Thursday-Saturday,
October 19-21, 2017

Delta Grand Okanagan Resort
Kelowna, British Columbia

F.A.Q. for Exhibitors

Who is the Exhibitor Coordinator for the TODS Meeting?

Lane Shupe, CDA

TODS Meeting Coordinator, Exhibitors & Local Arrangements

Phone: 250-764-2120 

Facsimile: 250-764-2247

Email: shupe@direct.ca

 

How do I increase my visibility at TODS???

We offer a limited number of fantastic sponsorship opportunities. For more information click here.  Enquiries to book a sponsorship opportunity please email Lane Shupe at shupe@direct.ca.

Don’t Miss Out!

 

Where do I get a 2017 TODS Exhibitor Package?

The TODS Exhibitor Packages are mailed annually on April 1st as the package is comprised of several documents. You can request the TODS Exhibitor Package via email after May 1st by contacting Lane Shupe.

 

How can I add my name to the exhibitor mailing list?

Please contact Lane Shupe at the contact information listed above.

 

Where is the TODS Meeting and Trade Show located?

Delta Grand Okanagan Lakefront Resort and Conference Centre

1310 Water Street, Kelowna, BC. Canada

 

When is the Trade Show?

Exhibit Date and Hours (Both days are mandatory)

Thursday, October 19, 2017 from 5:00pm until 8:00pm is open to all memebers of the dental profession. We ask exhibitors to extend a personal invitation to clients that may not register for the 2017 TODS Meeting to come by and visit their exhibit.

Friday, October 20, 2017 exhibits open at 10:00am until 5:30pm, exhibits must be ready to open at 10:00am with access restricted to paid meeting registrants only – NO EXCEPTIONS.

 

Payment methods:

All cheque payments must be drawn in Canadian Funds only.  US Funds and post-dated cheques will be returned.  Please make cheques payable to the Thompson Okanagan Dental Society.

We accept visa or mastercard only.

 

What are the exhibit options?

A) DISPLAY BOOTH WITH PIPE & DRAPEbooth size is fixed at 8 feet by 8 feet. Your display must fit along the back wall of the booth. Display booths are located in the Okanagan Ballroom. Fee $993.00

Included in the booth exhibit fee:

  • Security, space rental, one boxed and skirted table, 2 chairs, floor carpet, one power outlet, wireless internet, and cleaning of the public use portions of the exhibit area.
  • Registration for one exhibitor personnel
  • Continental breakfast and hot buffet lunch for one exhibitor personnel
  • Friday Trade Show Reception in the Exhibit Area

 Display Booth Limitation

If the length of your display, signage etc. exceeds 8 feet in length you cannot turn your display on an angle as that impedes the access and visual of the adjoining exhibits. Therefore we will strictly enforce the size of your display and once on site if the size exceeds 8 feet in length we will either have your display reduced in size, by ShowTime Event and Display Services for which you will be charged, or we will move your exhibit to a location at the back of the exhibit hall.

B) DISPLAY TABLETOP WITH BACK DRAPE ONLYdisplay space is limited to 6 feet in length. Table Top displays are located in the Grand Foyer. Fee $856.00

Included in the table top exhibit fee:

  • Security, space rental, one boxed and skirted table, 2 chairs, floor carpet, one power outlet, wireless internet, and cleaning of the public use portions of the exhibit area.
  • Registration for one exhibitor personnel
  • Continental breakfast and hot buffet lunch for one exhibitor personnel
  • Friday Trade Show Reception in the Exhibit Area

NOT INCLUDED in booth or table top rental fee: storage, extension cords, power bars, special lighting, labor to move, extract or remove materials, or cleaning of interior booth space. Exhibitor requirements for additional items such as tables, display materials, storage, audiovisual equipment, extra lighting, etc., can be arranged.

EXHIBITOR PERSONNEL

Each exhibit is permitted a maximum of six additional personnel per exhibit (one is included in your exhibit fee). Registration of exhibit personnel is offered only in conjunction with exhibit space and limited to personnel of companies, laboratories and manufacturers that have purchased exhibit space.

