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 the 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.

Complimentary Exhibitor Attendee Conference Registration

Exhibitors are provided with ONE (1) complimentary conference registration.  Additional registrations are available for the same price as for our members, $400+HST, per person.   Please visit the OSCA/ACOSO website to sign-up additional registrants as delegates.  

Conference registration includes all meals, keynote speakers, and workshops without pre-registration, and one delegate bag for the organization.  

Cancellation Policy

Payment in full for Sponsors/Exhibitors/Delegates is due upon registration. No refunds shall be given should cancellation be necessary, unless the conference is canceled by the OSCA/ACOSO, or unless the OSCA/ACOSO approves a replacement Sponsor/Exhibitor/Delegate. If the event is cancelled by OSCA/ACOSO, a full refund will be issued. All communication regarding registration changes must be made by email to the Conference Planner, Cathy Chapman (cathylihou@gmail.com) and the Administration Coordinator, Jennifer Boston (oscadesk@gmail.com).

Media Release

The OSCA/ACOSO Conference is taking place in a public facility at which photos are allowed to be taken.  This event is too large for us to be able to ensure that attendees are not included in photos.  By selecting yes during the registration process, you acknowledge that you will be in a public place and that your photo may be taken and used for marketing purposes.  

Keynote Address

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

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/OSCA2025 

DEADLINE FOR CONFERENCE HOTEL DISCOUNT RATE is OCTOBER 17, 2025.

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

• Parking is complimentary for all conference participants (approximate value of $15 per day).
• Sunday hot buffet lunch, Monday hot buffet breakfast, and lunch are included in the Exhibitor fee.
• Sunday Social – complimentary for Exhibitors – please join us in the Graydon Foyer

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 into the registration desk on Sunday, November 9th by 12:00 noon.  

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 up to 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 agree 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 a.m. and 11:00 a.m. on Sunday, November 9, 2025. 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 nor OSCA/ACOSO will be responsible for any lost or damaged materials.  In addition, Sponsors may set up their booths between 7:00 a.m. and 7:30 a.m. on Monday, November 10, 2025. ALL BOOTHS MUST BE READY BY SUNDAY, November 9th at 11:00 a.m. and again on MONDAY, November 10th at 7:30 a.m.  

Exhibitors may REMOVE booth materials starting at 3:45 p.m. on Monday, November 10, 2025. Exhibitors are responsible for all the removal of all booth materials from the Hilton – Meadowvale/Mississauga by 5:00 p.m. on Monday, November 10, 2025.

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: 

All material shipped to the hotel by Exhibitors MUST BE RECEIVED BY THE HOTEL BETWEEN WEDNESDAY, NOVEMBER 5 and FRIDAY, NOVEMBER 7, 2025 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. To 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) The hotel charges $5.00 per box, or $8.00 per oversized box to deliver said boxes to our loading dock for courier pickup.

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 they need onto the hard drive of their electronic device.  Exhibitors will not be allowed to use their own power cords or power sources.