West Central CME 2017

March 16-18, 2017 in Banff, Alberta

Sponsor/Exhibitor Manual

Welcome to the exhibitors’ page for the SOGC’s West/Central CME. We are very pleased to have you as one of our exhibitors/sponsors, and we thank you for your interest in this conference. We hope that you will take full advantage of this event which will be held in magnificent Banff.


Questions regarding exhibits, please contact:

Linda Kollesh, Membership and Business Development Coordinator
Tel.: (613) 730-4192, ext. 233
Email: lkollesh@sogc.com

Questions regarding the event logistics, please contact:
Suzanne Roy, Conference Planner
Tel: (613) 730-4192, ext. 328
Email: sroy@sogc.com


Exhibit Hours

Breakfasts, networking breaks and lunch (when applicable) will be served in the Wildrose Prefunction area on each of the three (3) days of the CME Program. The plenary room will be located in the Wildrose Salon. The exhibit hours are:

   Thursday, March 16

  • 07:20 - 07:50   Continental breakfast
  • 10:10 - 10:40   Networking break and exhibits
  • 12:20 - 13:20   Lunch
  • 15:00 - 15:40   Networking break and exhibits

Friday, March 17

  • 07:30 - 08:00   Continental breakfast
  • 09:50 - 10:20   Networking break and exhibits
  • No lunch or PM break Friday

Saturday, March 18

  • 7:30 – 8:00      Continental breakfast
  • 9:40 – 10:10    Networking break and exhibits

N.B. Peak Hours are subject to change. Please visit our Scientific Program for the most up-to-date information.


Exhibit Space Reservation

In order to reserve an exhibition space, please complete the online form before Friday, February 3rd, 2017.

Please contact Linda Kollesh at lkollesh@sogc.com to obtain the space reservation form.


Tabletop Installation

Set up date and time: Wednesday, March 15th, 2017 between 14:00 and 18:00

Location: The Rimrock Resort Hotel, Wildrose Prefunction area

Each exhibitor will be provided with one (1) 6ft or 8ft long table and two (2) chairs.  Please note that you can either install a tabletop display on your table or have a maximum of two (2) pull-up banners at the back of your table.  Pull-up banners should not block or interfere with other exhibitors.  The SOGC reserves the right to adjust the exhibit area for the benefit of the entire conference.

Please note that booths (8 x 10 or 10 x 10) will not be permitted.


Dismantle

Dismantle date and time: Saturday, March 18th, 2017 at 10:15 (after networking break)

  • All tabletops must be dismantled by no later than 14:00
  • Each exhibitor is responsible for completing their waybills with account number (Purolator, FedEx, etc.) for the shipment of their boxes.
  • All boxes must be return-shipped no later than Monday, March 20th, 2017.

Distribution of the Exhibit Spaces

The exhibition spaces will be assigned by the SOGC. Please review the floor plan of the Exhibition Area, which will enable you to indicate your preferences (1st, 2nd, and 3rd) with regards to your tabletop number. Please indicate them in the proper section of the exhibit space reservation form.

N.B. the SOGC will assign exhibition spaces on a first-come, first-served basis. The SOGC reserves the right to make modifications in order to satisfy the needs of the exhibitors. The tabletop numbers will be confirmed three weeks prior to the event.


Number of Company Representatives

The SOGC will produce a maximum of 3 name badges per company with the name of your company only. Should you wish to register additional representatives, a $350 fee (plus tax) will apply.


Access

Pharmaceutical company representatives have access to all the activities taking place in the Exhibition Area, as well as all the plenary sessions. To ensure uninhibited small group discussions on various products and practices, only physicians have access to the Concurrent Sessions and the workshops.


Shipping Information

All pieces of equipment must be clearly identified (with COMPANY NAME) and delivered to the hotel no more than 24 hours prior to the set-up date (ie: Tuesday, March 14th, 2017)

  • Delivery must be done between 8:00 am and 4:00 pm from Monday to Friday.
  • Every parcel failing to respond to the identification criteria will be turned down and sent back to you at your charge.
  • Download a shipping label here

Rimrock Resort
300 Mountain Avenue
Banff, AB  T1L 1J2

Conference Name: SOGC West Central CME 2017
Conference Dates: March 16 – 18, 2017
Meeting Room: Wildrose Prefunction
Sponsor Company Name: ______________________
Sponsor Onsite Contact Name: ___________________
SOGC Contact-person: Suzanne Roy, Conference Planner


Electricity and Internet

Wireless internet will be provided by the SOGC.  Electrical outlets are readily available in the exhibit area.  If you require extension cords or power bars, please ask the banquet staff during set-up.


Registration On-site

An exhibitor package will be provided at the registration desk located in the Wildrose Prefunction area. This package includes a maximum of 3 badges per company, a participant list, a conference program and access to the online syllabus (accessible with a password). The registration hours are:

  • Wednesday, March 15 14:00 – 18:00
  • Thursday, March 16 07:30 – 17:00
  • Friday, March 17 07:30 – 12:30
  • Saturday, March 18 07:30 – 12:00

Security

Please note that the exhibit area is in a public space. The SOGC and the hotel will not be responsible for any loss or damage incurred to equipment or materials exhibited during the conference. Each exhibitor will be responsible for their own materials. The emergency exits and the aisles must remain accessible at all times.


Posters

Posters are not allowed on the walls.


Liability

The Sponsor hereby agrees to indemnify, defend and hold harmless the SOGC and its officers, directors, partners, agents, members and employees from and against any and all demands, claims, damages to persons or property, losses and liabilities, including reasonable attorney’s fees arising out of or caused by the Sponsor’s negligence or willful misconduct of its employees in connection with the provision of hotel facilities.


Insurance

It is the responsibility of each sponsor to maintain insurance against injury, property, damage, theft, fire and any other forms of property loss or injury.


Force Majeure

This Contract will terminate without liability to the Sponsor or to the SOGC if substantial performance of either party’s obligations is prevented by an unforeseeable cause reasonably beyond that party’s control. Such causes include but are not limited to, acts of God; acts, regulations or orders of governmental authorities; fire, flood or explosion; war, disaster, civil disorder; curtailment of transportation facilities or other emergencies making it illegal or otherwise impossible to provide the facilities or the services or to hold the event; any delay in necessary and essential construction or renovation of the Hotel; strike, lockout or work stoppage or other restraint of labor, either partial or general, from whatever cause.   


Program Co-Development with Industry – Letter of Understanding

The SOGC is recognized by the Royal College of Physicians and Surgeons of Canada as a fully accredited provider of Continuing Professional Development (CPD) credits within the College’s Maintenance of Certification (MOC) Program. Accredited educational events, developed or co-developed, with or by the SOGC, must meet the CMA Guidelines governing the relationship between physicians and the pharmaceutical industry.

By agreeing to sponsor either plenary and/or international symposium sessions with the SOGC, the sponsor agrees to observe and comply with the attached agreement in order to ensure proper accreditation standards are met.  Click here for full text.