exhibitor sales prospectus · 2018-11-21 · feature your company, products and services by...
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Friday, April 12, 2019Westin Harbour CastleToronto, ONwww.oaosymposium.com
2019Exhibitor Sales Prospectus
OAO InfoMart IN THIS BOOK...
P OAO InfoMart Show Details
P What’s in it for You?
P 2018 Attendee Demographic Highlights
P Quotes from Delegates and InfoMart Exhibitors
P Exhibit Space Opportunities
P OAO InfoMart Floor Plan
P Hotel Accommodation Information
P Partnership Opportunities
P Terms & Conditions
P Key Contact Information
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OAO InfoMart Show Details
Date P Friday, April 12, 2019
Time P Trade Show 1:15 – 4:15 p.m.
Where P Westin Harbour Castle, Metropolitan Ballroom
Show Website P www.oaosymposium.com
Exhibitor Registration P click here
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L One of Canada’s largest optometric trade shows, showcasing more than 100 exhibits representing all areas of optometric practice
L Interact with over 400 optometrists and optometric assistants in one location
L The majority of delegates are practice owners and decision makers
L Dedicated three hours to showcase your products and services
L Lead retrieval service available to capture essential delegate information
L Hard copy attendee list provided at the event
L Custom partnership opportunities to increase brand awareness and drive sales
L Educational lectures and workshops delivered by optometry’s leading speakers and thinkers
L See what’s trending; understand what optometrists need from you
L Strengthen relationships with existing optometry clients and pursue new ones
What’s in it for You?
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2018 AttendeeDemographic Highlights
An average of 450 delegates
participated over the past
three years.
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GTA TORONTO EAST WEST
21%18%
21%
15%
NORTH
11%
NIAGARA
9%
Optometrists Attending by Region
FAR NORTH
2%
USA
.3%
OUT OF PROVINCE
1%
OA Staff Attending by Region
GTA TORONTO EAST WEST FAR NORTH NORTH NIAGARA
15%
6%
38%
6%
0%
23%
9%
5 Yearsand under
10 Years 15 Years 20 Years 30 Years 40 Years 50 Years or more
16%
24% 24%20%
15%
1% .3%
Optometrists Attendingby Years in Practice
USA
2%
Quotes from Delegatesand InfoMart Exhibitors
Excellent show, well done!
Exhibitor
Informative and lots of different suppliers.
Delegate
I liked the extended hours as it gave us time to meet more clients.
Exhibitor
Always open to partnering with OAO.
Exhibitor
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Our first time there, and we were impressed.
Exhibitor
Good vendors. Well laid out.
Delegate
OAO is to be commended. Excellent and professional job as always.
Delegate
What is included with your booth? L Up to four (4) complimentary passes for representatives per booth
L Complimentary listing of your company name and booth number on the Symposium website under Exhibitor listing
L Complimentary listing of your company name, logo, profile and booth number on the Symposium App which will be available to all delegates until Dec. 31, 2019
L Complimentary listing of Show Specials on the Symposium website and the Symposium App
L Hard copy attendee list provided at the event
L Each booth is 10’ wide x 8’ deep
L Booths include black pipe and drape with 8’ high back wall and 3’ side rails (Note: Island booths do not include pipe and drape, and multiple booths do not include side rails.)
L Booths include one table (6’ long x 2’ wide) and two chairs
To book your exhibit space please visit Exhibitor Registration
$2,300 + HST each forbooths 1, 2 and 3
$1,725 + HST per each additionalbooth when booking 4 or more booths (a 25% discount)
$300 + HST for registered, not-for-profitorganizations (limited number of tables) Includes 1 x 6’ table (draped) and 2 chairs
Exhibit SpaceOpportunities
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Booth Space Rates:(Note: Power/electrical services and booth furnishings – excluding one 6’ table and two chairs provided by show management – are not included.)
Booth assignments will be made
by OAO upon receipt of a signed
Exhibit Contract and payment
in full to OAO.
Friday, April 12, 20191:15 – 4:15 p.m.Westin HarbourCastle Hotel Metropolitan Ballroom
2019 InfoMartFloor Plan
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Hotel AccommodationInformation
The host hotel is the Westin Harbour Castle in the heart of downtown Toronto.
We encourage all exhibitors to take advantage of theOAO guest room block reserved until 5:00 p.m. on March 11, 2019. The room block will give you and your colleagues a preferred rate and support OAO in meeting its contract commitment with the hotel.
Book your accommodation at our preferred rate by 5:00 p.m. on March 11, 2019.
