Images courtesy of www.old.montreal.qc.ca
IN TUNE MONTREAL
2009
Sunday, May 24 to Tuesday, May 26
MRIA’s 2009 National Conference Hyatt Regency Hotel, Montreal
Tradeshow An Excellent Opportunity to Showcase Your Company.
In The Happening City of Montreal! Limited Booths. Reserve Yours NOW!
E X H I B I T O R
G E N E R A L
I N F O R M AT I O N
PROVIDE NEW INSIGHTS, HIGHLIGHT INNOVATIVE TECHNOLOGIES & SERVICES. Showcase your company by exhibiting at the 2009 MRIA
Provided to Our Exhibitors
National Conference. If you have new methodology or new
➤ An 8 ft x 10 ft booth space, with draping
technology, this is an ideal opportunity to introduce it to the
➤ One complimentary full conference registration per booth (value CDN$850)
marketing research industry.
➤ Two breakfasts, served exclusively in the exhibit hall
You will have access to prospects who are looking for new
➤ All coffee breaks, exclusively in the exhibit hall
ideas and affordable insights into marketing research.
➤ Additional passes for booth personnel (includes Welcome Reception, Opening Night Conference Reception in the tradeshow area and 2009 Awards Gala Dinner, at the special rate of CDN$350 each – limited quantity depending on number of booths reserved – refer to Contract)
Exhibitors at the 2009 conference will benefit from time slots in the program allocated specifically to them for activities taking place in the exhibit hall.
➤ Security during non-exhibit hours
G E N E R A L EXHIBIT HOURS Sunday, May 24, 2009 6:00 p.m. – 8:00 p.m. Welcome Reception Monday, May 25, 2009 8:00 a.m. – 5:00 p.m. Breakfast and four breaks, held within the exhibit area 5:00 p.m. – 7:00 p.m. Tradeshow Reception Tuesday, May 26, 2009 8:00 a.m. – 5:00 p.m. Breakfast and four breaks, held within the exhibit area EXHIBIT SPACE RENTAL Exhibit space rental includes the following: o An 8 ft x 10 ft exhibit booth space o An 8-ft-high back wall drape o A 3-ft-high side wall drape o One skirted table, two chairs, and one wastebasket o One regular 110 volt outlet per booth Exhibit space rental fee also includes o Specific time slots dedicated to exhibitors, held throughout the conference o One full registration package o Company listing in the conference program o Company name on the conference website Additional passes for booth personnel (includes Welcome Reception, Opening Night Conference Reception in the tradeshow area and 2009 Awards Gala Dinner, but excluding the presentations) at the special rate of CDN$350 each – limited quantity depending on number of booths reserved – refer to Contract.
I N F O R M A T I O N
ASSIGNMENT OF SPACE Booths are assigned on a first-come-firstserve basis. Location assignment is at the discretion of the tradeshow manager. No exhibitor shall transfer, assign, sell or barter assigned space. MRIA reserves the right to reassign space as it deems necessary or appropriate.
INTERNET & PHONE LINES Wireless Internet is available in the guestrooms, meeting space, and public areas of the Hyatt and also in the dedicated Internet café in the tradeshow itself. If you require additional services at your booth, contact Bell Canada (Special Events) at (514) 870-1870 or 1-800–472-5113.
EXHIBIT REPRESENTATIVES One complimentary registration is allocated to each 8 ft x 10 ft exhibit space. Amount of $350CDN (without access to the conference) or at the full rate to access all of the conference.
AUDIOVISUAL REQUIREMENTS Visual Aids Electronics (VAE) will be able to supply your audiovisual needs, at an additional cost. Contact VAE at (514) 287-7431.
