2016 BCWF AGM & Convention Vancouver Island Convention Centre 101 Gordon Street Nanaimo, BC Registration Package Hosted by
April 21-23, 2016, Nanaimo B.C. GENERAL INFORMATION The 2016 AGM & Convention is guaranteed to be informative, exciting and action packed with a variety of guest speakers and presenters. Keep an eye on our website for agenda updates as we receive confirmations from our invited guests. www.bcwf.bc.ca. Early Bird Registration: Will be accepted up to March 11 th, 2016 by all methods of delivery with full payment Registration Deadline: is April 8 rd, 2016. Confirmation of payment will be sent upon receipt of registration form. Cancellation Policy: If written cancellation of registration is received by the BCWF office 45 days prior to AGM and Convention date, a full refund will be issued. Cancellation received 15 45 days prior will have a $35.00 administration fee deducted from the refund. No refund will be issued less than 15 days prior to the AGM except in the case of a proven emergency. Registrants who do not attend and have not cancelled 15 days in advance will forfeit the full registration fee. Evening Events this year: Thursday Meet & Greet Reception Friday Club Night Hosted by and at Nanaimo Fish & Game Protective Association Saturday - Awards Gala Dinner @ Vancouver Island Convention Center On-Site Conference Registration Desk Hours: Thursday April 21 st 2:00pm 6:00pm @ Vancouver Island Convention Centre Friday April 22 nd 7:30am 5:00pm @ Vancouver Island Convention Centre Saturday April 23 rd 7:30am 12:00 noon @ Vancouver Island Convention Centre
Accommodations are not included with registration. AGM Delegates may arrange their own accommodation or take advantage of SPECIAL BCWF ROOM RATES at the Best Western Dorchester Inn and the Coast Bastion Hotel. Special rates for the BCWF Delegates are: Best Western Dorchester Inn: 70 Church Street Single/Double City View - $109 Single/Double Harbour View - $119 ACCOMODATIONS From 3 rd occupant, there will be a $10 additional charge up to a 4 person maximum. Applicable taxes (5% GST, 10% Provincial Hotel Room tax and) are extra Group Name: BC Wild Federation Call Toll Free: 1-800-661-2449 - mention Group Name and Date Hotel Direct Line: 1-250-754-6835 Booking and Special Rate deadline: March 21 st, 2016 @ Best Western Dorchester Inn. Rooms and rates are based on availability. Coast Bastion Hotel: 11 Bastian Street Comfort Two Double Beds - $119 Superior Two Double Beds - $134 Superior One Queen Bed - $134 Premium, One King Bed - $149 From 3 rd occupant, there will be a $10 additional charge up to a 4 person maximum. Applicable taxes (5% GST, 10% Provincial Hotel Room tax and) are extra. Booking and Special Rate deadline: March 18 th, 2016 @ Coast Bastion Hotel Rooms and rates are based on availability. Coast Bastion Hotel Group Code: CBI-GFC 14990 Call Toll Free: 1-800-663-1144 Hotel Direct Line: 1-250-753-6601 Please contact the BCWF office for further information at 1-888-881-2293 ext. 221.
