EXHIBITOR PACKAGE MISA Ontario Annual Conference and Trade Show. June 8 11, 2014

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1 EXHIBITOR PACKAGE 2014 MISA Ontario Annual Conference and Trade Show June 8 11, 2014 The Ottawa Convention Centre 55 Colonel By Drive Ottawa, Ontario K1N 9J2

2 GREETINGS The City of Ottawa is honoured to be hosting the 2014 MISA Ontario Annual Conference and Trade Show, June 8 through 11, at the Ottawa Convention Centre, Ottawa, Ontario. The theme selected for the 2014 conference is Transforming Client Experience focusing on both internal departmental and residential clients. This conference is a perfect opportunity for your organization to promote products, increase brand awareness and generate leads to an audience of top Ontario municipal government decision makers. It provides the opportunity to meet and mix with municipal information technology CIO s, directors and managers in a relaxed and cordial atmosphere. Municipal Information Systems departments collaborate with internal customers and suppliers to implement innovative, cost-effective systems solutions. Now, more than ever, our success demands a sharp focus on the business systems solutions that help our municipalities achieve strategic objectives and operational goals. The 2014 MISA Ontario Conference and Trade Show will see an increase in attendees as we extend invitations to our management colleagues in areas of Community and Protective Services to Transit and all areas in between. Our intent this year is to bring decision-makers from all areas of the municipalities to the conference. The MISA 2014 Conference Committee volunteers have worked tirelessly to deliver a valuable, cost-effective event. With your support the conference will be an exceptional and valued learning experience for every attendee. We thank you for your consideration and positive response in securing booth space at the 2014 MISA Ontario Annual Conference and Trade Show. To book your space, please 2014misa@misa.on.ca. Respectfully, Exhibitor and Sponsorship Committee 2014 MISA Ontario Annual Conference and Trade Show Photo above courtesy of Ottawa Tourism.

3 CONTENTS MISA ONTARIO ASSOCIATE MEMBERSHIP...1 EVENT DATE...1 EVENT VENUES EVENT HOTELS...2 SCHEDULE WITH KEY CONTACTS...3 EXPOSURE TO DELEGATES...5 BOOTH PRICING...5 BOOTH INCLUSIONS...6 TERMS OF EXHIBITOR PARTICIPATION...7 BOOTH STAFF DEFINITIONS...7 FULL DELEGATE... 7 EXHIBIT AREA... 7 ADDITIONAL STAFFING REQUIREMENTS... 7 ACCESS TO TRADE SHOW FLOOR...9 MOVE IN & SET-UP... 9 SHOW HOURS... 9 MOVE OUT... 9 CONTACT... 9 SECURITY AND INSURANCE...10 CANADA CUSTOMS AND REVENUE AGENCY (CCRA)...10 CUSTOMS BROKERS...10 FLOOR PLAN...11 VENUE MAPS...12 HOTEL MAPS STAFF REGISTRATION...7 BOOTH ALLOCATION...8 BOOTH AWARDS...9 BEST BOOTH AWARD... 9 BEST THEMED BOOTH... 9

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5 2014 MISA Ontario Annual Conference and Trade Show Exhibitor Package 1 MISA ONTARIO ASSOCIATE MEMBERSHIP Consider some of the advantages of Associate membership with MISA Ontario: Opportunities to network and build relationships with the key decision makers in municipal Information Systems departments from across the province Opportunity to actively participate on the MISA Ontario Board of Directors Committees and Special Interest Groups (SIGs) Members only events Significantly reduced pricing for booth space at the annual conference and Trade Show, bringing the municipal membership together in one place at the same time To learn more, choose Membership on the MISA Ontario website. EVENT DATE The 2014 MISA Ontario Annual Conference and Trade Show occurs June 8, 9, 10 and 11, For more information or to book your booth space, 2014misa@misa.on.ca. EVENT VENUES The Ottawa Convention Centre 55 Colonel By Drive, Ottawa, ON K1N 9J2 Phone: Toll Free: Website: Map included on page 12 Cedarhill Golf and Country Club 56 Cedarhill Drive, Ottawa, ON K2R 1C5 Phone: Website: Map included on page 12 National Arts Centre (NAC) Roof Top Terrace 53 Elgin Street, Ottawa, ON K1P 5W1 Phone: Website: Map included on page 12 The Canadian War Museum 1 Vimy Place, Ottawa, ON K1A 0M8 Phone: Toll Free: Website: Map included on page 12

