Sponsorship/Exhibition Policy

Approval and Notification:
  • CAO reserves the right to approve or decline any Sponsorship or Exhibition application.
  • CAO reserves the right to refuse any Sponsorship or Exhibition application at its absolute discretion, or to negotiate with the Sponsor/Exhibitor concerning any aspect of the proposed Sponsorship/Exhibition.
  • CAO reserves the right to cancel a Sponsorship/Exhibition if the result of maintaining it brings the Association’s public reputation and/or integrity into disrepute.
  • Applicants will be advised within ten business days whether the application has been approved.
  • CAO reserves the right at any time to change offerings available or negotiate Sponsorships/Exhibition inclusions beyond this package.
  • CAO has the right to give final approval on sponsored items provided for the delegate bags.
Educational Content and Presentations:
  • Where the Sponsorship involves any business session or educational programs, the company must supply course outlines, learning objectives and speaker credentials in advance, for prior approval.
  • CAO Congress Scientific Committee will not be required to accept advice from a Sponsor/Exhibitor as a condition of receiving financial support.
Financial Support for Educational Grants and Use of Funds:
  • All funds obtained from Sponsor must be received in the form of an educational grant or in-kind support.
  • CAO will make all decisions about the use of Sponsorship funds and will provide accountability and reporting to Sponsors upon request.
Recognition and Communications:
  • Sponsors/Exhibitors will be recognized as per agreed within the Sponsorship/exhibition package and in accordance with the National Standard for Support of Accredited CE Activities.
  • All communications with Sponsors/Exhibitors in relation to funding must be coordinated through CAO.
  • CAO will ensure that interactions with Sponsors/Exhibitors meet professional and legal standards, including the protection of privacy, confidentiality, copyright, and contractual law regulations.
Intellectual Property and Use of Logos:
  • The Sponsor/Exhibitor company grants to CAO a worldwide, non-exclusive, royalty-free, sub-licensable license to use the company’s logos and trademarks provided to CAO in accordance with the Sponsorship/Exhibition.
  • All intellectual property rights arising out of or in connection with the Sponsorship/Exhibition shall be solely and exclusively owned by CAO, and the Sponsor/Exhibitor company shall not acquire any rights to the intellectual property.
  • The Sponsor/Exhibitor company shall not use CAO’s trademarks in any way, other than in the manner set out herein, or otherwise agreed upon in writing.
  • The CAO name or logo may not be used in any way that might imply endorsement of a company or product.
  • CAO reserves the right to refuse any materials, promotions, advertisement or instructions (the “Sponsor/Exhibitor Materials”) that do not conform to the detail, instructions, methods and guidelines of the CAO or the host location for the Congress (the “Location”). Without limiting the foregoing. The CAO may in its complete discretion refuse any advertising it deems inappropriate.
Obligations and Liability:
  • The Sponsor/Exhibitor shall be liable for any damages arising out of or relating to the Sponsor/Exhibitor Materials, the Sponsor/Exhibitor’s participation in the Congress, or the Sponsor/Exhibitor’s attendance at the Location.
  • The Sponsor/Exhibitor represents and warrants that all information contained in the Sponsor/Exhibitor Materials is true and accurate and that they hold all necessary rights to the use of these materials.
  • The Sponsor/Exhibitor agrees to indemnify and hold harmless CAO and CanPlan Event & Conference Services Inc. (CanPlan) from any and all liability, loss, damages, claims, or cause of action arising out of or related to the Sponsor/Exhibitor’s breach of any representations and warranties contained in this agreement.
  • The Sponsor/Exhibitor is responsible for all travel and other conference-related expenses, including, but not limited to, hotel accommodations, rentals of products, or provision of services not included as part of the Sponsorship/Exhibitor commitment.
Limitations of Damages:
  • CAO and its officers, directors, agents, members, employees and CanPlan shall not be responsible for any loss, damage, theft, or injury to invitees, attendees, employees, or agents of the Sponsor/Exhibitor/company during all CAO events.
  • In no event will CAO be liable to the Sponsor/Exhibitor for any special, incidental, or consequential damages arising out of the Sponsor/Exhibitor Materials or the Sponsor/Exhibitor’s participation in the Congress.

