Submitting your exhibitor application is a quick process, and you can edit your details at any time via the exhibitor portal which you will be granted upon successfully submitting your application. Your exhibitor profile will be instantly available in the event application, website, and other external systems, and will sync with any future changes you make.
Location of CVMA Convention:
Quebec City Convention Centre
1000, boul. René-Lévesque est
Québec (Québec) G1R 5T8
INCLUDED IN THE RENTAL OF EXHIBIT SPACE
The cost of the booth(s) includes two (2) lunches per day (for Friday and Saturday) per booth. The lunches will be served in the Exhibit Hall from 11:30am to 1:30pm on Friday and Saturday. For additional company representatives there will be a fee of $75.00/day per representative, which will include lunch(es) and refreshment breaks.
EXHIBIT FEE DOES NOT INCLUDE:
SET-UP AND DISMANTLING
Set-up: Thursday, July 9 from 8:00am to 4:00pm with no exceptions.
Dismantling: Saturday, July 11 from 1:30pm until 6:00pm with no exceptions.
Please note: The display company will assemble any exhibit not completely set-up by 4:00pm on Thursday, July 9 at the Exhibitors’ expense.
CANCELLATION AND SUBLETTING
Exhibit space, which has been assigned and confirmed, is non-transferable. Cancellations before April 1, 2020 shall be subject to an administration fee of $250.00. Cancellations by May 1, 2020 shall be refunded 50% of booth fee. No refunds will be made on or after May 1, 2020.
Spaces abandoned or not occupied at the time of opening of the Exhibit Hall may be repossessed without indemnity and reassigned by the CVMA Management for exhibits or other uses.
EXHIBIT FLOOR / BOOTH SPACE
The Exhibit Area will be located in the 2000ABC Hall of the Quebec City Convention Centre. All lunches and refreshment breaks for Friday and Saturday will be held in the Exhibit Hall. Booth spaces will be constructed of tubular aluminum covered with flameproof drapes. The backwall screening will be 8’ high and the sidewalls will be 3’ high. The floor of the convention centre is carpeted, but if different carpeting is desired, it should be provided by the exhibitor or may be rented from the display company.
Security and volunteers will be on stationed Thursday through Saturday to monitor badges for entrance to the Exhibit Hall. There will be a security guard on duty during the move in and move out period. The Quebec City Convention Centre is locked once all programming has ended. However, this does not guarantee Exhibitors from loss of any nature. Exhibitors are, therefore, encouraged to insure display materials.
CVMA QUEST FOR DELEGATES
The CVMA Quest as a passport program for delegates will be once again available on our Convention App. Delegates are encouraged to visit participating exhibitors to obtain the exhibitor’s unique passcodes in a time-sensitive manner. Daily prizes will be awarded to participants.
Fire hose cabinets must not be obstructed and must be entirely accessible and in full view at all times. Likewise, no fire exit is to be blocked or obstructed at any time. All display material must be flameproof and is subject to inspection by the Provincial Fire Marshall. No hazardous display of any nature will be permitted in any area. This includes open flames, hot coals, candles, LPG lighters, charcoal grills, flammable liquids, LPG containers, toxic liquid or gases, hazardous chemicals, etc. or any hazardous liquid, solid or gas of a similar nature. No propane is allowed. Local fire and safety regulations and policies must be observed at all times.
CVMA will not be responsible or liable for injury to the person or property of the Exhibitors, their guests, employees or agents. Furthermore, the Exhibitor agrees to hold harmless and defend the CVMA, its officers, directors, employees and agents from any liability of personal injury and loss or property damage. All property of an Exhibitor is understood to remain in his/her care, custody and control in transit to or from within the confines of the Exhibit Hall. Should the exhibit fail to arrive, the Exhibitor is nevertheless responsible for the booth rental fees.
RESTRICTIONS AND REGULATIONS
The CVMA Show Management reserves the right to restrict exhibits which, because of noise or other reasons, become objectionable, and also to close without indemnity the exhibit of an Exhibitor who shall refuse, after notice, to conform to the regular rules, which apply to all other Exhibitors.
