INFORMATION FOR EXHIBITORS
Thank you for your interest in participating as an exhibitor at the 2025 COS Annual Meeting & Exhibition! Please be aware that our 2025 sponsors will receive priority in selecting booth locations.
Exhibitor booths for the 2025 COS Annual Meeting & Exhibition are now sold out. If you wish to be added to the waiting list, please contact Christine Bruce at cbruce@cos-sco.ca.
IMPORTANT NOTE: SPACE ASSIGNMENT
While COS will make every effort to ensure that selected booth location is accepted, it is important to note that final placement of companies’ booth will be determined by COS in order to best maximize the space, traffic flow and take into account the potential need for social distancing. Exhibits are assigned according to sponsorship levels, booth size, exhibitor requirements and efficient use of all exhibit square footage. 2025 sponsors have first option on booth location.
If you are a non-Canadian exhibition company that is sending items to Canada, please contact Christine Bruce at cbruce@cos-sco.ca. The COS is able to provide a recognition letter in order to facilitate your entry into Canada.
Important deadlines
March 14 - | Cancellation of reserved booth space or tabletop | |||
April 8 - | Final payment on booth rental | |||
Submission of plan or “sketch” for island/peninsula display for approval | ||||
Request for column wrap | ||||
Request to host a spin-off/auxiliary event | ||||
April 15 - | Request for hotel room drops | |||
Request for branded hotel key cards | ||||
Submit information on any exhibitor appointed contactors | ||||
April 28 - | Request to use COS logo | |||
Approval of any incentive | ||||
Booth staff registration | ||||
May 26 - | VCC Early Bird Deadline for Catering, Cleaning, and Internet | |||
May 28 - | Hotel reservations at group rate | |||
June 8 - | Request to distribute food and beverage in the booth |
Exhibit move-in and move-out
Per WorkSafeBC regulations, High Visibility Vests (also referred to as “Hi-Vis Vests” and “Safety Vests”) are mandatory for all personnel on the exhibit floor during exhibit move-ins and move-outs, when mobile equipment will be in use and/or vehicles will enter the exhibit area for loading/unloading. Booths setting up Wednesday 08h00 – 20h00 or anytime Thursday until 16h00 will be required to wear a High Visibility Vest. Vests will also be required as of 16h00 on Sunday during tear-down. We highly recommend exhibitors bring their own safety vest – however a limited number of vests can be ordered online or purchased in advance for $10. | |||||||||||||||
10'x10' Booths | |||||||||||||||
Load-in, booth setup and move-in | Thursday, June 19, 08h00 – 16h00 | ||||||||||||||
Teardown and load-out (after 16h00, a safety vest will be required) | Sunday, June 22, 14h00 – 16h00 | ||||||||||||||
Booths exceeding 10'x10' | |||||||||||||||
Load-in and booth setup | Wednesday, June 18, 08h00 – 20h00 | ||||||||||||||
Booth setup and move-in | Thursday, June 19, 08h00 – 16h00 | ||||||||||||||
Teardown and load-out (after 16h00, a vest will be required) | Sunday, June 22, 14h00 – 20h00 | ||||||||||||||
GES Service Desk | |||||||||||||||
Wednesday, June 18, 14h00 – 20h00 Thursday, June 19, 08h00 – 20h00 | |||||||||||||||
*Please note direct to site shipping is not suggested* |
Exhibit hours
Friday, June 20, 09h30 – 18h00 |
Saturday, June 21, 09h30 – 18h00 |
Sunday, June 22, 09h30 – 14h00 |
Delegate breaks and lunches will be served in the Exhibit Hall; lunches for exhibitor representatives will be served in the Exhibit Hall from 12h15 – 12h45. |
Morning break: 10h30 – 11h15 |
Lunch: 12h45 – 14h00 |
Afternoon break: 15h30 – 16h15 |
Contact information
EXHIBIT MANAGEMENT
Christine Bruce
Manager, Event Operations, Sponsorship and Exhibits
Canadian Ophthalmological Society
cbruce@cos-sco.ca
EXHIBIT & FREIGHT SERVICES
CUSTOMS BROKER
Heather James
Operations Manager
ConsultExpo Inc.
Tel: (514) 482-8886 ext. 3
heatherj@consultexpoinc.com
www.consultexpoinc.com