Questions Frequently Asked by Exhibitors

  1. When can I setup my Virtual Exhibit?
  2. The exhibitor portal will be made available to all companies who purchase a virtual exhibit in January 2021. The exhibitor portal is where you, as an exhibitor, will create your virtual exhibit. Through the exhibitor portal, you can customize your booth with images, branding, videos, links, and more!

  3. What can I do in the exhibitor portal?
  4. Watch this quick tutorial to learn how to set up your virtual exhibit in Pheedloop, the platform for the 2021 PDC Virtual Experience.

    Read on for a step-by-step guide of how to set up your virtual booth.

    1) Edit your profile

    To save you time, we automatically pre-populate your profile on PheedLoop with information from your PDC Exhibitor Account - company name, description, website, contact information (person name/phone/email), address, and product categories. There are some additional profile items specific to the virtual exhibit environment that you can enter through the exhibitor portal:

    • Add social media links (Website, Twitter, Facebook, LinkedIn).
    • Add a YouTube video link.

    2) Design your booth

    • Add a banner image which will appear at the top of your booth.
      Recommended size: 1000w x 400h PNG or JPEG, no whitespace.
    • Add a thumbnail image which will appear next to your organization's name in the list of exhibitors.
      Recommended size: 500 x 500 PNG or JPEG, no whitespace.
    • Add a promotional MP4 video.
      Supports a single MP4 file up to 100 MB (duration of video depends on resolution, usually 5 - 10 minutes of HD quality), typically 16:9 aspect ratio.

    3) Upload files

    • Add promotional brochures and fact sheets.

  5. How can I tell who is visiting my Virtual Exhibit?
  6. When you are in your Virtual Exhibit during the conference, click the people icon next to your public chat. This will show who is in your Virtual Exhibit in real time. You can also access your Virtual Exhibit next to your chats in the networking tab, which shows you who was in your Virtual Exhibit and when they were last “seen” there.

  7. How can I network?
  8. When you are in your Virtual Exhibit, you can use the presence detection feature to see who is in your booth (icon with people) and simply click on the person's name you want to chat with. That will open a private message box. Once you send a message, a new window will open with the option to continue chatting or join a video call together. Both people must click “join video call” to use that feature.

  9. What is lead retrieval?
  10. Lead Retrieval is a completely optional booth add-on for an added fee of $99 and can be purchased directly from Pheedloop through your exhibitor portal. The benefits are video chatting with up to 25 people at a time and requiring those who request your booth documents to leave their contact information.

    Exhibitors who have purchased PheedLoop's lead retrieval system will be able to access their leads in real-time. To download their leads, exhibitors will need to navigate to their exhibitor portal and click on the Lead Retrieval tab. Exhibitors will be able to download their leads in a CSV or excel file.

    Please note that after the Conference, PDC will share an excel document with each exhibitor that lists who visited their Virtual Exhibit. The information that Pheedloop generates only includes name and organization, whereas Lead Retrieval allows you to collect attendee email addresses.

    NEW - 3D Floor Plan

    In February Pheedloop launched a new feature - a 3D Floor plan! Any exhibitor who purchases the lead retrieval/live video booth upgrade from Pheedloop will now appear on the 3D floor plan. In the virtual event portal, PheedLoop automatically creates a floor plan with all exhibitors that have the 3D booth option enabled, with a simple booth showing the exhibitor's logo. Clicking on the booth will take the attendee straight to the exhibitor's profile. PheedLoop's presence tracking system kicks in, and if the attendee returns to the 3D map view, they'll see a little animated avatar demonstrating that there's someone at the booth!

  11. What happens after I purchase a Virtual Exhibit?
  12. You're all set for now. In January you will receive a “welcome email” from PDC that will grant access to the Exhibitor Portal, enabling you to get in and start building! Please hang on to that email or bookmark your portal for ease of access.

    Note: The Exhibitor Portal is separate from the virtual conference. The Exhibitor Portal allows you access to the back end of your booth only. You will not be able to view your booth from the attendee-facing side until the event becomes "live" in March 2021. At that time, all attendees will gain access to the virtual conference and can edit their attendee profiles. This will be your opportunity, as an exhibitor, to make any adjustments to your booth based on front-end layout and personal preference.

  13. How do I staff a Virtual Exhibit?
  14. During the conference, attendees can interact with your Virtual Exhibit. They can view any information you provide, request a one-on-one conversation, or send exhibits staff a direct message. Be sure that someone is staffing the booth in order to take advantage of these opportunities. Just like an in-person conference, we know it is difficult to have someone staffing your booth at all times, so this is not a requirement. If you are unable to offer round-the clock staffing, you can show visitors when you are available to chat and when you are away.

