48th CARA Annual Conference - Canadian Association of Research ...
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Jacques – Cartier Bridge in Montréal
© Montréal Tourism / Tourisme Montréal
48th CARA Annual Conference
May 26 - 29, 2019 | Le Centre Sheraton | Montréal, QC
In Partnership with ADARUQ
SPONSOR/EXHIBITOR
INFORMATION PACKAGE
Parc Lafontaine in Montréal
© Montréal Tourism / Tourisme Montréal
1
OVERVIEW | 2019
ABOUT CARA CARA 2019 ANNUAL CONFERENCE
The Canadian Association of Research Administrators In partnership with ADARUQ (Association des
(CARA) is a national voice for research administrators in Administratrices et Administrateurs de recherche du
Canada. With over 1000 members across Canada, our Québec), CARA 2019 will be held at Le Centre Sheraton
professional organization's strength is in its diversity and Montreal Hotel on May 26 - 29. The Conference will offer
comprehensive approach to research administration. a unique opportunity to interact on a one-on-one basis
CARA provides a critical interface between all with over 600 delegates including Vice Presidents and
stakeholders in the management of the research AVPs Research, Directors and Managers of Research
enterprise at various institutions. Offices and Research Finance units, Lawyers and Risk
Managers, Communications and Contract specialists,
Founded in 1971, this national association is committed Tech Transfer and Commercialization specialists and
to: those tasked with the information management that
• Advancing the profession through advocacy and accompanies the administration of complex research
professional development; operations.
• Improving the efficiency and effectiveness of Sponsorship opportunities with CARA will provide your
research administration at post-secondary organization a direct and effective way to promote your
institutions, hospitals, and other research- brand to new and existing clients. CARA provides a suite
intensive organizations, centers and institutes; of opportunities that help your organization:
• Maintaining a strong presence and coherent voice ➢ Generate sales leads
on key issues relevant to research; and ➢ Launch new products
• Fostering collaboration with other organizations ➢ Develop your brand
that are active in the research enterprise. ➢ Build new and enhance existing business
relationships
CARA is governed by a volunteer Executive Board and is
guided by our Strategic Plan. CARA also partners with
INVITATION
other organizations to advance its objectives and increase
opportunities for members.
We warmly invite you to consider the benefits of
participating as a CARA 2019 Annual Conference
Sponsor. We offer a myriad of sponsorship opportunities
in a range of packages to meet your organization’s needs.
Details of the sponsorship opportunities are outlined in this
prospectus.
2
CARA 2018 ANNUAL CONFERENCE STATISTICS
CARA 2018 CARA 2018
SYSTEM DOWNLOADS MOBILE APP ADOPTION
ADOPTED (%)
114 29%
280 71%
IOS Android
CARA 2018 CARA 2018
ATTENDANCE BY REGION INDUSTRY SEGMENTS
ONTARIO (ON) 60% ALBERTA (AB) 2% UNIVERSITIES
BRITISH COLUMBIA (BC) 7% MANITOBA (MB) 2% COLLEGES
NEW BRUNSWICK (NB) 3% NEW FOUNDLAND & LABRADOR (NL) 1% GOVERNMENT
NOVA SCOTIA (NS) 2% QUEBEC (QC) 18% HEALTH RESEARCH INSTITUTES
SASKATCHEWAN (SK) 4% MISSOURI (USA) 1% COMPANY / EXHIBITOR COMPANY
4% 1
5%
9%
18%
7%
2% 6%
1%
3%
2% 60%
7%
73%
2%
3PLATINUM GOLD SILVER BRONZE EXHIBITOR
($8,000) ($7,000) ($6,000) ($4,000) ($2,000)*
- Company logos on - Company logos on - Company logos on - Company logos - Listing on
Conference Conference website, Conference website, on Conference Exhibitor
website, on-site on-site sponsor board on-site sponsor website, on-site Floor Plan
sponsor board & & exhibitor floor plan board & exhibitor sponsor board &
exhibitor floor plan floor plan exhibitor floor plan
- Company banner at Please note:
- Company banner at registration - Acknowledgement at - Sponsor slide loop Early Bird discount
registration the AGM at conference (15%) will apply for
- Acknowledgement at registration by
COMPANY - Acknowledgement the AGM - Sponsor slide loop at January 7, 2019
LOGO at the AGM conference
- Sponsor slide loop at
- Sponsor slide loop conference
at conference
- Advertisement in CARA
