Exhibitor Information Package #2
Exhibitor Information Package #2
59th Annual Conference & Trade Show
February 15-17, 2023
River Rock Casino Resort, Richmond, BC
January 13, 2023
To All WCTA Trade Show Registered Exhibitors:
Thank you for participating in our 2023 event, the largest golf and sportsfield management industry show in western Canada!
This VIP (very important package) includes comprehensive exhibitor information. Please review each section that follows with individual links so that you may maximize your conference experience. Oh, and please ensure all your booth staff receive a copy of this note!
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SECTION 1 - RESOURCES
VIEW THIS DOCUMENT IN YOUR BROWSER
EXHIBITOR INFO PACK#2 (this document in PDF)
GENERAL SHOW INFORMATION
SHOW PROGRAM
EXHIBITOR INFO PAGE
TRADESHOW FLOORPLAN (by booth number)
TRADESHOW FLOORPLAN (populated at Jan 20)
EXHIBITOR LIST BY BOOTH NUMBER
WHO’S COMING TO THE SHOW BY FACILITY (at Jan 13)
ACCOMODATION LANDING PAGE (book by Jan 26)
EXTRA TICKET ORDER FORM - use this form to order extra social event, lunch, AGM lunch ticket and/or pre-conference seminar registration.
FREQUENTLY ASKED QUESTIONS - before you call, check out this list
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SECTION 2: CONTACT INFORMATION
Event location:
River Rock Casino Resort
8811 River Road, Richmond, BC
Canada V6X 3P8
(604) 273-1895
www.riverrock.com
Event Contractor:
SHOWTIME EVENT & DISPLAY SERVICES
1‐800‐721‐0029
https://showtime.boomerecommerce.com/Pages/Security/Login.aspx?ReturnUrl=%2f
infodesk@showtimedisplay.com
Show Producer:
Western Canada Turfgrass Association (WCTA)
385 – 7th Avenue, Box 698, Hope, BC V0X 1L0
Ph. (604) 869-9282
Exec.director@wctaturf.com
www.wcta-online.com
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SECTION 3: EVENT SUMMARY
Wednesday, February 15th
9:00am - 5:00pm Exhibitor move-in
12:30pm – 4:30pm Pre-Conference Education Seminars X4
7:00pm – 11:00pm 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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SECTION 4: SHOW DETAILS, SERVICES & MOVE-IN SCHEDULE
Via email, you should have received Exhibitor Order Login Credentials from Showtime, our official show supplier. Please contact them directly to arrange for a forklift, drayage, order carpet or any extra booth fixtures/iems, ie. tables, chairs, electronics, etc. Showtime will have a kiosk on-site during move-in to coordinate any of your pre-ordered requirements.
DISPLAY SERVICES – link to Showtime’s login page or call 1-800-721-0029
DO NOT SHIP MATERIALS TO THE RIVER ROCK HOTEL - THEY WILL NOT BE ACCEPTED
ELECTRICAL ORDER & PAYMENT FORM FOR NON-WCTA MEMBERS – CLICK HERE FOR POWER ORDER FORM if you’re not a WCTA member. Non-WCTA supplier members need to order and pay for power through the venue by Feb 10. JOIN THE WCTA NOW for 2023 and receive complimentary basic electrical at your booth ($100 value)
Trade Show Times & Move-in Schedule:
Trade show hours are 3pm-6:30pm, Thursday, Feb 16 and 10:30am-1:00pm, Friday, Feb 17.
Trade Show load-in takes place 9:00am – 5:00pm, Wednesday, Feb 15 and 7:00am to 1:00pm, Thursday, Feb 16:
o Wednesday, Feb 15 – anytime between 9am and 5pm
o All multiple booth exhibitors and any suppliers with wheeled/tracked equipment and/or large implements requiring a pallet jack or forklift to move.
o Booths #1-41*
*the further you are positioned from the loading dock, the earlier we would like
you to load-in during this time-frame.
o Thursday, Feb 16:
o 7am – 10am – alternative time for booths #1-41 but we prefer you move in on
Feb 15.
o 10am – 1pm – Booths #42-58*
*booths #50-51 need to be the last to setup.
