EXHIBITOR PROSPECTUS CANADIAN ASSOCIATION OF FOOT CARE NURSES 8 th Annual National Conference May 27-28, 2017 Saint John, New Brunswick 1
2 The Canadian Association of Foot Care Nurses cordially invites you to participate as an Exhibitor and/or Sponsor, at the 8 th Annual National Conference, to be held May 27-28, 2017, at the Hilton Saint John/Saint John Trade & Convention Centre, in beautiful Saint John, New Brunswick. Each year, we aspire to introduce dynamic speakers who provide thought-provoking, presentations to the many delegates who attend from across Canada. Attendees are exposed to new and innovative strategies and education, to assist them in providing quality care to the clients they serve in the community. We are a non-profit association, and endeavor to provide quality educational presentations with affordable registration costs. To accomplish this, we are asking for your support. We would like to extend an opportunity to create an awareness of your company/brand, in return for your support as an Exhibitor and/or Sponsor. We anticipate showcasing more than 20 Exhibitors and attracting approximately 150 foot care nurses from across Canada. As a participant, you will have an opportunity to not only enjoy the presentations, but also to network with key personnel and initiate follow-up contact with those individuals. Our goal is to offer the Exhibitors as much exposure time as possible; Exhibitor Hall will be open for business all day Saturday and Sunday. As an Exhibitor, you will have the opportunity to introduce yourself to the delegates during opening remarks on Saturday morning. Exhibitor tables are limited, and will be booked on a first-come, first-served basis. If you are interested in supporting enhanced educational initiatives in nursing foot care, and wish to secure a booth, please complete the attached registration form and submit the associated fees. The conference agenda is in the final stages of completion, and a copy will be forwarded once it is available. Enclosed, please find a prospectus, which will provide the necessary details. Once again, we anticipate a dynamic, successful conference, and look forward to working together with you to bring the very best to the foot care nurses of Canada. Audrey Wall, RN, BScN, Foot Care Nurse Exhibitor Liaison, CAFCN
3 EXHIBITOR PROSPECTUS 8 th Annual National Conference May 27-28, 2017 Saint John, New Brunswick Conference Location Hilton Saint John/Saint John Trade & Convention Centre 1 Market Square Saint John, NB E2L 4Z6 506.693.8484 http://www3.hilton.com/en/hotels/new-brunswick/hilton-saint-john-stjhihh/index.html Hotel Reservations A special room rate of $149.00 (single or double) has been reserved for CAFCN Conference participants, including Exhibitors, at the Hilton Saint John. Based on availability, this room rate will be honoured 3 days pre, and 3 days post conference. Go to : http://www.hilton.com/en/hi/groups/personalized/s/stjhihh-fooa17-20170525/index.jhtml?wt.mc_id=pog for a direct link to the hotel booking site. Airline Travel Group flight discounts or package options are not available this year. Flights to Saint John, NB are served by Air Canada but other airlines do fly to Moncton. Arrival in Moncton will require automotive transportation to the conference venue, at your discretion and expense. Hours of Operation Ingress Friday, May 26, 2017 1800-2200 hrs Saturday, May 27, 2017 0600-0730 hrs Exhibit Hours Saturday and Sunday May 27-28, 2017 0730-0830 (breakfast) AM & PM coffee break (30 min each) Lunch 1.5 hrs each Sunday, May 28, 2017 Time following conference Egress Sunday, May 28, 2017 After 1500 hrs
4 Pricing Options Inclusions Pricing Level I Exhibitor Package - One (1) 6 table with cloth $500-2 chairs - all meals and refreshment breaks for 2 people - invitation to Friday evening wine & cheese reception for 2 people - listing on CAFCN website (no link) as Previous Conference Vendor following conference, for one year, or until next annual conference whichever occurs first Level II Exhibitor Package* - all Level I package items $600 - your logo screen-printed on conference bag, no larger than 2 inches square Additional Tables - per table $350 - One (1) 6 table with cloth - 2 chairs Additional Exhibitor Personnel - per person $400 Session Speaker Sponsor - print acknowledgement within $500 conference booklet Breakfast Sponsor* - personalized signage with your logo, $1500 prominently displayed - print acknowledgement within conference booklet Lunch Sponsor* - personalized signage with your logo, $2500 prominently displayed - print acknowledgement within conference booklet Wine & Cheese Reception Sponsor* - personalized signage with your logo, prominently displayed $2500 - print acknowledgement within conference booklet *exhibitors wishing to purchase this option must submit their fully paid registration no later than March 31, 2017, to accommodate printing schedules. Information regarding logo format and email destination will be forwarded once registration is complete.
