2022 Exhibitor Information
**July 2022 Trade Show is sold out.**
Exhibiting companies
OVMA values your participation in its annual conference. We remain optimistic that we will move forward with a relatively restriction-free, in-person event in July 2022.
As OVMA continues careful planning and preparation for the conference, a key priority is the health and safety of everyone in attendance. OVMA will continue to monitor and follow any changes to public health guidelines leading up to the event.
Additional updates based on government requirements, as well as any that may be established by OVMA or the Westin Harbour Castle venue, will be provided as required.
View the 2022 OVMA Exhibitors’ Prospectus.
2022 Exhibitors’ Service Kit
For those companies currently confirmed and registered to exhibit as part of OVMA’s 2022 Trade Show, please refer to this web page for copies of all the service order and information forms required to ensure your company has a well-run exhibit space for the 2022 OVMA Trade Show.
2022 OVMA Conference and Trade Show Registration Program: View the complete conference Registration Program, including full education program content.
2022 OVMA Exhibitors’ Prospectus: As mentioned to throughout this information, refer to this document for additional copies of some of the order forms and information as required, as some are specific to OVMA’s registered exhibiting companies.
Accommodation: Hotel reservations can be made by contacting:
Westin Harbour Castle
1 Harbour Square, Toronto, Ontario M5J 1A6
Phone: 1.888.627.8559
Book hotel reservations online
A reserved block of discounted hotel rooms is available to OVMA conference participants for $243 (plus applicable taxes). Reservations need to be made directly with the hotel and you must identify yourself as an OVMA event participant. The reservation cut-off date is June 21, 2022. Prior to the cut-off date, you’re entitled to the group rate if you make your reservations and pay a deposit equal to the room rate for one night. Reservation requests received after the cut-off date will be accepted based on availability.
Please release any unneeded reservations as early as possible to ensure the maximum number of delegates can attend.
Housing Scam Alert: Please be aware of companies contacting you directly to make room reservations to attend OVMA’s conference and trade show. These companies are in no way affiliated with OVMA or the host hotel, the Westin Harbour Castle, however, they may say that they are! Please note that OVMA, nor the Westin, will ever contact you directly to solicit hotel reservations.
DO NOT give one of these companies your credit card information, as doing so may result in your credit card being compromised. They may also promise you a reservation that does not exist.
Reservations can only be made by directly contacting the Westin Harbour Castle by phone or online.
Exhibitor Badge Registration: All exhibit representatives must be preregistered and only those with exhibitor badges and lanyards will be granted access to the trade show. Name badge lists must be submitted before June 13, 2022. On-site exhibitor registrations may be subject to additional fees. Refer to page 13 of your Exhibitors’ Prospectus for additional registration details. For additional copies of the exhibitor badge registration forms, refer to page 30 of the Prospectus.
Exhibitor Badges will be available for pick up at the Exhibitor Registration Desk from 9 a.m. to 4 p.m. on Wednesday, July 13, 2022. Beat the Thursday morning lineup and pick up your name badge early!
Be advised:
- Exhibitor badges are NOT transferable between company representatives, regardless of time spent in the exhibit hall.
- Improperly badged personnel will not be granted access to the exhibit hall and will be asked to leave the premises.
- Exhibitor badges do no permit access to the scientific sessions. Exhibitor personnel will be asked to leave session rooms.
Failure to adhere to the rules and regulations of the event may impede your ability to exhibit at future OVMA events. We thank you for your cooperation and adherence to these rules.
Operation and Use of Exhibit Space: As is outlined on page 11 in the Exhibitors’ Prospectus, all food/beverage for distribution from an exhibit space must be approved or purchased directly through the conference venue. No food or beverages may be distributed by exhibitors in the Exhibit Hall unless arrangements have been made in advance. Any unauthorized food/beverage items will be confiscated. Additional fees may apply. For additional information or to inquire about the approval of food/beverage distribution from your booth, contact OVMA’s Manager of Continuing Education.
Exhibitor CE Session Passes: In response to demand from OVMA exhibit representatives, OVMA is making Exhibitor CE Session Passes available. Please note the following regarding the availability of Exhibitor CE Session Passes:
- Passes will be made available for single day or full conference use. The cost per pass is $215 per day or $490 for the whole conference. Exhibiting companies may purchase multiple passes.
- Each pass is transferable between all company representatives already registered to attend that company’s exhibit.
- Company representative using the Exhibitor CE Session Pass must wear their exhibitor badge as well as a lanyard specifically assigned for the session pass. If both lanyards are not worn, they will be asked to leave the lecture room.
- Each pass allows ONE representative at a time to attend any general program offering. They will not allow access to specialty sessions (e.g. master classes, labs or any sessions requiring additional registration).
- Exhibitor CE Session Passes do not include luncheon vouchers.
For additional information contact OVMA’s Manager of Continuing Education. To purchase an Exhibitor CE Session Pass for your company, refer to the Exhibitor Badge Registration Form.
