Canadian Paediatric Society 95 th Annual Conference Centre des congrès de Québec Québec, QC Exhibitor Prospectus Scientific Sessions May 30-June 1, 2018 Trade Show May 30-31, 2018 Exhibit Booth Registration Opens November 1, 2017 IMPORTANT DATES Early Booth Registration Deadline December 31, 2017 Exhibitor Move-In May 30, 2018 (all booths must be set up by 1000 hours)
You are invited to exhibit at the largest gathering of paediatric and child health care providers in Canada The Trade Show at the CPS 95 th Annual Conference in Quebec City will be a major highlight of this year s conference experience. Hundreds of conference participants will stop in to connect with a wide range of local and national exhibitors and their products and services. It s a high-traffic, high-visibility set up that will no doubt increase your exposure and build your brand. Location Room 200BC, Centre des congrès de Québec, Québec, QC Meeting Schedule at-a-glance Wednesday, May 30 Exhibitor Set-Up Day (AM) Poster Set-Up Day (AM) Trade Show Poster Session Scientific Sessions Opening Ceremonies & Keynote Welcome Reception 2018 Trade Show Dates and Hours Wednesday, May 30 1000-1930 Thursday, May 31 1000-1600 Thursday, May 31 Trade Show Poster Session Scientific Sessions Friday, June 1 Scientific Sessions Saturday, June 2 Scientific Sessions (ends at 12:15 pm) 2
Why should you exhibit? ACCESS Access over 800 experts and professionals from across Canada who share knowledge and experiences unique to this field. BRAND BRAND Brand your message and increase your visibility securing an exhibit display booth, advertising in the digital conference program or mobile app, or support the conference by becoming a sponsor. CONNECT Connect with general paediatricians, family physicians, paediatric subspecialists, residents, trainees, and medical students who come together from across disciplines and practice settings to advance the health of children and youth. 3
Profile of Attendees Professinoal Attendance 1000 800 600 400 200 0 2017 2016 2015 2014 2013 2012 2011 2010 2009 2008 2017 Conference Attendees 4% 1% 69% Paediatricians/Physicians 26% 26% Residents/Medical Students 69% 4% Nurse Practitioners/Registered Nurses/Allied Health 1% Other 2017 Top Reasons Why Delegates Attend 1. To acquire new information 2. To network with colleagues 3. To meet CME requirements 4. To develop clinical skills 5. To fulfill leadership obligations 6. To develop interpretive and diagnostic skills 4
2017 Attendance by Province 0 1 4 190 115 35 AND LABRADOR 21 16 129 281 PRINCE EDWARD ISLAND 5 11 5 33
You asked... And we ve delivered! Additional day for more exclusive time More food services along with the Welcome Reception in the exhibit hall Lead retrieval access Offering more activities such as the Cyber Lounge and massage stations to increase traffic As an exhibitor, you ll receive these benefits: Direct access to the largest gathering of paediatric and child health care providers in Canada Two days of exhibit time to network with your target audience and market your organization s products and services Listing and organization description in the digital conference program and on the conference mobile app Organization logo and link on the conference mobile app Full access to the conference mobile app for exhibitor representatives Ten percent (10%) discount on advertising (digital conference program, app or e-newsletters) Complimentary wireless internet in the exhibit area Attendance to the Opening Ceremonies, in addition to educational sessions on Wednesday and Thursday Welcome Reception on Wednesday evening Two lunches and four health breaks during the trade show hours Discounted housing rates 6
Included in your exhibit booth rental package Booth space with back and sidewall drape, 10 wide x 10 deep (maximum height allowed: 16 ft.) Booth identification sign One 6 draped and skirted table, two chairs and one waste basket New! Lead retrieval access through the conference app 2 booth attendant name badges, with meals included (including drink tickets for the Welcome Reception) Overnight security guard service General maintenance of the aisles and common exhibit hall areas Online exhibitor service manual (available April 2018) Note: The exhibit hall is carpeted. Booth carpet is not required. Booth Rental Fees Register before December 31 st and save! Before December 31, 2017 After December 31, 2017 Standard $3,400 $3,600 End booth $3,800 $4,000 Not-for-profit, recruiters and Government agencies (standard booth) $1,300 $1,500 Publishers (table top) $800 $1,000 The above costs do not include 5% GST and 9.975% QST. Booth spaces will be assigned on a first-come, first-served basis. Priority will be given to major conference sponsors. Register at www.annualconference.cps.ca beginning November 2017. 7