Sponsorship Levels & Benefits Sponsor Benefits Platinum $7,500+ Gold $5,000 Silver $2,500 Bronze $1,500 Delegate Bag Sponsor $1000 Recognition on all promotional materials Recognition on BCWF Convention Webpage Recognition in Thank-You Advertisements Recognition in BCWF Newsletter (circulated to over 40,000 members) Logo and Name Logo and Name Logo and Name Logo and Name Logo Logo Name Name Logo Logo Name Name Logo Logo Name Name Logo Logo Name Name Complimentary Full Convention Registrations, including Saturday Night Awards Gala 2 1 1 Recognition on PowerPoint Screens and by MC during convention Advertisement in Convention Program Full Page Half Page Quarter Page Opportunity to include promotional material in Delegate packages Complimentary Exhibitor s Booth (Space only) Opportunity to bring greetings from your organization to delegates during convention Banner Advertisement on BCWF webpage Framed Artist of the Year print Logo Recognition on Delegate Bags (300) Framed Art Card Acknowledged in next year s Annual Report
2016 Sponsorship & Exhibitor Application Form Company Name Contact Name Mailing Address City/ Prov./ Postal Code Email Address Please check the sponsorship option(s) you would like: Type of Contribution Description Amount Sponsorship Platinum Sponsorship $ 7,500+ Indicate Choice Sponsorship Gold Sponsorship $ 5,000 Sponsorship Silver Sponsorship $ 2,500 Sponsorship Bronze Sponsorship $ 1,500 Sponsorship Delegate Bag Sponsor Only one available $ 1,000 Exhibit Space Exhibit Space A Exhibit Space s include 6 foot skirted table and 1 chair Do you require access to power? Includes access to conference sessions, breakfast & lunch (Fri. & Sat. for 1 Person) Evening Event Tickets must be purchased separately. Yes No $ 500 Exhibit Space B Does not include access to conference sessions, breakfast or lunch $ 250 Please complete and submit by April 1, 2016 according to the following instructions: MAIL: BC Wildlife Federation, 101 9706 188 th Street, Surrey, BC V4N 3M2 FAX: 1.604.882.9933 E-MAIL: Total: Please fill out the form and submit by email to dev_coordinator@bcwf.bc.ca Payment: Please send invoice for payment Cheque or Money Order (made payable to BC Wildlife Federation) Credit Card Cardholders Name Card Number Card Expiry Date Signature
April 21-23, 2016, Nanaimo B.C. Vancouver Island Convention Centre - Nanaimo, BC 2 DAY REGISTRATION Registration Fee: By March 11, 2016* - $300.00 (Early Bird) After March 11, 2016 - $350.00 Includes: Thursday Evening Meet & Greet Ticket 2 Breakfast Tickets (Friday & Saturday) 2 Lunch Tickets (Friday & Saturday) Friday Evening Club Night Ticket: Hosted by Nanaimo Fish & Game Protective Association 1 Awards Gala Banquet Ticket (Saturday Evening) Access to business sessions, workshops, speakers, panels etc. 1 DAY REGISTRATION Registration Fee: $125 Includes: 1 Breakfast Ticket 1 Lunch Ticket Access to business sessions, workshops, speakers, panels etc. ** Note: Evening Event Tickets are not included in 1 Day Registration Fee. Must be purchased separately. Purchase Additional Evening Event Tickets: Thursday Meet & Greet: Free Friday Club Night: $25.00 per ticket Saturday Awards Gala Banquet: $50.00 per ticket YOUTH PROGRAM: Youth Program included with the Youth Delegate Registration fee. Includes: Access to activities organized by the Youth Program Committee and AGM business sessions including all breakfast, lunch and evening events. SPOUSAL PROGRAM: Spousal Program Registration fee: $60.00 per day (Friday & Saturday) Includes: Local tours, activities, lunch and transportation during duration of spousal program. *Complete paid registrations must be received by March 11, 2016 to receive the early bird discount. All other registrations must be submitted by April 8, 2016. Cancellation Policy: If written cancellation of registration is received by the BCWF office 45 days prior to AGM and Convention date, a full refund will be issued. Cancellation received 15 45 days prior will have a $35.00 administration fee deducted from the refund. No refund will be issued less than 15 days prior to the AGM except in the case of a proven emergency. Registrants who do not attend and have not cancelled 15 days in advance will forfeit the full registration fee. Accommodation is NOT included in registration. Registrants are responsible for arranging their own accommodations. Visit www.bcwf.bc.ca for more AGM-related information
