Exhibitor Package 2011elcic.ca/In-Convention/2011-Saskatoon/documents/... · July 14-17, 2011...

13th Biennial Convention–July 14-17, 2011 TCU Place, Saskatoon, Saskatchewan 302-393 Portage Avenue, Winnipeg, MB R3B 3H6 Toll free 1-888-786-6707 Fax 204-984-9185 Website: www.elcic.ca

Evangelical Lutheran Church in Canada

Exhibitor Package 2011

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13th BIENNIAL CONVENTION

EVANGELICAL LUTHERAN CHURCH IN CANADA TCU Place, Saskatoon Arts & Convention Centre

Saskatoon, Saskatchewan July 14-17, 2011

EXHIBITOR INFORMATION LETTER January 31, 2011 Welcome Exhibitors and Visitors! The Exhibitor area at the 2011 ELCIC National Convention is available on a ‘first come first serve’ basis and is available only to organizations having an official relationship with Evangelical Lutheran Church in Canada (ELCIC).

EXHIBITOR CHECK LIST

To book display space during Convention, please complete the attached Exhibitor Registration Form and return it to the Convention Registrar, along with the appropriate fees no later than April 13, 2011. Payment can be made by credit card or cheque payable to: The Evangelical Lutheran Church in Canada.

Forward your business card size ‘ad’ in JPG format to [email protected] by April 1st, 2011.

Sponsorship opportunities are also available for Exhibitors. Please contact Faye Schultz

For more information about exhibits or sponsorship, contact: Faye Schultz, Convention Assistant, at: 204-984-9173, or 888-786-6707, ext. 173

EXHIBITOR AREA: The Exhibitor display spaces are located in the lobby of the upper floor level, TCU Place, just outside the convention plenary hall. The upper lobby will also host the coffee breaks, thus providing attendee traffic for our exhibitors. Exhibitor display space includes:

Display space with one 8 ft. table and one chair, plus electrical power if required Business card size ad included in the Bulletin of Reports which is sent to all delegates and visitors On-screen promotion in the Convention hall, inviting delegate and visitors to the display area Exhibitor name tag(s)

EXHIBITOR SET UP, REGISTRATION, SIGNAGE, OTHER: Display space set up is between 8:00 a.m. and 12 noon on Thursday, July 14th and tear-down must be completed by 12 noon on Sunday, July 17th. If you plan to bring additional staff only to assist at your table, they must be registered as an exhibitor to obtain a name tag. One exhibitor per exhibitor group must also register as a ‘visitor’. A copy of the registration form(s) will also be available at www.elcic.ca. Any brochures or handouts for distribution are to be placed on your exhibitor table for pickup by Convention attendees. You will need to bring these handouts with you to Saskatoon. Wall signage in the exhibitor area is not permitted. There is no curtain draping between exhibitor tables. Note: Exhibitors are responsible for their own travel and accommodations for the Convention. INTERNET & SECURITY: Internet is the Exhibitor’s responsibility. The fee is $100 and is booked directly with TCU Place (see attached Internet booking form). Overnight security in the Exhibitor area is not provided. Although the building is locked at night, it is advised that exhibitors ensure any items of value are not left unattended. Shipping and storage is also the Exhibitor’s responsibility. 2

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PARKING: Parking is available at five major 2011 Convention hotels. Parking is also available near TCU Place. There is also extensive metered parking on Auditorium Avenue, Pacific Avenue, and West Lot, adjacent to the YMCA. Parking costs are the responsibility of the exhibitors. Rates are as follows: $12.00/day Midtown Plaza (directly behind TCU Place, across from Plaza Food Court) $10.00/day Imperial/Impark (next to the new hotel site, ‘kiddy’ corner to TCU Place) $ 7.50/day Precise Park-Link (directly behind TCU Place on Idywyld, across from Fire Station) HOTELS: The Exhibitor fee does not include accommodation. You may book accommodation at your own discretion and call a hotel directly to make your arrangements. Please see the attached 2011 Convention Hotels list for contact and rate information. Five major hotels offer accommodation near TCU Place: Hilton Garden Inn (directly across from TCU Place) Radisson Hotel (10 min. walk to TCU Place) Delta Bessborough Hotel (10 min. walk to TCU Place) Sheraton Cavalier (10 min. walk to TCU Place) Park Town Hotel (13 min. walk to TCU Place) VISITOR REGISTRATION: One exhibitor per exhibitor group must also register as a visitor. The visitor registrations fees are:

a. $325 with meals (lunch and dinner), no accommodations, a copy of the Bulletin of Reports, and refreshments which will be provided in the morning and the afternoon.

b. $225 without meals, no accommodations, a copy of the Bulletin of Reports, and refreshments which will be provided in the morning and the afternoon.

