Golf & Sports Field Industry Trade Show Exhibitor Info & Registration

EXHIBITOR REGISTRATION
60th Anniversary WCTA Conference & Trade Show
Victoria Conference Centre, Victoria, BC Canada
February 14-16, 2024

November 6, 2023 (updated Nov 20)

To All Previous and Potential WCTA Trade Show Exhibitors,

The Western Canada Turfgrass Association Board of Directors is very pleased to invite your participation as an exhibitor to this milestone golf & sportsfield management event, our 60th Anniversary Conference and Trade Show!

We will celebrate with 500+ of our closest professional golf and sportsfield manager friends and colleagues, nearly two dozen world class turf management educators delivering 40 hours of sessions with plenty of CEC/CEU opportunities, over 14,000 square feet of turf management supplier and service provider trade show second to none, all along with some fun & entertaining social networking events, at the Victoria Conference Centre and Fairmont Empress Hotel in Victoria, BC, Canada, February 14-16, 2024.
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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

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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Q: Who is the Western Canada Turfgrass Association?
A. The WCTA is a not-for-profit industry organization established in the late 1950s.  Including our 700+ members, we communicate with over 1500 golf and sportsturf management contacts from throughout western Canada, providing education, resources and valuable member services, funding turf research and actively lobbying on behalf of the turfgrass management industry on multiple levels.

Q: Who will be at this show?
A. This event draws hundreds of your clients - professional turf managers from throughout British Columbia, Alberta and Saskatchewan who work in a variety of sectors including golf courses, municipal sportsfields, schools and parks.  WCTA reach in the BC golf market is nearly 50% of the 295 courses, higher than any other turf industry organization, while on the lucrative sportsfield and parks side, WCTA members represent 56% of major BC municipalities (defined as population >5000).  Also active are school district, university and private school staff, educators, researchers and turf management students.

For 15+ years of WCTA conference analytics CLICK HERE

Thank you for supporting our regional event that supports the professional golf and sportfield management community in western Canada.  On behalf of the entire WCTA membership, we look forward to seeing you in Victoria this February!   

Sincerely,

Stu Carmichael
President, Western Canada Turfgrass Association
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SECTION 1 - RESOURCES

EXHIBITOR CONTRACT (original version of this document in pdf (before updates)
EXHIBITOR REGISTRATION FORM (fillable pdf)
EXHIBITOR FREQUENTLY ASKED QUESTIONS (before you call, check out this list)

EXHIBITOR INFO PACK#2
EXHIBITOR INFO PACK#3

TRADESHOW FLOORPLAN (by booth numbers)
TRADESHOW FLOORPLAN (by company name)
EXHIBITOR/SPONSOR LIST

MEDIA RELEASE
ACCOMMODATION LANDING PAGE
SHOW PROGRAM
WHO’S COMING TO THE SHOW BY FACILITY

ENHANCE YOUR SHOW PRESENCE THROUGH SPONSORSHIP - 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 ways to amplify your profile and dramatically increase the number of impressions you can make in the minds of our delegates.  Well even consider your own ideas!
SILENT AUCTION ITEM DONATION REQUEST FORM - Help us out by contributing to our annual Silent Auction fundraiser. Everything raised goes to fund valuable turf research projects.

CONFERENCE CENTRE FACILITY SERVICES/POLICY FOR EXHIBITORS
BC FERRIES COMMERCIAL SAVER FARES – 33% OFF WHEN BOOKED IN ADVANCE ONLINE
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SECTION 2 - EXHIBITOR INSTRUCTIONS / DETAILS

Exhibitor registration opens Wednesday, November 15th at 9:00am Pacific time. Booth space is allocated on a first-received, first-served basis with priority given to:

1.  WCTA member previous exhibitors
2.  WCTA member non-previous exhibitors
3.  Non-member previous exhibitors
4.  all other exhibitors.

Do not submit your registration earlier than 9:00am Pacific time, Wed, Nov 8th

Per booth cost is (plus tax):
o  $1750 (10 wide x 8 deep = 80ft2)
o  Volume discount*: 4 booth block @ $6500 (either 40 wide X 8 deep or 20 wide X 16 deep depending on availability)
*companies sharing 4 booth blocks must register under one name & will receive a single invoice. 
o  $899 exhibitor delegate registration without booth (for WCTA members only)

Booth Inclusions:
o  8 backdrop and 3 side wall 
o  Double receptacle 1500 watt power for WCTA members (if requested)  JOIN NOW
o  (2) Presidents reception entry, (4) Exhibitor reception drink tickets, (2) lunch on Friday 
o  full conference access for up to four (4) company personnel (names will be required)

NEED MORE SPACE?  Amplify your profile - additional indoor space is available throughout the venue for extra displays/signage starting @ $500 (booth purchase required & other conditions apply, contact us to discuss).