    Register your exhibit staff using your PDC Exhibitor Account on pdconf.com. Again to save you time, we automatically pre-populate those individuals into the PheedLoop environment - each person's name and email. Additionally, your staff will be automatically tagged as an Exhibitor, with your company name, and listed with your virtual booth.

  15. What if I have technology issues during the conference?
  16. If exhibitors have technological issues during the conference, help is available! The PDC staff will be available via email and through the "help" feature in the Pheedloop system. There will also be Pheedloop staff available to help in real-time during each day of the conference.

Health Canada Compliance FAQs

  1. What are my responsibilities as a manufacturer/ distributor/ exhibitor if I intend to promote and sell health & dental products or medical devices at the Pacific Dental Conference?
  2. A manufacturer must have a Medical Devices Establishment Licence (MDEL) before selling any Class II, III, or IV device in Canada. A distributor or importer of medical devices cannot legally sell an unlicensed medical device and is required to obtain an Establishment Licence from Health Canada to ensure that proper distribution records are kept and procedures are in place for handling complaints, reporting mandatory problems and recalling devices. Medical devices sold by foreign manufacturers directly to health care facilities are also required to have a valid Canadian Medical Device Licence.

  3. How do I know what medical devices require Health Canada approval?
  4. It is the responsibility of the applicant to determine that the device(s) indicated on the application have been classified as a medical device and to obtain the correct classification of the medical device. Fees for the review of the application are not refunded should it be later determined that the product(s) are not medical devices or are of a different risk class. Refer to the Medical Devices Program regulations.

  5. As an exhibitor I want to comply with Health Canada’s requirements but I need some assistance. Do you have a contact person in Health Canada who can help me with these regulations?
  6. There are Health Canada contacts responsible for a variety of products so communicate with the appropriate agent responsible for the kind of products you are selling. You can email Health Canada at device_licensing@hc-sc.gc.ca for more information.

  7. What section in Health Canada should I contact to find out what I must do to ensure the medical devices I am selling are safe and can be to sold in Canada?
  8. The Medical Devices Bureau-Therapeutic Products Directorate is the national authority that monitors and evaluates the safety, effectiveness and quality of diagnostic and therapeutic medical devices in Canada and decide if a product or medical device is safe to be sold in Canada.

  9. How long does it take for Health Canada to review applications?
  10. The review of an MDEL application is 120 calendar days, on average, from the day it is received by Health Canada. The length of the review of device applications varies depending on the class of the device. Class III & IV Licence applications have a target review time of 75 days and 90 days respectively and Class II Licence applications have a 15 calendar day target.

  11. What are Health Canada’s rules regarding the labelling requirements so I can sell my devices to the general public?
  12. Medical devices offered or imported for sale or use in Canada must meet the labelling requirements listed in sections 21 - 23 of the Regulations. Labelling for devices intended to be sold to the general public, the label information must be set out on the outside of the package. The information must be visible to enable the intended user to make an informed choice with respect to the device, and to permit the post-market identification of a device during a product recall.

  13. Where would I go to find out if a company holds a valid medical devices establishment licence?
  14. Holders of an active medical devices establishment licence can be found by searching on Health Canada’s website by typing in the licence # or company id or a combination of the company name, activity, country, Province / State.

  15. How do I know if a medical device is licenced in Canada?
  16. Medical Devices Active Licence Listing (MDALL) contains product-specific information on all medical devices that are currently licensed for sale in Canada, or have been licensed in the past. This system has been designed to help health care workers, who are contemplating the purchase of a Class II, III or IV medical device, to verify that the manufacturer has an active medical device licence.

  17. If my company is waiting for approval from Health Canada for my products or medical devices, can I still bring unapproved products to the PDC pending Health Canada’s approval?
  18. If you are in consultation with Health Canada and they are aware of the products, Health Canada may provide an option that allows you to bring products into Canada under certain conditions. Where companies who have not attempted to communicate or comply to Health Canada’s requirements under the Food and Drugs Act (FDA) or the Medical Devices Regulations (MDR), the Inspectorate can take appropriate enforcement action to address the noncompliance.

  19. What should I ask exhibitors if I am interested in a specific medical device but I don’t know if it has been approved by Health Canada?
  20. Ask for the company’s MDEL # and product information and go to Health Canada’s MDALL searchable online database. As a Canadian dentist you have an ethical responsibility to use products that are legally permitted to be sold in Canada.