- Promotional email Newsletter
sent by CARA on
your behalf to
registrants prior to
conference
- Advertisement in
CARA Newsletter
REGISTRATION $100 discount / person $75 discount / person $50 discount / person - -
FEE DISCOUNT
- 8 x 10 ft. space - 8 x 10 ft. space - 8 x 10 ft. space - 8 x 10 ft. space - 8 x 10 ft. space
CORPORATE - Single table & 2 - Single table & 2 chairs, - Single table & 2 - Single table & 2 - Single table & 2
BOOTH AT chairs, free wi-fi free wi-fi chairs, free wi-fi chairs, free wi-fi chairs, free wi-fi
THE EVENT
- Higher priority for - Higher priority for booth - Higher priority for
booth selection selection booth selection
- Banner Ads - Banner Ads - Sponsor Listing - Sponsor Listing - Exhibitor Listing
- Company Icon on - Company Icon on the - Interactive Listing - Listing with logo
the App menu App Menu
CARA MOBILE - Featured Listing
APP - Featured listing - Featured Listing
- Polls and Surveys - Polls and Surveys
- Marketing Data
SPEAKING 10 min presentation at 10 min presentation at - - -
OPPORTUNITIES Monday lunch Tuesday lunch
BREAKFAST 2 reps 2 reps 2 reps 2 reps 2 reps
AND LUNCH
OPENING Up to 4 reps 2 reps 2 reps 2 reps 2 reps
RECEPTION
GALA DINNER Up to 4 reps 2 reps - - -
PRESIDENT’S Up to 4 reps - - - -
RECEPTION
4ADDITIONAL SPONSORSHIP OPPORTUNITIES | 2019
Opening Reception | $4,000 Reserved Table | $500
SUNDAY: 18:00 - 19:00 MONDAY LUNCH
> A table will be reserved for you to host. Your signage
> Exclusive Sponsor Slide
will be placed on the table and you invite your guests to
> Exclusive table booth inside the ballroom
sit with you
> Recognition by the CARA President at the event
> Up to 4 free reception tickets
Bag Inserts | $400
President’s Reception* | $2,000
MONDAY: 18:00 - 18:45 > Put your advertising material or promotional item in the
*A private event hosted by CARA President to recognize the hands of all conference attendees
contributions of CARA award winners, volunteers, partners and > CARA will insert your supplied item into every bag
sister organizations. (must fit 9:x9: space, no breakables or liquids)
> Recognition by the CARA President
> 5 min. speech after the CARA President’s opening
Mobile App Banner Ad | $500
remarks
> Put your ad on a scrolling banner in the CARA 2019
conference app
Breakfast | $5,000 > Attendees can click the ad and be directed to your
MONDAY- WEDNESDAY website
> Exclusive Sponsor Slide
> Max. 2 promotion items/brochures at breakfast tables
> Recognition by the CARA President at the event Pre-conference Ad | $400
> 5 min. speech after CARA President’s remarks
> Reach all CARA members who subscribe to the cara-
net email list
Conference Dinner - Location | $6,000 > Provide your message to CARA and it will be included
MONDAY: 19:30 ONWARDS at the bottom of one CARA’s weekly updates
> Exclusive Sponsor Slide
> Max. 2 promotion items/brochures at the dinner table
> Recognition by the CARA President at the event Lanyards | $1000* *Offer available until JANUARY 31, 2019
> Up to 4 free dinner tickets
> 5 min. speech after the CARA President’s recognition > CARA will produce lanyards with your logo and supply
them to all attendees
Coffee Break | $2,000* > CARA will insert your supplied item into every bag
MONDAY- WEDNESDAY
> Your signage on food table at coffee break
5SPONSOR / EXHIBITOR REGISTRATION FORM | 2019
Please check your choices:
SPONSOR/EXHIBITOR PACKAGES Check ( √ )
PLATINUM ($8,000)
GOLD ($7,000)
SILVER ($6,000)
BRONZE ($4,000)
EXHIBITOR (by January 7th, 2019: $1700, after January 7th, 2019: $2000)
EXCLUSIVE SPONSORSHIP OPPORTUNITIES
Opening Reception ($4,000)
President’s Reception ($2,000)
Breakfast ($5,000)
Conference Dinner ($6,000)
AM or PM Coffee Break ($2,000)
Reserved Table ($500)
Poster Competition ($1000)
Attendee Bag Inserts ($400)
Mobile app banner ad ($500)
Pre-conference ad in CARA weekly update ($400)
Lanyards ($1000) (This offer opens until January 31, 2019)
CONFERENCE DINNER TICKET for exhibitor representative(s) ($100+5% GST+9.975% PST / person)*
*Please indicate the number of dinner tickets you want to purchase:
For representatives who choose Sponsor Packages or Corporate Booths, please check the Exhibition
Floor Plan on the following page and indicate your first three choices of table booths.
