Sponsorship and Exhibitor Prospectus CO-ORGANIZED BY:

Transcription

1 August 12-17, 2018 Sponsorship and Exhibitor Prospectus CO-ORGANIZED BY:

2 Welcome to the International Biotechnology Symposium and Exhibition (IBS) 2018 For the eighteenth time since the inception of IBS, biotechnology scientists, engineers and other stakeholders from across the world will get together for the International Biotechnology Symposium and Exhibition This biennial gathering will take place from 12 th to 17 th of August 2018, in Montréal, Canada and promises to be an extraordinary event that will attract over 1500 international delegates working on topics as diverse as health, food, agriculture, environment, bioprocessing and other areas contributing to the new global bio-economy. We expect participants from the international scientific, academic, industry, business and government communities representing more than 50 countries from around the world. The organizing committee is hard at work to make both the scientific and business programs as well as the social events meet and exceed expectations for delegates, sponsors and exhibitors alike. The tradition of excellence will continue, offering participants a unique opportunity to meet and discuss common issues, introduce new developments and explore opportunities for collaboration. The conference will take place at the Palais des congrès de Montréal, an award-winning facility situated in the downtown core and an ideal location for conducting business. Montréal is a vibrant multicultural city, known for its hospitality, its food, and its cultural scene and was recently crowned as the top international business tourism destination in the Americas. We invite you to take part in supporting this Symposium by selecting one or more of the many sponsorship opportunities offered in this prospectus. By contributing to this event, you will showcase your organization s position in the field and raise your profile with the world s top biotechnology researchers and decisionmaking industry leaders. We hope to have your organization s name associated with IBS 2018 in the very near future. Why you should attend - Discover the hottest trends in biotechnology across multiple applications - Present your latest discoveries - Gain business insights - Network with participants from around the world: 1500 attendees, 50 countries! - Explore new products and services on the exhibition floor - Visit Canada's cultural capital For more information, please contact the Symposium Secretariat: Tracy Broad, Symposium Manager National Research Council Canada info@ibs2018montreal.org Tel: +1 (613) Bernard Massie Symposium Chair General Manager, Human Health Therapeutics, National Research Council Canada Nicolas Moitessier Co-Chair, Scientific Program Committee Associate Professor, McGill University Murray Moo-Young Co-Chair, Scientific Program Committee Distinguished Professor Emeritus, University of Waterloo 2 International Biotechnology Symposium and Exhibition (IBS) 2018

3 Sponsorship Opportunities PLATINUM SPONSOR $50,000 CAD (1 package available) BENEFITS Sponsor logo and description will be listed prominently in official symposium communications including the website, the final program, and onsite signage. Recognition on social media. Sponsor of a session with introduction. Acknowledgements at symposium closing ceremony. Proportional logo displayed on overhead screen at the start of each technical session. One full page colour advertisement in Final Program. One 10 ft x 20 ft booth (approx. 3 m x 6 m). First Priority placement in exhibition hall. Logo on final program inside cover. Logo on delegate bags. One page insert in the delegate bag. Five (5) complimentary registrations. GOLD SPONSOR $35,000 CAD (2 packages available) BENEFITS Sponsor logo and description will be listed prominently in official symposium communications including the website, the final program, and onsite signage. Recognition on social media. Acknowledgements at symposium closing ceremony. Proportional logo displayed on overhead screen at the start of each technical session. One full page colour advertisement in Final Program. One 10 ft x 10 ft booth (approx. 3 m x 3 m). First Priority placement in exhibition hall. Logo on final program inside cover. One page insert in the delegate bag. Three (3) complimentary registrations. SILVER SPONSOR $20,000 CAD (3 packages available) BENEFITS Sponsor logo and description will be listed prominently in official symposium communications including the website, the final program, and onsite signage. Acknowledgements at symposium closing ceremony. Proportional logo displayed on overhead screen at the start of each technical session. One half page colour advertisement in Final Program. One 10 ft x 10 ft booth (approx. 3 m x 3 m). First Priority placement in exhibition hall. Two (2) complimentary registrations. BRONZE SPONSOR $15,000 CAD (5 packages available) BENEFITS Sponsor logo and description will be listed prominently in official symposium communications including the website, the final program, and onsite signage. Acknowledgements at symposium closing ceremony. Third Priority placement in exhibition hall. One (1) complimentary registrations. SUPPORTER $10,000 CAD (unlimited) BENEFITS Sponsor logo and description will be listed prominently in official symposium communications including the website and the final program. Acknowledgements at symposium closing ceremony. August 2018, Montréal, Canada 3

