WCTA2025 Exhibitor Information Package #3
Exhibitor Information Package #3
61st Annual Conference & Trade Show
FEBRUARY 11-13, 2025
River Rock Casino Resort, Richmond, BC
January 29, 2025
To All WCTA Trade Show Registered Exhibitors/Sponsors:
This is the final pre-trade show exhibitor information package. Please review carefully and ensure all your booth staff receive a copy.
At move-in, you will receive an onsite package with relevant info and booth personnel credentials/tickets. A final follow-up package will be emailed a few weeks after the show.
This document is organized into 7 sections as follows and includes the delegate registration list as of today:
1. Exhibitor step program
2. Resource links
3. Contact & emergency information
4. Event summary for exhibitors
5. Show services, move-in schedule & all booth related info
6. Deal breakers
7. Final notes
SECTION 1: EXHIBITOR STEP PROGRAM
STEP 1: If you haven’t 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.
• Non-members needing power please contact laura.gonzalez@greatcanadian.com
STEP 4: Order any fixtures, furnishings and/or power, ie. chairs, tables, arrange shipping, forklift, etc from our official supplier, ‘Global Convention Services’. They sent their order package to all registered exhibitors via email.
STEP 5: Booth staff names were due January 24. If you haven’t submitted these (up to 4 per booth) or have any changes/additions, CLICK HERE to send an email.
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 4 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. Don’t forget to forward this message to your booth staff.
SECTION 2 - 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
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 27)
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
SILENT AUCTION FOR TURF RESEARCH NEEDS ITEMS
SECTION 3: 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
EMERGENCIES – Call 911
For minor incidents, contact any River Rock Resort 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 15 11am – 7pm
Thursday, Feb 16 7am – 7pm
Friday, Feb 17 7:30am – 4:00pm
SECTION 4: 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 5: 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 arrange for a forklift, drayage, order carpet or any extra booth fixtures/items, ie. tables, chairs, electronics, etc.
Global Convention Services will have a kiosk on-site during move-in to help coordinate any of your pre-ordered requirements.
abbotsford@globalconvention.ca 604-851-0224 Opt. 1
DO NOT SHIP MATERIALS TO THE RIVER ROCK CASINO RESORT AS 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 assigned one person to this task.
• The staging/unloading area is the laneway and parking lot on the northeast side of the hotel. Driving north on Great Canadian Way, drive straight through the lights instead of turning left or right on River Road.
• Unload your vehicle and move it immediately so the next vehicle can access the loading area. We’ll watch your stuff.
• If you have large items requiring assistance to move, you must make arrangements with GLOBAL in advance.
• Smaller items may be carried in and hand carts will be available.
• 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. Check-in with the valet at the hotel front entrance for a parking pass. If you’re staying at the River Rock, there is free parking for regular vehicles in the west lot.
• Please drop off any Silent Auction items at the main registration desk in the Theatre lower foyer asap.
Trade Show Times & Move-in Schedule:
Trade show hours are 3pm-7:30pm, Wednesday, Feb 12 (extended to accommodate hockey game) 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 trade show floorplan for details.
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
Trade show floor is not carpeted in the theatre since the special floor has a rubberized surface.
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 has emailed all registered exhibitors directly with an order package.
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.
Wireless internet is free for all delegates for the duration of the event.
________________________________________
Critical info for those bringing in equipment:
• The movable 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.
• A ramp is required to access the show theatre loading dock - it’s usable driving width is 115”.
• Gasoline-powered equipment is restricted to ¼ 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 6: 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 7: FINAL NOTES
Very Special Floor:
The River Rock Show Theatre floor is ‘configurable’, and is one of only a handful like it in North America. It’s rubberized and has a non-negotiable load limit as previously mentioned.
• Exhibitors are responsible for any damage to the floor. Exhibitors displaying heavy equipment (i.e. motors, engines, vehicles, etc.) must provide pads underneath the equipment. Exhibitors will be responsible for any repairs, replacements or extraordinary cleaning as a result of failing to adhere to this policy. Note: The venue does not supply pads.
• For equipment vendors, we learned the hard way that the rubber floor and tire cleaner/Armor-All don’t mix. We have a supply of wipes to clean/shine your equipment so that overspray doesn’t turn the floor into a skating rink!
Exhibitor Meeting
The Annual Exhibitor Meeting will take place in the Upper Foyer of the theatre at 9:30am on Thursday, February 13th. The WCTA Board would like suggestions and feedback from you.
___________________________________________________
Thank you for participating as an exhibitor at this year’s show. Enjoy and take full advantage of your opportunity to meet with hundreds of turf management professionals over 3 days in Richmond.
See you at the River Rock!
Check www.wcta-online for all manner of conference information