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AI Summit London
15 - 16 June, 2022
Tobacco DockLondon

15 - 16 June, 2022
Tobacco Dock,
London

Exhibitor & Sponsor Manual

Welcome to The AI Summit London 2022 Exhibitor & Sponsor Manual.

Here you’ll find all the relevant information you’ll need for the event. Please ensure you read through each section carefully and meet any applicable deadlines to ensure a successful, smooth-running event. Your operations contact is Nikki Willard.

EVENT DETAILS

VENUE

Tobacco Dock

Tobacco Quay, Wapping Lane, London, E1W 2SF

www.tobaccodocklondon.com

Tobacco Dock was built in 1812 as a bustling hub for luxury commodities from the New World. Restored in 2012 it’s now one of the coolest events spaces in the capital. If you’ve not been here before and would like a look around to check out the space, we recommend using their 3D Tour facility.  You can also find floorplans here to help with your planning.

FLOORPLAN

The venue is on two levels. 

Here are the links to the current Ground Level Floorplan and the current Vaults Level Floorplan.  

Please note that these floorplans may be subject to changes.

EVENT TIMINGS

Exhibitor Move-In – Hospitality Suites

Monday 13th June – 1pm - 6pm
Tuesday 14th June  – 8am - 6pm

Exhibitor Move-In – All exhibitor booths

Tuesday 14th June  -  8am - 6pm

Registration Open Times

Wednesday 15th June  – 8am - 6pm
Thursday 16th June  – 8am - 4pm

Conference Open Times

Wednesday 15th June  – 9am - 6pm
Thursday 16th June  – 9am - 5pm

Exhibition Open Times

Wednesday 15th June  – 8:30am - 6pm
Thursday 16th June  – 8:30am - 5pm

Exhibition & Hospitality Suite Breakdown

Thursday 16th June  – 5pm - 9pm

EVENT DEADLINES

Please note the following Event & Sponsorship deadlines - surcharges may apply for orders placed after this time and supply may not be guaranteed.


LOGO (eps/ai and jpg/png) & COMPANY DESCRIPTION ...ASAP

STAND PLANS (space only) ... Monday 2nd May

HOSPITALITY SUITE PLANS ... Monday 2nd May

EESL ORDERS (furniture, stand graphics, carpet, extras) ... Monday 9th May

HEALTH & SAFETY FORM (all stands/pods/suites) ... Monday 9th May

TEAM REGISTRATION ... Friday 13th May

TOBACCO DOCK FOOD ORDERS (catering) .... Monday 16th May

EF-GSM ORDERS (freight handling/storage) ... Monday 30th May

ADVANCE WAREHOUSE OPENS ... Monday 30th May

JUPITER ORDERS (graphics/branding) .... Monday 30th May

MAX WIFI ORDERS (dedicated wi-fi connection) .... Monday 30th May

ANNA VALLEY ORDERS (power, drape, rigging) .... Monday 30th May

EVENT PRO ORDERS (audio visual) .... Monday 30th May

ADVANCE WAREHOUSE FINAL DELIVERIES ... Friday 10th June

YOUR COMPANY PROFILE

If you have not already done so, please email the most up to date version of the below types of logos plus your company profile to karina.ratliffe@informa.com and eleni.thanopoulou@informa.com ASAP.

1. .ai or .eps file for banners
2. .jpeg or .png or .pdf file for website

If you need to make any changes, please email karina.ratliffe@informa.com.


PASS REGISTRATION

You will receive an email from AI-SalesHelp@informa.com with your VIP coupon codes for the different pass types included in your sponsorship package.

INVITE POTENTIAL KEY CLIENTS

You have already paid for an allocation of Standard+ passes in your contract that you can gift or distribute. Simply invite your guest to register here using the VIP code provided by your account manager to waive the £2,000 fee. 

Your codes are valid until 31 May.

Enterprise tickets must only be given to representatives from B2C enterprises, government, or operators.  We reserve the right to cancel any tickets given to competitors or vendors, this helps us ensure the audience at the show is of the highest quality!

Staff & Contractor Registration

YOUR DELEGATES

Sponsor delegates will be able to register for a Standard+ pass by using your VIP code here.

BOOTH STAFF

Attendees who will be solely at the event to work as booth staff can be registered here. These are unlimited and free of charge, but a Booth Staff Pass will only provide access to the stand and does not include access to the conference sessions.

CONTRACTOR ACCESS

Information to follow.