We will confirm your booth number by: April 1st, 2019
Booth numbers: 1st choice 2nd choice 3rd choice
Company name:
Contact name and title:
Email: Telephone:
Address: City ____________________________ Province/State ____________________
Country _________________________ Postal code/Zip code ____________
Please describe briefly the products will be displayed at your booth:
6EXHIBITOR FLOOR PLAN | 2019
7EXHIBIT / SPONSORSHIP APPLICATION FORM | 2019
Please list the names, email addresses, dietary restrictions of the exhibitor representatives:
REPRESENTATIVE 1:
Name: _______________________________________
Email Address: ________________________________
Dietary Restrictions: ____________________________
Entrée preference at the dinner (if applicable):
Beef | Fish | Vegetarian
REPRESENTATIVE 2:
Name: _______________________________________
Email Address: ________________________________
Dietary Restrictions: ____________________________
Entrée preference at the dinner (if applicable):
Beef | Fish | Vegetarian
REPRESENTATIVE 3:
Name: _______________________________________
Email Address: ________________________________
Dietary Restrictions: ____________________________
Entrée preference at the dinner (if applicable):
Beef | Fish | Vegetarian
REPRESENTATIVE 4:
Name: _______________________________________
Email Address: ________________________________
Dietary Restrictions: ____________________________
Entrée preference at the dinner (if applicable):
Beef | Fish | Vegetarian
Notes:
The entrée preference only applies for those who pay for the dinner fee of $100 +( 5% GST + 9.975% PST)
For GOLD SPONSORS ONLY: Dinner for up to 2 representatives are complimentary.
For PLATINUM SPONSORS ONLY: Dinner for up to 4 representatives are complimentary.
8PAYMENT / CANCELLATION POLICY | 2019
Payment Information:
Thank you for your interest in sponsoring and/or exhibiting at CARA 2019
Make cheque payable to CARA/ACAAR. Note that the cheque must be post-marked by April 15th, 2019.
For cheque payment, please return both Registration Form (pages 6 & 8) and the cheque to:
CARA/ACAAR
2019 Sponsor/Exhibitor Registration
1710 - 350 Albert Street
Ottawa, ON K1R 1B1
An invoice can be sent upon request. Please contact Kaleb Antonides at kantonidescara@gmail.com.
Cancellation Policy:
Notification of cancellation should be sent in writing to Kaleb Antonides at kantonidescara@gmail.com before May 1st,
2019 in order to receive a refund ($150 administrative fee plus taxes will apply). If notification is received on or after May
1st, 2019, NO refund for the payment will be available.
Contact:
For any questions or inquiries regarding your registration, please contact:
Kaleb Antonides
Coordinator, Professional Development and Membership Services
Canadian Association of Research Administrators (CARA)
Email: kantonidescara@gmail.com
Phone: (905) 902-8074 (from 9:00a.m. to 5:00p.m. only)
https://cara-acaar.ca/events
https://www.linkedin.com/grps/CARA-ACAAR-4978586/about?
9GENERAL INFORMATION FOR SPONSORS / EXHIBITORS | 2019
IMPORTANT DATES
December 1st, 2018 Registration opens for sponsors and exhibitors
January 7th, 2019 Hotel on-line booking opens
February 28th, 2019 Registration opens for delegates
April 1st, 2019 Exhibit booth notifications
April 15th, 2019 Early Bird registration deadline for delegates
April 24th, 2019 Hotel special rate cut-off (by 5:00pm EST)
April 24th, 2019 Launch of the CARA 2019 mobile App
May 1st, 2019 No refund for cancellation of registration after this date
Exhibits Location: Exhibits Hours:
Salle de Bal - Level 4 Monday May 27 07:30 a.m. - 4:00 p.m.
Le Centre Sheraton Montreal Hotel Tuesday May 28 07:30 a.m. - 4:00 p.m.
1201 Rene-Levesque Blvd W, Montreal, QC
H3B 2L7 Exhibitor Set-up: Sunday May 26, 3:00 - 10:00 p.m.
Dismantle: Tuesday May 28, 4:00 - 6:00 p.m.
What we will provide:
> 8 x 10 ft space
> Single table and 2 chairs, free Internet access
> Breakfast/Lunch for 2 representatives on Monday & Tuesday; and
> Other deliverables outlined in this information package as per your selections of sponsorship opportunities
Your representatives are welcome to join our Gala Dinner on Monday evening. Dinner fee: $100 + 5% GST + 9.975% PST.
Transportation, Shipments, and Setup
Exhibitors are expected to arrange shipping their display items and conference materials to the conference venue
through courier or shipping company of their choice, and are responsible for all the costs of transportation, shipments,
customs brokerage (if needed), material handling and set-up at the exhibit area.
All shipments must be properly labelled and addressed, and must be prepaid.
10Pre-Conference Shipping Information:
LOADING DOCK INFORMATION:
- There is absolutely NO parking at the loading dock. Vehicles left longer than 20 minutes will be towed at the
owner’s expense.
