Exhibitor Information Package #2
Exhibitor Information Package #2
60th Anniversary Conference & Trade Show
February 14-16, 2024
Victoria Conference Centre, Victoria, BC
January 16, 2024
To All WCTA Trade Show Registered Exhibitors:
Thank you for participating in our milestone 60th Anniversary 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 and relevant links so that you maximize your conference experience. Oh, and make sure your booth staff receive a copy of this note too!
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SECTION 1 - RESOURCES
EXHIBITOR INFO PACK#2 (this document in PDF)
GENERAL SHOW INFORMATION
SHOW PROGRAM
ACCOMODATION LANDING PAGE (book by Jan 28 – Hilton is full)
WHO’S COMING TO THE SHOW BY FACILITY (at Jan 12)
EXHIBITOR REGISTRATION PAGE
TRADESHOW FLOORPLAN (by booth number)
TRADESHOW FLOORPLAN (by company name at Jan 15)
EXHIBITOR/SPONSOR LIST (at Jan 15)
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
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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 supplier:
GLOBAL CONVENTION SERVICES
671 Wilson Street, Victoria, BC V9A 3H3
Tel/Fax: (250) 385-3541
victoria@globalconvention.ca
Show Producer:
Western Canada Turfgrass Association (WCTA)
Box 45223, Kelowna, BC, V1P 1P3
Shipping address:
Suite #495, 101 – 1865 Dilworth Avenue, Kelowna, BC V1Y 9T1
Ph. (604) 869-9282
email
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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 President’s 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
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SECTION 4: SHOW SERVICES, MOVE-IN SCHEDULE & RELATED DETAIL
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
Trade Show & Move-in Schedule:
See map 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.
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) President’s 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 9’6” H x 9’5” 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. For the big stuff, we are currently working on arrangements and will provide full details prior to the show.
Regular vehicles can access the fee based parkade under the Victoria Conference Centre. If you’re staying at the Empress, this can be added to your room charge.
Extra storage space for exhibitors during the show is available in the Colwood Room. The room will not be monitored but will be locked at day’s end - use is solely at your own risk.
Critical info for those bringing in equipment:
• Bay doors measure 9’6” H x 9’5” 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 ¼ tank of fuel
• Gasoline cap locked or taped shut
• Vehicles with studded tires are not permitted
• Vehicle completely cleaned, including the undercarriage
• Drip pans placed under the vehicle
• Mats placed under each tire
• Car engines are not permitted to run once parked inside
• Keys will be held by the Client Services Department while the vehicle is on display
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SECTION 5: DEAL BREAKERS
Booth payment is due 60 days after invoicing or Feb 2, 2024, whichever comes first. 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.
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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 26th. 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 – 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 February 2nd 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 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.
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SECTION 8: STILL TO COME
DELEGATE LIST
EXHIBITOR MEETING TIMING
HOUSEKEEPING ITEMS
LOT OF REMINDERS
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SECTION 9: KEY DATES SUMMARY
Jan 24: Silent Auction item submissions due
Jan 26: booth personnel names required
Jan 28: hotel booking deadline (Hilton already full)
Feb 7: certificate of insurance required
Feb 1: exhibitor move-in noon - 4:00pm
Feb 15: exhibitor move-in continued 7:00am – 1:00pm
Trade show open 3:00pm-6:30pm
Feb 16: Trade show open 10:30am – 1:00pm
Take-down 1:00pm – 5:00pm
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We look forward to seeing you at our milestone 60th Anniversary Conference and Trade Show in Victoria this February!
Sincerely,
Jerry Rousseau
Executive Director, Western Canada Turfgrass Association
www.wcta-online.com