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22 - 23 September, 2021
London

Sponsor Logistics - The Physical Event

Sponsor Logistics - The Physical Event

Here you will find all the relevant information you may need for the event, so please make sure you read through each section carefully before the event and meet any applicable deadlines. Your operations contact is Eleni Thanopoulou, email: eleni@aibusiness.com

Informa AllSecure is Informa’s approach to enhanced health and safety standards at our events following COVID-19

PRE-EVENT CHECKLIST


In order to have a smooth running and successful event please use the below checklist for your pre-event preparations.

1.   Your Stand - Space Only (Design & Health & Safety)
2.   Your Stand – Shell Scheme & Name board Form (Health & Safety)
3.   Your Meeting Room (Health & Safety)
4.   Event Timings
5.   Event Services
6.   Scheduling Deliveries
7.   Pass Registration & Contractor Access
8.   Plan Your Travel
9.   Vehicles & Parking
10. Code of Conduct
11. Sustainability

YOUR STAND - SPACE ONLY

You will be provided with a space on the exhibition floor only. It is your responsibility to utilize and build in this space. Please check your contract for the exact size of your floor space and plan accordingly. What next? 

1. You will be required to provide detailed stand plans for your space, by Friday 20th August, that adhere to the Informa Tech DESIGN INSTRUCTIONS (CLICK HERE)

  • Stand plans will be checked by a structural engineer and the ExCeL's H&S team which is why they are needed 1 month out as there are further rigorous checks that must be done due to COVID-19.

2. Please complete the HEALTH & SAFETY FORM

3. Please read the Informa (CLICK HERE) RULES AND REGULATIONS handbook thoroughly before starting the design.

4. Should you wish to order anything additional please go to the Event Services section on this page.

Please submit all H&S and design documents for all space only stands by 27 August.

REMINDER: Once submitted, should your design be classed as complex you will be expected to provide structural calculations for your stand.

IMPORTANT:

All contractors will be required to register in advance before arriving to the excel for build please register HERE.
Please ensure you order the proper amount of waste containers for during build up and break down. Contractors and exhibitors leaving any waste on their stand will be charged extra. Please note there is CCTV in the halls to ensure leftover rubbish is matched with the contractor.

YOUR STAND - SHELL SCHEME

If you have purchased a shell scheme package, you will be required to complete the below three steps. For examples of how your package will look please see visual of a shell stands, to the right of this text. 

Your shell scheme stand, 9-18sqm, will come with:

2 x Chairs
1 x Table
1 x Carpet
1 x Socket Outlet 

For all stands over 18sqm, please reach out to Eleni for your inclusions.

1. Complete this HEALTH AND SAFETY FORM

2. Complete this FASCIA/NAMEBOARD FORM.

3. Should you wish to order anything additional please go to the Event Services section on this page.

ALL ADAPTERS & EXTENSION LEADS MUST BE PROVIDED BY EXHIBITORS. INFORMA TECH WILL NOT BE ABLE TO PROVIDE THESE ON SITE.

YOUR SHELL MEETING ROOM

If you have purchased a shell scheme meeting room package, you will be required to complete the below three steps. For examples of how your package will look please see visual of a shell stands, to the right of this text. 

1. Your logo will be printed on one of the shell scheme panel close to the door and your meeting room number printed above the door. Please check the logo on the website HERE, as this is the logo we will use for printing.

2. Complete this HEALTH AND SAFETY FORM

3. Should you wish to order anything additional please go to the Event Services section on this page.

All meeting rooms will receive a key for the door which will need to be collected from *TBC* upon arrival.

ALL ADAPTERS & EXTENSION LEADS MUST BE PROVIDED BY EXHIBITORS. INFORMA TECH WILL NOT BE ABLE TO PROVIDE THESE ON SITE.

FURTHER INFORMATION

EVENT TIMINGS

IMPORTANT: If you would like to access your stand before 18:00 on Tuesday 21st September, you will need to register (along with all of your stand contractors) HERE.

SET UP -SPACE ONLY
Tuesday 21 September            05:00 - 23:00

SET UP - SHELL SCHEME
Tuesday 21 September            18:00 - 20:00

REGISTRATION TIMES
Wednesday 22 September       08:00 - 18:00
Thursday 23 September           08:00 - 17:30

EVENT OPENING TIMES
Wednesday 22 September       08:30 - 19:00
Thursday 23 September           08:30 - 18:00

BREAK DOWN -SHELL SCHEME & SPACE ONLY
Thursday 23 September           18:30 - 22:00

EVENT SERVICES

You can order additional services using the below portals.  

EVENT PRO AV

To order AV please go to the online portal using the details below (note: the password is case sensitive lowercase)

Online Link: www.eventproav.co.uk/order

Password: uk

For a price list please click HERE

Contact: Carl Wilkes

Email: hiredesk@eventproav.co.uk or cwilkes@eventproav.co.uk

Tel: 0044 (0) 1827 250500

Here you can order additional services for your stand including, click each link for the corresponding order form.

GES ORDER FORMS - DEADLINE 23rd August 2021
-Furniture
-Graphics
-Electrical supplies
-Carpet
-Shell Scheme Extras

EXCEL ORDER FORMS - DEADLINE
-Piped Services - Monday 6th September
-Internet & Cabling - Monday 6th September
-Rigging - Monday 6th September
-Catering - Friday 17th September

All deadlines for service orders are on the forms, please complete by the deadline in order to finalize your order and avoid any surcharges, late orders may receive a charge of up to 20%.

