Conference & Trade Show

Transcription

1 EXHIBITOR PROSPECTUS O N T A R I O S Conference & Trade Show April 26 April 29, 2015 The Westin Harbour Castle Toronto HOSTED BY:

2 President Message The Ontario Water Works Equipment Association is pleased to welcome you to the 2015 edition of Ontario s Water Conference & Trade Show! The equipment and service providers that support the annual conference are vital players to the industry and share the mission of providing safe drinking water to Ontario citizens. The products and knowledge that our exhibitors bring to the conference will help municipalities, consulting engineers and policy makers execute this primary goal. Our trade show will provide exhibitors and delegates an opportunity to connect. With 116 booths, our trade show is the premier event on the calendar for vendors to display their wares, highlight new products, and build relationships with industry partners. The Equipment Association also encourages you to join us at our Monday night hospitality event in the Harbour Ballroom and our annual Charity Golf Tournament to be held at Royal Woodbine Golf Club on Wednesday morning. Enjoy your visit to Toronto: We hope that you take full advantage of all the great things this Conference and Trade Show has to offer. Matthew Nicolak President PAGE 2 OF 12

3 The Benefits of Exhibiting Meet face to face with decision-makers Develop and nurture relationships with professionals and organizations representing government and business Present your products, services and newest innovations directly to senior decision-makers Increase your market share The Trade Show floor is the hub of networking events on Sunday, Monday and Tuesday Take advantage of your company listing in the conference mobile app, which is also used as a resource by delegates after the conference is over Sponsorships are available to companies who want to maximize their exposure NEW FOR 2015 Promote innovations in your products and services by taking part in the New Technology Poster Showcase Extend your company s exposure: Increased exposure and awareness of your presence Ability to spotlight a new product or innovative technology An opportunity to differentiate your company from the competition Direct more traffic to your booth For further information contact Kelly Fransen at kelly.fransen@owwea.ca or by phone Overview This new and exciting opportunity allows you to have a poster display in a premier area of the trade show floor. The New Technology Poster Showcase is available for the additional fee of $ to registered exhibitors only. This showcase will give you the opportunity to highlight a product or service and provide an additional space to network with attendees. There will be a dedicated seating area associated with the showcase to help in your networking. There will also be a digital presentation of the showcase posters running during the conference and the posters will be displayed at the EA s Casino Night and Charity Golf Tournament. Poster Size: minimum 24" x 20" maximum 30" x 24". Posters must be on foam board or framed to be displayed on easels. Artwork and poster production is not included in the registration fees. Easels will be provided for displaying your poster and a small table for your literature, business cards, or product. Each participating exhibitor will be requested to submit a high quality digital file of their poster for the digital presentation. Limit of 2 posters per exhibitor. PAGE 3 OF 12

4 Preliminary Program There will be several dedicated times for delegates to visit the trade show floor. Delegates will also have opportunities to take advantage of networking functions in the exhibit hall. Please note the program is subject to change. Following is an outline of the program to date: Sunday, April 26, :00am 5:00pm 11:00am 9:00pm 7:00pm 10:00pm Monday, April 27, :00am 4:00pm 7:00am 8:30am 8:15am 9:45am 9:45am 10:30am 10:00am 11:45am 11:15am 12:30pm 11:15am 12:30pm 12:30pm 2:00pm 2:15pm 5:00pm 3:15pm 3:45pm 5:15pm 6:30pm 8:30pm 11:30pm Tuesday, April 28, :30am 12:30pm 7:30am 8:30am 8:30am 10:00am 10:00am 10:30am 10:30am 11:30am 11:30am 12:30pm 11:30am 12:30pm 12:30pm 12:30pm 2:00pm 2:00pm 5:00pm 5:00pm Trade Show move-in* Registration open Trade Show Opens with Meet & Greet Reception* Trade Show open* Breakfast on the Trade Show Floor* Opening Ceremonies and Plenary Session Refreshment Break* Sessions Pre-lunch reception* Posters* Lunch Sessions Refreshment Break* YP Reception OWWEA Casino Night Trade Show open* OWWEA breakfast on the Trade Show Floor* Sessions Refreshment Break* Town Hall Pre-lunch reception* Posters* Trade Show Closes Lunch Sessions Closing Session On Tuesday April 28 all exhibits must be removed from the trade show floor by 5pm, although dismantling prior to 12:30 will not be permitted. Wednesday, April 29, :30am OWWEA Charity Golf Tournament Royal Woodbine Golf Course * denotes events on the Trade Show Floor PAGE 4 OF 12