6 MISA Ontario Annual Conference and Trade Show Exhibitor Package EVENT HOTELS The Westin Hotel 11 Colonel By Drive, Ottawa, ON 1N 9H4 Phone: Website: Reservations: Click here. Map included on page 13 Lord Elgin Hotel 100 Elgin Street, Ottawa, ON K1P 5K8 Phone: Toll Free: Website: Reservations: Click here. Map included on page 13 Novotel Hotel 33 Nicholas Street, Ottawa, ON K1N 9M7 Phone: Website: Reservations: Click here. Map included on page 13 Les Suites Hotel 130 Besserer Street, Ottawa, ON K1N 9M9 Phone: Toll Free: Website: Reservations: Click here. Login: MISA2014 Map included on page 13

7 2014 MISA Ontario Annual Conference and Trade Show Exhibitor Package 3 SCHEDULE WITH KEY CONTACTS Note Final schedule to be determined and subject to change. Sunday, June 8 Ottawa Convention Centre Exhibitor Registration and set up: 10 a.m. to 5 p.m. Trade Show/Exhibitor Inquiries: Michelle Wilken Phone: , ext Cell: OCC Facility Inquiries: Elizabeth McMenemy, Event Services Manager Phone: Cell: Delegate Registration: 9 a.m. to 2 p.m. Inquiries: Anne Irwin Phone: , ext Cell: Cedarhill Golf Course Golf Tournament Bus leaves from Ottawa Convention Centre: 10 a.m. Registration: 10:30 a.m. Lunch: 11 a.m. to 12:15 p.m. Shotgun Start: 12:30 p.m. Bus back to Ottawa Convention Centre: 5:15 p.m. Golf Inquiries: John McNamee Phone: , ext Course Inquiries: Sunday Tour UrbanQuest Tour and Lunch: Noon to 3 p.m. Walking distance from hotels and Ottawa Convention Centre Event Inquiries: Pixi Boparai Phone: , ext Cell: Monday, June 9 Ottawa Convention Centre Walking distance from hotels Breakfast: 7 to 8:45 a.m. Trade Show: 7:30 to 8:30 a.m. Opening and Industry Keynote Speaker: 8:45 to 10 a.m. Trade Show and Break: 10 to 10:45 a.m. Educational Streams and Trade Show: 10:45 to 11:30 a.m. Lunch and Trade Show: 11:30 a.m. to 1 p.m. Keynote Speaker: 1 to 2 p.m. Educational Streams and Trade Show: 2 to 2:45 p.m. Trade Show and Break: 2:45 to 3:30 p.m. Educational Streams and Trade Show: 3:30 to 4:15 p.m. Canadian War Museum Evening Dinner and Event: 7 to 11 p.m. Bus transportation from Ottawa Convention Centre to Canadian War Museum: 6:30 to 7 p.m. Bus Transportation from Canadian War Museum back to Ottawa Convention Centre: 9:30 to 11:30 p.m. Event Inquiries: Stephanie Iafelice Phone: , ext Cell: The Westin Hotel Bonaventure Suite 23 rd Floor, Room 2318 Hospitality Evening: 10 p.m. to 1 a.m. Event Inquiries: Stephanie Iafelice Phone: , ext Cell: NAC Rooftop Terrace Opening Reception: 6 to 10 p.m. Walking distance from hotels and Ottawa Convention Centre Shuttle Bus drop off from golf course: 5:45 p.m. Event Inquiries: Pixy Boparai Phone: , ext Cell:

8 MISA Ontario Annual Conference and Trade Show Exhibitor Package Tuesday, June 10 Ottawa Convention Centre Walking distance from hotels Breakfast: 7 to 8:55 a.m. Trade Show: 7:30 to 8:30 a.m. Opening and Industry Keynote Speaker: 9 to 10 a.m. Trade Show and Break: 10 to 10:45 a.m. Educational Streams and Trade Show: 10:45 to 11:30 a.m. Lunch and Trade Show: 11:30 a.m. to 1 p.m. Keynote Speaker: 1 to 2 p.m. Educational Streams and Trade Show: 2 to 2:45 p.m. Trade Show and Break: 2:45 to 3:30 p.m. Educational Streams: 3:30 to 4:15 p.m. Exhibitors Trade Show Move-Out: 4 to 10 p.m. Trade Show/Exhibitor Inquiries: Michelle Wilken Phone: , ext Cell: Wednesday, June 11 Ottawa Convention Centre Breakfast: 7 to 9 a.m. Industry Keynote Speaker: 9 to 10 a.m. Morning Break Presentation Box Lunch: 11:45 a.m. Note Final schedule to be determined and subject to change. Ottawa Convention Centre Trillium Ballroom Awards and Banquet Dinner: 6 to 10 p.m. Event Inquiries: Stephanie Iafelice Phone: , ext Cell: The Westin Hotel Daly Restaurant, 3 rd Level Hospitality Evening: 10 p.m. to 1 a.m. Event Inquiries: Stephanie Iafelice Phone: , ext Cell:

9 2014 MISA Ontario Annual Conference and Trade Show Exhibitor Package 5 EXPOSURE TO DELEGATES The committee is delighted to welcome exhibitors back to Ottawa (host of the 2006 MISA Ontario Conference and Trade Show). From early morning through end of business day, the Ottawa Convention Centre, Canada Hall located on the third floor will serve as the conference and trade show floor, the primary focus of attendees, with meals and breaks, keynote speakers, and a relax and recharge area. Lunch and break stations will be strategically placed throughout the trade show floor, allowing delegates additional time to be spent with vendors. Our floor plan is included on page 11. Education streams and vendor presentations will take place on the second level with an additional relax and recharge area. In planning the 2014 MISA Ontario Annual Conference and Trade Show, the conference committee has focussed on addressing the needs of municipalities, the needs of municipal IT departments, the needs of delegates and the needs of our associate and affiliate membership. We are confident we are delivering a cost-effective and high calibre conference with attention to those events and activities that will add value for all attendees. The conference program is being developed with focus on providing informal and ongoing interaction between attendees and exhibitors. BOOTH PRICING 10 X X 10 MEMBER NON MEMBER MEMBER NON MEMBER by January 31, 2014 $4,000 $4,800 $6,800 $8,160 February 1 to March 1, 2014 $4,250 $4,800 $7,225 $8,160 After March 1, 2014 $4,500 $4,800 $7,650 $8,160 Staffing (details page 7) FD = Full Delegate EA = Exhibit Area Price includes: 1 FD and 1 EA Price includes: 1 FD and 1 EA Price includes: 1 FD and 2 EA Price includes: 1 FD and 2 EA 30 X X 10 OR 20 X 20 MEMBER NON MEMBER MEMBER NON MEMBER by January 31, 2014 $9,600 $11,520 $12,000 $14,400 February 1 to March 1, 2014 $10,200 $11,520 $12,750 $14,400 After March 1, 2014 $10,800 $11,520 $13,500 $14,400 Staffing (details page 7) FD = Full Delegate EA = Exhibit Area Price includes: 1 FD and 3 EA Price includes: 1 FD and 3 EA Price includes: 2 FD and 3 EA Price includes: 2 FD and 3 EA