Exhibit Application Contract for Exhibit Space All applicants for exhibit space are required to complete the application for exhibit space contract online. Completion of the application indicates the applicant s willingness to abide by all contract terms, conditions and all rules, regulations and general information listed in the prospectus and service manual. The application for exhibit space contract can be found online at www.annualconference.cps.ca. The CPS has the right to reject any applications that do not further the education, scientific, or practice needs of its members and attendees. Exhibitors are welcome to: display company products at their table distribute educational material, such as brochures, pamphlets and USB keys distribute giveaways of minimal value (i.e., pens, pads, etc.). All giveaways MUST be pre-approved by CPS. distribute non-pharmaceutical samples to conference delegates (see exceptions below) Please note these important exceptions: The CPS reserves the right to disallow the distribution of any sample they perceive as not meeting these or other guidelines. To comply with the Baby-Friendly Initiative and the WHO Code for the Marketing of Breastmilk Substitutes, samples of breast milk substitutes cannot be distributed. Order-taking at an exhibitor s booth or table, delivering items to delegates rooms, collecting the names of conference attendees for the purpose of distributing gifts or prizes, or holding a giveaway or raffle are all prohibited practices. Product/Service Descriptions Product or service descriptions are a required part of the application process. This description will appear under the company name in the exhibit directory and in the conference mobile app. All descriptions should be in a sentence form and no longer than 50 words. Descriptions longer than this will be edited for length. Descriptions for the exhibitor directory will be accepted until March 2, 2018. Subletting No exhibitor may assign, sublet, resell or apportion the whole or any parts of the space allotted to him/her, nor exhibit, nor permit any other persons or firms to exhibit without the expressed written consent of show management. Sharing of exhibit space is not permitted unless it is within divisions of the same company. Any space sharing must be pre-approved by CPS. Registration Up to two representatives per booth will receive exhibitor badges. Exhibitor badges are valid for Wednesday s educational events, the Opening Ceremonies, and Welcome Reception, as well as Thursday s educational events. Note: Priority must be given to paid delegates for educational events. Exhibitors are welcome to attend if space permits. Exhibits must be staffed at all times during the Trade Show hours and representatives must wear the official conference badge while in the exhibit area. Additional Trade Show Badge Requests If additional badges are required for exhibitor personnel, Trade Show badges will be available to purchase for $250 (plus taxes) per badge (includes trade show meals and a Welcome Reception beverage ticket). Registration form to submit names will be included with your Exhibitor Service Kit in April. Rules and Regulations Exhibitors agree to abide by all regulations and rules adopted by CPS in the best interests of the show, and agree that CPS will make the final decision in adopting any rule or regulation deemed necessary prior to, during, and after the show. The CPS or its appointed agents reserve the right at any time to reject, prohibit, alter or remove exhibits or any part thereof, including printed materials, products, signs, lights or sound, and to expel exhibitors and their personnel if, in the CPS s opinion, their conduct or presentation is objectionable to other show participants. 8
CPS reserves the right to cancel this contract and to withhold possession of exhibit space if exhibitors fail to perform any material condition of this contract or refuse to abide by the show rules and regulations, in which case exhibitors shall forfeit as damages space rental payment made by them and any further occupancy of such space. Terms of Payment Full payment must be received prior to confirmation of exhibit space. Those wishing to pay by cheque must submit payment to CPS prior to selecting their booth online. Booth Relocation If it becomes necessary to relocate an exhibitor after a booth assignment has been made, the CPS will contact the company involved and every effort will be made to reassign the exhibitor to a similar booth space. Change of date or Cancellation CPS reserves the right, at its sole discretion, to change the date or dates upon which the show is to be held and shall not be liable in damages or otherwise by reason of any such change. In addition, CPS will not be liable in damages or otherwise for failure to carry out the terms of this contract in whole or in part when such failure is caused directly or indirectly by or in consequence of fire, storm, flood, war, rebellion, insurrection, riot, civil commotion, strike, or by any cause whatsoever beyond the control of CPS, whether similar to or dissimilar from the causes enumerated herein. In the event that the exhibit space to be used by exhibitors should in any