35th Annual FIRST Conference | Empowering Communities
Thank you for your support and sponsorship of the annual FIRST conference! If your company is exhibiting, please read this information carefully and follow instructions.
If you should have any questions or concerns that are not covered below, please contact our Events Team at firstname.lastname@example.org.
Please reference your SPONSOR/EXHIBITOR specific email for your exhibitor registration pass codes.
Page Table of Contents
- Event Venue
- Exhibit Area
- Exhibit Space Selection
- Important Dates and Times
- What's Included?
- Ordering Additional Services, Shipping Information, and Customs Clearance
- Lead Retrieval
- Planning for Giveaways at Your Table
- Exhibitor Teardown & Move-out Process
Fairmont The Queen Elizabeth
900 René-Lévesque Blvd W
Montréal, Quebec H3B 4A5
*Please DO NOT ship in advance to the hotel. Please see details below regarding GES services.
The exhibit area is located on the Conference Level along the Parc Mont Royal corridor. Your tables will be desingated with table tents. A final floor plan indicating all exhibitors will be shared with you as we approach the start of the event.
Exhibit space selection is underway. Selection is based on sponsor level and then on a first-come, first-served basis for those with self-select (Diamond, Platinum, and Gold).
Exhibitors are welcome to be at their tables Monday through Thursday of the conference week. You are welcome to schedule meetings and demos at your table concurrent to conference sessions. Official exhibit times are Monday through Thursday during breakfasts, lunches, and the morning and afternoon coffee breaks. There is a dedicated sponsor showcase reception scheduled Monday evening for the delegates to network with your teams.
- Exhibitor Setup: June 4 from 12:00-16:00
- Exhibitor Teardown: June 8 from 16:00-18:00
- Exhibit Days: June 5-8 at all break times and during the Monday evening Sponsor Showcase Reception
Please reference the conference agenda for timings at https://www.first.org/conference/2023/program.
*Times are subject to minor modifications. If there are any major changes in timing, the FIRST event team will contact you. Otherwise, we kindly ask that you periodically check the online program agenda for changes.
The standard area for each exhibit space is roughly an 8 foot by 10 foot open floor. The following is included in your setup:
- 1x 6 foot trestle table
- 2x Chairs
- 1x Trash bin
- 1x Power strip
- Wifi connection
If you wish to order any additional AV, telecom, or decor – please see the Ordering Additional Services section below.
Ordering additional services such as audio visual equipment and furniture can be done via Encore. Please see the following:
If you would like to order additional audio visual services, please download the Encore form found below, complete, and return per the instructions found on the form.
- Encore Order Form: https://www.first.org/conference/2023/encore-order-form-exhibits-EN.pdf
If you have any questions on ordering, please feel free to contact the event team for guidance: email@example.com.
Shipping, Drayage, & Signage Services
GES is the official CAHR trade show contractor and can assist with any of the services listed below. You are welcome to contact firstname.lastname@example.org or by phone at (514) 367-4848 /Toll Free: 1 (877) 399-3976. Please reference the FIRST Conference Montreal at the Fairmont (June 4-9, 2023).
It is critical that you do not ship ADVANCE shipments to the Fairmot Hotel. The hotel does not have adequate holding space and your shipment will be refused.
Please ship ADVANCE shipments to arrive at the GES Advance Warehouse c/o TRANSKID between May 23 and May 25:
GES c/o TRANSKID
1785, 55ieme Avenue
Dorval, QC H9P 2W3
Please download, complete, and attach the GES label to the outside of each box in addition to your courier shipping labels.
- Your showsite contact is your main point of contact attending the conference from your organization.
- Under booth number, just insert your organization name.
- GES WAREHOUSE LABEL: https://www.first.org/conference/2023/FIRSTCON23-GES-LABEL.pdf
If you need to ship anything directly to your attention (if you are a guest of the hotel) and will be able to receive it while on-site, you are welcome to ship directly to the Fairmont.
Important Customs Clearance Information
It is pertinent that you work with your logistics provider to ensure you have completed all the necessary forms and invoices to clear your shipments from Canadian customs. DO NOT list FIRST or the Fairmont as your customs agent. Do not indicate that the "receiver will pay import fees." Be sure to send with DDP (delivered duties paid)--your organization is responsible for these taxes and duties. Any taxes or duties not paid for in advance will cause your shipment to be returned.
- Logistics provider – e.g. FedEx, DHL, UPS, etc.
- Tracking number(s)
- Total number of boxes in shipment
- General description of shipment – size, dimension, weight, is it a booth case, is it a cardboard box, etc.
- Description of shipment contents
Shipment Receiving Window:
Shipments will be accepted by the GES Advance Warehouse between May 23-25, 2023. If you think your shipment may arrive earlier or later, please let us know at your earliest convenience so that we may alert the GES team.
FIRST policy prohibits the sharing of attendee emails and phone numbers and does not provide lead retrieval services. Sponsors are welcome to collect--with consent--lead data through their own mechanisms such as a tablet with a sign-up form, old-fashioned business card collection, or any new creative tool to help you collect business leads. We encourage participating sponsors to take advantage of the Digital Swag Bag opportunity noted in your sponsorship checklists as a lead collection method - eg. host a special raffle or demo and require sign-ups. We also encourage our sponsors to access the conference mobile app as another means to make on-site connections. Mobile app information will be available one week prior to the start of the conference.
Exhibitors are welcome to have print-outs and giveaways at their table. We are planning for anywhere between 900-1000 delegates. We recommend you plan for a portion (~60%) of the total as not all conference delegates will visit your table. If you have any additional questions about numbers and how best to plan, please feel free to contact the event team at email@example.com.
Teardown will commence immediately following the afternoon networking break on Thursday, June 8. Please have all the necessary supplies to ship your materials out from the Fairmont. We cannot guarantee packing supplies such as tape, scissors, or boxes will be available for your use.
We recommend that you come prepared with pre-paid shipping labels ready to be attached to your outbound shipments.
Once you have completed your teardown, please leave TAPED and LABELED boxes for shipping out on the top of your exhibit table. Anything left on the floor around your table will be considered trash and discarded.
FIRST event staff will work with the Fairmont/GES team to move your outgoing shipments to the loading bay.
The Fairmont Hotel does NOT have adequate space to house your shipments. Your outbound shipments must be picked up NO LATER THAN 13:00 ON FRIDAY, JUNE 9. If your outbound shipments are not picked up by the given deadline, your organization faces possible monetary penalities and/or package loss.
If you have any surplus materials that you do not wish to ship or take with you, please let one of the FIRST event staff know. We will work to find a local charity to donate any new or gently used items.