48th CARA Annual Conference - Canadian Association of Research ...

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48th CARA Annual Conference - Canadian Association of Research ...
Jacques – Cartier Bridge in Montréal
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                                         48th CARA Annual Conference
                                           May 26 - 29, 2019 | Le Centre Sheraton | Montréal, QC
                                                       In Partnership with ADARUQ

                                                  SPONSOR/EXHIBITOR
                                                INFORMATION PACKAGE

                                                                                        Parc Lafontaine in Montréal
                                                                                        © Montréal Tourism / Tourisme Montréal

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48th CARA Annual Conference - Canadian Association of Research ...
OVERVIEW | 2019

ABOUT CARA                                                     CARA 2019 ANNUAL CONFERENCE
The Canadian Association of Research Administrators            In partnership with ADARUQ (Association des
(CARA) is a national voice for research administrators in      Administratrices et Administrateurs de recherche du
Canada. With over 1000 members across Canada, our              Québec), CARA 2019 will be held at Le Centre Sheraton
professional organization's strength is in its diversity and   Montreal Hotel on May 26 - 29. The Conference will offer
comprehensive approach to research administration.             a unique opportunity to interact on a one-on-one basis
CARA provides a critical interface between all                 with over 600 delegates including Vice Presidents and
stakeholders in the management of the research                 AVPs Research, Directors and Managers of Research
enterprise at various institutions.                            Offices and Research Finance units, Lawyers and Risk
                                                               Managers, Communications and Contract specialists,
Founded in 1971, this national association is committed        Tech Transfer and Commercialization specialists and
to:                                                            those tasked with the information management that
      •   Advancing the profession through advocacy and        accompanies the administration of complex research
          professional development;                            operations.
      •   Improving the efficiency and effectiveness of        Sponsorship opportunities with CARA will provide your
          research administration at post-secondary            organization a direct and effective way to promote your
          institutions, hospitals, and other research-         brand to new and existing clients. CARA provides a suite
          intensive organizations, centers and institutes;     of opportunities that help your organization:
      •   Maintaining a strong presence and coherent voice         ➢ Generate sales leads
          on key issues relevant to research; and                  ➢ Launch new products
      •   Fostering collaboration with other organizations         ➢ Develop your brand
          that are active in the research enterprise.              ➢ Build new and enhance existing business
                                                                       relationships
CARA is governed by a volunteer Executive Board and is
guided by our Strategic Plan. CARA also partners with
                                                               INVITATION
other organizations to advance its objectives and increase
opportunities for members.
                                                               We warmly invite you to consider the benefits of
                                                               participating as a CARA 2019 Annual Conference
                                                               Sponsor. We offer a myriad of sponsorship opportunities
                                                               in a range of packages to meet your organization’s needs.
                                                               Details of the sponsorship opportunities are outlined in this
                                                               prospectus.

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48th CARA Annual Conference - Canadian Association of Research ...
CARA 2018 ANNUAL CONFERENCE STATISTICS

                          CARA 2018                                              CARA 2018
                     SYSTEM DOWNLOADS                                       MOBILE APP ADOPTION
                                                                                       ADOPTED (%)

                114                                                         29%

                                             280                                                       71%

                             IOS   Android

                     CARA 2018                                                        CARA 2018
                ATTENDANCE BY REGION                                              INDUSTRY SEGMENTS

ONTARIO (ON) 60%                         ALBERTA (AB) 2%                               UNIVERSITIES
BRITISH COLUMBIA (BC) 7%                 MANITOBA (MB) 2%                              COLLEGES
NEW BRUNSWICK (NB) 3%                    NEW FOUNDLAND & LABRADOR (NL) 1%              GOVERNMENT
NOVA SCOTIA (NS) 2%                      QUEBEC (QC) 18%                               HEALTH RESEARCH INSTITUTES
SASKATCHEWAN (SK) 4%                     MISSOURI (USA) 1%                             COMPANY / EXHIBITOR COMPANY

                        4%   1
                                                                                         5%
                                                                                  9%
          18%

                                                                        7%

    2%                                                                6%
     1%

    3%
     2%                                       60%

          7%
                                                                                                        73%
                2%