5 Exhibit Fees Include: 8' x 10' Exhibit Space Defined By Pipe and Drape 3' high on the sides and 8' high at the back Skirted Table (choice of either a 6' or 8' table 8' must be ordered in advance) Carpet As Per Hall 1 Chair 1 Waste Basket Electrical Outlet (750 watts per booth) 1 Complimentary Full Delegate Pass for the Conference 1 Additional Booth Staff Participation in Casino Night Exhibitor Service Manual On-site Support Services Overnight Security Free Listing in the mobile app IMPORTANT One (1) chair is included in your Exhibit Fee. Additional chairs MUST be pre-ordered through GES using the form published in the exhibitor manual you will receive in early 2015 Booth Reservations and Payment Options Please complete the Exhibit Space Application and Contract and forward with appropriate payment. Applications received after the Trade Show has sold out will be placed on a waiting list, provided payment has been received with the application and the potential exhibitor meets the eligibility requirements. Should no exhibit space become available, organizations on the waiting list will receive a full refund prior to the Show. PAGE 5 OF 12

6 Trade Show Floor Plan Shaded booths are already committed. New Technology Area Food & Beverage Poster Session WFP F&B ENTRANCE EA Table Food & Beverage Water Taste F&B MOE PAGE 6 OF 12

7 General Information Show Management Absolute Conferences & Events Inc. is managing the Trade Show on behalf of OWWEA. Inquiries should be directed to: Absolute Conferences & Events Inc. 6 Lansing Square, Suite 214 Toronto, Ontario M2J 1T5 Tel: Fax: owwea@absolutevents.com Cancellations Exhibitors withdrawing their application prior to March 31, 2015 will have their payment refunded less an administration fee of $100 per booth booking. Cancellations received after March 31, 2015 will be subject to full contract price. Cancellations must be made in writing on company letterhead and submitted to show management. Booth Assignment Limited space Available Book early to avoid disappointment! Applications will be date-stamped on receipt. Priority placement will be given to sponsors and then space will be assigned on a first-come, first- served basis, providing the applicant has no outstanding debts with OWWEA and meets the eligibility requirements. No changes to assignments may be made without the agreement of the Trade Show organizers. HOTEL ACCOMMODATIONS Westin Harbour Castle One Harbour Square Toronto, Ontario M5J 1A6 A special rate of $ has been negotiated for attendees of the conference. Please book by March 26 to take advantage of these rates. For telephone reservations: and give either the group name OWWA or the group code OWD25A A personalized Web site for Ontario Water Works Association occurring (April 25, 2015 April 28, 2015) has been created. Guests can access the site to learn more about the event and to book, modify, or cancel a reservation from October 9, 2014 to May 2, Below you will find the appropriate link(s) to access the site: Ontario Water Works Association (OR copy and paste the following link into a web browser) Web/booking/reservation?id= &key =30B6665 Exhibit Manual A manual in electronic format with information on the show service providers, customs information etc., will be sent to you, via , in early PAGE 7 OF 12

8 SAVE THE DATE 8 th Annual Ontario Water Works Equipment Association Charity Golf Tournament In support of: Water For People Held in conjunction with Ontario s Water Conference and Tradeshow Wed. April 29, 2015, Royal Woodbine Golf Club Toronto, Ontario Enjoy a wonderful day of golf and support a very worthwhile water industry charity! administration@owwea.ca