4 À la carte Sponsorship Items PROGRAM Item Cost Benefit Description Sponsoring Keynote Speaker Session Sponsor Social Activities Welcome Reception Banquet Coffee Breaks Monday to Friday (morning and afternoon) Promotional Items Delegate s Bag Inserts (one page) Lanyards Speaker Ready Room Pens $10,000 CAD $5,000 CAD $10,000 CAD $15,000 CAD $5,000 CAD each $1,500 CAD $10,000 CAD $6,000 CAD $5,000 CAD Full visibility and verbal recognition during the session and introduction. Display company logo on the screen in session room and recognition in the official conference program. Full visibility and verbal recognition at the Welcome Reception, to take place on Sunday August 12, 2018 at the Palais des congrès de Montréal. EXCLUSIVE Full visibility and verbal recognition at the Banquet, to take place on Wednesday August 15, 2018 in the Palais des congrès de Montréal. EXCLUSIVE Full visibility during each coffee break. ONE SPONSOR PER COFFEE BREAK Opportunity to put an insert into the delegate s bag. This will be a color one-pager, to be provided by Sponsor. UNLIMITED Opportunity to supply the official Symposium name badge lanyard with sponsor logo, which must be worn by all delegates throughout the Symposium. Sponsor may use any vendor to produce the lanyards and is responsible for production costs. EXCLUSIVE Opportunity to display company information and logo in the speaker ready room, with all computers defaulting to sponsor s official website. EXCLUSIVE Opportunity to supply the official Symposium pens with sponsor logo. Sponsor may use any vendor to produce the pens and is responsible for production costs. EXCLUSIVE Internet Café $5,000 CAD Advertising Opportunities Final Program $3,000 CAD Full page in color UNLIMITED Final Program $1,500 CAD Half page in color UNLIMITED Opportunity to display company information and logo in the internet café, with all computers defaulting to sponsor s official website. EXCLUSIVE /Mobile App Blast $1,500 CAD Exclusive to exhibitor and sponsors Educational Opportunities Poster Awards TBD Opportunity to be named sponsor for Poster Awards 4 International Biotechnology Symposium and Exhibition (IBS) 2018

5 Application Form and Agreement for Sponsorship The undersigned organization commits to provide sponsorship to the18 th International Biotechnology Symposium (IBS 2018), which will be held from August 12-17, 2018 at the Palais des congrès in Montréal, Canada. (Please print clearly.) Name of organization: Contact name: Mailing Address: City: Prov/State: Country: Postal/Zip Code: Tel: ( ) Fax: ( ) Please indicate the Sponsorship Opportunities your organization wishes to sponsor: Total Sponsorship Amount: $ CAD Your benefits will be in accordance with entitlements listed in this prospectus. Once the payment is received, the Symposium Management Office will contact you or your designate to coordinate your entitlements. Please make cheque payable to Receiver General for Canada (IBS 2018). Credit Card Type: Visa MasterCard American Express Card Number: Expiry Date: Date: Month/Year Name (as it appears on card): Cardholder s Signature: I certify that I am the duly authorized representative of the above-mentioned organization for the sponsorship pledge. Print name: Title/Position: Signature: Date: Return this completed form, with payment, to: IBS th International Biotechnology Symposium and Exhibition 2018 National Research Council Canada 1200 Montreal Road, Building M-60 Ottawa, Ontario K1A 0R6 Canada Tel: + 1 (613) info@ibs2018montreal.org August 2018, Montréal, Canada 5

