WCTA2025 - Exhibitor Package #2
Exhibitor Information Package #2
61st Annual Conference & Trade Show
February 11-13, 2025
River Rock Casino Resort, Richmond, BC
January 14, 2025
To All WCTA Trade Show Registered Exhibitors:
Thank you for participating in the largest golf and sportsfield management industry show in western Canada!
This VIP (very important package) includes comprehensive exhibitor information. Review each section that follows and the relevant links so that you maximize your conference experience. Oh, and please make sure your each of your booth staff receive a copy of this note too!
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SECTION 1 - RESOURCES
GENERAL SHOW INFORMATION
SHOW PROGRAM
ACCOMODATION LANDING PAGE (booking deadline is Jan 27, space limited)
WHO’S COMING TO THE SHOW BY FACILITY (at Jan 13)
EXHIBITOR REGISTRATION PAGE
TRADESHOW FLOORPLAN (by booth number)
UPPER FOYER FLOORPLAN (by booth number)
TRADESHOW FLOORPLAN (by company name)
UPPER FOYER FLOORPLAN (by company name)
EXHIBITOR/SPONSOR LIST (at Jan 12)
EXTRA TICKET ORDER FORM - use this form to order extra social event or lunch tickets and/or pre-conference seminar registration.
FREQUENTLY ASKED QUESTIONS - before you call, check out this list
SECTION 2: CONTACT INFORMATION
Event location:
River Rock Casino Resort
8811 River Road, Richmond, BC
Canada V6X 3P8
(604) 273-1895
www.riverrock.com
Show supplier:
GLOBAL CONVENTION SERVICES – SHOW ORDER PACKAGE
P.O. Box 221, Abbotsford,BC V2T 6Z6
abbotsford@globalconvention.ca
604-851-0224 Opt. 1
Show Producer:
Western Canada Turfgrass Association (WCTA)
Suite #495, 101-1865 Dilworth Drive, Kelowna, BC, V1Y 9T1
Ph. (604) 869-9282
EMAIL
SECTION 3: EVENT SUMMARY
Tuesday, February 11
9:00am - 5:00pm Exhibitor move-in
12:30am – 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
11:00am WCTA Annual General Meeting (lunch not included with booth)
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
SECTION 4: SHOW SERVICES, MOVE-IN SCHEDULE & RELATED DETAIL
Via email, you should have received an SHOW ORDER PACKAGE from Global Convention Services, 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.
Global Convention Services will have a kiosk on-site during move-in to coordinate any of your pre-ordered requirements.
abbotsford@globalconvention.ca 604-851-0224 Opt. 1
DO NOT SHIP MATERIALS TO THE RIVER ROCK HOTEL AS 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 6. JOIN THE WCTA NOW for 2025 and receive complimentary basic electrical at your booth ($100 value)
Trade Show Times & Move-in Schedule:
Trade show hours are 3pm-6:30pm, Wednesday, Feb 12 and 10:30am-1:00pm, Thursday, Feb 13.
Trade Show load-in takes place 9:00am – 5:00pm, Tuesday, Feb 11 and 7:00am to 1:00pm, Wednesday, Feb 12:
o Tuesday, Feb 11 – 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 Wednesday, Feb 12:
o 7am – 10am – alternative time for booths #1-41 but we prefer you move in on Feb 11.
o 10am – 1pm – Booths #42-58*
*booths #50-51 are the last to setup.
Booths must be completely 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
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 are required)
o (2) President’s reception entry, (4) Exhibitor reception drink tickets, (2) lunch on Thursday
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. The Upper Foyer area is carpeted.
Truck and Trailer Parking Protocol: there is limited area for oversize exhibitor parking in the east lot of the hotel at no charge. This area will be marked but you need to check-in with the valet for a pass. The WCTA assumes no liability for using this area. Free parking is available in the hotel west parkade for regular vehicles, if you’re staying at the River Rock.
Extra storage space for exhibitors during the show is not available. Arrangements for storage during the event need to be made through the show supplier.
SECTION 5: 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 should exceed the curb weight of the vehicle and the maximum point load is 1500 lbs applied on a minimum surface area of 15 in2.
A ramp is required to access the show theatre loading dock - its usable driving width is 115”.
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.
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 4, 2025 naming the ‘Western Canada Turfgrass Association’ as an additional insured.
SECTION 6: BOOTH PERSONNEL NAME REQUEST (we need your booth staff names well in advance to make nametags)
Booth personnel names are required by Friday, January 24th. CLICK HERE to send an email to WCTA - 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 #:
SECTION 7: BUT WAIT, THERE’S MORE!
SILENT AUCTION NEEDS ITEMS – Your contribution of goods or services is urgently needed to support this important fundraiser. Every dollar raised goes toward funding valuable turf research projects. CLICK HERE to contribute.
Submissions are required by January 24, 2024 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 January 31st to: WCTA, Suite #495, 101-1865 Dilworth Avenue, Kelowna, BC, V1Y 9T1
ENHANCE YOUR SHOW PRESENCE Our annual gathering of hundreds of turf managers creates a unique sponsorship opportunity. Participating in the trade show is the first step and there are many other ways you can standout at our show.
SECTION 8: STILL TO COME
DELEGATE LIST
EXHIBITOR MEETING TIMING
HOUSEKEEPING ITEMS
LOT OF REMINDERS
SECTION 9: KEY DATES SUMMARY
Jan 24 booth personnel names required
Jan 27 hotel booking deadline
Jan 31 Silent Auction item submissions due
Feb 4 certificate of insurance required
Feb 11 exhibitor move-in 9:00am to 5:00pm
Feb 12 exhibitor move-in continued 7:00am – 1:00pm
Trade show open 3:00pm-6:30pm
Feb 13 Trade show open 10:30am – 1:00pm
Take-down 1:00pm – 5:00pm
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Thanks for your attention to all the details and we look forward to seeing you at the River Rock Casino Resort next month!
Sincerely,
Jerry Rousseau
Executive Director, Western Canada Turfgrass Association
www.wcta-online.com