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World Cocoa and Chocolate Day 2019 Expo and Inbound Trade Mission: Exhibitor Information

Register now! Visit https://bit.ly/exhibit4wccd or http://bit.ly/register4wccd

Date & Time
World Cocoa and Chocolate Day 2019 Expo will be hosted by the Cocoa Research Centre (CRC) on October 4 & 5, 2019. This year’s expo is a joint collaboration with the IMPACTT project.

Exhibit Opening/Hours  
Friday 9:00am – 6:00pm
Saturday 9:00am – 6:00pm

 

Dismantling  
Friday             6:00 – 7:30pm (if only one day)
Saturday       6:00 – 7:30pm

Display Booths
Exhibitors are responsible for the contents of their booths. Exhibitors will be provided with the following:

  • One table (2 feet x6 feet); clothed
  • Two chairs
  • Venue parking access
  • Facebook event promo (https://bit.ly/wccd8

Set up
Exhibitors will be able to set up during the following times (pending confirmation):

  Installation times
Thursday (before expo) 12:00 pm - 3:45 pm
Friday (for Saturday-only exhibitors) 6:00 pm - 7:00pm
Saturday (Day 2 of expo) 7:00 am - 8:30 am

Booth Layout and display
Please consider the table arrangement, flow of traffic, the display area available for easy viewing and your fellow exhibitors in designing your booth displays. If you reserve an additional table, the tables must be placed at right angles (L configuration or any other configuration that uses the smallest space) to conserve space.

Booth Supervision
Exhibitors are kindly asked to ensure that they have someone to man the booths at all times. When filling out the registration form, please provide a list of names to be used to prepare Exhibitor badges.

Registration Fee

All exhibitors are required to contribute a small cover charge of $1000 TTD per day (or $1500 for two days) to be paid in advance either to the secretary, Mrs. Sophia Boissiere or Ms. Antoinette Sankar. 

•    Late registration fee of $200 (in addition to exhibitor booth fee) will apply after September 20th, 2019 – also applies to exhibitors who have not yet paid their booth fee – please email or call if you will have a challenge to make the deadline. 
•    Booth fees are non-refundable after September 15th, 2019. After September 15th, an additional fee will be added for late payments.

Please see Mrs. Sophia Boissiere at the main office of CRC in Sir Frank Stockdale Building (North) or Ms. Antoinette Sankar to make your booth payment. Accepted forms of payment: cash or a cheque made out to Cocoa Research Centre, The UWI.

Amenities
The venue is air-conditioned. Power outlets will be made easily accessible, one per booth.
One lunch will be provided per registered exhibitor. Additional lunches will needed to be pre-ordered at an additional cost.
Trash bins will be placed in strategic locations around the exhibit hall. Washrooms are available to the left side after exiting the hall.

Parking
Secured parking is available to exhibitors, one spot per exhibitor. Exhibitors who do not submit their vehicle numbers may have to use publicly accessible parking and unable to access the entrance close to the auditorium for off-loading of their exhibit. 

Contact Information
For general information and updates to the exhibition, please check the CRC booth in the centre of the exhibit hall or visit our Facebook page at http://facebook.com/cocoacentre and the Facebook event page for World Cocoa and Chocolate Day 2019.
E-mail enquiries (which may not be answered in a timely manner on the week of the exhibition) should be directed to the webmaster Ms. Antoinette Sankar at info@cocoacentre.com.
Telephone contact: Antoinette 737-9084, Romina 383-8083. 

Disclaimer
Exhibitors are responsible for their activities and should actively seek to avoid any incidents that may result in damage to persons or property. CRC and The UWI will not be held responsible or liable for any compensation, injuries or damages.
  
Rules 

  1. Unethical conduct or infraction of the Rules by an exhibitor or its representative will subject the exhibitor and/or its representative to removal from the venue or other exhibit area, in which event it is agreed there will be no refund from CRC.
  2. All exhibitor activities must be conducted within the exhibitor’s assigned space.
  3. No exhibitor is permitted to enter another exhibitor’s booth without prior permission by that exhibitor.
  4. Exhibitors are kindly asked to respect the space left for flow of traffic through the expo and shall not leave any items that will obstruct the flow of persons or create physical hazards for attendees or anyone else including other exhibitors. All items belonging to exhibitors should be confined to the space allocated in their booth.
  5. Distracting sound and lighting devices or smells that permeate beyond your booth space are not permitted.
  6. Canvassing or distributing advertising matter outside the exhibitor’s own space is not permitted. Solicitation of business, except by exhibiting firms, is not permitted.
  7. Nothing shall be posted on, tacked, nailed, screwed, or otherwise attached to columns, walls, floors, or other parts of the building or furniture. Any booth cost required for the protection of the building, equipment, or furniture will be at the expense of the exhibitor. 
  8. For safety reasons, smoking is prohibited in the exhibit hall, including during times of setup and dismantling.
  9. Cooking of any kind is prohibited in the venue.
  10. No prices must be displayed on products per venue rules.

Enforcement of Rules
By applying for an exhibit space, an exhibitor agrees to adhere to all conditions and regulations outlined in this prospectus. Conformity to these rules and regulations for the World Cocoa and Chocolate Day 2019 celebration will be monitored by exhibit management. Each exhibitor is granted nothing more than a terminable licence to exhibit, subject to all the rules herein and the general control of CRC.

Payments
Exhibitor fees can be paid by cash or cheque payable to Cocoa Research Centre, The UWI. All payments must be made to CRC office in Sir Frank Stockdale Building (North wing, ground floor) at The UWI, St. Augustine campus.

Exhibitor benefits

  • Display booth (described above)
  • Two exhibitor badges
  • One parking pass (to be able to access the venue for off-loading and also to park in designated areas reserved for WCCD exhibitors and guests)
  • Secure venue parking
  • Opening ceremony and reception passes (For exhibitors confirmed by September 20th)
  • B2B meeting access
  • B2B training access (For exhibitors confirmed by September 15th)
  • Expo passes (For exhibitors confirmed by September 15th)
  • Free lunch for 1 person (opportunity to order additional lunches up to for exhibitors confirmed by September 25th)
  • Expo passes (For exhibitors confirmed by September 20th)
  • Special discounted Hyatt room rate (if applicable) (For exhibitors confirmed by September 20th)
  • Discount off Chocolate Demo admission cost (For exhibitors confirmed by September 15th)
  • Facebook advertising for confirmed, registered exhibitors (For exhibitors confirmed by September 20th)
  • B2B booklet feature discount (For exhibitors confirmed by September 15th)
  • Priority placement in exhibit hall (For exhibitors confirmed by September 10th)
  • Waived registration cost for IICC (For exhibitors confirmed by September 13th) 
  • Free inclusion in Agrotourism tour sign up listing (For exhibitors confirmed by September 15th)

Promotional posts on Facebook event page

All confirmed exhibitors (confirmation with payment) will be featured on the CRC event page - you can choose to do the promo yourself or let CRC staff come up with the promo message. If you wish to have more than one promo message, we can discuss options.
Exhibitors are also encouraged to share the event on their company pages to help raise awareness and attract more attendees.

Important dates

Early bird registration ends (for some exhibitor benefits): September 10th, 2019

Late registration begins: September 15th, 2019

Late payment fee due after: September 20th, 2019

World Cocoa and Chocolate Day - background

WCCD Expo was pioneered by Cocoa Research Centre, UWI (CRC-UWI) in 2011 and has continued annually (since 2015) as a showcase for the trailblazers who are paving the way for the revitalisation of cocoa in Trinidad and Tobago and the region.

See also: WCCD general infoWCCD beginning | Mailing list sign up

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