- It is the responsibility of the exhibitor to advise any van line service/courier company contracted of these restrictions.
- Receiving Hours are MONDAY TO FRIDAY 8:00AM - 2:00PM. Outside of these hours, a security agent has to
be scheduled $40 / hour for a minimum of 4 consecutive hours.
- All Shipments must be received through our receiving Department.
- Boxes will be accepted no more than 48 hours prior to your function.
- Elevator measurements are as follows:
*Dimensions and specs for freight elevator:
Height: 108’’ l Depth: 106’’ l Width: 67’’
*Dimensions of the doors:
Elevator 1: 60’’W / 90’’H
Elevator 2: 48’’W / 90’’H
- Weight limit in freight elevators is 6,000 lbs.
Are you shipping from Outside Canada?
If you have boxes from outside Canada we highly recommend you to ask for a broker in order for your boxes not to be
blocked at customs. Below is the contact of a broker that we refer to:
ConsultExpo Inc,
Diane Labbé Deegan
Tel.: 514 482-8886 - 24/7
info@consultexpoinc.com
11SHIPPING LABEL
SHIP TO: LE CENTRE SHERATON MONTREAL
RECEIVING DOCK
1201 René-Lévesque West
MONTREAL, QUEBEC CANADA H3B 2L7
TEL.: (514) 878-2000
SHIPPED BY:
GROUP NAME: CARA 2019 Annual Conference
GROUP CONTACT NAME: Jessie Lam, CARA 2019 Conference Planner
HOTEL CONTACT: CAMILLE GUYOT
Gérante, Réunions et événements
Meeting and Event Manager
Email: camille.guyot@sheratonhotels.com
T 514 878 2074 M 514 348 6529
DATE OF FUNCTION: May 26 - 29, 2019
FUNCTION ROOM(S): Salon 1
BOX _______ OF _______ (TOTAL)
PLEASE NOTE - RECEIVING HOURS ARE MONDAY TO FRIDAY 8:00AM - 2:00PM
ALL SHIPMENTS MUST BE RECEIVED THROUGH OUR RECEIVING DEPARTMENT
BOXES WILL BE ACCEPTED NO MORE THAN 48 HOURS PRIOR TO YOUR FUNCTION
12Post-Conference Shipping Information:
If you are planning to ship back any equipment, box or parcel, please take note of the
following shipping procedures:
> Each item must be properly wrapped and labelled;
> The waybill must be fully completed and must include your shipping account number (see important note at the
bottom of this page); total charges must be billed to the recipient or to a third party;
> The address must be clearly identified on each and every item;
>If your shipment is going outside of Canada, you must complete all custom forms and place four (4) copies of each
document with each waybill;
> We recommend that you keep a copy of the waybill (or note down the number) to be able to trace your shipment with
the courier/transport company;
>You will contact the courier/transport company to schedule a pick-up for the same day or for the next business day and
inform the maître d’hôtel.
>Available storage space in the hotel is very limited therefore, Le Centre Sheraton will not be held responsible for any
lost or damaged material.
IMPORTANT NOTE:
For your protection against credit card fraud, we strongly recommend that you use your shipping account number; do
not write your credit card information on the shipping waybill. If you do not already have an account number with your
preferred shipper, our event coordinator will be happy to assist you in obtaining one or connect you with one of their
representatives.
13GENERAL INFORMATION FOR SPONSORS / EXHIBITORS | 2019
Liability
CARA (including all organizations and individuals who are employed by or associated with it and in connection with this
Conference), will not assume responsibility and shall be held harmless by all Exhibitors for damage or loss resulting
from fire, theft, or any other cause whatsoever, including accident or injury to exhibitors, their employees and agents,
the public, or others. It is the exhibitor’s responsibility to make the proper insurance arrangements.
Suppliers
If you require any of the suppliers’ services, please contact their offices directly.
Audio Visual Services
Le Centre Sheraton - In house AV provider.
PSAV
Contact: Olivier Raout
oraout@PSAV.COM
(514) 878-2013
Show Service
GES
800, De La Gauchetiere Ouest - Suite 1165
Montreal, QC, Canada H5A 1K6
(514) 838-4877
Printing Service
’’Bureau en gros’’ 10 min walk from the Hotel, 895
Rue de la Gauchetière O, Montréal, QC H3B 4G1,
(514) 879-1515,
https://stores.staples.ca/qc/montreal/895-rue-de-la
gauchetiere .
Note:
Use of services by the above suppliers is not mandatory.
The suppliers are NOT affiliated or related to CARA and Le Centre Sheraton. Neither CARA nor the Hotel shall be
liable for the negligence or misconduct of such contractors.
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