2017 annual conference & trade show ......phone 613.727.0700 fax 613.727.3183 e-mail...

canadianparking.caPhone 613.727.0700 Fax 613.727.3183 E-mail [email protected]

2017 ANNUAL CONFERENCE & TRADE SHOW

EXHIBITOR PACKAGE

CPACPACP ACS

Exhibitor Information ........................................ page 2 - 6

Complete and Return Exhibitor Forms ............ page 7 - 9

http://canadianparking.ca/conference_ottawa2016/

2 canadianparking.caPhone 613.727.0700 Fax 613.727.3183 E-mail [email protected]

EXHIBITOR INFORMATION PACKAGE

1. HOST HOTEL & TRADE SHOW LOCATION

HOST HOTEL Fairmont Banff Springs Banff, AB, Canada

RESERVATIONS By Phone: Direct: 403-762-6866Global Reservations Centre: 1-800-441-1414

Request CPA group block code 0917CAPAOnline: https://resweb.passkey.com/go/canadianparkingassociation

ROOM RATES Single/Double: Fairmont $185 | Deluxe $225 | Stanley Thompson Deluxe $259 Signature $299 | Jr. Suite $319 | Stanley Thompson Suite $299 Fairmont Gold $359 | Fairmont Gold Jr. Suite $479

$12/day gratuity and applicable taxes are extra.

Group Rates: Group rates are available until SEPTEMBER 25, 2017

Wireless internet is free for all Fairmont Presidents Club members. If you are not a member, register at this link to enjoy complimentary in-room internet plus many other rewards. http://www.fairmont.com/fpc

There is a limit of one room reservation per call, and online, one per credit card. All multiple room reservations in the same name must be assigned to an individual already registered for the CPA Conference by September 1, 2017. After that date, duplicates will be cancelled and returned to the room block without notice.

SCAM ALERT: If you are contacted by Exhibitor Housing Services or any other agency to book your room for the CPA conference please note The Fairmont Banff Springs and the CPA conference planners are NOT affi liated in any way with these companies. The CPA does not utilize a housing service.

TRADE SHOW LOCATION: FAIRMONT BANFF SPRINGS CONFERENCE CENTRE

Refer to GES Exhibitor Forms online at http://canadianparking.ca/exhibitors-2017/

2. OFFICIAL SERVICES SUPPLIERS

GES has been appointed as offi cial show management services supplier, offi cial freight forwarder and offi cial customs broker for this show. Order forms are available on the CPA website at http://canadianparking.ca/exhibitors-2017/ .

Advance order discount rates are available until September 26, 2017, or as stated on the order forms.

Each exhibiting company will be identifi ed to the offi cial show supplier after registration forms and a deposit payment of 50% of the total registration fee has been received by the Canadian Parking Association. Please ensure that your show contact person is clearly identifi ed on the registration forms so that the CPA and the offi cial suppliers can forward updates and information to the appropriate contact person, as required, on a timely basis.

In 2017, Exhibiting companies must opt to receive 3rd party marketing and communications as per CASL (Canadian Anti-Spam Legislation) on the registration form where indicated in order to receive communications from GES under the CPA’s contract.

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http://www.starwoodmeeting.com/Book/CanadianParkingAssociation

http://canadianparking.ca/exhibitors/

http://canadianparking.ca/exhibitors/

http://partner.psav.com/TheWestinOttawa

http://partner.psav.com/TheWestinOttawa



EXHIBIT AND ELECTRICAL SERVICES - GES EXPOSITION SERVICES LTD.

Contact: Kelly Courts | Tel 403-762-2828 | Fax 403-762-2777 | Email: [email protected]

Refer to the Materials Handling Order Form for delivery address and labeling instructions.

Graphics | Labour | Rentals | Booth Cleaning | Shipping | Customs Brokerage | Advanced Warehousing | Materials Handling | Electrical outlets not pre-ordered through CPA

Materials coming into Canada require customs clearance. All non-Canadian exhibitors must be cleared.

Exhibitors who use courier companies such as FED-EX, UPS, DHL, or others must ensure that the costs of customs, taxes, etc., are paid in advance. “Collect” shipments will not be accepted.

Exhibitors MAY NOT ship directly to the Fairmont Banff Springs.

