April 28- May 1, 2020 | Hyatt Regency Bethesda, Maryland, USA

Information for Exhibitors & Sponsors

Following is important information for exhibitors and sponsors. Jump to:

Conference Location Exhibitor/Sponsor Registration Exhibitor Set-up and Schedule
Furniture Rental Conference Bag Inserts Conference Banner
Advertising Specifications Hotel Accommodations Conference Sponsorships
Electric, Telephone and Wifi Service Audio-Visual Service Shipping to the Facility


Conference Location

ICMC19 will be held at the JW Marriott Parq Vancouver, Canada. The JW is located at 39 Smithe Street, Vancouver. The hotel is a 25-minute taxi ride from the Vancouver International Airport.

Exhibitor/Sponsor Registration

The main contact for each exhibitor or sponsor has received a link to a service page that includes information regarding complimentary registration. Please complete your registration early. The deadline for exhibitor and sponsor registration is April 27th, 2019. If you have any questions, please email [email protected]

Exhibitor Set-up and Schedule

Exhibitor set-up:

Tuesday, May 14th, 16:00-19:00
Wednesday, May 15th 8:00-10:00

Exhibit Hours:

Wednesday, May 15th 10:30-18:45
Thursday, May 16th 8:00-15:30

Exhibitor breakdown:

Thursday, May 16th 15:30-16:30

Conference Schedule
Furniture Rental

Each 10’ x 10’ booth will include an 8′ high black draped back wall, 3′ high side walls, one 6′ skirted table, two chairs and one Exhibitor ID Sign. Any additional exhibitor needs may be ordered. Furniture rental information can be found on page 21 of the Levy Show Services Kit.

Levy Show Services Kit
Conference Bag Inserts

For sponsorships that include conference bag inserts: Please deliver inserts to the JW Marriott by Monday, May 13th.
Click here for shipping instructions

Conference Banner

For sponsorships that include a conference banner: Please deliver your banner to the JW Marriott by Monday, May 13th.
Click here for shipping instructions.

Advertising Specifications

Art Deadline: April 17, 2019
Mechanical Requirements: 1 Page Ad Trim Size: 7 ½” x 9 ¾ “, Live Area: 6 ¾ ” x 9”; Half Page Ad, 7 ½” x 4 ¾ ”; Quarter Page Ad, 3 ¾ ” x 4 ¾ ” File Format: High-resolution PDF file required. Almost any high-resolution PDF file acceptable. Files in Adobe’s PDF format created from an Adobe application using the PDF/X-1a:2001 specification preferred. Typically, PDF files are created from Postscript files utilizing Adobe Acrobat Distiller, but PDF’s created from InDesign will work as well. Line Screen, Binding: 133 for 4/c ads, 280% maximum density, 120 for B&W and 2/c ads, 180% maximum density. Saddlestitch. File Submission Instructions: Email preferred. Send to [email protected] Files received will be confirmed. To mail, send memory device to Cnxtd Event Media Services, 421 Seventh Ave. #1012, New York, NY 10001. To FTP: We recommend Hightail, a free online FTP service. Visit www.hightail.com for instructions. For assistance call 212-866-2169.

Hotel Accommodations

We have reserved a discounted block of rooms at the JW Marriott  for CAD$290 per night. Reserve early, the discount rate will expire when the block is full or April 12th.

Conference Sponsorships

Sponsors provide amenities and hospitality that otherwise would not be available to conference attendees. Remaining sponsorship opportunities range from $1,300-$9,000. These sponsorships are designed to showcase your participation and drive additional traffic to your booth. Complete sponsorship information can be found here. For assistance contact Bill Rutledge at +1 212-866-2169, [email protected]

Electric, IT & AV Equipment

Electrical, IT, AV Equipment, services must be arranged through the JW Marriott’s exclusive partner, FREEMAN Audio Visual Canada.

The Freeman AV Vancouver Office at Tel: (604) 255-1151 or download the order form. We recommend that you bring an extension cord and/or power strip to make the most of the services purchased. There is complimentary WiFi in all of the ICMC meeting areas.

AV & Electrical Order Form
Shipping to the Facility

Material handling services will be provided by Levy Show Services. 

Exhibitors have the option to move-in and move-out their materials by hand or by dolly, without the use of motorized or mechanized equipment, if it can be done safely and efficiently, without risk of damage to the facility,

If you have just a few small packages, we recommend that you carry it with you to the ICMC19 exhibit hall.

Levy Show Services Kit