MARKETING ASSETS & LOGOS

We’d love to support your efforts to promote your attendance at the AI Summit, in this section you’ll find information on:

  • Imagery/banners for use on your signatures and or email campaigns to let people know of your participation.
  • Complete emails (HTML/Text) to support on promotions, and to provide guidance on distributing your enterprise guest passes.
  • Links for press registration to invite any media you may hold relationships with.

BANNERS & SUPPORTING FILES (INCLUDING HTMLS)

We’ve partnered with Feathr to help you promote your participation at the event this year. They will be emailing you by April 22 to share personalized marketing materials that were created just for you.

We’ve created all the marketing materials for you, so please visit your partner dashboard once you receive the email from Feathr. If after April 22 you haven’t received your welcome message from Feathr, check your spam filter and then contact clientservices@feathr.co

If you have a speaker at the event, they will also receive a personal Feathr dashboard including social card and landing page.

And as special bonus, your marketing banners will also have your unique 30% discount code on Standard and Standard+ Passes for you to share with your network. Make sure your clients and prospects are getting the best value to come and see you at The AI Summit London.

WHY USE FEATHR? THE PRIZES!

In addition to providing your audience with a 30% discount on Standard and Standard+ passes, your code also give you a chance to win prizes. For each ticket purchase that uses your 30% discount code, you will receive a £25 Amazon voucher. Don’t forget, the more your code is used the more you will have to spend!

Keep an eye out for your vouchers after the event which will be sent to your lead contact.

SOCIAL POSTS

When sharing your social graphics, if you use the #AISummit in your posts then we will be able to amplify it on our channels.

We also invite all sponsors and exhibitors to ’RSVP’ to the LinkedIn event for The AI Summit London so your network knows you are going.

If you have a speaker at the event, they will also have a custom social card which will be available on Feathr.

LOGOS

Logos for The AI Summit and The Quantum Computing Summit are available for your use here.

PRESS

We will be promoting the Summit to leading national and local press outlets. If you have something we should be including in these invitations, please make sure your account manager knows.

If you’d like to see particular press or media at the event, you can invite them to attend for free using this link.

YOUR TICKETS

INVITE POTENTIAL KEY CLIENTS

You have already paid for an allocation of Standard+ passes in your contract that you can gift or distribute. Simply invite your guest to register here using the VIP code provided by your account manager to waive the £2,000 fee. Your codes are valid until 31 May.

Enterprise tickets must only be given to representatives from B2C enterprises, government, or operators.  We reserve the right to cancel any tickets given to competitors or vendors, this helps us ensure the audience at the show is of the highest quality!

SPONSOR DELEGATES

Sponsor delegates will be able to claim a Standard+ pass here by using the sponsor delegate code provided to you.

SPONSORSHIP OPPORTUNITIES

Stand out from the crowd!

We offer an exciting range of ways to help you increase your brand awareness, lead generation and overall impact at The AI Summit.  Each of these packages is exclusive and offered on a first come first served basis.

To find out more please contact your Account Manager.

Barrel with branded charging surface

VENUE BRANDING

We have a variety of different branding opportunities around the venue, starting from £5,000...

  • Entrance Banner
  • Charging Barrel Table (package of 12)
  • Window Clings
  • Bandstand Branding 
  • Floor Stickers 
  • Balustrade Banner
Crepes tricycle

CATERING PACKAGES

We can offer something for every taste in a wide range of catering packages for your booth, meeting suite or prime spots around the venue. Packages from £8,000...

  • Espresso Barista (includes branded foam)
  • Ice Cream or Snow Cone Cart
  • Strawberries & Cream Station
  • Smoothie Bar
  • Popcorn Stand
  • Hot Dog Station
  • Doughnut, Churros, Waffle or Crêpe Station
  • Candy Floss Cart
  • Pick & Mix Cart
  • Pimm's or Prosecco Bar

PLAN YOUR STAND - SPACE ONLY

You will be provided with a space on the exhibition floor only. It is your responsibility to build, furnish and order power for this space. Please check your contract for the exact size of your floor space and plan accordingly.  The hall is carpeted (charcoal grey).  Your stand will be vacuumed at the end of move-in, ready for the event.

What next? 