Booths must be completely 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
Knowledge is power:
Most single booths are 10’ wide X 8’ deep. Some are 8’ wide and 10’ deep (see tradeshow floorplan)
Booth Inclusions:
o 8’ backdrop and 3’ side wall
o basic power for WCTA members (if requested) JOIN THE WCTA 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
Trade show floor is not carpeted in the theatre since the special floor has a rubberized surface that works well. Some exhibitors choose to use carpet but it’s not necessary.
Truck and Trailer Parking Protocol: there is limited area for oversize exhibitor parking in the east lot of the hotel at no charge. The WCTA assumes no liability for using this area however. There is free parking for regular vehicles, if you’re staying at the River Rock, in the west lot.
Extra storage space for exhibitors during the show is not available. Arrangements for storage during the event need to be made through ShowTime.
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SECTION 5: DEAL BREAKERS
Deal breakers:
The moveable theatre floor has a non-negotiable floor load limit for equipment. The calculation is as follows: wheel track (feet) X wheel base (feet) X 100 = XX. This number must be less than the curb weight of the vehicle.
A ramp is required to access the show theatre loading dock - its usable driving width is 115”.
Booth payment is due at time of invoicing. Board policy requires booth payment before being granted access to the trade show floor.
Every vendor must carry their own Commercial General Liability Insurance for a minimum of $2,000,000. Also, vendors need to add WCTA to their insurance policy and provide us with a certificate of insurance by February 8 naming the ‘Western Canada Turfgrass Association’ as an additional insured.
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SECTION 6: BOOTH PERSONNEL NAME REQUEST (we need your booth staff names in advance to make nametags)
Booth personnel names are required by Friday, January 20th. CLICK HERE to send us an email. Copy/paste the following, adding your staff info.
Your company name:
Name of person picking up package at show:
Name #1:
Email:
Cell #:
Name #2:
Email:
Cell #:
Name #3:
Email:
Cell #:
Name #4:
Email:
Cell #:
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SECTION 7: BUT WAIT, THERE’S MORE!
SILENT AUCTION NEEDS ITEMS – Our Silent Auction is back! Your contribution of goods or services is urgently needed to support this important fundraiser. CLICK HERE to contribute.
Submissions are required by January 20, 2023 so we can have bid sheets ready. Anything later will gladly be accepted, right up to show time, but earlier the better for the most marketing bang-for-your-buck! Donors and their donations will also be posted at www.wcta-online.com
Please bring items with you to the show. If you’re not attending the show, items can be shipped by February 3rd to: WCTA, 385 – 7th Avenue, Box 698, Hope, BC, V0X 1L0
ENHANCE YOUR SHOW PRESENCE- 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.
CLICK HERE to see the possibilities.
EXHIBITOR EXTRA TICKET ORDER FORM - use this form to order extra social event, lunch, AGM lunch ticket and/or pre-conference seminar registration.
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SECTION 8: STILL TO COME
COVID PROTOCOLS (if applicable)
DELEGATE LIST
EXHIBITOR MEETING TIMING
ANY HOUSEKEEPING ITEMS
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SECTION 9: KEY DATES SUMMARY
Jan 20 booth personnel names required
Jan 20 Silent Auction submissions due
Jan 26 hotel booking deadline
Feb 8 certificate of insurance required
Feb 10 order booth power if you’re not a WCTA member
Feb 15 exhibitor move-in 9:00am – 5:00pm
Feb 16 exhibitor move-in continued 7:00am – 1:00pm
Trade show open 3:00pm-6:30pm
Feb 17 Trade show open 10:30am – 1:00pm
Take-down 1:00pm – 5:00pm
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We are currently very busy processing delegate registrations and will provide all registered trade show exhibitors a delegate list about a week prior to the conference and again a couple weeks after the conference. Feel free to talk up the show by familiarizing yourself with all it has to offer. Note that exhibitors are welcome to attend any of the education opportunities (except for pre-con seminars) at no extra charge.
Thank you for supporting the WCTA Annual Conference and Trade Show! We look forward to seeing you at BC’s largest casino, the River Rock Resort, in Richmond this February.
Sincerely,
Jerry Rousseau
Executive Director
Western Canada Turfgrass Association
www.wcta-online.com
exec.director@wctaturf.com
(604) 869-WCTA toll free fax: 1-866-366-5097