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 sponsorsupport@cwimgather.com.
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 sponsorsupport@cwimgather.com 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 sponsorsupport@cwimgather.com 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
(613)864-0253
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.
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
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 sponsorsupport@cwimgather.com 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 sponsorsupport@cwimgather.com 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 sponsorsupport@cwimgather.com 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.