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Premier Symposium Partner(1 available)$25,000 + Catering
Be the Premier Partner of the 2019 Symposium. Host the opening Plenary breakfast as OAO’s lead sponsor. Be the first to showcase your organization and deliver your message to delegates – you’ve got the entire audience of optometrists (ODs) and optometric assistants (OAs). Work with OAO to secure the plenary speaker PLUS deliver five minutes of remarks – that’s PREMIER podium time for you! Your team has direct access to meet-n-greet and network with delegates as they arrive. Enjoy many opportunities to promote your organization and products, enabling your team to connect and engage with members. Exclusive opportunities to elevate your presence throughout Symposium are also a part of this premier partnership.
Symposium Lunch Partner(2 available, Friday & Sunday)$20,000 + Catering
Be the lunch host on Friday or Sunday and provide one hour of education for delegates. Working with OAO, secure your choice of speaker and deliver your message. Give your team the opportunity to share information about your products and services, and connect and engage with optometrists over a hot lunch.
Optometric Assistant (OA) Day Program Partner(2 available, Friday and Saturday) $6,000
Be the ‘partner of the day’. Provide a speaker of your choice for 2 hours of educational sessions for OAs in this partnership. Work with OAO on a topic for OAs that complements the day’s theme and your business and products. You and your team will engage with the front-line representatives; the influencers when it comes to purchasing decisions in optometric practices.
Breakfast and Learn Workshop Partner(2 available)2-hour session $5,500 + Catering
Help up to 200 Delegates kick-start their day with breakfast followed by 1 hour of education from a speaker of your choice. A great opportunity for your team to network, engage and connect with Delegates.
Networking Reception Partner$8,000 + Catering(Saturday from 6 – 7:30 pm)
Set your company apart from the crowd by hosting an elite evening reception for Delegates right after a full day of education. Tap into this unique opportunity where your team can network and engage optometrists and optometric assistants outside of the classroom. Add your company touches to make this one-time opportunity with both influencers and decision makers a memorable experience.
Mobile App Partner$7,500
Spark new ideas, kick-start networking, and create a memorable event experience. Be the Mobile App Partner to remember. Optometrists and optometric assistants will know who to connect with throughout the event and in the future.
Symposium Refreshment Break Partner(3 available – Friday, Saturday & Sunday)$2,000 each day
Use this networking opportunity to increase exposure for your company by providing delegates with coffee, tea, fruit and snacks during one or more refreshment breaks on your day. Promotion on the mobile app and on-site signage recognition.
InfoMart Cappuccino Bar Partner$6,500
Hosting this partnership includes an oversized beverage bar with two servers at the InfoMart tradeshow. Three hours for your team to interact with delegates in an area with plenty of signage showcasing your brand.
Partnership Opportunities
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InfoMart Presention Stage Partner12 available$750/15-minute session
Share your latest product, technology, published paper or research with delegates on the tradeshow floor. A great opportunity for your team to engage, enlighten and network with optometrists and optometric assistants. Fifty seats plus standing room at each of two stages.
InfoMart Smoothie Bar Partner$5,000
Host the Smoothie Bar at InfoMart. Delegates will enjoy a healthy smoothie sampler with you and your team. Three hours to interact and connect with delegates. Boost their energy and your brand.
Symposium Delegate Bag$4,000
Get your company brand in the hands of all Symposium delegates.
Name Badge Lanyard$4,500
Hang around…every delegate…every day of Symposium.
Hotel Key Card$3,500
Be the brand that opens doors for delegates.
Notepad Sponsor$2,000
Help delegates record notes during lectures with a branded notepad.
Electronic Screen Advertising$1,500/day or $2,500 for 3 days
Feature your company, products and services by advertising on electronic info-screens strategically placed throughout Symposium in high-traffic, visible areas.
Education Partner$20,000
Partner for a full day of in-person education for optometrists. Includes up to two hours of education with a speaker of your choice. Sessions are developed for optometrists at specific times in their careers, relating to clinical or practice management education. Lend your brand to help optometrists be the best they can be. (Average audience is 80 – 100 Optometrists)
Live Webinar Partner $2,000
Provide a one-hour, live webinar of key clinical or practice management education for OAO members. Sessions are in the evenings, and dates may be secured in the following months: February, March, May, June, September or October.
Delegate Bag Insert$500
Promote your products and services. Provide one, double-sided literature insert for delegate bags.
