Exhibitor Information
Date & Time
Fête de la Cocoa will be hosted by the Cocoa Research Centre (CRU) on 2nd – 3rd November 2012 at the following times:
Friday, 2nd November 9:00 am – 6:00 pm
Saturday, 3rd November 10:00 am - 6.00 pm
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/two tables in a minimum of 30 sq. foot space
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 atttend. School children from selected schools in the neighbourhood have been invited and are expected on Friday. All stakeholders of cocoa including cocoa farmers have been invited and many have been contacted directly. Based on The UWI campus population, we estimate 5000 persons on a given day.
Advertising
The event is being advertised on Facebook (http://facebook.com/cocoacentre), UWI Today magazine (available in 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 Program
Copies of the Final Program will be available at the exhibitor registration desk. Applications with company descriptions must be received by October 27th in order to be included in the Final Program.
Exhibit Opening/Hours
Friday November 2 11am - 6pm
Saturday November 3 10am - 6pm
The exhibit will be declared open at the end of the Opening Ceremony on November 2nd.
Installation
Thursday November 1st 8:00 pm
Friday November 2nd 7:00am - 9am
Dismantling
Friday 6:00 – 7:30pm
Saturday 6:00 – 7:30pm
Display Booths
Exhibitors will be provided with two (60” × 24”) tables, two chairs and (if needed) a double-panel hinged display board, with sections measuring 4 feet x 8 feet each. Exhibitors are responsible for the contents of the booth.
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:
Friday 8:00 am - 10:45am
Saturday 8:00 am - 9:30 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.
Vending
Exhibitors may sell products on both days of the exhibition. Exhibitors who are selling are required to contribute a small cover charge as follows to be paid in advance to the secretary, Mrs. Sophia Thompson:
$360 TTD for Exhibitors who will be present for both days
$200 TTD for Exhibitors who will only be present on one day
Please see Mrs. Thompson at the main office of CRU in Sir Frank Stockdale Building (North).
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. Please note that lunch will not be provided to exhibitors.
Trash bins will be placed in strategic locations within and around the auditorium. Washrooms are available on the southern end outside of the auditorium and in the Engineering Undercroft area.
Parking
Secured parking 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. CRU 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 CRU.
- 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 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 Spirit of Chocolate: Fête de la Cocoa will be monitored by exhibit management. Each exhibitor is granted nothing more than a terminable license to exhibit, subject to all the rules herein and the general control of CRU.
Related Pages
Exhibitor Registration | Innovations in Chocolate Cuisine | Press | Events | Facebook | Twitter | Reserve a Limited Edition ICGT Chocolate | Fête de la Cocoa
