Exhibitor Resources


Thank you for your partnership and support of ADRP as a sponsor or exhibitor for the 2025 International Conference on September 16-19 in Montreal, Quebec. Below you will find important information to help you prepare for the event. Should you have questions or need additional details, please contact [email protected].

Due Dates & Deadlines

Below is a list of due dates and deadlines for various partnership benefits. Please note, some of the items listed below may not be included with your sponsorship or exhibitor package. To review what is included with your package, refer to the 2025 prospectus or email [email protected].

August 6, 2025
  • Print Deadline – Payment in full and logos must be received by this date to be included on signage.
August 27, 2025
  • Representative Registration – This is the last day to register your representatives for the conference. After this date, online registration will close and you will be required to register onsite as a full conference attendee.
  • Lead Retrieval – This is the last day to purchase lead retrieval for the conference. Email [email protected] to add lead retrieval to your package.
  • Custom Push Notifications – Submit your custom push notification content by this date to [email protected]. Custom push notifications have a maximum character limit of 250.
September 1, 2025
  • If exhibitors are shipping with ConsultExpo, their Customs Forms are due September 1 (10 business days prior to the setup day for the event).
September 10, 2025
  • If the exhibitors are shipping through another carrier, their Customs Forms are due EOD September 10 (2 full business days before the setup date).

Exhibit Details & Schedule

Exhibit tables will be set along the perimeter of the Main Ballroom which is located on the fourth floor of the Le Centre Sheraton Montréal Hotel: 1201 Boulevard Rene-Levesque West, Montréal, QC, H3B 2L7.

View Venue Floorplan

Each exhibitor setup includes:

  • One (1) 6' skirted table
  • Two (2) chairs
  • Access to conference Wi-Fi
View Exhibit Table Assignments & Layout

Schedule

Below is the schedule of events that will take place in the Marriott Ballroom where the exhibit tables are located. We encourage you to have someone present during the meals, breaks, and Welcome Party but you are not required to staff your table for the duration of conference hours.

Tuesday, September 16 1:00 PM – 5:00 PM Move-In
  5:00 PM – 7:00 PM Welcome Party
Wednesday, September 17 8:00 AM – 9:00 AM Breakfast
  9:00 AM – 10:30 AM Welcome and Keynote
  10:30 AM – 11:00 AM Networking Break with Exhibitors
  12:15 PM – 1:15 PM Lunch 
  3:15 PM – 3:45 PM Networking Break with Exhibitors
  4:45 PM – 6:15 PM Networking Reception
Thursday, September 18 8:30 AM – 9:30 AM Breakfast & Stewardship Awards
  9:30 AM – 10:00 AM Networking Break with Exhibitors
  12:30 AM – 2:00 PM Lunch
  3:00 PM - 3:30 PM Networking Break with Exhibitors
Friday, September 19 8:00 AM – 9:00 AM Breakfast & Passport to Prizes Drawing
  10:00 AM – 10:15 AM Networking Break with Exhibitors
  10:15 AM - 11:30 AM Move-Out

*The location of the Opening Party is subject to change and will be confirmed 60 days out from the conference.

Shipping Information

As you prepare to send your supplies to Montreal, please review the shipping information below and in the attached documents.

DEADLINES

  • If you are shipping with ConsultExpo, Customs Forms are due September 1 (10 business days prior to the setup day for the event).
  • If you are shipping through another carrier, Customs Forms are due EOD September 10 (2 full business days before the setup date). 

CUSTOMS BROKER

We highly recommend using a customs broker to customs clear your materials. ADRP is utilizing the hotels preferred provider, ConsultExpo. To receive a quote for customs clearance fees, complete the attached form and return to Glen Anderson at the email below. Please feel free to also reach out to Glen with any customs questions and to learn more about ConsultExpo’s services.

Glen Anderson
Director of Transportation
Tel: 514.482.8886 Ext. 4

ADVANCE WAREHOUSE - ConsultExpo

  • Shipments will be accepted between August 15th and September 13th, 2025.
  • Late to warehouse shipments will be accepted however, a late surcharge of $75.00 will be applied to each shipment.
  • If you are not using ConsultExpo as your broker who will customs clear your material, please note all shipments must be duty and tax paid in advance and any shipment sent COD will be refused.
  • The rate for advance warehousing is $125.00 per / 100 lbs with a minimum charge of $250.00 per shipment.
  • You will need to complete the attached order form and send to ConsultExpo prior to delivery to show site.
  • Hours of Operation: 9:00 am to 4:00 pm

Advance warehouse address:

ConsultExpo Inc
8 Milner Street
Montreal West, QC
H4X 1J1
Attention: Glen Anderson
Telephone: 514-482-8886 ext. 4

 

SHIPPING TO VENUE

  • Shipments will be accepted beginning September 14th, 2025.
  • See page 3 of the attached document for shipping labels.
  • Receiving hours are Monday – Friday, 7:00 AM – 2:00 PM

Show site address:

ON SITE CONTACT NAME
DATE OF ARRIVAL
COMPANY NAME – ADRP 2025 Conference
1201 René-Lévesque Boulevard West
Montréal, Quebec H3B 2L7
Le Centre Sheraton Montréal Hotel Shipping Information
Shipping Label
Customs Form

Electrical & AV

Electrical hookups, dedicated internet connections, and AV services may be ordered through the order form linked below.