6 Exhibition The commercial exhibition will be an integral part of the scientific program. Companies offering innovative products and services in this field are encouraged to seize the opportunity to exhibit. The scientific program aims to attract the top professionals in the field. Up to fifteen hundred symposium participants from industry, universities and government are expected to attend. The welcome reception, coffee breaks and poster sessions will be held in the exhibition area. Participants will also have time during lunch breaks to visit the exhibition. A limited number of exhibit booths located in the proximity of the meeting rooms are available on a first-come, first-served basis (see floor plan). Exhibit Information Space rental fee per booth 3 meters x 3 metres (10 feet x 10 feet) exhibit space Cost: $3, CAD (taxes included) Rental Fee includes: A 2.4 metre high (8 feet) back wall with 1 metre high (3 feet) side black drape The exhibit hall is already carpeted (you might still order carpet at an additional cost) The exhibitor manual One (1) 1500 watt duplex receptacle for each booth Overnight security General lighting Heating/cooling Two exhibitor badges (include welcome reception and coffee breaks, excludes scientific sessions) The symposium program and electronic book of abstracts Visibility on the symposium website with a link to exhibitors organization description (requires receipt of exhibitor s logo, website address and 50-word company/product description Please note that all furnishing must be ordered or provided by the exhibitor. Rental of a turnkey booth will be possible at an additional charge. Confirmation of acceptance of your booth application will be made following receipt of your completed Application for Exhibit Space and deposit. Booths will be assigned on a first-come, first-served basis, and all applications are subject to the approval of the Exhibit Committee. Priority placement in the exhibition hall will be given to Platinum, Gold, Silver, and Bronze sponsors (in that order). Exhibit Hours, Set-Up and Dismantling Set-up Sunday, August pm to 5 pm Exhibit hours Sunday, August 12 6 pm to 8 pm Monday, August am to 4:30 pm Tuesday, August am to 4:30 pm Wednesday, August am to 4:30 pm Dismantling Wednesday, August 15 4:30 pm to 6 pm Cancellation Policy Upon written notification to the Symposium Management Office, refunds for booth payment or booth space reduction will be issued up to June 15, 2018 less an administrative fee of $250 CAD. No refunds will be issued after this date. If IBS 2018 is cancelled for any reason beyond Management s control, the latter shall not be liable for any expenses incurred by Exhibitors and shall have no other liability to the Exhibitor other than the refund of that portion of the rent actually received. For further information, please contact the Symposium Management Office: Tracy Broad, Symposium Manager National Research Council Canada info@ibs2018montreal.org Tel: +1 (613) International Biotechnology Symposium and Exhibition (IBS) 2018

7 7 August 2018, Montréal, Canada Exhibition Floor Plan Internet Café Pause-Café Pause-Café Pause-Café Pause-Café ' 9'-6" 9'-6" 9'-6" 9'-6" 10' Pause-Café Pause-Café 10'

8 Application for Exhibit Space The undersigned hereby applies for space as an exhibitor at the 18th International Biotechnology Symposium and Exhibition (IBS 2018), which will be held from August 12-17, 2018 at the Palais des congrès in Montréal, Canada (Please type or print clearly) Company: Mailing address: City: Prov/State: Country: Postal/Zip Code: Tel: ( ) Fax: ( ) EXHIBIT SPACE INFORMATION Contact Person: Tel: ( ) Fax: ( ) Number of booths requested [Single Exhibit Space Size: 3 meters x 3 metres (10 feet x 10 feet) exhibit space] PAYMENT This application will only be processed when accompanied by payment. A 50% deposit is required at the time of reservation. The balance must be paid no later than June 15, Exhibit Space Rental Fee: $3, $ Deposit Required (50%) $ METHOD OF PAYMENT Credit Card Type: Visa MasterCard American Express Card Number: Expiry Date: Date: Month/Year Name (as it appears on card): Cardholder s Signature: CHEQUES Please make cheque payable to Receiver General for Canada (IBS 2018) and mail to 18th International Biotechnology Symposium and Exhibition (IBS 2018), c/o National Research Council Canada, 1200 Montreal Road, Building M-58, Ottawa, Ontario K1A 0R6 Canada. In making this application, we agree to conform to the exhibit regulations of IBS 2018 which are hereby a part of this application. It is mutually agreed that all of said regulations shall be interpreted by the symposium s Organizing Committee, and the parties hereto shall be bound by such interpretation. Signature: Name (print or type): Title: Please complete, sign, scan and send to the IBS 2018 Symposium Management Office at info@ibs2018montreal.org 8 International Biotechnology Symposium and Exhibition (IBS) 2018

