Exhibitor Contract & Event Logistics

The following regulations become binding between the applicant (hereinafter known as the “Exhibitor”, their employees and the Ontario School Counsellors’ Association (hereinafter known as the “Association”) upon approval of application by the Association.  Additions or amendments that are not covered will be at the discretion of the Association.

General Information

The Exhibitor agrees to abide by all the rules and regulations adopted by the Association and Hilton Mississauga/Meadowvale in the best interests of the Conference and agrees that the Association shall have the final decision in adopting any rule or regulation deemed necessary prior to, during or after the Conference.  The Association maintains a fragrance-free environment.

Exhibitor Booth Location and Terms

Location and Visibility
Once the Exhibitor has completed payment through the website, they will be contacted by the Conference Planner, cathylihou@gmail.com to confirm booth location.  Exhibitor booths will be assigned to the Exhibitor on an approved and first come basis.  There are limited Exhibitor booths available and Exhibitors are encouraged to apply early to avoid disappointment.

Booth Size, Chairs and Skirting
All booths will be provided with one(1) six foot table and  two (2) chairs, The hotel will provide tablecloth and if an Exhibitor prefers to provide their own table covering, it MUST be fire retardant and have a fire resistance rating in accordance with the Ontario Fire Code.

Maintenance & Security
Exhibitors agree to confine their presentation within the assigned space allocated and to always maintain staff at their booth during the Exhibitor Showcase hours.  Hilton Mississauga/Meadowvale is NOT guaranteed to be secured at night.  The Exhibitor is responsible for all loss or damages to personal property and equipment.  Avoid leaving valuables in your Exhibit area.

Exhibitors agree to adhere to the policies and procedures required by Hilton – Meadowvale/Mississauga, as outlined in this contract, for delivery, set-up, maintenance and dismantling of their exhibitor booth.  Exhibitors are responsible for maintaining their own material within their exhibitor booth. 

The Association reserves the right to alter or remove exhibits or part thereof, and to expel Exhibitors or their personnel if, in the Association’s opinion, their conduct or presentation is objectionable to the Conference participants.

Safety
The Exhibitor assumes responsibility for compliance with local and provincial ordinances and regulations covering fire, safety and health with respect to their exhibitor booth and materials.

Booth Installation and Removal
Exhibitors agree to be entirely responsible for the moving in, assembly, maintenance, disassembly and removal of their exhibits, equipment, and appurtenances to and from the Exhibitor area, or in the event of failure to do so, the Exhibitors agrees to pay for such additional costs as may be incurred.

Exhibitors may SET-UP their booths the morning of the start of the conference, between  9:00 am and 12:00 pm on Sunday, November 3, 2024.  Neither the Hilton – Meadowvale/Mississauga or the Association will be responsible for the safety and security of materials/booths left unattended.  You may wish to remove your materials Sunday night and then set up your booth again Monday morning.  If you choose to leave your booth set-up, neither the Hilton or OSCA/ACOSO will be responsible for any lost or damaged materials.  In addition, Sponsors may set up their booths between 7:00 a.m. to 7:30 a.m. on Monday, November 4, 2023.    ALL BOOTHS MUST BE READY BY SUNDAY, November 3rd at noon and again on MONDAY, November 4th at 7:30 a.m.  

Exhibitors may REMOVE booth materials starting at 3:05 p.m. on Monday, November 4, 2024.  Exhibitors are responsible for all the removal of all booth materials from the Hilton – Meadowvale/Mississauga by 5:00 p.m. on Monday, November 4, 2024.

Exhibitor Booth Materials, Shipping and Handling
Exhibitors are encouraged to bring all of their materials to use in their booths the day of the conference.  Transportation and storage of these materials, including promotional materials, is the responsibility of the Exhibitor.

Shipping
If an Exhibitor chooses to ship items to the hotel, all packages arriving into the hotel should be clearly marked with the following information, for example: 

Name of Your Company:  XYZ Company
Name of Client:  Hold for: Cathy Chapman, OSCA/ACOSO
Date of Meeting : Sunday, November 3, 2024
Name of Meeting Room:  Graydon Hall
Number of Boxes:  1 of 3, etc.
Name of Hotel Contact:  Trelyn King

Hotel Receiving office is open:
Monday–Friday        7:00 a.m. – 5:30 p.m.
Saturdays                  8:00 a.m. – 4:30 p.m.

