Exhibitor Information Package #3
Exhibitor Information Package #3
60th Anniversary Conference & Trade Show
February 14-16, 2024
Victoria Conference Centre, Victoria, BC
February 2, 2024
To All WCTA Trade Show Registered Exhibitors/Sponsors:
This is the final exhibitor information package - it is an updated version of EXHIBITOR INFO PACK#2 and includes the delegate registration list as of February 2nd as a separate attachment (dont go buying this online😀).
Please review carefully and ensure all your booth staff receive a copy!
At move-in, you will receive an onsite package with relevant info, last minute updates and booth personnel credentials/tickets. A follow-up package will be emailed a few weeks after the show with the final delegate contact list.
This document is organized into seven sections as follows:
0. Exhibitor step program
1. Resource links
2. Contact & emergency information
3. Event summary for exhibitors
4. Show services, move-in schedule & all booth related info
5. Deal breakers
6. Final notes
SECTION 0: EXHIBITOR STEP PROGRAM
STEP 1: If you havent already done so, pay for your booth. Strict Board policy is that all booths must be paid for before being allowed to load-in.
STEP 2: Book your Accommodation ’ note that our room block has been released meaning negotiated rates may no longer be available.
STEP 3: Power-up - WCTA supplier members had the opportunity to order booth power at no extra charge on the exhibitor registration form. See next step if you are a non-WCTA member needing power.
STEP 4: Order any fixtures, furnishings and/or power, ie. chairs, tables, arrange shipping, forklift, etc from our official supplier, Global Convention Services.
STEP 5: Booth staff names were due, up to four per booth, by January 26. If you havent submitted these or have any changes/additions, CLICK HERE.
STEP 6: Order any EXTRA TICKETS (lunch, social functions or to sign-up for pre-conference seminars.
STEP 7: Every vendor must carry their own Commercial General Liability Insurance for a minimum of $2,000,000. Also, you need to add us to this policy and provide a certificate of insurance by February 7 naming the Western Canada Turfgrass Association as an additional insured.
STEP 8: Review the rest of this document carefully taking note of key timings, deadlines and special instructions. Dont forget to forward this message to your booth staff.
SECTION 1 - RESOURCES
EXHIBITOR INFO PACK#3 (this document in PDF)
GENERAL SHOW INFORMATION
SHOW PROGRAM
ACCOMODATION LANDING PAGE (you can still book but our blocks have been released and you may not receive negotiated rates)
WHO’S COMING TO THE SHOW BY FACILITY
EXHIBITOR REGISTRATION PAGE
TRADESHOW FLOORPLAN (by booth numbers)
TRADESHOW FLOORPLAN (by company name)
EXHIBITOR/SPONSOR LIST
SILENT AUCTION FOR TURF RESEARCH NEEDS ITEMS
EXTRA TICKET ORDER FORM - use this form to order extra social event or lunch tickets and/or pre-conference seminar registration.
BC FERRIES COMMERCIAL SAVER FARES – 33% OFF WHEN BOOKED IN ADVANCE ONLINE
CONFERENCE CENTRE FACILITY SERVICES/POLICY FOR EXHIBITORS
FREQUENTLY ASKED QUESTIONS - before you call, check out this list
SECTION 2: CONTACT INFORMATION
Event location:
Victoria Conference Centre
720 Douglas Street
Victoria, BC, Canada V8W 3M7
(250) 361-1000
https://www.tourismvictoria.com/meetings/victoria-conference-centre
Show Producer:
Western Canada Turfgrass Association
Box 45223, Kelowna, BC, V1P 1P3
Shipping address:
Suite #495, 101 ’ 1865 Dilworth Avenue, Kelowna, BC V1Y 9T1
Ph. (604) 869-9282
EMAIL
Show supplier:
Global Convention Services
671 Wilson Street, Victoria, BC V9A 3H3
Tel/Fax: (250) 385-3541
victoria@globalconvention.ca
________________________________________
EMERGENCIES - Call 911
For minor incidents, contact any Victoria Conference Centre or Empress Hotel employee for immediate assistance. All accidents/incidents must be reported to the Operations Manager or any employee to ensure proper action and documentation is made.
On-site WCTA staff support:
Most on-site questions can be handled by our registration desk staff. Hours of operation are:
Wednesday, Feb 14: 11am - 7pm
Thursday, Feb 15: 7am - 7pm
Friday, Feb 16: 7:30am - 4:00pm
SECTION 3: EVENT SUMMARY
Wednesday, February 14th
12:00pm - 4:00pm Exhibitor move-in (typically those bringing in equipment and/or needing a forklift)
12:30pm - 4:30pm Pre-Conference Education Seminars X4
7:00pm Annual Presidents Reception, Sticky Wicket Pub, Strathcona Hotel
Thursday, February 15th
7:00am - 1:00pm Exhibitor move-in continued (everyone else)
8:15am Education program begins
Noon WCTA Annual General Meeting
3:00pm - 6:30pm Trade show & Exhibitor Reception on show floor
Friday, February 16th
8:30am Education program begins
10:30am - 1:00pm Trade show & delegate lunch on show floor
12:30pm Education program resumes
2:15pm - 3:00pm Ending Keynote and Conference Closing
SECTION 4: SHOW SERVICES, MOVE-IN SCHEDULE, BOOTH INFO, ETC
Via email, you should have received an exhibitor order package from Global Convention Services , our official show supplier. Please contact them directly to order power (non-WCTA members only) arrange for a forklift, drayage, order carpet or any extra booth fixtures/iems, ie. tables, chairs, electronics, etc.
