May 14-17, 2019 | JW Marriott Parq Vancouver, Canada

Information for 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

ICMC18 will be held at the Shaw Centre in Ottawa, Canada. The Shaw Centre is located at 55 Colonel By Drive in downtown Ottawa. A 20-minute shuttle ride from the Ottawa International Airport, the Centre is directly linked to the 180-store Rideau Centre shopping complex.

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, 2018. If you have any questions, please email [email protected]

Exhibitor Set-up and Schedule

Exhibitors may set-up their exhibit space on Tuesday, May 8th between the hours of 12:00-17:00 and again on Wednesday, May 9th between 8:00-10:00. The Exhibit hall opens at 10:30 on May 9th. There will be an opening night reception on Wednesday, May 9th starting at 17:15, in the exhibit room, Salon 214. The exhibit hall will be open to attendees on Wednesday, May 9th from 10:30-18:45 and Thursday, May 10th from 8:00-15:30. Exhibitor breakdown will be from 15:30-17:00 on May 10th.  For reference, click here for the Freeman Quick Facts page.

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, one chair and one Exhibitor ID Sign. Any additional exhibitor needs may be ordered from Freeman, please go the  Freeman Furniture Forms

Conference Bag Inserts

For sponsorships that include conference bag inserts: Please deliver inserts to the Shaw Centre by Monday, May 7th.
Click here for shipping instructions

Conference Banner

For sponsorships that include a conference banner: Please deliver your banner to the Shaw Centre by Monday, May 7th.
Click here for shipping instructions.

Advertising Specifications

Art Deadline: April 17, 2018
Mechanical Requirements: 1 Page Ad Trim Size: 8 ½” x 11“, Live Area: 7 5/8 ” x 10 1/2”; Half Page Ad, 8 ½” x 5 ½”; Quarter Page Ad, 4 1/4 ” x 5 ½ ”
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 for instructions. For assistance call 212-866-2169.

Hotel Accommodations

We have reserved a discounted block of rooms at several nearby hotels from CAD$221-279 per night. Reserve early, the discount rate will expire when the block is full or April 6th.

Conference Sponsorships

Sponsors provide amenities and hospitality that otherwise would not be available to conference attendees. Remaining sponsorship opportunities range from $1,500-$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, Telephone and Wifi Service

IT, Technology and Communication services must be arranged through the Shaw Centre’s exclusive partner, Freeman Audio Visual. Electrical Services must be provided by Freeman Electrical Services. is the exclusive provider of the following services:

  • Internet access (wired and WiFi)
  • Telecommunications (telephone and data)
  • Local area networking and equipment within the building

For more information click here for the Freeman Electric, Telephone & Wifi forms  call 613-688-9058 (for WiFi or Telephone) or 613-748-7180 (for Electric) or email [email protected]. We recommend that you bring an extension cord and/or power strip to make the most of the services purchased. There is a complimentary WiFi area on the first floor of the Shaw Centre near the administrative offices.

Electric, Telephone & Wifi

It is recommended but not mandatory that all presentation technology requirements be arranged through Freeman Audio Visual, our official Partner, with an onsite office and warehouse at the Shaw Centre. Freeman Audio Visual provides a full range of presentation technology for Shaw Centre clients. These services include:

  • Audio visual services
  • Built-in projectors and screens in each room
  • Digital services – computers, webcasting, encoding, interactive Voting Systems, LAN-based Presentation Management

For more information click here for the Freeman Audio Visual Form or call 613-688-9058 or email [email protected]

Audio Visual
Shipping to the Facility

Material handling services are provided by Freeman, the exclusive conference partner for material handling. For more information, please click here for the Freeman Shipping and Material Handling Forms. 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,
Should an exhibitor require Material Handling Services such as those requiring the use of motorized or mechanized equipment such services must be arranged through the Shaw Centre’s Exclusive Partner.
Material handling involves the unloading of your materials at the designated unloading zone(s), delivery of the materials to your booth or designated Shaw Centre location, and the return of your materials to the designated loading zone(s) for reloading onto your outbound carrier. In some cases (depending upon the extent of services required or provided by your event) this may include storage of empty containers during the event, and their return for repackaging, followed by reloading onto your outbound carrier. Labour, Licensed Operators and the appropriate equipment are used to unload and load your carrier and get your materials to your event location safely, and efficiently.

Contact: Freeman Exhibitor Services
Telephone: 613-748-7180 ext. 234
Email: [email protected]

If you have just a few small packages, we recommend that you ship to your hotel and carry it with you to the Shaw Centre.

Shipping & Material Handling