AV & RIGGING SERVICES - PRESENTATION SERVICES AUDIO VISUAL (PSAV)

Contact: Katie Baines Minty | Tel 403-762-1740 | Fax 403-762-1741 | Email [email protected]

Audio visual equipment rentals | Rigging services

INTERNET - THE FAIRMONT BANFF SPRINGS Conference Services & Catering Department Fax 403-760-6050 (Order form provided at http://canadianparking.ca/exhibitors-2017/ )

BUSINESS CENTRE - DATA BUSINESS CENTRE Tel 403-762-1757 | Fax 403-762-1759 | Email [email protected]

3. SHOW SCHEDULE

CONFERENCE DATES: Tuesday, October 17 – Friday, October 20, 2017

Show Set Up: (GES move in) Tuesday October 17 3 pm - 6 pm

Exhibitor Move In: Tuesday October 17 6 pm – Midnight

Wednesday October 18 6 am – 8 am

All exhibits must be fully installed by 8 am.

TRADE SHOW EXHIBITION HOURS

Wednesday, October 18 10 am – 2 pm Trade Show Opening (Coffee & Buffet Lunch)

3 pm – 5:30 pm Trade Show (Coffee & Cash Bar)

Thursday, October 19 10 am – 2 pm Trade Show (Coffee & Buffet Lunch)

EXHIBITOR MOVE OUT Thursday, October 19 2 pm – 6 pm

* Exhibit staff are encouraged to attend all presentations and events outside of the Exhibition Hours. Each full exhibit staff will be required to purchase a ticket for the Awards Event and the Wind-up Event. Registration fees have been reduced to exclude these events, making attendance optional. Extra tickets for guests can also be purchased separately.

Times are approximate and are subject to change pending fi nal program.

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TEAR DOWN: EXHIBITORS WHO LEAVE OR COMMENCE DISMANTLING THEIR EXHIBITS BEFORE THE OFFICIAL CLOSING OF THE TRADE SHOW ON THE FINAL DAY WILL BE FINED $1,000. PLEASE DON’T DISRUPT THE EXHIBITION BY LEAVING EARLY.

All exhibits or material not removed from the premises on move out day, October 19, will be stored at the expense of the exhibitor and are subject to disposal without notice.

The schedule is tentative and subject to minor changes. Exhibitors take note that the trade show fl oor is not open for the entire duration of the conference dates and must be vacated between sessions according to the show schedule. The Trade Show Floor will open 15 minutes prior to offi cial times for exhibit staff to pre-set for the session.

4. BOOTH SET UPThe exhibit hall is carpeted | Drapery Colour: Black | Ceiling Height: 14 ft. Lowest under Chandeliers

The following items are included for each exhibiting company:

• Pipe & Drape (if required);• One Exhibit staff member for each 10x10 booth space purchased (additional staff at posted rates).

LOADING & UNLOADINGExhibit materials arriving at the loading dock are subject to materials handling charges. Small items can be hand-carried at no charge. Exhibitors are encouraged to use the advanced warehousing services provided by GES to ensure timely customs clearance and delivery of shipments.

ELECTRICALElectrical outlets are NOT included in the Exhibit registration fees. However, a Show Management special rate of $65 per 700 watt outlet has been provided for ONE electrical outlet PRE-ORDERED on the CPA registration forms. Power may be shut off upon closing each day. Should you require 24-hour power, please contact GES to make arrangements. Additional outlets may be arranged directly through GES’s order forms.

5. RULES & REGULATIONS1. The Canadian Parking Association assumes no liability for damages or injuries caused as a result of negligence on the part of the exhibitor,

his/her staff or agents, The Fairmont Banff Springs Hotel, GES, PSAV, or any other contractors or agents associated with this conference and exhibition.

2. All exhibitors shall be members of the Canadian Parking Association or be registered at the non-member rates. Registration fees are provided on the Registration Form.

3. For each 10’ x 10’ booth space purchased, one Exhibit Staff pass is included in the cost of the booth rental. For example, 1 x 10x10 includes one staff; 2 x 10x10 includes two staff, to a maximum of four free staff. Exhibit Staff for each booth purchased must be identifi ed at the time of application. Exhibitor passes that are included in the booth rental fee are non-transferable and have no cash value, should an individual not be identifi ed. Incomplete forms will be returned for confi rmation if one staff per booth is not identifi ed. Up to two more staff per MEMBER company may be registered at a reduced member rate. All other staff registrations will be at the posted member/non-member rates. To qualify for the booth staff discount rates:

• Exhibit staff must be included and named on the company’s Canadian Parking Association membership by January 31 of the current year (membership conditions apply).

• Exhibit staff must be employees of the exhibiting company or have a direct affi liation (CPA reserves the right to disqualify applicants if insuffi cient confi rmation is provided).

