Pacific Dental Conference
March 9-11, 2017
Vancouver Convention Centre – West Building Exhibit Hall open March 9-10
2017
Exhibitor Prospectus
Request booth space on our website... www.pdconf.com
Table of Contents Important 2017 Meeting Dates and Deadlines . .2 Invitation to Exhibit ........................................... 3 Attendance Statistics ......................................... 3 Exhibition Dates and Times ............................... 4 Important Information ...................................... 5 Booth Assignments and Fees . ........................... 5 Booth Guidelines and Exhibitor Conduct . ............ 6 Booth Supply Orders ......................................... 7 Booth Design ..................................................... 8 Move In / Move Out Procedures ..................... 10 Move In / Move Out - Shipping Materials ....... 11 Booth Representative Registration .................. 13 Rules and Regulations ..................................... 13 Hotel Information............................................. 15 2016 Exhibitors ................................................ 16 Advertising Opportunities ............................... 18 Sponsorship Opportunities . ............................ 19 Future Dates .................................................... 20
Important 2017 Meeting Dates and Deadlines May 26th, 2016
January 20th, 2017
July 5th, 2016 9am PDT Requests for two or more booths begin
January 21st, 2017
Website open for exhibitors to activate their accounts at www.pdconf.com.
Online application for booth requests opens at www.pdconf.com. First round booth assignment considers the number of booths requested and the date the deposit is received.
September 2nd, 2016
Application deadline for first round booth requests. All deposits must be received by this date. Those exhibitors not submitting a deposit will not be considered in booth allocation. Any cancellations must be submitted in writing to the PDC office prior to deadline.
September 27th, 2016
Booth assignments sent to qualified applicants.
One booth purchases begin 9am PDT (full payment required) More details on page 5
October 31st, 2016
Final payment for all assigned booths is due. Final payment for advertising and sponsorship is due. No refunds after this date.
December 1st, 2016
Show Service Forms available.
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All requests for variations from booth standards must be received. Deadline for the Pacific Dental Conference rate in available hotel room blocks.
February 10th, 2017
Website closes for all Booth Representative registration or changes.
March 7th, 2017
First booths Move In as per pre-arranged schedule. (See website) Exhibitor registration and badge pick up opens at 2:00pm.
March 8th, 2017
Move In as per pre-arranged schedule. Exhibitor registration and badge pick up opens at 7:00am.
March 9th & 10th, 2017
Exhibit Hall open at 8:30am and closed at 5:30pm. (Thursday, March 9th) Exhibit Hall open at 8:30am and closed at 5:30pm. (Friday, March 10th) Note: Hall is open at 7am for exhibitors only.
Friday, March 10th, 2017
Exhibitor Move Out starts at 5:30pm.
All exhibits must be removed by 11:00pm.
Invitation to Exhibit The 2017 Pacific Dental Conference will be held at the Vancouver Convention Centre. We’re excited to see the consistent growth of the conference over the past years with 12,955 participants in attendance at the 2016 PDC. Partnering with valued exhibitors such as yourself is important to our continued success. The PDC Exhibit Hall, known for its value, affordability, and friendly atmosphere, has become the primary venue for dental professionals to experience the latest products and services which you have to offer. This Exhibitor Prospectus contains all the information necessary to assist you in having the best show possible. Please review carefully the information provided. If you have any questions, do not hesitate to contact us at exhibits@pdconf.com or 604-736-3781. We thank you for contributing to the success of our conference and look forward to working with you in every way we can to make this year’s PDC Exhibit Hall a profitable and memorable experience. Don’t delay! As one of the fastest growing conferences, we invite you to exhibit with us in 2017. As exhibit space is in high demand, we strongly recommend submitting your deposit as early as possible as booth assignment priority is determined by number of booths requested and the date the deposit is received.
Important Information 2017 website opening – 9am PDT In response to Exhibitor comments, the PDC has continued revisions to the booth request procedure. For 2017, the PDC will continue this system implemented for exhibitors wanting to obtain a single booth.
Requests for two or more booths For those companies requesting two or more booths, the website will open July 5th, 2016 9am PDT for requests, with booth assignments being completed in September. Booths are still assigned based on the number of booths requested and the date the deposit is received. Please note that only one company listing is provided.
One booth purchases Companies wanting one booth will skip the booth request procedure and directly purchase their booth starting September 27th, 2016 9am PDT. The advantage is that the single booth companies have the ability to see the booths remaining on the floor and make their own selection as to which booth location would suit them best. See details on page 5
Pacific Dental Conference Attendance Statistics 2003 2004* 2005 2006 2007 2008 2009* 2010 2011 2012 2013 2014 2015 2016* Dentists 2393 2628 2552 2634 2725 2797 3211 3167 3365 3383 3395 3574 3572 3643 Dental Hygienists 1072 1159 1180 1163 1301 1472 1603 1727 1819 1787 1900 2020 1996 1964 Dental Assistants 1908 2191 2188 2217 2357 2463 2759 2584 2442 2427 2424 2510 2495 2500 Adm. Personnel 647 871 742 696 757 743 713 754 664 588 620 725 664 650 Dental Technicians 26 37 130 59 91 130 138 150 124 179 145 205 204 325 Exhibits Only 56 129 165 121 301 368 450 578 549 643 505 503 534 492 Students 410 410 517 681 701 707 733 665 661 699 614 549 539 572 Other 260 300 231 233 375 335 248 378 377 268 397 357 289 365 Exhibitors 1147 1534 1486 1583 1713 1822 1745 2077 2146 2196 2200 2355 2209 2444 Total 7,815 9,216 9,191 9,387 10,321 10,837 11,600 12,080 12,147 12,170 12,200 12,798 12,502 12,955 *in conjunction with the Canadian Dental Association
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Exhibition Dates and Times
March 2017
Tuesday, March 7th Exhibit Hall access for set-up – 8:00am to 8:00pm Registration Desk open 2:00pm to 6:00pm Move In times will be based on booth location and are available at www.pdconf.com.
Wednesday, March 8th
7 8 9 10
Exhibit Hall access for set-up – 7:00am to midnight (Exhibitor Badge Required) Registration Desk open 7:00am to 7:00pm Move In times will be based on booth location and are available at www.pdconf.com.