5 CAFCN Exhibitor Registration Form Company Name: Company products or services: Address: City: Province: Postal Code: Phone: Website: Primary Contact: Email Contact: Person(s) representing the Company during the Conference: (2 included with Level I and Level II package, all others are extra as per fee table) 1. 2. 3. 4. Selection Price Quantity Total Level I Exhibitor package $500 Level II Exhibitor package $600 Additional table, each $350 Additional Exhibitor personnel, each $400 Session Speaker Sponsor $500 Breakfast Sponsor $1500 Lunch Sponsor $2500 Nutrition Break Sponsor $1000 Wine & Cheese Reception Sponsor $2500 Door prize ------------ Sample item ------------ Total
6 Payment Options New this year, electronic registration and payment via CAFCN PayPal or e-transfer are available as of February 15, 2017. If utilizing e-transfer, or for more information, please email treasurer@cafcn.ca directly for specifics. If paying by cheque, please make cheque out to CAFCN and mail along with completed registration form to: CAFCN Conference 2017 ATTN: Debbie Fleming #158, 3-11 Bellerose St. Albert, AB T8N 5C9 Electrical/IT Should you require electrical, wifi or other IT considerations at your booth, please refer to the included PSAV Presentation Services Exhibitor Order Form and complete as necessary. You are responsible for communicating, ordering and paying for your IT requirements. Door Prize/Promotional Item In the past, CAFCN has asked exhibitors to kindly provide a door prize for draws during the conference. This year, exhibitors may choose to provide either a door prize, or a promotional item to be included within the conference bag provided to each attendee. This year, we anticipate approximately 150 attendees. This is an excellent opportunity to reach out to foot care nurses from across Canada, and build company/brand awareness. If you choose to provide a promotional item, please bring them along with you to the conference, or ship them as per the enclosed Hilton policy. Please indicate your choice on the registration form. Coupons or vouchers are not considered promotional items. Exhibitor Introductions On the morning of Saturday, May 27, 0800-8030, exhibitors are invited to introduce themselves and their company to the general assembly. Each exhibitor is provided 1-1.5 minutes at the podium to do so. This is an excellent opportunity to make an impression on attendees, and invite them to visit your booth. Attendee Gift Certificates CAFCN will again be offering a $10 gift certificate to each attendee to use toward any purchase at an exhibitor booth. This certificate will be eligible for use only on this year s conference dates. Please retain all certificates used at your booth and forward them to Conference organizers for reimbursement. A cheque will be mailed to you following the conference. Agreement By completing this registration form and submitting the required fees, you agree to the terms and conditions of this contract.
7 READ CAREFULLY THIS IS THE FINE PRINT!! STORAGE, SHIPPING, DELIVERY INSTRUCTIONS: Please note the following guidelines and policies for package delivery, shipping and storage. a) Customs: Any packages sent to the Hotel from outside Canada must be cleared through customs before delivery. The Group is responsible for prepaying any duties and taxes on such shipments. The Hotel reserves the right to refuse any shipments that arrive with duties and taxes outstanding. A list of suggested custom brokers can be made available upon request for the Group s convenience. The Group is responsible for informing delegates of how to make arrangements with a qualified customs broker to clear goods. The Hotel does not assume responsibility for clearing any shipments. b) Addressing of Materials: Mailing addresses should state the name of the Group and event, the dates over which the conference is held, and the mailing address of the Hotel. The package should be sent to the attention of the Banquet Manager and should include the number of boxes of the shipment i.e.; 1 of 3, 2 of 3, 3 of 3, etc. The Hotel is not responsible for packages not properly labeled that do not arrive or are misplaced. Example of packaging label: Deliver to Hilton Saint John c/o Judy Boyle One Market Square Saint John, NB E2L 4Z6 Hold in: Loyalist Room Box 1 of Return address should state a contact name, company name, address, and phone number. Any package received after the departure date of the group will not be accepted and will be returned to sender collect. c) Storage: Due to limited storage facilities within Hotel, the Hotel is unable to store display materials or show merchandise. Handling charges may be incurred based upon size, weight, and storage of conference materials. The Hotel is not liable for safety and security of stored items. Please note that storage of materials can be arranged up to a maximum of 48 hours prior to the Group event, based on space availability. Materials shipped more than 48 hours in advance will not be accepted.