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PLATINUM                      GOLD                        SILVER                  BRONZE                  EXHIBITOR
                       ($8,000)                  ($7,000)                      ($6,000)                ($4,000)                 ($2,000)*

                - Company logos on       - Company logos on            - Company logos on        - Company logos          -     Listing on
                  Conference               Conference website,           Conference website,       on Conference                Exhibitor
                  website, on-site         on-site sponsor board         on-site sponsor           website, on-site             Floor Plan
                  sponsor board &          & exhibitor floor plan        board & exhibitor         sponsor board &
                  exhibitor floor plan                                   floor plan                exhibitor floor plan
                                         - Company banner at                                                                   Please note:
                - Company banner at        registration                - Acknowledgement at      - Sponsor slide loop     Early Bird discount
                  registration                                           the AGM                   at conference          (15%) will apply for
                                         - Acknowledgement at                                                               registration by
 COMPANY        - Acknowledgement          the AGM                     - Sponsor slide loop at                              January 7, 2019
  LOGO            at the AGM                                             conference
                                         - Sponsor slide loop at
                - Sponsor slide loop       conference
                  at conference
                                         - Advertisement in CARA
                - Promotional email        Newsletter
                  sent by CARA on
                  your behalf to
                  registrants prior to
                  conference

                - Advertisement in
                  CARA Newsletter

REGISTRATION    $100 discount / person     $75 discount / person       $50 discount / person                -                       -
FEE DISCOUNT

                - 8 x 10 ft. space       - 8 x 10 ft. space            - 8 x 10 ft. space        - 8 x 10 ft. space       - 8 x 10 ft. space

CORPORATE       - Single table & 2       - Single table & 2 chairs,    - Single table & 2        - Single table & 2       - Single table & 2
 BOOTH AT         chairs, free wi-fi       free wi-fi                    chairs, free wi-fi        chairs, free wi-fi       chairs, free wi-fi
 THE EVENT
                - Higher priority for    - Higher priority for booth   - Higher priority for
                  booth selection          selection                     booth selection

                - Banner Ads             - Banner Ads                  - Sponsor Listing         - Sponsor Listing        - Exhibitor Listing

                - Company Icon on        - Company Icon on the         - Interactive Listing     - Listing with logo
                  the App menu             App Menu
CARA MOBILE                                                            - Featured Listing
   APP          - Featured listing       - Featured Listing

                - Polls and Surveys      - Polls and Surveys

                - Marketing Data

  SPEAKING      10 min presentation at    10 min presentation at                   -                       -                        -
OPPORTUNITIES       Monday lunch             Tuesday lunch

 BREAKFAST              2 reps                     2 reps                       2 reps                  2 reps                   2 reps
 AND LUNCH

  OPENING            Up to 4 reps                  2 reps                       2 reps                  2 reps                   2 reps
 RECEPTION
GALA DINNER          Up to 4 reps                  2 reps                         -                        -                        -
PRESIDENT’S          Up to 4 reps                     -                            -                       -                        -
 RECEPTION
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ADDITIONAL SPONSORSHIP OPPORTUNITIES | 2019

Opening Reception | $4,000                                      Reserved Table | $500
SUNDAY: 18:00 - 19:00                                           MONDAY LUNCH

                                                                > A table will be reserved for you to host. Your signage
> Exclusive Sponsor Slide
                                                                will be placed on the table and you invite your guests to
> Exclusive table booth inside the ballroom
                                                                sit with you
> Recognition by the CARA President at the event
> Up to 4 free reception tickets
                                                                Bag Inserts | $400
President’s Reception* | $2,000
MONDAY: 18:00 - 18:45                                           > Put your advertising material or promotional item in the
*A private event hosted by CARA President to recognize the      hands of all conference attendees
contributions of CARA award winners, volunteers, partners and   > CARA will insert your supplied item into every bag
sister organizations.                                           (must fit 9:x9: space, no breakables or liquids)

