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Pdc 2015 exhibitor prospectus

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  • Vancouver Convention Centre West Building Exhibit Hall open March 5-6March 5-7, 2015

    Pacific Dental Conference

    Pacific Dental Conference

    Request booth space on our website...

    Exhibitor Prospectus

    www.pdconf.com

    2015

  • Important Meeting Dates ............................... 2Invitation to Exhibit ........................................ 3Attendance Statistics ...................................... 3Exhibition Dates and Times ............................ 4 Important Information ................................... 5 Space Assignments and Fees .......................... 5Booth Guidelines and Exhibitor Conduct ........... 6Booth Supply Orders ...................................... 7Booth Design .................................................. 8Move In / Move Out Procedures .................. 10Move In / Move Out - Shipping Materials .... 11Booth Representative Registration ............... 13Rules and Regulations .................................. 13Hotel Information ......................................... 15 2014 Exhibitors ............................................. 16Advertising Opportunities ............................ 18Sponsorship Opportunities ........................... 19 Future Dates ................................................. 20

    Table of ContentsTable of Contents

    Important 2015 Meeting Dates and DeadlinesImportant 2015 Meeting Dates and Deadlines

    2

    One booth purchases begin (12am PDT). (full payment required) More details on page 5

    Requests for two or more booths begin.

    May 15th, 2014Website open for exhibitors to activate their accounts at www.pdconf.com.

    July 8th, 2014 (12am PDT)

    Online application for booth requests opens at www.pdconf.com. First round booth assignment considers the number of booths requested and the date the deposit is received.

    September 5th, 2014Application deadline for first round booth requests. All deposits must be received by this date. Those exhibitors not submitting a deposit will not be considered in booth allocation.Any cancellations must be submitted in writing to the PDC office prior to deadline.

    September 23rd, 2014Booth assignments sent to qualified applicants.

    October 31st, 2014Final payment for all assigned booths is due.Final payment for advertising and sponsorship is due.No refunds after this date.

    January 23rd, 2015All requests for variations from booth standards must be received.

    January 24th, 2015Deadline for the Pacific Dental Conference rate in available hotel room blocks.

    February 13th, 2015Website closes for all Booth Representative registration or changes.

    March 3rd, 2015First booths Move In as per pre-arranged schedule. (See website)Exhibitor registration and badge pick up opens at 2:00pm.

    March 4th, 2015Move In as per pre-arranged schedule.Exhibitor registration and badge pick up opens at 7:00am.

    March 5th & 6th, 2015Exhibit Hall open at 8:30am and closed at 5:30pm. (Thursday, March 5th)Exhibit Hall open at 8:30am and closed at 5:30pm. (Friday, March 6th) Note: Hall is open at 7am for exhibitors only.

    Friday, March 6th, 2015Exhibitor Move Out starts at 5:30pm. All exhibits must be removed by 11:00pm.

  • The 2015 Pacific Dental Conference will be held at the Vancouver Convention Centre, West Building. Were excited to see the consistent growth of the conference over the past years with a new record of 12,798 participants in attendance at the 2014 PDC. Partnering with valued exhibitors such as yourself is important to our continued success.The PDC Exhibit Hall, known for its value, affordability, and friendly atmosphere, has become the primary venue for dental professionals to experience the latest products and services which you have to offer. This Exhibitor Prospectus contains all the information necessary to assist you in having the best show possible. Please review carefully the information provided. If you have any questions, do not hesitate to contact us at [email protected] or 604-736-3781.We thank you for contributing to the success of our conference and look forward to working with you in every way we can to make this years PDC Exhibit Hall a profitable and memorable experience.

    Dont delay! As one of the fastest growing conferences, we invite you to exhibit with us in 2015. As exhibit space is in high demand, we strongly recommend submitting your deposit as early as possible as booth assignment priority is determined by number of booths requested and the date the deposit is received.