PASS REGISTRATION

Passes

Pass registration will open shortly!

All staff must be registered on VISIT (our registration system) - shortly after your welcome email from us you will receive an email from noreply@gesevent.com enabling you to register your staff

CLICK HERE FOR GUIDE ON HOW TO REGISTER YOUR PASSES

Contractor Access

All exhibiting companies who have registered for the event will be able to gain entry to the show floor during set up.

Contractors who are only coming into the show to set up must fill out this form HERE, for each person who will be coming onsite, so that the venue can be notified. When they arrive at the ExCel they also need to sign in at a contractor’s entrance and sign a H&S declaration form, please ensure your contractors know which company they are working for or they will not be able to get into the building.

DELIVERIES

We strongly recommend that you use the Official Freight handler Exhibition Freighting GSM Ltd. for this event. Informa Tech cannot be held responsible for the shipping of any equipment nor are they responsible for the collection and receipt of any deliveries.

Lyn Morna
Tel: +44 (0)1732 885131
Email: lyn@ef-gsm.com
Wesbite: www.ef-gsm.com

We do not recommend sending the shipment direct to your stand, as the venue or Informa Tech will not sign for the goods on your behalf. If you chose to do this, you must be onsite to receive and sign for the shipment yourself at the time it arrives.

Please download the Exhibition Freighting GSM Ltd delivery and shipping information form CLICK HERE to download.

VENUE & ACCOMMODATION

VENUE 

ExCeL Centre
Royal Victoria Dock,
1 Western Gateway,
London
E16 1XL

ACCOMMODATION 

For discounted rates on local hotels, we are partnered with HotelMap.

Please follow this link to view availability: https://hotelmap.com/events/MJQWK-LV


VEHICLES & PARKING

For information on Exhibitor parking please visit HERE

For information on Visitor parking please visit HERE

SEND YOUR LOGO AND PROFILE

Please email the most up to date version of these types of logos and profile to Eleni by 13 August. 

1. ai. / eps Logo - high res file for banners
2. Jpeg Logo - low res file for website
3. 50-100 word company logo - for website 

Please notify your operations contact if there are any changes to your logo/profile to what is currently being displayed on the website.

LEAD RETRIEVAL / DATA SCANNERS: VISIT CONNECT

Exhibitors can verify, rate, prioritize, monitor and respond to leads immediately. Not only that, you can assess the event as it unfolds against their own pre-set targets in order to continually assess return on investment. In short, Visit Connect puts the success of participation in the palm of an exhibitor's hand.

Scanners are now a Web Progressive App (WPA) instead of the previous hardware option. As well as being a more health and safety conscious solution, it is web based so there is no need to download anything to the phone. You and your colleagues can access your scanner via a link and it can be used an unlimited number of times on multiple devices.

The Visit Connect portal offers a complete overview of all the devices activated for an event; giving all the detail that is being captured at the event, as it is being captured, so exhibitors can decide how, and when, they follow up on prospect data.

Visit Connect gives exhibitors total control of their leads and stand personnel, pre, at and post event. They can assign lead capture licences, detail lead qualifying questions and answers, set lead targets and use the portal to follow up on leads to get the edge on their competition.

ADDITIONAL POLICIES

CODE OF CONDUCT

Informa Tech is dedicated to providing an inclusive and safe event experience for everyone, regardless of gender, age, sexual orientation, disability, physical appearance, body size, race, nationality or religion. We do not tolerate harassment of participants in any form. We are a diverse community of professionals, and we conduct ourselves professionally. Please be considerate and careful with your words and actions. Exhibitors in the expo hall, evening party hosts and organizers of concurrent activities should be aware they are subject to the code of conduct. Exhibitors and party hosts may not promote sexualized or offensive imagery or activities. Exhibition and party staff should not use sexualized clothing/uniforms/costumes, or otherwise create a sexualized environment. Participants asked to stop any behavior are expected to comply immediately. If a participant or sponsor engages in behavior that violates this code of conduct, Informa Tech staff may take action they deem appropriate, including warning the offender or expulsion from the event with no refund.

SUSTAINABILITY

Informa Tech is committed to a role of environmental and sustainable leadership in every aspect of our business and recognises the responsibilities we have to our employees, our customers, our suppliers, the communities we work within and the environment as a whole.  

Our contribution to a sustainable and environmentally harmonious society is based upon best practice and covers:

Environment: We use recycled materials for office and event documentation and reduce the use of plastics in all our event collateral

Community: To encourage sustainable development in the wider business we endeavour to utilise environmentally accredited venues and support regional agricultural practice by insisting on using locally grown produce for catering at all our large events.

Relationships: Informa Tech has developed an alliance with the Carbon Neutral Company and as a further example of our customer centricity, we strive to locate our events central to where we feel the majority of attendees originate.

IMPORTANT

By registering for this event you acknowledge recordings, video, and photographs are being taken during the event. By you entering this virtual event, you give unqualified consent to: Informa Tech, its agents, licensees to record, use and publicise your voice, actions, likeness, and appearance, in any manner and media, worldwide in perpetuity. If you wish to avoid being recorded, please do not enter this event.