Canadian Radiation Protection Association Ottawa 2019 Exhibitor & Sponsor Package 24-July-2018
WELCOME On behalf of the local organizing committee, we would like to extend an invitation for you to join us for the 41st Canadian Radiation Protection Association Annual Conference to be held in Ottawa, Ontario, Canada from May 27 to May 30, 2019. Ali Shoushtarian Conference Chair Christopher Clement Conference Co-chair CONFERENCE LOCATION Delta Ottawa City Centre The Delta Ottawa City Centre is located in downtown Ottawa close to all the amenities you will want to access. Located just a short walk from Parliament in downtown Ottawa, you will have access to all the city has to offer. The Rideau Canal and ByWard Market are some of Ottawa s most iconic sights and offer plenty to do, see, and eat. You will also have easy access to the Hintonburg and Westboro communities, known for its unique shopping experiences and some of Canada s best and most unique bars and restaurants. The Conference theme is Connecting with Communities and will include invited presentations on both ionizing and non-ionizing radiation, contributed papers spanning the full range of health physics and radiation protection, professional development courses and exhibitor displays. The local organizing committee is working hard to provide value to this conference by working closely with our professional development committee to offer a variety of courses to suit a broad range of radiation safety professionals. Further details on all Conference activities will be posted on the Conference website as they become available. We hope you will join us and participate in the exhibitor sessions to generate interest and promote discussion for the delegates attending our Ottawa 2019 conference. VENUE DETAILS 26 floors, 387 Rooms, 23 suites Spacious work desk Complimentary Wireless and Wired Internet Fitness centre, including saltwater pool Heated underground parking Room service
HOTELS http://www.delta.com Our preferred hotel is the same as the conference location, the Delta Ottawa City Centre. A list of nearby hotels, B&Bs and apartment rentals will also be provided on our conference website. APPENDIX A shows a map of the section of downtown where the Delta and a few other hotels and sites of interest are located. Parliament Hill, the Rideau Canal (a UNESCO world heritage site) and the ByWard Market are a short walk from the Delta Ottawa City Centre. PARKING On-site parking is available for all attendees at a rate of $23 (self-park underground) or $29 (valet) per car per day. EXHIBITS Our committee has made every effort to meet the expectations of exhibitors based on past experiences and input from past conferences. Detailed information on exhibiting at CRPA conference can be found in the Exhibition and Sponsorship Application Form (next page). Exhibitor services are provided by Freeman. STORAGE The CRPA recommends using logistics services provided by Freeman for your exhibit equipment. Other storage services may be available through the Delta Hotel. Security will be provided overnight to ensure the safety of exhibitor materials. BOOTH SET-UP SCHEDULE Description Freeman Moves In Exhibitors Move In Exhibit Hours Exhibitors Move Out Freeman Moves Out & Clear Dates and Times Monday, May 27th 8 am to noon Monday, May 27th noon to 6 pm Tuesday, May 28th 8:00 am to 5 pm Wednesday, May 29 th 1:30 pm to 5 pm Wednesday, May 29 th 1:30 pm to 5 pm BREAKS & LUNCH Drinks and food for breaks will be provided by the hotel. Lunch will be provided in Ballroom B. The exhibitor reception is scheduled for Tuesday, May 28, 2019, from 6:00 to 8:00 pm in Ballroom B. EXHIBITOR CONTACT The organizing committee is responsible for your well-being. For any questions or concerns related to exhibiting at CRPA 2019 either in advance of the conference or on-site, contact: Alex Wolf e-mail: awolf@toh.ca work: 613-798-5555, ext. 12845 cell: 613-854-7043
CRPA 2019 EXHIBITION AND SPONSORSHIP APPLICATION FORM Selection of Booth Space CRPA-ACRP Ottawa 2019 Each exhibitor is asked to send, by e-mail, to CRPA Secretariat (secretariat@crpa-acrp.ca) this form back indicating the booth location number that corresponds to their first, second and third choice. If you wish to occupy two booths, indicate each choice as a pair instead. Spots will be allocated on a first-come first-served basis as applications are received. For other requests, such as being near another exhibitor, please indicate that and we will endeavour to honour your request. The committee reserves the right to make the final decision regarding space allocation. To show our appreciation for ongoing CRPA support, exhibitors at CRPA 2018 in Quebec City who submit their application by May 31, 2018, will be given selection priority above other applicants. Note that premium booths are available only to CRPA 2019 sponsors. Premium booths available after December 31, 2018, will be offered to registered exhibitors in the order we received their application. COMPANY NAME FIRST CHOICE SECOND CHOICE THIRD CHOICE Booth Number Indicated on Floor Plan (next page): CRPA 2019 Exhibit Hall is located in Ballroom B
