Thank you for your interest in exhibiting at the CAO 75th Annual Scientific Session. The CAO is excited to host this anniversary celebration in La Belle Provence, surrounded by the majestic St. Lawrence and the beauty of Old Québec.

Our new dynamic floor plan has been designed to encourage more conversations with delegates and provide better networking opportunities. Our exhibit spaces are unique and plentiful and have layouts to suit every need!

Book early, as space WILL run out quickly!

EXHIBIT BOOTHS:
Each booth space will be equipped with a standard booth, back wall 8 feet high and side rails 3 feet high, covered with flame proofed drapes, 1 – 1500 watt electrical duplex outlet, one 6 foot skirted table, and 2 chairs. Booth size: 10' deep and 10′ wide (unless noted for open-sided pavilions). Booth height will have a maximum height of 8 feet, although rigging from the ceiling will be allowed with permission.

ASSIGNMENT OF SPACE:
Booths assigned on a “first-come/firstserved” basis. Location compatibility at the discretion of the Conference management.

INSTALLATION:
Displays can be set up beginning at 12:00pm, Thursday, September 18, 2025 and should be in place and completed by 6:00pm.

DISMANTLING:
No display should be dismantled before the official closing time of 1:30pm on Saturday, September 20, 2025. All exhibit material must be packed and removed from the exhibition floor by 6:00pm of the same day.

LOCATION:
Québec City Convention Centre, Hall 2000ABC We are offering 2 hotels:

1. Hilton Québec City Hotel (attached to Convention Centre) @ $319 CDN/night for Standard Room

2. Fairmont Le Chateau Frontenac (10 minute walk to Convention Centre) @ $359 CDN/night for Fairmont Room.

Links to book hotel rooms will come in the Spring and will be found in your exhibitor handbook.

SECURITY:
Will be provided during non-exhibit hours.

DISPLAY CONTRACTOR:
The firm Tessier Exhibit & Show Services has been appointed Official Supplier of Exhibit Services and equipment. A full range of services and prices will be sent to you in your Exhibitor Handbook in Spring 2024. Exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of injury to persons or damage toexhibitor’s display, equipment, or other property brought upon the premises of the venue and its owners, servants, agents, and employees against all claims or expense for such losses, including reasonable attorney’s fees, arising out of the venue premises excluding any liability caused by the negligence of the Group or the venue or its owners, servants, agents, and employees.

LIABILITY AND INSURANCE:
The Exhibitor shall obtain and maintain at its own expense a comprehensive general liability and all risk property insurance policy acceptable to CAO for the period commencing on the first move-in date and terminating on the last move-out date. The policy shall name CAO as loss insured and insure the Exhibitor against all claims of any kind arising from or in any way connected with the Exhibitor’s presence or operations at the trade show. The policy shall provide coverage a minimum of $2,000,000.00 for each separate occurrence. At the request of the CAO, the Exhibitor shall provide CAO with a copy of such policy.

SHIPPING AND STORAGE:
Materials cannot be shipped directly to the Québec City Convention Centre as there is no site storage. Shipping can be arranged through Tessier Exhibit & Show Services (domestic) or through Cross Connect Logistics and Customs Brokerage (for Customs Brokerage from outside Canada) and cost information will be provided in your exhibitor package. It will be the exhibitor’s responsibility to move all materials to the booth location prior to set up time, unless it has been prearranged with Tessier Exhibit & Show Services. The hotel does not handle exhibitors’ goods.

MATERIAL HANDLING:
Drayage and material handling services are only provided by the Tessier Exhibit & Show Services (directly or via Cross Connect for customs shipments). These services include transporting material to exhibitor’s booth location, removal of crates, return of crates to booths at close of show as well as receiving of advance shipments at their warehouse. Complete Tessier Exhibit & Show Services information for shipping and storage
information will be included in your CAOExhibitors manual. Therefore, we highly recommend using the advance shipping and storage through either Tessier Exhibit & Show Services or Cross Connect depending on your location. Use of electric or gas powered material handling equipment is not permitted.

SHOW CLOSING:
Repacked material will be moved from the Québec City Convention Centre and shipped according to the exhibitor’s instructions. Charges for these services are the responsibility of the exhibitor. Please contact Tessier Exhibit & Show Services for details.

CUSTOM BROKERS:
CAO has appointed Cross Connect Logistics and Customs Brokers as official customs broker. We highly recommend using their service to ensure expedited and trusted shipping of your goods across the border.
Otherwise, we cannot guarantee your booth product will arrive in time for the show.

ELECTRICAL AND INTERNET CONNECTIONS:
1 – 1500 watt electrical duplex outlet will be included with each booth. Internet and additional electricity may be ordered directly with the Encore Global.

REFUND AND CANCELLATION POLICY:
Notice of cancellation must be made in writing (no exceptions) and sent to the CAO Conference Manager. Cancellations received by 5:00pm ET March 31, 2025 will be refunded 50% of the cost of the booth, and no refund will be given any date thereafter. A decrease in rental space is considered to be the equivalent of a cancellation. No exhibitor shall assign or sublet the whole or any part of assigned space.

HOSTED EVENTS BY EXHIBITOR:
As an Exhibitor at the CAO Conference we ask that your company not hold any concurrent meetings or events during the conference period from 6:00pm PT on Thursday, September 18, 2025 to 5:00pm PT on Saturday, September 20, 2025. Failure to comply with this policy may result in a one year exclusion from the CAO Scientific Session.