• Exhibit staff must be pre-registered on the application form or identifi ed before September 25, 2017 to qualify for the discounted rates.

• Exhibit staff discount rates are only available until September 25, 2017. Staff not pre-registered by this date will pay the regular conference rates to attend.

4. Exhibit Staff registration fees have been reduced by the cost of the tickets for the Awards dinner and the Wind-up event. In order to achieve accurate counts for seating and food & beverage, tickets must be pre-purchased separately, at a reduced Exhibit Staff rate. Tickets at the door will be based on availability and at full posted price.

5. Individual Trade Show Passes cannot be purchased in combination. Exhibitors agree to pay and will be invoiced for full regular fees for individuals who register on site for multiple events on different days.

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6. There are no refunds on fundraiser events or special event tickets after September 1, 2017.

7. Exhibitors will not be authorized to enter the trade show area to set up exhibits until their registration is complete and fees are paid in full. All outstanding amounts must be paid by credit card or cheque at the registration desk.

8. Nametags will be issued at registration and must be worn at all times to gain access to the trade show and other events authorized by the nametag.

9. Each booth comes with pipe and drape if required. The CPA, upon receipt of payment, will pre-order one 700 watt outlet at the Show Management discounted fee if pre-ordered on this registration form. Additional power must be arranged by the exhibitor through the show services provider’s order forms. Note that the power may be shut off upon the closing of each day. Should you require power on a 24 hour basis, exhibitors must contact GES to make arrangements. Neither GES nor the CPA will assume any liability for damages to booth contents due to the power being shut down after closing.

10. Exhibitors shall pay all costs associated with their exhibit including, but not limited to: shipping, unloading, set up, tear down and removal of their exhibits.

11. Labour, rentals or display fi xtures required by the exhibitor shall be arranged and paid for by the exhibitor. Arrangements must be made directly with the offi cial show contractors.

12. Applicants must provide a description of the merchandise to be exhibited in the area provided on the Registration Form. No exhibitor shall be permitted to exhibit merchandise other than that specifi ed in the application form.

13. The space shall not be sublet or shared by the exhibitor with persons not authorized by the Canadian Parking Association. Only the exhibiting company’s brand may be displayed in the exhibit space. Exhibitors are expected to respect the spirit of these regulations when registering staff and designing their exhibit.

14. Distributors may display brands from other equipment or services suppliers, provided those companies have reserved their own exhibit space. There are no exceptions to this, and exhibitors will be asked to remove any equipment or branding that is not wholly owned by the exhibiting company.

15. The Canadian Parking Association reserves the right to prohibit the use of any materials or displays that, in its judgement, may compromise the CPA’s reputation and/or the safety of the conference participants.

16. Exhibitors shall not conduct any contests or draws of any nature without the express authorization of the Canadian Parking Association. The CPA, however, encourages draws and contests that have been registered prior to the trade show. All draws will be made under the supervision of the Board of Directors at scheduled times during the trade show.

17. No exhibitor will commence dismantling or removing their exhibit until the trade show fl oor has been offi cially closed and all delegates have left the area after the fi nal exhibition session. Exhibitors seen dismantling their exhibit prior to the end of the show WILL BE FINED $1000 FOR DISREGARDING THE OFFICIAL SHOW HOURS.

6. PAYMENT POLICY

Payments for conference & trade show registration shall be made to:

Canadian Parking Association

350 – 2255 St. Laurent Blvd., Ottawa, ON K1G 4K3 Tel 613-727-0700 | Fax 613-727-3183

Specifi c services not provided by the CPA must be ordered through and paid to the offi cial show contractors in accordance with their policies. Acquisition and payment for all other services, supplies, accessories, labour, etc., are the responsibility of the exhibitor.

EXHIBIT SPACEA deposit of 50 percent of the total of booth fees, plus the full fees for any extra event tickets must accompany the registration form. Registration forms received without the appropriate deposit and without the exhibit staff identifi ed will not be accepted. The CPA must receive the total balance owing no later than September 15, 2017. Exhibit space will not be guaranteed until the CPA has received payment in full.

The CPA reserves the right to reassign, relocate or cancel exhibit space as required, in order to provide the best possible distribution of exhibits.



EXHIBIT STAFFAll exhibit staff must be pre-registered. Registration fees that have not been included on the booth rental form are due by September 25, 2017. To receive the Exhibitor’s discounted rate for event tickets (awards and wind up party) tickets must be purchased by September 25, 2017. After that date, full fees apply.