Global Convention Services will have a kiosk on-site during move-in to coordinate any of your pre-ordered requirements.
victoria@globalconvention.ca
(250) 385-3541
DO NOT SHIP MATERIALS TO THE VICTORIA CONFERENCE CENTRE - THEY WILL NOT BE ACCEPTED
The first thing to do upon arrival is check-in at the Global Convention Kiosk and WCTA Exhibitor Desk setup inside the loading bay. Your exhibitor package with instructions and credentials will be there waiting for you. Your company should have one person assigned to this task.
- Unload your vehicle and move it immediately so the next vehicle can access the loading area. Well watch your stuff.
- If you have large items requiring assistance to move, you must make arrangements with Global Convention in advance.
- Smaller items may be carried in and hand carts will be available.
- Please drop off any Silent Auction items at the main registration desk in the lower foyer
Trade Show & Move-in Schedule:
- See map above for staging and load-in directions
- Trade show hours are 3pm-6:30pm, Thursday, Feb 15 and 10:30am-1:00pm, Friday, Feb 16.
- Trade Show load-in takes place noon - 4:00pm, Wednesday, Feb 15 and 7:00am-1:00pm, Thursday, Feb 16:
o Wednesday, Feb 14 - anytime between noon and 4pm
o All multiple booth exhibitors, any suppliers with wheeled/tracked equipment and/or large implements requiring a pallet jack or forklift to move.
o Booths #29-60*
*the further you are positioned from the loading dock which is beside booth #1 (upper left corner of floorplan), the earlier we would like you to load-in during this time-frame.
o Thursday, Feb 15:
o 7am ’ 10am: alternative time for booths #29-60 but we prefer you move in on Feb 14.
o 10am ’ 1pm: Booths #1-28*
*booths #1 and 10-15 need to be the last to setup.
- Booths must be completely ready by 2:00pm, Thursday, Feb 15, for inspection prior to trade show opening at 3:00pm.
- Take-down is Friday, Feb 16 after 1:00pm until 5:00pm
Knowledge is power:
- Each booth is 10 wide X 8 deep.
- Booth Inclusions:
o 8 backdrop and 3 side wall
o Duplex 1500 watt power for WCTA members (if requested) JOIN NOW
o full conference access for up to four (4) company personnel
o (2) Presidents reception entry, (4) Exhibitor reception drink tickets, (2) lunch on Friday
- Trade show floor is carpeted.
- Vehicle/equipment access to Carson Hall is from eastbound Humboldt Street. Bay doors measure 96 H x 95 W. This access point enters at floor level and no special vehicle ramps are required.
- Truck and Trailer Parking Protocol: For those staying at the Empress Hotel, there is some overheight parking available for large pickups. These must be valet parked and you need to get in touch with the Empress to make advance arrangements. If you require parking for big trucks, trailers and combos, EMAIL US
- Regular vehicles can access the parkade under the Victoria Conference Centre. If youre staying at the Empress, fees will be added to your room charge.
- Extra storage space for exhibitors during the show is available in the Colwood Room. The room is not be monitored but will be locked at days end - use at your own risk.
Critical info for those bringing in equipment:
- Bay doors measure 96 H x 95 W, entry is ground level.
- Maximum gross vehicular weight in Carson Hall cannot exceed 18,000 kg (610.303 kg/m2 (125 lb/ft2).
- Gasoline-powered equipment is restricted to tank of fuel
- Gasoline cap locked or taped shut
- Vehicles with studded tires are not permitted
- Vehicle must be completely cleaned including the undercarriage
- Drip pans placed under the vehicle
- Mats placed under each tire
- Engines are not permitted to run once parked inside
- Keys will be held by the Client Services Department while the vehicle is on display
SECTION 5: DEAL BREAKERS
- Booth payment is now due. 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 7 naming the Western Canada Turfgrass Association as an additional insured.
SECTION 6: FINAL NOTES
Exhibitor Meeting
The Exhibitor Meeting will take place near the day bar area on the trade show floor (Cason Hall) at 9:30am on Friday, February 16th. Feel free to bring suggestions, feedback, thoughts, ideas and whatever else that will assist in production of future events.
Thank you for participating as an exhibitor at our milestone, 60th Anniversary Conference & Trade Show.
We look forward to seeing you in Victoria in two weeks!
Check www.wcta-online for all manner of conference information