way be rendered unusable, exhibitors shall pay for such space only for the period during which it was or could have been used as determined within the sole discretion of CPS. A refund of monies paid by exhibitors to CPS will be made, minus an administrative fee of $100, by CPS in the event that the show is not held as proposed by CPS. Refund Policy Cancellation requests must be submitted in writing to the CPS. Cancellations received prior to February 1, 2018 will receive a full refund of exhibit fees paid, less a 25% administration fee. Contracts cancelled between February 1, 2018 and March 1, 2018 will be refunded one-third of the total exhibit fees paid. However, if the space is not resold then 100% will be retained by CPS. No refunds will be given on cancellations received after March 1, 2018. 9
The CPS values the educational contribution made by our exhibitors and welcomes your participation. Don t delay! It s a sold out show every year! 2017 Exhibitors AbbVie Canada Alberta Health Services Beiersdorf Canada Inc. BLES Biochemicals Inc. Canada Fetal Alcohol Spectrum Disorder Network Canada MPS Society Cipher Pharmaceuticals Eczema Society of Canada Exergen Corporation Ferring Pharmaceuticals Fisher & Paykel Healthcare Food Allergy Canada Fraser Health GlaxoSmithKline Government of Nunavut Health Match BC Hill Dermaceuticals, Inc. Hospital Information Services (Canada) Hydration Pharmaceuticals Canada Inc. Interior Health International Hip Dysplasia Institute Johnson & Johnson Inc. LEO Pharma Inc. Mead Johnson Nutrition (Canada) Co. Methapharm Northern Health Authority Oxford University Press Pediapharm Pfizer Pierre Fabre Dermo-Cosmétique Canada Inc. Public Health Agency of Canada QHR Technologies Sanofi Genzyme Seqirus Shire TELUS Health Trudell Medical International Unilever Canada 10
Exhibitor Floor Plan Product THEATER 417 415 413 411 407 405 403 401 412 313 312 213 212 113 410 311 310 211 210 111 408 309 208 109 406 307 FOOD and beverage 206 107 404 305 204 105 402 303 302 203 202 103 400 301 300 201 200 101 CPS showdesk CPS Resource Centre Cyber Lounge Connect Lounge Zen Zone Delegate registration Entrance Poster presentation station Poster presentation station 11
OPPORTUNITIES Increase your visibility and drive attendees to your booth! The CPS offers many advertising and support opportunities designed with our exhibitors needs in mind. Product Theatre The Product Theatre is located in the trade show, and is a chance for your company to market your products in a theatre-like setting during the lunch hour. Product theatres are restricted to non-cme educational presentations from companies. Advertising An opportunity to have your company seen by the people who recommend and prescribe your product. We are offering exciting advertising opportunities through the digital conference program, mobile app or e-newsletters. Participating exhibitors receive 10% discount on advertising. Reserve your space now! Conference Sponsorship Exhibitors at the 2018 CPS annual conference can gain increased exposure through platinum, gold, silver or bronze sponsorship. There are many opportunities to let professional attendees know your company supports paediatrics. 12
Dates to Remember November 1 Exhibit registration opens December 31 Application deadline for Exhibit Early Bird rate February 1 Exhibit cancellation deadline for full refund (minus processing fee) 1 Application deadline for advertising (digital conference program, app, and e-newsletters) March 1 Material deadline for advertisements (digital conference program, app, and e-newsletters) 1 Last day to obtain partial refund of cancelled exhibit space 2 Deadline to submit product/ service description 31 Application deadline for Product Theatres April 3 Exhibitor Service Manual online 28 Exhibitor housing deadline May 1 Exhibitor badge registration deadline 4 Lead retrieval access requirements 30 Exhibitor move-in and registration (0600-1000) 30 Trade Show opens (1000-1930); including the Welcome Reception 31 Trade Show (1000-1600) 31 Exhibitor move-out (1600-2200) 13
Questions? Contact Us?... Exhibit Space Lauralee Gallinger Coordinator, Conference Services Tel.: 613-526-9397, ext. 248 E-mail: lauraleeg@cps.ca Sponsorship Opportunities Marlene Murray Manager of Development Tel.: 613-526-9397, ext. 227 E-mail: marlenem@cps.ca General Inquiries meetings@cps.ca www.annualconference.cps.ca Decorator and Material Handling Contractor Jessica Légaré GES Tel: 418-877-2727 #229 jlegare@ges.com www.gesexpo.ca Exhibitor housing and registration Lauralee Gallinger Coordinator, Conference Services Tel.: 613-526-9397, ext. 248 E-mail: lauraleeg@cps.ca Lead Retrieval Lauralee Gallinger Coordinator, Conference Services Tel.: 613-526-9397, ext. 248 E-mail: lauraleeg@cps.ca Product Theatre Marlene Murray Manager of Development Tel.: 613-526-9397, ext. 227 E-mail: marlenem@cps.ca Trade Show Manager Wendy Eligh Manager, Annual Conference and Trade Show Tel.: 613-526-9397, ext. 260 E-mail: wendye@cps.ca 14