Canadian Radiation Protection Association Association Canadienne de Radioprotection PO Box 83, Carleton Place, Ontario CANADA, K7C 3P3 613-253-3779 Fax/Téléc: 1-888-551-0712 E-Mail: secretariat2007@crpa-acrp.ca Canadian Radiation Protection Association Sherbrooke 2013 Exhibitor Package March 4, 2013 Page 1 of 9
WELCOME http://www.destinationsherbrooke.com On behalf of the local organizing committee, We would like to extend an invitation for you to join us for the Canadian Radiation Protection Association s Annual Conference to be held in Sherbrooke, Québec from May 26 th to May 30 th, 2013. Lamri Cheriet and Manon Rouleau Conference Co-Chairs Page 2 of 9
CONFERENCE HOTEL https://www.deltahotels.com/hotels/delta-sherbrooke-hotel-conference-centre The Delta Sherbrooke Hotel and Conference Centre allows you to experience the area's charm first-hand. The hotel boasts an ideal city location close to eateries, shops and commercial outlets. If you'd rather stay in, enjoy the hotel's ample facilities that include an on-site restaurant, bar, fitness facilities and spa. Free internet will be available everywhere. Sherbrooke is a lively urban centre surrounded by nature; a city born more than 200 years ago that still shines, thanks to its dynamism and its authenticity. Sherbrooke, a unique destination where the diversity of the shows and events coupled with the mix of Francophone and Anglophone populations create a rich cultural hub! The Conference is planned around the theme Radiation protection, a world of interaction and will include invited presentations on both ionizing and nonionizing 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, namely in offering a Radiation Safety and Quality Control CT training that will be in both official languages, attracting many biomedical engineers and physicist from many hospitals in Québec. Other trainings, other social activities will be offered. 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 Sherbrooke 2013 conference. INTERNET Enjoy complimentary internet access throughout the Delta Hotel, and you ll find wireless access in all of the hotel meeting space and public areas. There is also no charge on local phone calls. CONTACTS FOR EXHIBITOR MANAGEMENT The LOC is responsible for your well-being. The following individuals are your contacts for Sherbrooke 2013: Marie- Hélène Fecteau Université de Sherbrooke 819-821- 8000 poste 75524 Marie- Helene.Fecteau@USherbrooke.ca Stéphane Jean- François Radioprotection Inc. 450-649- 5213 StephaneJF@radioprotection.qc.ca Page 3 of 9
ENVIRONMENT Sherbrooke like many major cities in Québec is a smoke free environment. Smoking is not permitted in any public indoor space including all restaurants, clubs as well as some parks. The Delta Hotel is a smoke free property and is very proud of its 4 green keys environmental designation. EXHIBITS Our committee has made a commitment to make every effort to meet the expectations of the exhibitors based on past experiences and input from the exhibitors from past conferences. LOCATION The exhibits will be located in rooms A and C of the Grand Salon, located immediately both sides next to the plenary session room. This space permits up to thirty (30) 8 x10 booths.. Page 4 of 9
BREAKS The morning and afternoon coffee breaks are included in the exhibit space. Location of the stations will depend on the number of exhibitors but will definitely be located at the end of the exhibit space. And right in the middle of it. Sitting tables will be available. Recognizing the exhibitors are busy during break times, a separate all day refreshment area will be set aside for the exclusive use of the exhibitor s. SECURITY The Exhibit area is able to be secured during times when the exhibit area is closed. In addition to the locked facility, security personnel will be present inside the exhibition space during the evenings and night. BOOTHS The booths will be a standard 8 x10 draped set-up. A single skirted 6 table and two chairs will also be provided. Power will be supplied to each booth and complimentary wireless internet is available throughout the entire exhibit area. Additional requirements will be the responsibility of the exhibitor. The company providing all of the exhibit set up is Clarkson Conway Montréal. (Manon Thibault- 514.861.9694 #18- mthibault@ges.com) CUSTOM BROKERAGE For those requiring custom brokerage services, arrangements can be made through Mandelssonhn International Brokerage Firm. (Formely known as Livingston) Mendelssohn is North America s most innovative and knowledgeable customs broker. They offer a full suite of advanced technology solutions to help clients manage their imports and compliance. (Diane Labbé Deegan phone 514-987-2700 ext. 23 ) MENDELSSOHN Events Logistics BOOTH SET-UP SCHEDULE The hotel is able to receive some deliveries ahead of time and store them in a secured location. Due to a previous booking commitment, the exhibit room will not be available for set-up until Sunday May 26 at 17:00 hours (5:00 pm) Monday May 27, 2013 Exhibits open (10:00-17:00 hours) Tuesday May 28, 2013 Exhibits open (10:00-17:00 hours) Exhibitors are free to open during the morning continental breakfast if they wish. Exhibitors are expected to pack their material before Wednesday, May 29, 15:00. Page 5 of 9