Mail payments and registration forms to BC Wildlife Federation 101-9706 188 th Street, Surrey, BC V4N 3M2 Phone: 604-882-9988 TF: 1-888-881-2293 Fax: 604-882-9933 REGISTRANT CONTACT INFORMATION Please complete one form per registrant Name: Title: Club/Assoc./Co.: Address: City: Province: Postal Code: Telephone: E-Mail (for AGM updates): REGISTRATION CATEGORIES (Please check one.) Board Committee Chair Past President Honorary Life Member Life Member Regional Voting Delegate CHOICES Registration Packages Regional Youth Voting Delegate Club Voting Delegate Club Non-Voting Delegate Youth Non-Voting Delegate Direct Member Voting Delegate Direct Member Non-Voting Delegate Price 2-day registration $300.00 (before March 11/16) $350.00 (after March 11/16) Club Alternate Exhibitor Speaker Sponsor Other: Spouse / Guest of Selection (Tick One) Subtotal 1-day registration (Does not include any evening event ticket) $125.00 Fri. or Sat. Youth Delegate Registration (Please Complete Attached Youth Program Form) Spousal Program Registration $175.00 $120.00 2 days $60.00 - One day Fri. or Sat. Additional Evening Event Tickets Price Quantity Subtotal Friday Club Night $25.00 Saturday Awards Banquet $50.00 PAYMENT (Payable to B.C. Wildlife Federation) Cheque Enclosed Visa MasterCardAMEX TOTAL Credit Card Number: Expiry Date: / Cardholder Name: Signature:
AGM Youth Program Consent Form All youth must complete a Youth Program Consent Form along with the AGM & Convention Registration Form. (Keep forms together please). Parents, (if not attending) be advised that an On- Site Guardian must be designated for your youth to attend the BCWF AGM & Convention. Registrant Information: Last Name: First Name Address: City: Postal Code: Home Telephone: Cell Phone: Email: Parent/Guardian: On-Site Guardian: Medical Information: Date of Birth: / / BC Medical Number: (year) (month) (day) Emergency Contact (Non-parent): Emergency Contact Telephone: (Home) Emergency Contact Telephone: (Mobile/Other) Medical History (i.e. diseases, illnesses, surgeries, conditions): Allergies, Medications & Reactions (i.e. Describe condition, prescribed treatment, dosage, frequency, possible side-effects, food & beverages to avoid) By signing below, the parent/guardian of the youth registered herein provides the supervising authority of this youth with the right to seek emergency medical treatment for this youth, if and when required. The parent/ guardian willingly accept responsibility for any fees incurred in the medical treatment of this youth. Parent/ Guardian Signature
Youth Behavior Code of Conduct Parents, please be advised that the BCWF Youth Program Coordinators are program facilitators responsible for the safety and well-being of your youth throughout the scheduled hours of the BCWF AGM Youth program. During non-scheduled hours, it is the person you designate as On-Site Guardian who is responsible for your youth s safety and well-being. Your youth is ultimately responsible for his/her own behavior and, as such, is expected to comply with the following: 1. All youths must be accompanied by an adult who is to act as his/her on-site guardian and the conference. This guardian is ultimately legally responsible for the behavior and well-being of this youth during nonscheduled hours throughout the BCWF AGM & Convention. 2. All youths are expected to act in a polite, professional, respectful and responsible manner and are expected to take direction from the both the Youth Program Coordinators and their On-Site Guardians. 3. Consumption of alcohol and/or any illegal substances by a youth will result in the immediate removal of the said youth from the BCWF AGM & Convention as result of illegal possession of alcohol or narcotic, a youth, and his/her on-site guardian, can be held legally responsible as determined by the authorities. 4. Youths are to respect the neighbours and keep noise in their rooms to a minimum after ten o clock PM. ONE warning will be provided before serious intervention is undertaken, extreme cases resulting in convention expulsion. 5. If a youth is removed from the AGM & Convention because of a serious infraction of the Youth Behavior Code, it will be the responsibility of the On-Site Guardian to ensure that the youth is sent home and safely arrives at his/her destination. 