Exhibitor General Information Facility The exhibition will be located on the 9 th Floor of the Westin Hotel Exhibit THE ITEMS BELOW MUST BE REQUESTED ON THE EXHIBITOR APPLICATION FORM Exhibits are either 8 X 8 OR 8 x10, including the following: (CSACI to determine which booth size you will receive): One skirted standard table (6ft) Two chairs Electrical: 1500W, 120V 15amps of power Pipe and drape (8 x10-3 sidewalls) Internet Wi-Fi is free but anything extra (i.e. video wire, additional electrical needs, etc.) will need to be acquired. Please contact the CSACI for more info. Registration For each exhibit space reserved, you will receive one complimentary registration for the full conference. Registration for corporate/exhibitor representatives can be done by visiting our website, www.csaci.ca. All additional company representatives must register at the corporate/exhibitor registration rate. This applies to representatives attending the exhibit space, as well as those participating in the scientific sessions. All individuals must complete the online registration form by September 2, 2016 (Early bird rate). Registrants may attend the symposiums, breaks, and meals as well as all the soci al events listed in the CSACI program. Badges are non-transferrable and must be worn at all times. EXHIBIT HOURS Exhibitor Set up Thursday, September 29 06:00-10:30 ALL EXHIBITS MUST BE COMPLETED BY 10:30 AS SESSIONS ARE STARTING AT 11:00 A.M. Exhibiting Hours***: Thursday, September 29 12:00-1530 Friday, September 30 0730-1600 Saturday, October 1 0730-1600 Sunday, October 2 0730-11:00 Dismantling: Sunday, October 2 after 11:00 a.m. ***IT IS AT THE DISCRETION OF THE EXHIBITOR WHEN TO SHOW UP AT THEIR EXHIBIT. PLEASE REFER TO THE PROGRAM FOR THE DAILY SCHEDULE. Page 1 of 5
SET UP / DISMANTLING Setup of exhibits commences on Thursday, September 29 BETWEEN 06:00-10:30 ALL EXHIBITS MUST BE COMPLETED BY 10:30 AS SESSIONS ARE STARTING AT 11:00 A.M. Each exhibitor will be responsible for ensuring that all materials are removed from the exhibit area and clean-up is completed by 1500 ON SUNDAY, OCTOBER 2. EXHIBITOR RULES AND GUIDELINES Upon arrival, please check-in at the CSACI registration desk. 1. Application: Application for space shall be made in writing on the exhibitor application form. 2. Assignment: Exhibit space is assigned on a first-come, first-served basis with priority to higher level sponsors. We reserve the right to change location assignments at any time, as necessary. An information kit and floor plan will be provided on-site at your exhibit location. Booths assignment will be determined by the CSACI. 3. Cancellation: We must be notified in writing in the event of cancellation. A partial refund of fees will only be made in the event that we are able to re-sell the space. An administration fee of $500 plus tax will apply to all exhibit space cancellations. 4. Care of Exhibits: Exhibitors are responsible for any damage to the WESTIN HOTEL, including floor, ceiling, walls, carpeting, etc. Exhibitors are advised that the WESTIN HOTEL does not permit any article to be fastened on walls or electrical fixtures. The use of thumbtacks, scotch or masking tape, nails, screws, bolts or any tool or material, which could mark the floor or walls, is prohibited. Any property damaged by an exhibitor must be restored or replaced to its original condition by the exhibitor or at the exhibitor's expense. 5. Security: CSACI and the WESTIN HOTEL cannot guarantee against loss or damage of any kind. Exhibitors are responsible for the exhibit materials. Please ensure that all small display and personal items are secure before leaving the display. Therefore, PLEASE DO NOT LEAVE LAPTOPS OR ANY ITEMS OF VALUE UNATTENDED AT ANY TIME AT YOUR BOOTHS. Page 2 of 5
6. Responsibility: The exhibitor hereby assumes the entire responsibility and hereby agrees to protect, defend, indemnify and save the conference organizers, CSACI, the WESTIN HOTEL, its owners, its operators and each of their respective parent companies, subsidiaries, affiliates, employees, officers, directors, and agents harmless against all claims, losses or damages to persons or property, governmental charges or fines and attorney s fees arising out of or caused by its products, materials, installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof. 7. Fire Safety: WESTIN HOTEL is fully equipped with fire safety system. Because of this sensitive fire alarm system the use of any type of fireworks and smoke machines are prohibited. Therefore, no candles are allowed. Displays and/or exhibits will not be set up on any covering that are not fireproof. All displays and/or exhibits must be maintained in a safe manner so as not to create any danger to any other exhibitor or participants at the display and/or exhibit, and must be in accordance with the QUEBEC Fire Code and WESTIN HOTEL Emergency Procedures. No meeting room set up or exhibit layout is to obstruct any fire exits or designated aisle space. All set ups and layouts must allow a clearance of an six foot semicircular radius in front of each access and exit door. 8. Emergency: The CSACI and WESTIN HOTEL shall not be held liable if the exhibition is cancelled, postponed or relocated on account of fire, strikes, government regulations, casualties, Acts of God, or other causes beyond the control of the CSACI and the WESTIN HOTEL. 