9 Trade Show Application & Contract April 26 28, 2015 CONTACT INFORMATION Organization Contact Person (Pre Show) Title Address City Province/State Country Postal/Zip Code Tel To whom should we send the Exhibitor Manual? Check here if same as above Name TRADE SHOW SPACE ORDER STANDARD TRADE SHOW BOOTH 8' X 10' Includes: 1 booth space 1 Full Conference Registration 1 booth assistant *HST (13%) to be added to total Early Bird Price (before March 31st, 2015) OWWEA Member Price x $1, = $ OWWA /AWWA Corp. Member price x $1,764 = $ Non Member Price x $2,373 = $ Regular Price (after March 31st, 2015) OWWEA Member Price x $1,848 = $ OWWA /AWWA Corp. Member price x $2, = $ Non Member Price x $2, = $ DOUBLE TRADE SHOW BOOTH *Please note: Limited Double booths and they are available on a first come first served basis. Booths must be in the same row. Early Bird Price (before March 31st, 2015) OWWEA Member Price x $2, = $ OWWA /AWWA Corp. Member price x $3,087 = $ Non Member Price x $4,410 = $ Subtotal $ PAGE 9 OF 12

10 METHOD OF PAYMENT This application must be accompanied by the total amount due. Applications will not be confirmed until payment is received. Booth Cost (Subtotal from previous page) $ Additional Booth Assistants (*) X $170 $ (*in addition to the Booth Assistant included in your exhibitor package) New Technology Poster X $250 $ HST 13% (# RT0001) $ Total $ Cheque (PLEASE NOTE ONLY CANADIAN CHEQUES WILL BE ACCEPTED) (Payable to: Ontario Water Works Equipment Association) Credit Card VISA MasterCard Card Number Expiry Date Security Code # Cardholder Name Signature TRADE SHOW SPACE SELECTION 1 st Choice 2 nd Choice 3 rd Choice I want to be near I do not want to be near IMPORTANT Cancellation information: Please refer to Terms and Conditions page. The undersigned agrees that the Exhibitor/Sponsor will not hold or be a sponsoring participant of a hospitality event scheduled during the Trade Show Hours. Box must be checked for this application to be accepted. If this application is accepted, the Exhibitor/Sponsor agrees to be bound by the terms and conditions on the following page. The undersigned is fully authorized to commit the Exhibitor to all terms and conditions of this contract. Contract will be returned if unsigned or incomplete. Signature Print Name Date PAGE 10 OF 12

11 TRADE SHOW STAFF REGISTRATION Name of Full Registration (included in Booth cost) Name Title Name of Booth Assistant (included in Booth cost) Name Title Name of Additional Booth Assistant (Additional Cost) Name Title Name of Additional Booth Assistant (Additional Cost) Name Title PLEASE COMPLETE AND RETURN TO: OWWEA Tradeshow c/o Absolute Conferences & Events Inc. 6 Lansing Square, Suite 214 Toronto, Ontario M2J 1T5 Phone: owwea@absolutevents.com FAX: PAGE 11 OF 12

