Exhibitors

EXHIBIT/DISPLAY DETAILS

• Exhibit spaces will include a basic 2.5 x 6 foot table with two chairs. Each table will be draped and skirted individually.
• One exhibitor pass is included. Additional passes can be purchased for $100 plus tax (this includes the food).
• There are many electrical outlets throughout the exhibit space. You are to bring your own extension cord(s)/power bars.
• Internet connections (wireless) will be provided at NO CHARGE.
• Installation of booth is the responsibility of the exhibitor.
• Installation must be within the allotted space and not encumber other exhibit spaces.
• The maximum allowable height for all stands/displays is 8 feet.
• Transportation and storage is the responsibility of the exhibitor. The hotel's loading dock is open from 8 am to 5 pm daily.

EXHIBIT/DISPLAY SET-UP

• Exhibitors are expected to complete booth set up by 7:30 am, Thursday, October 24, 2019.
• All exhibitors must comply with all Fire, Safety & Health regulations in effect in the City of Richmond. All entrances and exits in function rooms must be kept clear of displays, etc. If you are inviting the public to come and view with the intent to purchase your goods, a Business License must be obtained from the City of Richmond and be displayed in the room. For further information you may call the Business License Department at 604-276-4328.

PROMOTIONAL MATERIALS/SIGNAGE

• In order to keep the Hotel looking its very best, we do not permit anything to be nailed, posted or otherwise attached to our walls. Only pre-authorized signage, promotional material, etc., will be allowed in any public areas.

BUSINESS/ORGANIZATION LOGO

• Logos should be submitted by July 15
  Logos will appear on the conference website as well as in print.
  Logos need to be CMYK (all spots colors should be converted to process) in Adobe Illustrator or EPS format. If the logo is not available in vector format, a high resolution TIFF is requested. In addition RGB versions of logos may be submitted as well.

CANCELLATION POLICY

• Written cancellations received before September 15, 2019 shall be subject to a $100 service charge if no replacement exhibitor is found.
• No refunds will be made for cancellations made after September 16, 2019.

SHIPPING EXHIBITS

• Neither the Hotel nor B.C. School Counsellors’ Association is responsible for damage and/or loss of any articles before, during or after the Conference.
• Exhibitors wishing to ship materials to the hotel prior to the setup date may make arrangements with the Receiving Office at the Hotel by calling them at 604-278-1241.
• All deliveries must be properly labeled with the name of the group, group contact, and attention to information, number of boxes and date of event.
• If you wish to have exhibit materials picked up from the hotel, please make arrangements with your shipping company to have your shipment picked up from the Hotel on the last day of the Conference. All items must be packed and clearly marked and storage agreement must be made with hotel.

SECURITY

• The Hotel provides regular security in lobby areas of the hotel. Tables should be draped for overnight closure.
• Please remove small electronics and other valuable equipment overnight.

GUARANTEE OF EXPOSURE

• All exhibits are within the exhibit area, which is located on the floor adjoining the larger conference rooms. To reach conference rooms on other floors delegates will be obliged to pass through or by the exhibit area.
  
• SUGGESTIONS
• • It is recommended that exhibitors encourage delegate visitation of the displays by using giveaways or prize draws. Activities and demonstrations are also encouraged to attract attention. Please advise the Exhibitors Coordinator of the type, location and anticipated timing of any special activities/demonstrations and/or prizes, so that this information can be communicated to the delegates.
  • Have available sufficient copies of promotional material.

LODGING

• Exhibitors are encouraged to make their own reservations as soon as possible. To obtain the special conference rate of $129 (to be confirmed), based on single or double occupancy. Please be sure to indicate that you are attending the 2019 BCSCA Conference.

All vendors/exhibitors must complete and submit this form by August 1, 2019. There are a limited number of spaces available, so please act quickly to reserve your space. This information, in whole or in part, will be used in conference advertising. Full payment is due within 10 business days of acceptance. If payment is not received, your placement will be given to the first organization on the wait list.

Public Marketing Information

Logos should be submitted July 15th, 2019, with your application. They will appear on the conference website, as well as in print. Logos need to be CMYK (all spots colours should be converted to process) in Adobe Illustrator or EPS format. If the logo is not available in vector format, a high resolution TIFF is requested. In addition RGB versions of logos may be submitted as well.

Booth Requirements

Please identify what the requirements are for your booth.

Exhibitor fee includes one registration to participate in all conference sessions, activities, meals & breakfasts for one person. There is a $100 charge for each additional person.

• Thursday, October 24, 2019 from 7:30 am to 4:00 pm
• Friday, October 25, 2019 from 8:00 am to 1:45 pm (exhibitors may remain open until 3:30 pm if they wish)

• Set up and removal of exhibits is the responsibility of the exhibitor.
• Take Down of displays is to take place between 1:45 pm - 4:30 pm on Friday, October 25

Contact Person

Please enter the name and contact information of the person responsible for your booth.

I understand and agree that I am responsible for booking my own accommodations, and any and all related cost.

Address

Please provide us with the address of the exhibitor. This information is for internal use only.

Do you want to offer a workshop? Please use our online form to submit your proposal.

Do you wish to be a sponsor? Please use our online application form to become a sponsor.

Exhibitor Passes

One exhibitor pass is included. You can purchase additional passes for $ 100 plus tax (food is included).