Guidelines for Exhibitors
World Cocoa and Chocolate Day 2024 Expo
Benefits for confirmed exhibitors
Secure venue parking
Facebook advertising (discounted) for confirmed, registered exhibitors (For exhibitors confirmed by September 30th)
Priority placement in exhibit hall (For exhibitors registered by September 10th)
Waived registration cost for IICC (For exhibitors registered by September 10th)
Exhibitor Information
Date & Time
World Cocoa and Chocolate Day 2024 Expo will be hosted by the Cocoa Research Centre (CRC) in October, 2024.
(Sponsors & other collaborators TBA)
Exhibit Opening/Hours
Friday 10:00am – 6:00pm (Preview tour: 9:15 am)
Saturday 9:00am – 5:00pm
The exhibit will be declared open at the end of the special preview tour on Friday - by invitation only.
Dismantling allowed only on
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:
• Two tables (60 inches × 24 inches or 1.5 metres x 0.6 metres)
• Two chairs
• Two badges for exhibitors to gain access to the venue
• Venue parking access
All tables will be clothed for a uniform appearance.
Set up
Exhibitors will be able to set up during the following times:
Installation
Thursday (before expo) 4:00 pm - 5:45 pm
Friday (Day 1 of expo) 7:00 am - 8:00 am
Saturday (Day 2 of expo) 7:00 am - 8:00 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. Due to space limitations, only one table per booth may be allowed if bordered booths are installed.
Booth Supervision by Exhibitors
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 cover charge of (TBA) TTD per day to be paid in advance either to the secretary, Mrs. Sophia Boissiere or Ms. Antoinette Sankar.
• Booth fees are non-refundable after October 1st.
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.
The exhibit hall is air-conditioned. Power outlets will be made easily accessible, one per booth, free to exhibitors confirmed by September 20th - $50 per booth for all others.
Trash bins will be placed in strategic locations around the exhibit hall and monitored periodically.
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.
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 for a look back at the last expo, chek out the Facebook event page for World Cocoa and Chocolate Day 2023.
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 [email protected] .
Telephone contact: Antoinette 737-9084 796-2732
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. Exhibitors are especially asked to be very careful not to damage the floor of the exhibit hall to avoid liability.
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.
All exhibitor activities must be conducted within the exhibitor’s assigned space.
No exhibitor is permitted to enter another exhibitor’s booth without prior permission by that exhibitor.
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.
Distracting sound and lighting devices are not permitted.
Canvassing or distributing advertising matter outside the exhibitor’s own space is not permitted. Solicitation of business, except by exhibiting firms, is not permitted.
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.
For safety reasons, smoking is prohibited in the exhibit hall, 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 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.
WCCD = World Cocoa and Chocolate Day - background
WCCD Expo was pioneered by Cocoa Research Centre, UWI (CRC-UWI) in 2011 and has continued annually (except in 2014 and during the pandemic) 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: https://trello.com/c/hjR49F9d
General Mailing list sign up: https://cocoaresearchcentre.ck.page/
Exhibitor mailing list: https://cocoaresearchcentre.ck.page/exhibit
Payments
Exhibitor fees can be paid by cash or cheque payable to Cocoa Research Centre, The UWI. All payments must be made to Antoinette or Sophia in CRC office in Sir Frank Stockdale Building (North wing, ground floor) at The UWI, St. Augustine campus,
The Sir Frank Stockdale Building is just a few footsteps south of the main administration building.
Promotional posts on Facebook event page
Self-promo example: https://www.facebook.com/events/197254577596699/permalink/238519493470207/
CRC promo example: https://www.facebook.com/events/197254577596699/permalink/230438727611617/
All exhibitors who are confirmed (confirmation is complete upon payment) by September 15th 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, please contact us to discuss.
Exhibitors are also encouraged to share the event on their company pages to help raise awareness and bring in more attendees and in particular remind all persons of the new venue!
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