Why become an Exhibitor?

Sunday, November 8th

Monday, November 9th

Sarah Wells

Olympian | Expert on Individual and Organizational Excellence

Olympian Sarah Wells inspires audiences to embrace excellence without limits. Her philosophy centres on the idea that excellence isn’t about perfection — it’s about breaking free from limiting beliefs and constantly striving to outperform who you were yesterday. Renowned for her practical strategies, compelling storytelling, and high energy delivery, Wells empowers audiences to find their own excellence, transform challenges into opportunities for growth, and achieve lasting success.

Wells doesn’t just talk about overcoming adversity, she hurdled it on the world’s biggest stage. An Olympic hurdler for Team Canada, Wells made her Olympic debut at the London 2012 Games. She had remarkably qualified for the Games after being sidelined for nine months with
a stress fracture in her left femur. She went on to compete at the 2013 Summer Universiade, winning silver in the 4x400m relay. After being out for another six months with a reoccurrence of the stress fracture, she came back to capture her fourth Canadian title in 2015 and win a pair of medals at the 2015 Pan Am Games in Toronto.

Today, Wells is an in-demand keynote speaker. Through her Olympic journey, plus racing across deserts, mountains, and international airports on The Amazing Race, she has proven again and again that grit, adaptability, and a little bit of laughter go a long way. She believes that when you dare to break the blueprint, chase crazy ideas, and focus on doing the small things exceptionally well, excellence becomes contagious, elevating not just your life but those around
you.

The following regulations become binding between the applicant (hereinafter known as the “Exhibitor”, their employees, and the Ontario School Counsellors’ Association (hereinafter known as the “Association”) upon approval of the application by the Association.  Additions or amendments that are not covered will be at the discretion of the Association.

General Information

The Exhibitor agrees to abide by all the rules and regulations adopted by the Association and Hilton Mississauga/Meadowvale in the best interests of the Conference and agrees that the Association shall have the final decision in adopting any rule or regulation deemed necessary prior to, during or after the Conference.  The Association maintains a fragrance-free environment.

Exhibitor Attendees 

Exhibitors are provided with ONE attendee included in the exhibitor booth fee.  This person receives all the benefits of other attendees – complimentary meals, keynote, workshops, parking, and social.   Exhibitors may purchase additional spots (if available) for the same price as for our subscribers, $450+HST per person.  

Exhibitors must register all the details of their attendees when purchasing their booth.  If changes or additions need to be made later, please contact the Conference Planner, Cathy Chapman at  cathylihou@gmail.com.  

Keynote Address

Exhibitors are encouraged to attend the keynote session in the plenary.  Join Olympian, Sarah Wells, as she inspires us to create cultures of excellence every day!  ABSOLUTELY NO EXHIBITOR BOOTHS ARE TO BE OPEN FOR BUSINESS DURING THE KEYNOTE ADDRESS – NO EXCEPTIONS.

Travel, Accommodation, Parking and Meals

Travel and accommodation expenses and arrangements are the sole responsibility of the Exhibitor.  Exhibitors can access the discount conference accommodation rates at the hotel by pasting the following link into your browser: 2026 OSCA ACOSO Conference Hotel Booking Link  

DEADLINE for the hotel conference discount rate is OCTOBER 16, 2026.

The Association room block is limited and Exhibitors are encouraged to arrange for accommodation early to have access to the special rate associated with this room block.  

• Parking is complimentary for all conference participants (approximate value of $16)
• All meals and refreshments are included in the Exhibitor registration fee.

Door Prize Donations

Door prize donations are GREATLY APPRECIATED as they add to the celebratory mood of the conference.  Exhibitors who are contributing door prizes must hand these in to the registration desk by 10 a.m. on Sunday, November 8th.

Exhibitor Booth Location and Terms

Location and Visibility
Once the Exhibitor has completed payment through the website, they will be contacted by the Conference Planner, cathylihou@gmail.com to confirm the booth location.  Exhibitor booths will be assigned in the Hazel McCallion Ballroom on a first come, first approved basis.  

Booth Size, Chairs and Skirting
All booths will be provided with one (1) six-foot table and up to two (2) chairs.  Please email the Conference Planner (cathylihou@gmail.com) if you require only one chair or require special accommodations before October 23, 2026.  The hotel will provide table skirting/tablecloths and if an Exhibitor prefers to provide their own table skirting, it MUST be fire retardant and have a fire-resistance rating in accordance with the Ontario Fire Code. 

Outside Contractors
Should the Exhibitor wish to utilize outside contractors on Hotel premises during the conference, the Exhibitor must notify the Hotel at least thirty (30) days in advance of the conference. The Hotel may require that the Exhibitor’s outside contractors sign a hold harmless, indemnification and insurance agreement in the form currently in use at the Hotel for similar outside contractors, and provide proof of insurance in amounts acceptable to the Hotel (amounts and types of insurance to be determined in Hotel’s sole discretion based on the type of services the outside contractor will be providing) before the outside contractor will be allowed to provide services on the Hotel’s Hotel premises. In some instances, despite the Exhibitor’s use of an outside contractor, Hotel may be required, pursuant to obligations imposed on the Hotel by labor unions or collective bargaining agreements, to utilize the Hotel labor to provide certain services, and Exhibitor agrees to pay the fees and/or charges associated with these services. Upon request by the Exhibitor, the Hotel will disclose prior to the Event those services that are required to be performed by Hotel labor (if any) as well as the potential fees and charges associated with such Hotel labor usage.

