Why should you be involved as a SPONSOR?

Name: Become a Bronze Sponsor
SKU: 2024-bronze
Price: 1500.00 CAD
Availability: OutOfStock

Guidance Counsellors and Career Educators from across the province will be attending our 60th Anniversary conference this year, “The Future is Now – Embrace the Change” at the Hilton: Mississauga/Meadowvale on Sunday, November 3rd from 12:00 p.m. until 10:00 p.m. and Monday, November 4th from 7:30 a.m. to 3:30 p.m. This diverse group of colleagues support students as they grow both emotionally and socially and plan for their future pathways. We are passionate about preparing students for an ever-changing employment market, along with helping them achieve wellness in all areas of their lives. At OSCA/ACOSO, we are committed to offering high quality, relevant and engaging professional development. To accomplish this, we need YOU!

Our members are excited to network, learn, and grow together. We anticipate many new Guidance Counsellors and Career educators to attend, as the turnover in this field of education has been immense due to the pandemic. Their thirst to learn about programs and resources is overwhelming and this is where Sponsors can help. Conferences such as this one are very expensive to host. As in the past, the success of this event has largely been due to the contributions of our SPONSORS who have provided financial support.

We hope you will consider joining us to share your products and services, to educate our members about what you can offer them to support them in their work. As a Sponsor, you are directly contributing to the advancement of education in Ontario.

Conference Schedule

Sponsor/Exhibitor booths will be open during registration, dedicated morning and afternoon times, and during workshop times (offered as a workshop option to delegates). In addition, delegates will be given a “Sponsor/Exhibitor Passport” to encourage them to visit all booths for an opportunity to win robust prizes!

Sunday, November 3, 2024

9:00 – 12:00 Set-up Sponsor/Exhibitor Booths

12:00 – 12:45 Registration and Sponsor/Exhibitor Showcase

12:45 – 1:15 Sunday Conference Opening (SPONSOR PowerPoint Slides – SPONSOR Acknowledgement, GOLD SPONSORS Speak 5 min each)

1:15 – 2:15 Keynote Address SPONSOR/EXHIBITOR BOOTHS CLOSED

2:15 – 3:00 Sponsor/Exhibitor Showcase/Nutrition Break

3:00 – 3:10 Travel Time

3:10 – 4:10 Session A Workshops and Sponsor/Exhibitor Showcase

4:10 – 4:20 Travel Time

4:20 – 4:30 Sunday Conference Closing and Grand Prize #1 (SPONSOR PowerPoint Slides – SPONSOR Acknowledgement)

4:30 – 5:30 Annual General Meeting

6:15 – 7:00 60th Anniversary Wine and Cheese Social

7:00 – 11:00 60th Anniversary Banquet Gala and Awards Celebration (Entertainment TBA)

Monday, November 4, 2024

7:00 – 7:30 Set-up Sponsor/Exhibitor Booths (optional)

7:30 – 8:30 Registration, Continental Breakfast, Sponsor/Exhibitor Showcase

8:30 – 9:00 Conference Opens (SPONSOR PowerPoint Slides, SPONSOR Acknowledgement, PLATINUM SPONSORS Speak 7 min each)

9:00 – 10:00 Keynote Address SPONSOR/EXHIBITOR BOOTHS CLOSED

10:00 – 10:45 Sponsor/Exhibitor Showcase

10:45 – 10:55 Travel Time

10:55 – 11:55 Session B Workshops and Sponsor/Exhibitor Showcase

11:55 – 12:55 Networking Lunch and Prizes (SPONSOR PowerPoint Slides – SPONSOR Acknowledgement)

12:55- 1:55 Session C Workshops and Sponsor/Exhibitor Showcase

1:55 – 2:05 Travel Time

2:05 – 3:05 Session D Workshops and Sponsor/Exhibitor Showcase

3:05 – 3:15 Travel Time and start to take down Sponsor/Exhibitor Booths

3:15 – 3:30 Conference Closing and Grand Prize #2 (SPONSOR PowerPoint Slides – SPONSOR Acknowledgement)

The following regulations become binding between the applicant (hereinafter known as the “Sponsor”, 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 Sponsor 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.

Sponsor Exhibit Booth Location and Terms

Premium Booth Location with High Visibility
Once the Sponsor has completed payment through the website, they will be contacted by the Conference Planner, cathylihou@gmail.com to confirm booth location. Sponsor exhibit booths are located in a premium location nearest registration, the Keynote speakers, and meals/nutrition breaks. Specific locations will be offered to Sponsors on a first come and approved, first served basis. There are limited Sponsor spaces available and Sponsors 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. Please email the Conference Planner (cathylihou@gmail.com) if you require only one chair. The hotel will provide table skirting/tablecloths and if a Sponsor prefers to provide their own table skirting, it MUST be fire retardant and have a fire resistance rating in accordance with the Ontario Fire Code.

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

Sponsors 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. Sponsors 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 Sponsors or their personnel if, in the Association’s opinion, their conduct or presentation is objectionable to the Conference participants.

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

Sponsors 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.

Sponsors may REMOVE booth materials starting at 3:05 p.m. on Monday, November 4, 2024. Sponsors 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.

Booth Materials / Shipping / Handling

Sponsors 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 Sponsors.

