Current Exhibitor Toolkit

Thank you for supporting World Sleep 2019

We have developed an extensive scientific program bringing the leading experts on sleep medicine and research to Vancouver presenting their ideas and latest discoveries. The program is the most extensive ever, including 320+ hours of scientific content. We are expecting around 3,500 attendees, much higher than any of our prior congresses. Questions can be emailed to our administrative office.

Remember to review the details on entering the country of Canada in advance of attendance.

Read & review Exhibitor Regulations and terms.


Recommended Printer / Printing Services

Vancouver Printer
RR Donnelly Printing
Gareth Holden
Senior Sales Representative
gareth.d.holden@rrd.com
Cell Phone: 604-240-6525

Levy Show Services
Print banners and other show items directly with Levy, the booth supply company. Open the Levy Exhibitor Kit for more details.


Customs, Shipping & Advance Warehouse

Exhibitors shipping exhibit booth materials and supplies from outside of Canada are strongly encouraged to use our official customs provider, Davidson & Sons. View customs, shipping & warehouse specifications.


Exhibitor Services & Booth Supplies

LEVY is the official exhibitor servicing company for World Sleep 2019. To begin the ordering process, view the Levy Show Service Inc. instructions. Open Instructions.

Each booth space comes with the following:
 8’ high drapery backwall – royal blue
 3’ high drapery sidewall – royal blue
 1 – 7” X 44” booth identification sign
**exhibit floor is carpeted with ballroom grade carpeting**
If you require additional furnishings, flooring, material handling or services please complete and return the appropriate enclosed order form(s). A Levy Materials Handling Form is required to ship directly to Vancouver Convention Centre.

Open Levy Online
The show code you will need is ‘WORLDSLEEP19’
you will need to enter this and your booth number

Download the full LEVY Exhibitor Kit to begin (includes instructions, ordering forms and booth items)

To receive the discount rate, please submit your completed forms with full payment by September 5, 2019.

Questions? Contact Levy Customer Service Department at 604 277 1726 or operations@levyshow.com.


Vancouver Convention Centre

If you require electrical, catering, security or other services, you must complete the convention centre’s online order form.
OPEN ORDER FORMS

Convention Centre Specs

Exhibition area: Ballrooms B, C and D located on first floor
Ceiling Height: 52’5” or 16 meters
Facility website: Floor Plans & Specs
Event services website: Event Services


Bag Insert Details

The cost of printing and shipping bag inserts is at the expense of the exhibitor. Please design bag inserts at the following specifications:

  • 3,000-3,500 copies (final number dependent on registration)
  • Full page (A4 or 8.5×11) or smaller, 120lb paper or less, one or two sided

Other bag inserts will be considered by emailing info@worldsleepsociety.org. Bag insert digital files are due no later than August 15, 2019 for approval by World Sleep 2019 administrators. Printing must be coordinated by the exhibitor/sponsor. WSS will not coordinate printing.

All bag inserts MUST be submitted to RR Donnelly Printing for printing, storing & transporting to the convention centre.
Gareth Holden
Senior Sales Representative
gareth.d.holden@rrd.com
Cell Phone: 604-240-6525

Failure to submit art by Friday, August 30 will result in forfeit of bag insert with no refund. Digital file must be emailed to dewink@worldsleepsociety.org before being sent to RR Donnelly for printing.


Exhibitor Floor Plan & Booth Numbers

 View the floor plan layout.


Exhibition Hall Details

Exhibition is open during the following hours:

Monday, September 23, 2019 | 10:00 AM-4:00 PM
Tuesday, September 24, 2019 | 10:00 AM-4:00 PM
Wednesday, September 25, 2019 | 10:00 AM-4:00 PM

Exhibition will be closed and monitored by security before 10:00AM and after 4:00PM. Exhibitor personnel are allowed in their booths one hour prior and one hour after exhibition times.