> Recognition by the CARA President
> 5 min. speech after the CARA President’s opening
                                                                Mobile App Banner Ad | $500
remarks
                                                                > Put your ad on a scrolling banner in the CARA 2019
                                                                conference app
Breakfast | $5,000                                              > Attendees can click the ad and be directed to your
MONDAY- WEDNESDAY                                               website
> Exclusive Sponsor Slide
> Max. 2 promotion items/brochures at breakfast tables
> Recognition by the CARA President at the event                Pre-conference Ad | $400
> 5 min. speech after CARA President’s remarks
                                                                > Reach all CARA members who subscribe to the cara-
                                                                net email list
Conference Dinner - Location | $6,000                           > Provide your message to CARA and it will be included
MONDAY: 19:30 ONWARDS                                           at the bottom of one CARA’s weekly updates
> Exclusive Sponsor Slide
> Max. 2 promotion items/brochures at the dinner table
> Recognition by the CARA President at the event                Lanyards | $1000* *Offer available until JANUARY 31, 2019
> Up to 4 free dinner tickets
> 5 min. speech after the CARA President’s recognition          > CARA will produce lanyards with your logo and supply
                                                                them to all attendees
Coffee Break | $2,000*                                          > CARA will insert your supplied item into every bag
MONDAY- WEDNESDAY

> Your signage on food table at coffee break

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SPONSOR / EXHIBITOR REGISTRATION FORM | 2019

  Please check your choices:

SPONSOR/EXHIBITOR PACKAGES                                                                    Check ( √ )
PLATINUM ($8,000)
GOLD ($7,000)
SILVER ($6,000)
BRONZE ($4,000)
EXHIBITOR (by January 7th, 2019: $1700, after January 7th, 2019: $2000)
EXCLUSIVE SPONSORSHIP OPPORTUNITIES
Opening Reception ($4,000)
President’s Reception ($2,000)
Breakfast ($5,000)
Conference Dinner ($6,000)
AM or PM Coffee Break ($2,000)
Reserved Table ($500)
Poster Competition ($1000)
Attendee Bag Inserts ($400)
Mobile app banner ad ($500)
Pre-conference ad in CARA weekly update ($400)
Lanyards ($1000) (This offer opens until January 31, 2019)
CONFERENCE DINNER TICKET for exhibitor representative(s) ($100+5% GST+9.975% PST / person)*
*Please indicate the number of dinner tickets you want to purchase:

  For representatives who choose Sponsor Packages or Corporate Booths, please check the Exhibition
  Floor Plan on the following page and indicate your first three choices of table booths.
  We will confirm your booth number by: April 1st, 2019

  Booth numbers:       1st choice              2nd choice            3rd choice
  Company name:
  Contact name and title:
  Email:                                                      Telephone:
  Address: City ____________________________                  Province/State ____________________
           Country _________________________                  Postal code/Zip code ____________
  Please describe briefly the products will be displayed at your booth:

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EXHIBITOR FLOOR PLAN | 2019

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EXHIBIT / SPONSORSHIP APPLICATION FORM | 2019

Please list the names, email addresses, dietary restrictions of the exhibitor representatives:

REPRESENTATIVE 1:

Name: _______________________________________
Email Address: ________________________________
Dietary Restrictions: ____________________________
Entrée preference at the dinner (if applicable):
Beef     |     Fish | Vegetarian

REPRESENTATIVE 2:

Name: _______________________________________
Email Address: ________________________________
Dietary Restrictions: ____________________________
Entrée preference at the dinner (if applicable):
Beef     |     Fish | Vegetarian

REPRESENTATIVE 3:

Name: _______________________________________
Email Address: ________________________________
Dietary Restrictions: ____________________________
Entrée preference at the dinner (if applicable):
Beef     |     Fish | Vegetarian

REPRESENTATIVE 4:

Name: _______________________________________
Email Address: ________________________________
Dietary Restrictions: ____________________________
Entrée preference at the dinner (if applicable):
Beef     |     Fish | Vegetarian

Notes:

The entrée preference only applies for those who pay for the dinner fee of $100 +( 5% GST + 9.975% PST)

For GOLD SPONSORS ONLY: Dinner for up to 2 representatives are complimentary.

For PLATINUM SPONSORS ONLY: Dinner for up to 4 representatives are complimentary.