Exhibitors take note:
o  Show floor is carpeted.
o  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 will be in touch will all registered exhibitors directly with an order package.
o  Trade show hours and load-in timing is outlined on page 1 (times are subject to minor changes).  A move-in schedule by booth location will be provided prior to the show.
Booths must be 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.
o  Payment terms are 30 days upon invoicing or February 1, 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.  Booth assignments and other exhibiting information will be available mid-January.
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SECTION 3 - ACCOMMODATION PARTNERS

THE ICONIC FAIRMONT EMPRESS HOTEL

The Fairmont Empress Hotel is a Canadian architectural gem and a symbol of elegance and luxury. This iconic hotel, originally opened in 1908, has been a favorite destination for dignitaries, celebrities, and even members of the British royal family. With its grand Edwardian architecture and stunning views of the Inner Harbour, the Fairmont Empress is a testament to timeless sophistication. Its afternoon tea service is renowned around the world, offering a traditional and opulent experience that has been a tradition for over a century. 

Special conference nightly room rates start at $199/night for single/double + taxes.  Suites start at $289/night running all the way up to $9500/night for the Royal Suite in case you were wondering😀!  Rates extend 3 days prior and post conference dates so make it a holiday if you want, please note nightly parking fee is not included.  Oversize parking is available.

Early booking is strongly recommendedCancellations can be made up to 72 hours before arrival.  Hotel block will be released Jan 28 after which market rates will apply.

Here is our exclusive booking portal: https://book.passkey.com/event/50671651/owner/27337/home  

THE DOUBLE TREE BY HILTON HOTEL 

The DoubleTree by Hilton Hotel in Victoria, BC, is a contemporary and welcoming retreat that offers a blend of modern comforts and Pacific Northwest charm. Located in the heart of downtown Victoria, this hotel provides a convenient base for exploring the city's vibrant attractions, from the historic Inner Harbour to the Royal BC Museum. Guests are greeted with the hotel's signature warm chocolate chip cookie upon arrival, setting the tone for a hospitable and enjoyable stay. The well-appointed rooms and suites offer comfortable accommodations with modern amenities, and the hotel boasts facilities such as a fitness center and a rooftop restaurant with stunning views of the city and nearby ocean. With its ideal location and commitment to providing a relaxing and enjoyable experience, the DoubleTree by Hilton Hotel in Victoria is a popular choice for both leisure and business travelers in this beautiful coastal city.

Special conference nightly room rates start at $179/night for 1 king rooms.  To book, call Central Reservations at 1-800-222-TREE and reference WCTA Conference.

Early booking is strongly recommended.  Cancellations can be made up to 72 hours before arrival.  Hotel block will be released Jan 28 after which market rates will apply.
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SECTION 4 – WHAT’S NEXT? 

Further information will be circulated in the coming weeks as available/timely including:
- EXHIBIT LIMITS, IE. HEIGHT, FLOOR LOAD, ETC
- INSURANCE REQUIREMENTS FOR EXHIBITORS
- TRADE SHOW FLOORPLAN (populated with exhibitor names)
- EXHIBITOR LIST (by booth number)
- MOVE-IN SCHEDULE (final)
- PARKING INFORMATION (large vehicles)
- BOOTH PERSONNEL NAME REQUEST (well need this to make nametags)
- SHOW SUPPLIER INFO AND SERVICES PACKAGE - will be sent to you by our show supplier for arranging a forklift, drayage, ordering carpet, booth fixtures, etc.
- ELECTRICAL ORDER FOR NON-WCTA MEMBERS - refer to show supplier order package if you need power and are not a WCTA member.  Or, JOIN THE WCTA NOW for 2024 and receive complimentary electrical at your booth ($105 value)
- EXHIBITOR EXTRA TICKET ORDER FORM - use this form to order extra social event or lunch tickets, to purchase pub night tickets, AGM lunch ticket and/or pre-conference seminar registration.
- LIST OF FACILITIES REPRESENTED (populated once delegate registration opens)

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IN CLOSING 

Thank you for your interest in our show and making it through this document!  With so many moving parts, there is certainly a lot of information to share and more will be coming over the next few months.

If you have questions in the meantime, check our ExhibitorFAQs or email us.

We look forward to celebrating our 60th Anniversary Conference and Trade Show with you in Victoria this February!

Jerry Rousseau
WCTA Executive Director