EXHIBITOR & SPONSOR
MANUAL 2015
May 27 – 29, 2015
WESTIN HARBOUR CASTLE HOTEL
One Harbour Square
Toronto, Ontario M5J 1A6
WESTIN HARBOUR CONFERENCE CENTRE
Eleven Bay Street
Toronto, Ontario M5J 2T5
OACCAC Achieving Excellence Together 2015 – May 27 - 29 – Exhibitor/Sponsor Manual
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DATES TO REMEMBER
 - when
completed *Note Sections are hyperlinked
Sign Exhibitor Rules and Regulations Agreement
Exhibitor Corporate Profile for on-site program – 50 words
Due Date
Due with payment
March 16
Onsite Program Advertisement
March 16
*Please note that advertisements will be reviewed and approved
by OACCAC Communication.
1 Complimentary, premium give-away or promotional item to be March 16
placed in the delegate bag (Platinum and Gold Sponsors only)
Submit your Insurance Certificate as indicated in the agreement
April 1
Promotional Video (Platinum Sponsors only)
April 20
Exhibitor Badge Registration Online – Please visit the OACCAC
website for registration details by clicking here. Registration will be
available in March 2015. Please ensure that all your booth staff are
registered, the exhibitor badge will also serve as their lunch pass.
Book Your Accommodation at the Westin Harbour Castle by
clicking here; group rate is available from May 26-31, based upon
availability
Credit Card Authorization – Stronco Show Services
May 20
Material Handling Order – Stronco Show Services
May 12
Labour Service – Stronco Show Services
May 12
Transportation Service – Stronco Show Services
May 12
In-Booth Forklift – Stronco Show Services
May 12
Show Service – Stronco Show Services
May 12
Exhibit Packages – Stronco Show Services
May 12
Exhibit Accessories – Stronco Show Services
May 12
Carpet Order – Stronco Show Services
**Note Floor is carpeted
Display Tables & Drapery Order - Stronco Show Services
May 12
Counters, Storage & Display Units – Stronco Show Services
May 12
Accessories & Office Furnishings – Stronco Show Services
May 12
Chairs & Stools - Stronco Show Services
May 12
OACCAC Achieving Excellence Together 2015 – May 27 - 29 – Exhibitor/Sponsor Manual
May 12
May 12
May 12
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 - when
completed *Note Sections are hyperlinked
Tables – Stronco Show Services
Due Date
May 12
Plant Rental - Stronco Show Services
May 12
Sign & Banner – Stronco Show Services
May 12
Booth Cleaning – Stronco Show Services
May 12
Advance Show Receiving Order Form – Stronco Show Services
May 15
Lead Management Solutions – Conexsys
Allows you to capture complete and accurate information from
each delegate visiting your booth. Click here to order and enter
code OACC0515E.
May 15
Telecommunication - Internet - PSAV
May 20
Electrical Requirements - PSAV
– Note 1 standard power connection is included in your booth package
Computer & Audio Visual – FrischkornMEDIACO
May 20
Exhibitor Shipping – Westin Harbour Castle FedEx Office
May 27
May 22
GENERAL INFORMATION
Function Name for Reference: OACCAC
Location
Westin Harbour Castle Hotel
1 Harbour Square, Toronto, ON M5J 1A6
Phone: (416) 869-1600
Westin Harbour Castle Conference Centre
Exhibit Hall: Metropolitan Ballroom
11 Bay Street, Toronto, ON M5J 2T5
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CONFERENCE AND EXHIBIT MANAGEMENT
MCI Group Canada Inc.
5285 Solar Drive, Suite 201
Mississauga, ON
L4W 5B8
Conference Secretariat
Christy Jacobs
E-mail: [email protected]
Phone: (416) 621-2727
Exhibit personnel will be available during the move-in, all exhibit hours and move-out.
EXHIBITOR SERVICES
Exhibitor Services
Stronco Show Services
1510 - B Caterpillar Rd,
Mississauga, ON L4X 2W9
Phone: (905) 270-6767 Fax: (905) 270-6771
Exhibitor Services Centre at 800-665-2621
Email: [email protected]
To Place your order online, view the show schedule or print order forms go to www.stroncoonline.com
SHOW CODE: 420931395
Audiovisual
FrischkornMEDIACO
2440 Tedlo Street
Mississauga, ON L5A 3V3
Phone: 905-281-8700 Fax: 905-281-8701
Email: [email protected]
Telecommunications
PSAV® Presentation Services
Westin Harbour Castle Hotel
One Harbour Square, Toronto, ON M5J 1A6
Phone: (416) 304-0262 Fax: (416) 304-0263
E-mail: [email protected]
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Electrical Services
PSAV® Presentation Services
Westin Harbour Castle Hotel
One Harbour Square, Toronto, ON M5J 1A6
Phone: (416) 304-0262 Fax: (416) 304-0263
E-mail : [email protected]
Lead Retrieval
Conexsys Registration Ltd.
34-7050B Bramalea Road
Mississauga, ON L5S1S9
Phone: (905) 405-8415 Toll Free: (800) 661-5319
Order online: www.conexsysleads.com Event code: OACC0515E
EXHIBIT HALL HOURS:
Wednesday May 27, 2015
Setup Only
9:00 am – 4:00 pm
*If you are using an exhibit house, please ensure that they are aware of the rules, regulations and move-in
and move-out times
Thursday May 28, 2015
Exhibit Hall Open
8:00 am – 4:00 pm
Friday May 29, 2015
Exhibit Hall Open
8:00 am – 2:00 pm
Friday May 29, 2015
Tear Down
2:00 pm – 4:00 pm
* All exhibit material must be off the show floor by 5:00 pm
DIRECT SHIPPING - MATERIAL HANDLING AND CONTAINER STORAGE
Material handling is available by Stronco Show Services. A limited quantity of dollies will be
available on-site to assist with drayage. Drayage to and from your booth, & container storage
