Sponsorship and Exhibit
Opportunities
WELCOME!
On behalf of the Local Organizing Committee, we are
delighted to invite you to attend CoastLab16, the 6th
International Conference on the Application of
Physical Modelling in Coastal and Port Engineering
and Science. The conference will be held at the
University of Ottawa, in Canada’s capital, from May 10
to May 13, 2016.
Situated at the heart of the National Capital Region,
Ottawa is rich in culture, history and recreational
opportunities. Over one million people live and work on
both sides of the Ottawa River and the conference site is
just steps from the Rideau Canal - a UNESCO World
Heritage Site. The region is known for its many cycling
and walking paths, hiking in beautiful Gatineau Park and
the vibrant Byward Market.
A varied presentation format is designed to encourage
participation from both the public and private sector.
Distinguished keynote speakers, industry exhibitions
and several practical professional development courses
will be highlighted. As well, a technical tour of the
National Research Council experimental facilities will be
included. Our social evening will feature a unique
“capital” dining and entertainment experience. We look
forward to welcoming you in Ottawa from May 10-13,
2016. Mark you calendars now!
ENSURE YOUR VISIBILITY AT THE COASTLAB16
CONFERENCE
CoastLab16 will offer a diversified and high quality
technical, social and cultural program that will provide
you with maximum visibility throughout the event.
National and international manufacturers, consultants,
distributors, entrepreneurs and product and service
suppliers are cordially invited to participate in this unique
opportunity to reach out to a broad audience through the
exposure offered by the 2016 CoastLab16 Conference.
Two options are available to ensure that your company
benefits from optimal visibility while also contributing to
the overall success of this event:
 Become an event partner or sponsor; or
 Rent a booth to present your products and services.
To confirm your intention to support the organization of
the CoastLab16 Conference, please complete and
return the attached Partnership/Sponsorship Agreement
Form. Note that we will proceed on a first come, first
served basis.
To find out more about the CoastLab16 Conference, we
invite you to visit the website at www.coastlab2016.com
Ioan NISTOR and Andrew CORNETT
Co-Chairs, CoastLab16
Tel: 613-298-8197
E-mail: info@coastlab2016.ca
http://www.coastlab2016.com/
Why Sponsor?
Why Exhibit?
NATIONAL AND
INTERNATIONAL
AUDIENCE
EDUCATED AND
EXPERIENCED
ATTENDEES
DESIGNERS,
SPECIFIERS AND
DECISION MAKERS
HIGH PROFILE
TARGETED PROMOTION
OPPORTUNITY
CoastLab16 is expected to
attract upwards of 150
delegates from across
Canada and from more
than 30 countries around
the world. Here is your
opportunity to see and be
seen by a national
audience and to also
present your company to a
strong, motivated
international audience!
CoastLab16 Conference
delegates are coastal and
hydraulic engineers and
researchers. Many have
undertaken post-graduate
studies and possess postgraduate degrees.
Delegates are experienced
professionals, working in
their respective fields for
many years, many for their
entire careers.
CoastLab16 Conference
delegates are the
engineers responsible for
the design and
specification of a wide
range of coastal
engineering works in
Canada and around the
world. They also manage
those who design, specify
and purchase for a wide
variety of projects,
applications, clients and
enterprises. Some are
enterprise owners
themselves who control
purchasing for their own
organizations, while others
hold pivotal and influential
positions in the public,
private and academic
realms.
The CoastLab16
Conference is a top
specialized IAHR
conference, with delegates
attending from around the
world. By sponsoring the
CoastLab16 Conference in
Ottawa you align yourself
with this major event,
showcase your firm to our
provincial, national and
international delegates,
and place yourself in front
of those who make
decisions that can benefit
your business!
http://www.coastlab2016.com/
Throughout the
conference, the Trade
Show and Exhibition offers
the opportunity to promote
your products or services
to your target audience.
From designers to
consultants to decision
makers, approximately 150
delegates will be attending
this conference giving you
the perfect opportunity to
reach your next client!
CONFERENCE SPONSORSHIP OPPORTUNITIES
PLATINUM LEVEL
GOLD LEVEL
$5,000 + HST
$2,500 + HST
Promotional documents
 Logo on the outside back cover
of the preliminary conference
program (Platinum level)
 Logo on the conference website
(home page and sponsor page) with
a link to your company website
Promotional documents
 Logo on the outside back cover
of the preliminary conference
program (Gold level)
 Logo on the conference website
(sponsor page) with a link to your
company website
Conference
 Logo on the outside back cover
of the official conference program
(Platinum level)
 Logo on the outside back cover
of the conference proceedings
(Platinum level)
 Logo on the conference kit given
to conference attendees
Conference
 Logo on the outside back cover
of the official conference program
(Gold level)
 Logo on the outside back cover
of the conference proceedings
(Gold level)
 Logo on the main conference
sign (Gold level)
Activities
 Official sponsor of the conference
banquet
 Official sponsor of a technical
presentation conference room
Activities
 Official sponsor of the conference
networking and welcome reception
 Official sponsor of a technical
presentation conference room
Other advantages
 Exhibit booth
 Two complete registrations for
the conference including technical
presentations and social activities
Other advantages
 One complete registration for the
conference including technical
presentations and social activities
http://www.coastlab2016.com/
SILVER LEVEL
$1,500 + HST
Promotional documents
 Logo on the conference
website (sponsor page) with a
link to your company website
Conference
 Logo on the outside back
cover of the official conference
program (Silver level)
 Logo on the outside back
cover of the conference
proceedings (Silver level)
 Logo on the main
conference sign (Silver level)
Other advantages
 Official sponsor of a
technical presentation
conference room
One complete registration
for the conference including
technical presentations and
social activities
BANQUET
HEALTH BREAK
$1,000 + HST
$500 + HST
The Conference Banquet,
held on Friday night, is the
premiere social event of the
conference, attended
by delegates and their
partners.
