Trade Show Exhibition Information Package

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1 9 th CNS International Conference on CANDU Maintenance December 4-6, 2011 Metro Toronto Convention Centre Trade Show Exhibition Information Package 23 November

2 TRADE SHOW EXHIBITION INFORMATION Who Should Exhibit Businesses that provide engineering, refurbishment, retrofit and maintenance services to the Canadian nuclear industry are encouraged to purchase an exhibit booth space to take advantage of the opportunity to showcase their company s services to the Conference participants. Exhibitor Recognition Exhibitors will be recognized in the Sponsorship and Exhibitor Directory, as part of the Conference programs and proceedings, on the Conference website and through on-site publicity and promotion. Exhibitor Sponsorships Exhibitors may further increase their visibility by sponsoring specific Conference items (hospitality, delegate bags, etc.). Such sponsorships will be recognized in the Sponsorship and Exhibitor Directory, as part of the Conference programs and proceedings, on the Conference website and through on-site publicity and promotion. Trade Show Exhibition Booth Package The space and services, which form the Exhibitor Booth Packages, are as follows: 10 x 10 Exhibit Space see attached layout. Exhibit location of your choice based on availability at the time of booking. Double spaces available. Exhibit pre-set-up by Exhibit Services contractor (Stronco). Exhibit co-ordination by the Conference s Event Administrator. Two (2) Exhibit Booth Attendant Hospitality Registrations are included. Exhibitor recognition through a listing on the Conference s website, in Advance and Final Programs and Proceedings, and on signage at the Conference. Exhibits are visible throughout the Conference around the perimeter of the Reception/Luncheon/Banquet Hall. For further information please about Exhibiting at CMC 2011, please contact: CMC 2011 Event Administrator Elizabeth Muckle-Jeffs The Professional Edge 1027 Pembroke Street East, Suite 200 Pembroke, ON K8A 3M4 Canada Tel: (North America) Tel: (International) Fax: CMC 2011 Exhibits Chair Simon Weston E: 23 November

3 Exhibit Booth Reservation To reserve booth space for your company, complete the attached Trade Show Exhibition Booth Reservation Form and send to the Event Administrator (as indicated below). CMC 2011 Event Administrator Elizabeth Muckle-Jeffs The Professional Edge 1027 Pembroke Street East, Suite 200 Pembroke, ON K8A 3M4 Canada Tel: (North America) Tel: (International) Fax: Booth Space Allocation The floor plan of the Trade Show Exhibition area is attached. When completing the form, please indicate the booth number of your preferred location. Space allocation will be made on a first come first serve basis. If a booth location preference is not indicated on the Exhibitor Booth Reservation Form, or if your requested location has already been reserved, Conference Management reserves the right to allocate alternate space to your company and you will be advised by . To ensure your company s needs are met, please register early! In order to optimize the value of exhibiting to your company, the Exhibits Chair will endeavour to locate competing businesses in separate areas of the Trade Show if requested at the time of registration. Booth Space Payments After your Trade Show Exhibit Booth Reservation form has been processed an invoice will be issued to the address indicated on the form, along with details of how payments can be made. Booth Space Reservations are not considered complete until payment has been received. Conference and Exhibit Booth Attendant Hospitality Registrations Exhibitors are encouraged to be full Conference participants and have at least one full Conference Registration. Exhibit Booth Attendant Hospitality Registrations for two booth attendants is included with each booth space reserved. These registrations include participation in receptions, coffee breaks, lunches, and the banquet, but exclude participation in the Technical Program and receiving copies of the Conference Proceedings. Additional Exhibitor Hospitality Registrations are available $ each (maximum two additional per company) at a reduced rate. Exhibit Booth Attendants must be registered online through the following link to the online registration form You can also navigate to the online registration form through CNS website click on the link to CMC 2011, navigate to Registration in the top bar of the main page, and click on the link to Register Online. 23 November

