What are the hours of operation?

Hours of operation at the Whistler Conference Center are from 7:00 am to 12:00 am, 365 days a year. If you require access to the facility beyond those hours please contact Building Operations at 604.698.0697.

Do I need to insure my meeting space?

All customers who host meetings in the WCC need to insure the facility for the duration of their meeting. Similar to a renter’s tenants’ policy, it makes the meeting planner legally liable for anything that occurs in the space they have contracted at WCC and removes liability from Tourism Whistler.

Are there any additional taxes?

F&B (non-alc): 17% grat + 5% GST
Alcohol: 17% grat + 5% GST + 10%
Liquor Tax Décor (AV, Poster boards, power, internet): 5%GST + 7% PST
Labour: 5% GST

The customer is responsible for any extraordinary cleaning or damages to the premises by their guests, agents or independent contractors.

The catering department will prepare and set for 5% above the guaranteed number to a maximum of 30 meals.

What are the largest and smallest events the WCC can accommodate?

We are pleased to provide superb attention and service to any event: 10 people to 1,600. From board meetings to gala balls and everything in between, WCC is your answer for the right room, the right catering and the right people. You can expect flawless execution and special touches to make your event carefree and memorable, both for planners and guests.

What kinds of services does the WCC provide?

WCC in-house services, combined with our official suppliers, make one-stop shopping smooth and hassle-free. We assign a designated CSM for each and every event at WCC. This person will attend to all the details of your event, large or small.

Our in-house services include:

• Audio-visual supplies and services
• Food and beverage
• Coat check
• Floor management
• Cleaning (complimentary for meeting rooms, common areas, and restrooms)
• Telecommunication
• Visitor information office
• Fax and photocopy services

Technology Services:

• High-speed Internet access
• Wireless Internet access
• Wired and wireless data networks
• Analog lines
• Telephone sets, fax machines, Polycomm conference units
• On-site technical support

For rates on any of the above services, please contact your Conference Services Manager.

Is the facility accessible to persons with disabilities?

The entire building is compliant with the governing law of the Province of BC.

Does the WCC have a recycling program?

The WCC has an aggressive waste reduction program. We strive to be good citizens and reduce landfill by recycling whenever possible. We invite our exhibitors and service providers to join us as recycling partners. By developing a close partnership, we can work together to meet the global mandate of reducing landfill – an environmental and economical common sense program.

Our administrative staff members are active participants in our recycling program – there are blue boxes near everyone's desks, and we make a point of using them for paper and pop/plastic containers. For the convenience of our clients, attendees and exhibitors, all meeting rooms, offices and pre-function areas are equipped with recycling centres suitable for trash, paper, plastic and glass. We have installed light sensors throughout the building to reduce electrical waste. The Centre is equipped with energy efficient and environmentally friendly heating / cooling systems.

What to do with your packing materials left over brochures, pamphlets, etc, after the show?

As we are an environmental sustainable group implementing green recycling methods, all packaging must be placed in our recycle room, we’ll show you were. And a recycle fee may apply.

Who are your official service suppliers?

As part of our commitment to offer exceptional customer service and support to event planners and to exhibitors, the WCC is proud to provide, through our experienced and dedicated team and in partnership with our local industry leaders, a variety of key essential services. Qualified personnel have large inventories of specialized equipment located very close and readily available to service your needs.

Exclusive service providers:

• Food and Beverage services – CentrePlate – in house
• AVW Tel AV – in house AV supplier
• Decorator and Transportation Show Services – Whistler Show Services

The WCC has teamed up with leading local companies who excel in their industries. They provide advanced products and services, which play a key role in the creation and execution of the many events we host every year.

The following suppliers have been carefully selected for their reliability, experience, and expertise. Each supplier stays close at hand during your programs offering clients quick and easy access to their services. The WCC recommends clients take advantage of the benefits offered by our preferred service providers such as early access at no cost to clients, quick response time for last minutes changes and the ease of one-stop shopping.

