2024 Conference Exhibitor FAQ's
It's been awhile since we've been to Victoria and there are bound to be many questions about our 2024 Conference and Trade Show! If you don't see an answer below, feel free to contact WCTA Executive Director Jerry Rousseau.
Frequently Asked Questions by Exhibitors:
CLICK HERE FOR THE EXHIBITOR REGISTRATION PAGE
Q: When and where is the next conference and trade show?
A: The next WCTA Conference & Trade Show, which is our 60th Anniversary, takes place at the Victoria Conference Centre, February 14-16, 2024 in beautiful downtown Victoria, British Columbia, Canada.
Q: Who will be at this show?
A: This event draws hundreds of professional golf and sportsfield managers from throughout western Canada and beyond who work in a variety of sectors including golf courses, municipal sportsfields, schools, parks and cemeteries.
For 15+ years of WCTA Conference and Trade Show analytics CLICK HERE
Q. Can we see a list of delegates who will be in attendance?
A. A delegate list is sent to all registered exhibitors and sponsors approximately 2 weeks prior to the event and again about 2 weeks after.
WHO’S COMING TO THE SHOW BY FACILITY (at Dec 31)
Q: When will the actual trade show take place?
A: The trade show will take place 3:00pm to 6:30pm, Thursday, Feb 15 and 10:30am to 1:00pm, Friday, Feb 16.
Q: What is the cost to exhibit and what does this include?
A: Booth pricing is $1750 per booth+tax (10' wide X 8' deep). Volume discount*: 4 booth block @ $6500+tax (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.
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)
o access to President's Reception and all regular program education sessions (does not include pre-conference seminars)
Q: Do I need to have a booth to enter the trade show?
A: To gain access to our event, all sales/service supplier personnel must either be registered as staff at their company's booth or purchase an individual supplier registration ($899+tax). Any turf management personnel, ie. golf course superintendent, sportsfield manager, etc, who choose to attend the show in a sales/service capacity, must be registered as an exhibitor. Suitcasing rules apply.
Q: Does the booth cost include a table and chairs? What about carpet?
A: Sorry, no tables, chairs or carpet is included however you may bring your own or order through the show supplier. The show supplier will be in touch will all registered exhibitors directly. Note the theatre floor is rubberized and carpet is not necessary.
Q: How much dedicated show time is planned?
A: Almost all trade show time is dedicated except for a half hour overlap with the education porgram on Friday afternoon..
Q: Is there a trade show theme this year?
A: We don't typically do themes for the trade show but since it's our 60th Anniversary event, we would love to see celebration of this milestone (60 years is diamonds by the way).
Q: How many personnel can I have in my booth?
A: You are allowed up to four staff per booth. We will ask for staff names a couple weeks before the show. Note that suppliers are not permitted to give these spots away to customers. A nametag is required to enter the venue and we don't want to see people miss the show because of cost. If you want to support a delegate by sponsoring their entry, contact Jerry Rousseau to discuss options.
Q. Once I've registered and paid for my booth, when do I find out my booth number?
A. An initial floorplan will be distributed early December that will show the floor layout by company name.
Q. When is exhibitor move-in?
A. A detailed move-in schedule based on your booth location will be circulated in early January. General timing is Wednesday, Feb 14th from noon to 4:00pm and Thursday, Feb 15th from 7:00am to 1:00pm.
Q. How do I get to the Victoria Conference Centre?
A. This amazing venue is located in downtown Victoria, BC at 720 Douglas Street. For those flying into Victoria (YYJ), it's about 30 minutes on the ground by cab or shuttle. BC Ferries from Vancouver (Tsawwassen) to Victoria (Swartz Bay) departs every odd hour starting at 7:00am with the last sailing at 9:00pm. There is also seaplane service between Vancouver and Victoria (Harbour Air) that brings you to the Inner Harbour, right across the street from the Empress Hotel.
Q. How big is the loading bay door? Are there floor load limits? What are the rules about bringing in equipment and vehicles?
A. Vehicles such as cars, vans, tractors, etc. may be exhibited in Carson Hall and Level 2 prefunction areas. Clients must follow these guidelines when bringing a vehicle into the Victoria Conference Centre:
- 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 1/4 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
Vehicle Access
Vehicle access to Carson Hall is located at the northeast corner of Salon C via the rear loading area; doors measure 96 H x 95 W. This access point enters at floor level and no special vehicle ramps are required.
Q. I need a forklift.
A. Forklift requirements are booked through the show supplier. More information will be included in the show supplier package once you've registered.
Q. Is there exhibitor storage available?
A: There will be limitted shared space available for exhibitor storage. It wil be locked at the end of each day and we have security onsite but use at your own risk.
Q. What about parking and other details?
A. Self-parking for hotel guests is $35/night in the parkade attached to the venue. Some truck and trailer parking is availabe onsite but limited, further details will be included in the exhibitor registration confirmation package.
Q. I would like to take part in the conference social activities, how can I register?
A. Exhibitors are welcome to participate in everything the show has to offer and a limited number of tickets are included with your booth purchase. A form for purchasing extra lunch and social function tickets will be included in the 2nd exhibitor package.
Q. How can I participate in the Silent Auction?
A. CLICK HERE for the silent auction info and item contribution form.
Q: What about hotel and conference centre information?
A: For our accommodation landing page, CLICK HERE
A: For Conference Centre facility guides, including rules and information, CLICK HERE
SPONSORSHIP OPPORTUNITIES designed to maximize your company's profile at our show will be included with the exhibitor registration package
Thank you for supporting the WCTA and the golf and sportsfield management industry - we look forward to seeing you live and in-person this February in Victoria!