EXHIBIT & ADVERTISING OPPORTUNITIES Your Invitation to Exhibit at this Premier Educational Event! In April, Hospice Palliative Care Ontario's Annual Conference brings over 500 thought leaders, executives, and service providers from the hospice palliative care community together to discuss what the future holds and how to best meet the needs of an aging population who may need end-of-life care. Hospice palliative care is about helping people and their families manage the last chapter of life in comfort and with much needed supports, whether at home, in the community or in hospital. Regardless of the care setting, the need is increasing for supplies, services, drugs, equipment, and space that meet the unique requirements of this population. Beyond the medical needs, there is an increasing need for legal and funeral planning, complementary therapies, spiritual care, and psychosocial support. Consider supporting this must-attend conference that sets the standard for academic content, learning and networking opportunities. The Annual Hospice Palliative Care Ontario conference is highly rated by delegates. 97% of delegates say the conference meets or exceeds their expectations and over 92% say that knowledge and information gained at conference helps initiate change in their practice. This is your chance to interact with leaders who are creating change in the hospice palliative care community and to share your expertise, profile your company products, services and resources. The conference takes place Sunday, April 19 to Tuesday, April 21, 2015 at the Sheraton Parkway Toronto North Hotel and Conference Centre in Richmond Hill, Ontario. Previous delegates represented include: 40% clinical practice: physicians, nurses, social workers, case managers spiritual and bereavement care advisors; 25% hospice palliative care service provider executives, program directors, administrators, board members; 10% educators, researchers; 15% volunteer managers, volunteer program coordinators; 10% other health and community care professionals with an interest in the hospice palliative care field. A variety of Sponsorship opportunities are also available to suit your desired level of participation and budget. A pre-designed package is available on the conference website, but we are open to any ideas and suggestions you may have, just give us a call! Consider participating to gain valuable recognition as an industry leader and supporter in this field. Need more information, please contact: Teresa Sottile Program Coordinator VISIT OUR WEBSITE FOR PROGRAM UPDATES www.hpco.ca
EXHIBIT & ADVERTISING OPPORTUNITIES Showcase your products and services and share your expertise with 500 + conference participants in the Hospice Palliative Care and Health industry. Time has been set aside at the conference over two days when the exhibit area is available (Sunday, April 19 and Monday, April 20). EXHIBIT SPACE COST: $1,600 The exhibit fee includes: One 8 x 10 exhibit space with a draped table and chair in the exhibition area; Company name included in the list of exhibitors on the conference website, with a hyperlink to your company s website; Organization name, company description, contact information and website listed in the on-site conference syllabus; Acknowledgement from the podium in opening and closing remarks; Opportunity to offer an exclusive draw from your booth to collect business cards; Exhibit Passports will be distributed to the Conference Participants to get signed or stamped at each booth (to be eligible for Grand Prize Draw). This insures that you have the opportunity to connect with each participant; One complimentary conference registration (not including the Banquet Dinner & Entertainment Feature, but a separate ticket can be purchased); Tickets can be purchased at an additional rate for lunches and the Banquet Dinner & Entertainment feature for other company representatives (if required). PUBLISHER EXHIBIT SPACE - Please call to discuss special rates available. EXHIBIT SPACE - COMMUNITY/NON-PROFIT ORGANIZATIONS RATE: $975 (limited spots available) (Only organizations with an annual budget of less than $2 Million qualify for this special rate.) MAXIMIZE YOUR EXPOSURE BY CONSIDERING THESE ADDITIONAL OPPORTUNITIES Insert in Delegate Packages $500 Exhibitors have an opportunity to include one promotional item - flyer, product sample, newsletter, company promotional give-away or other material - in all conference delegate bags. Advertising $500 Include a full-page black and white advertisement in the on-site conference program booklet which is given to all participants. For further information, please contact: Teresa Sottile, Program Coordinator or Visit our Website www.hpco.ca
EXHIBIT SPACE APPLICATION FORM Upon receipt of this completed EXHIBIT SPACE APPLICATION FORM and full payment, you will be contacted to finalize the details of your participation. Organization Name: Address: City: Prov./State: Postal/Zip Code: Authorizing Officer: Title: Phone: Ext: Fax: Email: Name: Website: Contact Person for Confirmation and Follow-up (if different than name above) Title: Phone: Ext: Fax: Email: Website: EXHIBIT SPACE FEE: (Please check) EXHIBIT SPACE $1,600 EXHIBIT SPACE - Community/Non-Profit Rate $975 PUBLISHER EXHIBIT SPACE - Rate To Be Confirmed ADDITIONAL OPTIONS: (Please check) Insert in Delegate Packages $500 Advertising $500 PAYMENT: Cheque (Payable to Hospice Palliative Care Ontario) Visa Master Card AMEX Card Number: Expiry Date: Name on Card: Signature: PLEASE MAIL, FAX OR EMAIL YOUR COMPLETED FORM ALONG WITH YOUR PAYMENT TO: Paula Neil, Director of Operations, Hospice Palliative Care Ontario (HPCO) 2 Carlton Street, Suite 707, Toronto, ON M5B 1J3 Phone: 416-304-1477 Ext. 27 Fax: 416-304-1479 Agreement: I, the undersigned, agree to purchase the exhibit space as indicated above, and have read and understand the terms and conditions, payment, cancellation and exhibit policy clauses. Signature: Date:
Hospice Palliative Care Ontario Annual Conference TERMS AND CONDITIONS OF SPONSORSHIP COMMITMENT AND EXHIBIT HALL REGULATIONS Deadlines Sponsorship and Exhibit commitments are accepted on a first-come, first-served basis. Commitments must be made in writing with an application and payment in full. A completed sponsorship and exhibit agreement form constitutes a contract. In the event a cancellation is made after signing this contract, you will be subject to a 25% administrative fee of the committed sponsorship level or exhibit fee. No refund of payment will be made for any cancellation received after March 6, 2015. Sponsorship Confirmation In the event that more than one company wishes to sponsor a specific exclusive Supporter Level or Naming Opportunity, then the company that confirms their commitment in writing by completing the application and providing full payment first, will be awarded the sponsorship. Hospice Palliative Care Ontario (HPCO) reserves the right to determine the appropriateness of any offer of sponsorship or exhibit offer. Acceptance of sponsorship does not imply endorsement of sponsors products or services by HPCO. Assignment of Space Assignment of exhibit space will be made by HPCO based on the Sponsorship Level and date on which the Sponsorship and Exhibitor Commitment application and full payment has been received. HPCO reserves the right of final decision and right to amend the floor plans or relocate Exhibitors as necessary. Character of Exhibit HPCO reserves the right to decline or prohibit any exhibit, exhibitor or proposed exhibit or exhibitor which is not in keeping with the character of the conference as determined by the organizers. This reservation covers persons, things, conduct, printed matter, souvenirs, emblems and all things which affect the character of the exhibits. Limitation of Liability HPCO will use its best efforts to provide for the protection of Exhibitors materials and displays. HPCO and/or their personnel will not be responsible for loss and/or damage and/or injury to exhibits, merchandise or personnel, or other properties while such are on the hotel property. The Exhibitor shall accept full responsibility for any and all damages caused by the exhibitor or their representatives and agrees to indemnify and save harmless HPCO and/or the host facility and/or exhibition services and/or the collaborative partners and/or their personnel from and against any and all claims for such loss, damage or injury no matter how caused. Proof of Insurance and Liability All Exhibitors must provide proof of insurance in order to participate in the exhibits. Each exhibitor needs to provide a copy of their one-page insurance certificate of $1,000,000 liability. This is for coverage for any damage to your equipment/display, or any negligence on your part (e.g. booth falls and injures a delegate). A copy of your insurance certificate can be obtained through your company's insurance broker and must be submitted to HPCO by April 6, 2015, either by fax to 416-304-1479 or email to pneil@hpco.ca. Electrical Wiring All electrical wiring and additional outlets required is the Exhibitor s expense, and booked through Stronco Electrical Services. All operating electrical equipment used in the exhibit hall must be CSA certified, or provincially approved.
Rules & Regulations The Exhibitor agrees to abide by all rules and regulations adopted by HPCO in the best interests of the Conference and Exhibit Area, and agrees that HPCO shall have the final decision in adopting any rule or regulation deemed necessary prior to, during and after the conference. Rules include, but are not limited to, assignment of booth space, character of the exhibit, payment of fees, cancellation policies as already described. We reserve the right to make reasonable interpretation and enforcement of all contract rules and regulations contained herein, as well as, the power to make amendments that are reasonably necessary for proper conduct of the exhibit or to accommodate changes in circumstance beyond its control. GENERAL CONFERENCE INFORMATION CONFERENCE LOCATION & ACCOMMODATION Sheraton Parkway Toronto North Hotel & Conference Centre 600 Highway 7 East, Richmond Hill, ON L4B 1B2 (905) 881-2121 or Toll Free: 1-800-668-0101 www.sheratonparkway.com A block of bedrooms has been reserved for Conference participants at the Sheraton Parkway Toronto North Hotel, Suites and Conference Centre and the adjoining Best Western Parkway Toronto North Hotel. Both hotels are conveniently located in the same building as our Conference Facilities, but offer different price options. The hotels offer complimentary indoor and outdoor parking, complimentary high speed internet in all guest rooms, complimentary use of large athletic club facilities and two indoor pools. The rates per room (single or double) are: $109.00 (Best Western Traditional) $144.00 (Sheraton Traditional), and $154.00 (Sheraton Corporate Jacuzzi Suite) plus all applicable taxes. Room rates will apply three days prior and after the official conference dates. To make your reservation contact the hotel reservations department directly at 1-800-668-0101 and indicate that you are attending the Hospice Palliative Care Ontario Annual Conference in order to qualify for this special group rate. This block of bedrooms will be held until April 2, 2015. Reservations made after this date will be accepted on a space and rate availability basis. CONFERENCE REGISTRATION FEES (NO HST) HPCO Member Rate: Full Conference: $655.00 One Day Only: $320.00 Non-Member Rate: Full Conference $785.00 One Day Only: $395.00 Non-members who register and pay the non-member rate of $785 will receive an annual individual membership to Hospice Palliative Care Ontario. Other Registration Rates: Students (Full-time): $400 Approved Lead Presenter Rate: $400 Volunteers: $395 For more information, please contact: Teresa Sottile Program Coordinator 2015 HPCO Annual Conference www.hpco.ca