EXHIBITOR RECEPTION The exhibitor reception is scheduled for Monday May 27, 2013 from 18:30-19:30 in the exhibition rooms. INCLUDED IN REGISTRATION The vendor registration includes: two attendees single 8x10 booth with draping on sides and back exhibit room rental booth set-up with electrical access, internet security all scientific sessions all day exhibitor refreshments including continental breakfast welcome and exhibitor reception Note: Banquet not included but may be purchased separately THANK YOU RECEPTION The local committee is also planning a thank-you reception exclusively for the exhibitors, Vancouver 2014 local committee and representatives from Winnipeg 2015. It is our way of thanking you for your support of CRPA and give you a chance to meet the local committee and provide input for those planning the 2014 conference. BOOTH SELECTION The booth arrangement has been determined by our service provider to maximize the exhibit space. The selection process will follow the format described in APPENDIX A. Page 6 of 9
APPENDIX A BOOTH SELECTION Selection of Booth Space CRPA-ACRP Sherbrooke 2013 The Organizing Committee is attempting to make the selection of exhibitor space as easy as possible. We previously sent some pre-selection information, now it is time to register. Each exhibitor is asked to send by email to CRPA Secretariat this form back indicating the booth location number that corresponds to their first, second and third choice. Spots will be allocated on a first come first serve basis as we receive replies. If you have any other requests regarding location, such as being near or far from another exhibitor, please indicate that and we will attempt to honour your request. The committee reserves the right to make the final decision regarding space allocation. PLEASE NOTE THAT ALL PRE-SELECTION PERFORMED IN HALIFAX OR EARLIER THIS YEAR WILL BE HONORED IF REGISTRATION FEES ARE SENT TO CRPA SECRETARIAT.IF NOT, WE WILL PROCEED ON FIRST COME, FIRST SERVED. VENDOR NAME FIRST CHOICE SECOND CHOICE THIRD CHOICE Booth Number Indicated on Floor Plan (next page) SEND TO: secretariat2007@crpa-acrp.ca Please note that if room C is full, we still have room A who is of the same size. Page 7 of 9
Plenary room B is located beside room C Page 8 of 9
APPENDIX B SPONSORSHIP In the past, our corporate members have offered some additional financial assistance towards the success of the conference. The Local Committee has costed out various items for which sponsorship would be welcome. You may wish to sponsor an item in full or in part. Sponsors will be recognized in the printed program, and at the event(s) they will be sponsoring. Please contact the local committee contacts if you wish to sponsor an event or have other ideas for sponsorship. Some exhibitors traditionally have sponsored some of these items and will be given first option. Suggested Sponsorship Items $5000 --- Full day of conference in the plenary session room $5000 --- Conference DVD production $5000 --- Banquet $3000 --- Conference bags $3000 --- Welcome cocktail $3000 --- Sponsors cocktail $2500 --- Simultaneous translation, full day $2500 ---Guests speaker $2500 --- ½ day of conference in the plenary session room $2000 --- Morning refreshment (continental breakfast style) $2000 --- conference program binders $2000 --- Journey and accommodation for the winning student $1000 --- Workshop (½ day) $1500 --- Performer at the banquet $1000 --- Coffee breaks $500 --- an evening in the Hospitality suite $500 --- A scientific session others: 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 the participants. Please contact the local committee if you wish to sponsor an event or have other ideas for sponsorship There is a significant amount of information currently on the conference web site www.crpaacrp.com/en, and as more becomes available it will be posted in a very timely fashion. Please do not hesitate to contact the CRPA secretariat if you have any questions: CRPA Secretariat at secretariat2007@crpa-acrp.ca (phone 613-253-3779). Page 9 of 9