Lunch Ticket Order Form: Submit your completed form to order lunch tickets for your on-site company representatives for Thursday, Friday and/or Saturday. Please note that lunch tickets are being provided to all exhibitors at a rate subsidized by OVMA. To keep booth rental increases at a minimum, lunch tickets are not included with the booth rental fee.
Lunch is provided for exhibitors each day beginning at 11:15 a.m. This is 30 minutes prior to scientific sessions breaking for lunch. Exhibitors are encouraged to take advantage of this time to beat the lunchtime rush.
Materials Handling: For more information, refer to page 19 of the Exhibitors' Prospectus. This does not pertain to table top exhibitors, as material handling is not required for table top displays.
Stronco Exhibitor Order Form Kit: If the set-up of your exhibit space requires any furnishings such as tables, chairs, carpeting or decorations, be sure to place your order directly with Stronco.
There are NO furnishings included with booth rentals in the Main Exhibit Hall.
Table top display exhibitors will be provided one (8 ft) white skirted table and two grey stacking chairs. No furnishing substitutions are permitted. Only one table is permitted per individual display space rental.
For additional information regarding table top and Exhibit Hall entitlement, refer to page 11 of the Exhibitors’ Prospectus.
Shipping and Customs Information: This is included with the Stronco Exhibitor Order Form Kit, as it’s the official air and ground transportation carrier to handle all domestic and international exhibit shipments for the OVMA Conference and Trade Show.
Canada Border Services Agency Letter: A copy of this letter to be presented to Canada customs officials at time of entry into Canada (for U.S. exhibitors) will be available soon. Contact Patty Dawson, OVMA manager of continuing education, if you require a copy.
Audiovisual, Electrical and Telecommunications: Encore is the official provider for audiovisual equipment needs, electrical service, as well as any telecommunications (in-booth Internet) services. Refer to the information below for more details and to the Encore Order Form to place your orders for the following services:
- Audiovisual Equipment Rental: Exhibiting companies requiring additional audiovisual equipment are encouraged to contact OVMA’s contracted audiovisual provider Encore.
- Telecommunications Service: For in-booth and Internet service orders. See the Encore Order Form.
- Electrical Service: see the Encore Order Form. Exhibitors requiring electrical service are required to complete and submit an order form directly with the Westin Harbour Castle’s electrical service provider, Encore.
Electrical service is NOT included with your booth rental. OVMA has negotiated special electrical service rates with the hotel’s provider, Encore. One 15 amp service per 10x10 or table top exhibit rental can be ordered at a promotional one-day rate of $84.80+++ per outlet, if arranged prior to the June 28, 2022 pre-order cut-off date.
All electrical services will be offered at a flat, one-day rate, however, note that orders placed after the pre-order cut-off date will be billed at Encore’s daily rates.
Lead Retrieval Order Form: Gather even more client leads at the OVMA Conference and Trade Show. These scanners are portable, handheld and require no power. Order your scanners today and save!
Ontario Electrical Safety Code Requirements: According to Ontario’s Electrical Safety Code, all electrical products sold, displayed or connected to a source of power in Ontario must be approved by a recognized certification agency in Ontario. Approved products have been assessed to ensure that they meet the safety requirements of the Ontario Electrical Safety Code. Electrical products that do not bear the mark of a recognized certification agency may be unsafe and could pose serious electrical shock and/or fire hazards.
Unapproved products may not be sold, displayed, or connected to a power source.
Exhibitors must check electrical products to ensure that they have been approved and meet the electrical safety standards established for Ontario.
More information, including a list of recognized marks and labels can be found by visiting esasafe.com/electrical-products/recognized-certification-marks.
Representatives from the Electrical Safety Authority (ESA) may access the show at any time to ensure that all electrical equipment on display is:
- Approved, or
- If unapproved, exhibitors have obtained from ESA one of the following:
- Permission to Show, or
- Permission to Energize such equipment.
Permission must be granted by the ESA for any non-approved equipment prior to the start of the Trade Show. Failure to comply with these rules or the regulation is an offence and upon conviction, a person or director/officer of a corporation could be found liable to a fine of up to $50,000 and /or imprisonment of not more than a year. A corporation may be found liable to a fine up to $1 million.
To ensure compliance, Applications to Show / Energize (as required for unapproved equipment), can also be found on the website noted above.
Exhibitor Information Kits: These will be available for pick up at the Exhibitor Information Desk, located outside the entrance to the exhibit hall, on move-in day, Wednesday, June 13, 2022, from 9 a.m. to 4 p.m. This kit will contain the final Conference Program, including the Exhibitors' Directory and your company representative registration badges. Ordered lunch tickets may also be picked up. You are strongly encouraged to pick up your information package early to avoid long wait times.
Move-in Times: Confirmation of your move-in time will be provided in early June 2022. No exhibitor will be allowed access to the conference loading docks until their designated move-in time, unless arranged in advance. Adherence to your assigned move-in time helps to make the overall move-in process as smooth as possible. If your company does not require use of the loading docks, inform Patty Dawson, OVMA manager of continuing education, as soon as possible.