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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. 
The link to order vests will be available on this page soon. 

10'x10' Booths

Load-in, booth setup and move-inThursday, 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 setupWednesday, June 18, 08h00 – 20h00
Booth setup and move-inThursday, 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

GES
serviceinfo@ges.com

 

CUSTOMS BROKER

Heather James
Operations Manager
ConsultExpo Inc.
Tel: (514) 482-8886 ext. 3
heatherj@consultexpoinc.com
www.consultexpoinc.com

 

 

Information for Exhibitors