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EXHIBITOR Services

Dear valued partners,

We are excited to welcome you to the 27th International Ornithological Congress (IOCongress2018), taking place August 19 - 26, 2018 in Vancouver, Canada. To assist in your preparations, please find useful information below related to your participation as an exhibitor at the Congress. 

If you have any questions or need any assistance, please do not hesitate to contact us directly.

Shawn Cheng | Sponsor & Exhibitor Services
E: sponsorship@iocongress2018.com 

 

 

Expo LOCATION 

The Expo is located at the Vancouver Convention Centre West Building, Exhibit Hall A.


Expo Hours 

* dates and times are subject to change

Date
Time
 
Monday, August 20 1:00PM - 6:00PM Exhibitor Move In *by request
Tuesday, August 21 8:00PM - 1:00PM Exhibitor Move In
  2:00PM - 6:00PM Expo Open *Congress Delegates Only
Wednesday, August 22 12:00PM - 6:00PM Expo Open *Congress Delegates Only
Thursday, August 23 12:00PM - 6:00PM Expo Open
 Friday, August 24 12:00PM - 6:00PM Expo Open
 Saturday, August 25 10:00AM - 6:00PM Expo Open
  6:00PM - 11:00PM Exhibitor Move Out
 Sunday, August 26   Exhibitor Move Out *by request

 It is recommended that you have at least one representative at your exhibit space throughout the Congress Expo hours.

 

MOVE IN & MOVE OUT▼

MOVE-IN DAY & Hours: 

Monday, August 20, 2018, 1:00PM - 6:00PM | TUESDAY, AUGUST 21, 2018, 8:00AM - 1:00PM

The official exhibitor move-in date & time is Tuesday, August 21st 8:00 to 13:00. All exhibitors will have access to the Expo floor on this day. If you require additional time to move in, please contact us at sponsorship@iocongress2018.com in advance.

All exhibitors need to have their booth structure installed, cases removed and aisles clear by 13:00 on August 21. If your space has enhanced lighting or video elements, please make sure they are set and running before the door opens at 14:00.

Please note the VCC does not handle exhibitor goods. Boxes and displays are to be shipped to the advance warehouse provided by Levy Show Services. Please visit the Storage & Shipping tag below for material handling information.

Loading Facilities

The Vancouver Convention Centre is located in the downtown core. Loading facilities will be designated and assigned to your event and are to be used for temporary loading and unloading. Parking is prohibited in the loading area or truck route. Freight may not be stacked or stored on the truck route or against fire exits, fire pull stations or fire hose cabinets.

Deliveries for the West building should be directed to the West truck route located on Waterfront Road. The West truck route has two-way access and is 29’6” (9 m) wide with a lane width of 14’9’’ (4.5 m). There is a downward slope moving northbound on the truck route which falls 4’ (1.22 m) over 63’11” (19.5 m).

The loading area consists of eighteen loading bays available for event use, which can accommodate full-size semi-trailers up to 80’ (24.4 m) in length. Four of these bays have dock levellers and there are three ramps off of the truck route for drive-on access to Exhibit Halls A & B. Loading dock clearance is 17’ (5.2 m) high, 12’ (3.65 m) wide. Each exhibit hall has limited drive-on access through roll-up doors for full-sized trailers.

Measurements of roll-up doors are as follows:

- West Exhibit Hall A loading bays 23’4” (7.11 m) wide by 14’4” (4.37 m) high
- West Exhibit Hall B loading bays 23’8” (7.21 m) wide by 13’7” (4.14 m) high
- West Exhibit Hall C loading bays 16’5” (5.00 m) wide by 14’8” (4.47 m) high (forklift only)
- West Exhibit Hall C Waterfront Road 23’5” (7.14 m) wide by 23’1” (7.04 m) high (street clearance permits 15’ max height).

 

MOVE-OUT DAY: SATURDAY, AUGUST 25, 2018 
MOVE-OUT HOURS: 6:00PM – 10:00PM

Exhibitor move-out is Saturday, August 25th, 2018. Exhibitors’ cases and boxes will bring out after the show door is closed. Exhibition materials must be cleared from the Expo floor by 10:00PM. Any leftover items will be discarded or recycled by the Convention Centre.

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BUILD YOUR BOOTH

EXHIBIT SPACE TYPE & WHAT'S INCLUDED▼

There are two types of exhibit spaces at the Expo: 

Regular 10' x 10' Exhibit Space

Artist Stand

  • 8’ high back draping & 3’ high sidewall drape
  • One (1) booth header panel (22 characters maximum, no logos)
  • 10’ x 10’ Carpet (colour is determined by the Congress;
    any specific colour requests will need to be ordered and paid on own)
  • Two (2) Exhibitor Passes per 10’ x 10’ space
  • General show lighting

 Majority of the Artist Stands will be located at the Artist Cafe area, unless advised otherwise;

  • One (1) 6' x 2' skirted table - black
  • One (1) Fabric chair
  • One (1) wastebasket
  • One (1) Exhibitor Pass per stand 


 

Renting Table, chairs, other furniture ▼

Official Congress Show Services

 

Levy Show Services is the official show services supplier for the 27th International Ornithological Congress. Levy Show Services is also the official customs brokerage supplier for the Congress. Please review the EXHIBITOR KIT for information on booth design, furniture, decor, material handling, customs, and shipping.

You can place your order easily through Levy's Online Ordering System. Simply click on the buttons below to be re-directed to the ordering page. The show code you will need is IOC2018.

