Canadian Radiation Protection Association Ottawa 2019 Exhibitor & Sponsor Package - 24-July-2018
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Canadian Radiation Protection Association
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Exhibitor & Sponsor Package
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24-July-2018 c
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WELCOME
On behalf of the local organizing committee, we would like to extend an invitation for you to join us for
the 41st Canadian Radiation Protection Association Annual Conference – to be held in Ottawa, Ontario,
Canada from May 27 to May 30, 2019.
Ali Shoushtarian Christopher Clement
Conference Chair Conference Co-chair
CONFERENCE LOCATION Delta Ottawa City Centre
The Delta Ottawa City Centre is located in downtown Ottawa – close to all the amenities you will want
to access. Located just a short walk from Parliament in downtown Ottawa, you will have access to all
the city has to offer. The Rideau Canal and ByWard Market are some of Ottawa’s most iconic sights
and offer plenty to do, see, and eat. You will also have easy access to the Hintonburg and Westboro
communities, known for its unique shopping experiences and some of Canada’s best and most
unique bars and restaurants.
The Conference theme is “Connecting with Communities” and will include invited presentations on
both ionizing and non-ionizing radiation, contributed papers spanning the full range of health physics
and radiation protection, professional development courses and exhibitor displays.
The local organizing committee is working hard to provide value to this conference by working closely
with our professional development committee to offer a variety of courses to suit a broad range of
radiation safety professionals. Further details on all Conference activities will be posted on the
Conference website as they become available.
We hope you will join us and participate in the exhibitor sessions to generate interest and promote
discussion for the delegates attending our Ottawa 2019 conference.
VENUE DETAILS
● 26 floors, 387 Rooms, 23 suites
● Spacious work desk
● Complimentary Wireless and Wired Internet
● Fitness centre, including saltwater pool
● Heated underground parking
● Room service
HOTELS http://www.delta.com
Our preferred hotel is the same as the conference location, the Delta Ottawa City Centre. A list of
nearby hotels, B&Bs and apartment rentals will also be provided on our conference website.
APPENDIX A shows a map of the section of downtown where the Delta and a few other hotels and
sites of interest are located. Parliament Hill, the Rideau Canal (a UNESCO world heritage site) and
the ByWard Market are a short walk from the Delta Ottawa City Centre.
PARKING
On-site parking is available for all attendees at a rate of $23 (self-park underground) or $29 (valet)
per car per day.
EXHIBITS
Our committee has made every effort to meet the expectations of exhibitors based on past
experiences and input from past conferences. Detailed information on exhibiting at CRPA conference
can be found in the Exhibition and Sponsorship Application Form (next page).
Exhibitor services are provided by Freeman.
STORAGE
The CRPA recommends using logistics services provided by Freeman for your exhibit equipment. Other
storage services may be available through the Delta Hotel. Security will be provided overnight to ensure
the safety of exhibitor materials.
BOOTH SET-UP SCHEDULE
Description Dates and Times
Freeman Moves In Monday, May 27th 8 am to noon
Exhibitors Move In Monday, May 27th noon to 6 pm
Exhibit Hours Tuesday, May 28th 8:00 am to 5 pm
Exhibitors Move Out Wednesday, May 29th 1:30 pm to 5 pm
Freeman Moves Out & Clear Wednesday, May 29th 1:30 pm to 5 pm
BREAKS & LUNCH
Drinks and food for breaks will be provided by the hotel. Lunch will be provided in Ballroom B.
The exhibitor reception is scheduled for Tuesday, May 28, 2019, from 6:00 to 8:00 pm in Ballroom B.
EXHIBITOR CONTACT
The organizing committee is responsible for your well-being. For any questions or concerns related to
exhibiting at CRPA 2019 either in advance of the conference or on-site, contact:
Alex Wolf
e-mail: awolf@toh.ca work: 613-798-5555, ext. 12845 cell: 613-854-7043CRPA 2019 EXHIBITION AND SPONSORSHIP APPLICATION FORM
Selection of Booth Space CRPA-ACRP Ottawa 2019
Each exhibitor is asked to send, by e-mail, to CRPA Secretariat (secretariat@crpa-acrp.ca) this form
back indicating the booth location number that corresponds to their first, second and third choice. If
you wish to occupy two booths, indicate each choice as a pair instead.
Spots will be allocated on a first-come first-served basis as applications are received. For other
requests, such as being near another exhibitor, please indicate that and we will endeavour to honour
your request. The committee reserves the right to make the final decision regarding space allocation.
