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Sponsor/Exhibitor Manual

Welcome to the exhibitors' page for the SOGC's Ontario CME. We are very pleased to have you as one of our exhibitors/sponsors, and we thank you for your interest in this conference. We hope that you will take full advantage of this event which will be held at the Hilton Toronto.

Exhibit hours

Breakfasts, coffee breaks and lunch will be served in the convention level foyer.

The main plenary room will be the Toronto I/II. The exhibit area will be accessible during the entire conference however, we ask that your table be attended specifically during the following peak times:

Thursday, November 28

  • 07:00 - 07:45 Continental breakfast
  • 10:15 - 10:45 Networking break
  • 12:30 - 13:30 Lunch
  • 15:30 - 16:00 Networking break
  • 17:00 - 18:00 NEW!! Marketplace mixer
    • We are piloting a new networking opportunity at our regional meetings. The SOGC will be hosting a cocktail amongst the exhibits, where delegates and industry partners can gain greater insights into working together, for better patient care, at a more relaxed pace. This event is complimentary for all registered conference participants. Each attendee will be provided with 1 drink ticket for the event.

Friday, November 29

  • 07:30 - 08:00 Continental breakfast
  • 09:40 - 10:10 Networking break 

N.B. Changes may occur onsite to the exact timing of exhibit times. Please visit our Scientific Program for the most up-to-date information.

Exhibit Space Reservation

Please contact Andrea Di Alessandro at adialessandro@sogc.com to obtain the space reservation form.

Please complete the online form before Thursday October 31st , 2019.

Tabletop Installation

Set up date and time: Wednesday, November 27th, 2019 between 18:00 and 21:00
(set-up will NOT be available prior to 18:00)

Location: Hilton Toronto - Convention Level Foyer

Each exhibitor will be provided with one (1) 6ft long table and two (2) chairs. Tables will be linen-covered. Please note that you can either install a tabletop display on your table or have a maximum of two (2) pull-up banners at the back of your table. Pull-up banners should not block or interfere with other exhibitors. The SOGC reserves the right to adjust the exhibit area for the benefit of the entire conference.

Please note that booths (8 x 10 or 10 x 10) will not be permitted.


Dismantle date and time: Friday, November 29th, 2019 at 12:00 (after networking break)

  • All tabletops must be dismantled by no later than 14:00
  • Each exhibitor is responsible for completing their waybills with account number (Purolator, FedEx, etc.) for the shipment of their boxes.
  • All boxes must be return-shipped no later than Monday, December 2nd, 2019.

Distribution of the Exhibit Spaces

The SOGC will assign booth space on a first-come, first-served basis, based on the date the Official Exhibitor Contract Form was received with your deposit at the Society’s National Office. The date on which the deposit is received will be the date used when determining the company’s priority in the assignment of booth space.

Priority space allocation will be given based on level of participation at the conference, as well as to past supporters of the Society. We strongly recommend that you book your space as soon as possible to avoid disappointment. The SOGC may, at its discretion, accept or reject any application for space, and reserves the right to relocate or reassign exhibit booths at any time for the overall benefit of the exhibition. 

Number of Company Representatives

The SOGC will produce a maximum of 3 name badges per company with the name of your company only. Should you wish to register additional representatives, a $350 fee (plus tax) will apply.

Ethical and Transparent Conduct

  1. Name Badges
    • Must be worn at all times
    • The SOGC has the authority to eject persons who do not comply 
  2. Competitive Intelligence 
    • Any competitive intelligence gained must be done so in an ethical and transparent fashion.   
  3. Respect of Property  
    • All exhibitors are to be respectful of the conference facilities and to other exhibitors.  Destruction of property will not be tolerated. 
  4. Misrepresentation
    • All individuals, who are employed by / working on behalf of organizations with commercial interests, are to ensure they identify themselves as such.   . 
    • Persons having a professional designation, including but not limited to: MD, PhD, PharmD, RN, NP, B.H.Sc Midwifery, who are employed by/ working on behalf of a commercial organization, must identify themselves accordingly.  
  5. Professional Designations and Attendance in Workshops/Small Group Learning Activities 
    • Persons having a professional designation, including but not limited to: MD, PhD, PharmD, RN, NP, B.H.Sc Midwifery, can participate in workshops/small group learning activities under the following conditions:
    1. They are registered members of the SOGC and dues are paid in full for the current year; ;
    2. They have registered and paid for their attendance for the conference with which the workshop is being held.

Access to plenary sessions and workshops

Pharmaceutical company representatives have access to all the activities taking place in the Exhibition Area, as well as all the plenary sessions.

