All Things Cocoa ~ Exhibitor Information
Date & Time
World Cocoa and Chocolate Day 2013 (Theme: All Things Cocoa) will be hosted by the Cocoa Research Centre (CRC) on October 1st, 2013 from 10:00am to 6:00pm
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
Exhibitors who are interested in exhibiting are kindly asked to fill the following online form. 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 (750 staff and 19,000 students) have also been invited to attend. School children from selected schools in the neighbourhood have been 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 day.
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.
Advertising
The event will be advertised in conjunction with The UWI Research Expo 2013, on Facebook (http://facebook.com/cocoacentre) UWI Today magazine (available in the Sunday Guardian), 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.
Final Programme
Copies of the Final Programem will be available at the exhibitor registration desk. Applications with company descriptions must be received by September 10th in order to be included in the Final Programme.
Exhibit Opening/Hours
Tuesday October 1 10am - 6pm
The exhibit will be declared open at the end of the Opening Ceremony on October 1st.
Installation
Monday September 30th 12:00 pm - 4:00 pm
Tuesday October 1st 7:00 am - 8:30 am
Dismantling
Tuesday October 1st 6:00 – 7:30pm
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
- If requested (and available) a double-panel hinged display board, with panels measuring 4 feet x 8 feet (1.2m x 2.4m) each will be provided on a first come, first served basis. These boards may only be mounted against the wall of the JFK Auditorium (thus as a backdrop for your booth) and are to be used for posters or other printed material. A background cloth material is recommended to cover the board.
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.
Set up
Exhibitors will be able to set up during the following times:
Monday 10:00 am - 3:45pm
Tuesday 7:00 am - 8:30 am
Booth Layout and display
Please consider the table arrangement, flow of traffic and the display area available for easy viewing.
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 to be used to prepare Exhibitor badges.
Registration Fee
Exhibitors may sell products at the exhibition. All exhibitors are required to contribute a small cover charge of $300 TTD to be paid in advance to the secretary of CRC, Mrs. Sophia Thompson-Boissiere.
Please see Mrs. Thompson-Boissiere at the main office of CRC in Sir Frank Stockdale Building (North). Accepted forms of payment: cash or a cheque made out to Cocoa Research Centre (Attention: All Things Cocoa).
Exhibitors who require an additional table will need to pay $50 extra. Additional chairs will be provided free upon request and payment for additional table.
Amenities
The JFK auditorium is air-conditioned and power outlets are easily accessible near concrete columns.
There are food outlets 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.
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.
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
- 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 permission by that exhibitor.
- 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 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 2013 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 | Reserve an ICGT Chocolate Bar | World Cocoa and Chocolate Day 2013