Maintenance & Security
Exhibitors agree to confine their presentation within the assigned space allocated and to always maintain staff at their booth during the Sponsor / Exhibitor Showcase hours.  Hilton Mississauga/Meadowvale is NOT guaranteed to be secured at night. The Exhibitor is responsible for all loss or damages to personal property and equipment. Avoid leaving valuables in your exhibit area.

Exhibitors agree to adhere to the policies and procedures required by Hilton Mississauga/Meadowvale, as outlined in this contract, for delivery, set-up, maintenance and dismantling of their exhibitor booth.  Exhibitors are responsible for maintaining their own material within their exhibitor booth. 

Displays and Decorations
Exhibitor’s Property: The Exhibitor may, at the Exhibitor’s option, purchase insurance to cover the Exhibitor’s personal property, including decorations, special objects and other property. To the fullest extent permitted by law, the Hotel is not responsible for any loss or damage to property belonging to the Exhibitor or Exhibitor’s attendees, and the Hotel does not maintain insurance covering such personal property. All displays and/or decorations will be subject to Hotel’s prior written approval and Hotel reserves the right to contract and charge the Exhibitor for Hotel staff to provide the labor for any installations or removals of such. The hotel can advise the Exhibitor of such potential charges upon request.

The Association reserves the right to alter or remove exhibits or part thereof, and to expel Exhibitor or their personnel if, in the Association’s opinion, their conduct or presentation is objectionable to the Conference participants.

Safety
The Exhibitor assumes responsibility for compliance with local and provincial ordinances and regulations covering fire, safety and health with respect to their exhibitor booth and material

Booth Installation and Removal
Exhibitors agree to be entirely responsible for the moving in, assembly, maintenance, disassembly, and removal of their exhibits, equipment, and appurtenances to and from the Sponsor / Exhibitor area, or in the event of failure to do so, the Exhibitor agrees to pay for such additional costs as may be incurred.

Exhibitors may SET-UP their booths the morning of the start of the conference between  9:00 a.m. and 10:30  a.m. on Sunday, November 8, 2026.  Neither the Hilton Mississauga/Meadowvale nor the Association will be responsible for the safety and security of materials/booths left unattended.  You may wish to remove your materials Sunday night and then set up your booth again Monday morning.  If you choose to leave your booth set up, neither the Hilton nor OSCA/ACOSO will be responsible for any lost or damaged materials.  In addition, Exhibitors may set up their booths between 7:00 a.m. and 7:30 a.m. on Monday, November 9, 2026. ALL BOOTHS MUST BE READY BY SUNDAY, November 8th at 10:30 am and again on MONDAY, November 9th at 7:30 a.m.

Exhibitors may REMOVE booth materials starting at 2:20 p.m. on Monday, November 9, 2026. Exhibitors are responsible for all the removal of all booth materials from the Hilton Mississauga/Meadowvale by 3:00 p.m. on Monday, November 9, 2026.

Booth Materials / Shipping / Handling
Exhibitors are encouraged to bring all of their materials to use in their booths on the day of the conference.  Transportation and storage of these materials, including promotional materials, is the responsibility of the Exhibitors.

If an Exhibitor chooses to ship items to the hotel, all packages arriving at the hotel should be clearly marked with the following information, for example: 

All material shipped to the hotel by Exhibitors MUST BE RECEIVED BY THE HOTEL BETWEEN WEDNESDAY, NOVEMBER 4 and FRIDAY, NOVEMBER 6, 2026 during these hours.  

Freight Elevator / Loading Dock / Truck Deliveries – The hotel has 1 large freight elevator, which is located behind/under Graydon Hall.  The size of the freight elevator is 22’ 9” long by 9’ 4” wide and 9’ 6” high.   The freight elevator is ground level.  All heavy equipment needs to be delivered on trucks which have a lift gate or come with a forklift.  The maximum weight our freight elevator can carry is 4,545 kg.  Access it from our underground parking lot (Century Avenue entrance).  Please make sure the elevator is booked during your load-in and load-out times.  For move in and out, we require notice so that the freight elevator can be made available to Exhibitors with one of our designated operators.  A charge of $25.00 per hour will apply, minimum 4 hours.  Ideally, trucks should be cube vans or delivery size vans.  Transport trucks will find it difficult to maneuver in our underground parking lot. NOTE: 53’, or longer, transport trucks cannot be accommodated.  Please note that the hotel does not supply a lift, trolley or dolly for client’s use.