Thursday, March 9th Exhibit Hall access – 7:00am to 6:00pm (Exhibitor Badge Required) Registration Desk open 7:00am to 6:00pm Exhibits open 8:30am and close at 5:30pm
Friday, March 10th Exhibit Hall access – 7:00am to 11:00pm (Exhibitor Badge Required) Registration Desk open 7:00am to 6:00pm Exhibits open 8:30am and close at 5:30pm Exhibitor Move Out begins at 5:30pm
Exhibition Move In and Set Up Times Booth Move In times are designated according to booth location in the Exhibit Hall. Exhibitors will receive the booth Move In schedule/floor plan with their booth confirmation and it will be available on the website. Exhibitor badges are mandatory as of Wednesday, March 8th and all exhibitors and set-up personnel must wear their exhibitor badge to gain entry to the Exhibit Hall. Safety vests are mandatory in the Exhibit Hall during Move In and Move Out, and can be signed out at the Exhibit Hall at no charge. All displays must be in assigned areas, completed and ready for inspection, by 8:00am on March 9th, 2017. No display material, except hand-carried, may be moved through the exhibit area after the show’s opening. In the event an exhibitor fails to set up within the specified time, their property may be removed and stored at the sole expense of the exhibitor. (See page 14)
Dismantling Time
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Inquiries
Exhibit Location
Pacific Dental Conference 305 – 1505 West 2nd Avenue Vancouver, BC V6H 3Y4 Telephone: 604-736-3781 exhibits@pdconf.com www.pdconf.com for Exhibitors section
Vancouver Convention Centre - West Building Exhibit Hall A, B, C 1055 Canada Place Vancouver, BC V6C 0C3
Photo credit: Vancouver Convention Centre
No booth may be dismantled earlier than 5:30pm, Friday March 10th, 2017. All exhibit material must be packed and removed from the exhibit floor by 11:00pm on Friday, March 10th, unless previous arrangements have been made. (See page 10)
Important Information May 26th – Website available to re-activate accounts
Your 2016 Pacific Dental Conference username and password is still valid for the 2017 meeting. If you do not recall your username and/or password, please create a new account. *Please note: You will not be able to request booths at this time.
Important Information 2017 website opening – 9am PDT
When requesting your booth, please note the following: Requests for two or more booths For those companies requesting two or more booths, the website will open July 5th, 2016 9am PDT for requests, with booth assignments being done in September. Booths will still be assigned based on the number of booths requested and the date the deposit is received. It is important to note that while all companies can re-activate their accounts starting May 26th, 2016 only requests of 2 or more booths will be able to be processed starting July 5th.
Please note that only one company listing is provided.
One booth purchases One booth companies will not be required to go through the booth request process in July. Following assignment for those with two booths, single booths will become available for direct purchase. Companies will be able to purchase their booth starting September 27th, 2016 9am PDT. Please note to secure the booth, full payment of booth fees is required at the time of purchase. The advantage is that the single booth companies have the ability to see the booths remaining on the floor and make their own selection as to which booth location would suit them best.
Booth Assignments and Fees Booth Rental Request
A request for booth space can be made at www.pdconf.com. Please visit the website to view the most up-to-date floor plan. The deadline for submitting requests for first round booth assignment is September 2nd, 2016, but it is important to submit your request as soon as possible. All booth requests require a 50% deposit, which must be received no later than September 2nd, 2016 to be considered for booth assignment. *Please note: Booth allocations are based on two criteria, number of booths requested and date the deposit is received. The remainder of the booth fee must be paid in full by October 31st, 2016. After the initial assignments have been made, direct reservation of booths will be available on the website www.pdconf.com. Direct reservations require payment in full by Visa / MasterCard / or American Express. If a company needs to cancel, any deposit will be fully refunded if the Pacific Dental Conference receives written notification by September 2nd, 2016. Any withdrawals between September 3rd, 2016 and October 31st, 2016 will forfeit deposit. There are no refunds of any kind for cancellations received after October 31st, 2016. Please note: the PDC Exhibits Committee reserves the right to change booth location in the event an exhibitor cancels any of their original assigned booths.
Booth Rental Includes: A pipe and drape 8 foot back wall and 3 foot side wall of drape Overnight security in the exhibit area Daily cleaning of common areas and aisles Access to exhibitor lounge and refreshments Company listing and contact information in final program Company listing on PDC website Company listing and location on PDC App
Booth Rental Does Not Include: Carpeting, tables or chairs Movement, transfer, removal, storage, setup and dismantling of the booth contents Cleaning of the booth Electrical requirements Internet connection See Page 7 for information on show service forms
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Booth Guidelines and Exhibitor Rules of Conduct Booth Guidelines
As each exhibitor is entitled to a reasonable sight line from an aisle regardless of the size of the exhibit, no background may be placed to obstruct, block, or interfere with the visibility of an adjacent booth. All exhibitor activities must be restricted to the booth space rented. Distribution of materials outside of the booth is prohibited. Aisles must not be obstructed at any time. If a display attracts a large number of attendees, including line ups, the exhibitor must still provide clear aisle space, and contain line ups within the booth space. Distribution of samples is permitted provided it does not interfere with an adjoining exhibitor. The exhibitor must keep the exhibit open and staffed during exhibit hours and shall not close until after 5:30pm March 10th, 2017. Exhibitors shall be responsible for all damage to structures and furnishings which may be caused by their representatives. Application for approval of any variation from standard booth design must be submitted in writing to the Pacific Dental Conference by January 20th, 2017. Exhibitors will be notified as to the acceptability of the variance. The Pacific Dental Conference reserves the right to approve or make changes to any exhibit, which may be deemed detrimental to the Pacific Dental Conference.
Exhibitor Compliance Requirements
To ensure the health and safety of Canadians, companies exhibiting and selling devices or products at the Pacific Dental Conference must have a current Canadian Establishment and/or Product Licence issued by Health Canada. On our website, www.pdconf.com, go to the For Exhibitors tab and click on the FAQ’s to find out what you need to know. Pacific Dental Conference reserves the right to cancel any booth request who does not comply with Health Canada requirements. Information on guidelines for Establishment and Product Licenses can be found on Health Canada’s website at ww.hc-sc.gc.ca under Drug & Health Products, Compliance & Enforcement, Medical Devices.
