CAIR Annual Scientific Meeting – Calgary 2024 | Exhibitor Information & Services Kit

Thank you for your support of the CAIR Annual Scientific Meeting 2024!

Important information about exhibiting during this event

PART OF CONTRACT

The policies stated herein constitute a bona fide part of the contract for exhibit space. The Canadian Association for Interventional Radiology (CAIR) reserves the right to render all interpretations and decisions, should any questions arise, and to establish further regulations as may be deemed necessary to the general success and well-being of the exposition. All matters and questions not covered in these policies are subject to the final judgment and decision of CAIR

MEETING DATES

Thursday, May 23rd, 2024 – Saturday, May 25th, 2024

EXHIBIT LOCATION

The Westin Calgary Downtown

320 4th Avenue SW

Calgary, AB, T2P 2S6

Phone:  (403) 508.5234

EXHIBIT HOURS

Thursday, May 23rd, 2024:          7:00 am – 5:00 pm
Friday, May 24th, 2024:                7:00 am – 5:00 pm
Saturday, May 25th, 2024:            7:00 am – 12:00 pm

MOVE-IN AND SET-UP

Wednesday, May 22nd, 2024 – 4:00 pm – 7:00 pm

GLOBAL CONVENTION SERVICES – EXHIBITOR SERVICES

The Westin Calgary Downtown does not handle exhibitor goods/shipments.  As such, CAIR is working with Global Convention Services for material handling. Shipments are to be sent directly to Global Convention Services to store and handle as per the exhibitor information provided. Material handling costs are the responsibility of the exhibitor.  Guests bringing goods with them are responsible for loading them from/to their vehicle to exhibit. For those who will be shipping material to the event, please use the attached shipping label to send your box(es)*.

Download the Global Convention Services form.

Global Convention Services may track the shipments as well – but it is always best you track your shipments for the most updated information – please ensure you provide all the information requested on this form from Global Convention Services. 

• # of boxes
• Shipping company
• Tracking number
• Estimated delivery date

If more than one shipment, advise Global Convention Services of each shipment to ensure everything will be at your booth for set up without delay.

*Note that if you do not provide this information, we cannot assist you onsite if any problem occurs with your shipment.

Remember to bring your own return shipment labels and waybills; CAIR and Global Convention Services cannot provide these items for you onsite.

SHIPPING

Please note shipments cannot be sent to The Westin Calgary Downtown more than 5 days in advance of the meeting.  All shipments must be sent to Global Convention Services.  Please refer to the Global Convention Services Order Forms PDF for information on shipping, material handling, and to print off your shipping label. Shipments must be received by Global Convention Services no later than May 15, 2024.

BOOTH SPECIFICATION

Each exhibitor booth is 10′ L by 8′ W space consists of the following:

• 8′ high blue draped back wall and 3′ high blue draped sidewalls.
• One (1) 6′ blue skirted table with white vinyl top and skirted on all 3 sides.
• Two (2) padded chairs (provided by the Westin Calgary Hotel).
• Note: The Trade Show floor is carpeted.

ELECTRICAL:

Electrical is NOT included as part of your booth package but can be ordered by completing the attached Electrical form and emailing these forms to Teagan Monaghan, Teagan.Monaghan@encoreglobal.com.

AUDIO VISUAL

Audio Visual equipment in your booth may be ordered from Encore by completing the attached form and emailing these forms to Teagan Monaghan, Teagan.Monaghan@encoreglobal.com.

INSURANCE

Exhibitors must have their liability insurance. In the event of fire, flooding, or theft, no matter how caused, CAIR and The Westin Calgary Downtown and their representatives assume no liability for any bodily harm or material damage to products, booths, equipment, or decorations occupying any rented space within the building or being moved in or out of the building.

Please submit your proof of insurance to cairservice@cairweb.ca by Monday, May 20, 2024.

MOVE-IN & SETUP

Exhibitors may set up their booth on Wednesday, May 22^nd from 4:00 pm – 7:00 pm.

DISMANTLE & MOVE-OUT

Exhibitors may dismantle their booth on Saturday, May 25^th at 12:00 pm.  Exhibitors are asked not to dismantle their booths before 12:00 pm as a courtesy to delegates and other exhibitors who are still conducting business.

FLOOR PLAN

EVENT SCHEDULE

Thursday, May 23, 2024:

• Breakfast will be served at 7:00 am in the Mayfair / Lakeview Endrooms & North Foyer.
• The meeting will take place in the Britannia/Belaire Room from 8:00 am – 4:30 pm.
• Opening reception and networking will take place in the Conference level (behind the hotel hotel lobby) from 6:00 pm – 9:30 pm.

Friday, May 24, 2024:

• Breakfast will be served at 7:00 am in the Mayfair / Lakeview Endrooms & North Foyer.
• The meeting will take place in the Britannia/Belaire Room from 8:00 am – 5:30 pm.
• Women in IR cocktail & networking will take place in the Nakiska Room from 6:00 pm – 7:00 pm.

