Canadian Health Libraries Association

Exhibitor’s Information Package
CHLA/ABSC 2007 Annual Conference
Lord Elgin Hotel, 100 Elgin Street, Ottawa, ON
~ May 28 – June 1, 2007

Conference Location

Lord Elgin Hotel, 100 Elgin Street, Ottawa, ON K1P 5P8
Tel: (613) 235-3333
Toll Free: 1-800-267-4298 (Canada & US)
Fax: (613) 235-3223

The Lord Elgin Ottawa resort has long been considered a landmark. Ideally located in the heart of downtown Ottawa, directly across from Confederation Park and the National Arts Centre. Lord Elgin is steps away from the Rideau Canal, Ottawa Congress Centre, Parliament Buildings and Ottawa Rideau Centre. A complete list of the hotel amenities and practical information such as arrival time, room information, services, recreation facilities, directions from the airport and a list of attractions and landmarks can be found at http://www.lordelginhotel.ca/.
Book your hotel room before April 28, 2007 to obtain the conference rate. You may book your room by calling toll-free at 1-800-267-4298 in Canada and the US. When booking by phone say you are with the Canadian Health Libraries Association Conference.

Exhibitor registration includes:

· Back and side draped booth
· One 6 ft. skirted table
· Two chairs
· Access to an electrical outlet
· High speed wireless internet connection

· power bars & extension cords, audiovisual equipment, furniture and additional booth fixtures are not included.

Electrical

One electrical outlet per booth will be provided. Additional outlets, power bars and extension cords are additional. You are free to bring your own power bars and extension cords. Rental costs are available upon request.

Audio-Visual, Booth Furniture, Lighting, Signage and Accessories
Rental costs are available upon request by emailing Alexandra Davis at adavis@ottawahospital.on.ca

Note: You will be billed directly by the company.

Exhibitor Schedule

Setup: Tuesday, May 29th 1:00 pm - 6:00 pm
Hours of Exhibition: Tuesday May 29th 7:00 pm –10:00 pm
Wednesday May 30th 10:30 am – 4:00 pm
Thursday May 31st 10:00 am – 1:30 pm

Social Events

The Exhibit Hall is the venue for the Opening Reception, hence exhibitors are invited to the Opening Reception. Tickets for the banquet on Thursday are not included in the booth cost. Tickets for these events can be purchased at a cost of $60.00 Cdn. by using the online registration or by contacting the Registration Chair, Elizabeth Czanyo at elizabeth.czanyo@cma.ca. Credit card purchases are restricted to online ticket requests only.

Notice to Exhibitors regarding Shipment of Materials for Exhibit Hall

Please find attached a sample label to be used on material that you want to ship to the Lord Elgin Hotel for the CHLA conference from May 27 to June 1, 2007. Each exhibitor is permitted to send up to 2 boxes (under 20 pounds in weight and average sized) to the Hotel in advance of the conference. The Lord Elgin Hotel has requested that these boxes should not arrive before May 26th. The exhibit hall will be set up on May 28th.

SENDER:
PLEASE FILL IN YOUR CONTACT INFO HERE

RECIPIENT :
LORD ELGIN HOTEL
100 ELGIN STREET
OTTAWA, ONTARIO
CANADA
K1P 5K8

HOLD FOR : __________________________________
GROUP NAME :Canadian Health Libraries Association 2007 Conference
MEETING/BANQUET ROOM: __Pearson Room____________________
DATE : _May 27 – June 1, 2007____________
HOTEL RECEIVING DEPT. : PLEASE ADVISE Stephanie Seguin UPON RECEIPT OF PARCEL

Please make arrangements with a shipping company to have your shipment picked up from the hotel loading dock by June 1, 2007.

Customs

The Canada Border Services Agency Conventions Services Program has officially recognized the CHLA conference and granted permission to import goods for this event only. This allows exhibitors, sponsors and presenters to temporarily import goods for this event without having to use a Customs Broker. However, Customs will request an inventory listing of goods showing what is for display use and those goods intended to be given-away or sold. A copy of the letter which recognizes the event and includes the procedures for self-clearing exhibition materials into Canada is part of this package. Please read the information carefully. Questions can be directed to Margaret Quirie at mquirie@ottawahospital.on.ca

Ott-2007-035

March 23, 2007

The Ottawa Hospital
Att: Margaret Quirie mquirie@ottawahospital.on.ca
1053 Carling Ave.
Ottawa, ON
K1Y 4E9

Dear Ms Quirie:
Thank you for your letter, informing Canada Border Services Agency of the event CHLA/ABSC 2007 Conference, which will be held at the: The Lord Elgin Hotel, Ottawa, Ontario from May 28 to June 1, 2007.