For additional information, please see the PARTNERSHIP PROGRAM page on the OAO website. www.oaosymposium.com
Partnership Opportunities
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Symposium Refreshment Break Partner(3 available – Friday, Saturday & Sunday)$2,000 each day
Use this networking opportunity to increase exposure for your company by providing delegates with coffee, tea, fruit and snacks during one or more refreshment breaks on your day. Promotion on the mobile app and on-site signage recognition.
eLearning Partner $2,500 / 1-hour course
Work with OAO to develop a one-hour, online clinical or practice management course that may be accessed ‘On Demand’ by optometrists.
1. OAO Exhibitor Policy: OAO will not partner, engage or do business with any
company or entity that sells prescription eye wear or contact lenses without the requirement of a valid prescription, including that company’s parent company and its wholly owned subsidiaries.
2. Cancellation Policy: Cancellations must be received in writing by the Ontario
Association of Optometrists before 5:00 PM EST on March 8, 2019 and will be refunded at fifty percent (50%) of the total value of the exhibit fee. Exhibits cancelled after 5:00 PM EST on March 8, 2019 are non-refundable.
3. Booth Assignment: Booth space will only be assigned upon receipt of a
signed Exhibit Contract and payment in full to OAO for space and services as specified in this Exhibitor Sales Prospectus and contract. Sponsoring companies will be given priority assignment. No postdated cheques, please. OAO reserves the right to withdraw any booth or booths from sale and adjust the floor plan without notice. Every effort will be made to contact vendors should their booth or location be impacted by a change.
• All exhibits MUST be set and ready no later than 12:00 PM on Friday April 12, 2019. No exceptions. If
an exhibit is not ready by 12:00 PM, OAO reserves the right to remove the exhibit from the show floor.
• Move-in time for exhibitors with 3+ booths is available from 8 p.m. on Thursday, April 11, 2019.
• Move-in time for all other exhibitors is 7:00 AM – 12:00 PM on Friday, April 12, 2019.
• Your confirmed move-in time will be emailed to you in advance of the show. You are responsible for making arrangements to move in at your designated time.
4. Registration for Badges: Only employees or contracted individuals of exhibiting
firms will be permitted to work in your exhibit booth area. Access to functions of the Annual Symposium is restricted to members of the Association, their staff members, or guests of the Association. Representatives working at your booth must register as a representative via the exhibitor registration site before April 5, 2019 or via the link emailed as part of your exhibit registration confirmation. Representative registrations are restricted to four (4) per booth. No substitutions are permitted after the show has opened. All exhibit staff members must wear their OAO name badges at all times when in the exhibit hall.
5. Exhibit Booth Details: • Each standard booth space is 10’ wide x 8’ deep. • Each booth includes traditional black pipe and drape
with 8’ high back wall and 36” high rail dividers. Island booths will not include pipe and drape, and multiple booth blocks will not include side rails unless requested. (The Metropolitan Ballroom is fully carpeted.)
• Each booth includes one table (6’ long x 2’ wide) and two chairs.
• Complimentary listing of company name and booth number on the Symposium website under Exhibitor listing.
• Complimentary listing of company name, logo, booth number and profile in the OAO Symposium & InfoMart Mobile App.
• Complimentary listing of Show Specials on the Symposium website and the Symposium App.
• Up to four (4) complimentary passes for company representatives per booth.
6. Acceptance: OAO reserves the right to accept or reject any application
for exhibit space or partnership. Exhibitors may not sublet exhibit space. Exhibit space cannot be used to display any items for which the exhibitor is not a representative. Management reserves the final decision on acceptability of display materials and exhibit content.
7. Insurance: All exhibitors must provide proof of insurance (general
liability) to OAO prior to move‐in or have copy available upon request on-site. Details about how to submit certificate of insurance will be provided within the 2019 Exhibitor Manual.
Complete OAO Symposium and InfoMart terms, conditions and policies are included in the Exhibitor Logistics Manual that will be available at the Exhibitor Registration site and OAO Symposium and InfoMart.
Ontario Association of Optometrists20 Adelaide Street East, Box 16, Suite 801, Toronto, ON, M5C 2T6
Tel: 905-826-3522 • Toll Free: 800-540-3837 • Fax: 905-826-0625
Terms andConditions
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Key Contact Information
Conference management services for the OAO Symposium & InfoMart are provided by Aston Events & Communications.
InfoMart SalesCaroline Aston [email protected] OR [email protected]
InfoMart ExhibitorLogisticsRita [email protected] OR [email protected]
RegistrationSupportKim Giles905-826-3522 ext. [email protected]
Partnership OpportunitiesBethany Carey905-826-3522 ext. [email protected]
Education ProgramCheryl Neave905-826-3522 ext. [email protected]
www.oaosymposium.com
General Inquiries about OAO [email protected]