9 Exhibition contractual agreement The assignment of space is on a first-come, first-served basis, with priority given to Platinum, Gold, Silver, and Bronze sponsors. 1. EXHIBIT PURPOSE: All exhibits shall be to serve the scientific interests of the Symposium and the Symposium reserves the right to require the immediate withdrawal of an exhibit if the Organizers believe that it may be injurious to the purposes of the Symposium. Only professional equipment and services of interest to participants may be displayed. 2. EXHIBIT RULES AND REGULATIONS: The exhibitor shall be bound by the Rules and Regulations as established by the Organizing Committee for the 2018 Commercial Exhibit at IBS 2018, by the sponsoring organizations and any duly authorized representative, agents or employees of the foregoing Symposium. Each exhibitor is charged with knowledge and compliance with all laws, ordinances and regulations pertaining to health, fire prevention and public safety. 3. ASSIGNMENT OF SPACE: The Symposium Organizing Committee shall determine the eligibility of any company, product, service or application for exhibit space. The Committee may forbid installation or request removal or discontinuance of any exhibit or promotion, wholly or in part, that, in its opinion, is not in keeping with the character or purpose of the Symposium. 4. FIRE PREVENTION: Exhibitors shall not encroach on aisle space and must remain within the space assigned. All materials used for decorating must be fire resistant. Cartons, boxes and crates may not be stored under tables, behind displays or in any part of the exhibit area. At the exhibitor s expense, empty crates, etc. will be picked up, stored and returned to each booth at the closing of the exhibition. All hazardous exhibits regardless of type are prohibited in the Exhibition Hall without written consent from the City of Montréal Fire Department and the Palais des congrès. The prohibition covers open flame, coal, liquid propane gas, liquid propane gas tank, toxic liquid or gas, dangerous toxic products, etc. 5. CARE OF BUILDING AND EQUIPMENT: Nothing should be posted on, attached, nailed, screwed or otherwise attached to columns, walls, floors, or other parts of the building or furniture. All heavy pieces of equipment must be placed on skids to avoid damage to flooring. 6. LIABILITY INSURANCE: Every reasonable precaution will be taken to protect exhibitor s property during installation, Symposium period and removal. However, the Symposium Organizing Committee and the National Research Council Canada will not accept responsibility for injury to persons or loss of or damage to products, exhibits, equipment or decorations by fire, accident, theft or any other cause while in the Palais des congrès. Exhibitors must carry appropriate insurance to cover display materials against damage and loss, and public liability against injury to the person and property of others. Exhibitors must have a copy of their insurance policy on hand to present it upon request. 7. BOOTH PARAMETERS: The back wall of the booth shall not exceed 8 feet high (2.4 metres) and the side walls should not exceed 3 feet (1 metre). 8. AUTHORIZED REPRESENTATIVES: Each exhibitor shall provide to the Symposium Organizing Committee in advance, the name and the title of the person(s) who will be in attendance at the display and responsible for the installation, operation and removal of the exhibit. Said representative(s) shall be authorized to enter into such service contracts as may be necessary, for which the exhibitor shall be responsible. Additional exhibitor badges can be purchased at a cost of $ These exhibitor badges only provide access to the exhibition area. 9. PERMITS, TAXES & LICENSES: The Exhibitor shall be responsible for obtaining any licenses, permits or approvals required under local or provincial law applicable to their activity at the event. Exhibitor shall be responsible for obtaining any tax identification numbers and for paying all taxes, license fees or other charges that shall become due to any governmental authority in connection with their activities at the event. Goods and Services Tax: International Exhibitors can contact Revenue Canada Excise/GST Office ( within Canada OR from outside Canada and the United States) to apply for a GST Rebate. 10. DEFAULT CONDITIONS: Although show management, the Symposium organizers and the exhibitor each do business in various provincial jurisdictions, this contract shall be governed, construed and enforced in accordance with the laws of the Province of Ontario and in its courts. In the event that it shall be necessary for Management to bring suit to enforce any of its rights hereunder, Management shall be entitled to recover all costs of such suits including reasonable legal fees. 11. SECURITY AND DAMAGES: The IBS 2018 symposium organizers will provide overnight security at the Palais des congrès. While every effort will be made to provide security August 2018, Montréal, Canada 9