Rules of Conduct
Any action which the Pacific Dental Conference considers to be an annoyance to other exhibitors will not be permitted. The use of live or recorded audio and video displays is permitted but must not be heard by adjoining booths. Distribution of food and beverages not manufactured or related to the activities of the exhibitor are to be purchased through the Vancouver Convention Centre. The booth guidelines are presented to create fairness for all exhibitors. In the case of a major violation of any of the guidelines the Pacific Dental Conference reserves the right to close any exhibit. For less serious violations, the Pacific Dental Conference will reduce the priority given to any exhibitor’s 2018 booth request.
Register your Exhibitor Account online at...
www.pdconf.com Convenient payment by three major credit cards
Exhibitor Lounge (Located in the Northeast Corner of Exhibit Hall) has a great selection of food and beverages and large draped quiet area for exhibitors to take a break. Complimentary gourmet soup, artisan breads, coffee and tea are served during the day.
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Booth Supply Orders Carpeting Carpeting is not included in your booth space. Floor covering in your booth is mandatory and must cover the entire booth space. Arrangements can be made through Levy Show Services by filling out a Carpet Rental Request Form.*
Telecommunications, Internet
Exhibitors requiring computer data lines must make their own installation and billing arrangements with the Vancouver Convention Centre. Arrangements can be made by filling out a Telecommunications Request Form or the Internet Request Form.* The PDC provides conference attendees complimentary WiFi throughout the East and West facility. Exhibitors do have access to this, however for a reliable connection for the purpose of conducting business, we highly recommend making arrangements through the Vancouver Convention Centre using the applicable forms.
Lead Retrieval Scanners
For bar coded lead retrieval scanners, arrangements must be made by submitting the Conexsys Request Form.*
Parking
For parking information see the General Parking Information PDF and for Reserve Parking (available only in the East Building) see the Reserve Parking for East Building Request Form.*
Sign and Banner Installation
Arrangements must be made in advance, through the Vancouver Convention Centre, at a cost to the exhibitor. Information on the costs and specifications will be found on the Sign/Banner Installation & Dismantle Request Form.* All orders must be received at least twenty one (21) days prior to the conference.
Booth Cleaning
For vacuuming of the booth between the show sessions, arrangements must be made with Vancouver Convention Centre by submitting the Booth Vacuuming and Shampooing Request Form.*
Lighting and Electrical Requirements
Special illumination and electrical requirements for booths must be arranged, in advance, through the Vancouver Convention Centre, at a cost to the exhibitor. Information on the cost of connections and special wiring, as well as other available equipment, will be found on the Electrical Services Request Form.* All orders must be received at least fourteen (14) days prior to the conference to avoid a surcharge. Electrical outlets will not be provided. All electrical wiring, installation and connections shall be made by designated approved personnel at the exhibitor’s expense. Electrical current in the Exhibit Hall is 120/208 volts, 60 cycles. Illuminated display booths and electrical equipment on display in the Vancouver Convention Centre must conform to the rules and regulations of the Canadian Standards Association.
Show Services Order Forms Show Services Order Forms Submit forms directly to the respective vendor. Instructions are included in the forms
Most forms below are in Adobe PDF format.
Levy Show Services Forms and Information All Levy forms in a single file (1.4MB)
Davidson and Sons Custom Brokers Ltd. Davidson and Sons Custom Brokers Ltd. Form
VCC Exhibit Services Forms and Information
Internet Request Form Telecommunications Request Form Exhibitor Reference List WiFi Request Form Exhibitor Catering Service Request Form VCC Shipping Label Template Delivery Instructions from Highway 1 General Parking Info Reserve Parking for East Building Form
Canada Border Services letter for non-resident exhibitors
Electrical Services Request Form Booth Vacuuming & Shampooing Request Form Sign/Banner Installation & Dismantle Request List Plumbing Services Request Form West facility On-site Water Treatment System Exhibitor Security Delivery Instructions from Highway 99 AVW Telav Computer & Audio Visual Order Form
Lead Retrieval Services Forms Consys Order Form
*Show service forms and online ordering will be available from the website, on December 1, 2016 at www.pdconf.com.
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Booth Design Booth and Display Structure Regulations For any booths which do not conform to the design regulations, written approval of the variation must be obtained from the Pacific Dental Conference by January 20th, 2017.
A. Single Aisle Booth
Examples of booth placements Aisle
Aisle
Aisle
Booths which face the numbered aisles must conform to the requirements of a single aisle booth. Single booths on a corner will have one 10 foot wall provided. The back wall of the booth shall not exceed a height of 12 feet. No sidewalls, fixtures, or other display materials shall extend higher than 4 feet from floor level for the first 5 feet from the aisle. Beyond this limit, the sidewalls can extend to 10 feet in height. Products designed to stand on the floor may extend higher than this limit, but must be positioned as close to the back wall as possible to avoid blocking the view of the adjacent exhibitor. Signs and booth decor may not exceed the 10 feet.
Aisle
back wall of booth
Multiple Aisle Booths
Single Aisle Booth 5’ (1.52m) 5’ (1.52m) 12’ (3.65m)
4’ (1.22m) 12’ (3.65m)
4’ (1.22m)
Aisle
10’ (3.048m)
Aisle
10’ (3.04m)
B. Peninsula Booths
10’ (3.04m)
Example of peninsula booth placement
Four booths including adjacent corner booths must conform to the requirements of a peninsula booth. Peninsula booths are four combined booths at the ends of non-numbered aisles. The back wall shall be centered and not exceed 20 feet in width and 12 feet in height. Signage and booth decor in a peninsula booth may not exceed 10 feet height.
Aisle
Aisle
Aisle
Peninsula Booth
Aisle
back wall of booth
Ai sl e
12’ (3.65m)
Aisle
8
20’ (6.096m)
20’ (6.096m)
View our interactive floor plan at... www.pdconf.com
Booth Design C. Island Display
Island booths are completely surrounded by aisle space. Island display structures in island areas may deviate from the normal regulations on size and placement. Please provide a booth design layout for PDC approval by January 20th, 2017. Signs exceeding 16 feet in height must have prior written approval by the Pacific Dental Conference.