ELCIC 25th ANNIVERSARY BANQUET: On Saturday, July 16th, there will be a special celebration dinner held from 6:00 to 9:00 p.m., in Centennial Hall for the 25th Anniversary of the ELCIC. If you are registering as a visitor with meals, please remember to indicate on the Registration Form if you will be attending. You can also purchase extra banquet tickets at $35 each for the dinner. There will be a cash bar. CANADIAN LUTHERAN WORLD RELIEF (CLWR) BREAKFAST: CLWR will be sponsoring a breakfast on Saturday, July 16th to take place in Centennial Hall starting at 7:00 a.m. Please indicate on the form if you will be attending the breakfast, as registration is required for this event.

13th BIENNIAL CONVENTION

EVANGELICAL LUTHERAN CHURCH IN CANADA TCU Place, Saskatoon Arts & Convention Centre

Saskatoon, Saskatchewan July 14-17, 2011

January 31, 2011 Sponsorship Opportunity The Evangelical Lutheran Church in Canada’s (ELCIC) 13th National Convention will be held at TCU Place in Saskatoon, Saskatchewan on July 14-17, 2011. Come join us in sunny Saskatoon as the ELCIC welcomes 500-600 delegates and visitors to its Convention. What an opportunity to share your work and promote your services! We invite you to consider sponsorship in some way to put your company name before ELCIC members and visitors. May we offer you the following sponsorship opportunities:

• Refreshment Break sponsor • Bulletin of Reports sponsor • Plenary Hall Decorations/Flowers sponsor • Audio/Visual sponsor • General Convention sponsor

We would be pleased to announce your sponsorship. You will also be provided with:

• acknowledgement in our Bulletin of Reports • recognition in our PowerPoint presentation during the plenary sessions • appropriate onsite signage

Thank you very much for your donation in the past and we look forward to your support once again. Regards,

Faye Schultz Convention Assistant [email protected]

Evangelical Lutheran Church in Canada 13th Biennial Convention–July 14-17, 2011

EXHIBITOR

REGISTRATION FORM

RETURN TO: Barb Wiebe Convention Registrar, ELCIC 302-393 Portage Avenue Winnipeg, Manitoba R3B 3H6

Evangelical Lutheran Church in Canada 13th Biennial Convention, July 14-17, 2011

TCU Place, Saskatoon, Saskatchewan

TO REGISTER: Please complete form and return with payment as soon as possible and no later than APRIL 13, 2011. GENERAL INFORMATION:

Title _____________ First Name__________________ Middle Initial _____ Last Name __________________________

Gender: Female Male Address _______________________City_________________Province_____PC__________

Work Phone:_________________ Fax Number:__________________ Home Phone: _______________________

E-Mail:____________________________________________ Synod: ____________________________________________

Congregation/Parish:_________________________City:_________________Category: Exhibitor

Names of other persons requiring an exhibitor name tag: ____________________________ ________________________________

___________________________________ _______________________________ ___________________________________

Check appropriate box: EXHIBIT SET UP: I will require electrical power for my display space (included in price per table) EVENTS: I will be attending the CLWR Breakfast, July 16th I will be attending the 25th Anniversary Banquet, July 16th BULLETIN OF REPORTS: Send me a printed copy I will download copy from ELCIC website.

