Brokers Association of Ontario ) by June 19, 2015 c/o David Dewar, Meeting Management Services Inc. (MMS), 4380 South Service Rd, Unit 25, Burlington, Ontario L7L 5Y6. Tel // Fax CERTIFICATE OF INSURANCE The exhibitor agrees to maintain in force for the period of the days of the exhibition and during the two days preceding and succeeding those days liability insurance coverage in an amount not less than 2,000,000 of liability for injury to persons and loss of or damage to property. This insurance must include coverage for product s liability, and all operations connected with the exhibition, and shall include IBAO together with Meeting Management Services Inc. (MMS) and Sheraton Centre Toronto Hotel as additional insureds. Such policy must be written by an insurer acceptable to the IBAO. The exhibitor must deliver a certified copy of the certificate of insurance evidencing such coverage to Meeting Management Services Inc. (MMS) no later than August 7, Failure to do so will result in cancellation of the exhibitor s contract and booth fees will not be refunded. (See Page 8 for a SAMPLE Certificate of Insurance.) POLICY Organizations that do not participate as an exhibitor at the IBAO 2015 Convention are not permitted to distribute brochures or promotional material in the trade show area. IBAO reserves the right to accept or reject registrations and to cancel any previously accepted registrations, at any time, at its sole discretion, without liability to the registrant or any other party. This policy was instituted to maintain the professional environment of the conference, while protecting the interests of our attendees and exhibitors. BOOTH STAFFING As an Exhibitor at the IBAO 2015 Convention it is mandatory to have at least one representative staffing the booth at all times during exhibit hours. Should your booth be vacant during the exhibit times as outlined in this Exhibitor Prospectus, you will jeopardize your participation in future IBAO Conventions. BOOTH FEES Exhibit fees are 3,500 = 3, (13% HST) per single booth and 6,616 = 5, (13% HST) per double booth. This fee includes the Exhibitors Ribbon Cutting Reception and the Opening Night Reception on Wednesday, October 21, and Hospitality Night on Thursday, October 22. The exhibitor is responsible for all other charges incurred, except as specifically mentioned in these rules and regulations. CANCELLATION Notice of cancellation must be received in writing up to and including Friday, July 17, Any cancellation received after 12:00 noon on Friday, July 17, 2015 is not eligible for a refund. BOOTH SPACE All booths are 8 deep x 10 wide. The approved maximum height of all regular booth display space is 8, including signs. To ensure that the display value of an adjoining booth is not unduly limited, the front four feet of the sides of any exhibit booth must not exceed 4 in height. BOOTH EQUIPMENT Each 8 x 10 booth space will be equipped with a standard booth backdrop. Included with each booth package will be an 8 high background drape and 3 high side rail drape, one 4 draped table (option for a 6 table is available on contract), one waste basket and two chairs. Each booth will also be provided with one duplex electrical outlet. Note: The exhibition floor of Sheraton Centre Toronto Hotel is carpeted. EXHIBITORS SET-UP TIME To facilitate access to the loading dock, exhibitors will receive a move-in schedule showing their scheduled move-in times. Installation of exhibits will begin at 7:30 a.m. on Wednesday, October 21, An exhibitor representative must be present for set-up. All booths must be completely installed by 3:00 p.m. to allow registrants to visit the exhibit area immediately following the General Members Meeting. Booth inspection will begin at 3:30 p.m. A company representative must remain at the booth from 3:30 p.m. until the booth is inspected. Exhibits and materials cannot be sent to Sheraton Centre Toronto Hotel before Wednesday, October 21, EXHIBITORS DISMANTLING TIME No display should be dismantled before the official closing time of 6:00 p.m., Thursday, October 22, All exhibit material must be packed and removed from the floor area by 8:00 p.m. of the same day. Exhibitors who dismantle early will face a surcharge of 500 and jeopardize their participation in next year s Convention. NEW SCANNER INFORMATION Scanners are