Exhibitor Information

World Cocoa and Chocolate Day 2017 - Cocoa Research Centre, The UWI

Date & Time
World Cocoa and Chocolate Day 2017 expo will be hosted by the Cocoa Research Centre (CRC) on October 6-7, 2017 from approximately 10:00am to 6:00pm beginning with an Official Tour of exhibits by dignitaries including specially invited guests to the Opening Ceremony.

Venue
Exhibitors will be accommodated either within the JFK auditorium or in its vicinity at The University of the West Indies, St. Augustine Campus.  The JFK auditorium is air-conditioned. Priority access will be given to chocolatiers and food vendors. Please see The UWI map for the location of the JFK Auditorium.

Registration
Discounts off the registration fee will be available for exhibitors who are chocolatiers, cocoa entrepreneurs, cocoa farmers, pending receipt of sponsorship for the event. Exhibitors who are interested in exhibiting are kindly asked to fill the following online form if you have not already done so. This helps us to properly plan the exhibition. If you have further queries please contact us by telephone or e-mail.

Space
Space allocated for chocolate and chocolate food items will be inside the JFK Auditorium. Size of the space allocated per booth: one table in a minimum of 30 sq. foot space. Further charges will apply for additional space or tables or special requests.

Target Audience
The exhibition is open to the public and will attract persons of various ages from school children to seniors. The University community (5, 800 staff and 47,000 students) will be invited to attend. School children from selected schools will also be invited. All stakeholders of the cocoa industry including cocoa farmers have been invited and many have been contacted directly. Based on The UWI campus population, we estimate at least 5000 persons over the course of the two days.

Free taste samples are a great way to attract traffic to your booth. There will be an MC with a roving microphone that you can use to announce the time when you will be giving out free samples. You are advised to stagger your free sample giveaways, perhaps on an hourly basis so that you can have product to last throughout your intended time of exhibition. Early registration will ensure your company will be listed early on the CRC official website and you may also advertise on social media to encourage attendance to your booth at the event to ensure a successful presence.

Advertising
The event will be advertised on Facebook (http://facebook.com/cocoacentre), Instagram (http://instagram.com/cocoacentre), in the feature events of the daily newspapers, on television, and on radio. Community based organisations as well as stakeholder organisations and institutions will be invited directly.

Event Brochure
Copies of the Event Brochure will be available at the exhibitor registration desk. Applications with company descriptions and payment must be received by September 15th in order to be included in the Event Brochure.

Exhibit Opening/Hours

Friday October 6th                        10:00am - 6:00pm
Saturday October 7th                        9:30am - 5:00pm

The exhibit will be declared open at the end of the Opening Ceremony on October 6th, followed by a tour of dignitaries before opening to the general public.

Installation

Thursday October 5th           7:00 pm - 9:00 pm
Friday October 6th               7:00 am - 8:00 am

Dismantling

Saturday October 7th                  5:30 – 6:30pm

Friday October 6th (if necessary)  6:00 – 7:00pm

 

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

  • one table (60 inches × 24 inches or 1.5 metres x 0.6 metres),
  • two chairs
  • Table cloth, skirt, two chairs (additional chairs by request)

Booth Selection
All booths will be assigned on a first-come, first-served basis, with consideration given to the first 10 exhibitors registered or confirmed with a payment.

Set up
Exhibitors will be able to set up during the following times:

Thursday           7:00 pm - 9:00pm

Friday               7:00 am - 8:00 am

Exhibitors who need access to drive through the Engineering gate nearest to JFK Auditorium must submit their vehicle license plate numbers as soon as possible to be added to the list of approved vehicles that will be allowed access to the gate during setup times.

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 (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 us with a list of names.

Registration Fee
CRC will subsidise registration fees (partial discount) for local chocolatiers, farmers and cocoa entrepreneurs, once sponsorship funding is received. All exhibitors are kindly requested to RSVP (as going) the WCCD event page to qualify for any discounts.

Scan this QR code on your mobile phone to visit the WCCD 2017 event page

Exhibitors may sell products at the exhibition. All exhibitors are required to contribute a small cover charge of $700 TTD for the first day (additional cost for the second day is less) to be paid in advance either to the secretary, Mrs. Sophia Boissiere or Mr. Damian Wilson. Exhibitors who plan to sell items or offer services requiring payment or distribute coupons (for less than 100% off) for future service are required to pay an additional flat fee of $300 in addition to the booth cover charge. Early bird registration discount of $200 off applies for exhibitors registering before July 31st, 2017. Payment must be made by September 15th, to claim the Early Bird registration discount. Invoices for payment will be sent to the email address submitted through the registration form. Late registration/Late payment fee of $300 (in addition to exhibitor booth fee) will apply after September 30th, 2017. Booth fees are non-refundable after September 30th, 2017.

Exhibitors who contribute a tangible prize for the event in excess of $500 will receive a discount off the registration fee (if paying in advance) and will be acknowledged on this website and on the CRC official Facebook page. Exhibitors will be invoiced for the discounted amount if donations that are not delivered on or before WCCD expo days. Kindly note: Offer of memberships or coupons for discounts less than 100% do not qualify as a tangible prize. Discounts will only apply for exhibitors paying in advance. All other exhibitor cash donations (or prizes such as gift vouchers that can be used to obtain tangible product items without spending additional money) below the value of $500 will be acknowledged on this website.

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

Exhibitors who require an additional table or additional space will need to pay $500 extra as space will be very limited within the Auditorium. Up to two additional chairs will be provided free upon request. Additional chairs will be available on a first-come, first-served basis.

Amenities
The JFK auditorium is air-conditioned and power outlets are easily accessible near the concrete columns.
There are food outlets, a bakery and a drug store within walking distance of the auditorium. There is also an ATM located just east of the auditorium, near The UWI food court.

Please note that lunch will not be provided to exhibitors unless we are able to secure funding.

Trash bins will be placed in strategic locations around the auditorium. Washrooms are available on the southern end outside of the auditorium and in the Engineering Undercroft area. Please make every attempt to recycle plastic materials using the bins available on Campus.

Parking
Secured parking is available on campus.

Contact Information
For general information and updates to the exhibition, please check this page or visit our Facebook page at http://facebook.com/cocoacentre.

E-mail enquiries should be directed to the webmaster Ms. Antoinette Sankar at info@cocoacentre.com.

During office hours: 8:00 am – 5:00 pm, telephone: 662-8788 or 662-2002 extension 82115, 82178, 83331.

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. Be mindful of basic common sense, and safety guidelines at all times and apply these guidelines to your booth activities. If unsure, please consult a Safety Rep from CRC.
  2. 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 auditorium or other exhibit area, in which event it is agreed there will be no refund from CRC.
  3. All exhibitor activities must be conducted within the exhibitor’s assigned space.
  4. No exhibitor is permitted to enter another exhibitor’s booth without permission by that exhibitor.
  5. Distracting sound and lighting devices 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 J.F.K. auditorium, including during times of setup and dismantling.

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 2017 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.

Related Pages

Exhibitor Registration | Innovations in Chocolate Cuisine | Press | Events | Facebook | Twitter | RSVP | World Cocoa and Chocolate Day 2016