Exhibitor Guide

Thank you for choosing the Latornell Conservation Symposium.

Please take a moment to read the exhibitors’ guide, which will provide you with all the necessary information for preparing and installing your exhibit. On-site event coordinators will be available to assist you during the Symposium.

Event Host
Conservation Ontario and the University of Guelph co-host the Latornell Conservation Symposium.
120 Bayview Parkway
Newmarket, ON L3Y 3W3
905-895-0716
info@latornell.ca

General Information (Event Location, Dates/Times, Contacts)
Paramount Eventspace
222 Rowntree Dairy Rd.
Woodbridge, ON L4L 9T2
905-326-3000
paramount@bypnp.com

DRIVING DIRECTIONS
VENUE VIRTUAL TOUR (The Exhibitor Hall is in the Eastwood Room)

On-Site Contacts
Karen Anderson (Sponsorship/Exhibitors & On-Site Coordinator)
karen@allsetinc.com
Office: 1-888-274-1364
Cell: 905-928-8821

Mario Maillet (On-Site Coordinator)
mario@allsetinc.com
Office: 1-888-274-1364

Accommodations
Special rates have been secured at two hotels near the Latornell Conservation Symposium venue. Book your accommodations here.

Delegates are responsible for their own guest room accounts, including taxes and incidental charges. A valid credit card will be required at check-in.

EV Plug-In Locations
Find a local charging station here.

Parking
Parking is available and free at the event location.

Exhibitor Hall Schedule
DAY 1 – Tuesday, October 8, 2024, 8:30 a.m. – 7:00 p.m.
Exhibitor Move-in: Tuesday, October 8, 2024, 7:00 a.m. – 8:30 a.m.
8:30 a.m. – 7:00 p.m. Exhibit Halls Open Hours
8:30 a.m. – 9:30 a.m. Registration Open in the Lobby; Exhibit Hall Open
5:00 p.m. – 7:00 p.m. Exhibitors’ Networking Reception in the Exhibit Hall & Lobby
*schedule subject to change

Important Details:

  • The Exhibit Hall is open to delegates from 8:30 a.m. to 7:00 p.m.
  • All exhibitors must register before setting up. Please go to the registration desk, and the staff will direct you to your booth.
  • Set up your booth by 8:30 a.m. to maximize engagement and face-to-face time with delegates.
  • Staff your booth during the networking event from 5:00 p.m. to 7:00 p.m. to maximize engagement and face-to-face time with delegates.

DAY 2 – Wednesday, October 9, 2024, 7:30 a.m. – 5:00 p.m.
Exhibitor Move-out: Wednesday, October 9, 2024, 5:00 p.m. – 6:00 p.m.
7:30 a.m. – 5:00 p.m. Exhibit Halls Open Hours
10:00 a.m. – 10:30 a.m. Refreshment Break with Exhibitors
3:00 p.m. – 3:30 p.m. Refreshment Break with Exhibitors
*schedule subject to change

Important Details:

  • The Exhibitor Hall is open to delegates from 7:30 a.m. to 5 p.m.
  • Move-out will begin when the Symposium ends at 5:00 p.m. To accommodate delegates throughout the day, we recommend dismantling or removing your exhibit at 5:00 p.m. Your cooperation is greatly appreciated.

Visiting Times with Exhibitors
Refreshment Breaks are held in the Exhibitor Hall (Eastwood Room) and the Main Lobby. The luncheons will be held in the Banquet Hall (Hudson Room) next to the Exhibit Hall.

The Exhibitors’ Networking Reception will be held from 5:00 p.m. to 7:00 p.m. in the Exhibitor Hall (Eastwood Room) and the Main Lobby.

Exhibitor Hall Access Only Passes & Lunch Buffet Tickets
Each Sponsorship includes three (3) Exhibitor Hall Access Only Passes. The passes can be used by your company’s booth attendants in the Exhibit Hall. They provide access to the Exhibitor Hall only and exclude sit-down meals and participation in sessions and workshops.