available to rent should you want to capture valuable prospect data by scanning delegate badges. You may rent a scanner for = (13% HST) through Meeting Management Services. This is an additional cost that is not included in your exhibitor fee. Please contact David Dewar at Meeting Management Services Tel to rent a scanner. BOOTH MAINTENANCE Exhibit booths must be maintained in a neat and tidy condition at all times. Empty coffee cups, dirty plates, and other unsightly garbage detracts from the exhibit area, and individual booths in particular. IBAO will provide one waste basket and garbage removal service at the end of each day. Information on individual booth maintenance will be included in the Exhibitor Service Manual. 4 IBAO 95 th Annual Convention

5 INFORMATION OFFFICIAL SUPPLIER OF EXHIBIT SERVICES, EQUIPMENT, TRANSPORTATION & CUSTOMS Freeman Decorating Ltd. has been appointed as the official general service provider. Freeman s services are available should you require exhibit booths, tables, chairs, carpet, labour, signage, transportation and customs services. Please contact Dianne Castanheiro at Freeman Decorating Ltd., 61 Brown s Line, Etobicoke, ON Direct Tel , Mainline: Order forms and price lists for additional services will be included in the Exhibitor Service Manual. SECURITY General 24-hour security will be retained for the duration of the exhibition. The security s primary function is to ensure that only authorized people have access to the official exhibition events. The ultimate protection of the exhibitor s property rests with the exhibitor. Therefore, admission by badge only is strictly enforced. Although reasonable means will be taken to safeguard property when the exhibit area is closed, IBAO, Meeting Management Services Inc. (MMS), and Sheraton Centre Toronto Hotel cannot assume responsibility for any exhibitor property that is lost or stolen. EXHIBITOR SERVICE MANUAL The Exhibitor Service Manual, distributed to all confirmed exhibitors in late August, will include conference information such as customs, show services, etc. PRIZES, DRAWS & CONTESTS All prize draws will be conducted at 5:15 p.m. on Thursday, October 23, inside the Exhibit Area. Representatives from IBAO and MMS will be drawing the winners names (winners must be member brokers) for each exhibiting company. Each exhibiting company will be responsible for delivering the prize to the respective winner within 2 weeks following the convention. In order to be included in this group draw, the prize must have a minimum retail value of 150. Together with the Exhibitor Manual, exhibitors will receive a Draw Prize Form on which prizes for all draws, raffles, competitions, etc. must be listed. Return the Draw Prize Form to Meeting Management Services Inc. (MMS) no later than September 18, Failure to comply with these conditions will result in your prize not being awarded. All exhibitors who are giving away prizes are asked to participate in this event. Only member nsurance BROKERS registered for the convention are eligible to win prizes. All contests must produce a winner. Exhibitors are not eligible to win. CONVENTION REGISTRATION POLICY Exhibitors wishing to attend other convention functions may purchase convention registrations. For each single booth, the exhibitor may purchase one (1) registration at the Member rate. All other registrations will be at the Company Representative rate. EXHIBITORS COMMITTEE IBAO Exhibitors Committee Members for 2015 are: Michael Brattman President, IBAO Mina Cicconi Conference & Special Events Coordinator, IBAO Marianne Dewar Meeting Management Services Inc. (MMS) David Dewar Meeting Management Services Inc. (MMS) These individuals will be present at Convention. Please approach them during Convention or write, if you have a suggestion or a concern about our exhibits program. Correspondence should be sent to: Mina Cicconi, Conference & Special Events Coordinator Insurance Brokers Association of Ontario 1 Eglinton Avenue East, Suite 700, Toronto, Ontario M4P 3A1 Tel: Ext. 105 or Fax: mcicconi@ibao.on.ca. HANDOUTS & GIVEAWAYS Please advise Meeting Management Services Inc. of all handouts and giveaways in order to limit duplication. EXHIBITOR STAFF BADGES The exhibitor staff badges will be distributed on-site at booth set-up time. Badges must be worn to the exhibit