10 MISA Ontario Annual Conference and Trade Show Exhibitor Package BOOTH INCLUSIONS Your booth purchase includes: 10 x 10 carpeted space defined by pipe and drapery One six foot table with two chairs One 15 amp duplex outlet and one LAN connection 1GB 10MB internet connection One wastebasket To reserve your booth space, 2014misa@misa.on.ca and a registration package will be sent to you. If you require additional trade show services, please contact the service agencies listed below. You are responsible for contacting the supplier, arranging for the service, and payment of all related costs. Additional furnishings can be ordered directly from our show decorator: Freeman 940 Belfast Road, Ottawa, ON K1G 4A2 Phone: Fax: Website: Order forms and additional information on exhibit space is available at their website. Audiovisual requirements can be ordered directly from our show supplier: AVW-Telav Audio Visual Solutions, Ottawa Branch Jamie Donaldson 3020 Hawthorne Road, Building 300, Unit 300A, Ottawa, ON K1G 3J6 Phone: , ext. 249 Cell: Fax: donaldso@avwtelav.com Website: Order forms are attached as excel spreadsheets. Simply fill out and them to donaldso@avwtelav.com.

11 2014 MISA Ontario Annual Conference and Trade Show Exhibitor Package 7 TERMS OF EXHIBITOR PARTICIPATION One company per booth space; sharing of booth space is not permitted. Eligible exhibitors are organizations providing products, services, professional expertise or management consulting services to local government authorities. Exhibitors agree to abide by the rules and regulations as set forth by MISA and the conference planners. Exhibitors agree to confine their presentation within the contracted space and to maintain a staff member in their booth during the show hours. BOOTH STAFF DEFINITIONS Booth staff definitions are Full Delegate (FD) or Exhibit Area (EA) FULL DELEGATE Encouraged to participate in all aspects of the 2014 MISA Ontario Annual Conference and Trade Show, including choice of Golf or UrbanQuest Tour on Sunday, all meals, all events, all happenings including Wednesday. EXHIBIT AREA Trade Show at the Ottawa Convention Centre including daytime activities and meals scheduled at the Ottawa Convention Centre only. Upgrade your Exhibit Area Staff to include evening meals, entertainment and social mingling for $175 per evening per person or our discounted $250 for both evenings per person. ADDITIONAL STAFFING REQUIREMENTS Over and above those included with your booth purchase can be accommodated. Visit the registration website and register each person (over and above those included with your booth purchase) as either full delegates or day pass delegates or day pass with evening upgrades. STAFF REGISTRATION Registration for booth staff will be done manually by the Exhibitor and Sponsorship Committee. Once you have purchased your booth, a staff registration form will be ed to you to ensure space is reserved for your full delegate(s) in either golf or the UrbanQuest tour event as both Sunday activities are limited in the number of attendees. All details for your booth staff, including the names of those attending MUST be provided NO later than Friday, May 16, 2014 to finalize our registration process. In the event you have not provided complete information by Wednesday, April 30, 2014, a member of our Exhibitor and Sponsorship Committee will contact you to remind you of the deadline and to assist with the registration process for your booth staffing.

12 MISA Ontario Annual Conference and Trade Show Exhibitor Package BOOTH ALLOCATION Locations on the trade show floor will be awarded based on dollars spent in support of the 2014 MISA Ontario Annual Conference and Trade Show as of midnight, Monday, March 31, The first choice of booth space will be awarded to the Platinum Sponsor, followed by the next highest value of combined sponsorship and booth dollars, followed by date of booth purchase until all sales are awarded. After booths are awarded, the floor plan will be updated and made available for download from the registration website. In the event there are unsold booths remaining, they will be assigned as booth orders and payments are received. The following is an example of how the booths will be awarded. EXHIBITOR SPONSORSHIP AMOUNT BOOTH SIZE DATE ORDERED A $1, x 10 January 15 B $1, x 20 January 30 C $0 10 x 10 December 1 D $5, x 10 March 30 E $17, x 20 March 15 F $10, x 10 February Exhibitor E Platinum sponsor, booth increased to 10 x 30 and first pick of location on floor. Will be contacted on Monday, March 31, 2014 at noon EST 2. Exhibitor F Gold sponsor 2 nd to pick booth location 3. Exhibitor D Silver sponsor 3 rd to pick booth location 4. Exhibitor B 4 th to pick booth location 5. Exhibitor A 5 th to pick booth location 6. Exhibitor C 6 th to pick booth location