10 for exhibits, neither the show management, nor the Palais des congrès will be responsible for injury, loss or damage to persons, goods, equipment or decorations, caused by accident, loss or any other cause, the safety of exhibits against fire, robbery, damage, accidents, acts of God or any other destructive cause, or for any injury that may arise to the public leased areas, or to the exhibitors or their employees during move-in and move-out operations, at any time during the show while on the show grounds or in the Palais des congrès, while transporting goods to or from the show or while in the storage areas. Insurance for individual exhibits is the sole responsibility and expense of the exhibitor. Where appropriate, during silent hours lock-up or remove personal electronic equipment like laptops, cameras, etc. Booths are to be staffed by exhibitor s personnel at all times during the hours the exhibits are open. 12. OFFICIAL SHOW CONTRACTOR: While exhibitors may handle their equipment and display materials themselves, the official Show Contractor, GES, is available for on-site handling (Note: the cost is NOT included in the exhibitor s registration fees). All Exhibitors will receive an exhibit service kit detailing GES material Handling Services and other exhibit requirements which can be ordered directly with the Show Contractor at an additional cost. 13. INSTALLATION AND DISMANTLING OF EXHIBITS: The exhibitor agrees to observe all union contracts and labor regulations in force, agreements between the Organizer and official contractors serving companies and the building in which the Show will take place, according to the labor laws of the jurisdiction in which the building is located. The Exhibitor agrees to remove its exhibit and equipment from the Show building by the date advised by the Organizer prior to the Show. In the event of failure to do so, the Exhibitor agrees to reimburse the organizer for such additional rental as may be levied by the building owners for any period beyond such date during which the Exhibitor s material remains in the said building. The Symposium Organizer may, at its sole discretion take the necessary steps to free the rented areas, and the Exhibitor shall bear all the costs and risks thereof, remove the exhibit and equipment, and charge the cost of removal to the Exhibitor. The Exhibitor also agrees that no display may be dismantled or goods removed during the official exhibitor hours of the Show but must remain intact until the official close of the last day of the show. 14. RESTRICTIONS ON EXHIBIT USE: The Organizer reserves the right to reject, prohibit, alter or remove exhibits or any part thereof, including printed materials, products, signs, lights or sound, and to expel exhibitors or their personnel if, in the organizer s opinion, their conduct or presentation is objectionable to other show participants. 10 International Biotechnology Symposium and Exhibition (IBS) 2018 Presentations and sales activities: exhibitor agrees to confine all product / service demonstrations and other sales activities to the limits of the contracted exhibit space and within the maximum 8 foot height restriction (2.4 metres) set by the Show rules and regulations. Distribution of any material including samples, souvenirs, publications etc., is likewise limited to said exhibit space confines. At no time will individual exhibitor signs be allowed in symposium areas or other common areas. Booth personnel: Exhibitor agrees to maintain staff in the assigned exhibit space during show hours. Sound: Amplifiers and other sound generating equipment must be operated at levels that do not interfere with other Exhibitors. Lotteries and contests: The use of games of chance, lottery devices, musical instruments and other sideshow practices is permitted only with written permission of the organizer. Subletting: Except in certain limited circumstances involving parent companies and their wholly-owned subsidiaries and when approved by the organizer in advance, exhibitor agrees not to assign, sublet, share or apportion its assigned exhibit space. No organization not formally assigned exhibit space will be allowed to solicit business within the exhibit area. 15. ADVANCE WAREHOUSING AND SHIPPING REGULATIONS: All goods shipped to the show must be clearly marked with the name of the Exhibitor and Exhibitor Booth Number to the Show Decorator, xxxx (still not known). The Organizer will not accept delivery of items shipped to the Show with shipping charges to be paid (C.O.D.). The venue will NOT accept shipments prior to exhibit moving. All exhibit material MUST be removed on move-out, refer to the IBS 2018 Exhibitor Manual for services. The Organizer assumes no responsibility for loss or damage to goods of Exhibitor before, during or after the Show. 16. OFFICIAL SYMPOSIUM CARRIER: Although exhibitors may use whichever carrier they choose, an official Symposium carrier will be named. 17. PAYMENT TERMS: If the total cost of the booth space is not paid in full by June 15, Management has the right to terminate this contract under the conditions outlined under the heading CANCELLATION CONDITIONS. Exhibit space must be paid in full prior to the show. 18. CANCELLATION CONDITIONS: In the event of cancellation by the Exhibitor for any reason whatsoever and provided that cancellation is received, in writing, prior to June 15, 2018 to the address specified below: Tracy Broad, Symposium Manager National Research Council Canada info@ibs2018montreal.org Tel: +1 (613) August 2017

11

12