CRPA 2019 Exhibit Hall Floor plan Ballroom B CRPA 2019 Exhibit Booth Details The following is included with all CRPA 2019 exhibit registrations: Registration for two delegates, banquet tickets included 8 x8 booth with side/back draping Skirted table and two chairs Booth set-up with electrical access and Internet Access to all scientific sessions All day exhibitor refreshments, including lunch Presentation opportunity (limited supply available) Welcome and exhibitor reception Exhibit Hall Floor plan The floor plan for the exhibit hall included here may not be fully to scale and is subject to change based on the advice of service provider. There is room for up to 20 booths, if necessary. Any significant changes to locations with a registered exhibitor will be communicated with as much notice as possible. Premium booth locations are available only to exhibitors also sponsoring the conference until December 31, 2018. Use the booth numbers here to indicate your choices later in this application. Premium Booth (sponsors only) Regular Booth Exhibit Pricing Regular Price CRPA Silver Member CRPA Gold Member CRPA Platinum Member $2,450 $1,960 $1,835 $1,225 CRPA corporate members at levels Silver and above receive exhibiting discounts which are reflected in the prices above. Find out more about CRPA corporate membership and its benefits at www.crpa-acrp.org/home/?page_id=5214. Early bird? Register and pay by August 31, 2018, to receive $100 off the pre-discounted rate.
CRPA 2019 Sponsorship Opportunities Sponsorship opportunities are available at CRPA 2019 and provide visibility as thanks for supporting valuable conference amenities. Sponsorships may be purchased with or without also exhibiting. Sponsorship Benefits Sponsors at all levels will receive: Identification and recognition during the conference Logo placement on CRPA conference website and printed materials Priority selection access to premium booth locations (as shown on exhibit floor plan) Opportunity to hold conference presentation (limited supply available) Additional benefits are included based on the sponsorship level and details as per below. Please indicate your top 3 sponsorship choices by writing 1, 2, or 3 in the corresponding box. Platinum Level Sponsors at the Platinum level will receive: One full exhibitor package (includes two full-delegate registrations, powered exhibit booth with internet access, full conference and reception/banquet access) Acknowledgment major plenary session One full-page advertisement in conference handbook Feature-size logo on conference site with link to corporate website Full list of delegates to be supplied at the symposium Two additional full-delegate registrations Insert one preapproved promotional item into delegate bag Platinum level sponsorship opportunities: Choice order Sponsorship Item and Additional Benefits Price CRPA 2019 Banquet Direct recognition and opportunity for remarks during banquet Floor and table signage printed and posted at CRPA 2019 banquet Anthony J. MacKay Student Competition Support full conference expenses for up to three students, and present award to the winner $10,000 $7,500 CRPA 2019 Off-Site Tour Opportunity to host CRPA 2019 delegates to tour of your company or facilities $6,000+ (TBD based on cost)
Sponsorship Opportunities Gold Level Sponsors at the Gold level will receive: One full exhibitor package (includes two full-delegate registrations, powered exhibit booth with internet access, full conference and reception/banquet access) Acknowledgment at major plenary session One half-page advertisement in conference handbook Large logo on conference site with link to corporate website Full list of delegates to be supplied at the symposium Insert one preapproved promotional item into delegate bag Gold level sponsorship opportunities: Choice order Sponsorship Item and Additional Benefits Price CRPA 2019 Welcome Reception Direct recognition during welcome reception Floor and table signage printed and posted at welcome reception CRPA 