LOCATION La Grande-Place, Complexe Desjardins 150 St. Catherine St. West (adjoining the Hyatt Regency Hotel) Montreal QC Display Contractor, Drayage, Storage Clarkson-Conway (GES Canada) is providing the services of display contractor and will be your contact for extra tables, chairs or display materials, and for pre-show or on-site storage. All confirmed exhibitors will receive a display rental order form and a drayage order form. We encourage all conference exhibitors to utilize Clarkson-Conway’s drayage services (pre-show storage and materials handling), as there are no storage facilities within the Hyatt or the Complexe Desjardins. Please contact Clarkson-Conway for further information. Clarkson-Conway Inc. (GES Canada) 800 de la Gauchetiere West, Suite 1165 Montreal QC H5A 1K6 Tel. (514) 861-9694 Fax (514) 392-1577 montreal@gesexpo.com
INSTALLATION AND DISMANTLING Installation: Exhibitors can move into their booth spaces between 5:00 p.m. on Saturday, May 23 and noon on Sunday, May 24. If exhibitor requires additional set-up time, please contact the exhibit manager (DC Planning at 514-875-7600). Personnel from Clarkson-Conway will be on-site at Complexe Desjardins as required. Special temporary badges will be issued to identify authorized personnel and must be worn for admittance to the exhibit hall. Temporary badges are valid only during the installation and dismantling of exhibits. All exhibits must be set up by 5:00 p.m. on Sunday, May 24. Dismantling: No exhibit shall be dismantled before the official closing time of 5:00 p.m. on Tuesday, May 26. All exhibit materials must be packed and removed from the floor area by 6:30 p.m. Any material left on the floor after this time will be removed and put into storage. Charges for storage, at the prevailing rates, will be the sole responsibility of the exhibitor. Please ensure that a representative of your company remains with your exhibit materials until they are picked up by your mover.
R U L E S 1.
Exhibitors will be required to abide by all rules and regulations as established by DC Planning, the event managers, and the Market Research and Intelligence Association (MRIA) (herein referred to as Management).
2.
Management reserves the right to reject or prohibit exhibits or exhibitors deemed by management not to meet the goals of the MRIA conference, or to relocate exhibitors when it is Management’s opinion that such moves are necessary for the maintenance of the quality, traffic flow, character and good order of the show. The Exhibitor agrees to abide by all rules adopted by management, and further agrees that management shall have the final decision in the adoption of any rules and regulations deemed necessary prior to, during, and after the show.
3.
Exhibit space may not be transferred or sublet without the written permission of Management.
4.
Exhibits must be wholly contained within the exhibit space. Sales activity, demonstrations, and distribution of any printed matter, souvenirs, or any other materials shall be confined to the Exhibitor’s booth.
5.
In the event that the Exhibitor fails to make all payments by the time appointed herein, all the rights of the Exhibitor shall be terminated; any and all payments on the Exhibitor’s
A N D
R E G U L AT I O N S
account prior to said time may be retained by Management as incurred damages and not as penalty; and Management may rent the space to other exhibitors. 6.
The Exhibitor is not permitted to supply or sell food or beverages within the exhibit space. There must always be at least one key representative present at the booth during show hours.
7.
The Exhibitor shall not conduct him/herself, or operate any equipment at a level of sound that is deemed, at the sole discretion of Management, to be detrimental to the welfare of the show or other exhibitors.
8.
The Exhibitor agrees that no display will be dismantled or goods removed during the run of the show and that the exhibit must remain intact until closing on the last day. The Exhibitor also agrees to remove his/her exhibit, equipment and apparatus from the show building by the final removal time, or, failing to do so, agrees to pay all such additional costs as may be incurred.
9.
The Exhibitor agrees to comply with all privacy laws, including the Personal Information and Electronic Documents Act, particularly with respect to any personal information about an identifiable individual, collected, used or disclosed during, or in connection with, the show.
