Sponsor/Exhibitor Manual

Welcome to the exhibitors' page for the SOGC's West/Central 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 beautiful Rimrock Resort Hotel in Banff, Alberta.

Exhibit Hours

Breakfasts, networking breaks and lunch (when applicable) will be served in Mount Temple C on each of the three (3) days of the CME Program. The plenary room will be located in Mount Temple AB. While all conference attendees can visit exhibits at any time, dedicated exhibit hours are:

Thursday, March 12

  • 07:20 - 07:50 Continental breakfast
  • 10:15 - 10:45 Networking break and exhibits
  • 12:10 - 13:10 Lunch
  • 14:40 - 15:10 Networking break and exhibits
  • 17:10 - 18:30 NEW!! Marketplace mixer
    • Joint us for this popular event.  Mix and mingle with delegates and industry partners, 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, March 13

  • 07:30 - 08:00 Continental breakfast
  • 10:05 - 10:35 Networking break and exhibits
  • No lunch or PM break Friday

Saturday, March 14

  • 07:30 – 08:00 Continental breakfast
  • 09:55 – 10:30 Networking break and exhibits

N.B. Peak Hours are subject to change. 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 Friday, January 31st, 2020.

Tabletop Installation

Set up date and time: Wednesday, March 11th, 2020 between 15:00 and 18:00

Location: Rimrock Resort Hotel - Wildrose Prefunction

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: Saturday, March 14th, 2018 at 10:30 (after networking break)

  • All tabletops must be dismantled by no later than 13:00
  • 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, March 16th, 2020.

Distribution of the Exhibit Spaces

The exhibition spaces will be assigned by the SOGC. Please download and review the floor plan of the Exhibition Area, which will enable you to indicate your preferences (1st, 2nd, and 3rd) with regards to your tabletop number. Please indicate them in the proper section of the exhibit space reservation form.

N.B. the SOGC will assign exhibition spaces on a first-come, first-served basis. The SOGC reserves the right to make modifications in order to satisfy the needs of the exhibitors. The tabletop numbers will be confirmed three weeks prior to the event.

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.


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 designated professionals and/or SOGC members have access to the Concurrent Sessions and the workshops.

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, March 10th, 2020)

  • Delivery must be done between 8:00 am and 4:00 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

Rimrock Resort Hotel
300 Mountain Avenue
Banff, AB T1L 1J2

Conference Name: SOGC West Central CME 2020
Conference Dates: March 12 – 14, 2020
Meeting Room: Wildrose Prefunction
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.

Electrical outlets are readily available in the exhibit area.  If you require extension cords or power bars, please ask the banquet staff during set-up.

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, March 11 15:00 – 18:00
  • Thursday, March 12 07:20 – 17:00
  • Friday, March 13 07:30 – 12:30
  • Saturday, March 14 17 07:30 – 12:45


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 Jody Franklin, Director of Business Development for approval at jfranklin@sogc.com  or 1-613-730-4192 ext. 230.

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

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. Click here for full text.

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