Exhibitor Package and Sponsorship Opportunities Holiday Inn Sudbury Sudbury, Ontario, Canada www.esgsolutions.com/2016microseismicsymposium R2 02-08-16
Welcome to the 7th Microseismic Symposium - ESG Solutions and the 7th Microseismic Symposium Organizing Committee strives to ensure that you have a successful experience exhibiting at this event. This package contains information related to participation as an Exhibitor. If there is any information which you can t find or if you have any questions related to the event, please contact ESGsymposium@esgsolutions.com. Why Exhibit? Held every three years, ESG s Microseismic Symposium serves as a key opportunity for Geotechnical Engineers and Ground Control staff to come together to share, discuss and learn about new advances in the use of microseismic monitoring in mining applications. The 2016 event brings a renewed focus to innovation and technology in passive microseismic monitoring, in part due to efforts within ESG to apply advanced knowledge and microseismic tools from other industries to address mining challenges. Symposium presentations will include invited Keynote presenters, selected abstracts from microseismic users and sessions by members of ESG s Innovation and Technology group. Hosting the event in Sudbury will attract local mining professionals as well as international clientele. Based on past attendance, ESG anticipates exposure to more than 50 industry professionals in the fields of Geotechnical Engineering, Ground Control and Geomechanics. All Exhibitors are entitled to one 10x10 ft exhibit space as well as full registration for 1 participant. Exhibitors may also submit an abstract for presentation to ESGSymposium@esgsolutions.com. Please see page 4 of the exhibitor package for more details on exhibitor perks and sponsorship opportunities. Exhibit Schedule Exhibit Move-In June 12th, Sunday - 12:00 PM - 4:00 PM Exhibit Move-Out June 15th, Wednesday - 12:00 PM - 1:30 PM Exhibit Hours June 12th, Sunday - 6:00 PM - 9:00 PM (Icebreaker) June 13th, Monday - 9:00 AM - 5:00 PM (Symposium) June 14th, Tuesday - 9:00 AM - 5:00 PM (Symposium) June 15th, Wednesday - 9:00 AM - 11:30 AM (Workshop) EXHIBITOR PACKAGE Page 2
Exhibitor Display Area Ten 10 x10 exhibitor spaces will be located in the Solarium of the Holiday Inn Sudbury. Symposium presentations will take place in Georgian D-E. The event Icebreaker, the Wednesday morning workshop and all morning and afternoon coffee breaks/lunches will be served in the Solarium, maximizing exposure for Exhibitors. Solarium - Holiday Inn Sudbury EXHIBITOR PACKAGE Page 3
Sponsorship and Exhibit Opportunities Available on a first-come, first-served basis. Vale Cavern Banquet (1) $2,500 Tuesday evening Ice-breaker Reception (1) $2,000 Sunday evening Symposium Lunch Breaks (2) $1,750 Morning or Afternoon; Monday or Tuesday Symposium Coffee Breaks (4) $1,650 Morning or Afternoon; Monday or Tuesday Workshop Coffee Break (1) $1,600 Wednesday morning Exhibit only (10) $1,500 Sponsors Receive: Advertisement Promotional insert (or company favour) included in the delegate bag. Sponsor s Ad in the On-site Symposium Program (full-page for banquet and reception sponsors, half-page otherwise). Recognition Company name and logo prominently displayed on symposium website with link. Company name and logo on signage associated with sponsored event. Complimentary One attendee registration to the 2-day Symposium, half-day workshop and banquet ($650 value). Complimentary lunch and refreshment breaks (Mon & Tues), refreshment break (Wed). Exhibit Space One 10 x10 space with 6-ft table for display (no pipe and drape). Exhibitors Receive: (if exhibitor only) Recognition Company name and logo prominently displayed on symposium website with link. Complimentary One attendee registration to the 2-day Symposium, half-day workshop and banquet ($650 value). Complimentary lunch and refreshment breaks (Mon & Tues), refreshment break (Wed). Exhibit Space One 10 x10 space with 6-ft table for display (no pipe and drape). EXHIBITOR PACKAGE Page 4
Sponsor and Exhibitor Agreement Please fill in completely 1 Company Name: Contact: Address: City: State/Prov: Zip/Postal Code: Phone: Fax: Email: Website: Contact signature*: *By signing this contract the exhibitor agrees to the attached rules and regulations of the event. Reserve the following Sponsorship/Exhibit opportunity for my company: First choice of booth Second choice of booth Third choice of booth Vale Cavern Banquet $2,500 Ice-breaker Reception $2,000 Symposium Lunch Break $1,750 Symposium Coffee Break $1,650 Workshop Coffee Break $1,600 Exhibit only $1,500 Sponsors and Exhibitors: When your contract is submitted 1, please also submit company logo and 50-word description to: ESGsymposium@esgsolutions.com Please submit in the following formats: Print-ready (300 dpi) (EPS, PDF, JPG) Vector or line art (EPS, AI etc.) My cheque for $ is enclosed. Please make cheques payable to ESG Solutions ($CDN) I will pay by credit card. Please visit https://esgsymposium7.eventbrite.ca Please invoice me. Invoice is payable net 30 days. 1 Please mail, fax or email completed contract to Katie Jeziorski, ESG Solutions, 20 Hyperion Court, Kingston, Ontario, Canada K7K 7K2; Fax: 1-613-548-8917; email: ESGSymposium@esgsolutions.com EXHIBITOR PACKAGE Page 5
Sponsor/Exhibitor Rules & Regulations By signing the enclosed agreement form the exhibitor/sponsor agrees to make no claim for any reason against the Holiday Inn Sudbury, ESG Solutions (ESG) or the agents of any of the aforementioned. The Holiday Inn Sudbury and ESG Solutions will not be liable for the fulfillment of this contract as to the delivery of space, and further will not be responsible for delays, damage, loss, increased costs, or any other unfavorable conditions due to the following: the building being destroyed by fire, acts of God, public enemy, national emergency, strikes, the authority of the law, or any causes beyond their control. The exhibitor/sponsor agrees to indemnify the aforementioned groups against, and hold them harmless from, any claims arising from the acts or negligence of the exhibitor/sponsor, its agents, or employees. CANCELLATION POLICY The exhibitor is required to give notice of cancellation or withdrawal in writing. If cancellation is received on or before April 15, 2015 the exhibitor will receive a refund totaling 50% of agreed exhibit and sponsorship costs. For cancellations on or after April 15, 2015, the exhibitor will forfeit the full fee. Please mail or fax cancellation requests in writing to Katie Jeziorski, ESG Solutions, 20 Hyperion Court, Kingston, Ontario, Canada, K7K 7K2; Fax: 1-613-548-8917. EXHIBIT SPACE ALLOCATION Exhibit space selection will be assigned on a first-come, first-served basis determined by ESG s receipt of an exhibitor s signed contract and payment. First, second and third choice for exhibit space should be completed on the Exhibitor contract on page 5. In the event that an exhibitor s top booth choices are not available, ESG will work with the exhibitor to find a suitable alternative. ESG reserves the right to modify the floor plan, if, in its sole judgment, it is in the best overall interest of the exposition. SECURITY Security guard service will not be furnished for the show and each exhibitor must make provisions for safeguarding its goods, materials, equipment, and displays at all times. ESG and the event hotel will not be held responsible for the loss or theft of property belonging to any exhibitor, its agents, employees, visitors, or guests. Each exhibitor must carry full insurance for the entire duration of the show including move-in and move-out. Exhibitor agrees to hold ESG and the event hotel, and its owners/operators forever harmless from any damages or charges imposed for any violation of any law or ordinance by the negligence of the exhibitor or those subordinate to the exhibitor. EXHIBITOR PACKAGE Page 6
Cont. SHIPPING ESG and the event hotel will not accept any responsibility for any shipments misdirected, refused, or lost. Please ship any event materials to the address below Attn: ESG Microseismic Symposium (or Attn: Guest name if you prefer and are guests of the hotel) so that it arrives AFTER the date of Monday, June 6, 2015. If items will be arriving at the hotel prior to that date, please arrange with hotel prior to shipment. Holiday Inn Sudbury Attn: ESG Microseismic Symposium 1696 Regent Street, Sudbury, Ontario, Canada, P3E 3Z8 Phone: 1-705-522-3000 USE OF EXHIBIT SPACE Custom designed tabletop displays, pop-up displays, and any equipment necessary for demonstration purposes is permitted as long as it fits on top of your six-foot table or within your designated exhibit space and does not exceed ten feet in height (includes the three-foot high table supplied by hotel) and 4 foot in depth (including space for chairs). Pipe and drape is not included or appropriate for this event. ESG reserves the right to determine appropriate equipment. 1. EXHIBIT DISPLAYS One 6 x 2.5 foot table and 2 chairs are provided. Materials are limited to items that will fit into a 10-foot width and 10-foot depth, and that can be hand carried; no contractor and drayage company will be available. Please note that pipe and drape is not included or appropriate for this event. 2. ELECTRICITY is offered through the event hotel. One outlet per booth is provided. 3. RIGGING SIGNS and BANNERS There is to be no rigging of signs, banners, lights, sound, etc., from any ceiling in the event hotel, including the Solarium, Georgian banquet room, registration area, meeting rooms, and corridors. No signs are to be taped on the walls, doors, columns, or windows. No nails, screws, tacks, or adhesives may be used to secure signs. 4. The exhibitor assumes all responsibility for compliance with local, city, municipal, province, and federal ordinances and regulations regarding fire, safety, and health. Only fireproof materials should be used in displays, and exhibitors should take necessary fire precautions. EXHIBITOR PACKAGE Page 7
Cont. OTHER Any matters not specifically covered by the rules and regulations shall be subject solely to the decision of ESG and the event hotel. DUE DATES In order for your logo or company name and/or information to be included on publicity or website, please note that a completed Sponsor & Exhibitor agreement and payment in full must be received prior to the appropriate deadlines: Preliminary Online Program April 15, 2016 Conference Program May 20, 2016 Symposium Signage May 20, 2016 Web site June 3, 2016 Key Contact Katie Jeziorski Technical Marketing Coordinator, ESG Solutions Email: ESGsymposium@esgsolutions.com Fax: (613)-548-8917 Phone: (613)-548-8287 ext. 257 On-site Contact Number TBD Additional Contacts Holiday Inn Sudbury Melissa Adams, Catering Manager Email: catering@holidayinnsudbury.com Phone: (705)-522-3000 EXHIBITOR PACKAGE Page 8