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PAYMENT / CANCELLATION POLICY | 2019

Payment Information:
Thank you for your interest in sponsoring and/or exhibiting at CARA 2019

Make cheque payable to CARA/ACAAR. Note that the cheque must be post-marked by April 15th, 2019.

For cheque payment, please return both Registration Form (pages 6 & 8) and the cheque to:

CARA/ACAAR
2019 Sponsor/Exhibitor Registration
1710 - 350 Albert Street
Ottawa, ON K1R 1B1
An invoice can be sent upon request. Please contact Kaleb Antonides at kantonidescara@gmail.com.

Cancellation Policy:
Notification of cancellation should be sent in writing to Kaleb Antonides at kantonidescara@gmail.com before May 1st,
2019 in order to receive a refund ($150 administrative fee plus taxes will apply). If notification is received on or after May
1st, 2019, NO refund for the payment will be available.

Contact:
For any questions or inquiries regarding your registration, please contact:

                    Kaleb Antonides
                    Coordinator, Professional Development and Membership Services
                    Canadian Association of Research Administrators (CARA)
                    Email: kantonidescara@gmail.com
                    Phone: (905) 902-8074 (from 9:00a.m. to 5:00p.m. only)
                    https://cara-acaar.ca/events
                    https://www.linkedin.com/grps/CARA-ACAAR-4978586/about?

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GENERAL INFORMATION FOR SPONSORS / EXHIBITORS | 2019

IMPORTANT DATES
December 1st, 2018               Registration opens for sponsors and exhibitors
January 7th, 2019                Hotel on-line booking opens
February 28th, 2019              Registration opens for delegates
April 1st, 2019                  Exhibit booth notifications
April 15th, 2019                 Early Bird registration deadline for delegates
April 24th, 2019                 Hotel special rate cut-off (by 5:00pm EST)
April 24th, 2019                 Launch of the CARA 2019 mobile App
May 1st, 2019                    No refund for cancellation of registration after this date

Exhibits Location:                                        Exhibits Hours:
Salle de Bal - Level 4                                     Monday           May 27       07:30 a.m. - 4:00 p.m.
Le Centre Sheraton Montreal Hotel                          Tuesday          May 28       07:30 a.m. - 4:00 p.m.
1201 Rene-Levesque Blvd W, Montreal, QC
H3B 2L7                                                   Exhibitor Set-up:          Sunday May 26, 3:00 - 10:00 p.m.
                                                          Dismantle:                 Tuesday May 28, 4:00 - 6:00 p.m.

What we will provide:
> 8 x 10 ft space
> Single table and 2 chairs, free Internet access
> Breakfast/Lunch for 2 representatives on Monday & Tuesday; and
> Other deliverables outlined in this information package as per your selections of sponsorship opportunities

Your representatives are welcome to join our Gala Dinner on Monday evening. Dinner fee: $100 + 5% GST + 9.975% PST.

Transportation, Shipments, and Setup
Exhibitors are expected to arrange shipping their display items and conference materials to the conference venue
through courier or shipping company of their choice, and are responsible for all the costs of transportation, shipments,
customs brokerage (if needed), material handling and set-up at the exhibit area.

All shipments must be properly labelled and addressed, and must be prepaid.

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Pre-Conference Shipping Information:
LOADING DOCK INFORMATION:

-   There is absolutely NO parking at the loading dock. Vehicles left longer than 20 minutes will be towed at the
    owner’s expense.
-   It is the responsibility of the exhibitor to advise any van line service/courier company contracted of these restrictions.
-   Receiving Hours are MONDAY TO FRIDAY 8:00AM - 2:00PM. Outside of these hours, a security agent has to
    be scheduled $40 / hour for a minimum of 4 consecutive hours.
-   All Shipments must be received through our receiving Department.
-   Boxes will be accepted no more than 48 hours prior to your function.
-   Elevator measurements are as follows:
    *Dimensions and specs for freight elevator:
        Height: 108’’ l Depth: 106’’ l Width: 67’’
    *Dimensions of the doors:
        Elevator 1: 60’’W / 90’’H
        Elevator 2: 48’’W / 90’’H
-   Weight limit in freight elevators is 6,000 lbs.