2019 Luncheons Direct recognition prior to each luncheon Table signage printed and posted at all luncheons $5,000 $5,000 CRPA 2019 Delegate Bags Full colour logo printed on conference bags distributed to all delegates $5,000 Check CRPA 2019 Exhibitor Reception Direct recognition during exhibitor reception Floor and table signage printed and posted at exhibitor reception CRPA 2019 Keynote Speaker Official thanks from the conference and opportunity to introduce keynote speaker Logo in conference program next to keynote slot Upgrade Silver Level Item to Gold Receive all Gold-level perks If selected, check choice order box and indicate choice order for Silver level item in the following section $4,000 $4,000 $3,500 Sponsorship Opportunities Silver Level Sponsors at the Silver level will receive: One quarter-page advertisement in conference handbook Logo on conference site with link to corporate website Acknowledgment of all Silver-level sponsors at major plenary session
Full list of delegates to be supplied at the symposium Silver level sponsorship opportunities: Choice order Sponsorship Item and Additional Benefits Price Conference USB Key Colour logo on USB key distributed to all delegates Pre-load USB keys with up to 50 MB of corporate content (subject to CRPA approval) Hotel Keycard Branding Colour logo printed on hotel room access keycard given to all delegates staying at Delta Hotel $1,500 $1,200 Check Full Day Coffee/Refreshment Break (2 days available) Table signage with colour logo printed and posted at each (2) breaks on the chosen day Logo in conference program next to break slot Support Gold Level Item with Silver Level Benefits Choose this option to support any Gold-level item with Silver-level perks at a $1,000 discount If selected, check choice order box and indicate choice order for Silver level item in the following section $1,000 See note Sponsors will be recognized on the conference web page, at the event(s) they will be sponsoring and in the printed program which will be given to all delegates. The information will be available on the conference website www.crpa-acrp.com, and as more becomes available, it will be posted in a timely fashion. Please do not hesitate to contact the sponsorship coordinator if you have any questions: Alex Wolf e-mail: awolf@toh.ca work: 613-798-5555, ext. 12845 cell: 613-854-7043 Any other questions may be directed at the conference committee chairperson, Ali Shoushtarian, at ottawa2019@crpa-acrp.org.
Sponsorship Opportunities Bronze Level Sponsors at the Bronze level will receive: Logo on conference site with link to corporate website Acknowledgment of all Bronze-level sponsors during closing remarks Bronze level sponsorship opportunities: Choice order Sponsorship Item and Additional Benefits Price Thursday AM Coffee/Refreshment Break Table signage with colour logo printed and posted at AM refreshment break on Thursday, May 30, 2018. Logo in conference program next to break slot Scientific Session (3 available) Logo in conference program next to schedule slot for the chosen session $500 $500 Technical Tour or Workshop (3 available) Logo in conference program next to schedule slot for the chosen tour or workshop $500 Hospitality Suite (3 available) Signage printed and displayed during the event $500 Delegate Bag Insert (2 available) Insert one preapproved promotional item into conference bags distributed to all delegates $500 Register five delegates for $5000 and receive Gold-level sponsor benefits. If you want to become a CRPA 2019 sponsor, but would prefer a conference participation to direct item sponsorship / exhibit booth, you can receive all Gold-level benefits other than the exhibitor booth (see above) and five included full-delegate registrations for $5,000. (Cost without sponsorship: $3,750) Check Register five delegates Included registration for five delegates Includes all Gold-level benefits other than exhibit booth
SUBMIT THIS APPLICATION Complete this application to exhibit and/or sponsor at CRPA 2019 and submit to the CRPA by e-mail to secretariat@crpa-arcp.ca. Once we are able to confirm your choice of exhibit booth and/or sponsorship opportunity, we will provide a confirmation and invoice. Payment must be received within 30 days of confirmation or the booth location and/or sponsorship opportunity may be offered to another applicant. Cancellation requests will be refunded 50% of the total exhibit and/or sponsorship value as long as they are received in writing, no later than March 31, 2019. Company name: Name: Signature:
APPENDIX A General Location Map