OPBA

VENDOR TRADE SHOW APPLICATION

THURSDAY, SEPTEMBER 29TH, 2016

FOUR POINTS BY SHERATON, KINGSTON

8:00 A.M. TO 6:30 P.M.

2016 OPBA Pilot Vendor Trade Show Application

Venue - Four Points by Sheraton, 285 King Street East, Kingston, Ontario

Date of Show - Thursday, September 29, 2016 (8:00 a.m. – 6:30 p.m.)

Number of Exhibitor Representatives per Booth – 2

Cost per Booth - $600.00, plus HST includes: • breakfast and lunch for two (2) exhibitors • placement of your company logo within the Trade Show Flyer

If additional exhibitors are required for your booth, an additional fee of $50.00 per person for meals will be required. Name badges are required by all attendees in order to access the exhibit hall. Please list below the representatives who will be staffing your booth.

Exhibitor Booths - Each standard booth will be equipped as follows: ▪ 8’ deep x 10’ wide booth space ▪ 1 - 6’ long draped table (white vinyl tablecloth, black skirt) ▪ 2 folding chairs ▪ 1 wastepaper basket Internet service will be provided on a complimentary basis for all vendors and conference delegates. Requests for specific booths will be approved on a first-come, first served basis. Payment in full is required in order to secure the booth you have chosen. If you have not chosen a booth, one will be assigned to you at the discretion of the organizing committee. Cancellation Policy Cancellation requests must be submitted in writing to: Angela Klassen c/o OPBA Central Office 111 Fourth Avenue, Suite 361 St. Catharines, On L2S 3P5 Email: communications@opba.ca If cancellation request is received by September 9th, 2016, a 75% refund will be given after the conference is held, provided that the OPBA is able to resell the booth.

Use the On-line registration option Or complete and submit the below via e-mail to Angela Klassen, Communications Coordinator communications@opba.ca Please print clearly or type exactly as this information is to appear on the name badge: COMPANY NAME: ______________________________________________

1) Representative Name: __________________________________ 2) Representative Name: __________________________________

If Applicable: (for additional fee)

3) Representative Name: __________________________________ 4) Representative Name: __________________________________

Dietary, mobility or special needs _______________________________________________ Booth Selection Please see the attached diagram and make your booth selection on a first come, first served basis. Your assigned booth is only secured upon receipt of payment in full) 1st choice: ____ 2nd choice: ____ 3rd choice: ____ Logo and Description Please forward your logo to Angela Klassen – communications@opba.ca along with a short description (60 words or less) of the key goods or services provided by your agency or firm. Registration Fee: $600.00 Additional Booth Representative(s) @ $50.00 $______ Subtotal $______ Plus HST @ 13% $______ Amount Due $______ Accommodation: We are pleased to extend the conference discount rate to registrants of the Pilot Vendor Trade Show. You are responsible for making your own arrangements with the hotel.

PAYMENT BY CREDIT CARD Master Card

Visa

Card Number _____________________ Expiry Date ____________________ Cardholder Name ______________________________

PAYMENT BY CHEQUE

HST Registration Number 897345690

MAXIMIZING BENEFIT FOR OUR EXHIBITORS

ENCOURAGING PARTICIPATION

BY MEMBERS

In order to ensure maximum exposure and benefit, the Pilot Vendor Trade Show committee will incorporate an interactive activity to encourage maximum benefit to our exhibitors and encourage full participation by OPBA members.

OPBA members visiting the trade show will be invited to complete a passport with stamps from Vendors who they choose to engage with.

Submission of passports will entitle entrants to be eligible to win a draw for an item provided by OPBA.

While at the booth the participants will be asked to answer a question or play a game, of the Vendor’s choice, in order to receive their stamp and be able to move on.

As an exhibitor at the Trade Show, we feel that you will receive the most benefit from the question or game if it is of your choice and if you make it about your organization/ product/or service. The answer to the riddle or game, should be something you would talk about in your organizational pitch to the participants.

OPBA will provide the paper passport to OPBA members and each exhibitor will be provided with a sticker or stamp for use at their booth.

Please submit the activity on or before July 26th 2016 to Christine McParland at CMcParland@sl.on.ca to ensure the success of the Vendor Show.

OPBA Pilot Vendor Trade Show Terms & Conditions Agreement

1. Trade Show Hours: 8:00 am – 6:30 pm, Thursday, September 29, 2016.

2. Setup Times: Wednesday September 28th 2016: 4:30 pm – 8:00 p.m. or prior to

7:30 a.m., Thursday September 29th, 2016.