Are you shipping from Outside Canada?

If you have boxes from outside Canada we highly recommend you to ask for a broker in order for your boxes not to be
blocked at customs. Below is the contact of a broker that we refer to:
ConsultExpo Inc,
Diane Labbé Deegan
Tel.: 514 482-8886 - 24/7
info@consultexpoinc.com

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SHIPPING LABEL

SHIP TO:      LE CENTRE SHERATON MONTREAL
              RECEIVING DOCK
              1201 René-Lévesque West
              MONTREAL, QUEBEC CANADA H3B 2L7
              TEL.: (514) 878-2000

SHIPPED BY:

GROUP NAME: CARA 2019 Annual Conference

GROUP CONTACT NAME: Jessie Lam, CARA 2019 Conference Planner

HOTEL CONTACT: CAMILLE GUYOT
                   Gérante, Réunions et événements
                   Meeting and Event Manager
                   Email: camille.guyot@sheratonhotels.com
                   T 514 878 2074 M 514 348 6529

DATE OF FUNCTION:        May 26 - 29, 2019

FUNCTION ROOM(S):        Salon 1

BOX _______ OF _______ (TOTAL)

            PLEASE NOTE - RECEIVING HOURS ARE MONDAY TO FRIDAY 8:00AM - 2:00PM

            ALL SHIPMENTS MUST BE RECEIVED THROUGH OUR RECEIVING DEPARTMENT

           BOXES WILL BE ACCEPTED NO MORE THAN 48 HOURS PRIOR TO YOUR FUNCTION

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Post-Conference Shipping Information:

If you are planning to ship back any equipment, box or parcel, please take note of the
following shipping procedures:

> Each item must be properly wrapped and labelled;

> The waybill must be fully completed and must include your shipping account number (see important note at the
bottom of this page); total charges must be billed to the recipient or to a third party;

> The address must be clearly identified on each and every item;

>If your shipment is going outside of Canada, you must complete all custom forms and place four (4) copies of each
document with each waybill;

> We recommend that you keep a copy of the waybill (or note down the number) to be able to trace your shipment with
the courier/transport company;

>You will contact the courier/transport company to schedule a pick-up for the same day or for the next business day and
inform the maître d’hôtel.

>Available storage space in the hotel is very limited therefore, Le Centre Sheraton will not be held responsible for any
lost or damaged material.

IMPORTANT NOTE:

For your protection against credit card fraud, we strongly recommend that you use your shipping account number; do
not write your credit card information on the shipping waybill. If you do not already have an account number with your
preferred shipper, our event coordinator will be happy to assist you in obtaining one or connect you with one of their
representatives.

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GENERAL INFORMATION FOR SPONSORS / EXHIBITORS | 2019

Liability
CARA (including all organizations and individuals who are employed by or associated with it and in connection with this
Conference), will not assume responsibility and shall be held harmless by all Exhibitors for damage or loss resulting
from fire, theft, or any other cause whatsoever, including accident or injury to exhibitors, their employees and agents,
the public, or others. It is the exhibitor’s responsibility to make the proper insurance arrangements.

Suppliers
If you require any of the suppliers’ services, please contact their offices directly.

 Audio Visual Services

 Le Centre Sheraton - In house AV provider.
 PSAV
 Contact: Olivier Raout
 oraout@PSAV.COM
 (514) 878-2013

 Show Service

 GES
 800, De La Gauchetiere Ouest - Suite 1165
 Montreal, QC, Canada H5A 1K6
 (514) 838-4877

 Printing Service

 ’’Bureau en gros’’ 10 min walk from the Hotel, 895
 Rue de la Gauchetière O, Montréal, QC H3B 4G1,
 (514) 879-1515,
 https://stores.staples.ca/qc/montreal/895-rue-de-la
 gauchetiere .

Note:

Use of services by the above suppliers is not mandatory.
The suppliers are NOT affiliated or related to CARA and Le Centre Sheraton. Neither CARA nor the Hotel shall be
liable for the negligence or misconduct of such contractors.

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