Saturday, May 25, 2024:

• Breakfast will be served at 7:00 am in the Mayfair / Lakeview Endrooms & North Foyer.
• The meeting will take place in the Britannia/Belaire Room from 8:00 am – 12:00 pm.

REGISTRATION DESK

All delegates (including speakers and exhibitors) will be provided with a name badge which must be worn at all times to access the meeting.  Please pick up your name badge from the Registration Desk located behind the hotel lobby.

Registration Desk Hours:

• Tuesday, May 21st, 2024:                  4:00 pm – 6:00 pm
• Wednesday, May 22nd, 2024:          4:00 pm – 6:00 pm
• Thursday, May 23rd, 2024:               6:00 am – 5:00 pm
• Friday, May 24th, 2024:                    6:00 am – 5:00 pm

CONFIDENTIALITY

You will be required to sign this confidentiality form.  Please sign and return it by email to Siri.Boulom@cairservice.ca no later than Friday, May 17^th.

MEALS

All breakfasts, breaks, and the Thursday evening dinner are included in your registration.

WIFI

CAIR is pleased to provide complimentary WiFi in the exhibit hall and throughout the convention center during the conference and exhibition. WiFi passcodes will be provided onsite.

CAIR EVENT MOBI APP

The CAIR event app is your interactive CAIR 2024 ASM event guide that works on most smartphones and tablets.  See what’s going on, when, and where, explore the sessions, reach out to participants and colleagues, and build your online presence.  We encourage you to complete your Company Profile and let everybody know you’re at the event … you can even instant message and schedule meetings!  Please note that a separate link to access your company profile will be emailed to you.

Download the App

Apple Store

Google Play

DESCRIPTION OF SPONSORSHIP BENEFITS

Complimentary conference registration(s)

Attend the conference and interact with attendees and industry colleagues during sessions, lunches, and breaks. These registrations are specifically for your company. If you need additional badges/registrations – please contact Siri Boulom directly at cairservice@cairweb.ca

Complimentary exhibit booth

Participate as an exhibitor in our tradeshow to showcase your products and services.

Attendee list

Your company will be provided with the attendee names, one list will be provided pre-conference and another after the conclusion of the conference.

NOTE: Attendee lists are for one-time use only.

Sponsor profile on the event app

Have a strong presence on our event app through a profile that contains your logo, company details, and contact information. Please note that a separate link to access your company profile will be emailed to you.

Logo recognition

Your logo will be recognized in event marketing and communications, emails, website, event app, and on-site signage.

Social media post(s) on CAIR social media accounts

CAIR will create social media posts thanking sponsors or recognizing their contributions on their social media accounts before and during the conference.

Send a branded email to attendees

Encourage and invite delegates to visit your booth by sending an email to all conference attendees. This could also be used to share company information or content. Timing and content to be approved by CAIR.

Send a push notification to attendees through the conference app

This could be used to encourage visits to your booth and share company information, or content. Timing and content need to be approved by CAIR.

General Terms

The term “Exhibitor” means the company and its representatives. The terms “sponsor” or “vendor” also fall under these guidelines.

1. CAIR reserves the right of final approval of all Exhibitors and the right to refuse or terminate any relationship. Exhibitors whose products, services, or policies are incompatible with CAIR’s mission and values will not be accepted.
2. Participation as an Exhibitor does not constitute membership, nor does it include member privileges or access to the members-only content at cairweb.ca.
3. Exhibitors will not determine or influence CAIR policy or content.
4. Exhibitors should be organizations and companies, not individuals.
5. CAIR does not provide exclusive partnerships or arrangements.
6. Exhibitors may refer to their relationship with CAIR in their promotional material, but not characterize the relationship as an endorsement of the company or its representatives, products, services, or policies.

Conference-Related Terms 

1. Sponsorship payment secures your spot, and the exhibit booths will be assigned first-come, first-served based on the date payment is received. Organizers will decide on final placement based on the order of registration, special requests, type of business, etc.
2. CAIR may reject, remove, or prohibit any exhibit/display in whole or in part, or any Exhibitor or its representatives if, in the opinion of CAIR representatives, the exhibit or the activities of the representatives are inappropriate or detrimental to the conference or event associated with the conference. In the case of such a removal, the Exhibitor will forfeit fees paid to CAIR and the Exhibitor will be liable for any damages due to its actions.
3. Use of a booth space by two or more companies is not permitted. Subletting of space is not permitted.
4. Any Exhibitor who is a “no-show,” meaning that the booth is not set up and staffed by 7:00 am on Thursday, May 23rd, 2024 (without prior permission) will forfeit the booth space. Non-attendance does not constitute cancellation on the Exhibitor’s part, and no refunds or credits will be issued. CAIR may replace a no-show’s booth space at its discretion.
5. CAIR will not be liable for any errors or omissions in conference promotional materials.
6. The company contact is responsible for distributing information to the company representatives and ensuring deadlines are met.
7. NO-SHOW must pay the full Exhibitor fees as registered.
8. CAIR reserves the right to resell the booth space.