must be coordinated with Stronco Show Services in order to ensure safety and security within
the loading dock zone at the Westin Harbour Castle Conference Centre. There is limited
storage available on-site during the show times – please make arrangements ahead of time
with Stronco Show Services.
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EXHIBIT MATERIAL BEING SENT DIRECTLY TO THE HOTEL (FEDEX OFFICE)
Please ensure that all material being sent directly to the hotel is pre-paid. Any charges
applicable for the hotel handling and storage of materials are the responsibility of the exhibitor
and must be paid prior to receiving materials. Please connect with the FedEx Office at the
Westin Harbour Castle at (647) 288-1730. Shipments should be received between May 25
and 27th and no later than May 27th. Please indicate the following on the shipping label:
Westin Harbour Castle
OACCAC ACHIEVING EXCELLENCE TOGETHER 2015 (INSERT ARRIVAL DATE)
Hold for: INSERT NAME AND CELL NUMBER, & DELIVERY TIME TO BOOTH
– Metro Ballroom
Company Name and Booth Number
1 Harbour Square
Toronto, ON M5J 1A6
Packages can be received in the Fed Ex parcel office within the hours of Monday to Friday from
7:30 am – 6 pm or Saturday and Sunday from 8 am – 5 pm.
HANGING SIGNS AND BANNERS
In order to maintain a professional exhibit floor appearance, exhibitors are asked to limit their
display to the sides and floor of the allocated booth space.
INTERACTIVE DEMOS AT BOOTHS
If you anticipate that delegates will need to line up to access a giveaway or view an interactive demo at
your booth, you must advise Christy Jacobs, [email protected] as soon as possible.
MOVE-IN – Wednesday, May 27, 2015
Stronco Show Service will provide you with a move- in time at a later date.
During the move-in between 9am – 4pm, Stronco Show Services is responsible for bringing any and all
items/crates/skids that are shipped to the Westin by a courier or are too large or heavy to be brought in
through the main entrance of the Westin Harbour Castle Convention Centre or shipped by a courier.
There is a material handling form that needs to be filled out if you are shipping. Please contact Stronco
Show Services at 800-665-2621, if you have any questions.
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If you are bringing your own materials and doing your own install please follow these instructions when
dropping off the materials. If your materials require a dolly and the freight elevator, please proceed to
the loading dock, you must use Stronco for your material handling requirement, a Supervisor will assist
you. You can unload and temporarily leave to park your vehicle. You must return immediately to
complete delivery of your materials to your booth. When you are in the loading dock area, you are
required to wear closed toes shoes (i.e. steel toe boots).
If your materials are small enough and able to carry them in, please contact the Conference Secretariat
to arrange for an appropriate load-in time.
MOVE-OUT – Friday, May 29, 2015 – 2:00 pm – 4:00 pm
Move-out will commence upon the closing of the exhibit hall on Tuesday, June 10, 2014 at 2pm. Green
bins will be made available for recyclable paper materials.
If you are using a freight company or courier other than Stronco Show Services please ensure that your
freight is picked up between 2:00 pm and 5:00 pm. on Friday, May 29, 2015. If freight is still on the
show floor at 5:00 pm on Friday, May 29th, Show Management reserves the right to ship your freight
with the Official Show Carrier-Stronco; all costs will be billed directly to the exhibitor.
No exhibit may be removed in part or in whole prior to the close of the Exhibit Hall on Friday, May 29,
2015.
BOOTH SPACE CONTENTS- 10’ x 10’
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Clean and unfurnished exhibit space. The Metropolitan Ballroom is carpeted.
Draped exhibit space – 8’ft back wall with 3’ft side walls
The number of exhibit badges is based on the type of registration selected (4 exhibit only
badges, or 1 full conference badge and 1 exhibit only badge).
Complimentary breakfast for exhibit staff on Thursday, May 28, 2015 (7:15-8:15AM) and Friday,
May 29, 2015 (7:00-8:00AM)
Complimentary lunches and breaks for 4 exhibit staff on both Thursday, May 28, 2015 (11:00AM
– 12:00PM) Friday, May 29, 2015 (11:30AM – 12:30PM)
Opening Reception
INSURANCE REQUIREMENTS
Mandatory: As described in the terms of the exhibitor agreement you must have adequate liability
insurance to protect the attending delegates, and yourself. This is a mandatory requirement unless you
provide a written waiver sent to the MCI Group Canada Inc. – Attention Conference Secretariat, via
[email protected] – Required by April 1, 2015.
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The OACCAC insurance policy does not extend coverage to any exhibits and requires you to submit a
Certificate of Insurance for your participation at the:
OACCAC Achieving Excellence Together Conference 2015
Westin Harbour Castle Hotel
1 Harbour Square, Toronto ON M5J 1A6
May 27 – 29. 2015
Westin Harbour Conference Centre
11 Bay Street, Toronto ON M5J 2T5
You can have your insurance company prepare a Certificate of Insurance, which must have the
following:

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



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

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Effective dates must cover show dates plus Move-in and Move-out date
Comprehensive General Liability of $2,000,000
Bodily Injury and Property Damage Liability subject to $1,000 (maximum) Bodily Injury &
property Damage-inclusive each occurrence
Products and Completed Operations Liability
Blanket Contractual Liability
Contingent Employers Liability
Broad form Property Damage
Cross Liability Clause
Severability of Interest Clause
Personal Injury Liability
SECURITY
Security for the exhibit will be provided but does not guarantee or insure the exhibitor against loss or
damage. Exhibitors are responsible for the safety of all exhibit materials and items at all times.
EXHIBITOR BADGES
The number of badges (which include breakfast, lunch and breaks) is based on the type of registration
selected (4 exhibit only badges, or 1 full conference badge and 1 exhibit only badge). Additional booth
personnel badges are $100 + HST per person, please click here to register.
Exhibitors can attend the conference session by purchasing either a full registration or daily registration
at the exhibitor price.
Exhibitors must register their own staff for exhibitor badges online; click here by May 20, 2015.
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Note: The registration system is organized in steps to help guide you through the process. As the
main contact of the organization, you are able to add and edit all registrations.


Select your company name in the scroll down menu
Password – Company’s postal/zip code, when entering the password, all characters are in upper case, do
not add any spaces
o Example: company’s postal code is M8W 4H5, enter M8W4H5
Assistance or information required regarding registration, contact:
OACCAC Registration Manager +1-604-688-9655, ext 2
Email at [email protected]
Exhibitor Badges Pick-up On-Site
Exhibitor badges will not be mailed to you and they can be picked up on-site at the Westin Harbour
Castle Convention Centre, lower level. Registration hours are as follow:
Wednesday, May 27, 2015
Thursday, May 28, 2015
Friday, May 29, 2015
9:00 am – 7:00 pm
6:30 am – 7:00 pm
6:30 am – 1:00 pm
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GENERAL INFORMATION
Westin Harbour Castle Hotel
1 Harbour Square, Toronto, ON M5J 1A6
Toll Free – 1-888-627-8559
Booking Code: OCE23A
Traditional Room, single/double, included internet - $235 per night plus applicable taxes based on
availability.
Cut-off Date: May 12, 2015
To make your reservation on-line, click here
 Check-in – 3:00 pm
 Check-out – 12:00 pm
Exhibitors and Sponsors Be Aware: Housing Pirates
‘Housing Pirates’ are companies that phone, fax or email conference attendees and exhibitors, claiming
to offer good deals on hotel rooms. They may falsely claim to be affiliated with OACCAC Achieving
Excellence Together Conference 2015. If you provide your credit card information to one of these
companies (commonly referred to as “housing pirates” or “housing bandits”), your card may be charged
and you might not have a hotel room when you arrive in Toronto.
The official room block is at the Westin Harbour Castle, all reservations should be made online
https://www.starwoodmeeting.com/Book/OCE23A or by calling 888-627-8559 and quoting block code
‘OCE23A.’ You will not be contacted directly by the Westin Harbour Castle Hotel nor MCI Group Canada
unless there is a question about an existing reservation. For the best customer service and guaranteed
hotel rooms, attendees and exhibitors should book directly with the Westin Harbour Castle Hotel. Unless
you have initiated the communication, please do not provide anyone with your personal or organizational
information, especially credit card numbers.
If you are contacted by someone asking if you need a room at OACCAC Achieving Excellence Together
Conference 2015 or if they represent themselves as affiliated with OACCAC, MCI Group Canada, or the
Westin Harbour Castle Hotel, please get as much information as you can, such as the name of the
company, the person calling and their telephone number — then contact Sophie Seeger, Manager,
Accommodation at [email protected]
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PLATINUM AND GOLD SPONSORSHIP CHECKLIST
In addition to the exhibitor checklist, sponsors are recommended to review the information below in
preparation for the OACCAC Conference. The following is a checklist to help you make your sponsorship
a success:
Item
Full Page Advertisement in
Conference Program 4.124” Wide x
7.5” high – 300 dpi
1 Complimentary, premium give-away
or promotional item to be placed in
the delegate bag
Promotional Video displayed in the
plenary, exhibit hall and on the
OACCAC website via OACCAC’s
YouTube channel. Maximum runtime 2
minutes. The videos will be on a loop so
that the person standing at the video
boards get the picture in a few
minutes. Think TV commercial!
Date
Required
March 16
Platinum
Gold


