Golf & Sports Field Industry Trade Show Exhibitor Info & Registration

EXHIBITOR REGISTRATION
59th Annual WCTA Conference & Trade Show
River Rock Casino Resort, Richmond, BC, Canada
February 15-17, 2023

November 1, 2022

To All Previous and Potential WCTA Trade Show Exhibitors,

After two missed shows, the Western Canada Turfgrass Association Board of Directors is elated to invite your participation as an exhibitor at the premiere golf & sports field management event in western Canada, the 59th Annual WCTA Conference and Trade 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 15-17, 2023.
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Wednesday, February 15th
9:00am - 5:00pm      Exhibitor move-in
12:30pm – 4:30pm   Pre-Conference Education Seminars X4
7:00pm                     Annual President’s Reception, River Rock Show Theatre

Thursday, February 16th
7:00am - 1:00pm      Exhibitor move-in continued
8:15am                     Education program begins
11:30am                   WCTA Annual General Meeting
3:00pm - 6:30pm      Trade show & Exhibitor Reception on show floor 

Friday, February 17th
8:30am                     Education program begins
10:30am - 1:00pm    Trade show & delegate lunch on show floor
12:30pm                   Education program resumes
2:15pm                     Conference Closing and ending keynote
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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, 

Gary Bartley
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 (populated at Jan 31)
TRADESHOW FLOORPLAN (with booth numbers)
EXHIBITOR LIST BY BOOTH NUMBER

SHOW PROGRAM
WHO’S COMING TO THE SHOW BY FACILITY (at Jan 31)

MEDIA RELEASE
ACCOMODATION LANDING PAGE

EXHIBITOR INFO PACK#2
EXHIBITOR FREQUENTLY ASKED QUESTIONS (before you call, check out this list)

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SECTION 2 - EXHIBITOR INSTRUCTIONS / DETAILS

Exhibitor registration opens Tuesday, November 8th at 9:00am Pacific time. Booth space is allocated on a first-come, first-served basis with priority given to:

1. WCTA member previous exhibitors
2. WCTA member non-previous exhibitors
3. Non-member previous exhibitors
4. all other exhibitors.

Do not submit your registration earlier than 9:00am Pacific time, Tuesday, November 8th.

Per booth cost is:
o $1600+GST (standard 10’ wide x 8’ deep or reverse standard 8’ wide X 10’ deep – both are 80ft2)
o Volume discount*: 4 booth block @ $5500 (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 $849+GST (exhibitor delegate registration without booth - WCTA members only)

Booth Inclusions:
o 8’ backdrop and 3’ side wall
o basic 750 watt power for WCTA members (if requested)  JOIN NOW
o full conference access for up to four (4) company personnel (names will be required)
o (2) President’s reception entry, (4) Exhibitor reception drink tickets, (2) lunch on Friday 

NEED MORE SPACE?  Amplify your profile – space is available throughout the venue, both indoor and outdoor, for extra displays/signage.  $500+GST (booth purchase required & other conditions apply, contact us to discuss).

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, Thursday, Feb 16 for inspection prior to trade show opening.  Take-down is Friday, Feb 17 after 1:00pm until 5:00pm.
Payment terms are 30 days upon invoicing or February 1, 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 mid-January.

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 $179/night for single king or double queen room, 1 bedroom suites start at $219/night, 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 26 (market rate in effect after Jan 26)

*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, indicating ‘2302WESTER’ as your group code

or CLICK HERE FOR ONLINE BOOKING or email reservations@riverrock.com

What’s included:
WiFi and local telephone calls
Nespresso coffee machine, kettle and tea
Free self-parking
Use of fitness centre and weight room
Use of pool, hot tub and water slide
Luxury Euro-top cashmere King beds with 300 thread count sheets and down/feather (60/40) duvet
42” TV
iPod dock and speaker with alarm clock
Quality bathroom amenities, including toiletries from Gilchrist and Soames, luxurious bathrobes and Professional Series Hairdryer
Mini fridge
24 hour room service
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SECTION 4 – WHAT’S NEXT? 

Further information will be circulated in the coming weeks as available or timely such as:  

CONFERENCE CENTRE SERVICES/POLICY FOR EXHIBITORS
COVID PROTOCOLS (if applicable)
INSURANCE REQUIREMENTS FOR EXHIBITORS
SHOW SUPPLIER INFO AND SERVICES PACKAGE - To arrange for a forklift, drayage, order carpet, booth fixtures, etc.  Registered exhibitors will received login credentials from our show supplier, SHOWTIME.
TRADE SHOW FLOORPLAN (with exhibitor names)
EXHIBIT LIMITS, IE. HEIGHT, FLOOR LOAD, ETC
EXHIBITOR LIST (by booth number)
MOVE-IN SCHEDULE (final)
PARKING INFORMATION (large vehicles)
SILENT AUCTION ITEM REQUEST
BOOTH PERSONNEL NAME REQUEST (we’ll need this to make nametags)
ELECTRICAL ORDER & PAYMENT FORM FOR NON-WCTA MEMBERS - use this form to order power if you’re not a WCTA member.  JOIN THE WCTA NOW for 2023 and receive complimentary basic electrical at your booth ($100 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 chances to amplify your profile and dramatically increase the number of impressions you can make in the minds of our delegates.
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 FAQ’s or email us.

See you at the River Rock this February!

Jerry Rousseau
WCTA Executive Director