SOGC/APOG Ontario CME 2017

November 30-December 2, 2017 in Toronto, Ontario

Sponsors/Exhibitors’ manual

Welcome to the exhibitors’ page for the SOGC’s Ontario CME being held this year at the Hilton Toronto. 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 the heart of downtown Toronto.

Questions regarding exhibits, please contact:

Linda Kollesh, Membership and Business Development Coordinator
Tel.: (613) 730-4192, ext. 233

Questions regarding the event logistics, please contact:
Suzanne Roy, Conference Planner
Tel: (613) 730-4192, ext. 245

Exhibit Hours

Breakfasts, coffee breaks and lunch (when applicable) will be served in the Convention Level Foyer. The plenary room will be the Toronto Ballroom. The exhibit hours are:

Thursday, November 30

  • 7:00 – 7:45      Continental breakfast
  • 10:00 – 10:30   Networking break and exhibits
  • 12:25 – 13:25   Lunch
  • 15:40 – 16:10   Networking break and exhibits

Friday, December 1

  • 7:00 – 8:00     Continental breakfast
  • 9:40 – 10:10   Networking break and exhibits
  • 12:10 – 13:10  Lunch

N.B.:  Changes may occur to the exact timing of exhibit times. Please refer to the Scientific Program page for the most up-to-date information; peak hours correspond to breakfast, breaks and lunches.

Exhibit Space Reservation

In order to reserve an exhibition space, please complete the online form before Friday, October 20, 2017Please contact Linda Kollesh at to obtain the space reservation form.

Tabletop Installation

Set up date and time: Wednesday, November 29 at 6:00pm

Location: Hilton Toronto

Each exhibitor will have a 6 foot long table on which to install their tabletop display.  Please note that a maximum of two pull-up banners will be accepted (3’w x 8’h) at the back of your table.  Your 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 (8X10 or 10X10) will not be accepted.


Dismantle date and time: Friday, December 1, 2017 at 13:10 (after lunch)

  • All tabletops must be dismantled by no later than 15:00
  • 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, December 4, 2017.

Distribution of the Exhibit Spaces

The exhibition spaces will be assigned by the SOGC. Please review the floor plan of the exhibition, which will enable you to indicate your preferences (1st, 2nd, and 3rd) with regards to your tabletop number. Please indicate them on the "Tabletop Choices Form". 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 no later than three weeks prior to the event.

Number of Company Representatives

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


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 practicesonly 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 conference (Wednesday, November 29, 2017).

  • Delivery must be done between 8:00 am and 3:30 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 – use the hotel’s exhibit shipping label

Hilton Toronto
145 Richmond Street West
Toronto, ON M5H 2L2
Conference Name: SOGC Ontario CME 2017
Conference Dates: November 30 to December 1, 2017
Meeting Room: Toronto Ballroom Level Foyer
Company Name: ______________________
SOGC contact person: Suzanne Roy

Electricity and Internet

Complimentary Wi-Fi will be provided. For any special electrical, audio-visual or internet needs, please complete the order form and contact:
Rick Levine, PSAV Sales Manager
Tel.: 647-463-3913

Registration On-site

An exhibitor package will be provided at the registration desk located in the Foyer which will include exhibitor badges, a participant list, and a conference mini-booklet. The registration hours are:

  • Wednesday, November 29: 17:00 – 20:00
  • Thursday, November 30: 7:00 – 17:30
  • Friday, December 1: 7:00 – 14:30


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 are not allowed on the walls.


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.


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.