Storage / Handling / Fees for Boxes – Please note that the hotel has limited storage space for boxes and materials. Local Exhibitors who are physically bringing their own boxes are responsible for unloading and transporting their materials to the designated meeting room:  North Studio 7 located on the 2nd Floor, North Tower. Exhibitors must bring their own trolley or dolly, as hotel equipment will not be available for this purpose. To coordinate the drop-off of materials and boxes, please notify Conference Planner: Cathy Lihou (cathylihou@gmail.com) and Hilton Catering & Events Manager: Irish Balingit (irish.balingit@hilton.com). Advance notice is required to ensure a smooth delivery process.

Charges for box handling:
(1) Conference packages requiring hotel services to move boxes to the function room are charged to the individual exhibitor at $5.00 per box, $8.00 per oversized box, or $25.00 per hour, minimum 4 hours for skids.

(2) Outgoing packages – The guest needs to have their own courier company and account number for a waybill which they need to complete.

(3) The hotel charges $5.00 per box, or $8.00 per oversized box to deliver said boxes to our loading dock for courier pickup.

Outside Food and Beverage: Due to applicable law, Exhibitors may not bring alcoholic beverages into the Hotel for this event. Exhibitors must obtain Hotel’s prior approval before Exhibitors bring any food or non-alcoholic beverages from outside sources into the hotel. If approval is granted by Hotel, Exhibitors may be required to sign a hold harmless and indemnification agreement in the form currently in use at the hotel if the food or beverage products are not purchased by Hotel but served by Hotel staff are brought in for consumption by Exhibitor’s attendees. Service fees will apply to any outside food or beverage served in Hotel’s function space, regardless whether hotel labor is required.

Electrical, Internet, and Technological Needs
The Association is paying for WiFi for all attendees, Sponsors, and Exhibitors (5 Mbps per device) but if this is not sufficient speed, you will need to make arrangements and pay for this with Encore Global.  The hotel provides complimentary WiFi in hotel rooms and the lobby only, and the speed is slow.

Exhibitors will not be allowed to use their own power cords or power sources, nor will they be allowed to plug into any outlets you find in the spaces we use.  Exhibitors must arrange for their electrical and technological needs with Ashley Caesar at Encore Global

( Ashley.Caesar@encoreglobal.com ), as required by Hilton Mississauga/Meadowvale.  The Association strongly encourages Exhibitors to download any material they need onto the hard drive of their electronic device.  

The Exhibitor agrees to adhere to the policies, contracts, and procedures required by Hilton Mississauga/Meadowvale and the Association.

Hilton Mississauga/Meadowvale Exhibitor Responsibility Clause 

To the fullest extent permitted by law, the person/legal entity described as “Exhibitor” in this clause and in this Exhibitor contract (regardless whether such person/legal entity is also described as “Exhibitor” in this contract) hereby assumes full responsibility and agrees to indemnify, defend and hold harmless Hilton Mississauga/Meadowvale (“Hotel”) and Hotel’s owners, managers, subsidiaries, affiliates, employees and agents (collectively, “Hotel Parties”), as well as Ontario School Counsellors’ Association (“Group”), from and against any and all claims or expenses arising out of Exhibitor’s use of the Hotel’s exhibition premises.  Exhibitor agrees to obtain and maintain during the use of the exhibition premises, Comprehensive General Liability Insurance, including contractual liability covering the Exhibitor’s indemnity obligations in this clause. Such insurance shall be in the amount of not less than $1,000,000 combined single limit for personal injury and property damage. The Hotel Parties and Exhibitors shall be named as additional insureds on such policy, and the Exhibitor shall supply the Hotel with a Certificate of Insurance at least 30 days prior to the use of the exhibition premises. The Exhibitor understands that neither OSCA/ACOSO nor the Hotel Parties maintain insurance covering the Exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain such insurance.

Association Liability Clause

The Association reserves the right, as its sole discretion, with reasonable grounds, to change the date or dates upon which the Conference is to be held and shall not be liable in damages or otherwise by reason of any such change.  In addition, the Association shall not be liable in damages or otherwise for failure to carry out the terms of the agreement in whole or in part where caused directly or indirectly by or in consequence of fire, flood, storm, war, rebellion, insurrection, civil commotion, strike, or any cause whatever beyond the control of the Association, whether similar or dissimilar for the causes enumerated herein.

Payment, Cancellation and Refunds

Payment for Exhibitors is due in full upon registration.  No refunds shall be given should cancellation be necessary, unless the conference is canceled by the Association, unless the Association finds and approves a replacement Exhibitor, or unless the Association believes that the Exhibitor is not appropriate for the conference. All communication regarding registration changes must be made by email to the Conference Planner, Cathy Chapman (cathylihou@gmail.com), and the Administration Coordinator, Jennifer Boston (oscadesk@gmail.com).

Media Release

The OSCA/ACOSO Conference is taking place in a public facility at which photos are allowed to be taken.  This event is too large for us to be able to ensure that attendees are not included in photos.  By registering for this conference, you acknowledge that you will be in a public place and that your photo may be taken and used for marketing purposes.