To show our appreciation for ongoing CRPA support, exhibitors at CRPA 2018 in Quebec City who
submit their application by May 31, 2018, will be given selection priority above other applicants.
Note that premium booths are available only to CRPA 2019 sponsors. Premium booths available after
December 31, 2018, will be offered to registered exhibitors in the order we received their application.
COMPANY NAME
Booth Number Indicated on Floor Plan (next page):
FIRST CHOICE
SECOND CHOICE
THIRD CHOICE
CRPA 2019 Exhibit Hall is located in Ballroom BCRPA 2019 Exhibit Hall Floor plan – Ballroom B
CRPA 2019 Exhibit Booth Details
The following is included with all
CRPA 2019 exhibit registrations:
● Registration for two delegates,
banquet tickets included
● 8’x8’ booth with side/back draping
● Skirted table and two chairs
● Booth set-up with electrical access
and Internet
● Access to all scientific sessions
● All day exhibitor refreshments,
including lunch
● Presentation opportunity (limited
supply available)
● Welcome and exhibitor reception
Exhibit Hall Floor plan
The floor plan for the exhibit hall included
here may not be fully to scale and is
subject to change based on the advice of
service provider.
There is room for up to 20 booths, if
necessary.
Any significant changes to locations with a
registered exhibitor will be communicated
with as much notice as possible.
Premium booth locations are available only
to exhibitors also sponsoring the
conference until December 31, 2018.
Use the booth numbers here to indicate
your choices later in this application.
Premium Booth
Regular Booth
(sponsors only)
Exhibit Pricing
Regular Price CRPA Silver Member CRPA Gold Member CRPA Platinum Member
$2,450 $1,960 $1,835 $1,225
CRPA corporate members at levels Silver and above receive exhibiting discounts which are reflected in the prices above.
Find out more about CRPA corporate membership and its benefits at www.crpa-acrp.org/home/?page_id=5214.
Early bird? Register and pay by August 31, 2018, to receive $100 off the pre-discounted rate.CRPA 2019 Sponsorship Opportunities
Sponsorship opportunities are available at CRPA 2019 and provide visibility as thanks for supporting
valuable conference amenities. Sponsorships may be purchased with or without also exhibiting.
Sponsorship Benefits
Sponsors at all levels will receive:
• Identification and recognition during the conference
• Logo placement on CRPA conference website and printed materials
• Priority selection access to premium booth locations (as shown on exhibit floor plan)
• Opportunity to hold conference presentation (limited supply available)
Additional benefits are included based on the sponsorship level and details as per below.
Please indicate your top 3 sponsorship choices by writing “1”, “2”, or “3” in the corresponding box.
Platinum Level
Sponsors at the Platinum level will receive:
• One full exhibitor package (includes two full-delegate registrations, powered exhibit booth with
internet access, full conference and reception/banquet access)
• Acknowledgment major plenary session
• One full-page advertisement in conference handbook
• Feature-size logo on conference site with link to corporate website
• Full list of delegates to be supplied at the symposium
• Two additional full-delegate registrations
• Insert one preapproved promotional item into delegate bag
Platinum level sponsorship opportunities:
Choice order Sponsorship Item and Additional Benefits Price
CRPA 2019 Banquet
Write • Direct recognition and opportunity for remarks
1, 2, or 3
during banquet $10,000
• Floor and table signage printed and posted at
CRPA 2019 banquet
Anthony J. MacKay Student Competition
Write • Support full conference expenses for up to three
1, 2, or 3 $7,500
students, and present award to the winner
CRPA 2019 Off-Site Tour
Write • Opportunity to host CRPA 2019 delegates to tour $6,000+
1, 2, or 3 (TBD based on cost)
of your company or facilitiesSponsorship Opportunities – Gold Level
Sponsors at the Gold level will receive:
• One full exhibitor package (includes two full-delegate registrations, powered exhibit booth with
internet access, full conference and reception/banquet access)
• Acknowledgment at major plenary session
• One half-page advertisement in conference handbook
• Large logo on conference site with link to corporate website
• Full list of delegates to be supplied at the symposium
• Insert one preapproved promotional item into delegate bag
Gold level sponsorship opportunities:
Choice order Sponsorship Item and Additional Benefits Price
CRPA 2019 Welcome Reception
Write • Direct recognition during welcome reception
1, 2, or 3 $5,000
• Floor and table signage printed and posted at
welcome reception
CRPA 2019 Luncheons
Write • Direct recognition prior to each luncheon $5,000
1, 2, or 3
