top of page

Sponsor & Exhibitor Toolkit

This webpage is for CWIM Conference 2023 Sponsors and Exhibitors only.
Below you'll find details to help you prepare for CWIM Conference 2023!
For all sponsor or exhibitor inquiries, please contact

For a one-page, summary checklist of all the deliverables and dates below, click here.

Note Key Dates and Times

Exhibitor Move In: Friday, May 19 from 1:00pm to 5:00pm ET

Exhibitor Move Out: Sunday, May 21 from 5:30pm to 8:30pm ET

Trade Show Hours
Saturday, May 20 from 8:00am to 3:30pm ET
Sunday, May 21 from 8:00am to 5:15pm ET (clean up can begin during 3:45pm - 4:45pm session if desired)

*Coffee, tea, and meals will be available in the exhibit area during scheduled breaks. Exhibitors and sponsors are welcome to help themselves to the coffee breaks, breakfast and lunches.

Assign Your Sponsor/Exhibitor Tickets

Deadline: April 5th, 2023

Please register those who will be representing your organization in Montreal, QC and will be using your sponsor/exhibitor booth tickets here. Select “in-person registration” then “sponsor/exhibitor” under registration type. As a reminder, the number of tickets for each level is included below. 

Platinum - 6

Gold - 5

Silver - 4

Bronze - 3

Exhibitor - 2


Should you wish to bring more than your allotted number of representatives, please reach out to to purchase additional tickets.

Book Travel & Accomodations

The sooner the better! 

We have discounted room rates available under our conference room block as well as discount codes on Air Canada flights. Sponsor/Exhibitor booth representatives joining us in Montreal can book their hotel and travel here using the information found here.

Submit Your Ad for the 2023 Conference Program

Deadline: April 19th, 2023

Please submit your ad to using the guidelines found here. The deadline to submit your ad to be included is April 19th, 2023 by 12:59pm ET. When you submit your ad, please also let us know if you would like it to be hyperlinked and if yes, please include the URL you’d like the ad to point to.

Ship Your Swag

Deadline: April 15th, 2023 

This year’s swag box/bag theme is travel. Platinum and Gold sponsors are invited to include one item plus a promotional flyer in all of our 2023 swag boxes/bags. Silver and Bronze sponsors are invited to include one item. Please ship your items (quantity of 1,500) to us by April 15th, 2023. Items received after this date may not be included. 


CWIM Gather

81 Auriga Drive

Unit 35

Ottawa, ON

K2E 7Y5



To avoid duplicate items, please let us know what swag item you’re thinking of including. We’re happy to also suggest ideas if you need a little assistance.

Note Your Booth Number

Early 2023

Stay tuned! Booth numbers will be sent out in early 2023. 

Provide Permission to be Contacted by GES (Official Exhibitor Services Show Supplier)

As soon as possible!

GES is the official exhibitor services show supplier and they may reach out to you to support with your booth preparations.


Order Any Additional Booth Furniture or Items

Advance Price Deadline: May 5, 2023


What’s included:

Sponsor Booths

Platinum - 10’ x 20’ pipe & drape

Gold / Silver / Bronze - 10’ x 10’ pipe & drape

All sponsor booths include one (1) 6’ skirted table and two (2) chairs. Each sponsor booth will also have one standard electrical outlet and access to Wifi. 

Exhibitor Booths

All exhibitor booths include (1) 6’ skirted table and two (2) chairs. Each exhibitor table will also have one standard electrical outlet and access to Wifi. 


Additional booth furniture or items can be ordered through GES using the Expresso by GES portal here


If you are planning to use a third party supplier to assemble a custom booth please contact us as there are some limitations and restrictions with the venue. If you don't want the included table and/or chairs, please let us know. 

Looking to rent audio visual equipment such as screens or laptops for your booth? These items can be rented through our audio visual supplier Encore by completing and following the instructions on the form found here

Arrange for Advance Shipping or Direct Shipping

Advance Shipments May Begin Arriving at the Warehouse: April 24, 2023

Last Day for Advance Shipments to Arrive at the Warehouse: May 15, 2023

Advanced shipping can be arranged through GES using the Expresso by GES portal here

If you wish to ship your items directly, the shipment must arrive during Exhibitor Move In (May 19 from 1:00pm to 5:00pm ET). Shipments arriving outside of this time will not be accepted.

Create Your Virtual Booth

Deadline to Submit Assets: April 12th

We will be using CrowdComms as our virtual event platform for CWIM Conference 2023. This was the same platform we used for CWIM Conference 2021 for those sponsors and exhibitors who joined us that year.


All sponsors and exhibitors will have a static virtual booth page. For those who purchased the interactive booth add-on, you’ll have enhanced functionality and additional information (such as your virtual booth representative details) to submit (see below). 


Please review the comprehensive virtual booth building guide here which summarizes all required virtual booth assets. Your primary contact will receive access to a GoogleDrive folder for your company. Please submit all required assets using your GoogleDrive folder by April 12th. The Design Team will assemble your virtual booth using what you've provided and will share it with you to preview. 

Submit Your Scavenger Hunt Question

Deadline: April 12th, 2023 

Virtual conference attendees will earn points in our contest by answering scavenger hunt questions at each virtual booth. Please submit a scavenger hunt question plus the answer by April 12th. The answer to the question must be findable by participants who are checking out your virtual booth. We recommend that the answer is one word with exact spelling.

Scavenger Hunt Question

Details Received!

Interactive Booths

If you are a Platinum or Gold Sponsor OR you purchased the interactive booth add-on, the section below is for you!

Submit Your Virtual Booth Representatives

Deadline: April 5th, 2023

For those sponsors/exhibitors who purchased the interactive booth add-on, please submit the details of your virtual booth representatives using the form below. As a reminder, the number of virtual booth representatives for each level is included below. 

Platinum - 6

Gold - 5

Silver - 4

Bronze - 3

Exhibitor - 2

Virtual Booth Representatives

Details Received!

Submit Your Survey Questions

Deadline: April 19th, 2023

Virtual participants will collect contest points for completing your survey. We recommend 4 to 5 survey questions. Questions may be multiple choice (with the option for multiple selections), rating scale (stars or slider scale, with a max of 10 points on the scale), or text. For more information about sponsor survey questions and to see examples of question types, click here. Please email your questions along with any helpful details to by 12:59pm ET on April 19th.

Watch the Virtual Booth Representative Training Video

Deadline: Before the Conference

Virtual booth representatives are encouraged to watch our training video before the conference to ensure they aren't experiencing any technical or access issues and to help them best navigate the platform. Video coming soon!

Sponsored Sessions

Submit In-Person Sponsor Session Details (Platinum Sponsors only)

Deadline: April 1st, 2023

Please submit the following details to for your in-person sponsor session by April 1st, 2023:

- Session Title

- Session Description (max 300 words)

- Speaker Names, Titles, Bios (max 200 words), Headshots, and Emails

Submit Virtual Sponsor Session Details (Platinum & Gold Sponsors only)

Deadline: April 1st, 2023

Please submit the following details to for your virtual sponsor session by April 1st, 2023:

- Session Title

- Session Description (max 300 words)

- Speaker Names, Titles, Bios (max 200 words), Headshots, and Emails

Attend Virtual Speaker Training Session

Week of May 1st

Individual sessions arranged with each speaker to test the technology, walk-through the platform, answer questions, etc.

bottom of page