Golf & Sports Field Industry Trade Show Exhibitor Info & Registration
EXHIBITOR REGISTRATION
61st Annual WCTA Conference & Trade Show
River Rock Casino Resort, Richmond, BC, Canada
February 11-13, 2025
October 10, 2024
To All Previous and Potential WCTA Trade Show Exhibitors,
Exhibitor registration for the 61st Annual Western Canada Turfgrass Association Conference and Trade Show opens Thursday, October 17th at 9:00am Pacific time and the WCTA Board of Directors is very pleased to invite your participation in our show!
We’re bringing together 500+ of our closest professional golf and sports field manager friends and colleagues, nearly two dozen world class turf management educators delivering 40 hours of sessions with plenty of CEC/CEU opportunities, 8000 square feet of turf management supplier and service provider trade show second to none, all along with some fun & entertaining social networking events, to the River Rock Casino Resort in Richmond, BC, February 11-13, 2025.
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Tuesday, February 11
9:00am - 5:00pm Exhibitor move-in
11:30am – 4:30pm Pre-Conference Education Seminars
7:00pm Annual President’s Reception, River Rock Show Theatre
Wednesday, February 12
7:00am - 1:00pm Exhibitor move-in continued
8:30am Education program begins
11:30am WCTA Annual General Meeting
3:00pm - 6:30pm Trade show & Exhibitor Reception on show floor
Thursday, February 13
8:30am Education program begins
10:30am - 1:00pm Trade show & delegate lunch on show floor
1:00pm – 5:00pm Trade show load-out
12:30pm Education program resumes
2:15pm - 3:00pm Ending presentation and Conference Closing
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Q: Who is the Western Canada Turfgrass Association?
A. The WCTA is a not-for-profit industry organization established in the late 1950’s. Including our 700+ members, we communicate with over 1500 golf and sportsturf management contacts from throughout western Canada, providing education, resources and valuable member services, funding turf research and actively lobbying on behalf of the turfgrass management industry on multiple levels.
Q: Who will be at this show?
A. This event draws hundreds of your clients - professional turf managers from throughout British Columbia, Alberta and Saskatchewan who work in a variety of sectors including golf courses, municipal sportsfields, schools and parks. WCTA reach in the BC golf market is nearly 50% of the 295 courses, higher than any other turf industry organization, while on the lucrative sportsfield and parks side, WCTA members represent 56% of major BC municipalities. Also active are school district, university and private school staff, educators, researchers and turf management students.
For over a decade of WCTA conference analytics CLICK HERE
Thank you for supporting the regional event that supports the local turf management industry. On behalf of our entire membership, we look forward to seeing you in Richmond this February!
Sincerely,
Stu Carmichael
President, Western Canada Turfgrass Association
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SECTION 1 - RESOURCES
EXHIBITOR CONTRACT (this document in pdf)
EXHIBITOR REGISTRATION FORM (fillable pdf)
TRADESHOW FLOORPLAN (with booth numbers)
TRADESHOW FLOORPLAN (with company names)
EXHIBITOR/SPONSOR LIST (at xx)
SHOW PROGRAM (draft at Oct 9)
WHO’S COMING TO THE SHOW BY FACILITY (to be posted in January)
MEDIA RELEASE
ACCOMODATION LANDING PAGE
EXHIBITOR INFO PACK#2 (to be posted by January 8)
EXHIBITOR INFO PACK#3 (to be posted by January 29)
EXHIBITOR FREQUENTLY ASKED QUESTIONS (before you call, check out this list)
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SECTION 2 - EXHIBITOR INSTRUCTIONS / DETAILS
Exhibitor registration opens Thursday, October 17th at 9:00am Pacific time. Booth space is allocated on a first-received, first-served basis with priority to:
1. WCTA member previous exhibitors
2. WCTA member non-previous exhibitors
3. Non-member previous exhibitors
4. all other exhibitors.
**Registrations sent earlier than 9:00am Pacific time, Thu, Oct 16th will not be accepted**
Per booth cost is (plus tax):
o $1750 (standard 10’ wide x 8’ deep or reverse standard 8’ wide X 10’ deep – both are 80ft2)
o Volume discount*: 4 booth block @ $6500 (either 40’ wide X 8’ deep or 20’ wide X 16’ deep depending on availability)
*companies sharing 4 booth blocks must register under one name & will receive a single invoice.
o $899 exhibitor delegate registration without booth (for WCTA members only)
Booth Inclusions:
o 8’ backdrop and 3’ side wall
o Double receptacle 1500 watt power for WCTA members (if requested)
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o (2) President’s reception entry, (4) Exhibitor reception drink tickets, (2) lunch on Thursday
o full conference access for up to four (4) company personnel (names will be required)
Exhibitors take note:
• Show floor is not carpeted however the rubber floor is soft and carpet isn’t necessary.
