Decorator Information


Show In Motion

DOWNLOAD the Exhibitor Service Kit

This year's decorator at the Westin Bayhsore is Show In Motion, and their friendly customer service representatives will help you with all of your questions regarding your exhibit space.  Please take advantage of their knowledge and call with any thoughts or concerns you might have.

Contact Information

For questions about the Exhibitor Service Kit or on-site materials handling prior to the conference, please contact our Show In Motion Exhibit Services Manager:

Shauna Newberry
Exhibit Services Manager
Show In Motion
P: 250-495-5025 ex. 101

Exhibitor Service Kit

This year, the decorator’s kit includes two different shipping labels depending on which shipping method you choose.  It is important that you read this information carefully and contact WAA’s Conference Manager with any questions.  Regardless of the shipping method or carrier you choose, Show In Motion must receive a completed Materials Handling Order Form no later than August 9, 2015 to receive the discounted rate. 

As you are accustomed, the Service Kit also includes information for placing additional furniture orders or extras such as literature racks, plants, or accessories.  Again, all orders must be received no later than August 9, 2015 to receive the discounted rate.  Please note that all prices listed in the kit are in US dollars

DOWNLOAD the Exhibitor Service Kit

Electricity & Audio Visual

Electric in your exhibit space may be ordered for $148 CAD (covers all three days of the Exhibit Hall, Tuesday through Thursday) and is inclusive of all labor charges and taxes.

Electricity and A/V is ordered directly with PSAV by filing out this form and emailing it to Andras Kiss-Parciu  at the Westin Bayshore.   Electric is run to the back of each exhibit space.  Bringing the electric to the front of the space has an additional cost and will require a rented electric extension cord from PSAV.   If you choose, you may bring a powerstrip cord of your own.

WAA has secured a 20% discount for exhibitors on any A/V equipment rented through PSAV at the Westin Bayshore (discount does not apply to electric).  


If you have questions, you can speak with Andras Kiss-Parciu at PSAV before placing your order.

Andras Kiss-Parciu
Sales Manager, PSAV
The Westin Bayshore
P: 604-633-6436 


WiFi in the exhibit hall will be available.  Internet is also provided free of charge throughout the Westin Bayshore Lobby, and in guest rooms booked into the WAA block.   

Food & Beverage in your Exhibit Space

Give-a-Ways brought onsite from outside the hotel are not allowed (a small bowl of individually wrapped mints or candies is allowed).  Please email Nancy Beddome  at the Westin Bayshore for any hospitality you would like to offer in your space.

Nancy Beddome
Meeting & Event manager
The Westin Bayshore
P: 604-691-6939

Shipping Instructions & Deadlines

Exhibitors are advised that the Westin Bayshore cannot accept direct shipments.  The hotel does not have the capabilities to receive nor have adequate storage space for Exhibitor materials.

As has always been the case, exhibitors have a choice in how they get their materials to the conference.  They may travel with materials on-hand, or materials may be shipped in advance.  However, because WAA will be in Canada this year, shipping protocols for those who choose to do so will be different than in previous years.  Please see our special page dedicated to getting your exhibiting materials to Vancouver.  Shipping labels are provided both in the Exhibitor Kit and in the manual provided by NALSI. 


  • July 13, 2015:  Advanced shipments may begin arriving NALSI’s warehouse. Shipments received prior to July 13 or after August 26 will have a surcharge.  Hours of receiving are Monday to Friday, 8:30 a.m. to 3:30 p.m.
  • August 4, 2015:  Advanced shipments may begin arriving at Show In Motion’s warehouse. Shipments received prior to August 4 or after Wednesday, August 19 will have a surcharge.
  • August 9, 2015:  Discount deadline for orders and payments to be received by Show In Motion.
  • August 19 2015:  Deadline for shipments to Show In Motion’s Advance Freight Warehouse - shipments must arrive at the warehouse NO LATER than 3:30 p.m. Pacific Standard Time (PST).  Last day for warehouse deliveries without a surcharge.
  • August 26, 2015:  Deadline for shipments to NALSI’s Advance Freight Warehouse - shipments must arrive at the warehouse NO LATER than 3:30 p.m. Pacific Standard Time (PST). 

Shipping Labels

Please note: Handling Fees are associated with shipping materials to the decorator and to the customs broker.  Do not send packages to either address without first consulting with Shauna Newberry at Show in Motion or Mark Fowler at NALSI and submitting an order form.  (To read information on these two shipping destinations, check here.)  Questions?  Email the Conference Manager.

Advanced Freight Warehouses

Show in Motion NALSI

Exhibiting Company: _________
c/o Show in Motion
21 – 8528 – 123 Street
Surrey, BC
V3W 3V6

Re: Western Arts Alliance
Booth #:  _________
Carrier:  __________
Number ____ of ____

Exhibiting Company: _______

WAA Annual Conference
c/o NALSI-Aerostream
Unit 130-4840 Miller Road
Richmond, BC
V7B 1K7

Booth #:  _________
Number ____ of ____