area. Exhibitors will receive 3 exhibitor staff badges for a single booth and 5 exhibitor staff badges for a double booth. Note: All badges are for company representatives and member brokers ONLY. If required, additional exhibitor staff badges can be purchased for each (13% HST is included). Guest passes can be purchased for (13% HST is included) before September 18, 2015 and (13% HST is included) after September 18, 2015 allowing access to the Exhibit Area only after 2 p.m. and Hospitality Receptions commencing at 6:30 p.m. on Thursday, October 22, Guest passes can be picked up at the Exhibitor Registration Desk located outside the exhibition floor. SOCIAL EVENTS The exhibitor badge provides access to the Opening Night Reception on Wednesday and Hospitality Night on Thursday. Additional tickets for the Opening Night Reception and Hospitality Night can be purchased on-site at the IBAO Convention Registration Desk. Organization of non-ibao events is not allowed. Exhibiting companies that do not comply with this rule will not be allowed to exhibit next year. 5 IBAO 95 th Annual Convention

6 SCHEDULE OF EVENTS Wednesday, October 21, :30 a.m. 8:30 p.m. Exhibitor Registration Sheraton Centre Toronto Hotel, Sheraton Hall A-F & 7:30 a.m. 3:00 p.m. Exhibitor Move-In Sheraton Hall A-F & 3:30 p.m. Exhibitor Set-Up Complete (booth inspection by MMS) Sheraton Hall A-F & Thursday, October 22, :15 p.m. 8:00 p.m. *Exhibitors Ribbon Cutting Reception Sheraton Hall A-F & 8:00 p.m. 12:00 a.m. Opening Night Reception Grand Ballroom 10:00 a.m. 6:00 p.m. Exhibition Open Sheraton Centre Toronto Hotel, Sheraton Hall A-F & 10:00 a.m. 6:00 p.m. Exhibitor Registration Sheraton Hall A-F & 11:30 a.m. 1:30 p.m. *Delegate Buffet Lunch Sheraton Hall A-F & 4:00 p.m. Exhibitor Draws Closes 5:30 p.m. *Offical Closing & Prize Draws Sheraton Hall A-F 6:00 p.m. 8:00 p.m. Exhibitor Move-Out (including removal of all crates and boxes) 6:30 p.m. 10:00 p.m. Hospitality Night Throughout Sheraton Centre Toronto Hotel * No other official Convention activities will be scheduled during these events, giving attendees exclusive time with our exhibitors. 6 IBAO 95 th Annual Convention

7 INSURANCE BROKERS ASSOCIATION OF ONTARIO 95TH ANNUAL CONVENTION APPLICATION & CONTRACT FOR EXHIBIT SPACE Wednesday, October 21 - Thursday, October 22, 2015 Sheraton Centre Toronto Hotel, Toronto, ON We, the undersigned, hereby make application for: (SEE PAGE 3 FOR DESCRIPTIONS) Single Booth: 3, (13% HST) = 3,500 per single booth Double Booth: 5, (13% HST) = 6,616 per double booth Make Your Listing Pop: Upgrade 1: (13% HST) = 1,000 Make Your Listing Pop: Upgrade 2: 1, (13% HST) = 1,500 Sponsorship Opportunity: Hospitality Room/Suite Host: 3, (13% HST) = 3,500 per room rental If your company name has changed since last year, please provide previous name: Exhibiting Company Name: Address: City: Province Postal Code Contact Name: Title: Telephone: ( ) A 4ft table is provided with your booth package - Do you require a 6ft table instead? YES Companies you do NOT want to be near: Every attempt will be made to comply with these requests, however, the undersigned acknowledges and agrees that no guarantees can be made regarding booth space / booth location. The undersigned acknowledges that this contract for space at the Convention does not in any way entitle the undersigned to impose upon and/or contract on behalf of the Insurance Brokers Association of Ontario for any liability that might be incurred by representatives of the undersigned as a result of exhibiting at this Convention, and the undersigned hereby indemnifies and agrees to save the Insurance Brokers Association of Ontario harmless from all such liabilities. EXHIBITOR REGISTRATION PAYMENT HST # RT0001 Payment By: CHEQUE (payable to IBAO) VISA MASTERCARD TOTAL AMOUNT PAID If by credit card, complete the following : Credit Card Number: Expiry Date: Month Year Name of Card Holder: Signature: Security Code: It is agreed that no refunds will be made for cancellations after July 17, NOTE: The Insurance Brokers Association of Ontario reserves the final right in its sole and unilateral discretion, to determine the acceptance of exhibitors and their exhibits. The undersigned also agrees to maintain in force for the period of the days of the exhibition and during the two days preceding and succeeding