Very Important Exhibitor Information Package #2
Very Important Exhibitor Information Package #2
62nd Annual Conference & Trade Show
February 10-12, 2026
River Rock Casino Resort, Richmond, BC
January 7, 2026
To All WCTA Trade Show Registered Exhibitors:
Thank you for participating in the largest golf and sportsfield management industry show in western Canada! Delegate registrations are coming in faster than we can process and we fully expect another fantastic turn-out.
This VIP (very important package) includes comprehensive exhibitor information. Please review each section carefully along with the relevant links so that you maximize your conference experience. Oh, and please make sure that each of your booth staff receive a copy of this note so they know what’s happening!
SECTION 1 - RESOURCES
EXHIBITOR PACKAGE #2 IN PDF
EXHIBITOR FREQUENTLY ASKED QUESTIONS (before you call, check out this list)
GENERAL SHOW INFORMATION
SHOW PROGRAM
ACCOMMODATION LANDING PAGE (booking deadline is Jan 19, space is limited)
WHO’S COMING TO THE SHOW BY FACILITY (at Jan 2)
EXHIBITOR REGISTRATION
TRADESHOW FLOORPLAN (by booth number)
TRADESHOW FLOORPLAN (by company name)
UPPER FOYER FLOORPLAN (with booth numbers)
UPPER FOYER FLOORPLAN (by company name)
EXHIBITOR/SPONSOR LIST (at Dec 30)
EXTRA TICKET ORDER FORM (exhibitors use this form to order extra social event or lunch tickets and/or pre-conference seminar registration)
SPONSOR MENU (enhance your show presence by doing something special)
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
WCTA Executive Director Jerry Rousseau
SECTION 3: EVENT SUMMARY
Tuesday, February 10
9:00am - 4:00pm Exhibitor move-in
11:30am – 4:30pm Pre-Conference Education Sessions
7:00pm Annual President’s Reception, River Rock Show Theatre
Wednesday, February 11
7:00am - 1:00pm Exhibitor move-in continued
8:30am Education program begins
11:30am WCTA Annual General Meeting
2:00pm - 5:30pm Trade show & Exhibitor Reception on show floor
Thursday, February 12
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 exhibitor order package from Global Convention Services, our official show supplier (see link above). 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. Exhibitor members would have indicated their wish for power on the registration form and we will take care of it. Non-member exhibitors need to order and pay for power through the venue by Feb 6. JOIN THE WCTA NOW for 2026 and receive complimentary basic electrical at your booth ($100 value)
Trade Show Times & Move-in Schedule:
Trade show hours are 2:00pm-5:30pm, Wednesday, Feb 11 and 10:30am-1:00pm,
Thursday, Feb 12.
Trade Show load-in takes place 9:00am – 4:00pm, Tuesday, Feb 10 and 7:00am to
1:00pm, Wednesday, Feb 11:
o Tuesday, Feb 10 – anytime between 9am and 4pm
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 11:
o 7am – 10am – alternative time for booths #1-41 but we prefer you move in
on Feb 10.
o 10am – 1pm – Booths #42-58*
*booths #50-51 are the last to setup.
Booths must be completely ready by 1:30pm, Wednesday, Feb 11, for
inspection prior to trade show opening.
Take-down is Thursday, Feb 12 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 and first-come, first-served. This
area will be marked but you need to check-in with the valet at the hotel front
entrance for a pass or you will be ticketed. 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 30, 2026, 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,
2026 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 23rd. 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 #:
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 23, 2026 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 30th 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
LOTS OF REMINDERS
SECTION 9: KEY DATES SUMMARY
Jan 19 hotel booking deadline
Jan 23 booth personnel names required
Jan 23 Silent Auction item submissions due
Feb 4 certificate of insurance required
Feb 10 exhibitor move-in 9:00am to 4:00pm
Feb 11 exhibitor move-in continued 7:00am – 1:00pm
Trade show open 2:00pm-5:30pm
Feb 12 Trade show open 10:30am – 1:00pm
Take-down 1:00pm – 5:00pm
________________________________________
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