FEES: Check appropriate box SPECIAL NEEDS: (i.e. dietary requirements, allergies, etc.) Exhibitor: I require___# of tables @ $160/ display space Visitors: (no accommodations)

$_______

Registration Fee - with meals $325 $_______ Registration Fee - without meals $225 Extra Banquet Tickets: (#____) @ $ 35

(All fees non-refundable after June 15, 2011)

$_______ $_______

Other needs (special transportation using wheelchair, crutches, canes, etc.):

Total Enclosed $_______

PAYMENT ENCLOSED: Visa MasterCard Cheque (Make cheque payable to ELCIC) Name on Card: __________________________________ Card #: _____________________________ Expiry Date: _____________

PRIVACY PERMISSION: I understand that the information on this form is collected for the use of Synodical and National Offices and will be retained indefinitely. Personal information is not shared with third parties without your express consent. I understand that my name and photograph (including audio and visual images) may be used as a result of my attendance at this Convention. __________________________________________ Signature FOR OFFICE USE ONLY: Type of Payment Received: _______________ Amount $_________________ Date Processed: _________________ Initial: ___

Check our Website at www.elcic.ca for updated Convention 2011 information as it becomes available

TCU Place, Saskatoon, Saskatchewan 302-393 Portage Avenue, Winnipeg, MB R3B 3H6 Toll free 1-888-786-6707 (ext. 177) Fax 204-984-9185 Website: www.elcic.ca

http://www.elcic.ca/

Evangelical Lutheran Church in Canada 302-393 Portage Avenue, Winnipeg MB R3B 3H6

13th Biennial Convention July 14-17, 2011 TCU Place, Saskatoon, Saskatchewan Phone: 204-984-9150 Toll free: 1-888-786-6707 Fax: 204-984-9185 Website: www.elcic.ca

2011 CONVENTION HOTELS

The Convention has confirmed room blocks at five Saskatoon hotels near TCU Place. When booking please mention that you are attending the 2011 ELCIC National Convention.

For full details about amenities contact the hotel or check out the hotel web site. The cut-off date for ELCIC’s room block is June 13, 2011.

All hotels – Check-in time: 3:00 p.m. Check-out time: 12 noon.

All guestrooms are subject to 5% PST, 5% GST and 2% Destination taxes.

Hilton Garden Inn 90-22nd Street E. Saskatoon, SK S7K 3X6 Tel: 1-306-244-2311 Fax: 1-306-664-2234

Web: saskatoon.hgi.com

(Directly across from TCU Place)

Rates: $169 Queen, Double, and King

Parktown Hotel 924 Spadina Crescent E., Saskatoon, SK S7K 3H5

Tel: (306) 244-5564 Fax: (306) 665-8698 Toll Free: 1-800-667-3999

Web: www.parktownhotel.com

(13 min. walk to TCU Place)

Rates: $135 Standard Single, $145 Standard Double,

$165 Executive Single, $175 Executive Double

Delta Bessborough 601 Spadina Crescent E. Saskatoon, SK S7K 3G8

Tel: 1-306-244-5521 Fax: 1-306-665-9769

Web: www.deltahotels.com


Rates: $172 Standard Single/Double $192 Premier Single/Double

Radisson Hotel Saskatoon 405 20th Street E., Saskatoon, SK S7K 6X6 Tel: 1-306-667-2365 Fax: 1-306-665-0052

1-800-395-7046 US/Canada Toll-free

Web: www.radisson.com


Rates: $143 Queen Single/Double $153 King Single/Double

Sheraton Cavalier Saskatoon 12 Spadina Crescent E. Saskatoon, SK S7K 3G9

Tel: 1-306-652-6770 Fax: 1-306-931-4677

Web: www.sheratoncavaliersaskatoon.com


Rates: $174 Standard Single/Double $199 King

http://www.parktownhotel.com/

INVOICE #

35 22nd St E, Saskatoon, SK S7K 0C8

COMPANY NAME: ________________________________________________ ADDRESS: (Street, City, Province, Postal Code) ________________________________________________ ________________________________________________

SHOW NAME : ELCID 2011 National Convention

TELEPHONE NO.: _______________________

SHOW DATE: July 13 – 16, 2011 FAX NO.: _______________________________ BOOTH NO.: __________________________ VENDOR’S G.S.T. # 13999 4438

PLEASE FAX THIS FORM ATTENTION: Tammy Watt Fax: 306-975-7804 High Speed Internet Access – 7 MBPs (This is not a dial-up connection through a regular telephone line.) Cost for each connection: $100.00 (this is the physical access to the high speed only – your computer must already be configured for high speed access as technical assistance is not included) The applicant is required to provide: - PC or Laptop - 10 base/T Ethernet Card with adaptor for 8 pin patch cable - TCP/IP Implementation TCU Place will provide the high speed access as well as cabling to the access point. Technical Assistance: Will you require technical assistance at the show? _______ Cost for Technical Assistance: Weekdays: $135 per hour unless the time can be shared with another exhibitor (whether or not issue is resolved). Weekends (or after hours): $200 per hour unless the time can be shared with another exhibitor

(whether or not issue is resolved). TCU Place will coordinate all required technical assistance to attempt to reduce the costs to the exhibitor.