those days liability insurance coverage in an amount not less than 2,000,000 of liability for injury to persons and loss of or damage to property. This insurance must include coverage for product s liability, and all operations connected with the exhibition, and shall include IBAO together with Meeting Management Services Inc. (MMS) and Sheraton Centre Toronto Hotel additional insureds. Such policy must be written by an insurer acceptable to the IBAO. The exhibitor must deliver a certified copy of the certificate of insurance evidencing such coverage to Meeting Management Services Inc. (MMS) no later than August 7, Failure to do so will result in cancellation of the exhibitor s contract and booth fees will not be refunded. NOTE: The required Certificate of Insurance is a document that is specific to the IBAO Convention and must be obtained by sending the event details and additional insured requirements to your insurance broker. Even if a company exhibited last year, a new insurance certificate must be obtained relevant to this year s convention. If you have any questions on how to obtain the Certificate of Insurance, please contact Meeting Management Services Inc. for assistance. (See Page 8 for a SAMPLE Certificate of Insurance). Are you a new exhibitor? YES NO If you are a new exhibitor, you must provide a 100 word description of your organization, describing the product and/or service you wish to exhibit at the 2015 IBAO Convention, your organization s website, and your geographical service area. Name (please print/type) Signature Title Date Please forward to: David Dewar - Meeting Management Services Inc., (MMS), 4380 South Service Rd, Unit 25, Burlington, Ontario L7L 5Y6 Tel: (800) Fax: (905) david@mmsonline.ca DUE DATE: FRIDAY, JULY 17, 2015 FOR OFFICE USE ONLY: TOTAL FEE: DATE: BOOTH: Single Double Booth Number(s) TOTAL RECEIVED: DUE / REFUND: 7 IBAO 95 th Annual Convention

8 SAMPLE CERTIFICATE CERTIFICATE OF INSURANCE Certificate Holder: Named Insured: This is to certify that the policies of insurance listed below have been issued to the insured named above for the policy period indicated, notwithstanding any requirement, term or condition of any contract or other document with respect to which this certificate may be issued or may pertain. The insurance afforded by the policies described herein is subject to all the terms, exclusions and conditions of such policies. Limits shown may have been reduced by paid claims/expenses. This Certificate is issued as a matter of information only and confers no rights upon the Certificate Holder. This certificate does not amend, extend or alter the coverage afforded by the policy listed herein. Where an aggregate limit applies, the Certificate Holder is advised that the limit shown may apply to projects other than shown in this Certificate and the Limit may be reduced by Claims/Expenses paid. Schedule of Insurance Type of Insurance Company and Policy Number Policy Effective Date Policy Expiry Date Amounts in Canadian Dollars Limit of Liability/Amount COMMERCIAL GENERAL LIABILITY Bodily Injury & Property Damage, Per Occurrence Bodily Injury & Property Damage, Annual Aggregate Employers Liability Tenants Legal Liability Non-Owned Automobile Medical Payments Policy Includes: Cross Liability Clause Contractual Liability Clause Products & Completed Operations Extension Certificate Holder added as an Additional Insured but only with respect to liability arising out of the Operations of the Named Insured. (ONLY IF INDICATED BY X ) PROPERTY Contents of every description Policy Includes: Certificate Holder added as a Loss Payee. (ONLY IF INDICATED BY X ) Cancellation Should any of the above described policies be cancelled before the expiration date thereof, the issuing company will endeavor to mail 15 days written notice to the certificate holder. DATE: ISSUED BY: Phone: Fax: Authorized representative 8 IBAO 95 th Annual Convention

9 Mark Your Calendar! Insurance Brokers Association of Ontario 2016 IBAO s 96 th Annual Convention WEDNESDAY, OCTOBER 19 & THURSDAY, OCTOBER 20, 2016 Sheraton Centre Toronto Hotel, TORONTO, ONTARIO Don t miss the opportunity to reach your key audience at the # 1 Insurance Brokers Convention in Canada! #OWNIT Insurance Brokers Association of Ontario 1 Eglinton Avenue East, Suite 700 Toronto, ON M4P 3A ibao.org