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EXHIBITOR MANUAL

We are thrilled to have you join us at the 4th Annual BC Poultry Conference taking place at the Sheraton Wall Centre in Vancouver. To assist you in your preparation, use the tools below to plan your exhibitor experience at the congress & drive traffic to your exhibit space!  


EXHIBIT SPACE CONTENTS +

Your pre-purchased exhibit space includes:

  • 6' Skirted Table
  • (2) Fabric Chairs
  • (1) Waste Basket
  • ID Sign (22 character's maximum - no logo)
  • General Show Lighting for the entire Exhibit Area
  • Access to basic power
  • (2) Conference Registrations included per exhibit space, excluding Gala Dinner

*if you do not require the 6' table, please advise BCPCinfo@mci-group.com

For all additionally  needed services please reach out to our contracted partners

audio visual

Your source for monitors, screens and projectors

Pro Show Audio Visual
Gaspard Monge
inquiry@proshow.com
604-293-1403

>> audio visual order 

 

ELECTRICAL

One standard electrical hook up is included with your table. Additional electrical needs and hardwire internet must be ordered through PSAV. 

PSAV
Angelina Khamoshyna
AKhamoshyna@PSAV.COM
604-893-7470

MATERIAL HANDLING AND SHIPPING +

Exhibitors are responsible for the shipment of their exhibit materials to the exhibit area. Exhibitors must be prepared to supply their own labor and equipment for unloading their material and moving to the receiving area of their display area. Any fees associated to the movement of exhibitor materials will be the sole responsibility of the Exhibitors 

EXHIBIT MATERIAL BEING SENT DIRECTLY TO THE HOTEL 

Small parcels can be received by the Sheraton Wall Centre no earlier than Friday, February 22, 2019 and are subjected to the receiving department's hours. Please ensure that all material being sent directly to the hotel is properly labelled with the provided shipping label and paid in advance. It is the responsibility of the exhibitor to clear items through Canadian Customs as the hotel will not clear a shipment on the behalf of the exhibitor. The hotel will not accept Cash on Delivery Packages. 

Any charges applicable for the hotel handling and storage of materials are at the responsibility of the exhibitor and must be paid prior to receiving materials. 

>> sheraton wall centre shipping label 

>> EXHIBITOR SHIPMENT INFORMATION PACKAGE  

EXHIBIT AREA HOURS +

MOVE IN - 

  • Wednesday, February 27     2:00 PM - 7:30 PM
    • Welcome Reception     8:00 PM - 10:00 PM

EXHIBIT HOURS - 

  • Wednesday, February 27     8:00 PM - 10:00 PM
  • Thursday, February 28         9:00 AM - 6:00 PM
    • Exhibitor Reception      2:00 PM - 6:00 PM

TEAR DOWN - 

  • Thursday, February 28         6:00 PM - 10:00 PM 

LOAD IN AND LOAD OUT+

MOVE IN 

Access to the Exhibit Area will be granted only to those who have been registered and are wearing an approved conference name badge and in accordance with the dates and times. 

  • Exhibitors can begin loading in starting on Wednesday, February 27 at 2:00 PM 

*Note | All exhibits and displays must be set-up and void of packing materials by 7:30 PM on Wednesday, February 27 in time for the start of the Welcome Reception. Any exhibit or display that is not set-up, may be removed and stored by the Conference Management at the sole expense of the Exhibitor. 

MOVE OUT

No exhibit/display shall be dismantled before 6:00 PM on Thursday, February 28 and must be completed by 11:00 PM - this regulation will be strictly enforced. 

KEY DATES TO REMEMBER +

KEY DATES

ACTION DUE DATE SUBMIT TO
Reserve Accommodation** Friday, January 25, 2019 Conference Website
Exhibitor Badge Registration  Friday, February 15, 2019 Conference Website
Audio and Visual Order Monday, February 25, 2019 Gaspard Monge - ProShow
Shipping Deadlines Packages MUST arrive AFTER February 21, 2019 Sheraton Wall Centre
Insurance Liability  Friday, February 15, 2019 Show Management 

LIABILITY INSURANCE +

Exhibitors must maintain insurance at all times during the Conference, policies of fire, theft, or other insurance to cover all risks. The Conference Management will take every reasonable precaution to prevent loss to Exhibitor’s goods, but under no circumstances will either the Conference Management or the Official Suppliers assume any responsibility for loss and damage which might ensue from any cause in connection with transfer, installation, maintenance or removal of exhibits. Neither the Conference Management, nor the Official Suppliers will be responsible, in any way, for goods while on exhibit or in storage. Exhibitors must carry a minimum of CAD $2 Million comprehensive general liability insurance. Exhibitors must provide proof of insurance and paid premiums on request by the Conference Management.

The Commercial General Liability insurance policy must name the following organizations as additional insureds: 

  • BC Poultry Conference 2019
  • MCI Group Canada Inc. 
  • Sheraton Vancouver Wall Centre 

Please send a copy of your insurance certificate to Sarah Belbeck at BCPCinfo@mci-group.com not later than Friday, February 15, 2019

COMPLIANCE

The Conference Management reserves the right to take such action and to make such changes including changes to these Conditions and Regulations as are considered necessary or desirable to the efficient and proper conduct of the Exhibition Area. The Conference Management reserves the right to restrict exhibits displays or terminate the contracts of Exhibitors which, because of noise or any other reason, becomes objectionable. The Conference Management is released from any and all claims for damage, which might result in consequence thereof. All matters not covered in these regulations are subject to the decision and control of the Conference Management notwithstanding anything in the application for space or contained in these regulations.