Will you have any special requirements? TOTAL AMOUNT OF ORDER + 5% GST TOTAL AMOUNT PAYABLE

$________________ $________________ $________________

· IF YOU HAVE ANY QUESTIONS PLEASE CALL: Tammy Watt at (306) 975-7775 or email: [email protected] · * PAYMENT IN ADVANCE MUST ACCOMPANY THIS ORDER FORM.

Name (Please Print) __________________________________________________ Credit Card No. __________________________________________Expiry date: _________________________ Visa _______ Master Card ______ Cash _______

Authorized Customer Signature

X________________________________ Date: TOTAL:

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before processing will begin. ADVANCED MATERIAL HANDLING -Receive & store shipment up to 30 days in warehouse -Delivery of shipment from advanced warehouse to show site -First priority unloading status -Removing of empty containers from booth to storage area -Returning of empty containers to booth upon show closing -Reloading of shipment from booth to exhibitor arranged outbound carrier $80.00 per hundred pounds (lbs) ($160.00 min. charge) Weight_____________________@$80.00/cwt____________________ ( In the event of discrepancy Carrier Weight will be used) Carrier Name:_______________________________ # of pcs._________ Bill of Lading # ______________________ Exhibitor Courier Account # ___________________________________

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PST 5%

A 25% cancellation fee will be processed for orders received and then cancelled. If service has already been provided, 100% of original order will be applied. We reserve the right to adjust orders calculated inaccurately or received after the Pre Show date. All prices in Canadian dollars. Total Amt. Due

CONDITIONS -All orders must be prepaid -All orders must be received at least 2 days prior to exhibitor move in or be subjected to a 25% late fee -Please arrange shipments to arrive between 8:30 am – 3:30 pm, Monday – Friday -Loose and uncrated shipments will not be received -Return Waybills must be included with Materials received and properly filled. A $50.00 service charge will be applied to any Material Handling request without required information.

Return Information (REQUIRED)

Return Address: Carrier Name: _________________________

Carrier Account #: ______________________

Pick up Pre-arranged: Yes or No (circle response)

# of pcs: _____________

Weight: ______________(lbs) Handy Special Events will contact your preferred Carrier if pick-up has not been pre-arranged. Contact information for any NON-National Carriers must be provided.

Carrier Phone #: _____________________ LIMITS AND LIABILITIES Handy Special Events will not be held responsible for concealed damage or loss of merchandise after delivery to booth before or during installation time, or at conclusion of show prior to delivery to common carrier. Shipments should be insured by the exhibitor for coverage when out of the care, custody and control of Handy Special Events. The condition, count and contents of the material found in the booth at the time of actual removal will be final and binding and the right is reserved to alter exhibitor’s bill of lading to reflect actual condition, count and contents found. Handy Special Events will not be responsible for damages incurred while handling loose exhibit material or those inadequately packed. Handy Special Events will not be responsible for failure or delay in performing services when delay is caused by strike labour stoppage, or any other cause unavoidable or beyond their control. The liability of Handy Special Events is hereby limited to $0.30 per pound, per article and values exceeding this limitation should be insured by the shipper. All items requiring rigging or special equipment will be charged on a time and material basis. Exhibits or equipment uncrated will be charged an additional 50% handling charge. Handy Special Events will receive goods only if this form is returned signed and freight is PREPAID.

Signature_______________________________________________________ Date__________________________

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These labels are provided for your convenience. Place one on EACH piece shipped to ensure proper delivery. MATERIALS HANDLING WILL BE ACCEPTED 30 DAYS PRIOR TO SHOW.

REMEMBER YOUR RETURN WEIGH BILLS & SHIPPING LABELS

Special Instructions

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Exhibitor Package 2011elcic.ca/In-Convention/2011-Saskatoon/documents/... · July 14-17, 2011...

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