Exhibitors

Booth Rental
Exhibiting Schedule
Managing an Exhibitor Booth
Selection Process
Other Opportunities for Exhibitors
Cancellation Policy
Security
Questions?

CASLT and AQEFLS invite exhibitors to be part of Languages Without Borders (LWB) 2025, Canada’s premier professional learning conference for additional language educators and stakeholders. LWB brings together over 600 attendees from across Canada and abroad.

Get your brand in front of industry leaders and showcase your products and services to key professionals eager to discover what you offer at LWB 2025. Don’t miss out — join us now!

When

April 3–5, 2025

Where

Hôtel Bonaventure Montréal, 900 de la Gauchetière Street W., Montreal, QC, H5A 1E4

Who will be there?

Over 600 language educators and stakeholders from across Canada and abroad, including:

• Language teachers
• Program and school administrators
• Language consultants and coordinators
• Professors
• Researchers
• Education students
• And other stakeholders

This year, we’re excited to introduce a bingo card giveaway. Conference participants can win a prize by collecting stickers from each exhibitor booth to complete their bingo card!

Booth Rental

Cost

• Standard: $1,100 (plus tax)
• Not-for-profit: $850 (plus tax)

Location

Space is limited and booths are selected on a first-come, first-served basis. We will communicate with each exhibitor after they submit their form.

Standard Booth Equipment

Each booth package includes the following:

• 8′ (2.4 m) high back-wall drape and 3′ (0.9 m) high side-wall drape
• One 2.5′ x 6′ (0.6 m x 1.8 m) covered and skirted display table
• Two (2) chairs
• One (1) booth identification sign with the organization’s name and booth number

Exhibitors will be notified by email when the additional exhibit information and order forms (extra furniture, electricity, internet, storage, transportation, etc.) are available.

Booth Representatives

The booth rental cost includes one booth representative. For one or two additional booth representatives, the cost is $250 per person. Payment is due at the time of booking. Further additional booth representatives must register as conference participants.

Meals

Booth representatives have access to all coffee breaks and meals at the conference.

Exhibiting Schedule

Managing an Exhibitor Booth

All booths must be staffed and remain open until the official closing hour. As early dismantling of exhibits is disruptive to the conference, exhibitors may not pack, tear down, or remove any portion prior to the official closing at 12:00 p.m. on April 5. Exhibits must be removed from the exhibit area no later than 4:00 p.m. on Saturday, April 5.

The hotel is not able to provide advanced/post conference storage. All exhibitors will be asked to bring exhibitor material to the hotel and remove it immediately following the conference. Each exhibitor will be responsible for moving your boxes to your exhibit space upon your arrival.

Selection Process

The organizing committee for LWB 2025 reserves the right to only accept requests from exhibitors whose products or services meet the needs of conference delegates.

Other Opportunities for Exhibitors

Advertising and Sponsorships

One or more free booths are included in our sponsorship packages. Consult the Information for Sponsors and Advertisers page to learn more.

Commercial Workshops

Conference sessions that promote a sellable product or service are considered commercial workshops. The conference has a limited number of 75-minute commercial workshop slots available. The cost to deliver a commercial workshop is $750. For more information or to request a commercial workshop, contact Carolina Toteda at exhibitors@aqefls.ca.

Exhibitor Showcases

Exhibitors can also apply to hold an exhibitor showcase, a 15-minute presentation on their products and/or services. Exhibitor showcases will take place in a designated area of the Exhibitors’ Hall and will be included in the conference program. The cost for a showcase is $100. To submit a proposal, complete the “Exhibitor Showcase Proposal” section at the end of the exhibitor registration form.

Cancellation Policy

Payment for a booth rental is refundable, less a $100 administration fee, until March 13, 2025, at midnight (Eastern time). No refunds are possible after that time.

Security

All property of the exhibitor remains under the custody and control of the exhibitor in transit to, within, and from the exhibit show location. It is recommended that exhibitors take precautions of their own, such as securing small or easily portable articles of value during the exhibit and removing them to a place of safe-keeping when the booth is unstaffed.

Disclaimer of Liability

Exhibitors accept full responsibility for all property that the exhibitor displays or authorizes to display at the conference venue, including set-up, takedown, and in transit. All liability for loss or damage, whatever its type or circumstances, shall be at the sole risk of the exhibitor, notwithstanding that such loss or damage may have arisen through the inadvertent or negligent acts of any person, including any and all members of CASLT and AQEFLS. The exhibitor shall protect and hold harmless CASLT and AQEFLS from and against any claim for any loss connected with or related to the presence and use of the property of the exhibitor.

Questions?

For any questions about booth reservation, please contact communications@caslt.org/1 877 727-0994, ext. 203 or communications@aqefls.org /514 755-2398.