  • You will be required to provide detailed stand plans for your space that adhere to the Informa Tech Design Instructions.  Deadline 2nd May.
  • Please read the Informa Rules and Regulations handbook thoroughly before starting the design. 
  • Stand plans will be checked by our H&S team and, if necessary, a structural engineer.
  • Once submitted, should your design be classed as complex you will be expected to provide structural calculations for your stand.
  • Please complete the Health & Safety Form and upload a copy of the required Public Liability Insurance certificate. Deadline 9th May.
  • We recommend you use Event Exhibition Services (EESL), the official show contractor, to design, construct and furnish your stand.  More information on how to order can be found in the Event Services section. 
  • If you wish to appoint your own contractor, they must be approved by the venue.  Please see the External Suppliers information below for full details.
  • All contractors will be required to complete a Contractor Access Form before arriving to the site for build (details to follow).
  • Delivery access is limited at the venue – please read the Scheduling Deliveries information and plan accordingly.
  • 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.

PLAN YOUR STAND - SHELL SCHEME

If you have purchased a shell scheme package, your stand will look something like this (size and configuration may vary depending on your contract).

Included:

  • 1x 500W power outlet
  • Carpet (the hall has charcoal grey carpet)
  • Company name & stand number on booth header/fascia
  • Plain white walls
  • Your stand will be vacuumed at the end of move-in, ready for the event

Not included:

  • Furniture or waste bin
  • Wall graphics
  • Additional power outlets
  • Lights (the hall is well lit, but you may wish to have additional lighting)
  • Extension cables and adaptors must be provided by exhibitors.
  • If you wish to mount a TV screen on your stand, you will need to arrange for the wall to be reinforced.

What next?

  • Please complete the Health & Safety Form and upload a copy of the required Public Liability Insurance certificate. Deadline 9th May.
  • Complete the Nameboard Form in the EESL Exhibitor Portal.  Deadline 9th May.
  • Should you wish to order anything additional please go to the Event Services section.
  • Delivery access is limited at the venue – please read the Scheduling Deliveries information and plan accordingly.

PLAN YOUR STAND - START-UP POD

If you have purchased a start-up pod package, your pod will look like this.

Included:

  • Plain white pod with cabinet
  • 1x 500W power outlet
  • 2 bar stools

Not included:

  • Graphics
  • TV screen
  • Waste bin

IMPORTANT:  Start-up pod floor space is limited, therefore bringing additional branding such as pop-up banners or ordering additional furniture is not permitted.


What next?

  • Please complete the Health & Safety Form and upload a copy of the required Public Liability Insurance certificate. Deadline 9th May.
  • If you wish to order graphics or a TV screen, please go to the Event Services section.

 

 

 

PLAN YOUR HOSPITALITY SUITE

If you have taken a hospitality suite, unless otherwise specified in your contract, you will be provided with the carpeted meeting space only. It is your responsibility to build, brand, furnish and order power for this inside the suite. The carpet is charcoal grey.  Pre-event vacuuming will be carried out once set up is complete. Basic mid-event cleaning can be requested, please ask us.

IMPORTANT: Tobacco Dock is a Grade 1 listed building, therefore no attachment, fixing or alteration can be made to any part of the fabric of the building other than glass windows and doors and only preferred and approved suppliers may be used.

Hospitality suites will be provided with a nameboard outside the entrance doors.  This will be text only.

Please note that as this is an old building, most doors do not lock.  There will be security during the event, but if you require your room to be secured then please ask about the options available. (Please note that cleaning and catering staff cannot access locked rooms).

What next?

  • You are required to provide detailed plans for your space which will be checked by our team. Deadline 2nd May.
  • Please complete the Health & Safety Form and upload a copy of the required Public Liability Insurance certificate. Deadline 9th May.
  • To order branding, furniture, power, AV, cleaning etc please go to the Event Services section.
  • If you wish to appoint your own contractor, they must be approved by the venue.  Please see the External Suppliers information below for full details.
  • All contractors will be required to complete a Contractor Access Form before arriving to the site for build (details to follow).
  • Delivery access is limited at the venue – please read the Scheduling Deliveries information and plan accordingly.


EVENT SERVICES

SHOW CONTRACTOR

The official show contractor is Event Exhibition Services (EESL).  They will be building the exhibition and feature areas at the event and will also supply the following:

  • Furniture & storage solutions
  • Carpet
  • Bespoke exhibition stand & hospitality suite builds
  • Freestanding graphics & signage
  • Additions to your shell scheme stand, such as branding, storage, additional power, lighting, shelving, or reinforcement of panels to mount TV screens
  • Graphics &/or TV screen for your start-up pod.

To order please go to the EESL online ordering portal.

You will need to log in (if you have used their website before) or alternatively register with their website.  When prompted, please enter the show reference code: aisummitlondon2022.  You will then be able to place your order.

Important: The order deadline date is Monday 9th May. EESL need to have received your order AND full payment by this date to avoid a 20% late order surcharge.