March 16


April 20

SPONSOR COMPLIMENTARY REGISTRATIONS
To register, click here by May April 28, 2015
Note: The registration system is organized to help guide you through the process. To access your
company’s specific information, enter your company’s password which has been sent to the exhibit
contact of your organization. The main contact of the organization is able to add and edit all
registrations.


Select your company name in the scroll down menu
Password – Company’s postal/zip code, when entering the password, all characters are in upper case,
with no added spaces
o Example: company’s postal code is M8W 4H5, enter M8W4H5
Assistance or information required regarding registration, contact:
OACCAC Registration Manager, +1 (800) 555-1099, ext. 2
Email at [email protected]
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PROMOTIONAL VIDEO
Platinum Sponsors
Submit a promotional video up to 2 minutes maximum that will be shown on the Plenary and Exhibit
Hall Screens. The format should be windows media file in a DVD format. The specs are 16X9 aspect ratio
- quicktime .mov files - and the compression is high resolution h.264. Forward your video by Monday,
April 20, 2015 to OACCAC Conference Secretariat, MCI Group Canada Inc., 5285 Solar Drive, Suite 201
Mississauga, ON L4W 5B8
*Please note that videos will be reviewed and approved by OACCAC Communications.
DELEGATE BAG INSERT - Platinum and Gold Sponsors
You may provide one complimentary, premium giveaway, promotional item into each delegate tote bag.
We are expecting 800 attendees, so it is recommended that you provide 1100 items.
Please confirm that you will be providing an item with a description by March 16, 2015 to OACCAC
Conference Secretariat at [email protected].
Provide delivery of items by May 20, 2015 by 4:00 pm to the attention of OACCAC Conference
Secretariat, MCI Group Canada Inc., 5285 Solar Drive, Suite 201 Mississauga ON L4W 5B8.
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HOTEL MAP
&
EXHIBITOR FLOOR PLAN
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TIPS FOR FIRST-TIME
EXHIBITORS
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First –Time Exhibitor Guide
Welcome to the OACCAC Achieving Excellence Together 2015 Conference. It is very important to us that
all of our first-time exhibitors have a great show and conduct successful business.
Your first and most important action is to decide what your company wants to accomplish by exhibiting
at the OACCAC Conference. The following are a few objectives that you may wish to consider:
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Number of booth visitors by target audience
Number of qualified leads
Number of attendees exposed to your demo or live presentation
SHIPPING INFORMATION
Stronco Show Services is the show freight forwarder. Click here to link to their forms and information in
the Exhibitor Manual. You may also choose to use a freight forwarding company of your choice.
ADVANCE SHIPPING
Advance shipments go directly to Stronco Show Services warehouse and must arrive between April 27
and May 15, 2015. If you choose to ship your freight in advance, your freight is guaranteed to be in your
booth at by 9:00 am, removing of empty containers from booth to designated storage area, return of
empty containers at the closing of the show and the loading of shipment from booth to carrier of your
choice.
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