13 2014 MISA Ontario Annual Conference and Trade Show Exhibitor Package 9 BOOTH AWARDS BEST BOOTH AWARD Annually each exhibitor is considered for the conference Best Booth Award. Judged by attendees representing the 2015 MISA Ontario Annual Conference and Trade Show, each exhibitor is considered in the categories of Aesthetics, Assertiveness, Availability, Customer Service, Friendliness, Product Knowledge, Salesmanship and Use of Booth Display. The award for Best Booth is presented by the MISA Ontario Executive at the Tuesday evening Awards Banquet. BEST THEMED BOOTH The 2014 MISA Ontario Annual Conference and Trade Show theme is Transforming Client Experience. Exhibitors are encouraged to add elements of creativity, innovation and fun in exemplifying our conference theme in their display. A team of mystery judges will be watching for the exhibitor most deserving of the Best Themed Booth Award, which will be also be presented at the Tuesday evening Awards Banquet. ACCESS TO TRADE SHOW FLOOR MOVE IN & SET-UP Sunday, June 8, 2014 SHOW HOURS 10 a.m. to 5 p.m. Final schedule to be determined and subject to change. Monday, June 9 7:30 a.m. to 4 p.m. Tuesday, June 10 7:30 a.m. to 4 p.m. MOVE OUT Tuesday, June 10 4 to 10 p.m. CONTACT Trade Show/Exhibitor Inquiries: Michelle Wilken Phone: , ext Cell: For more information on trade show services such as storage, shipping or cart services, please visit Freeman.

14 MISA Ontario Annual Conference and Trade Show Exhibitor Package SECURITY AND INSURANCE It is the exhibitor s responsibility to attend their booth during show times. During non-show times the Canada Hall, Ottawa Convention Centre will be secured, and after hours security will be provided. Neither MISA nor Convention Centre will accept responsibility for goods and equipment left at exhibitor booths. Exhibitors are reminded that their insurance for goods and services should take effect from the day that the goods are delivered to the exhibition venue and should remain in force until their exhibits are removed. Exhibitors are required to take out adequate insurance coverage against the kinds of risks they will incur in connection with the exhibition, especially public liability. CANADA CUSTOMS AND REVENUE AGENCY (CCRA) The 2014 MISA Ontario Conference and Trade Show will be registered with the Canada Border Service s Agency, International Events and Convention Services Program, If you are arriving in Canada from an international port, including the United States, you will be required to provide a list of the goods and approximate value that you will be bringing into Canada in advance. CUSTOMS BROKERS The service of a customs brokerage firm is strongly recommended for all shipments originating outside of Canada, eliminating materials being held at the border by Canada Customs due to improper or insufficient documentation resulting in these materials arriving too late or not at all. Freeman Transportation and Custom Services is available to assist should you require these services. Contact jmakos@nalsi.com or kmullins@nalsi.com.

15 2014 MISA Ontario Annual Conference and Trade Show Exhibitor Package 11 FLOOR PLAN OTTAWA CONVENTION CENTRE, CANADA HALL

16 MISA Ontario Annual Conference and Trade Show Exhibitor Package VENUE MAPS OTTAWA CONVENTION CENTRE 55 Colonel By Drive CEDARHILL GOLF AND COUNTRY CLUB 56 Cedarhill Drive NATIONAL ARTS CENTRE 53 Elgin Street CANADIAN WAR MUSEUM 1 Vimy Place CLICK HERE TO GO TO MAP

17 2014 MISA Ontario Annual Conference and Trade Show Exhibitor Package 13 HOTEL MAPS WESTIN HOTEL 11 Colonel By Drive LORD ELGIN HOTEL 100 Elgin Street NOVOTEL HOTEL 33 Nicholas Street LES SUITES HOTEL 130 Besserer Street CLICK HERE TO GO TO MAP

18 MISA Ontario Annual Conference and Trade Show Exhibitor Package NOTES

19 NOTES 2014 MISA Ontario Annual Conference and Trade Show Exhibitor Package 15

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