Thank you for participating in this year's NetHope Global Summit.
We expect over 300 attendees representing over 54 international NGOs at our Summit this year. The attendees are the technology influencers (C-level information executives to field level IT managers) across the NGO and private sectors. The information communication technology (ICT) interests are very diverse, and include connectivity and infrastructure; mobile technology; cloud applications; emergency response; information security; payment innovations; health technology; and more.
Sponsors are provided with exhibitor space to showcase products and services, and to distribute materials. The Summit agenda allocates time for attendees to visit the Technology Solutions Showcase from Monday, October 23 from 12:00 p.m. through Wednesday, October 25 around 1:00 p.m. The Summit kicks off informally for everyone with Peer Discussions starting at 1 p.m. on Monday, and formally opens on Tuesday morning at 9 a.m.
You are welcome to arrive as early as 8:00 a.m. on Monday morning for set up. If you cannot attend the Showcase all three days, you may to leave your collateral on your exhibit table for distribution.
The Technology Solutions Showcase will be held on the Lobby Level of the hotel in the Crystal Ballroom foyer and adjacent lobby area. There will also be a few exhibitors featured on the second level near the breakout rooms. There will be directional signage in the hotel lobby and on the second level near the staircase and elevators.
- Exhibitor spaces (“medium size”) measures roughly 8 feet (2.4 meters) and include one table, 6 feet by 30 inches (1.8 meters by .76 meters) with two chairs. If you signed up for a “small” or “large” size, please contact Tina.
- Exhibitor tables are dressed in black linens that extend to the floor. Please feel free to bring your own custom linen to use over this cover.
- Exhibitors are asked to use roll ups or banner bugs behind or adjacent to your table and or tabletop signage.
- Exhibitors are welcome to bring marketing and product collateral to distribute as well as laptops for demonstrations.
- The Pan Pacific’s onsite AV company, StageVision, is available to assist directly with any needed rentals. Please find their price sheet and contact information here: 2017 Stagevision Price list.pdf
- Basic power will be available to exhibit tables upon request.
- Complimentary Wi-Fi is available throughout the exhibitor space and meeting rooms using a Summit-specific code that will be made available onsite.
- Exhibitors should remove all valuables such as laptops at the end of the day to ensure safe storage.
Entry to Canada
All non-Canadian delegates and exhibitors will need to present an official Recognition Letter at the border, airport or train station documenting their reason for traveling to/visiting Canada. Download the Recognition Letter.
All foreign nationals, excluding U.S. citizens, will also require Electronic Travel Authorization (eTA) to fly to or transit through Canada. This can easily be arranged through the following website for a nominal cost: www.cic.gc.ca/english/visit/eta.
The Government of Canada provides a very easy-to-use website for visitors to inquire about travel visa or other entry requirements. Find out if you need a visa here.
Customs and Shipping
To help facilitate the receipt, storage, and customs processing for international shipments, NetHope has appointed Davidson and Sons (D&S) as our official Summit supplier to provide: customs clearance, shipping, and advance warehouse services.
For a detailed Summit exhibitor shipping kit, please see the D&S Shipping & Customs Clearance Instructions Kit (NETHOPE).pdf (open link).
All shipments to the D & S warehouse must be received by October 18, 2017.
Please ensure the event name and your company name are clearly labeled on your shipments, and that you have filled out an order form with Davidson and Sons located in the above kit.
If shipping directly to the hotel with a small parcel carrier (UPS, FedEx or DHL), please send all tracking information to firstname.lastname@example.org. This will assist in monitoring your package to help mitigate any clearance delays.
When booking your shipment with your carrier, please list Davidson and Sons as your “third party” broker. Davidson and Sons has been granted a special provision through the Canadian government to clear all goods duty- and tax-free. If you have questions about customs or shipping please do not hesitate to contact them.
Any shipments sent directly to the Pan Pacific Vancouver can only be received and stored for two business days before Summit (October 19 and 20). All deliveries must be properly labeled using the following label template: Shipping Box Label Sheet.doc.
Shipments must be delivered to the hotel’s receiving/loading dock between 8 a.m. and 4 p.m., Monday through Friday. Please note that NO WEEKEND SHIPMENTS can be received by the hotel directly.
Exhibitor Load In/Set Up
Sponsors can begin setting up on Monday, October 23 at 8 a.m. All exhibit tables will be labeled with your company name and table number. Light hand freight such as rolling cases can be brought through the hotel's front entrance up to the lobby floor. Should you need access to the loading dock, please notify Elizabeth Bamber for assistance.
The Pan Pacific has a small self-service business office located on the second level offering a copy machine, computers, and a printer. There is a small fee to use the equipment. If you require print and/or graphic services prior to your arrival or during your stay, please contact the FedEx Print and Ship Centre branch located at 779 West Pender Street (five minutes from the hotel) at 604-685-3338 or www.fedex.ca.
The Pan Pacific’s parking garage is located a 999 Canada Place and is open 24 hours. For specific parking details, please visit the hotel’s website: https://www.panpacific.com/en/hotelsresorts/canada/vancouver/stay/facilities/parking-services.html
Summit Check in
Sponsors can pick up their name tags at the Summit Check-In table located on the west side of the hotel lobby on Sunday, October 22, from 4:00 to 8:00 p.m.. The Summit Check-In table will reopen on Monday at 7:30 a.m. on the second level in the foyer area.
Please join us for a welcome reception, beginning at 5:00 p.m. on Monday, October 23, and hosted as part of the Technology Solutions Showcase. As a new direction for the reception, we invite exhibitors to have some fun and engage delegates with a drawing or contest at their booth. Exhibitors are also invited to the NetHope Community Celebration, a dinner event, being held on Wednesday, October 25 (location to be announced soon).