If you need anything over and above what is shown on their website, or if you have any queries, please contact them on +44 (0)1933 224127 or orders@eesl.ltd and they will be able to assist you further.

GRAPHICS & BRANDING

Graphics on your exhibit booth walls should be ordered with EESL via the EESL online ordering portal.

For all other branding, Jupiter are the in-house graphics company that we will be using for the event.  You can download Jupiter's Tobacco Dock Brochure for an idea of what they can offer.

As one of Tobacco Dock’s preferred graphics suppliers they are approved to attach to the fabric of the Grade I listed building and have full details of all existing agreed opportunities and dimensions. There are limitations on what can be attached to the building, but vinyl graphics are allowed on the glass...and there’s a lot of glass!  They will work closely with in-house riggers Anna Valley, should any of your products require rigging (see Rigging/Draping section ).

For freestanding graphics you can use an external supplier, but they must be an approved supplier (see External Suppliers section).


AUDIO VISUAL

Whether you need TV screens, full video walls or anything in between, the event AV provider is EventPro Solutions.  

You can place orders via their online portal (password: uk)

or if you would like to discuss your requirements please contact Carl Wilkes:

hiredesk@eventproav.co.uk or cwilkes@eventproav.co.uk  +44  (0)1827 250500

Important: The order deadline is Monday 30th May.  Orders placed after this date will be subject to a 20% surcharge.

INTERNET

Basic complimentary WiFi is available throughout the venue, suitable for browsing and email. If you require a faster, guaranteed connection or other services then you need to order this through Max WiFi, the nominated Data Communications contractor to Tobacco Dock. They can provide WiFi upgrades, hard-wired connections, VoIP phone connections and optional on-site engineering support.

POWER

Shell scheme booths and start-up pods receive 1x 500W power outlet as part of the package.  Space only booths do not receive any outlets.  Any additional requirements for exhibit booths must be ordered from EESL via the EESL online ordering portal.

Hospitality suites do not have power provided.  For safety reasons the electrical mains contractor Anna Valley must carry out all mains distribution and connections so you must order your power from them. They’ll provide you with a quote based on your specific requirements.  Order deadline is Monday 30th May.

If an overnight power supply is required, you’ll need to make sure EESL or Anna Valley are aware so they can assess if an overnight electrician is needed and quote you for the relevant staffing costs if so.

CATERING

IMPORTANT: external food is not permitted on site, even during set up and breakdown.  There will be catering stations around the venue during the event, plus the AI Summit Pub where you can grab a drink or a bite to eat. If you require catering for your exhibition stand or hospitality suite, then you should arrange this through the onsite catering team Tobacco Dock Food.  They have a wide range of offerings to suit all needs, but we recommend you start these conversations early to ensure supply.

During set up and breakdown the pub is not open and there won’t be catering stations, so if you/your contractors are coming to set up you will need to plan accordingly. You can pre-order crew catering through Tobacco Dock Food or there are plenty of local cafes, pubs and shops near the venue where you can find something to eat and drink (but please don’t bring it back on site!).

RIGGING & DRAPING

As Tobacco Dock is a Grade I listed venue with 200-year-old wooden beams, hanging anything anywhere needs to be carefully considered and calculated. Which is why all structural rigging must be discussed and coordinated in advance with Anna Valley. No other suppliers or personnel can be used for this. To reiterate, this includes anything related to branding and theming too. External suppliers may be able to provide products, but still Anna Valley will have to rig on their behalf. Similarly, all draping must be supplied and installed by Anna Valley.

LEAD SCANNING

Do you want to capture leads, take orders and get the most out of exhibiting? You can order your lead scanning app and devices from VisitConnect.  A  personalised link to their online portal will be sent to you - if you need the email resent, please contact AI-SalesHelp@informa.com.   

Please note that this is under the London Tech Week banner.

EXTERNAL SUPPLIERS

Although Tobacco Dock has a thorough list of preferred and recommended suppliers, they understand that you may have companies that you have worked with for years and want to bring in, or companies that offer something that those on their list cannot. Whilst they do require you to use their service partners exclusively (catering, cleaning, power, internet, rigging, draping, security and any branding affixed to the building), you are welcome to bring in suppliers for other elements.

If you would like to use a supplier not listed on their preferred suppliers list, please let us know and we can advise the next steps which will include the venue’s supplier vetting process.  Suppliers must achieve approved supplier status before working at Tobacco Dock and please note that any non-preferred supplier may be subject to commission to Tobacco Dock and will be liable for any damage.