Members: Annual Memberships provide for multiple employees to be eligible for conference registration discounted fees; however, only those staff who are included in the company’s membership are eligible for member rates. Note: additions may be made to membership categories up to conference dates; however, changes, substitutions or cancellations are not permitted. All others must register at the non-member rates. Exhibiting companies holding a current membership with the CPA may select the Member rate of $385 for each of the two additional staff allowed for any person already named on the membership list.

Non-Members: Exhibiting companies that do not hold a full membership must select the Non-Member rate for booths selected, plus the non-member rate for ALL additional Exhibit Staff.

EXHIBIT SPACE REGISTRATIONS RECEIVED AFTER SEPTEMBER 1, 2017

Exhibitors who register after September 1, 2017 must submit the amount in full, including Exhibit Staff registrations, with the application form.

Last-minute registrations will be accepted at the registration desk. Payment in full is required in the form of cheque or credit card (Visa, MasterCard or AMEX) only. Invoices will not be issued at the registration desk.

All accounts must be clear before registration will be completed and access granted to the trade show area. There will be no exceptions.

7. CANCELLATION POLICY

EXHIBITORS – BOOTH CANCELLATIONRequests for cancellation and refunds on exhibit space must be received in writing at the Canadian Parking Association,

350 – 2255 St. Laurent Blvd., Ottawa, ON K1G 4K3 up to or on August 1, 2017.

Cancellations up to this date are subject to a $550 administration fee per booth cancelled.

Refunds will not be issued after August 1, 2017. No refunds for Fundraisers & Sponsorships.

EXHIBIT STAFF & DELEGATESCancellations received in writing before September 1, 2017 will forfeit $200 per registrant.

No refunds on or after September 1, 2017 or for no-shows.

No refunds on Event Tickets after September 1, 2017.

8. EXHIBITOR PROMOTIONExhibitors will be showcased on the CPA’s web site from the time of registration, and in the 3rd quarter issue of Parker. If you want your company’s product/service to be included in the conference issue, forward a brief company bio to [email protected] before August 15, 2017. Bio’s received after this date may not be included due to printing deadlines. Submissions must be no longer than 100 words in length, in rich text format. Submissions may be edited to fi t the space available.

SPONSORSHIPSConference sponsors will receive the following incentives: company logo will be prominently displayed on the CPA’s web site, in Parker magazine, on bi-weekly e-newsletters, in the Conference Program, and sponsors will receive special recognition during conference events.

Sponsors must provide their company’s colour logo in the following electronic formats: EPS or AI format - and - JPEG or tiff (300 dpi)

Acknowledgements will commence upon payment of the sponsorship item. For information on available sponsorships, visit canadianparking.ca. For further information contact Carole Whitehorne at 613-727-0700 x 10, or [email protected]

http://canadianparking.ca


EXHIBITOR INFORMATION PACKAGE - FORM

EXHIBITING COMPANY

BOOTHSELECTION

* The person named here will receive all correspondence leading up to the conference dates. Please ensure this information is accurate and updated as required.

From fl oor plan, select and indicate booth number(s) in order of preference. Booth selections are not guaranteed without payment in full. The CPA reserves the right to reassign booths as required to ensure an equal distribution of exhibit types.

_____________________________________ _____________________ Company Name (as you wish it to appear on all conference materials) Date

______________________________________ _____________________ Show Contact Name* Title

___________________________________________________________ Address ____________________ ________________ _____________________ City Prov | State Postal | Zip ____________________ ________________ _____________________ Telephone Fax E-Mail

Product line: provide a brief description of your product/services, equipment type, product names that will be exhibited, and any other detail to describe your exhibit.

___________________________________________________________

___________________________________________________________

___________________________________________________________

FOR AVAILABLE SPACES, visit canadianparking.ca/exhibitors/

REGULAR Single PREMIUM Single

1st choice _____

2nd choice _____

3rd choice _____

REGULAR Double PREMIUM Double

1st choice ___|___

2nd choice ___|___

3rd choice ___|___

REGULAR Triple PREMIUM Triple

1st choice ___|___|___

2nd choice ___|___|___

3rd choice ___|___|___

QUAD

1st choice ___|___|___|___

2nd choice ___|___|___|___

3rd choice ___|___|___|___

Booths 61 & 62 are located in front of the loading dock access. Booths in this location will be the last set up and the fi rst to be removed. Set up must be conducive to quick turn around.