• Table signage printed and posted at all luncheons
CRPA 2019 Delegate Bags
Write • Full colour logo printed on conference bags $5,000
1, 2, or 3
distributed to all delegates
CRPA 2019 Exhibitor Reception
Write • Direct recognition during exhibitor reception
1, 2, or 3 $4,000
• Floor and table signage printed and posted at
exhibitor reception
CRPA 2019 Keynote Speaker
Write • Official thanks from the conference and opportunity
1, 2, or 3 $4,000
to introduce keynote speaker
• Logo in conference program next to keynote slot
Upgrade Silver Level Item to Gold
Check • Receive all Gold-level perks
• If selected, check choice order box and indicate $3,500
choice order for Silver level item in the following
section
Sponsorship Opportunities – Silver Level
Sponsors at the Silver level will receive:
• One quarter-page advertisement in conference handbook
• Logo on conference site with link to corporate website
• Acknowledgment of all Silver-level sponsors at major plenary session• Full list of delegates to be supplied at the symposium
Silver level sponsorship opportunities:
Choice order Sponsorship Item and Additional Benefits Price
Conference USB Key
Write • Colour logo on USB key distributed to all delegates
1, 2, or 3 $1,500
• Pre-load USB keys with up to 50 MB of corporate
content (subject to CRPA approval)
Hotel Keycard Branding
Write • Colour logo printed on hotel room access keycard $1,200
1, 2, or 3
given to all delegates staying at Delta Hotel
Full Day Coffee/Refreshment Break (2 days available)
Write • Table signage with colour logo printed and posted
1, 2, or 3 $1,000
at each (2) breaks on the chosen day
• Logo in conference program next to break slot
Support Gold Level Item with Silver Level Benefits
Check • Choose this option to support any Gold-level item
with Silver-level perks at a $1,000 discount
See note
• If selected, check choice order box and indicate
choice order for Silver level item in the following
section
Sponsors will be recognized on the conference web page, at the event(s) they will be sponsoring and
in the printed program which will be given to all delegates.
The information will be available on the conference website www.crpa-acrp.com, and as more
becomes available, it will be posted in a timely fashion. Please do not hesitate to contact the
sponsorship coordinator if you have any questions:
Alex Wolf
e-mail: awolf@toh.ca work: 613-798-5555, ext. 12845 cell: 613-854-7043
Any other questions may be directed at the conference committee chairperson, Ali Shoushtarian, at
ottawa2019@crpa-acrp.org.Sponsorship Opportunities – Bronze Level
Sponsors at the Bronze level will receive:
• Logo on conference site with link to corporate website
• Acknowledgment of all Bronze-level sponsors during closing remarks
Bronze level sponsorship opportunities:
Choice order Sponsorship Item and Additional Benefits Price
Thursday AM Coffee/Refreshment Break
Write • Table signage with colour logo printed and posted
1, 2, or 3
at AM refreshment break on Thursday, May 30, $500
2018.
• Logo in conference program next to break slot
Scientific Session (3 available)
Write • Logo in conference program next to schedule slot $500
1, 2, or 3
for the chosen session
Technical Tour or Workshop (3 available)
Write • Logo in conference program next to schedule slot $500
1, 2, or 3
for the chosen tour or workshop
Hospitality Suite (3 available)
Write • Signage printed and displayed during the event $500
1, 2, or 3
Delegate Bag Insert (2 available)
Write • Insert one preapproved promotional item into $500
1, 2, or 3
conference bags distributed to all delegates
Register five delegates for $5000 and receive Gold-level sponsor benefits.
If you want to become a CRPA 2019 sponsor, but would prefer a conference participation to direct
item sponsorship / exhibit booth, you can receive all Gold-level benefits other than the exhibitor booth
(see above) and five included full-delegate registrations for $5,000. (Cost without sponsorship:
$3,750)
Register five delegates
Check • Included registration for five delegates
• Includes all Gold-level benefits other than exhibit boothSUBMIT THIS APPLICATION
Complete this application to exhibit and/or sponsor at CRPA 2019 and submit to the CRPA by e-mail
to secretariat@crpa-arcp.ca.
Once we are able to confirm your choice of exhibit booth and/or sponsorship opportunity, we will
provide a confirmation and invoice. Payment must be received within 30 days of confirmation or the
booth location and/or sponsorship opportunity may be offered to another applicant.
Cancellation requests will be refunded 50% of the total exhibit and/or sponsorship value as long as
they are received in writing, no later than March 31, 2019.
Company name:
Signature:
Name:APPENDIX A General Location Map
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