All contractors must complete the Health & Safety Form and upload a copy of the required Public Liability Insurance certificate. Deadline 9th May.

TRAVEL & ACCOMMODATION

ACCOMMODATION

For discounted rates on local hotels, we are partnered with HotelMap.  You can view these hotels and book online on our hotel page.

PLAN YOUR TRAVEL

Tobacco Dock is located in the heart of East London’s thriving enterprise zone, within striking distance of Central London and straightforward to reach by public transport. 

The Tobacco Dock website has detailed information but as a quick overview, the main rail / tube options are:

  • Wapping Overground = 0.3 miles (a lovely walk through old Wapping)
  • Shadwell DLR & Overground = 0.3 miles (offers step free access)
  • Tower Hill Tube = 0.8 miles (another really lovely walk along the canal from St Katharine Docks)

Please note that the main entrance to the event is on Pennington Street (closest station is Shadwell).  The VIP entrance is on Wapping Lane (closest station is Wapping), but it’s an easy walk between the two, so don’t worry too much!

If it’s a sunny day and you’re feeling energetic there are two Santander cycle docking stations nearby, on Wapping Lane and Pennington Street.

VEHICLES & PARKING

We would like to encourage visitors to use public transport to get to the event where possible.  If you need to drive, there is a car park opposite the venue's Wapping Lane entrance with capacity for 615 vehicles (under 2.2m) plus Blue Badge parking with accessible lifts.  There are also a couple of unrestricted height bays for vans, but these tend to book up quickly.  

The car park is owned and run by an external company, YellowPark, and spaces can be booked through the YellowPark website.  There is no parking on site or in the surrounding streets.  

Opening hours will be extended for the event as follows:

Monday 13th June: 06:00 – 22:00

Tuesday 14th June: 06:00 – 00:00

Wednesday 15th June: 06:00 – 00:00

Thursday 16th June: 06:00 – 02:00

SCHEDULING DELIVERIES

IMPORTANT!  The loading docks at the venue are limited so, to avoid congestion during show set up and break down, deliveries direct to the venue are not permitted unless by prior agreement with show management. All deliveries should be made to the Advanced Warehouse.

Exhibition Freighting GSM Ltd is the appointed official freight forwarder, customs broker and on-site handling agent for the event. 

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

They will be operating the Advanced Warehouse which will be open to receive your deliveries from Monday 30th May until Friday 10th June (deliveries outside these dates may be possible with prior arrangement with EF-GSM).  Your shipments must be clearly marked using the shipping labels provided – be sure to include your location onsite so that your items can be safely delivered to your space and waiting for you ready for set up. 

EF-GSM can also collect from your premises, store empty containers during the event and arrange return shipping if required.  Please contact them with details of your shipping and/or storage & handling requirements using the Quotation Request Form at least 3-weeks (non-EU origin) or 2-weeks (EU origin) prior to the event.

They will also be managing the schedule for both the delivery docks during set up and breakdown, so all contractors need to book in with them in advance to reduce congestion during these peak periods.  EF-GSM will provide details of the specific delivery dock address for your delivery - please ensure your driver goes to the right one!

IMPORTANT:

  • If your delivery can only be made direct to the venue, please contact Nikki.Willard@informa.com to discuss. 
  • Maximum vehicle length is 9 metres, maximum height 4.11m.
  • Unloading/loading slots will be strictly enforced and vehicles will be required to move on. 
  • To ensure efficient unloading all items / equipment must be palletised.
  • Pallets should not exceed 160 cm wide/long and 190cm high due to narrow passages.
  • Motorised pallet trucks are not permitted inside the venue – they can be used in the loading bays for loading/unloading only. 
  • The venue does not have any pallet trucks or trolleys onsite, so please make sure you either bring these with you, can hand carry your items, or place an order with EF-GSM for freight handling.
  • Please do not send any packages direct to the venue by post or courier, as the venue or Informa Tech will not sign for the goods on your behalf.
  • Onsite storage during the event is only available if you have placed a handling & storage order with EF-GSM.  We advise doing this for the quickest access to empty crates at the end of the show.
  • All materials must be cleared by 10pm on Thursday 16th.  If you cannot arrange collection before then, please contact EF-GSM to arrange for your items to be moved to their warehouse for collection at a later date.

EVENT 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.

PHOTOGRAPHY

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.

DATA PROTECTION

Informa Tech and The AI Summit London do not sell, nor distribute, attendee contact information in accordance with established privacy policies. Any company claiming to have such information to sell is not affiliated with The AI Summit, or its parent company Informa, and do not have access to our confidential records.