61 62 1 2 3 4 5 6

7

33 34 41 43 52 53 60 8

32 35

24 25

23 26

55 58

56 57

44 51 54 59 9

31 36 WELCOME

buffet

buffet

buffet

buffet

45 50 10

22 27 30 37 46 49 11

21 28 29 38 39 47 48 12

13

20 19 18 17 16 15

66

14

63

65

64

REGISTRATION

Proposed seating and action areas

EXITEXIT

PREMIUM ISLANDS No back drape

MAINENTRANCE

If multiple booths include a premium 10x10 space, premium fees will apply.

Discount rates for multiple 10x10sREGULAR

PREMIUM

mailto:[email protected]



Complimentary Staff: Name one staff per booth number selected

Booth # ____ First Name _______________________ Last Name _________________________




Additional Staff @ $385 per person: Limit 2 per Exhibiting Company (Members only)

First Name _______________________ Last Name _________________________


Additional Staff @ Member Rate $500 (unlimited)



Additional Staff @ Non-Member Rate $800 (unlimited)



DIETARY RESTRICTIONS (Provide staff name(s) and details): _____________________________________

__________________________________________________________________________

EXHIBIT STAFF

✶

✶ Up to two additional exhibit staff may be registered in addition to the staff included in booth fees. If more than two are required, the regular full fee will apply.

Exhibit Staff must be employees of the exhibiting company, or have a direct affi liation (CPA reserves the right to disqualify applicants if insuffi cient confi rmation is provided).

All Exhibit Staff must be pre-registered before September 25, 2017 to qualify for any discounted rates, otherwise, regular posted rates will apply.

Discounted rates available until September 25, 2017 for pre-registered staff. Thereafter and on site:

EXHIBIT STAFF Member: $560 Non-member: $845

Exhibit Staff have access to all trade show exhibition sessions and presentations, including meals served on the trade show fl oor. Tickets for Awards and Wind-up events must be purchased separately.

Refer to CPA Exhibitors Rules & Regulations for detailed information.




BOOTH FEE (From chart above) = $ _______

ELECTRICAL (Additional electrical must be ordered through GES.)

By ticking this box you agree to one pre-ordered electrical outlet. ____ @ $ 65 = $ _______

ADDITIONAL EXHIBIT STAFF (First staff per 10x10 included in Booth Fee)

Member (fi rst 2 per company): ____ @ $ 385 = $ _______

Member (unlimited): ____ @ $ 500 = $ _______

Non-Member (unlimited): ____ @ $ 800 = $ _______

EVENTS (Register by September 25, 2017 for discounted fees)

Tuesday Opening Reception (head count required) ____ @ $ 0 = $ _______

Wednesday Awards Event (one per registered staff) ____ @ $ 75 = $ _______

After Sept. 25 ____ @ $100 = $ _______

Guest ____ @ $125 = $ _______

Thursday Wind-up Event (one per registered staff) ____ @ $ 75 = $ _______

After Sept. 25 ____ @ $100 = $ _______

Guest ____ @ $125 = $ _______

Table of 10 ____ @ $800 = $ _______

Friday Technical Tour* Member ____ @ $ 65 = $ _______

Non-member ____ @ $100 = $ _______

Sub Total = $ _______

GST 5% = $ _______

Total CDN Funds = $ _______

DEPOSIT PAID = $ _______

PAYMENTS: in Canadian funds by cheque or money order (payable to Canadian Parking Association),or Credit Card: VISA MasterCard AMEX

CARD # _________________________________________ Expiry (mm/yy) ___ | ___

_________________________________ ________________________________Card Holder Name Signature

✶ 50% of sub-total must accompany registration to have booth selection reserved. Balance is due September 15, 2017. Booth selection is not guaranteed until paid in full.

Tick box to opt into receiving 3rd party marketing and communications as per CASL (Canadian Anti-Spam Legislation) from GES, PSAV and other companies contracted by the CPA for this event.

Event tickets ARE NOT included in full exhibit staff registration fee. These events are now optional for exhibitors and tickets must be purchased separately.

*Technical Tour includes one-way transportation from Banff and ends at Calgary Airport (YYC) by 4 pm. The bus will not return to Banff after the tour so make travel arrangements accordingly. Space is limited.

BOOTHFEES

✶

Fee includes one staff per 10x10

SINGLE 10x10 DOUBLE 10x20 TRIPLE 10x30 QUAD 20x20 Regular Premium* Regular Premium* Regular Premium* Regular

Member $2,075 $2,250 $3,665 $3,850 $5,180 $5,300 $6,800

Non-Member $2,885 $3,000 $5,770 $6,000 $8,655 $9,000 $10,000

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2017 annual conference & trade show ......phone 613.727.0700 fax 613.727.3183 e-mail...

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