3. An exhibit space is not considered secured until the OPBA is in receipt of all of the following:

a. Application Form (or online registration) b. Terms & Conditions Agreement (or on-line registration completion) c. Payment in FULL

4. Cancellation Policy: Cancellation requests must be submitted in writing to:

OPBA Central Office 111 Fourth Avenue, Suite 361, St. Catharines, ON L2S 3P5 Email: communications@opba.ca If a cancellation request is received by September 9th, 2016, a 75% refund will be provided after the conference has been held, provided that the OPBA is able to resell the booth.

5. Name badges are required by all attendees in order to access the exhibit hall.

6. The Exhibitor is responsible for erecting their own exhibits using the services of their own employees and equipment.

7. The Exhibitor agrees that no moving in or out of goods or dismantling of displays will be permitted during the entire Trade Show event prior to 6:30 p.m. September 29th, 2016. The Exhibitor also agrees to remove his exhibit, etc. from the show building by 8:30 p.m. September 29th, 2016.

8. The Exhibitor agrees to staff the table/booth during show hours, tables/booths are not to be left unattended.

9. The Exhibitor is permitted to distribute promotional items through the delegates’ bags as distributed through the OPBA’s Conference Committee. Approximately 150 delegates are expected to attend the conference. Shipping instructions to follow.

10. The Exhibitor agrees that solicitation at conference sessions is strictly prohibited.

11. The Exhibitor agrees that no food or beverage samples or products may be distributed or sold except on written authorization from The Four Points Kingston.

12. No Exhibitor will be permitted to move in until payment has been made in full.

13. All applicable municipal, provincial and federal regulations, including those pertaining to fire, health, safety and liquor must be complied with. The exhibitor assumes sole responsibility for same.

14. Exhibitors shall comply with all local and provincial ordinances covering licenses, permits, etc. if required.

15. All electrical hookups must be CSA approved.

16. Internet service is provided on a complimentary basis by the hotel.

17. Sound or audio/video equipment must be subdued sufficiently to not cause nuisance to other exhibitors.

18. The OPBA reserves the right to cancel this contract at any time, or refuse entry or require to leave (without refund) any visitor, exhibitor, or person who, in the opinion of the OPBA Conference Director, OPBA President or organizing committee is unfit, intoxicated or is in any way interfering with the smooth operation of the show and the set-up or dismantling thereof.

19. The OPBA reserves the right to reject, prohibit or relocate exhibits for the good of the show.

20. The OPBA shall not be responsible for loss or damage to displays or property of the exhibitor arising from any cause whatsoever, nor for any other claims or liabilities which may arise as a result of the granting of this agreement. The OPBA shall not be responsible for personal injury caused to the exhibitor, his agents or employees while they are in the trade show areas or arising from their participation in the trade show. Further, security will not be provided in the exhibit area exclusively and all personal property left in the event space is at the sole risk of the owner. You are responsible for safekeeping of your personal property. Please remove or lock away any valuables when your booth is unattended.

21. The Exhibitor agrees to indemnify the OPBA, its Board of Directors, Employees, Members and Volunteers, for any and all loss suffered by him or by any member of the public by reason of the negligence of the exhibitor, his agents or employees. The Exhibitor is liable for any loss or damage caused by the exhibitor to others or the Exhibition Facility. Exhibitors are advised to contact their own insurer to arrange appropriate insurance coverage. Further, neither the Ontario Public Buyers Association, The Four Points Kingston, (name others who are 3rd party service providers) will be responsible for any injury, loss, theft or damage that might occur to the exhibitor or his employees or property, from any cause whatsoever.

22. All exhibitors to OPBA 2016 Vendor Trade Show are required to have and use the appropriate Personal Protective Equipment while on the event premises. The exhibit floor at The Four Points Sheraton during the move-in and move-out of the

show is considered a construction site and is governed by the Occupational Health and Safety Act (OHSA). Failure to comply with the Act and Regulations as outlined in the OHSA (21(1) – 25 inclusive) may result in the closure of the show floor. OPBA requires that everyone abide by Ontario Safety Standards while on this site. All provincial Safety Regulations and Safety Safety shoes and hard hats are required for all personnel involved in the move-in and move-out of the show. Other personal protective equipment (gloves, safety glasses, hearing protection etc.) must be worn, as required.

The undersigned acknowledges that he/she has read the Terms and Conditions and hereby agrees to abide by and be bound by the terms, conditions, rules and regulations contained in this document. (If you are registering on-line, simply click the radio button to agree to the Terms and Conditions) Exhibitor’s Name (Please Print): ________________________________ Company Name (Please Print): ________________________________ Exhibitor’s Signature:_________________________________________ Email Address: ____________________________________________ Date: _______________