Fall 2023 Conference – Exhibitor Registration – SELLING QUICKLY, DON’T DELAY!

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2023 Conference Exhibitor Registration

Fall 2023 Conference – Exhibitor Registration – SELLING QUICKLY, DON’T DELAY!

$775.00

Why should you be involved as an EXHIBITOR?

Would you benefit from networking and marketing your organization to over 300 Guidance and Career Education workers, IN-PERSON at our conference, and over 900 members ONLINE?

Guidance Counsellors and Career Educators from across the province will be attending our conference this year, “Come Back to Get Ahead” at the Hilton: Mississauga/Meadowvale on October 16th from 7:30 am to 4:00 p.m.  This diverse group of colleagues support students as they grow both emotionally and socially as they plan 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!

This is our first in-person event in three years, and 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 Exhibitors can help.

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 an Exhibitor, you are directly contributing to the advancement of education in Ontario.  

Summary of Benefits to Exhibitors:

  • In-Person Networking opportunity with an anticipated 300+ Guidance and Career Educators
  • Organization Exposure to over 900 members as a 2023 Conference Exhibitor
  • your logo on our website for one year
  • your logo in our post-conference digital “OSCA News”
  • your logo in our post-conference print magazine and digital “OSCA Today”
  • your logo in our Conference App and/or Conference GuideONE complimentary conference registration
  • Option to purchase additional conference registrations

In addition, delegates will be given an “Exhibitor Passport” to encourage them to visit all booths for an opportunity to win robust prizes!

SKU: 2023-exhibitor Category:

“Tentative” Conference Schedule

Exhibitor Booths will be open during registration, dedicated morning and afternoon times, and during workshop times (offered as a workshop option to delegates).

7:30 – 8:30          Registration, Continental Breakfast, Exhibitor Showcase Opens
8:30 – 9:00          Conference Opens
9:00 – 10:00        Keynote Address (Dr. Makokis and Mr. Johnson) EXHIBITOR BOOTHS CLOSED
10:00 – 10:30     Exhibitor Showcase and Nutrition Break
10:30 – 11:20     Workshop 1 and Exhibitor Showcase
11:20 – 11:30     Travel Time to Workshop 2
11:30 – 12:20     Workshop 2 and Exhibitor Showcase
12:20 – 1:30        Awards Luncheon
1:30 – 2:00          Exhibitor Showcase
2:00 – 2:50          Workshop 3 and Exhibitor Showcase
2:50 – 3:05          Conference Closing
3:05 – 4:00          Annual General Meeting

How Do I Become an EXHIBITOR?

Organizations are encouraged to apply early as EXHIBITOR BOOTHS are limited.  Details and instructions are found below.

Deadline:  September 21, 2023 (space permitting)

Early Bird Price:  $725+HST

Price After June 30: $775+HST

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 Association Manager, 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 up to two (2) chairs, depending on the number of Exhibitor representatives.  The hotel will provide table skirting and if an Exhibitor 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

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 night before the conference from 6:00 p.m. – 11:00 p.m. on Sunday, October 16, 2023.  Neither the Hilton – Meadowvale/Mississauga or the Association will be responsible for the safety and security of materials/booths left unattended.  In addition, Exhibitors may set up their booths between 7:00 a.m. to 7:30 a.m. on Monday, October 16, 2023.  ALL BOOTHS MUST BE READY BY MONDAY, OCTOBER 16th at 7:30 a.m. 

Exhibitors may REMOVE booth materials starting at 2:50 p.m. on Monday, October 16, 2023.  Exhibitors are responsible for all the removal of all booth materials from the Hilton – Meadowvale/Mississauga by 5:00 p.m. on Monday, October 16, 2023.

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                             October 16, 2023

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 OCTOBER 12-14, 2023 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 Encore Global (Harminder.Khaihara2@encoreglobal.com), as required by Hilton Meadowvale/Mississauga.  See the attached application for items and fees.   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 Monday, October 16, 2023 by 7:30 am.

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: Hilton Meadowvale/Mississauga – OSCA Conference Room Booking Link  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).  Continental breakfast, morning and afternoon snacks, and buffet lunch are included in the Exhibitor fee for one (1) representative.  Additional conference registrations at the delegate member’s rate may be purchased on the OSCA/ACOSO website.

Complimentary Conference Registration

Exhibitors are provided with ONE (1) complimentary conference registration.  Additional registrations are available for the same price as for our members, $299+HST, per person.   Please visit the OSCA website to sign-up additional registrants as delegates.

Email cathylihou@gmail.com if you require a second chair at your booth.

Conference registration includes: all meals/snacks, 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.

Liability and Insurance

Hilton Mississauga/Meadowvale Group Responsibility Clause

Exhibitors 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 “Exhibitor” in this clause and in the Exhibitor contract (regardless whether such person/legal entity is also describe as “Exhibitor” 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 Exhibitor’s use of the Hotel’s exhibition premises.  The Exhibitor 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 the Exhibitor shall supply the Hotel with a Certificate of Insurance at least 30 days prior to the use of the exhibition premises.  The Exhibitor understands that neither the Group nor the Hotel Parties maintain insurance overing the Sponsor’s property and it is the sole responsibility of the Exhibitor 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://oscaacoso2023conference.sched.com
2.  Set up your account.
Mobile:
1.  Visit your App Store store to download SCHED.
2.  Set up your account.
3. Search for our event: OSCA/ACOSO 2023 Conference
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