EXHIBITOR FAQ

Conference Exhibitors can view important dates, deadlines, and answers to frequently asked questions regarding the Exhibitor Trade Show on this page. If you are an exhibitor please bookmark this page! See below for details.

For your reference, please bookmark our conference webpage: egbc.ca/conference.

1. When are the trade show hours?
   The trade show is 2 days in duration and is being held at the Delta Grand Okanagan Resort on Thursday, October 17, 2019 from 7:30 AM–6:00 PM; and Friday, October 18, 2019 from 7:30 AM–2:00 PM. The Exhibitor Wine and Beer Reception takes place on Thursday, October 17 from 5:00 PM–6:00 PM.
   
   
2. What is the move-in and move-out (tear down) schedule?
   

   Exhibitor Move-in	Show Hours	Exhibitor Move-out (tear down)
   Wednesday, October 16: 3:00 PM-8:00 PM	Thursday, October 17: 7:30 AM-6:00 PM	Friday, October 18: 2:00 PM-3:00 PM (STRICT TIME)
   Thursday, October 17: 6:30 AM-7:30 AM	Friday, October 18: 7:30 AM-2:00 PM

   
   Note: Security will be onsite overnight from Wednesday 8:00 PM to 6:30 AM and from Thursday evening to Friday morning.
   
   
3. When can we book our hotel accommodation at your preferred rate? 
   You can do so now. The deadline to register is while our limited supply lasts, which usually ends up being sometime in August. Reserve a room now
   
   
4. When do we select our booth on the trade show floor? 
   August/September. Booth selection is based on the order that you register. Priority goes to Platinum and Gold sponsors (a booth is included in their sponsorship), followed by double booths, then single booths.
   
   
5. How much does it cost to register additional colleagues to attend the trade show?
   Remember that with each booth, you receive a complimentary two-day meals package for one person, while double booths get two complimentary two-day meals packages.
   
   Should you still need to purchase meals for your colleagues you have these options:
   a.)  1-day meals package (keynote breakfast and lunch for either Thursday or Friday) is $110 + GST. 
   b.)  2-day meals package (includes breakfast and lunch for both Thursday and Friday) is $210 + GST.
   c.)  Should you decide that you would rather not purchase the meals package, you can simply go with the Name Badge Only* option for your colleagues, which acts as an Admission Badge onto the trade show floor. 
   
   Note: If you opt for the free Name Badge Only option, email me directly with your colleague’s full name, designation, and position using “Exhibitor Name Badge Only” in the subject line before October 3, 2019. 
   
   The above options allows your company to staff your booth accordingly with additional people for one-day or the two-day duration of the trade show. Deadline: Exhibitor delegate registrations and name badge requests are due by October 3, 2019.
   
   
6. When can I register my colleagues as additional exhibitor attendees to help at our booth?   
   Early September. An email with a private registration link will be sent to you so that you can register online and claim your complimentary 2-day meals package included with your booth. At this time, you may also register additional colleagues as exhibitor delegates if you would like to. Deadline: Exhibitor delegate registrations are due by October 3, 2019.
   
   
7. What is included in my booth?
   A single booth includes a complimentary 2-day meals package for one person, table, table skirt, 2 chairs, and one electrical outlet. A double booth gets twice the items as a single booth.
   
   
8. Is Wi-Fi included for exhibitors?
   Wi-Fi will be available to delegates throughout the conference. Should you require a dedicated wired connection, please contact Tim Verigin at tverigin@egbc.ca to arrange.
   
   
9. How big is the booth again?
   8 feet deep by 10 feet wide. The pipe and drape is 8 feet tall and the side wings are 3 feet tall. The drape is black in colour.
   
   
10. I need to order some extra materials for my booth.
    See the Exhibitor Downloads section of our Exhibitors webpage.
      
11. I need to ship my booth materials to the conference centre in advance, what do I do?
    The Delta Grand Okanagan Resort does NOT accept shipments!! For advanced shipping and warehousing, please download the “Exhibitor Info Package” document from the Exhibitor Downloads section of our Exhibitors webpage. 
    
    
12. Will there be security? 
    Yes, security will be onsite overnight from Wednesday 8:00 PM to 6:30 AM and from Thursday evening to Friday morning.
    
    
13. Are there any restrictions for prizes and alcohol at the booth?
    Some exhibitors like to encourage traffic at their booth by giving away prizes as part of a business card draw or similar. If your prize is alcohol, so long as you have the receipt with you and keep the bottle sealed, this is permitted. 
    
    
14. Where is your conference next year?
    For 2020, we will be in Victoria at the Victoria Conference Centre. The trade show happens on Thursday, October 15 to Friday, October 16, 2020.
    
    
15. I have a presentation that I would like to submit as a professional development seminar for your conference. Can I still do that? 
    Our Call for 2019 Presenters closed on February 25, 2019 and reopens in January of each year.
    
    PARKING
    
    
16. After we unload our booth materials, where do we park our cars?
    Extended parking in the loading dock is not permitted; the dock is for active loading and unloading only. Any vehicle left unattended at the dock is subject to removal by the hotel at the owner’s risk and expense. Located on the north side of the building, the hotel offers a self-service, three-level, Impark Parking Lot for $24 per day, or valet parking at the main entrance for $34 per day. Street parking and nearby surface lots are also available.
    
    
17. Where is the Loading Zone?
    The loading bay is located on the South end of the hotel. See map attached.   
    
    Here’s some additional information on the Loading Dock that would be helpful:
    
    The hotel loading dock is located on the south side of the building, in off of Water Street. The loading dock is a courtesy loading dock, meaning first come, first served. Reserved times for loading dock access are not accepted. Two loading bays are available with a dock height of approximately 4 feet. A hydraulic ramp on the loading dock will adjust to a wide variety of truck deck heights; however it does not extend all the way to the ground. Once on the loading dock, the hotel ballroom is on the same level. Extended parking in the loading dock is not permitted; the loading dock is for active loading and unloading only. Any vehicle left unattended at the loading dock is subject to removal by the hotel at the owner’s risk and expense. 
    
    The hotel does not have available dollies, carts, or other moving aids. During set up, operation and dismantling of the show, all common areas must be kept clear. This includes hallways, aisles, stairs, and ramps. Fire exits, hose cabinets, and pull stations must remain in clear sight and accessible at all times.
    
    
18. I noticed that the Okanagan Marathon is happening the same week as your conference. Will it interfere with anything? Road closures, accessing the Loading Zone, Taxis, etc. 
    Yes, there usually is some road closures for the duration of the race but there is still access to the hotel using detours and single lane access. The City of Kelowna will put out a notice for this but they have not done this yet as of July 30, 2019.