Terms & Conditions

  1. Exhibitor/Display Eligibility and Regulations
    • Exhibitors with positions contrary to any stated position of The Anglican Church of Canada are not permitted to exhibit in the Display Area.
    • The General Secretary of the General Synod retains final authority in approving exhibitor requests and assigning display locations.
    • Upon payment and confirmed space assignment, a contract is established for display space use, subject to these terms and any additional conditions issued by General Synod of The Anglican Church of Canada. Exhibitors/displayers are bound by the guidelines set forth by Show Management, the official Show Services company, and agree to all union, labour, and legal requirements governing the event and exhibit space. Exhibitors also agree to observe the provisions of the jurisdictional Human Rights Code.
    • The General Synod of The Anglican Church of Canada reserves the right to introduce further guidelines as necessary to enhance the success of the exhibitor/displayer program.
  2. Reservation and Payment
    • Exhibitor space is limited and available on a first-come, first-served basis.
    • All spaces will be reserved upon completion of the application being submitted and approved, with an invoice for the full amount issued automatically. Full payment must be received within 60 days of confirmation or by March 24, 2025, whichever comes first.
    • If payment is not received on time, The Anglican Church of Canada reserves the right to remove your organization from participation unless special arrangements have been made and accepted by both parties.
    • Payments can be made by cheque or credit card.
      • Cheques should include the application reference number, be made payable to “The Anglican Church of Canada”, and mailed to:
        Office of the General Secretary
        The Anglican Church of Canada
        80 Hayden Street
        Toronto, ON  M4Y 3G2
      • Credit cards accepted include Visa and Mastercard.  A link to the payment gateway will be included in the email confirming participation in the exhibit program
  3. Space Assignment
    • Exhibits/displays are limited to pre-assigned spaces. Priority will be given to Synod-related displays.
    • Spaces for sponsors are assigned first, followed by Exhibitors/Displayers based on registration date, payment date, and availability. Preferences for display locations are considered but not guaranteed.
    • Conference Organizers reserve the right to adjust space assignments and the floor plan as necessary.
  4. Distribution of Materials
    • Literature and promotional materials may only be distributed within designated display areas.
  5. Additional Costs and Services
    • Exhibitors are responsible for their own travel, accommodation, and additional expenses beyond the display fee, including, but not limited to, hotel accommodations, rentals of products, or provision of services not included as part of the exhibitor/sponsor agreement.
    • The General Synod of The Anglican Church of Canada will appoint a show services company for setup assistance (e.g., equipment moving, table decorations, electricity, internet). Fees for these services are separate and charged at prevailing rates.
  6. Acknowledgement in Marketing Materials
    • Exhibitor logos may be featured in conference marketing materials upon full payment. Logo placement will be determined by the General Synod of The Anglican Church of Canada, unless otherwise specified in the sponsorship agreement.
    • All registered sponsors and exhibitors must submit high-resolution logos by March 24, 2025 to receive full benefits (preferred format: JPG, TIF, PDF, and/or EPS).
  7. Liability

    • Exhibitors agree to indemnify General Synod of The Anglican Church of Canada, CanPlan Events & Conference Services Inc., and the conference venue against damages arising from their display (including installation and removal) or actions.

    • All exhibitors must have current general liability insurance in an amount no less than $1,000,000 for coverage of their booth and personnel, and be prepared to provide to Conference Organizers on request.

    • Exhibitors are wholly responsible for the security and safekeeping of items and staff at their display area.

  8. Cancellations
    • By event organizer: If, in the General Synod of The Anglican Church of Canada’s sole opinion, the event premises become unfit or unavailable for occupancy, or are significantly disrupted by picketing, strike, embargo, injunction, act of war, act of God, fire, government action, or any other occurrence beyond General Synod of The Anglican Church of Canada’s control, the General Synod of The Anglican Church of Canada may cancel or terminate the event. Should the event be cancelled due to circumstances beyond the General Synod of The Anglican Church of Canada’s control, exhibitors waive all claims and accept a prorated share of total paid amounts, minus incurred costs and reserved funds for future claims.
    • By Exhibitor/Displayer: Exhibitors may cancel participation by April 24, 2025 for a 50% refund. Cancellations after this date will not be refunded. Cancellation must be sent via written request to lindsay@canplaninc.ca.
    • In the event of the exhibitor’s failure to occupy their assigned space, full payment remains due.