This letter outlines all Canadian federal government requirements for your event.

D8-1-1 Temporary Importation:
Based on the information you have provided, any display goods for your event may be imported temporarily under the provisions of the Display Goods Temporary Importation Regulations (Customs Memorandum D8-1-1) for a period of time not to exceed six consecutive months (180 days) from the time that they are imported into Canada. These articles will be classified under tariff code 9993 (over 25% Canadian participation-deemed Canadian event). These display goods may be documented on a Temporary Admission Permit, form E29B, with a refundable security deposit taken. The security deposit would be the aggregate of Customs duties and Excise taxes that would be payable if the goods were to remain in Canada. You may post this security in the form of cash, certified cheque (drawn on a Canadian bank) or acceptable security bond. Your event broker may post the security for you.
W Goods imported for sale or as give-a-ways are subject to duty (if applicable), and taxes at the time of importation.

Customs Clearance:
Commercial goods being shipped to Canada for your event may clear Canada Customs at point of entry into Canada.
Portal to portal movement is not granted.

Export:
At the time of exportation, any goods granted temporary entry into Canada on a Form E29B (Temporary Admission Permit) must be presented (along with the importer's/owner's copies of the appropriate documentation) to Customs for verification and certification either at the Customs office at the point of export or at the inland Customs office in the event the goods are exported under Customs control. This procedure is necessary for you to receive a refund of any securities posted. * Please note that the refund is not immediate.

GST/HST:
Some of the participants at this event may be eligible for a rebate of the goods and services tax (GST) and the harmonized sales tax (HST) they pay on certain goods and services obtained in Canada. Copies can be obtained from a Canadian Consulate office and at any duty-free shop in Canada. Or you may visit our website at: http://www.ccra-adrc.gc.ca/E/pbg/gf/gst176/README.html

Visitor information: Can be obtained at: http://www.cbsa-asfc.gc.ca/travel/visitors-e.html

CBSA-Citizenship & Immigration Canada: Citizens of some countries and territories require a Visa to visit Canada. Foreign exhibitors will require a work permit if they perform direct sales to the general public. For more information contact CIC at: http://www.cic.gc.ca/english/study/permit-who.html

CFIA - Canadian Food & Inspection Agency: May require an import permit for some food and plant items. http://www.inspection.gc.ca/english/index/sitee.shtml

DFAIT - Department of Foreign Affairs and International Trade Canada:
May require an import permit for apparel goods and other textile items imported into Canada.
http://www.dfait-maeci.gc.ca/trade/eicb/general/general-en.asp

In closing I would like to extend to you my sincere best wishes for a successful event. If you have any questions or require further assistance, please do not hesitate to contact the Ottawa Conventions Unit at 613-991-1427, or by fax at 613-957-8911.

Yours truly,
Insp. Etienne Vachon, Regional Conventions Coordinator, Ottawa and Northern Ontario Region
Internet address: Etienne.Vachon@cbsa-asfc.gc.ca
Security

The Lord Elgin will be locking the exhibits area after conference hours. During business hours, exhibitors are responsible for their booths and equipment.

Liability

The Lord Elgin and CHLA/ABSC assume no responsibility for damage or loss of any nature, nor will they assume any liability for personal injury in connection with the showing or viewing of exhibits. Exhibitors should insure themselves against any loss, damage or injury.

Cancellation
A cancellation fee of $25.00 US will be apply to cancellation received prior to April 30, 2007. After this date, no refund will be issued.

Contacts

The CHLA/ABSC 2007 Conference Planning Committee and hotel staff will be available to assist exhibitors throughout the conference.

The final Exhibit Hall Layout will be posted in the Pearson Room on Tuesday May 29. We look forward to working with you throughout the conference. Thank you for supporting CHLA/ABSC.

Margaret Quirie
Mireille Ethier-Danis

The Planning Committee gratefully acknowledges the following sponsors and exhibitors for CHLA 2007: