In the following statement "venues" represents the Centre des congrès de Québec and the Hilton Québec. Other establishments may apply.
All event room setups, catering requests and audiovisual requirements will be made through the (ICAM) planning team. Please do not contact the venues directly with regards to your event at ICAM 2023. Certain exceptions may apply with ICAM's consent.
All specific event room requests, setups and times will be considered; however, the ICAM planning team reserves the right to adjust, if necessary.
Room assignments may be changed up until the day of your event.
Catering
All catering orders must be sent to the ICAM planning team by no later than Friday, March 3, 2023.
All food and beverage served must be provided by the venues. Should any outside food be brought into the function rooms, any fine incurred from the hotel or conference centre will be re-directed to the organization assigned to the function room.
Audio Visual (AV)
Initial AV requirements will be provided to ICAM with this request.
All AV equipment must be ordered by ICAM through ICAM's audio visual provider.
The use of personal equipment, such as laptops and projectors, is allowed with ICAM's approval.
AV labour for setup and dismantling will be charged to the ordering party after the conference based on the size, complexity, and duration of the event.
Room Setup
To accommodate the greatest number of groups, the requested room setup(s) may not be available should there not be enough time to flip the reserved space.
ICAM reserves the right to change setup or move an event if necessary. ICAM will communicate any changes to the function coordinator.
Final Online Program and Mobile App
Session Titles, Name of Chairs/Co-Chairs, and other function related information (inclusive of changes requested from the Preliminary Program) must be received no later than Friday, March 3, 2023.
Final Deadline
All changes in delegate numbers attending individual functions, audiovisual requirements, catering needs, or function room setup(s), must be directed to the ICAM planning team by 2023.
Changes may not be possible after this date, but we will do our best to accommodate any unforeseen circumstances.
Cancellations
Once a confirmation email from the ICAM team has been sent to the meeting planner, the meeting is confirmed. Requests for cancellation can be made to
Waiver of Responsibility
ICAM shall have no liability whatsoever if any onsite meetings or events are delayed, changed, or cancelled at any time due in whole or in part to acts of God, fire, flood, natural disaster, war or threat of war, acts or threats of terrorism, civil disorder, unauthorized strikes, governmental regulation or advisory, recognized health threats as determined by the World Health Organization, the Centers for Disease Control, the Public Health Agency of Canada or local government authority or health agencies (including but not limited to the health threats of COVID-19, H1N1, or similar infectious diseases), curtailment of transportation facilities, or other similar occurrence beyond ICAM’s reasonable control, whether similar to or different from the causes above enumerated.
Billing
Costs incurred for catering, room rental and audiovisual will be the responsibility of the ordering party and will be invoiced by ICAM after the conference.
Costs include
Catering charges + tax (GST 5% and QST 9.975%) + administration fee/gratuities (17%)
Audiovisual charges + tax (GST 5% and QST 9.975% )
Labour charges (must be quoted based on equipment requested)
Room Rental Fee ($250-$450)
Payment for your event must be received no later than 30 days after the final invoice is issued from AFMC.