• Any overlay, tables, chairs or other fixtures are not included in the booth space fee. You may bring your own or order through the show supplier. The show supplier will be in touch will all registered exhibitors directly with an order package.
• Trade show hours and load-in timing is outlined on page 1 (times are subject to minor changes). A move-in schedule by booth location will be provided prior to the show.
• Booths must be ready by 2:00pm, Wednesday, Feb 12 for inspection prior to trade show opening. Take-down is Thursday, Feb 13 after 1:00pm until 5:00pm.
• Payment terms are 30 days upon invoicing or January 31st, whichever comes first. Invoices will be emailed soon after your registration is processed. Unpaid exhibitors will not be permitted to enter the trade show floor. Booth assignments and other exhibiting information will be available early January.
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SECTION 3 – RIVER ROCK CASINO RESORT HOTEL
The River Rock Casino Resort offers thoughtfully appointed, relaxed luxury that is bound to impress.
Special conference nightly room rates start at $194/night for single king or double queen room extending 3 days prior and post-event and includes free parking for regular sized vehicles.
Early booking is strongly recommended, standard cancellation policy is in place*.
DEADLINE FOR OUR ROOM BLOCK IS JAN 27 (market rate in effect after Jan 27)
*Reservations may be cancelled by 4:00pm Vancouver time, 24 hours prior to arrival free of charge. Any cancellations made within 24 hours of arrival will be charged the Room Rate for one night plus applicable taxes and fees.
To book:
Please call (604) 247-8900 or 1-866-748-3718, indicating ‘2502WESTER002’ as your group code or click the following link:
https://reservations.travelclick.com/115909?groupID=4111898 for online booking or email rrcreservations@gcgaming.com
Included Amenities:
• Complimentary Parking in our West Parking Lot (Level P2 and above, 6’ 9” height restriction and based on availability)
• Complimentary Upgraded High-Speed WiFi
• Unlimited access to Pool Amenities (Hot Tub and Slides)
• Unlimited access to Fitness Centre
• Complimentary In-Suite Bottled Water
• Complimentary Local and 1-800 Calls
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SECTION 4 – WHAT’S NEXT?
Further information will be circulated in the coming weeks as available/timely including:
- CONFERENCE CENTRE SERVICES/POLICY FOR EXHIBITORS
- INSURANCE REQUIREMENTS FOR EXHIBITORS
- TRADE SHOW FLOORPLAN (populated with exhibitor names)
- EXHIBITOR LIST (by booth number)
- MOVE-IN SCHEDULE (final)
- PARKING INFORMATION (large vehicles)
- SILENT AUCTION ITEM DONATION FORM
- BOOTH PERSONNEL NAME REQUEST (we’ll need this to make nametags)
- SHOW SUPPLIER INFO AND SERVICES PACKAGE – will be sent to you by our show supplier for arranging a forklift, drayage, ordering carpet, booth fixtures, etc.
- ELECTRICAL ORDER FOR NON-WCTA MEMBERS – refer to show supplier order package if you need power and are not a WCTA member. Or, JOIN THE WCTA NOW for 2025 and receive complimentary electrical at your booth ($105 value)
- ENHANCE YOUR SHOW PRESENCE WITH ADVERTISING - Our annual gathering of hundreds of turf managers creates a unique marketing opportunity. Participating in the trade show secures your 'spot at the table' during the event yet there are many other ways to amplify your profile and dramatically increase the number of impressions you can make in the minds of our delegates. We’ll even consider your own ideas!
- EXHIBITOR EXTRA TICKET ORDER FORM - use this form to order extra social event or lunch tickets, to purchase pub night tickets, AGM lunch ticket and/or pre-conference seminar registration.
- LIST OF FACILITIES REPRESENTED (populated once delegate registration opens)
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IN CLOSING
Thank you for your interest in our show and making it through this document! With so many moving parts, there is certainly a lot of information to share and more will be coming over the next few months.
If you have questions in the meantime, check our EXHIBITOR FREQUENTLY ASKED QUESTIONS or email us.
See you at the River Rock this February!
Jerry Rousseau
WCTA Executive Director