4 Exhibit Services Stronco is the official supplier of all exhibit equipment and services. An Exhibitor Services Manual, complete with order forms for all related equipment and services you may need will be sent to you, including shipping/receiving, storage, etc. Please note that the MTCC is fully carpeted so that you only need to order carpeting if you want to colour-coordinate with your booth materials. Exhibit Services Contractor Erik Naar Stronco Tel: x2271 Fax: Exhibit Move In and Set Up All standard 10 x 10 booth spaces will be set up and ready for Exhibitor move-in at 12:00 noon on Sunday, December 4. All displays must be set-up by 4:00 pm. Custom booth set-ups must be arranged in advance with Stronco. Trade Show Exhibition Hours Sunday, December 4, 6:00 pm to 8:00 pm (Welcome Reception) Monday, December 5, 9:30 am to 12:00 pm Monday, December 5, 2:45 pm to 6:30 pm (Pre-banquet reception from 5:30-6:30) Tuesday, December 6, 9:30 am to 12:00 pm Tuesday, December 6, 2:45 pm to 4:30 pm Exhibitor Move-Out Teardown of displays will commence at 5:00 pm on Tuesday, December 6 and all exhibit display materials and equipment must be removed from the MTCC premises by 7:00 pm that day. Hotel Accommodation A block of rooms has been reserved for Trade Show Exhibition and Conference participants at the Fairmont Royal York Hotel at the special Conference rate of $145.00, single or double occupancy. In order to guarantee you receive this rate, make your reservation directly with the hotel through the following link to the hotel s reservation form prior to the cut-off date, November 3, You can also contact the hotel by calling the Fairmont Royal York s toll-free reservations line and provide the Group Booking Code ORGA November

5 TRADE SHOW EXHIBITION BOOTH RESERVATION FORM To reserve booth space for your company, complete this form and send it to the CMC 2011 Event Administrator (as indicated below). After your request has been processed an invoice will be issued to the address indicated on the form, along with details of how payments can be made. Booth Space Reservations are not considered complete until payment has been received. CMC 2011 Event Administrator The Professional Edge 1027 Pembroke Street East, Suite 200 Pembroke, ON K8A 3M4 Canada Tel: (North America) Tel: (International) Fax: Company Name: Name of Booth: Contact Person: Postal Address: City: Prov/State: Postal/Zip Code TEL: FAX: Booth Attendants: Please note that each Booth Space includes registration for two Booth Attendants who must be registered using the CNS online registration form There is also a link to that form on the CMC 2011 website, under the Registration tab. Complete the details on the first screen of the online form then click Next to proceed to the second screen. There you will click on Booth Attendants where you can accept a maximum of two people for complimentary registrations. You may also register a maximum of two additional booth attendants for $ each. Exhibitor Booth Order Number of 10 x 10 booths spaces 1 $2, ($325) HST = $2, $5, ($650) HST = $5, TOTAL = $ Booth Space(s) Preference(s): # # # # 23 November

6 TERMS AND CONDITIONS Cancellation and Refund Policy Refunds of payments made for booth space will only be granted if written notification of cancellation is submitted to the Canadian Nuclear Society before October 7, Refunds, less a processing fee of $113.00, will be issued after the Conference. No refunds will be provided for cancellations received after October 7, Limitation of Liability All property of the Exhibitor is understood to remain in the care, custody and control of the Company s designated representative, while in transit to or from the primary location, and while within the confines of the Exhibit area. Exhibitors are advised to consult with their insurance company regarding coverage of their exhibit materials and other equipment against loss or damage, and public liability insurance against injury to individuals and the property of others. Each Exhibitor shall be fully responsible to pay for any and all damages to property owned by the Metropolitan Toronto Convention Centre, its owners or managers, which result from any act or omission of the Exhibitor. The Exhibitor agrees to defend, indemnify and hold harmless, the Metro Toronto Convention Centre, its owners, managers, officers or directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from the Exhibitor s use of the property. The Exhibitor agrees to strictly adhere to, and comply with, the applicable terms and conditions in this agreement regarding the exhibition premises; and further the Exhibitor shall at all times protect, indemnify, save, and hold forever harmless The 9 th CNS International Conference on CANDU Maintenance, its organizers, committee members and administrators, the Canadian Nuclear Society, its directors, contractors and employees, from any damage or charges imposed for violation of any law or ordinance, whether occasioned by the negligence of the Exhibitor, as well as from any and all loss, cost, damage liability, or expense arising from any accident or other occurrence. Building Signage Posting Rules No advertising or promotional materials or signs can be posted, nailed, screwed or otherwise attached to columns, walls, floors, or other parts of the Metro Toronto Convention Centre or furniture. Distribution of promotional stickers or labels is strictly prohibited. Fire Regulations The MTCC enforces strict fire safety regulations. No materials are permitted to block or impede any exit within the MTCC. The display of flammable fluids or substances is strictly prohibited. If any materials are found to be in contravention of this regulation, they will be removed. ACCEPTANCE OF TERMS AND CONDITIONS I have read and understand the Terms and Conditions as indicated above and accept to comply with them. Date: Signature of Authorized Company Representative Title: (Print Name) 23 November

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