Examples of booth placements
Aisle Aisle
Aisle
Island Display
Aisle
Aisle Aisle
20’ (6.096m)
Aisle
12’ (3.65m)
Aisle
12’ (3.65m)
30’ (9.144m) 3 booths or 40’ (12.192m) 4 booths
Sight Line from an island display with a structure
Hanging Signs, Banners and Trusses
Hanging signs, banners or trusses are not permitted on single aisle booths or corner booths. The top of any hanging signs or banners or trusses is 20 feet. For all other booths, all signs, banners and trusses must be approved in writing by the Pacific Dental Conference by January 20th, 2017. The Pacific Dental Conference reserves the right to remove all signs, banners and trusses which are deemed to be objectionable by the Pacific Dental Conference or its designates. Arrangements must be made in advance, through the Vancouver Convention Centre, at a cost to the exhibitor. For information on the Sign/Banner Installation & Dismantle Request Form see page 7.
HAN GING
SIGN
20’ (6.096m)
Booth Prices
Please view the interactive floor plan at www.pdconf.com. All booths will be colour coded indicating their type and price. Standard Booth – is 10’ x 10’. Cost of booths are $1,950.00 plus GST Standard Corner Booth – is 10’ x 10’. Cost of booths are $2,150.00 plus GST Deluxe Booth – is 10’ x 10’. Cost of booths are $3,200.00 plus GST Deluxe Corner Booth – is 10’ x 10’. Cost of booths are $3,400.00 plus GST Premium Booth – is 10’ x 10’. Cost of booths are $3,500.00 plus GST
View our interactive floor plan at... www.pdconf.com
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Move In / Move Out Procedures Move In
The Vancouver Convention Centre - West Building (VCC) is a unique facility, located in the busy core of downtown Vancouver. Exhibitor and freight entry to the VCC is via the Waterfront Truck Route on Waterfront Road. Vehicles will not be allowed to park in the loading areas, bays or on the truck route at any time. The VCC does not provide any exhibitor storage on-site. We suggest you contact Levy Show Service Inc. to handle your on-site Move In/Move Out and storage services. Exhibitors may only bring in exhibit materials via the delegate concourse which can be hand carried. Larger materials are prohibited by the VCC from being in the delegate concourse. The Move In schedule, showing the earliest possible Move In time, will be shown online at www.pdconf.com once the booth assignments have been made. Advance arrangements must be made with Levy Show Service Inc. for erecting, servicing, storing, dismantling, and repackaging of exhibit booths. As well fork lift services, general labour, and equipment will be available exclusively through Levy Show Service Inc. To use these services or equipment, arrangements must be made prior to the show. Levy Show Service Inc. forms will be available online December 1st, 2016.
Move Out
Booths must not be dismantled or removed prior to 5:30pm, Friday. All exhibits must be dismantled and removed from the exhibit floor by 11:00pm Friday, March 10th, 2017 unless prior arrangements have been made. Once the show ends, the aisle carpets will be removed and exhibitor crates returned. Vehicles will be given access as soon as this is completed and exhibitors are ready to move. Exhibit materials stranded in the Exhibit Hall past the move-out deadline will be removed by the PDC’s official carrier Davidson and Sons Customs Brokers Ltd. - Event Logistics Services (D&S) at the exhibitor’s expense.
Official Suppliers to the Pacific Dental Conference Davidson and Sons Customs Brokers Ltd. Contact Info Shipping and Customs Brokerage Services Davidson and Sons Customs Brokers Ltd. (D&S) #1220-1188 W. Georgia Street Vancouver BC V6E 4A2 Tel: 604 681-5132 Fax: 604 681-2601
Bob Warnock Event Logistics Director bob@davidsonandsons.com Remy Perrot Director of Sales remy@davidsonandsons.com
Shipping and Customs Brokerage
In order to facilitate the most efficient and cost effective customs brokerage and freight service possible, Davidson and Sons Customs Brokers Ltd. has been appointed as the official customs broker and transportation service provider for the Pacific Dental Conference. The Pacific Dental Conference has registered with the Canada Border Services Agency (CBSA) and has designated Davidson and Sons Customs Brokers Ltd. as the official provider of customs services. The Exhibit Hall has received “Border-to-Show” status and D&S will facilitate customs procedures based on the exhibitor needs for entry into Canada. Their staff will contact exhibitors and provide instructions prior to the conference as well as will be on-site for the entire event. Order forms will be available online from the website on December 1, 2016.*
*Show service forms and online ordering will be available from the website, on December 1, 2016 at www.pdconf.com.
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Move In / Move Out Procedures Shipping
The PDC’s official carrier and customs broker is Davidson and Sons Customs Brokers Ltd. (D&S). Arrangements for inbound and outbound shipping should be made directly with D&S ahead of time, they are available in the weeks prior to the conference and are on-site throughout the duration of the trade show for your convenience. If you are using a carrier other than D&S, please note that the show closes outside of regular business hours and you must confirm your carrier will be able to pick up on Friday, March 18th, before 11:00pm. The exhibitor is responsible for clearly marking and labelling every piece of freight being shipped. If you have contracted for either Advance or On-site Material Handling services, Levy Show Service Inc. will load your shipment onto D&S or your chosen carrier, provided you have made the necessary shipping arrangements. Please note freight stranded on the Exhibit Hall floor past 11:00pm on Friday, March 18th will be removed and transported by D&S at the exhibitors expense.