Preferred service providers:

• Security – Sensor Security and Sea To Sky Security
• Rocky Mountain Production Services

What other sorts of things are there to do?

Whistler is Canada's greatest year-round recreation destination offering visitors the chance to experience the best of 'soft' and 'extreme' adventures. Whether it's golfing one of the four championship courses in the area, canoeing the River of Golden Dreams, ziplining across Fitzsimmons Creek or just leisurely peddling through the Valley Trail, there is undeniably something for everyone to enjoy.

Can we supply our own or sponsored food and beverage at our event?

The Whistler Conference Centre has exclusive food and beverage rights within the Convention Centre. Sponsoring organizations and/or exhibitors may distribute sample food and/or beverage only upon written request, pending authorization. A food and/or beverage authorization request form can be obtained from your Conference Services Manager.

• Items dispensed are limited to products manufactured, processed or distributed by exhibiting firms.

• Food and Beverage sample items should be related to the nature of the event.
• All items are limited to 'sample size'.
• Sample or promotional items may be subject to a Loss of Revenue charge.

 

Can we hand out bottled water?

The Whistler Conference Centre has exclusive food and beverage distribution rights within the Convention Centre. Promotional items and bottled water must be approved by the Food and Beverage department and will be subject to a Loss of Revenue charge.

Can we bring in our own liquor sponsor?

• WCC must be excluded from any sponsorship with liquor manufacturers.
• Any product that comes on property must be purchased through our liquor license and any cups, props, etc that would normally be an operating expense must be accompanied with a buy/sell agreement which must be between you and the manufacturer.
• Exclusive sell rights will not be granted to any one liquor manufacturer and there must be a range of product for sale during any event held in our building.
• Entertainment may not be paid for by the liquor manufacturer if it occurs within the WCC walls, and furthermore, must be excluded from any sponsorship agreement.

How do we load in our freight and materials?

The WCC is serviced by one loading dock outside at the lower level, and one at the upper lever. It is required that the delivery vehicles have hydraulic lifts mounted to the truck as the facility is not equipped with a raised load-in platform. Delivering any goods to the facility? If yes, then please contact our distribution deptartment and conference services. Please provide the necessary information which must accompany your goods and make sure they are clearly identified. It is important to note that we have a limited storage area; we ask that you contact your Conference Service Manager prior to shipping.

What is the capacity of the freight elevator?

WCC offers one 10,000 lb capacity freight elevator.

Where do telephone and internet lines come from on the show floor?

Located underfoot running the entire span of the ballroom are electrical, internet and telephone lines.

What type of directional signage does the WCC provide?

We provide room signage for each room reserved. Attendees can easily identify their meeting or other events on our plexiglass, wall-mounted room posting signs and on our signs mounted near the primary entrances to the building.

How can I display my promotional materials?

If you wish to hang your banners/flags/posters etc., we recommend these products: 3M hangers with holding power of 10 lbs, blue tack, etc. Need to know: Location, installation methods, dimensions etc.

Please note: using other installation methods other than those noted above may damage walls and other surfaces resulting in a repair charge.

How much will my event cost?

Every budget varies, depending on the size and scope of your event. Once we know more about your event, we’ll provide you with a detailed estimate to assist you with your planning.

How far in advance do I need to reserve space for a gala?

Our facility is booked an average of 12 months in advance. However, we encourage you to contact us with your desired date so that we can consult our calendar of events.

What are my bar service options?

Depending on your event, you may opt for a cash bar or a host bar. In either case, our catering professionals will present you with a variety of options that suit your budget

What is your smoking policy?

It is the WCC’s intent to conform to the standards of the community and their policies surrounding smoking in public places. Therefore, all public areas and rental space, including corridors, registration area, meeting rooms and the exhibit halls are designated non-smoking.

What are your payment terms?

Payment is due in full, 30 days before your event.