EXHIBITOR MOVE-IN: Saturday, September 21, 2019: 2:00 pm – 8:00 pm & Sunday, September 22, 2019: 8:00 am – 4:00 pm

EXHIBITOR MOVE-OUT: Wednesday, September 25, 2019: 4:00 pm – 10:00 pm


Catering Services

Sean Schneider is the contact for the only authorized catering company for the Vancouver Convention Center. Download the menu. Please note that no volume discounts are available on any menu options. 

Exhibitors/Sponsors Must Contact Catering Directly To Set Up Any Services

Sean Schneider, Catering Manager
SSchneider@vancouverconventioncentre.com
Phone: 604 647 7241

A 10% deposit is required to confirm your booking. A second deposit of 50% is due thirty (30) days prior to your event and the remaining balance ten (10) days prior to the event.


Ads in Final Program

Page size: 8.5″ x 11″
Live area: 8″ x 10.5″

FULL PAGE AD
Non-bleed ad size:
7.5″ x 10″ (.5″ margins on left and right side, top and bottom)

Bleed ad size:
8.75″ x 11.75″ (page size plus .125″ bleed on all sides)

HALF PAGE AD
Non-bleed 1/2 page ad size: 7.5″ x 4.875″
* Half-page ads cannot include page bleeds

Due by July 15, 2019. Must be emailed to dewink@worldsleepsociety.org. Failure to submit ad by July 15, 2019 will result in forfeit of ad space with no refund.


Banners (On-Site)

For sponsors with marketing banners in their contract, please use the following specifications. Digital files must be submitted no later than August 15, 2019 for approval by World Sleep 2019 administrators. Printing must be coordinated by the company. World Sleep 2019 has a partnership with Levy Show Services for banner printing:

Banner – 36″W x 72″H
1/2″ floor standing to include plexi feet
$342.00 discounted / $445.00 standard

Exhibitors/Sponsors Must Contact Printer Directly To Set Up Any Banner Printing Services

Details about printing are available within the Levy Services Kit.

Banners may be carried to Vancouver Convention Center from Friday, September 20 through Sunday, September 22, 2019.


Final Program Listing

To be listed on the website and in the final program, you must submit the following by July 15, 2019:

• The name of the sponsor to be listed publicly
• The company’s high resolution logo (.eps or pdf best)
• The website URL you would like your name to link to
• A 50-word summary or explanation of the company to include in web & print


Giveaways and Hand Outs

Complimentary items to delegates are allowed and can only be distributed within the assigned booth space. Exhibitors and companies cannot hand out written materials of any kind outside of the Exhibitor Area without written permission from the World Sleep Society. All hand outs and giveaways, with the exception of written literature, must be approved by the World Sleep Society, and be in accordance with ACCME Standards. Send detailed description of the giveaway items to info@worldsleepsociety.org for review and approval.


Exhibitor Registration

Exhibitors were emailed a registration form. The number of registrations is dependent on the size of booth and sponsorship. Exhibitor registration forms must be emailed to info@worldsleepsociety.org or dewink@worldsleepsociety.org no later than August 15, 2019. To complete a generic registration form, Download the Registration Form.


 

Important Dates 2019 Sponsors & Exhibitors Timeline
July 1, 2019 Refund: Deadline to cancel exhibit space for refund
Payment: Remainder of payment is due
July 15, 2019 Booth space: Deadline to submit exhibition space application
Ads: Deadline to submit artwork for Final Program advertisements
Final Program Listing: Deadline for company bio in Final Program
August 15, 2019 Registration: Deadline to submit exhibitor registrations
Bag inserts: Final day to submit bag insert digital files
Banners: Final day to submit digital files of on-site marketing banners
September 5, 2019 Booth supplies: Deadline to order from Levy Show Services & receive the discount

Social Media

Download & share to tell the world you will be in the World Sleep 2019 exhibit hall in Vancouver, Canada this September.

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