Shipping Materials for Arrival on Day-Of-Show
The Vancouver Convention Centre has limited storage space and cannot accept goods prior to the scheduled Move In time. Any deliveries arriving before their Move In time will be turned away. It is the exhibitor’s responsibility to ensure that their designated carrier arrives at the Vancouver Convention Centre at the day and time scheduled. The schedule of Move In times will be forwarded with your booth assignment. All shipments for the Pacific Dental Conference must be sent pre-paid including duty, brokerage and all taxes. Please ensure Exhibitor Name on the label corresponds with the company name on the Exhibit Account. Using the PDC’s official carrier Davidson and Sons Custom Brokers Ltd. (D&S) will ensure your materials are delivered direct to the Vancouver Convention Centre during the specified times. Please consign all direct-to-show site shipments as follows:
Exhibitor Name, Booth # PACIFIC DENTAL CONFERENCE Vancouver Convention Centre - West Building 1055 Canada Place Vancouver, BC Canada V6C 0C3 NOTE: Shipping charges to either the advance warehouse or direct-to-show site DO NOT include Material Handling. See the Material Handling/Drayage section for descriptions and options of this service. (See page 12)
Large crowds are drawn to the Live Dentistry Stage in the Exhibit Hall
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Move In / Move Out Procedures Levy Show Services Contact Info Show Services
Levy Show Service Inc. 12340 Horseshoe Way Richmond, BC, Canada V7A 4Z1 Tel: 604-277-1726 Fax: 604-277-1736
Advance Receiving Warehouse
Shipping display material in advance will ensure that exhibitor materials will be in their booths by the time installation begins. Shipments may be sent to the advance warehouse up to thirty (30) days before the move in day. All shipments must be received at the warehouse five (5) working days prior to exhibitor Move In or the exhibitor may be subject to additional handling charges. Please complete the Levy Show Service Inc. Material Handling Order Form.* Please ensure Exhibitor Name on the label corresponds with the company name on account.
Advance Receiving Warehouse Exhibitor Name, Booth # PACIFIC DENTAL CONFERENCE c/o Levy Show Service Inc. 3985 Still Creek Avenue Burnaby, BC Canada V5C 4E2
Material Handling/Drayage
To arrange for material handling at show site, exhibitors must complete and submit the Material Handling Order Form* to Levy Show Service Inc.
Advance Receiving Includes:
Receiving freight at the advance warehouse and storage for up to thirty (30) days Cartage charges from the advance warehouse to the show (Advance Receiving rate) All on-site receiving services
On-site Receiving Includes: Receiving and signing of exhibitor’s pre-paid shipment at designated Move In time Unloading and delivering shipment to exhibitor’s booth Removing and storing empty crates Returning empty crates to exhibitor’s booth following the close of the show Loading onto the exhibitor’s designated outbound carrier It is the responsibility of the exhibitor to ensure that his designated carrier arrives at the conference centre at the appropriate time and date for both Move In and Move Out. Material Handling/Drayage does NOT include any freight forwarding or post show shipping.
*Show service forms and online ordering will be available from the website, on December 1, 2016 at www.pdconf.com.
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Booth Representative Registration Exhibit Hall open March 9–10 Pre-Registration of Booth Representatives To avoid on-site charges, companies are encouraged to pre-register their representatives by February 10th, 2017, at www.pdconf.com. Exhibitor badges must be picked up at the Vancouver Convention Centre, Registration Foyer at the following times:
Tuesday, March 7 Wednesday, March 8 Thursday, March 9 Friday, March 10
2:00pm to 6:00pm 7:00am to 7:00pm 7:00am to 6:00pm 7:00am to 6:00pm
On-site Registration Booth Representatives not registered by February 24th, 2017, must register on-site. A $20 on-site fee* will be charged and must be paid in full in order to have a badge printed. All registered Booth Representatives will be entitled to two complimentary beverages at the Exhibit Hall receptions on Thursday and Friday. Please note: Booth Representatives cannot attend lectures or gain CE credits, with an exhibitor badge. Participants who would like to attend lectures must be registered as an Attendee. Please visit www.pdconf.com “For Attendees” tab for more information.
Booth Representative Credentials
Each exhibiting company is entitled to register up to six representatives per booth at no charge. Additional representatives will be charged a $30 fee*. This fee is in addition to any on-site registration fee. An alternate representative can be substituted at no cost prior to February 24th, 2017. After February 24th, 2017, new names will be considered a new representative on-site. This fee is in addition to any “additional rep” fee that may be incurred. Official conference badges must be worn at all times during the Conference. Badges are not transferable. *All fees are subject to 5% GST. Photo ID is required when picking up your badge and each representative must pick up his/her own badge.
Rules and Regulations Conditions, Rules and Regulations
All exhibiting companies agree to abide by the following rules, regulations and standards of the Pacific Dental Conference.
Acceptability of Exhibitors
The Pacific Dental Conference reserves the right to review all applications for booth space to determine their suitability.
Badge Policy
Lost or stolen badges must be reported to the registration desk. Only employees/contractors of the exhibiting company may have an exhibitor’s badge. The misuse of exhibitors’ badges could result in expulsion of the violator from the Exhibit Hall and convention without obligation by the Pacific Dental Conference.
Advertising and Promotion
Promotion must be limited to the confines of the exhibit space. The Pacific Dental Conference reserves the right to ban what it may consider objectionable premiums or novelties, and to prevent the sale or distribution of any article or product which it believes might endanger the health and safety of those attending the Conference. Circulars or items may be distributed from your assigned exhibit booth only and must not be placed or distributed anywhere else without special permission from the Pacific Dental Conference.
Exhibitor Events
No company shall be allowed to host or sponsor an event, program, or continuing education course during the Pacific Dental Conference without the written permission of the Pacific Dental Conference. This rule applies to exhibitors as well as companies not participating on the Pacific Dental Conference exhibit floor. If you have any questions, do not hesitate to contact us at exhibits@pdconf.com or 604-736-3781.
Child Policy
Only children twelve years and over are allowed in the Exhibit Hall and must have a paid ‘Exhibits Only’ badge. Disruptive behaviour will result in the revocation of attendance privileges. Infants are permitted in the Exhibit Hall in a ‘snugglie’ only and strollers are strictly prohibited.
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Rules and Regulations Smoking
The Vancouver Convention Centre is a non-smoking venue. Smoking is prohibited at all times throughout the facility including Move In and Move Out hours.
Subletting
No exhibitor shall, without the written permission of the Pacific Dental Conference, assign, sublet, or apportion the whole or any part of the space allotted. Only the registered exhibiting company will be listed in the Final Program and PDC App.
Cancellation
Deposit fees are fully refundable as long as the PDC is notified in writing prior to September 2nd, 2016. For cancellations received between September 2nd and October 31st, 2016, the deposit is forfeited to the Pacific Dental Conference. Non-receipt of the balance owing by October 31st, 2016 could result in the release of the reserved space, a forfeiting of the deposit fee, and cancellation of the contract. There are no refunds for cancellations received after October 31st, 2016 for any circumstances. Spaces abandoned or not occupied by 8:30am on Thursday, March 9th, 2017, may be repossessed without indemnity and reassigned by the Pacific Dental Conference for exhibits or other use.