If a Sponsor 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. All heavy equipment needs to be delivered on trucks which have a lift gate or come with a forklift. The maximum weight our freight elevator can carry is 4,545 kg. Access it from our underground parking lot (Century Avenue entrance). Please make sure the elevator is booked during your load-in and load-out times. 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. Transport trucks will find it difficult to maneuver in our underground parking lot. NOTE: 53’, or longer, transport trucks cannot be accommodated. Please note that the hotel does not supply a lift, trolley or dolly for client’s use.

Storage / Handling / Fees for Boxes – Note that the hotel has limited storage facilities for boxes. For local Sponsors physically bringing their own boxes, they will be responsible for unloading and transporting their boxes to the designated meeting room. 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
Sponsors 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. Furthermore, Sponsors must arrange for their electrical and technological needs with Ashley Caesar at Encore Global (ashley.caesar2@encoreglobal.com), as required by Hilton Meadowvale/Mississauga. The hotel provides complimentary WiFi in hotel rooms and the lobby only, and the speed is slow. The Association strongly encourages Sponsors to download any material you need onto the hard drive of your electronic device. Sponsors will not be allowed to use their own power cords or power sources.

Delegate Bag Inserts – Shipping and Packages
All Sponsors receive complimentary participation in the delegate bag insert program. The Association will cover any costs associated with receiving these items at the hotel. Please send 500 pieces to arrive at the hotel no earlier than Wednesday, October 30, 2024 and no later than Friday, November 1, 2024.

Make sure to label materials with:

Name of Organization: College of XYZ
Name of Organization Representative Name
Attention: Trelyn King
Name of Function: OSCA/ACOSO Conference
Date of Function: November 3-4, 2024
Function Contact: Cathy Chapman (Delegate Bag Insert Program)

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

Travel, Accommodation, Parking and Meals

Travel and accommodation expenses and arrangements are the sole responsibility of the Sponsor. Sponsors can access the discount conference accommodation rates at the hotel by pasting the following link into your browser:

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

The Association room block is limited to 85 rooms and Sponsors 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 Sponsors
Sunday OSCA/ACOSO 60th Anniversary Gala and Awards Celebration (dinner, awards, entertainment TBA – tickets sold separately ($120pp)

Complimentary Conference Registration(s)

PLATINUM Sponsors are provided with THREE complimentary conference registrations. GOLD Sponsors are provided with TWO complimentary conference registrations. SILVER and BRONZE Sponsors are provided with ONE complimentary conference registration. Additional registrations are available for the same price as for our members, $350+HST per person. Please go to our website to sign-up additional registrants as delegates.

Conference registration includes: meals and snacks (EXCEPT the BANQUET – tickets are 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 Sponsors is due upon application by the Association. No refunds shall be given should cancellation be necessary, unless the conference is canceled by the Association, or unless the Association finds and approves a replacement Sponsor.

Liability and Insurance

Hilton Mississauga/Meadowvale Group Responsibility Clause

Sponsors agree to adhere to the policies, contracts, and procedures required by Hilton – Meadowvale/Mississauga.

To the fullest extent permitted by law, the person/legal entity described as “Sponsor” in this clause and in the Sponsor contract (regardless whether such person/legal entity is also describe as “Sponsor” in this contract) hereby assumes full responsibility and agrees to indemnify, defend and hold harmless Hilton Mississauga/Meadowvale (“Hotel”) and Hotel’s owners, managers, subsidiaries, affiliates, employees and agents (collectively, “Hotel Parties”), as well as the Ontario School Counsellors’ Association (“Group”), from and against any and all claims or expenses arising out of the Sponsor’s use of the Hotel’s exhibition premises. The Sponsor agrees to obtain and maintain during the use of the exhibition premises, Comprehensive General Liability Insurance, including $1,000,000 combined single limit for personal injury and property damage. The Hotel Parties and Group shall be named as additional insured on such policy , and Sponsor shall supply the Hotel with a Certificate of Insurance at least 30 days prior to the use of the exhibition premises. The Sponsor understands that neither the Group nor the Hotel Parties maintain insurance overing the Sponsor’s property and it is the sole responsibility of the Sponsor to obtain such insurance

The Association reserves the right, as its sole discretion, with reasonable grounds, to change the date or dates upon which the Conference is to be held and shall not be liable in damages or otherwise by reason of any such change. In addition, the Association shall not be liable in damages or otherwise for failure to carry out the terms of the agreement in whole or in part where caused directly or indirectly by or in consequence of fire, flood, storm, war, rebellion, insurrection, civil commotion, strike, or any cause whatever beyond the control of the Association, whether similar or dissimilar for the causes enumerated herein.

SCHED App

Instructions:

We are using SCHED to organize our event for the day. You can use SCHED on your desktop or mobile device.

Use SCHED to:

view the agenda
view your custom schedule
evaluate workshops and other daily events
chat with fellow attendees (make your profile and schedule public when you set up your account)
access venue maps for workshop locations
view and communicate with Sponsors and Exhibitors

Desktop:

1. Visit the following website: https://oscaacoso2024conference.sched.com/

2. Set up your account.

Mobile:

1. Visit your App Store store to download SCHED.