Exhibitor Information

The following information is the Ontario Provincial Exhibitors Advisory Committee (OPEAC) Rules and Regulations which govern all conferences. As information specific to the this conference comes available, it shall be posted.

BOOTH FEES

  1. The charge for general booth space (measuring 10 feet deep x 10 feet wide x 10 feet high) shall be determined in collaboration with the OPEAC executive.
  2. The fee per booth will be developed taking into consideration, but not limited to the following considerations; hotel costs, Ontario Provincial Exhibitor's Advisory Committee (OPEAC) financial health, Registration Company fees and ORNAO's financial need.
  3. No booth allocation will be considered confirmed until payment in full has been received by "Gerhard Services" and the designated member of the conference planning committee or delegate.
  4. Cheques are to be made payable to "ORNAO 2012 Conference" and sent with the signed application form to the designated member of the conference planning committee or delegate.
  5. Cancellation / Refund Policy: Please note that all cancellation or refund requests must be made in writing to the Exhibitor or Conference Chair. A full refund, less a $200.00 administration fee, will be available until April 15, 2012. NO refunds will be issued after that date.
CONVENTION CENTER/HOTEL REGULATIONS GOVERNING EXHIBIT

** A copy of the specific hotel and/or convention centre rules & regulations for exhibits and hospitality suites will be made available to participating companies through this web site or on request.

BOOTH ALLOCATION

  1. Booth allocation will be determined on a first come basis, provided payment in full has been received by the Provincial Operating Room Conference Planning Committee.
  2. In order to establish a reasonable balance between competitive companies throughout the exhibit area, the final decision on allocation of booth spaces will rest with OPEAC and the exhibitor committee.
  3. Approval of OPEAC will be required if any company requests greater than six (6) booth spaces. Approval will be on the basis of space availability.
EXHIBITOR'S REGISTRATION

  1. Online Exhibitor Registration is available under the Registration Form tab.
  2. Badges will be issued at the exhibitor registration booth at pre-determined times noted in the exhibitor information package.

It is strongly recommended that the following rules be distributed to all employees attending the conference:

CANADA CUSTOMS

Shipments Originating Outside Canada: All consignments crossing into Canada must be "bonded" and must be stored in a "bonded" warehouse. The cost of such warehousing will be borne by the Exhibitor. Please use the customs broker, that handles all cross-border deliveries for your company. ORNAO does not have a custom broker.

GENERAL RULES

  1. The exhibit hall will be available for booth setup the day before the start of exhibits. Set up times will be included in the exhibitor confirmation package.
  2. Exhibit booth displays (assembly and display layout) must be in place on the day prior to the start of exhibits. Minor revisions only (e.g. re-organization) and some product distribution may be completed in a one hour time slot just prior to the opening of the exhibits. Any exception to this must have prior approval of OPEAC and Exhibitor Chair.
  3. The exhibit hours will be provided with conference details package and posted on this web site.
  4. For the final day of the exhibits, exhibiting companies may extend an invitation to interested hospital personnel to view the exhibits. (A charge of the delegate daily rate per person will be levied at the Exhibitors' Registration Booth.)
  5. No exhibit may be dismantled prior to the official closing of the exhibits. Dismantling of exhibits must be completed by 2200 hours.
  6. Admission to all functions, including the exhibit area, will be by badge only.
  7. Obstruction of delegate's name tag by the use of stick-ons and handouts will not be permitted.
  8. An exhibitor, his employees and guests are not permitted to obstruct or otherwise disrupt the normal function of a fellow exhibitor. Failure to comply could result in suspension of the right to exhibit at future meetings.
  9. All demonstrations, or other sales activities must be confined to the limits of the exhibiting company's exhibit booth. No exhibitor shall assign, sublet or apportion the whole or part of the space allotted without knowledge or consent of the Planning Committee. Aisles must be kept clear and exhibits shall be arranged to ensure exhibiting personnel remain inside the space rented.
  10. The planning committee respectfully requests that no commercially sponsored function is planned that will conflict with conference activities.
  11. A fee of $100.00 will be charged for use of the Provincial Logo on any conference material. Prior approval must be obtained from the Conference Planning Committee.
  12. Use of the ORNAC Logo requires approval from the ORNAC Executive.
SOCIAL EVENTS

  1. Information regarding all planned social events will be available on this web site.
  2. A limited number seats are available at the All Exhibitors Night evening. Two tickets will be issued to each booth; further tickets will only be released once all delegates' tickets are issued. ANY COMPANY THAT WILL NOT BE USING THE TWO ALLOTTED TICKETS IS ASKED TO INFORM ORNAO AS SOON AS POSSIBLE
  3. Companies hosting hospitality events are asked to conduct themselves in a manner that conforms to the hotel's security policies.

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