EXHIBITOR REGISTRATION AND BADGES +

Exhibit space includes 2 exhibitor registrations which provides access to the education sessions as well as the breakfasts, breaks, lunches and non-ticketed social events. Exhibitor registration does not include a gala ticket - any exhibitor who wishes to attend the gala must purchase a ticket in advance through the online registration system. Exhibitors must register their staff using the complimentary exhibitor codes provided to your company representative. Exhibitors must register online at www.bcpoultryconference.ca by Friday, February 15, 2019.

Assistance or information regarding registration, please contact: bcpcreg@mci-group.com 

Complimentary registrations will not be accepted onsite 

Exhibitor Badge Pick Up 

Exhibitor badges will not be mailed to you; they can be picked up onsite at the Sheraton Vancouver Wall Centre - North Tower Lobby. Registration hours are: 

  • Wednesday, February 27     2:00 PM - 9:00 PM
  • Thursday, February 28         7:15 AM - 4:00 PM

REGULATIONS AND POLICIES +

EXHIBITOR AREA ACCESS

Only personnel authorized by Conference Management and identified with a conference name badge shall participate in the set-up, operation and dismantling of tables. Any violation of this ruling, false certification, or misuse of Exhibitor’s badges will result in the expulsion of the violator from the Exhibition and Conference without obligation by the Conference Management to refund exhibit fees or honor claims for damage.

EXHIBIT TABLE REGULATIONS

  • Assigned exhibit/display space area should be staffed during designated show hours: 
    • Wednesday, February 27
      • 8:00 PM - 10:00 PM
    • Thursday, February 28
      • 9:00 AM - 6:00 PM 

  • No background may be placed to obstruct, block or interfere with the lighting or visibility of an adjacent display area. Exhibit table and display structures shall not exceed the given size requirements of 6' and may not obstruct any exits or safety equipment 
  • Aisle space may not be used for exhibit display purposes or for solicitation of business 
  • Distribution of materials outside the display area is expressly forbidden
  • Distribution of samples, etc. is permitted providing it does not interfere with an adjoining display area 
  • No signs or other articles are to be fastened to the walls, drapes, ceilings, etc., by any method whatsoever
  • Winners of any give a ways or contests must be organized by the exhibitor. The conference will not announce winners on the exhibitor's behalf or assist with the arranging of prize collection. 

NETWORKING OPPORTUNITIES +

All Exhibitors are encouraged to create unique and innovative experience with attendees. The BC Poultry Conference Planning Committee has created opportunities to encourage attendees to visit the Exhibit Hall. Please make note of the following event times as your guide to connect and network with potential clients. 

 

networking breaks

THURSDAY, FEBRUARY 28

  • AM Break                      10:15 AM - 11:00 AM
  • Lunch                            12:30 PM - 2:00 PM
  • Happy Hour                  3:00 PM - 4:00 PM
  • Exhibitor Reception     2:00 PM - 6:00 PM 

To enhance your networking experience, each exhibiting company will be provided 4 drink tickets for the Exhibit Happy Hour and Reception. Use these tickets to meet new and current clients! The conference mobile app will be sending event announcements to encourage attendees to visit exhibitors for additional drinks and we highly suggest you use this time to further your exhibiting and marketing goals. 


FRIDAY, MARCH 1

With this year being the first year not opening the Exhibit Hall on the Friday, all Exhibitors will have the opportunity to participate in the conference programming and are encouraged to network with attendees between education sessions and coffee breaks. 

Designated lounge seating areas will be setup in the Pavilion Ballroom for networking purpose. 

 

extend your exhibit and networking opportunities

Send us a short description of your company and your services to be included in our newly introduced BCPC Conference App. This text will be used to create a company profile, available for all app users to access before visiting your Exhibit table. Deadline to hand in this max 50 word company description is Monday, January 28, 2019. <<CLICK HERE TO SUBMIT YOUR COMPANY PROFILE>>

EXHIBIT FLOORPLAN +

LIST OF EXHIBITORS +

 

eXHIBITOR LIST

COMPANY NAME BOOTH #
Access Gas Services Inc.  7
Actium Composting  27
AgPro West Supply Ltd  15
AgSafe 8
All Tech  5
Anser Power 21
BC Agriculture Council  17
BC Traceability Funding Programs 13
BMO 2
Canadian Bio Systems 24
Canarm Ag Systems 19
CIBC Private Wealth Management  26
Cumberland 4
Farm Credit Canada 10
Havay Industry Inc 14
Hellmann Poultry 18
Janzen Insurance 16
Jonkman 3
Power West Industries 23
Precision Farm Supplies Ltd  12
RBC 22
Restructured Water Solutions 11
Ritchie Smith 20
Schippers Canada Ltd 9
Scotiabank 6
Sofina Foods 1
United Agri Systems 1998 inc 25
Union Gospel Mission  Junior Ballroom Foyer