Tuesday and Wednesday Lunch Buffet Tickets can be purchased for booth attendants for $40+HST each. Conservation Ontario will follow up and invoice your organization for the cost. Please sign up HERE.

Booth Specs
All exhibit booths will include the following:

  • 10’ x 8’ booth (The booths along the two outside walls will have a hard wall, and the booths on the inside aisles will have 6’ drapery at the back of each booth space.)
  • One 6’ table with a tablecloth
  • Two chairs
  • Complimentary power outlet
  • Complimentary wireless internet
  • IMPORTANT: To avoid conflicts with the venue’s WIFI network, don’t bring your own WIFI router. If you have special requirements for WIFI, such as a dedicated network name (SSID) or a private local network (VLAN) for your demo, or require hard-wired internet access, please contact Craig McLaren at craig@s4entertainment.com or 905-326-4822.
  • The organizer reserves the right to prohibit any exhibit or part of an exhibit. Exhibitors may not sublet, assign or apportion any part of their exhibit space to any other company or organization except if approved in writing by the organizer.

Telephone, Internet, WIFI

  • Complimentary wireless internet
  • IMPORTANT: To avoid conflicts with the venue’s WIFI network, you cannot bring your own WIFI router. If you have special requirements for WIFI, such as a dedicated network name (SSID) or a private local network (VLAN) for your demo, or require hard-wired internet access, please contact Craig McLaren at craig@s4entertainment.com or 905-326-4822.

Audio Visual

Shipping and Deliveries to the Symposium

  • Deliveries will be accepted to the vendor premises WITHIN 24 HOURS BEFORE THE EVENT DATE.
  • The vendor will not be liable for inspecting deliveries upon arrival or for any damage or loss of the contents of such deliveries before, during, or after the event, unless caused by the gross negligence or willful misconduct of vendor staff. The vendor has limited storage available on-site, and the availability of storage space cannot be guaranteed. Should the Convenor(s) need to send large (including wooden crates and/or skids) and/or multiple items, storage must be prearranged with the vendor at least twenty-four (24) hours prior to delivery.

Shipping & Deliveries Address
Paramount Eventspace
222 Rowntree Dairy Rd.
Woodbridge, ON L4L 9T2

Shipping & Deliveries Contact
Lav Vyas, Corporate Event Logistics Manager
Peter & Paul’s Hospitality Group
6260 Highway 7, Unit 1, Vaughan, ON L4H 4G3
905-326-2000 Ext. 2206 lav@bypnp.com

The following information needs to be provided to ensure acceptance of items and delivery to vendor and event location:

  • Courier company
  • Number of items (ex. 1 of 4)
  • Delivery date
  • Sender company
  • Sender name
  • Sender address
  • Sender contact information (Including direct phone number)
  • Name of company, Event and/or person(s) receiving
  • Event Date(s)
  • Event Space
  • Vendor Logistic/Event Coordinator name
  • Trollies, dollies, etc., will not be supplied by the vendor and are the responsibility of the supplier to coordinate
  • Failure to include all of the above may result in the rejection of the package

A handling fee will apply to all shipments received:

  1. Up to 10 banker sized boxes (24” x 15” x 10”) (Complimentary)
  2. Each additional box – $35.00 +HST
  3. Crate/Booth – $85.00 ea. +HST
  4. Skid – $200.00 ea. +HST

Refund Policy
In the event of cancellation by the sponsor, a refund will be provided, less the following administration fees:

  • Until July 31: 10% administration fee
  • Until September 15: 30% administration fee
  • Refunds will not be issued for cancellations received after September 15.

Please note that the marketing of the sponsorship ceases on the date of the cancellation. To request a refund, please contact Karen Anderson at karen@allsetinc.com.

Event Cancellation
A full refund will be issued if the 2024 Latornell Conservation Symposium is cancelled.

People networking at the Latornell Symposium