Products to be exhibited must be germane to the practice of veterinary medicine. They may not include live animals, unless authorization has been sought separately from Laima Laffitte, Advertising and Sponsorship Consultant, who can be reached at (613) 673-2659 or e-mail: firstname.lastname@example.org
Advertising and distribution of promotional material must be limited to the confines of the booth(s) of each respective Exhibitor.
Exhibitors will be held responsible for any damage done to the Quebec City Convention Centre by them or their representatives. No signs shall be fixed to walls, drapes, electrical outlets, etc., by the use of nails, tacks, staples, scotch tape, etc. Only paper signs using masking tape may be fastened to the walls. No nails, tacks, or screws shall be driven into woodwork or flooring of the building.
INCOMING SHIPMENTS AND RECEIPT OF DISPLAY MATERIALS
Should you need to send exhibit material in advance, it should be sent to the attention of the display company, who can receive your shipment(s) in advance, store and then deliver the shipment(s) to the 2000ABC Hall (Exhibit Hall). The display company is GES Event Management. Further information will be available in the Exhibitor Manual in January 2020.
The Quebec City Convention Centre does not accept advance freight shipments for Exhibitors or Sponsors. The same procedure will be followed for return shipment(s).
Prevailing rates for transport and storage will be charged to the Exhibitor. All labour charges, delivery, loading, unloading, crate storage and dismantling of Exhibitor owned materials are the financial responsibility of the Exhibitor.
Exhibitors not using transport services must plan their shipments to arrive on set-up day, Thursday, July 9 and should be prepared to pick up the shipment(s) at the dock area and move it to the exhibit floor. An Exhibitor’s representative must be on-site to sign for the shipment(s); otherwise it will not be accepted. Neither the Quebec City Convention Centre nor the display company will sign for any shipment(s).
CUSTOMS BROKERS / SHIPMENTS FROM THE USA
Information on customs broker and shipments from the USA will be sent to confirmed exhibitors.
All electrical equipment operating at the show must be approved. CSA standard-compliant equipment will be available.
Arrangements for electrical service or electrical lighting equipment, over and above what is included with the rental of your booth (1500 watt outlet) must be made exclusively with the show provider.
Order forms for electrical and lighting will be available in your portal once your booth number has been confirmed.
The Quebec City Convention Centre has a Concierge Desk and Business Centre; check the website at the following link: https://www.convention.qc.ca/en/organizers/services/#tab-concierge-desk-and-business-centre-5
Information for telephone and high-speed internet services for Exhibitors will be supplied to confirmed exhibitors in the Exhibitor Manual.
GUIDE TO EXHIBITS
All participants to the CVMA 2020 Convention will receive a company listing in the “Program and Exhibit Guide” and on the Convention App with your company profile and respective booth number.
The CVMA requests that each Exhibitor submit their description using the online portal that will be provided once booth space has been confirmed. It will be the responsibility of the exhibitor to ensure that your company description and logo is uploaded to the site. This description should be less than 50 words and should briefly summarize what attendees can expect to find at your booth. The deadline for receipt of information is April 3, 2020.
The CVMA has negotiated special hotel rates at Quebec City Marriott Downtown (across the street from the Convention Centre) for exhibitors. Exhibitors are asked to book their own accommodations EARLY, as hotel rooms are at a premium and will sell out fast in the summer tourist season.
Quebec City Marriott Downtown (across from Quebec City Convention Centre)
850 Place d’Youville, Quebec City, Quebec, G1R 3P6
Standard Room: $319.00 + taxes
Quebec City Convention Centre
A pedestrian tunnel links the Québec City Convention Centre to four indoor parking lots with a total of 4,175 parking spaces. The car parks are managed by Indigo and Société Parc-Auto du Québec.
Quebec City Marriott Downtown: Off-site Parking $5 CDN/hour, $18 CDN daily; Valet Parking $30 CDN/day
*Parking rates subject to change by July 2020
Tickets for the Saturday night social evening will need to be purchased separately. Tickets will be available with the on-line Exhibitor Registration.
For tourist information, please visit Quebec City Tourism at: https://www.quebec-cite.com/en/