Sponsor Contract & Event Logistics

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 the 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.

Complimentary Sponsor Attendee Conference Registration(s)

PLATINUM Sponsors are provided with TWO 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, $400+HST per person.   Please visit the OSCA/ACOSO website to sign up additional registrants as delegates.

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

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.

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).

Keynote Address

Sponsors are encouraged to attend the keynote session in the plenary.
ABSOLUTELY NO SPONSOR 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 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/OSCA2025

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

The Association room block is limited and Sponsors 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
• 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.  Sponsors who are contributing door prizes must hand these in to the registration desk by noon

on Sunday, November 9th.

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 the 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 up to 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 a.m. and 11:00 a.m. on Sunday, November 9, 2025.  Neither the Hilton – Meadowvale/Mississauga nor 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 noon and again on MONDAY, November 10th at 7:30 a.m.

Sponsors may REMOVE booth materials starting at 3:45 p.m. on Monday, November 10, 2025. Sponsors 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.

Booth Materials / Shipping / Handling

Sponsors are encouraged to bring all of their materials to use in their booths on 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 at the hotel should be clearly marked with the following information, for example:

All material shipped to the hotel by Sponsors 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.  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) 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.  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 they need onto the hard drive of their 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.  Sponsors are responsible for covering any costs associated with receiving these items at the hotel.  Please send 400 pieces to arrive at the hotel no earlier than Wednesday, November 5, 2025, and no later than Friday, November 7, 2025.

Make sure to label materials with:

• Name of Organization: College of XYZ
• Name of Organization Representative Name
• Attention: Irish Banglit
• Name of Function: OSCA/ACOSO Conference
• Date of Function: November 9-10, 2025
• Function Contact: Cathy Chapman (Delegate Bag Insert Program)

OSCA ENEWS SPECS

Sponsors are invited to submit content for our weekly digital OSCA News according to the level of sponsorship purchased, and according to the deadlines and specs outlined below.  Content must be emailed to Laura Ball at  l.ball190@gmail.com  by the first Friday of each month.  The first November submission is due by Friday, November 14th, 2025.

Submission Dates:

• PLATINUM SPONSORS: EIGHT submissions (Nov. to June)
• GOLD SPONSORS: SIX submissions (Nov. to Apr.)
• SILVER SPONSORS: FOUR submissions (Nov. to Feb.)
• BRONZE SPONSORS: TWO submissions (Nov. to Dec.)
• Content needs to be submitted FRIDAY before the newsletter goes out. For example, if the newsletter is scheduled to be released on Wednesday, April 17th, all content needs to be submitted by Friday, April 12th.
• After Friday, the news coordinator no longer has access to the proof, and therefore cannot add any additional items.

Content Specifications:

• Content should be no more than 250 words.
• Content may be edited without notice by OSCA/ACOSO.
• PDFs can only be uploaded as links, meaning readers will not see the content in the newsletter unless they click the link. It is best not to send PDFs if you want your content to be immediately visible.
• Word documents/Google Docs, or just text within an email are best, as they can be copied and pasted into Naylor easily. I cannot upload text from a PDF (see above).
• If you are trying to send a flyer, you must submit it as a PNG or JPG, but it will be posted as an image – clickable links embedded in the image will not work, so please provide the link separate from the image so it can be included.
• If you would like an image included, you must submit an image. Please see the image specifications below.
• There is only one font available on our system – specialized fonts in content cannot be included in the newsletter, but colours, and bolded/underlined/italicized text is fine.

Image Specifications:

• Only PNG and JPG images can be used. Please do not send PDFs or JPEGs, they cannot be uploaded as images.
• Thumbnail images cannot be larger than 200-250 px wide.
• Banners cannot be larger than 680 px wide.