Canada Pavilion FAQ

The official call for applications is now closed! 

Frequently Asked Questions (FAQS) 

What are the timelines for the application and selection? 

  • March 18, 2019, 5 pm ET: Due to high demand, we are accelerating the application process for the Canada Pavilion at Women Deliver. As a result, the deadline has been moved up to Monday, March 18th at 5 pm ET. Applications received after this date will be placed on a waitlist. 
  • Mid-April: Approved applications notified
  • May: Waitlisted applicants notified of any available space/time slots
  • April – May: First come first serve basis to fill remaining spots

What are the available capacities?

  • Rounds: max capacity of 110 attendees (additional charge for furniture over 85)
  • Theatre: max capacity of  75 attendees
  • Reception: max capacity of 120 attendees (226 for events that begin after 6 pm)

Can you share the capacities and details of the event rooms being offered?

Uber Room (Mon – Fri):

  • Sit down, plated: 60
  • Sit down, buffet: 85 (110 with additional furniture rentals, cost range $200-$1000)
  • Reception: 120
  • Reception with Atrium: 225
  • Theatre style seating: 70-75 
  • AV: TV screens x 2 included + 12’ dropdown screen & projector (connect via HDMI compatible laptop)
  • Microphone 
  • Bar in room
  • Dance floor at extra cost ($200)

Wine Room (Sun – Fri):

  • Sit down, plated: 40 
  • Reception: 50
  • Theatre style seating: 360
  • TV Screen included
  • No microphones (not required due to the size of the room, but available at extra cost)
  • No bar in the room
  • No windows

Harbour Room (Sunday only):

  • Sit down, plated: 60
  • Sit down.buffet: 50 
  • Reception: 70
  • Theatre style seating: 50 
  • No screens or microphones included
  • Bar in room 
  • Room is rentable at an additional price as an extension of the Wine Room

Wine & Harbour (Sunday only, or at an additional charge):

  • Sit down, plated: 60. 
  • Sit down, buffet: 70
  • Reception: 120

Can you share photos of the rooms being offered?

  • Photos of the event spaces can be found at the end of this page. 

What are the dates that space is available?

  • Sunday, June 2nd – Friday, June 7th

What times are available for events?

Sunday:

  • Mid-afternoon 4:00 – 5:00 pm
  • Reception / Dinner 6 – 8 pm (can extend to 10 pm)

Mon – Thursday:

  • Breakfast 8:00 – 9:30 am
  • Mid-morning 10:30 – 11:30 am
  • Lunch 12:30 – 2:00 pm
  • Mid-afternoon 3:00 – 4:00 pm
  • Reception / Dinner 5:00 – 7:00 pm (can extend to 10 pm)

Friday: 

  • Breakfast 8:00 – 9:30 am
  • Mid-morning 10:00 – 11:00 am

Is there a charge for using this space?

  • There is no charge to use the space. However, there are charges for the following:
    • Any food or beverage orders
    • Any AV required in addition to what is provided in the room
    • Any furniture or décor in addition to what is in the room
    • Any furniture required to increase your sit-down dinner above 85 people 
    • Any signage or printing that you require
    • Any translation you require
    • There is the option to increase your room size for a cost of $500 to include an Atrium space (see room photos)
    • Additional onsite staff required for additional set-up, registration, etc. 
    • Any event management/logistics outside of the basic set-up. 
    • A cancellation fee of $500 if you cancel the event after the contract has been signed. 

Will CanWaCH provide event management services?

  • Yes, CanWaCH has partnered with a Vancouver based award-winning event production company, should you require event management services. If you have questions, please contact Emma Parston at emmacp@connectsevengroup.com. 

Who will get priority for this event space?

  • Priority will be given to CanWaCH Members and Women Deliver Mobilizers with preference given to applications with more than one CanWaCH Member and/or Women Deliver Mobilizer. 
  • In the selection process, CanWaCH and WDMC endeavour to ensure that the overall event programming and organizations selected to host events provide a balanced representation of the CanWaCH Membership and of Women Deliver Mobilizers. Consideration will be given to areas of focus, geographic location, Canada’s official languages and organization size. 
  • We will only accept applications from Canadian-based organizations however international organizations may apply if partnered with a Canadian organization. 

Who is responsible for the selection process?

  • There is a selection committee that is representative of CanWaCH Members and Women Deliver Mobilizers.

How far is the Pavilion from the conference space?

  • The Pavilion is located in the Steamworks venue, which is less than a 10 min walk from the Vancouver Convention Centre West building where the Women Deliver 2019 Conference is being held. 

What is provided at the venue? 

  • The room will be set up in either rounds, reception or theatre style (see floorplans).
  • See room details above to see what AV is included in each room. 

Can I order food and beverage?

  • You will be able to choose between curated menus depending on whether you are looking for snacks, reception, buffet etc., which are all pre-priced. You will be invoiced by CanWaCH for the cost of your food and beverage
  • You will have the option to enhance your menus further, if you wish, with the help of our event planning team (additional costs may apply). 
  • All food and beverage billing will be managed and billed through CanWaCH with the exception of alcohol purchases which will be billed directly to you and/or a cash bar. 

What can I bring into the space?

  • You can bring anything that is able to load in and out within 1 hour and that will fit within the space.
  • Longer load in and load out times will be considered on a case-by-case basis at an additional charge. 
  • All food and beverage must be ordered through the venue.

Will I have a private space?

  • Your space is private but set within a public restaurant. 
  • The entrance and check-in location for your guests is not private.

What other events are happening in the space?

  • All events are currently being scheduled but see FAQ #9 for further details on who will be given priority.

What will the check-in process be for my guests?

  • CanWaCH will have greeting staff who will be able to direct guests to either of the rooms within the Pavilion.
  • Anything required in addition to greeting staff such as registration and handing out name badges, etc., will be the responsibility of your team. These services can also be secured through our event planning team (additional costs may apply). 

Will CanWaCH and WDMC promote our event to their members and Mobilizers?

  • CanWaCH and WDMC will be happy to promote the events held at the Pavilion.

The official call for applications is now closed, please contact info@CanWaCH.ca to inquire about joining the waitlist for hosting an event at the Canada Pavilion. 


 

Steamworks Photo Gallery