 Your name and logo
prominently displayed at the
pre-banquet reception.
 Your name and logo
displayed on a card at each
banquet table.
 Your name and logo on
the title page of the Banquet
Programme.
 Acknowledgement of your
sponsorship at the Awards
Banquet.
 Two free tickets to the
Awards Banquet, together
with reserved seating.
LUNCHEON
SPONSOR
$700 + HST
There are five Coffee Breaks
at the conference, one each
mid-morning and midafternoon on Wednesday and
Thursday, and mid-morning on
Friday. There will be no more
than two Sponsors for each
Coffee Break.
 Your name and logo on a
card at each food and
beverage station.
 Your name and logo in the
Conference Programme as a
Coffee Break Sponsor.
There are three luncheons at
the
conference.
Each
luncheon will have no more
than three sponsors.
 Your name and logo on the
tickets for the luncheon.
 Your name and logo
prominently displayed at the
luncheon.
Acknowledgement of your
sponsorship at the luncheon.
 Your name and logo in the
Conference Programme as a
Luncheon Sponsor.
 Two free tickets to the
sponsored luncheon.
WELCOME
RECEPTION
$700 + HST
The Welcome Reception is
the first social event of the
Conference, occurring on
Tuesday night.
 Your name and logo on
tickets for the Welcome
Reception.
 Your name and logo
prominently displayed at the
Welcome Reception.
 Acknowledgement of your
sponsorship at the Welcome
Reception.
 Your name and logo in the
Conference Programme as a
Welcome Reception Sponsor.
 Two free tickets to the
Welcome Reception.
http://www.coastlab2016.com/
Sponsorship: General Terms and Conditions
CONTRACT:
PAYMENT:
Once approved by the CoastLab16 Conference (hereinafter
referred to as the organizer), this request for sponsorship
constitutes a contract between the requestor (hereinafter
referred to as the sponsor) and the organizer, and incorporates
all conditions relative to the sponsor indicated in this
document. Sponsorships will be prioritized according to the
order of receipt of applications accompanied by the necessary
payment (please refer to the complete information in this
document).
To be officially accepted as a sponsor, each requestor must complete
and forward the sponsorship agreement accompanied by the full
payment (please refer to the sponsorship agreement request form in
this document). If a sponsor whose sponsorship has been approved
later decides to cancel the sponsorship, the sponsor must submit a
request for cancellation in writing, as follows:
Where notice of cancellation is received on or before February 1,
2016, the organizer will refund the balance of the sponsor’s payment
after deduction of a $200 administration fee.
Where notice of cancellation is received from February 2 to March
1, 2016 inclusively, the organizer will refund 50% of the sponsor’s
payment.
Where notice of cancellation is received after March 1, 2016, no
refund will be made.
EXCLUSIVITY AND LIMITS:
The sponsor may not sublet, transfer, or assign rights to any
part of the sponsorship, or resell the sponsorship, without the
express permission of the organizer, or conduct promotions of
any kind that are not directly related to their normal business
activity.
FORCE MAJEURE:
The organizer will not be held responsible for conditions
preventing the execution of the sponsorship, or of the
conference, because of force majeure, which includes events or
occurrences beyond the control of either party, including,
without limitation, events such as fire, flood, labour disruption
and discontinuity in the provision of electrical service or for
any other reasons beyond its control. If the organizer cancels
the conference for other reasons, the sponsor will be entitled to
reimbursement for the sponsorship fees only, subject to the
limitations contained in these general terms and conditions.
TERMINATION OF CONTRACT:
The organizer reserves the right to terminate the contract and to
withdraw the sponsorship of the conference if:
a) the sponsor has not fully paid the sponsorship fee; or b) the
sponsor fails to respect one or more of the contract conditions.
INTERPRETATION:
The organizer may make any changes, amendments or additions as
needed to the terms and conditions relating to the sponsorship
deemed necessary to ensure the proper execution of the conference.