8 d) Deliveries: All deliveries must be made via the receiving dock. No deliveries are to be made through the main Hotel lobby. Deliveries will not be accepted more than 48 hours prior to the start of the events. Please advise delivery requirements to the Hotel Contact in advance of arrival. e) Displays/Exhibits: Dismantling, loading and move out of displays and exhibits must be accomplished immediately following the conclusion of functions. Exhibits not removed in due time following the conclusion of functions will be removed by the Hotel. The Hotel is not responsible for damages incurred dismantling exhibits on behalf of the Group or exhibitors. f) Security: The Hotel is not responsible for the required security for events, such as the safeguard of any exhibit property, group property, etc. The Group is responsible for contracting a separate entity to secure any property or space. Recommendations on third party contractors are available upon request from your Group Services Manager. g) Conference Materials: NOTE: All arrangements for the return of convention material is the responsibility of the Association or Company. Any materials remaining at the conclusion of the event without instruction will only be held to a maximum of 24 hours, then disposed of. Use of Exhibitor Space Exhibitor Guidelines Exhibitor Responsibility Clause verbatim as per Hilton Saint John To the fullest extent permitted by law, the person/legal entity described as Exhibitor in this clause and in this exhibitor contract (regardless whether such person/legal entity is also described as Exhibitor in this contract) hereby assumes full responsibility and agrees to indemnify, defend and hold harmless Hilton Saint John/Saint John Trade & Convention Centre ( Hotel ), Hotel s owner (InnVest Hotels GP Ltd.), Hilton Worldwide, Inc., and each of their respective owners, managers, subsidiaries, affiliates, employees and agents (collectively, Hotel Parties ), as well as the Canadian Association of Foot Care Nurses ( Group ), from and against any and all claims or expenses arising out of Exhibitor s use of the Hotel s exhibition premises. Exhibitor agrees to obtain and maintain during the use of the exhibition premises, Comprehensive General Liability Insurance, including contractual liability covering the Exhibitor s indemnity obligations in this clause. Such insurance shall be in the amount of not less than $1,000,000 combined single limit for personal injury and property damage. The Hotel Parties and Group shall be named as additional insureds on such policy, and Exhibitor shall supply the Hotel with a Certificate of Insurance at least 30 days prior to the use of the exhibition premises. The Exhibitor understands that neither the Group nor the Hotel Parties maintain insurance covering the Exhibitor s property and it is the sole responsibility of the Exhibitor to obtain such insurance.
9 Subletting Space Subletting or sharing exhibitor space with any company other than directly listed on the exhibitor registration form is expressly prohibited. Any exhibitor doing so will forfeit their space(s), and any fees paid. Cancellations Notification of cancellation or reduction of exhibit space must be in writing, including email. If this agreement is cancelled by the Exhibitor for any reason or by CAFCN Management because of Exhibitor s default or violation of this agreement, fees paid to CAFCN by the Exhibitor shall be retained as follows: a) cancellation or reduction of space on or before May 1, 2017, 50% of fees paid. b) NO REFUNDS after May 1, 2017. c) Extenuating circumstances will be reviewed by CAFCN Management, on an individual basis, after receiving notification in writing. CAFCN reserves the right to provide any refunds eligible within 30 days after the conference ends. Exhibitor Personnel Changes Any changes to Exhibitor personnel must be received, in writing, including email, prior to May 15, 2017. Badges will be provided to Exhibitor personnel, at the time of Exhibitor presentation at the venue. Identification badges must be worn for the duration of the conference. Exhibitor Placement Exhibitor placement within the Exhibitor room will be on a first-come, first-served basis, based on receipt of registration and full payment of fees. CAFCN Corporate Partners and 2016 exhibitors will be given preference based on their continued support. Exhibitor Staff Conduct Exhibitors must set-up and dismantle their own exhibits. Exhibits must be occupied and staffed during all the hours the exhibits are open. Failure to do so may result in ineligibility for future conferences. Exhibitors shall not post signs relating to exhibits or any company activity outside the perimeter of their own exhibit. Smoking & Air Awareness Hilton Saint John is a non-smoking venue. For the health and comfort of everyone, the conference is a SCENT FREE ZONE. Please refrain from wearing perfumes/scents. CAFCN thanks you for your consideration, and looks forward to working together with you to provide another excellent conference for the foot care nurses of Canada.
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