Compliance With Regulations
The Pacific Dental Conference reserves the right to take such action and to make such changes as are considered necessary to the efficient and proper conduct of the exhibition. The Pacific Dental Conference reserves the right to restrict exhibits, which, because of noise or any other reason, become objectionable. Non-compliance with regulations, as determined by the Pacific Dental Conference, can result in the removal of the offending exhibitor or the closing of his exhibit, without indemnity, and the Pacific Dental Conference is released from any kind and all claims for damage which might result in consequence thereof.
Fire Department Regulations
The Vancouver Fire Department and Vancouver Convention Centre regulations are vigorously enforced. Fire hose cabinets must be left accessible and in full view at all times. All aisles must be kept clear and all exits to fire stairs unobstructed. All drapes, table coverings, display materials, and papers used for decorating purposes must be flame-proof and subject to inspection by the Vancouver Fire Department and the Vancouver Convention Centre. No flammable fluids or substances may be used or shown in booths. Dust covers, if required, must be supplied by the exhibitor and must be flame-proof.
Insurance
The Pacific Dental Conference will take every reasonable precaution to prevent loss to exhibitors’ goods, but under no circumstances will the Pacific Dental Conference or the Vancouver Convention Centre assume any responsibility for loss or damage to exhibitors’ goods which might ensue from any cause in connection with transfer, installation, maintenance, or removal of exhibits. The Pacific Dental Conference, and the Vancouver Convention Centre are not responsible in any way for goods while on exhibit or in storage. Exhibitors are strongly advised to maintain normal precautionary measures to protect their display material and equipment and to cover their property and person with suitable insurance. It is suggested that exhibitors carry a minimum of $2 million general liability insurance and all-risk legal liability insurance.
General
All matters not covered in these regulations are subject to the decision and control of the Pacific Dental Conference, notwithstanding anything in the application for space or contained in these regulations. The Pacific Dental Conference expressly reserves the right to change the dates of the Conference; to transfer the Conference to another building if, for any reason, the Vancouver Convention Centre should not be available; to change the floor plan or alter the location and/ or alter the size of the exhibitor’s space.
Limitation of Liability
In case the premises are destroyed, or in case any circumstances whatsoever, which shall make it impossible for the Pacific Dental Conference to permit any exhibitor or exhibitors to occupy the premises, the exhibitor shall pay for space only for the period the space was or could have been occupied by such exhibit or exhibitors. The Pacific Dental Conference is released from liability of any kind and all claims for damage which might arise in consequence thereof. In the event that for any reason the exhibition is not held as proposed, the Pacific Dental Conference, on refunding all monies received from an exhibitor or exhibitors, shall be released from all claims for damage.
Variations
No verbal arrangement or any variation of this Agreement or its conditions is binding on the Pacific Dental Conference unless confirmed to the Lessee, in writing, by the Pacific Dental Conference.
Governing Law
Each and all of the provisions of these Conditions and Rules shall be deemed an integral part of the contract for exhibit space, with the same force and effect as if set forth in said contract. The law governing the interpretation and implementation of this contract is the law prevailing from time to time in the province of BC.
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Hotel Information Take advantage of the special hotel rates available only to the Pacific Dental Conference participants at the hotels listed here. Reservations can be made directly with these hotels by phoning or by clicking the links found in the Hotel Information section of the Pacific Dental Conference website www.pdconf.com. Rates are subject to room availabilty.
Conference Hotels
Exhibit Hall open March 9–10
You must mention the Pacific Dental Conference 2017 to receive the special rates
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Fairmont Pacific Rim Hotel
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Pan Pacific Vancouver Hotel
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Fairmont Waterfront Hotel
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Four Seasons Hotel Vancouver
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Vancouver Marriott Pinnacle Downtown Hotel
Pinnacle Hotel Vancouver Harbourfront
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Toll-free: 1-877-900-5350 Quote Block Code: PDCY0316 Single/Double starting at $265
Toll-free: 1-844-337-3118 Single/Double starting at $209
Coast Coal Harbour Hotel
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Toll-free: 1-800-663-1515 (Canada) Toll-free: 1-800-937-1515 (USA) Single/Double starting at $239 Toll-free: 1-800-441-1414 Single/Double starting at $229 Toll-free: 1-866-223-9333 Single/Double starting at $195
Toll-free: 1-800-663-1144 Quote Group Block: CCC-GFC3544 Single/Double starting at $190
8
Hyatt Regency Vancouver
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Metropolitan Hotel Vancouver
Toll-free: 1-604-683-1234 Single/Double starting at $219 Toll-free: 1-800-667-2300 Single/Double starting at $174
Fairmont Hotel Vancouver
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Toll-free: 1-800-207-4150 Single/Double starting at $215
Toll-free: 1-800-257-7544 Single/Double starting at $219
Delta Vancouver Suites
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Toll-free: 1-888-663-8811 Single/Double starting at $179
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Thanks to our 2016 Exhibitors for making the