To ensure uninhibited small group discussions on various products and practices, only SOGC members and healthcare provider delegates only  
have access to the concurrent sessions and the workshops throughout the conference.

Shipping Information

All pieces of equipment must be clearly identified (with COMPANY NAME) and delivered to the hotel no more than 24 hours prior to the set-up date (ie: Tuesday, November 26th, 2019)

  • Delivery must be done between 8:00 am and 3:30 pm from Monday to Friday.
  • Every parcel failing to respond to the identification criteria will be turned down and sent back to you at your charge.
  • Download a shipping label here

Hilton Toronto
145 Richmond Street West
Toronto, ON  M5H 2L2

Conference Name: SOGC Ontario CME 2019
Conference Dates: November 28 - 30, 2019
Meeting Room: Convention Level Foyer
Sponsor Company Name: ______________________
Sponsor Onsite Contact Name: ___________________
SOGC Contact-person: Suzanne Roy, Conference Planner

Electricity and Internet

Wireless internet for basic email and web browsing will be provided by the SOGC.

For any electrical, audio-visual or wired additional internet requirements, please download and complete the Order Form. Send the completed form to John McGown (jmcgown@psav.com) or Giovanni Aguiler (agaguilera@psav.com) no later than November 6th, 2019. If you have questions, please call PSAV at 416-367-8487.

Registration On-site

An exhibitor package will be provided at the registration desk located in the Heritage Hall. This package includes a maximum of 3 badges per company, a participant list, a conference program and access to the online syllabus (accessible with a password). The registration hours are:

  • Wednesday, November 27 18:00 – 20:00
  • Thursday, November 28 07:00 – 18:00
  • Friday, November 29 07:30 – 17:00
  • Saturday, November 30 07:00 – 13:00


Please note that the exhibit area is in a public space. The SOGC and the hotel will not be responsible for any loss or damage incurred to equipment or materials exhibited during the conference. Each exhibitor will be responsible for their own materials. The emergency exits and the aisles must remain accessible at all times.


Posters are not allowed on the walls.


The Sponsor hereby agrees to indemnify, defend and hold harmless the SOGC and its officers, directors, partners, agents, members and employees from and against any and all demands, claims, damages to persons or property, losses and liabilities, including reasonable attorney's fees arising out of or caused by the Sponsor's negligence or willful misconduct of its employees in connection with the provision of hotel facilities.


It is the responsibility of each sponsor to maintain insurance against injury, property, damage, theft, fire and any other forms of property loss or injury.

Industry events

Hospitality suites, Advisory board meetings, and other industry events must be approved by the SOGC and should not conflict with an SOGC event. If you wish to hold an event please contact Andrea Di Alessandro, Business Development Specialist for approval at adialessandro@sogc.com  or 1-613-730-4192 ext. 268.

Force Majeure

This Contract will terminate without liability to the Sponsor or to the SOGC if substantial performance of either party's obligations is prevented by an unforeseeable cause reasonably beyond that party's control. Such causes include but are not limited to, acts of God; acts, regulations or orders of governmental authorities; fire, flood or explosion; war, disaster, civil disorder; curtailment of transportation facilities or other emergencies making it illegal or otherwise impossible to provide the facilities or the services or to hold the event; any delay in necessary and essential construction or renovation of the Hotel; strike, lockout or work stoppage or other restraint of labor, either partial or general, from whatever cause.

Accreditation Standards

The SOGC is recognized by the Royal College of Physicians and Surgeons of Canada as a fully accredited provider of Continuing Professional Development (CPD) credits within the College's Maintenance of Certification (MOC) Program. Accredited educational events, developed or co-developed, with or by the SOGC, must meet the CMA Guidelines governing the relationship between physicians and the pharmaceutical industry.

Please refer to the document links to understand the accreditation standards with which we operate:

Program Co-Development with Industry – Letter of Understanding

ByThe SOGC is recognized by the Royal College of Physicians and Surgeons of Canada as a fully accredited provider of Continuing Professional Development (CPD) credits within the College’s Maintenance of Certification (MOC) Program. Accredited educational events, developed or co-developed, with or by the SOGC, must meet the CMA Guidelines governing the relationship between physicians and the pharmaceutical industry. By agreeing to sponsor either plenary and/or international symposium sessions with the SOGC, the sponsor agrees to observe and comply with the attached agreement in order to ensure proper accreditation standards are met.

Questions regarding exhibits, please contact:
Andrea Di Alessandro, Business Development Specialist
Tel.: (613) 730-4192, ext. 268
Email: adialessandro@sogc.com