If you have any difficulties, please do not hesitate to contact the Exhibitor Service Representatives at +1 604-277-1726 or via email operations@levyshow.com.

 


 

arranging power, internet, catering ▼

Exclusive Venue Services

 

Vancouver Convention Centre (VCC) is the exclusive supplier for Electrical, Plumbing, Telecommunications & Internet Services, Sign Installation, Cleaning, Security, and Catering Services.

The VCC offers an online ordering system for your basic service requirements. Simply click the button below to be redirected to their website, then click the EXHIBITING area for further instruction.

For assistance with Online Ordering or any of the services, please contact Exhibitor Services at +1-604-647-7480 or email: exhibitservices@vancouverconventioncentre.com.

 


 

AUDIO & VISUAL▼

Freeman Audio Visual has been appointed the AV supplier for the 27th International Ornithological Congress. To order any AV equipment for your exhibit space, please download and complete the order form. 

 


 

OTHER SERVICES - Printing, Staffing▼

Additional services are available to help make your exhibit planning effortless. If you are looking for services that are not listed below, please contact us at sponsorship@iocongress2018.com for assistance.

Printing 
If you want to print your materials locally to avoid shipping & custom costs, you are welcome to contact Colour Time Printing for all your need.

Colour Time Printing is pleased to offer IOCongress 2018 delegates, exhibitors, and suppliers 10% discount on your order. Please mentioned you are an exhibitor at the IOCongress while you place the order. 

Colour Time Printing 
John Plonka
Email: jplonka@colourtime.com
Phone: +1 604 682 8307
150-1066 West Hastings Street, Vancouver, BC V6E 3X1 Canada


 

Staffing
If you need to hire temporary staff for your booth or activation, you are welcome to contact:

Urban Bella - Christy Nguyen
Email: christy@urbanbella.ca
Phone: 1.800.797.7613 ext. 1

 


 

STORAGE & SHIPPING ▼

Levy Show Services has been appointed as the official customs broker and transportation provider for the 27th International Ornithological Congress to be held at the Vancouver Convention Centre, August 19 - 26, 2018.

To expedite the move-in process, we highly recommend sending your materials to the Levy Advance Warehouse. Your materials can be shipped to the Advance Warehouse starting July 17, 2018. The deadline for Advance Warehouse shipping is August 14, 2018.

For shipping and customs inquiries please contact:

P: +1 604-277-1726
E: operations@levyshow.com


 

STAFF REGISTRATION▼

All exhibitor registrations must be completed online by August 6, 2018. To register, please click here. No exhibitor registrations will be accepted on-site. All exhibitor special registration codes had already been distributed to your company/ organization. If you have question regarding registration, please contact our registration team at registration@iocongress2018.com.


 

ACCOMMODATION▼

Secure your accommodation for your staff today at the official Congress hotels to receive discounted rates only for IOCongress attendants!

Note: Official congress hotels will not accept IOCongress2018 special rate reservations directly. All reservations must be made online through the secure registration website to receive the congress rates.

If you have any questions regarding hotel booking, please do not hesitate to contact us at housing@iocongress2018.com.


 

EXHIBITOR LIABILITY INSURANCE▼

Sponsors and exhibitors must maintain and enforce, at all times during the Congress, policies of fire, theft, or other insurance, to cover all risks.

The Conference Organizer, International Ornithological Union, and the Conference Management company; MCI Group Canada Inc., will take every reasonable precaution to prevent loss of Exhibitor’s goods, but under no circumstances will either the Conference Organizer or the Conference Management assume any responsibility for loss and damage which might ensue from any cause in connection with transfer, installation, maintenance or removal of exhibits or other associated activities. Neither the Conference Organizer nor Conference Management will be responsible, in any way, for goods while on exhibit or in storage.

Sponsors and exhibitors are responsible, at their own expense, to maintain Commercial General Liability Insurance on an occurrence basis for a minimum amount of $5,000,000 CAD per occurrence and such other forms of insurance as maybe appropriate to cover obligations in connection with sponsoring and exhibiting at IOCongress 2018. The Commercial General Liability insurance policy must name International Ornithological Union (IOU), MCI Group Canada Inc., and the BC Pavilion Corporation doing business as (dba) Vancouver Convention Centre, as additionally insured. A copy of the certificate of insurance must be received by the Congress Secretariat no later than July 30th, 2018.

International Ornithological Union
522 First Avenue, Smilow Research Building, Room 401
New York, NY 10016
USA

MCI Group Canada Inc.
1444 Alberni Street – Suite 200
Vancouver, BC V6G 2Z4
CANADA

BC Pavilion Corporation doing business as (dba) Vancouver Convention Centre
1055 Canada Pl,
Vancouver, BC V6C 0C3
CANADA

If you require assistance in obtaining  Commercial General Liability (CGL) insurance, please contact:

LMS PROLINK LTD
Andrew Spencer, Account Executive
450 University Avenue, Suite 800
Toronto, ON M5G 1V2
CANADA
Toll Free: 1 800 663 6828
Fax: 1 877 595 1649
Email: AndrewS@lms.ca

A copy of your policy must be received by MCI Canada by August 3, 2018. Companies who fail to submit a copy of their insurance certificate in advance of the Congress will not be allowed to exhibit onsite. 

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Contact Us 

If you have any questions or need any assistance, please do not hesitate to contact us directly.

Sponsor/Exhibitor Services
Shawn Cheng
T: +1 604 909 1286
E: logistics@ipcc2017.com