3M Oral Care Dental Products 3Shape A B Implants A-dec, Inc. ABELDent Inc. AboutFace Accen Dental ACTEON North America Acu-Xpd Al Heaps & Associates Inc. Align Technology Alignmed BC Functional Apparel Allstar Dental Laboratories American Eagle Instruments, Inc. Argen Canada Aseptico Attridge Dental Real Estate Aurum Group Autoclave Testing Supplies, Inc. BaseVac Dental BAVO The Dentists’ Laboratory BC Lung Association’s QuitNow Services BC Oral Cancer Prevention Program Belmont / Takara Company Canada Ltd. Beutlich Pharmaceuticals, LLC Beyes Canada BioHorizons Canada BIOLASE BIOMED DISPOSE-IT Bisco Dental Products Canada Inc. Blue & Green Inc. BMO Bank of Montreal BQ Ergonomics Brasseler Canada British Columbia Dental Association British Columbia Dental Hygienists’ Association Can - Am Gold Canadian Academy for Esthetic Dentistry Canadian Dental Assistants’ Association Canadian Dental Association Canadian Dental Hygienists Association Canadian Dental Staffing Carestream Dental Carl Zeiss Canada Ltd. Carolyn Design CDSPI Centrix, Inc. Certified Dental Assistants of British Columbia Chase Paymentech CIBC
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Citagenix Inc. ClearCorrect ClearDent Clinical Research Dental Supplies & Services Colgate College of Dental Hygienists of BC College of Dental Surgeons of BC College of Dental Technicians of BC College of Denturists of BC Coltene Inc. ConfirmByEmail Crest Oral-B Creston Valley, B.C. D-Sharp Dental David Mitchell General Contractor DenMat Dental Canada INSTRUMENTATION Dental Industry Association of Canada Dental R.A.T. Dental Savings Club Dental Technicians Association of BC Dental Tribune America, LLC Dental USA DentalEZ Dentalree.com DentistFind.com Dentsply Canada Limited Dentsply Tulsa Dental Specialties Denturist Association of British Columbia deserve fine jewelry Designs for Vision, Inc. DEXIS DiaDent Group International Digital Doc, LLC DMG Canada Inc. Doxa Dental DPAP Counselling Drink E-Z Products Inc. East Side Dental Clinic EasyMarkit Embrosin Medical Technologies Inc. Endo/Tech Everything Uniforms Executive Dental Supply Ltd. FDI - World Dental Federation FIRMA Energywear First Edition First Aid Training Inc. Forbes IT Solutions Ltd. Garfield Refining Company
Garrison Dental Solutions GC America Inc. Gendex Dental Systems Germiphene Corporation Gibraltar Holdings Ltd. & Terian Ventures Ltd. GlaxoSmithKline Consumer Healthcare GLO Apparel GluStitch Inc. Golden Dental Solutions HANSAmed Limited Hayat Shahi & Co., Chartered Professional Accountant Hedy Canada Henry Schein Heraeus Kulzer Hiossen Implant Canada Inc. Hu-Friedy Mfg Co. i-CAT iFinance Dentalcard Implant Direct International iNetTechnologies Inc. Inliant Dental Technologies Instrumentarium International College of Dentists - Canada Isolite Systems ICD - International College of Dentists Ivoclar Vivadent Canada Inc. J. Morita USA, Inc. Johnson & Johnson Inc. Journees dentaires internationales du Quebec JR Financial KaVo Dental Kavo Kerr Group Kennedy Professional Seminars KERATOR (Daekwang IDM) Kerr Corporation Keystone Dental Kindness in Action Kuraray America Larr Sales Inc. LED Dental Lighthouse 360 Lips Inc. Login Canada LumaDent, Inc. M.A.R.S Bio-Med Processes Inc. Magellan Dental Arts Main Street Hub
**Companies highlighted in purple were supporters of the PDC through sponsorship or advertising in 2016
Pacific Dental Conference a huge success! Master Dental Solution Ltd. Maxident Dental Software maxill inc. MCS Handpiece Ltd. Medical Mart MediCapital Inc. Medicom Inc. Merganzer Health Ltd. Meta Biomed Inc. Microcopy MicroDental Laboratories at Vancouver Micrylium Laboratories Midmark Corporation Miele Limited Millennium Dental Technologies, Inc. Mimountino Designs Ltd. MIS Implants MNP LLP Modern Precison Dental Instruments Co., Ltd. MS Meditech Solutions Inc. National Dental Inc. National Dosimetry Services National Leasing Healthcare Financing National Massage Chairs NextLevel Practice Nobel Biocare Canada Inc. NSK Dental LLC nu apparel NuSmile Ocean Ceramics Ltd. Ocean Pacific Med Tec Ltd. Ontario Dental Association ASM Oral Oncology BC Cancer Agency Oral Science Orascoptic Orbit Imaging Centres Orthodontic Supply of Canada Inc. Pacific Blue Cross Pacific Training Institute for Facial Aesthetics Paradise Dental Technologies Patterson Dental Pelton & Crane Philips Sonicare Planmeca USA, Inc. Posture Perfect Solutions Ltd. Precision Dental Handpiece & Supplies Inc. Premier Dental (Canada) Premium Dental Laboratories Ltd. Pro One Uniforms Professional Practice Sales Ltd. Professional Sales Associates, Inc. ProNorth Solutions Inc. ProSites, Inc. Protec Dental Laboratories Ltd. Proto3000 Provision Chartered Professional Accountants Inc. Pulpdent Corporation Purtzki & Associates Q-Optics R & D Impex Raymond James/ White Smile Wealth Management RBC Dominion Securities RBC Royal Bank Rejuvenate Network
Renaissance Cosmetic Arts Dental Lab. RGP Dental, Inc. Rogers OutRank ROI Corporation Rose Micro Solutions Ross Healthcare Inc. Royal Canadian Dental Corp Royal Crown Precious Metals Ltd. Rx Honing (Sharpening) Machine Sable Industries Inc. Safari Dental Inc. SciCan Ltd. Scotiabank Scrub Depot SDI (North America) Inc. Septodont SheerVision Shofu Dental Corporation Sinclair Dental Co. Ltd. Sirona Dental Systems GmbH SmartWeb Canada Smile Restoration Dental Lab Snap On Optics Solutionreach Sowingo.com Corp. SS White Staff Direct Strathcona Community Dental Clinic Straumann Sultan Chemists, Inc. Sunstar Canada Supermax Healthcare Canada Inc. Supremed Instruments Sure Dental Surgically Clean Air Swell Private Wealth
Directional Cubes
Synca Marketing Inc. TD Canada Trust Thommen Medical Canada Inc. Thompson Rivers University Transitions Group North America Treasure Tower Rewards Canada Ltd. TriHawk Inc. UBC Faculty of Dentistry, Continuing Dental Education Ultimate Creations, Inc. Ultralight Optics UniNature Dental Enterprise (BC) Inc. Unique Dental Supply Inc. Univet Optical Technologies North America Inc. Valuemed Professional Products Ltd. Vancouver and District Dental Society Vancouver Community College Foundation Varndell Professional Leasing VOCO Canada, Inc. Waterpik Canada Western Handpiece Repair Ltd. Western Society of Periodontology Wisniewski Personalized Wealth Solutions at Investors Group Xlear Inc. Young Living Essential Oils Zimmer Biomet Zoll
Program Ad
Name Badge Lanyard
Attendee Bag Flyer Inserts Pen Mobile App
Are you reaching YOUR target audience?