6. No refunds on registration are given to the parent/guardian or to the youth that is removed from the convention. By signing below, the BCWF Youth Delegate registered herein, agrees to abide by the rules of the Youth Behavior Code, and acknowledges that failure to comply may result in removal from the convention. BCWF Youth Delegate Signature By signing below, the parent or On-Site Guardian registered herein, agrees to accept responsibility for the behavior and well-being of this youth throughout the BCWF AGM & Convention, and accepts responsibility for ensuring the youth s safe arrival home in the event that he/she is removed from the convention. Parent or On-Site Guardian Signature Youth Participation Waiver I, the applicant, on behalf of myself, members of my family, my heirs, administrators and assigns, hereby forever release, discharge and hold harmless the B.C. Wildlife Federation (BCWF), its sponsors, organizers, volunteers, representatives and agents for any injury, loss or damage to my person or property howsoever caused, arising out of or in connection with my participation in any of the 2014 BCWF AGM & Convention and the Youth Program activities whatsoever, being held on or off location during the convention, April 9-12, 2014. It is EXPRESSLY UNDERSTOOD by the undersigned that this Program is entered into at the sole risk of the undersigned and that all Organizers of the BCWF AGM & Convention are exempt from any liability for any and all damages sustained and any and all injury and loss including personal and property loss arising from any cause whatsoever, including negligence. Youth Signature Parent or Guardian Signature Date Print Name
BC Wildlife Federation AGM & Convention FUNDRAISER DONATION AGREEMENT Thank you for your generous support! Item Donated: Value* (stated by Donor): $ Will you be providing: (Check One) An item Gift Certificate Cash Conditions/Restrictions/Dates of Use: How would you like your item described? Please provide a short description: NOTE: For display purposes and to best present your donation, please also provide us with brochures and / or other promotional materials. Donor Information: Name you want to appear as the donor : Donor Name (if different than above): Company: Address: City: Province: Postal Code: Telephone: Fax: E-mail: Delivery Information: Contact person: Telephone: Fax: E-mail: Please Check One: To Be Delivered Items Enclosed To Be Picked Up Receipt Required*: Yes No Donation Agreement: The Donor hereby agrees to donate the above item to the BCWF by or before the date as mutually agreed. The BCWF reserves the right to refuse or return any item to the Donor prior to its fundraiser, in accordance with the BCWF gift acceptance policy, in which case, this agreement will be cancelled. Name of Donor (Please Print): Signature: *All in-kind donations valued at $1000 or more need an official written verification of the value (i.e. sales flyer, advertisement, appraisal certificate, etc.). BCWF 101 9706 188 Street Surrey, BC V4N 3M2 www.bcwf.bc.ca 1-888-881-2293
CAVALCADE OF DONATIONS Each year many of the BC Wildlife Federation Clubs and Members graciously donate funds to the BCWF at the AGM & Convention. Should you wish to have your donation acknowledged during the AGM, please indicate in the box below. Please complete this form and mail with your donation by before April 8, 2016, all donations received by this date will be acknowledged in various convention materials. Alternatively, you may bring this form and your donation with you to the AGM Registration desk. Name / Club Address City Prov. Postal Code Phone E-mail DONATION INFORMATION Please accept my donation in the amount of: $ and direct it to the following program area: (Please mark the box next to your choice and indicate the portion of your total investment you are directing to each category as applicable) $ BCWF AGM $ BCWF Resident Priority Fund $ BCWF Programs (Artist of the Year, Becoming an Outdoor Woman (BOW), Fishing Forever, National Archery in the Schools Program (NASP), Outdoor Passport, Wetlands, Wilderness Watch, Youth Program Go Wild- Youth for Conservation) (Indicate program(s) of choice if desired) $ Other Please acknowledge my/our donation during the Cavalcade of Donations announcements at the AGM Please send me a charitable donation tax receipt (applicable only for donations made by individuals, not clubs) Payment Method (Payable to the BC Wildlife Federation) Cheque Enclosed Visa MasterCardAMEX Credit Card Number: Expiry Date: / Cardholder Name: Signature: Date: BCWF 101 9706 188 Street Surrey, BC V4N 3M2 www.bcwf.bc.ca 1-888-881-2293