9. Insurance: It is the responsibility of all exhibitors to ensure that their insurance coverage is in good standing. The exhibitor shall obtain and keep in force during the term of the installation and use of the exhibit premises, policies of Commercial General Liability Insurance and Contractual Liability Insurance, insuring and specifically referring to the Contractual liability set forth in this Exhibit Agreement, in an amount not less than $2,000,000 Combined Single. Limit for bodily injury, property damage, personal injury, advertising injury, contingent employer s liability and contractual liability. This policy shall be in effect during all hours of the conference, move-in and move-out. If you use a contractor and/or a sub-contractor, you will ensure that your contractors and/or sub-contractors comply with the insurance provisions contained herein. Page 3 of 5
To obtain a certificate, you must contact your insurance provider. Simply provide your insurance company with the sample certificate posted online and request that they provide a certificate based on the sample. Please note that the CSACI and the WESTIN HOTEL must be named as additional insured for the duration of the event. There is no charge to produce the certificate and your insurance company should be able to provide you with a copy of the certificate within a week of your request. WESTIN HOTEL EXHIBITOR RULES AND GUIDELINES EXHIBIT MATERIAL HANDLING - IMPORTANT NOTICE: SHIPPING AND HANDLING OF MATERIAL POLICIES All shipping, receiving and storage of exhibit material or equipment such as electronic devices (Computers, fax), registration material, exhibit literature or display material is the responsibility of the shipping company selected. TO BE DETERMINED After the conference, you are responsible to make all necessary arrangements for the removal of any equipment or material to be shipped back before by PLEASE LET US KNOW THE DATE AND TIME. Any material not removed by this time will be removed by the WESTIN HOTEL at your expense. All equipment or material should be shipped during the normal operating hours of the WESTIN HOTEL receiving department. WESTIN HOTEL Operating hours receiving Monday to Friday 0700 1600 LABELING OF BOXES/SHIPMENTS LABEL ON THE BOXES The following pieces of information must appear on each box that is sent to the hotel so there is no loss or confusion. 1. Name of the event. 2. Name of the company and/or exhibitor. 3. Date of the event. 4. Name of the room where the merchandise must be delivered. 5. Booth number in the case of an exhibit. 6. Name of the Convention Service Manager 7. Hotel address: Le Westin Montréal 270 St.Antoine West Montreal, Quebec H2Y 0A3 Page 4 of 5
* If your shipment is heavy (more than 25 pounds) or has large dimensions, please contact the Westin Hotel Convention Service Manager. Hotel will charge a handling and storage fee from $1.00 per box/item and $75 per pallet, the charge will be added to the master account for any material sent to the Hotel. Hotel will not be responsible for any loss or damage to materials sent to Hotel. Any material or package inappropriately identified will be returned to sender. NOTE: THE WESTIN HOTEL WILL NOT PAY CUSTOMS, DUTY OR ANY CODs FOR ANY EXHIBITOR MATERIALS. STORAGE The WESTIN HOTEL has NO STORAGE FACILITIES; they cannot accept material only day of the event. If any special arrangements need to be made, please contact the Convention Service Manager, Nathalie Julien. It is strictly forbidden to store any merchandise on the shipping/receiving dock and in the back of the house corridors. We recommend in the event that you have a large amount of material or if such material is valuable, and must be pre-shipped that a moving company be engaged. Arrangements for storage and movement of your packages can be made with them. Please advise your Conference Planner of your plans and decisions in this regard. SHIPPING YOUR MATERIAL & ADVANCED WAREHOUSING For all shipping and advanced warehousing needs, we recommend that you deal with: Freeman (contact information to come) (FOR SHIPMENTS COMING FROM OUTSIDE CANADA ONLY) For all customs needs, we recommend that you deal with: MENDELSON (contact information to come) Page 5 of 5
Please complete the form for your Customs needs. (See attached form at www.csaci.ca annual meeting Exhibitors Customs letter) BRINGING YOUR OWN MATERIAL YOURSELF The WESTIN HOTEL does not provide any employees to assist with drayage, setup or storage of exhibit materials. Please contact the CSACI office for more details. Page 6 of 5