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Advertising Opportunities Maximize your business potential and reach key decision makers!
How can you ensure your company’s name stands out from the competition and is recognized by thousands of Pacific Dental Conference attendees? Take advantage of the PDC’s highly-visible advertising and sponsorship opportunities, which provide a cost-effective way to maximize your exposure at the 2017 show.
Preliminary Program
The Preliminary Program provides information on registration procedures, speaking session content, and other special events. There are only four of these advertising spaces available. In November, prior to the conference, 20,000 programs will be printed and mailed to all potential attendees. A
Advertising in Preliminary Program (Full Colour)
Outside Back Cover (Full Page)................ $4,500 One Inside Front Cover (Full Page).................. $3,800 One 1/3 Page.................................................. $1,500 Four
B C
Mailing Info
All Prices are subject to 5% GST
Full Page Bleed 8.44 x 7.67
Full Page Bleed 8.75 x 11.25
1/3 Page 2.36 x 9.16
Conference Program Drive traffic to your booth! Have attendees looking for you! This is a prime opportunity to tell potential and existing customers what you will be showcasing in the Exhibit Hall and where you will be located. The Conference Program provides information on speakers session content, special events and exhibitor product listings. There are a limited number of advertising spaces available in different sizes. Approximately 17,000 programs will be printed and about 5,000 of those will be mailed out in January prior to the conference to pre-registered attendees and dental offices. Advertising in Conference Program (Full Colour)
Outside Back Cover (Full Page)................ $4,500 Inside Front Cover (Full Page).................. $4,000 Inside Back Cover (Full Page)................... $3,800 Full Page (best exposure)........................ $3,000 1/2 Page.................................................. $2,400 1/3 Page.................................................. $1,800 1/4 Page.................................................. $1,100
One One One Eight Five Six Six
All Prices are subject to 5% GST
A
C
B Full Page Bleed 8.75 x 11.25 Full Page 7.00 x 9.85
1/2 Page Horiz. 7.25 x 4.44
1/3 Page Vert. 3.63 x 9.70
eBlasts (attendee/subscriber electronic newsletter)
Get your message out via email to Pacific Dental Conference subscribers. Your 3.5” x 3.5” advertisement can highlight a new product or let attendees know about your show specials. Each eBlast is scheduled to go out to over 12,000 subscribers on a monthly basis from September to March. Act fast! We only have space for two advertisements per email eBlast. Need help with an ad? Let us design your ad - call for a quote. September........$350 October............$400 November.........$425
December.........$450 January.............$600 February...........$600
March...............$600
Starting at: $ 350 plus GST (one e-mail eBlast)
All Prices are subject to 5% GST
Cancellation Policy and Deposit Deadlines
There will be no refunds, under any circumstances, for any purchased sponsorships or advertising opportunities. Items which are exclusive require full payment at the time of selection, are non-refundable. In the event that a company can not attend or withdraws from the conference, refunds will not be granted. Deposits for advertising are required when selecting the ad spot and final payment is due October 31st, 2016.
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For more detailed information on each of these offers please contact us at 604-736-3781 or exhibits@pdconf.com
D 1/4 Page Vert. 3.67 x 4.48
Sponsorship Opportunities Maximize your business potential and reach key decision makers!
Product Stage
‘Live’ marketing opportunity in the PDC Exhibit Hall. 1 hour time slots for current exhibitors to promote their new or existing products. Presentation slots on Thursday and Friday will be assigned on a first come, first served basis and start at 9:30am and finish at 3:30pm. Cost per spot: $1,000**
PDC Mobile App (Exclusive sponsorship)
Your logo will be displayed on the splash page, and six banner ads/click throughs to your website on the PDC App for smartphones and iPads. Logo on panels at registration desks, and on signage around the convention centre. Sponsorship fee: $10,000**
On-site Opportunities Escalator Runners Stair Risers Elevator Wraps Pillar Wraps Directional Cubes
Reader Boards:
•Conference at Glance •Exhibit Hall
Flyer Insert into Bag Wine Tasting Social Event Exhibit Hall Reception
Attendee Neck Lanyards (Exclusive sponsorship)
Reinforce your company’s support by literally “hanging-around” every attendee’s neck everyday of the conference. Attendees can’t enter sessions or the Exhibit Hall without wearing their badge, so you have guaranteed exposure! (11,000 lanyards) Sponsorship fee: $10,000**
Pens
(Exclusive sponsorship)
Put your company name or logo in the hand of every attendee! Pens will be distributed inside the attendee bags with conference literature. Sponsorship fee: $8,000**
Mobile Charging Kiosks
Note Pads
Attendees need to recharge their mobile devices while attending the Pacific Dental Conference. The Charging Kiosks will be centrally located in the Exhibit Hall, and will be operating Thursday and Friday during the day. Your company name/logo will be Sponsorship fee: on the kiosk signage and screensaver You can also provide a video loop. $5,000**
One of the most sought after items in the attendee bag!
(Exclusive sponsorship)
(Exclusive sponsorship)
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Other Promotional Opportunities
We are exploring other possible sponsorship and advertising opportunities. As these become available we will notify our registered exhibitors by email and e-newsletters with the details of these new opportunities. If you have ideas of new ways we can work together to promote your company, please contact us to discuss. You can book your advertising easily online using your exhibitor account under “Purchase Advertisements” and make your payment by Visa, MasterCard, or American Express as you did with your booth.**The above prices are subject to the 5% GST. A booth must be purchased in order to advertise at the conference.
For more detailed information on each of these offers please contact us at 604-736-3781 or exhibits@pdconf.com
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March 9-11
2017 Pacific Dental Conference Contact Information
Future Conference Dates
Pacific Dental Conference 305 – 1505 West 2nd Avenue Vancouver, BC V6H 3Y4
Vancouver Convention Centre March 8-10, 2018 March 7-9, 2019 March 5-7, 2020
We can be reached at:
Telephone: 604-736-3781 Email us at: exhibits@pdconf.com website: www.pdconf.com