    Invitation to ExhibitInvitation to Exhibit

    Attendance StatisticsAttendance Statistics 2003 2004* 2005 2006 2007 2008 2009* 2010 2011 2012 2013 2014Dentists 2393 2628 2552 2634 2725 2797 3211 3167 3365 3383 3395 3574Dental Hygienists 1072 1159 1180 1163 1301 1472 1603 1727 1819 1787 1900 2020Dental Assistants 1908 2191 2188 2217 2357 2463 2759 2584 2442 2427 2424 2510Adm. Personnel 647 871 742 696 757 743 713 754 664 588 620 725Dental Technicians 26 37 130 59 91 130 138 150 124 179 145 205Exhibits Only 56 129 165 121 301 368 450 578 549 643 505 503Students 410 410 517 681 701 707 733 665 661 699 614 549Other 260 300 231 233 375 335 248 378 377 268 397 357Exhibitors 1147 1534 1486 1583 1713 1822 1745 2077 2146 2196 2200 2355 Total 7,815 9,216 9,191 9,387 10,321 10,837 11,600 12,080 12,147 12,170 12,200 12,798

    *in conjunction with the Canadian Dental Association

    3

    NEW for 2015

    For those companies requesting two or more booths, the procedure will remain the same - the website will open July 8th, 2014 (12am PDT) for requests, with booth assignments being done in September. Booths will still be assigned based on the number of booths requested and the date the deposit is received.

    Requests for two or more booths

    One booth purchases

    In response to Exhibitor comments, the PDC has made revisions to the booth request procedure. For 2015, there will be a new system implemented for exhibitors wanting to obtain a single booth.

    Companies wanting one booth will skip the booth request procedure and directly purchase their booth starting September 23rd, 2014 (12am PDT). The advantage of this change is that the single booth companies will now have the ability to see the booths remaining on the floor and make their own selection as to which booth and booth location would suit them best. See details on page 5

    82% of all BC dentists attended last years conference!

  • 43

    March 2015Tuesday, March 3rdExhibit Hall access for set-up 8:00am to 8:00pm Registration Desk open 2:00pm to 6:00pmMove In times will be based on booth location and are available at www.pdconf.com.

    Wednesday, March 4thExhibit Hall access for set-up 7:00am to midnight (Exhibitor Badge Required)Registration Desk open 7:00am to 7:00pmMove In times will be based on booth location and are available at www.pdconf.com.

    Thursday, March 5thExhibit Hall access 7:00am to 6:00pm (Exhibitor Badge Required)Registration Desk open 7:00am to 6:00pmExhibits open 8:30am and close at 5:30pm

    Friday, March 6thExhibit Hall access 7:00am to 11:00pm (Exhibitor Badge Required)Registration Desk open 7:00am to 6:00pmExhibits open 8:30am and close at 5:30pm

    InquiriesPacific Dental Conference 305 1505 West 2nd Avenue Vancouver, BC V6H 3Y4Telephone: [email protected] for Exhibitors section

    Exhibit LocationVancouver Convention Centre - West Building Exhibit Hall A, B, C 1055 Canada Place Vancouver, BC V6C 0C3

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    Exhibition Move In and Set Up TimesBooth Move In times are designated according to booth location in the Exhibit Hall. Exhibitors will receive the booth Move In schedule/floor plan with their booth confirmation and it will be available on the website. (Exhibitor badges are mandatory as of Wednesday, March 4th. All exhibitors and set-up personnel must wear their exhibitor badge to gain entry to the Exhibit Hall). Safety vests are mandatory in the Exhibit Hall during Move In and Move Out, and can be signed out at the Exhibit Hall at no charge.

    All displays must be in assigned areas, completed and ready for inspection, by 8:00am on March 5th, 2015. No display material, except hand-carried, may be moved through the exhibit area after the shows opening. In the event an exhibitor fails to set up within the specified time, their property may be removed and stored at the sole expense of the exhibitor. (See page 14)

    Dismantling TimeNo booth may be dismantled earlier than 5:30pm, Friday March 6th, 2015. All exhibit material must be packed and removed from the exhibit floor by 11:00pm on Friday, March 6th, unless previous arrangements have been made. (See page 10)

    65

    Exhibition Dates and TimesExhibition Dates and Times

    4

  • June 23rd Website available to re-activate accounts Your 2014 Pacific Dental Conference username and password is still valid for the 2015 meeting. If you do not recall your username and/or password, please create a new account.

    *Please note: You will not be able to request booths until July 8th.

    Important InformationImportant Information

    NEW for 2015 When requesting your booth, please note the following:

    Booth Rental RequestA request for booth space can be made at www.pdconf.com. Please visit the website to view the most up-to-date floor plan. The deadline for submitting requests for first round booth assignment is September 5th, 2014, but it is important to submit your request as soon as possible. All booth requests require a 50% deposit, which must be received no later than September 5th, 2014 to be considered for booth assignment.

    *Please note: Booth allocations

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