10. Reasonable security shall be provided at all times on the show premises, primarily to assure public safety. The Exhibitor’s property shall be placed on display at the Exhibitor’s own risk; Management assumes no liability for loss or damage thereto. The Exhibitor shall assume all responsibility for loss or damage to his/her property due to theft, fire, flood or any other cause beyond the control of Management. 11. The Exhibitor agrees to indemnify Management and any of its agents, partners, employees or sponsors against liability for (1) damages, claims, costs or expenses (including legal fees) arising from any injury or damage to said Exhibitor, his/her agents, employees, invitees, or other exhibitors or their property, and/or (2) any breach by said Exhibitor, his/her agents, or employees of any applicable privacy laws. By virtue of the terms of this agreement, the Exhibitor shall be liable for any damages to the building and/or furniture and fixtures contained therein, the hallways and entrances therein, or the hallways and entrances thereto. This liability also extends to any materials used in Management’s demonstration and sales activities. 12. The Exhibitor shall provide to Management a certificate of insurance issued by his/her insurance agent/broker (such certificates are generally available at no additional cost). This certificate must certify that the Exhibitor has general liability insurance which is effective between the installation and removal dates, and that the amount of this insurance is no less that $500,000. Exhibitors who have not supplied this certificate will not be allowed to set up their exhibits. 13. In the event that the building is destroyed by fire or the elements, or if any other circumstances whatsoever should occur making it impossible for Management to permit exhibitors to occupy the premises, or if the show is cancelled, the Exhibitor shall pay for his/her exhibit space only for the period during which that space was or could have been occupied; and Management will in no way be responsible for any claims or damages that might arise in consequence thereof. 14. Exhibits must comply with fire regulation. All display materials must be fireproof. 15. The sale of articles is prohibited unless they bear the label of a recognized testing laboratory, such as CSA, CGA or ULC, or they have been locally approved by the minister having jurisdiction. Furthermore, these articles must conform to all copyright and trademark laws, as applicable. In Quebec, contact the Department of Labour, or the Canadian Standards Association at (514) 694-8110 for further information. 16. Management reserves the right to appoint all show services and will make all relevant information available to exhibitors. Such items as carpets and furniture may be rented from display contractors. Such items are not covered by this contract. 17. This contract may be cancelled by either party only if the other party receives notice in writing at least ninety (90) days prior to the show’s installation date. If the Exhibitor cancels after this date, he/she is liable for full payment of space rental.
Floor plan Subject to Change
2009
MRIA
CONFERENCE
–
MAY
24–26,
2009
Images courtesy of www.old.montreal.qc.ca
IN TUNE MONTREAL
2009
Sunday, May 24 to Tuesday, May 26 MRIA’s 2009 National Conference at the Hyatt Regency Hotel in the happening city of Montreal
T R A D E S H O W CONTRACT FOR EXHIBIT SPACE EXHIBIT OPPORTUNITIES ARE LIMITED.
REQUESTED BOOTH SPACE/SIZE A) Single Single Booth(s)
10’ wide x 8’ deep Qty
@ $2,000 CDN per booth + GST ($2,100)
=$
Additional Exhibitor Badge(s) (max. 2 per single booth) Qty
@ $350 CDN per booth + GST ($367.50)
=$
B) Double Double Booth(s)
20’ wide x 8’ deep Qty
@ $3,500 CDN per booth + GST ($3,675)
=$
Additional Exhibitor Badge(s) (max. 4 per double booth) Qty
@ $350 CDN per booth + GST ($367.50)
=$
Full (100%) payment is due with this application. Your booth payment includes ONE full conference registration package (value CDN$850.00) Additional badges are available at a cost of CDN$350.00; they include breakfasts, all breaks, and the In Tune Gala Dinner but not the conference and keynote sessions. Questions? Contact Erica Klie at eklie@mria-arim.ca
Please Print or Type Company Name Address City Tel (
Province/State )
Fax (
Postal/Zip Code
)
E-mail Contact for exhibit space/correspondence:
Email:
Person in charge of Exhibit at Show: Preferred booth location choice(s) in order of priority (see floor plan, previous page): For double booths, select two single adjoining booths:
1.
2.
3.
We request that our location or booth(s) not be adjacent to the following exhibitors:
Opportunities for sponsorship and advertising are available. All sponsors will be acknowledged throughout the conference. Would you be interested in sponsoring? ■ Yes ■ No ■ Under Consideration Contact Anne Marie Gabriel, amgabriel@mria-arim.ca
Please make cheques payable to Marketing Research and Intelligence Association or charge to:
■
VISA
■
■
MASTERCARD
Card #
AMERICAN EXPRESS Expiry
Name on Card
■
Company card
■
Please return this completed form with payment to:
Personal card
Cardholder’s Signature
I have read and understood the exhibitor rules and regulations and fully accept the contract: Signature
Date
Please fax this application form to the address shown. A confirmation will be returned to you following review of the application and the assignment of booths. Payment in full must be enclosed. MRIA reserves the right to reassign a booth for the overall improvement of the show layout.
MRIA 2600 Skymark Avenue Building 4, Unit 104 Mississauga, Ontario L4W 5B2 Tel: Erica Klie at 905-602-6854 x 8727 Toll Free: 1-888-602-MRIA (6742) Fax: 905-602-6855 conference@mria-arim.ca