AV & Electrical Order Form

Registering Representatives

Exhibitor representatives have full access to the conference including sessions and meals. Online registration will close on August 27, 2025. After this date you will be required to register onsite as a full conference attendee.

To redeem the complimentary registrations included in your partnership package:

  1. Login to the ADRP website to access the ADRP 2025 Conference Registration Form (Each individual must complete the form with their own login. Group Members may use the "Register Linked Profiles" button to register additional people in their organization at one time.)
  2. While completing the form, select “Sponsor or Exhibitor” under Registration Options.
  3. Choose “Complimentary Rep” then proceed through the form using the “Next” buttons until you reach the Summary page.
  4. Enter the discount code provided in your exhibitor confirmation email before selecting “Submit” to remove the cost of registration.

Additional Representatives - $250

Additional exhibitor representatives can be purchased by completing the registration form and selecting “Sponsor or Exhibitor” under Registration Options and then choosing “Purchase Additional Rep.”

ADRP 2025 Conference Registration

 

Lead Retrieval

With the purchase of lead retrieval, you can scan attendees' badges with your smartphone or tablet and access real-time reports. The deadline to order lead retrieval is August 27, 2025. Lead retrieval will not be available for purchase onsite at the event.

Lead retrieval can be purchased during the initial sign-up process or by emailing the office at [email protected].

Lead Retrieval - $400

The initial purchase of Lead Retrieval includes two licenses to log in to the lead retrieval portal. Additional licenses can be purchased for $175 each.

The lead retrieval portal is integrated into the conference app and will utilize your smartphone or tablet camera to scan the QR code located on attendees’ badges. You will be receiving an email approximately one week prior to the conference with instructions on how to login, assign your licenses, and use the lead retrieval platform.

Attendee List

ADRP does not sell the attendee list for any of our events. As a Platinum, Silver, or Bronze sponsor at the ADRP 2025 Conference, you will receive the attendee list as a part of your partnership package at no additional cost. Exhibitor only packages do not include access to the attendee list.

The ADRP Pre/Post Show Attendee List is the proprietary property of the Association of Donor Relations Professionals. The attendee lists will contain the name, title, institution, and email address for opt-in attendees. These lists may only be used to contact attendees up to two times. The Sponsor/Exhibitor agrees not to duplicate, publish, permit the list to be published, merge it into the sponsor's/exhibitor’s company database(s), or use it for any other purpose not expressly provided for in the agreement.

For Platinum and Silver partners with early access to the attendee list, you will receive the list four weeks prior to the conference with an updated list sent two weeks out. Bronze partners will receive the list two weeks prior to the conference. A post-event attendee list will be sent within one week after the conference to all sponsor levels.

If you are contacted by an outside party advertising the sale of the ADRP 2025 Conference attendee list, be aware these emails and solicitations are spam. If you receive an email from anyone outside of the ADRP office claiming to have access to the attendee list, please do not respond and forward the email to [email protected]. We also encourage you to report fraudulent activity to the Federal Trade Commission.

Learn More About Unauthorized Vendors

Exhibitor Engagement Programs

To foster engagement with exhibitors, attendees will have the chance to participate in Trivia and Passport to Prizes. Please review the information below for details on these programs.

TRIVIA

Attendees can earn points on the leaderboard by answering trivia questions in the conference app. Send in a trivia question and answer for your company by August 27 to be included! This could be the year your company was established, name of CEO, or other fun fact. Please be sure to relay the Q&A to your onsite team so that they will be prepared to provide this information to attendees.

PASSPORT TO PRIZES

Each exhibit table will feature a unique QR code that attendees can scan using the conference app. The more codes they scan, the more points they will receive!

DONATE A PRIZE

Receive even more exposure by donating a prize! Sponsors and exhibitors that donate a prize will be recognized in the conference app and during the prize drawing. Email [email protected] to contribute a price to the drawing!

Below are a few ideas for popular prize donations, but you are welcome to think outside the box. For smaller, easy-to-pack prizes, you will ship or bring these items with you to the conference. If you are planning to donate a larger item, we suggest creating a gift certificate with your contact information to give to the winner so you can arrange to ship the prize to them.

Suggested Prize Donations

  • Gift Cards (Amazon, Starbucks, Target, Airbnb, etc.)
  • Bluetooth Headphones
  • Tablets & E-Readers
  • Coolers
  • Gift Baskets

 

Private Event Policy

As a sponsor/exhibitor of the 2025 ADRP International Conference, we agree to not schedule private events during any ADRP programming, including Opening Reception, Networking, Reception, Dine-Arounds, and VIP Reception.  

Cancellation Policy

In the event that the exhibitor/sponsor notifies ADRP of the exhibitor/sponsor's intent to repudiate the contract after acceptance but prior to August 6, 2025, a refund of monies received, less a $250 cancellation fee per booth, will be made. A penalty of 50% of the cost of the total booth space contracted will be imposed for a written cancellation received between August 6, 2025 and August 16, 2025. No refunds will be made for cancellations accepted after August 16, 2025. If for any cause beyond the control of ADRP such as, but not limited to, the destruction of the exhibit facilities by an act of God, the public enemy, the authority of the law, fire, or other force majeure ADRP is unable to comply with the terms of this contract and deliver the space allotted hereunder, this contract shall be considered terminated and any payments made hereunder by the exhibitor/sponsor shall be refunded to the exhibitor/sponsor, less expenses incurred by ADRP to the date of the termination allowable to the exhibitor/sponsor after proration thereof among all exhibitors/sponsors.