Exhibition Specific Policies:

Reservation & Payment:
  • Exhibit spaces are limited and available on a first-come, first-served basis. Exhibit spaces will be reserved, and an invoice will be automatically issued for the full amount of the Exhibit commitment upon completion of the online booking form. Invoices are payable upon receipt. All exhibitor commitments must be paid in full no later than May 30, 2025.
Agreement for Exhibit Space:
  • The accepted application, the formal notice of exhibit space assignment by CAO, and the payment of fees constitute a contract for the right to use the exhibit space allotted subject to the rules and regulations issued by CAO. CAO reserves the right to make such additional conditions, rules, and regulations as it deems necessary to ensure the exhibition's success.
Available Services:
  • As a service to Exhibitors, CAO will appoint a show services company to coordinate the following services at rates considered equitable; cartage, storage, equipment moving and erection, furniture, booth decorations, electricity, and wired internet. Services of electricians, carpenters and labourers will be provided for at the then prevailing rates. Exhibit space carpeting is mandatory if there is no pre-existing carpeting at the venue.

Payments & Cancellation Terms

Payments:
  • All Sponsorships/Exhibition fees are to be paid in full before the Sponsorship/ Exhibitor activity commences.
  • If payment is not received, CAO reserves the right to remove your company as a Sponsor/Exhibitor unless special arrangements have been made and accepted by both parties.
  • Payments can be made by cheque, or other approved electronic transfer.
Cancellation by Sponsor/Exhibitor:
  • Once a Sponsorship/Exhibition application has been accepted by CAO, your company has 5 days to withdraw unless it is submitted within 60 days of the actual event/activity at which time the Sponsorship/Exhibition is considered final and will be invoiced in full.
  • Cancellation by Sponsor will be accepted only at the discretion of CAO. Cancellations must be received in writing on or before April 30, 2025. Liability for 50% of the commitment remains with the Sponsor and refunds will be made accordingly, as applicable. If cancellations  are requested after April 30, 2025, no refunds will be issued.
  • Cancellation by Exhibitor will be accepted only at the discretion of CAO. Cancellations must be received in writing on or before May 30, 2025. Liability for 50% of the commitment remains with the Exhibitor and refunds will be made accordingly, as applicable.  If cancellations  are requested after May 30, 2025, no refunds will be issued. The Exhibitor’s failure to occupy their exhibit space does not release the Exhibitor from their liability for full payment of their commitment.
Cancellation of the Event:
  • In the circumstance that the premises where CAO is to be held shall, in the sole opinion of CAO, become unfit or unavailable for occupancy, or shall be substantially interfered with, by reason of picketing, strike, embargo, injunction, an act of war, an act of God, fire or provincial or federal government agency or by reason of any other occurrence beyond the control of CAO, CAO may cancel or terminate the event. In the event of such cancellation or termination, the Sponsor/Exhibitor waives any and all claims the Sponsor/Exhibitor may have against the CAO for damages and expenses and agrees to accept in complete settlement and discharge of all claims against the CAO.  The Sponsor/Exhibitor’s share of the total amount paid less all costs and expenses incurred by CAO in connection with the Sponsorship/ Exhibition including a reserve for future claims and expenses in connection therewith.

Activity & Program Regulations

Conflicts & Scheduling:
  • The CAO recognizes the need for groups such as but not limited to for and nonprofits organizations, universities, research centers, associations, regulatory bodies, or third-party providers, to meet with industry colleagues and staff while attending CAO Biennial Congress in July 2025. These rules and regulations apply to any group which has business in the field of optometry and vision sciences. All groups are responsible for having their representatives and or official third parties produce events in compliance with the rules and regulations set forth by CAO.
  • Groups cannot offer social activities, educational programs or any initiative that conflict with any CAO accredited activity, meeting, or social event during CAO Biennial Congress.
  • Groups are eligible only to host: committee or investors meetings, task force, advisory board meetings, staff or board meetings (limited to company employees or members of the board. Includes press meetings and sales meetings).
  • SPONSORs / EXHIBITORs must notify CAO about any meeting, activity, or satellite symposia they will offer outside of the accredited programming.
Non-Compliance:
  • A company or organization found holding unapproved events or events that are in violation of the policies outlined in this document may be subject to any of the following: an immediate end to any activities without regards to monies spent or presence of individuals, restriction to exhibit or hold events at future CAO events. The CAO will not be responsible for expenses or losses resulting from cancellation or termination of said noncompliant event(s).
Disclaimers:
  • The CAO neither endorses nor co-Sponsors affiliate functions and the opinions presented at CAO Biennial Congress are solely those of the organization Sponsoring the function.
  • Companies must not imply that the function is presented in cooperation with the CAO.
  • Each organization assumes full obligation for such event and dissolves the CAO from all liability.
  • The CAO is not responsible for unsatisfactory attendance and/or marketing of this event.
  • The CAO assumes no responsibility for determining whether companies are considered competitors.
  • The CAO has the full authority to interpret or amend these rules, and its decision is final.
  • All groups as defined above agree to abide by all rules and regulations that may hereafter be adopted.
  • Any issues not addressed in these rules are subject to the decision of the CAO.