12 TERMS AND CONDITIONS EVENTS No Exhibitor shall plan any type of event, social or otherwise that conflicts with the hours of official trade show related events April 26 28, Any Exhibitor or representative thereof scheduling a social function in conjunction with the trade show must have the event approved in advance by OWWEA. The social function may NOT conflict with the times used for any trade show official event. The event start time must be scheduled a minimum of 30 minutes after the published conclusion time of any official trade show event. For early morning events, it is mandatory that the event ends in time to allow attendees sufficient time to make their way to the trade show official events. Should any exhibitor not comply with the above, at the discretion of the OWWEA Board of Directors that exhibitor may not be allowed to exhibit at future trade shows up to a maximum of 3 years. DATES Ontario Water Works Association (OWWA), Ontario Municipal Water Association (OMWA) and Ontario Water Works Equipment Association (OWWEA) reserves the right, at its sole discretion, to change the date or dates upon which the show is held or to cancel the show and shall not be liable in damages or otherwise by reason of any such change or cancellation, other than to refund in full any amounts paid by the Exhibitor to OWWA/OMWA/OWWEA. ASSIGNMENT The Exhibitor shall not assign this contract or sublet the space or any part thereof or permit same to be used by any other person, without the prior written consent of OWWEA. Any attempt to do so is null and void and will result in immediate cancellation of this contract with no refund. RULES & REGULATIONS The Exhibitor shall comply with all rules and regulations set by OWWA/OMWA/ OWWEA for the show and agrees that OWWA/OMWA/OWWEA s decision to adopt and enforce any such rule or regulation shall be final and binding. COMPLIANCE The Exhibitor is responsible for compliance with all applicable laws, bylaws, ordinances, regulations, requirements, codes and standards, including those with respect to fire, safety, health and environmental matters and shall ensure that all equipment, materials and goods used by the Exhibitor so comply. INDEMNITY The Exhibitor shall indemnify and hold harmless OWWA/OMWA/OWWEA and Absolute Conferences & Events Inc. from and against any loss, injury or damages whatsoever suffered by OWWA/OMWA/OWWEA as a result the Exhibitors failure to comply with the terms and conditions of this contract or as a result of the Exhibitors participation in the show, including without limitation, any third party claim against OWWA/OMWA/OWWEA with respect to loss, injury or damage sustained or suffered by any other exhibitor/sponsor, the owner of the building, attendees of the exhibition, and their respective directors, officers, agents and employees. LOSS OR DAMAGE In consideration of the Exhibitors participation in the show, Exhibitor hereby releases OWWA/OMWA/OWWEA, Absolute Conferences & Events Inc., their directors, officers, agents and employees from any and all claims, losses, or damages whatsoever suffered or sustained by the Exhibitor in connection with the show, including, without limitation, any claims for loss or theft of property, personal injury, or loss of business or profits, whether arising from any act of OWWA/OMWA/OWWEA or otherwise. CANCELLATION This contract may be cancelled by either party provided written notice is received by the other before March 31st, 2015 in which case all monies paid by the Exhibitor will be refunded less an administration fee of $ per booth/sponsorship. If the Exhibitor cancels after such date, it will be responsible for the full contract price. Cancellations must be made in writing, on company letterhead. CONDUCT OWWEA reserves the right at any time to alter or remove exhibits or any part thereof, including printed material, products, signs, lights or sound and to expel exhibitors/ sponsors or their personnel if, in OWWA/OMWA/OWWEA s opinion, their conduct or presentation is objectionable to OWWEA or to other exhibit participants. DISPLAY Exhibitors display must comply with all requirements of OWWA/OMWA/ OWWEA and of the owner of the building, including maximum height requirements. STAFF Exhibitors must provide at least one person per booth, during exhibition hours. The Exhibitor agrees to confine its presentation to the contracted space only. SHIPPING Goods must not be shipped to the show with any shipping charges to be paid on arrival and any such goods will not be accepted by OWWA/OMWA/OWWEA. OWWA/OMWA/OWWEA will assume no responsibility for loss or damage to the Exhibitors goods or property before, during or after the show. INSURANCE The Exhibitor is responsible for the placement and cost of insurance relating to its participation in the show. The Exhibitor agrees to furnish immediately to OWWA/OMWA/OWWEA, upon request, certificates of insurance pertaining to all policies of insurance carried by the Exhibitor together with satisfactory evidence from the insurers of the continuation of such policies. If the Exhibitor fails to comply with any of the foregoing, in addition to any other rights or remedies available to OWWA/OMWA/OWWEA at law or under this contract, OWWA/OMWA/OWWEA shall have the right to take possession of the display space for such purposes as it sees fit and the Exhibitor will be held liable for the full contract price for the said space. MOVEOUT The Exhibitor agrees that no display may be dismantled or goods removed during the scheduled time of the exhibition. The Exhibitor agrees to remove the exhibit, all equipment and accessories from the event building by the final move out time. In the event of failure to do so, the Exhibitor agrees to pay for such additional costs as may be incurred by OWWA/OMWA/OWWEA. UNION LABOUR The Exhibitor will comply with the rules and regulations of any unionized contractors that may be selected by OWWA/OMWA/OWWEA to service the exhibitors. Any dispute between the Exhibitor and any such contractor or union representative will be referred to OWWA/OMWA/OWWEA for resolution, whose decision shall be final and binding on all parties. TERMS & CONDITIONS OWWA/OMWA/OWWEA reserves the right to cancel this contract and to withhold possession of the space or to expel the Exhibitor if the Exhibitor fails to comply with any terms and conditions of this contract or the show rules and regulations, in which case the Exhibitor shall forfeit as liquidated damages and not as a penalty all payments made pursuant to this contract, all without limiting OWWA/OMWA/OWWEA other rights and remedies at law under this contract as a result of such failure to comply PAGE 12 OF 12