The conditions and regulations applicable to the sponsor are within
the responsibilities of the organizer to regulate and such decisions
will be considered final. The organizer may therefore require
sponsors to modify sponsorships as deemed necessary to ensure the
proper execution of the conference. In the event that the sponsor
refuses to comply, the organizer may order that the sponsorship be
revoked without entitlement to compensation.
http://www.coastlab2016.com/
PARTNERSHIP/SPONSORSHIP AGREEMENT
CoastLab16 Conference
May 10-13, 2016
___________________________________________________________________________________________________
LAST AND FIRST NAME
___________________________________________________________________________________________________
TITLE ORGANIZATION
___________________________________________________________________________________________________
ADDRESS
STREET
CITY
___________________________________________________________________________________________________
PROVINCE/STATE
COUNTRY
POSTAL CODE/ZIP
___________________________________________________________________________________________________
TELEPHONE
FAX
___________________________________________________________________________________________________
EMAIL
SPONSORSHIP LEVEL
PRICE
SPONSORSHIP LEVEL
PRICE
PLATINUM Level
$5,000 + HST*
AWARDS BANQUET
$1,000 + HST*
GOLD Level
$2,500 + HST*
LUNCHEON
$700 + HST*
SILVER Level
$1,500 + HST*
WELCOME RECEPTION
$700 + HST*
COFFEE BREAK
$500 + HST*
* HST of 13% will be added
____________________________________________________________________________________________
SIGNATURE OF PARTNER/SPONSOR
DATE
____________________________________________________________________________________________
SIGNATURE OF CONFERENCE REPRESENTATIVE
DATE
If you are interested in becoming an official sponsor of CoastLab16 Conference, please send a letter of
commitment along with a deposit of 20% (bank draft, money order or cheque) to:
CoastLab16 Conference
(in attn. of Dr. Ioan NISTOR)
161 Louis Pasteur
University of Ottawa, Civil Engineering Department
Ottawa, K1N 6N5, Canada
For further information please contact:
Dr. Ioan NISTOR.
2016 Coastlab Organizing Committee
Tel: (613) 562-5800 ext. 6147
Fax: (613) 562-5173
inistor@uOttawa.ca
OR
Dr. Colin RENNIE
2016 Coastlab Organizing Committee
Tel: (613) 562-5800 ext. 6124
Fax: (613) 562-5173
crennie@uOttawa.ca
http://www.coastlab2016.com/
EXHIBITOR BOOTH RENTAL REQUEST FORM
CoastLab16 Conference
May 10-13, 2016
____________________________________________________________________________________________________
NAME OF COMPANY (EXHIBITOR)
____________________________________________________________________________________________________
ADDRESS
STREET
CITY
____________________________________________________________________________________________________
PROVINCE/STATE
COUNTRY
POSTAL CODE/ZIP
____________________________________________________________________________________________________
TELEPHONE
FAX
____________________________________________________________________________________________________
NAME OF CONTACT PERSON
EMAIL
THE BOOTH RENTAL INCLUDES:
- A 8'x10‘ draped booth - Wireless Internet access Lunch for two people - One pass to attend technical
presentations - An advertising space on the
conference CD-ROM* - One conference CD-ROM
(conference proceedings)
* Registered exhibitors may submit an electronic file
(maximum 2 Mb in .PDF format) containing
information on their company or products which will
be included in the conference proceedings.
We fully understand that the present form will become a
binding contract once it is approved by Dr. Ioan NISTOR,
who is responsible for exhibitors on behalf of the
CoastLab16 Conference Organizing Committee. We have
read, understood and accept the conditions pertaining to
exhibitors as set out in this contract and dictated in the
present form.
REQUEST TO RENT A BOOTH
If the present request is accepted, we agree to rent
the booth at the following rate:
________________________________________________
Name (please print in block letters)Date
________________________________________________
Applicant’s authorized signature
Please return the application to:
BOOTH RENTAL
Before December 31, 2015
$2,000 +HST*
.
After January 1, 2016
$2,500 +HST*
.
*HST of 13% will be added
PAYMENT:
Once your booth is reserved, you will be mailed a
confirmation. Please note that the amount
indicated on the confirmation must be paid within
thirty (30) days. Please make your cheque
payable to the CoasLab16 Conference.
Dr. Ioan NISTOR,
CoastLab16 Organizing Committee
161 Louis Pasteur, CBY
Ottawa, K1N 6N5, Canada
Tel: (613) 562-5800 (ext. 6147)
inistor@uottawa.ca
EXHIBITORS SHOW SCHEDULE:
Set-up:
Tuesday, 9:00 am - 12:00 pm
Exhibitor Show Open: Tuesday, 1:00 pm - 12:00 pm
Wednesday, 8:00 am - 5:00 pm
Thursday, 8:00 am -3:45 pm
Friday, 8:00 am -3:45 pm
Take Down:
Friday, 3:45 pm - 5:00 pm SHARP
In compliance with An Act Respecting Access to Documents Held by Public Bodies and the Protection of Personal Information,
the CoastLab16 Conference undertakes to protect all personal information contained in the present contract. The above
information will only be used for administrative purposes related to the registration of the company and of the resource/contact
person on a list of conference participants.
Applicants are encouraged to rent their booths no later than March 31, 2016. For applications with payments received after
March 31, the booth rental may not include all the options, as some items require advanced administration and preparation.
http://www.coastlab2016.com/