All material shipped to the hotel by Exhibitors MUST BE RECEIVED BY THE HOTEL BETWEEN WEDNESDAY, OCTOBER 30 and FRIDAY, NOVEMBER 1, 2024 during these hours.  

Freight Elevator / Loading Dock / Truck Deliveries – The hotel has 1 large freight elevator, which is located behind/under Graydon Ballroom.  The size of the freight elevator is 22’ 9” long by 9’ 4” wide and 9’ 6” high.   The freight elevator is ground level.  Access it from our underground parking lot (Century Avenue entrance).  Please make sure the elevator is booked with the hotel during your load-in and load-out times if you need it.  For move in and out, we require notice so that the elevator can be made available to your group with one of our designated operators.  A charge of $25.00 per hour will apply, minimum 4 hours.  Ideally, trucks should be cube vans or delivery size vans. Please note that the hotel does not supply a lift, trolley or dolly for client’s use.

Storage / Handling:
Note that the hotel has limited storage facilities for boxes.  For Exhibitors physically bringing their own boxes, they will be responsible for unloading and transporting their boxes to the designated exhibitor booth. They will need to bring their own trolly or dolly.

Charges for box handling:
(1) Conference packages requiring hotel services to move boxes to the function room are charged to the individual Exhibitor at $5.00 per box, $8.00 per oversized box or $25.00 per hour, minimum 4 hours for skids.

(2) Outgoing packages – The guest needs to have their own courier company and account number for a waybill which they need to complete.

(3) Hotel charges $5.00 per box, or $8.00 per oversized box to deliver said boxes to our loading dock for courier pickup.

Keynote
Exhibitors are encouraged to attend the keynote session in the plenary.  ABSOLUTELY NO EXHIBITOR BOOTHS ARE TO BE OPEN FOR BUSINESS DURING THE KEYNOTE ADDRESS – NO EXCEPTIONS.

Electrical, Internet and Technological Needs
The Association is paying for WiFi for all attendees, Sponsors and Exhibitors (40 Mps) but if this is not sufficient speed, you will need to make arrangements and pay for this with Encore Global.  Exhibitors must arrange for their electrical and technological services with Ashley Caesar at ashley.caesar2@encoreglobal.com.  The hotel provides complimentary WiFi in hotel rooms and the lobby only, and the speed is slow. The Association strongly encourages Exhibitors to download any material you need onto the hard drive of your electronic device.  Exhibitors will not be allowed to use their own power cords or power sources.

Door Prize Donations
Door prize donations are GREATLY APPRECIATED as they add to the celebratory mood of the conference.  Exhibitors who are contributing door prizes must hand these in to the registration desk on Sunday, November 3rd by 12:00 noon.  

Travel, Accommodation, Parking and Meals
Travel and accommodation expenses and arrangements are the sole responsibility of the Exhibitors.  Exhibitors can access the discount conference accommodation rates at the hotel by clicking the following link: 

https://book.passkey.com/go/OSCA2024

The Association room block is limited to 85 rooms and Exhibitors are encouraged to arrange for accommodation early to have access to the special rate associated with this room block.  

• Parking is provided complimentary for all conference participants (approximate value of $15 per day).
• Sunday Afternoon nutrition break and Monday continental breakfast and buffet lunch are included in the Sponsor fee.
• Sunday Wine and Cheese – complimentary for Exhibitors
• Sunday OSCA/ACOSO 60th Anniversary Gala and Awards Celebration – tickets sold separately ($120)

Complimentary Conference Registration
Exhibitors are provided with ONE (1) complimentary conference registration.  Additional registrations are available for the same price as for our members, $350+HST, per person.   Please visit the OSCA website to sign-up additional registrants as delegates.  

Conference registration includes: meals and snacks (EXCEPT the GALA/BANQUET – tickets will be sold separately for this event), Keynote speakers, all workshops without pre-registration, and one delegate bag for the organization.  

Payment, Cancellation and Refunds
Payment in FULL for Exhibitors is due upon submission of the application by the Association. No refunds shall be given should cancellation be necessary, unless the conference is cancelled by the Association, or unless the Association finds and approves a replacement Exhibitor.