Registered ON or BEFORE October 11, 2017  $149.00

Registered AFTER October 12-20, 2017  $174.00

Additional Booth and Table Top Personnel also receive:

  • Registration to the meeting for Friday only
  • Continental breakfast and hot buffet lunch
  • Friday Trade Show Reception in the Exhibit Area

 

What about Shipping and Receiving?

Shipping of displays, equipment, products and promotional materials

The Delta Grand Okanagan Resort does not maintain exhibit storage space and will not accept any exhibit products, promotional materials, displays or equipment shipped directly to the Hotel.

The Thompson Okanagan Dental Meeting uses ShowTime Event & Display Services for all shipping, storage and displays. Showtime will accept materials, products, equipment, and booth or table top displays. ShowTime stores and delivers your shipment directly to your exhibit location in the Delta Grand Okanagan Resort.

Contact: Britney Poyner, Exhibitor Services Co-coordinator, ShowTime Event & Display 

Telephone: (250) 868-2465 or Toll-Free 1 800 721-0029

Facsimile: (250) 868-3313 or Toll-Free 1 877 468-3313

Email: britney@showtimedisplay.com

Website: www.showtimedisplay.com

 

Limitations and Deadline Dates for Exhibit and Exhibitor Personnel

All exhibits are received on a first come first served basis. There is no deadline and you cannot reserve an exhibit space without payment. The TODS Meeting Trade Show Exhibits are usually sold out by the end of June.

 

Exhibit Rental Specifications and Exhibitor Personnel

Confirmation and exhibit space assignments will be communicated in writing by the Thompson Okanagan Dental Meeting Coordinator. Exhibitors will be accepted and space allocated by date of paid application. The TODS Meeting reserves the right to accept or reject an application and to assign all exhibit space at its discretion.

Absolutely no sharing of exhibit booths or table top space is permitted unless they are subsidiaries owned by one parent company. We restrict access to the Convention Centre exclusively to exhibitor personnel and company representatives that have paid and received confirmation of exhibit space.

LIMITATIONS: The right to exhibit is limited to individuals, firms, manufacturers, and dealers, who have contracted, been accepted, and paid in full for exhibit space. Only authorized personnel shall participate in the setup, operation and dismantling of the exhibits. Any violations may, at the sole discretion of the TODS Meeting, result in the expulsion of the violator from the exhibit hall and convention without obligation by the TODS Meeting to refund fees or honor claims for damage. The TODS Meeting restricts rental availability of 2 booths or table top displays spaces to a company, individual or association

All conditions and terms for exhibits are contained in detail in the 2016 Contract and Conditions for Exhibit Space mailed out to all exhibitors and should be consulted for complete details.

 

Cancellations, No Shows, Unmanned Exhibits and Returned Cheques

The TODS Meeting assesses a service charge of $20.00 on cheques retuned for any reason. If written cancellation is received by Lane Shupe, TODS Meeting Coordinator prior to September 14, 2017 then 50% of the exhibit fee will be refunded. There will be no refunds after September 14, 2017.

Exhibitors cannot purchase booth or table top exhibit space unless it is staffed at all times during exhibit hours. Failure to comply will result in the exhibit booth/ table top display being removed from the convention floor at the exhibitor’s expense and suspension from the Thompson Okanagan Dental Meeting.

 

Hotel Accommodation?

The TODS Meeting Coordinator has reserved a block of rooms at a discounted rate in the Delta Grand Okanagan Lakefront Resort. Any exhibitor wishing to reserve a room should contact the hotel directly using one of the three options listed below;

ONLINE – Preferred Method

If you are booking via online be sure to indicate that you are attending the Thompson Okanagan Dental Meeting and request the conference room rate. Go directly to https://www.deltahotels.com/Groups/Delta-Grand-Okanagan-Groups/Thompson-Okanagan-Dental-Society to reserve your room.

EMAIL

If you are booking via email be sure to write that you are attending the Thompson Okanagan Dental Meeting and request the conference room rate. All email requests can be sent to: dgo.reserve@deltahotels.com

TELEPHONE

If you are booking via telephone be sure to tell the reservation agent you are with the Thompson Okanagan Dental Meeting and request the conference room rate. For reservations, call 1-800-465-4651.

Thursday-Saturday,
October 19-21, 2017

Delta Grand Okanagan Resort
Kelowna, British Columbia

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