Exhibitor Opportunities

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1 Spring Training & Showcase of 49 Conference Details What Spring Training & Showcase 2016 When Tuesday, May 3 to Where Ramada Edmonton Hotel and Conference Centre Kingsway Edmonton, AB Phone: Contact Jessie Chai Tourism Event Coordinator Alberta Culture and Tourism spring.training@gov.ab.ca Questions If you have any questions regarding the exhibitor opportunities, please contact spring.training@gov.ab.ca. An Invitation to Industry Partners Make the most out of Alberta s network of Visitor Information Providers by showcasing your tourism product or destination at Spring Training & Showcase 2016! Hosted by Alberta Culture and Tourism, we provide annual training to front-line Visitor Information Centre (VIC) staff from across the province. Get connected with the staff who promote Alberta to visitors. Register today as an exhibitor for Spring Training & Showcase 2016! What is Spring Training & Showcase? Spring Training and Showcase is a two-day training event designed to prepare front-line VIC staff for the upcoming season by providing a combination of engaging and effective product knowledge and travel counselling training. The showcase portion of the event brings in Alberta tourism attractions, events, destination organizations, and business like yours, to help us in informing VIC staff about the variety of experiences that are available across Alberta for visitors to enjoy. This year our event theme is Making Connections. This is a great opportunity for organizations to apply as exhibitors and gain exposure with front-line VIC staff as well as establish relationships with others in the tourism industry. VIC staff will leave this event equipped with the knowledge and tools to help create an exceptional experience for the thousands of visitors who stop in at our province s VICs each year. How Does Showcase Work? The event is set up in a speed-dating tradeshow-style format with exhibitors and booths. During the two hour session, you will have the opportunity to make a 9 minute presentation to 12 different groups of VIC staff that will rotate to your booth. If you are selected as an exhibitor, you will be assigned to one of four, two-hour time slots, in either the morning or afternoon of Tuesday, May 3rd or Wednesday, May 4th (there are two sessions per day). Each session includes a 20 minute refreshment break. Each session will have a regional focus that will feature one or two regions of Alberta (North, Rockies, Central, South, Edmonton and Area, Calgary and Area). You will be grouped with exhibitors from your region so that staff will be able to contextualize each region s tourism experiences and destinations.

2 Spring Training & Showcase of 49 Showcase Sessions Showcase Session #1 South and Alberta Historic Sites Tuesday, May 3 from 9:30 AM 11:50 AM Showcase Session #2 Edmonton and North Tuesday, May 3 from 2:30 PM 4:50 PM Showcase Session #3 Calgary and Central Wednesday, May 4 from 8:25 AM 10:45 AM Showcase Session #4 Canadian Rockies Wednesday, May 4 from 1:15PM 3:35 PM Benefits Opportunity to meet and engage with over 150 front-line VIC staff that can help increase visitation to your destination or business. Increase awareness and gain exposure for your organization Establish and strengthen relationships with those in the tourism industry Network with industry representatives Increase tourism to your region and aid in building tourism to a $10.3 billion industry in Alberta Selection and Notification There are a total of 48 booth spots available for Exhibitor Showcase with a maximum number of 12 booth spots per session. Due to the event s popularity there are a limited number of booths available per region and we inevitably receive more exhibitor applicants than we are able to accommodate. In the event that we are not able to accommodate the amount of applicants with the available booth spaces, we may need to select applicants through a random draw for available space once the registration deadline closes. Applicants will be notified by by Thursday, February 25th, 2016 if they have or have not been selected to exhibit. An invoice and confirmation package will follow thereafter for successful applicants. All other remaining applicants will be placed on a waiting list. Should additional opportunities arise at a later date, all waiting list applicants will be given consideration and notified if a spot becomes available.

3 Spring Training & Showcase of 49 Exhibitor Showcase $300 (additional presenter $30/ each + GST) 48 spots Tuesday May 3, 2016 to Wednesday May 4, 2016 Get connected with front-line VIC staff and be a part of their experince at Spring Training and Showcase 2016 by participating as an exhibitor during one of our four two-hour showcase sessions. Each session includes a 20 minute refreshment break that exhibitors can take advantage of to further engage and network with VIC staff. Exhibitor partnerships are encouraged. Includes: A chance to showcase your tourism experience/destination in an appointment format setting with over 150 front-line VIC staff Opportunity to establish relationships with other tourism representatives in your region One 12 x 12 curtained booth with draped 6 display table, chairs, Wi-Fi, and access to a 1500 watt for your two-hour session Breakfast and morning refreshments for one exhibitor/presenter during the morning showcase sessions or lunch and afternoon refreshments for afternoon showcase sessions (additional fee for extra exhibitor/presenter) Recognition in conference program Distribution of information or promotional materials Opportunity to provide giveaways, doorprizes or FAM offerings Exhibitor Packages Additional exhibitor opportunities are available for organizations that want an exclusive chance to speak and engage with over 150 front-line VIC staff as well as other tourism operators and industry partners from across Alberta about their product and services. These opportunities are separate from the Exhibitor Showcase. Presentations for the Exhibitor Packages (excluding the Bronze Packages) will take place during the evening Welcome Reception on May 2, or during one of the meal breaks (Breakfast or Lunch) on May 3 or May 4. Exhibitor Packages are reserved on a first-come, first-served basis. Take advantage of the various Exhibitor Packages for this event. Details of these opportunities are outlined on the next page.

4 Spring Training & Showcase of 49 Platinum Package $1000 Welcome Reception (one spot) Monday, May 2, :30 p.m. 9:00 p.m. Includes: Featured at the Welcome Reception with the opportunity to bring greetings to front-line VIC staff and industry partners and a ten minute presentation about your organization s business, service, destination or attraction Make a lasting impression with front-line VIC staff and industry partners as our delegates come to relax, socialize, network, and enjoy light snacks during this evening reception Increase your corporate visibility Invite to Monday s evening social for you and two corporate guests Establish relationships with tourism representatives Set up of your banner or pop-up display and display table at premier location at event Premier positioning of logo and listing in conference program and signage Recognition and acknowledgement throughout the event Inclusion of information or promotional materials in delegate bags Opportunity to provide enhancements including entertainment, themed décor, and giveaways Gold Package $800 Lunch (two spots) Tuesday, May 3 or Tuesday: 12:00 p.m. 1:00 p.m. Wednesday: 12:05 p.m. 1:05 p.m. Includes: Featured at the Luncheon with the opportunity to give up to a 15 minute presentation to over 200 delegates that includes VIC staff, industry representatives, and tourism operators about your tourism experience, service or destination The undivided attention of a captive, targeted audience to impart your marketing message while guests enjoy a wonderful meal within a relaxed atmosphere. Increase your corporate visibility Your logo and listing in conference program and signage Set up of your banner or pop-up display and display table at event Opportunity to provide promotional items on lunch tables Lunch is included for up to two presenters Reserved seating during lunch

5 Spring Training & Showcase of 49 Silver Package $600 Breakfast (two spots) Tuesday, May 3 or Tuesday and Wednesday 7:15 a.m. 8:15 p.m. Includes: Featured at Breakfast with the opportunity to give up to a 10 minute presentation to over 200 delegates that include VIC staff, industry representatives, and tourism operators about your tourism experience, service or destination Increase your corporate visibility The undivided attention of a captive, targeted audience to impart your marketing message while guests enjoy a wonderful meal within a relaxed atmosphere. Your logo and listing in conference program and signage Set up of your banner or pop-up display and display table at event Opportunity to provide promotional items on breakfast tables Breakfast is included for up to two presenters Reserved seating during breakfast Bronze Package $400 Welcome Reception (three spots) Monday, May 4, 2016 Welcome Reception Includes: Increase your corporate visibility Opportunity to network with VIC staff and industry partners Establish relationships with tourism representatives Set up of your banner or pop-up display and display table at the evening welcome reception Your logo and listing in conference program and signage Recognition and acknowledgement during the event Refreshments (one spot) Tuesday, May 3, 2016 to Refreshements Includes: Enhance your corporate visibility at the refreshment stations enjoyed by all VIC staff and tourism operators and partners. Set up of your banner or pop-up display and display table at the event for both days Your logo and listing in conference program and signage Recognition and acknowledgement throughout the event

6 6 of 9 Spring Training & Showcase of 4 Program Schedule (*Subject to change) Monday May 2, :30PM-7:30PM 6:30PM-9:00PM Function Registration Welcome Reception Tuesday May 3, :15AM 7:15AM-8:10AM 8:20AM-9:20AM 9:30AM-10:30AM 10:30AM-10:50AM 10:50AM-11:50AM 12:00PM-1:00PM 1:10PM-2:20PM 2:30PM-3:30PM 3:30PM-3:50PM 3:50PM-4:50PM Function Registration Breakfast and opening program Concurrent Breakout sessions Showcase #1 - South and Alberta Historic Sites Refreshment Break Showcase #1 cont d Lunch Training Showcase #2 Edmonton and North Refreshment Break Showcase #2 cont d Wednesday May 4, :15AM 7:15AM-8:15AM 8:25AM-9:25AM 9:25AM-9:45AM 9:45AM-10:45AM 10:55AM-12:00PM 12:05PM-1:05PM 1:15PM-2:15PM 2:15PM-2:35PM 2:35PM-3:35PM 3:45PM-4:15PM Function Registration Breakfast and opening program Showcase #3 Calgary and Central Refreshment Break Showcase #3 cont d Concurrent Breakout Sessions Lunch Showcase #4 Canadian Rockies Refreshment Break Showcase #4 cont d Closing notes and door prizes

