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CONFÉRENCE ANNUELLE  ::  Exposants & Commanditaires  ::  Exhibitors & Workshops Guidelines

Exhibitors & Workshops Guidelines

Floor Plan

Booth Numbers

University of Waterloo Campus Map

Booth Details:
10' X 10' Booth, 3' side rails
1 - 6' X  30" table with skirted black with white plastic on top
1 - 6' X  30" table with skirted black with white plastic on top in the back
2- paded banquet chairs chairs
1 waste basket

Setup: Wednesday, June 21st, 2017, 10:00 – 11:45 am

DismantleFriday, June 23rd, 2017,  3:00 - 4:00 pm

Hahn Rentals will be at the Physical Activities Complex (PAC) from 7: 00 - 10:00 am to setup the poster boards and the booths. If  you need more time to setup, you are welcome to arrive by 9:00 am as long as you are aware that Hahn Rentals will be setting up as well. Please bring a dolly with you if needed.   

Mrs. Antonious, CSM 2017 Waterloo Conference Organizer, will be at the PAC from 9:30 am on Wednesday, June 21st, 2017. She can be reached by email Info@csm-scm.org or preferably by cell: 613 867 5795 if needed.  Please note that exhbitors are responsible to arrange for their own shipment to arrive and leave the PAC as well as the custom broker.  All equipment has to be removed from the PAC before 5 pm on Friday, June 23rd, 2017. 

Exhibits Location:
Physical Activities Complex, University of Waterloo
200 University Ave W,
Waterloo, ON N2L 3G1, Canada

Contact Person :
Susanne L. Keppler, Conference Manager
University of Waterloo – Catering & Event Services
519-888-4567, ext. 35833

The exhibits will be located at the Main Gym, at the same room where the poster sessions will be held and lunch provided. Workshops will be at the Small Gym which is attached to the Main Gym and can only be accessed from the Main Gym. Please see floor plan

Exhibit hours:
Wednesday - Friday, June 21st - 23rd, 2017 - 12:00 – 2:45 PM

Wireless Code:
Network: uw-wifi-setup-no encryption
Choose “attending an event option
Enter your first & last name and email address
Password: wat8401#gh 
After you type in the password you should receive an e-mail shorty with your confirmation code. It is best to check your email on your cell phone for the confirmation code email which expires within few minutes from completing the form with your name and email address. Please note this code will work for all the University of Waterloo campus.



Electric outlets:
Exhibitors were instructed to identify their electric requirements on the exhibit reservation form. Please advise Mrs. Wafaa Antonious if your equipment requires a high voltage usage.  One electric plug will be provided per booth. Each booth will have access to enough power for a laptop or equivalent electronic device. Please bring a 10’ extension cord since outlets may not be directly adjacent to your booth.

Delegate Bags Inserts:
Please forward 500 delegate bags inserts to: 

Dr. Josh Neufeld, Associate Professor
Professor; Department of Biology, Room: B1-275
University of Waterloo
200 University Avenue West
Waterloo, Ontario, N2L 3G1, Canada
Tel: 519-888-4567 ext. 38344
Email: jneufeld@uwaterloo.ca

Early Shipment & Exhibit Accessories:
Hahn Rentals is the official decorating company for CSM 2017 Waterloo Exhibits. Please contact Hahn Rentals, 95 Baffin Place, Waterloo, ON N2V 2C1, Tel.: 519 746 8955  to arrange for early shipment. Please download the following form for labour services provided by Hahn Rentals.  Hahn Rentals also provide the following: Exhibit Accessories, AV Equipment, Exhibit Front and Back Systems.  Contact person at Hahn Rentals: Debbie Latter: Debbie@hahnrentals.com

Booth supplies (light in weight or on wheels) arriving  between June 15 and June 20th, can be shipped to Dr. Josh Neufeld, CSM 2017 Conference Co-Chair. Please see above for the shipping address. The booth supplies will be stored in a secured room and moved on Wednesday, June 21st before 9 am to the assigned booth. 

Storage of Empty Boxes During Exhibit Days:
The PAC has a very limited storage capabilities.  Empty boxes can be stored either under your tables or behind a separating curtain at the Main Gym.   

Securing your equipment overnight: 
The PAC will be locked at the end of the exhibit day after clean up, but can not be considered 100% secured.  Please take with you at the end of every day any expensive equipment can be easily picked up.  Please contact Wafaa Antonious if you need to discuss this matter further or need to make alternative arrangements. 

Please refer to the following link for information about Direction and Parking. This site has a detailed map with parking as well as the parking rates around campus. Please refer to the campus map for the closet parking lot.  

Workshops will be at the Small Gym which is attached to the Main Gym and can only be accessed from the Main Gym. Part of the Small Gym will be used for the workshops and part will be setup for round tables and chairs. Please see the floor plan.  Please check the Detailed Program for the schedule. The room will be setup for 50 Theater Style. A PC laptop, projector, 8’x 8’ screen, laser pointer will be provided.  Please advise if your presentation requires audio, then we will rent the needed equipment for that and charge you accordingly. The Small Gym is not a large room, so no speaker lapel or microphone will be needed. 

Exhibitors' Passports and Prizes: 
An exibhitor passport will be provided to the registrants, encouraging them to visit the exhibits. Each booth will be provided with a stamp to mark the passport of those who vist the booth and talk with them.  A draw will be held on Friday before 2:45 pm and prizes will be given to the winners. Exhibitors interested in bringing in prizes, please contact Wafaa Antonious and advise her of what your are planning to bring. 

Concerns and Inquiries: 
Please contact Mrs. Wafaa Antonious if you have any concerns or inquiries and she will be happy to help you.   

Mrs. Wafaa Antonious
CSM Secretariat and 2017 Waterloo Conference Organizer
Rofail Conference and Management Services
17 Dossetter Way
Ottawa, ON   K1G 4S3 Canada
Tel.: 613 421 7229
Cell.: 613 867 5795

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CSM-SCM Secretariat
17 Dossetter Way
Ottawa, ON K1G 4S3

Tel: (613) 421-7229

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