7 Spring Training & Showcase of 49 Hotel Information This event will take place at the Ramada Edmonton Hotel and Conference Centre. The hotel is conventiently located five minutes away from downtown. Parking Complimentary parking is available at the hotel. Accommdation There is a block of rooms available through a group rate at the Ramada Edmonton Hotel and Conference Centre. Room rates are based on single occupancy ($104/night + tax) or double occupancy ($109/night + tax). A reference code will be provided to you if you are confirmed to participate in the event. Rooms may be booked at the discounted rate until Friday, April 1, Registration How to Submit a Registration Form completed Exhibitor Application Form and Exhibitor Request Form by the registration deadline of February 17th, 2016 at 4:30 p.m. to spring.training@gov. ab.ca. Applicants will be notified by by February 25th, 2016 if they have or have not been selected to exhibit.

8 Exhibitor Application Form Spring Training & Showcase of 49 Application Information Organization/Company Name Contact Person Contact Phone Company Address City/Town Province Postal Code Organization s Website Region Exhibitor Opportunities (please select one) Selection Exhibitor Opportunity Date Cost Platinum Package Welcome Reception Gold Package Lunch Monday, May 2, 2016 $1000 Tuesday, May 3, 2016 or $800 Silver Package Breakfast Tuesday, May 3, 2016 or $600 Bronze Package Welcome Reception Monday, May 2, 2016 $400 Bronze Package Refreshment Tuesday, May 3, 2016 to $400 Exhibitor Showcase Tuesday, May 3, 2016 or $300 Presenter s Information Presenter s Name Dietary Restrictions Additional Presenter s Name Dietary Restrictions

9 Exhibitor Request Form Spring Training & Showcase of 49 Exhibitor Terms and Conditions Please read the following terms and conditions for your exhibitor opportunity at Spring Training and Showcase If you have read, understood, and agree to these terms and conditions please ensure you check off the box below. Questions If you have any questions regarding the exhibitor opportunities, please contact spring.training@gov.ab.ca or We look forward to working with you on this important tourism industry event. Protection of Privacy The personal information that you provide on the Registration Form will be used for the purpose collected. Your information is collected under the authority of section 33(c) of the Freedom of Information and Protection of Privacy Act (FOIP) and is protected by the privacy provisions of the Act. If you have any questions about the collection, use or disclosure of your personal information, please contact spring.training@gov.ab.ca or Successful applicants will be notified by by Thursday, February 25th, An invoice and confirmation package will follow thereafter. 2. All other remaining applicants will be notified by by Thursday, February 25th, 2016 that they are being placed on a waiting list. Should additional opportunities arise at a later date, all waiting list applicants will be given consideration and notified if a spot becomes available. 3. In the situation that a successful applicant needs to cancel, notification of cancellation must be provided by to Jessie Chai at spring.training@gov.ab.ca by Friday, March 18th, There will be no refunds in the event of cancellation following payment of the fee. 4. Exhibitors who are not able to honor their commitment for booth space or provide notification of cancellation by March 18th, 2016 will not be considered for Showcase This condition does not apply to extenuating circumstances which will be assessed on an individual basis. 5. Inclusion in promotional materials is subject to receiving required company information in time for artwork deadlines and exhibitor payment. 6. All shipping, set-up and additional A/V costs are the responsibility of the exhibitor. 7. The exhibitor shall, at its own expense, and without limiting its liabilities or obligations herein, insure its operations under a contract of general liability insurance in an amount not less than $2,000,000 inclusive per occurrence, insuring against bodily injury, personal injury, and property damage including loss of use thereof. 8. The exhibitor shall provide acceptable evidence of insurance, in the form of a detailed certificate of insurance, prior to April 22nd, The Certificate Holder shall be identified as Her Majesty the Queen in right of Alberta as represented by the Minister of Culture and Tourism at Tourism Division, 6th Floor, Commerce Place, Street, Edmonton, AB, T5J 4L6. Such insurance shall not name Her Majesty the Queen in right of Alberta as represented by the Minister of Culture and Tourism as an additional insured but must be endorsed to provide the ministry with 30 days advance written notice of cancellation. 9. The exhibitor shall indemnify and hold harmless Alberta Culture and Tourism, its employees and agents against and from any and all third party claims, demands, actions, or costs (including legal costs on a solicitor-client basis) to the extent arising from the negligence, other tortious act or wilful misconduct of the exhibitor, or those for whom it is legally responsible, in relation to its participation as an exhibitor at Spring Training and Showcase I have read, understood and agreed to the Exhibitor Opportunity Terms and Conditions for participating in Spring Training and Showcase Signature of Authorized Representative Date