Sponsor & Exhibitor Manual The EMEA Global Mobility Summit

Sponsor & Exhibitor
Manual
The EMEA Global Mobility Summit
Organised by
CONTENTS
Introduction & Checklist
2
Venue
5
Accommodation
5
Advertising
6
Audio Visual
6
Build-Up and Breakdown
6
Car Parking
8
Catering
8
Conference Programme
8
Delegate Guide
9
Electrical Supply
9
Freight Forwarding
9
Furniture
10
Health & Safety
10
Insurance
11
Internet Access
11
Marketing Activity
11
Name Board
12
Opening Times
12
Passes
12
Security
13
Sponsorship
13
Stand Format
13
Waste Materials
14
Welcome Pack Inserts
14
ORDER FORMS ARE AVAILABLE ON THE EXHIBITOR ZONE AS SEPARATE FILES
GENERAL TERMS AND CONDITIONS ARE AVAILABLE ON THE EXHIBITOR ZONE
1
INTRODUCTION
This manual is designed to make your participation in the EMEA Global Mobility Summit as easy as
possible. Should you require any further information, please contact the Event Coordinator:
Ria Kelleher
Tel: +44(0)207 970 4556
Mobile: +44(0)7725 413603
Email: [email protected]
During the lead up to the show, I will be working closely alongside the event operations team, so
please do look out for any correspondence from, and feel free to reach out to, my colleagues Jen
Ayres and Ruth Mehdipour as well.
Jen Ayres
Event Manager
Tel: +44 (0) 20 7970 4680
Mobile: +44 (0) 7983 995413
Email: [email protected]
Ruth Mehdipour
Events and Marketing Assistant
Tel: +44(0)207 970 4795
Email: [email protected]
The contents of this manual should be read in conjunction with the attached general Terms and Conditions
2
CHECKLIST
Please find below the checklist with all of the deadline dates for order forms and other information
to be sent to the Event Coordinator or appointed official contractors.
You are advised to keep a copy of all information sent to protect you should there be any disputes
with suppliers and please inform us immediately if there is any change to the information provided.
PLEASE ENSURE YOU KEEP TO ALL DEADLINES SHOWN. We cannot guarantee to meet requests
received after the given deadlines and surcharges may apply to additional services ordered.
Although we show deadline dates, if you can send any information or orders earlier this would be
greatly appreciated.
Please note that your allocation for the various items on the checklist will vary according to your
sponsorship level.
ITEM
Hotel Required Forms
Accept Hotel T&Cs
Insurance
Proof of Insurance
Printed Materials
Company Profile for
Delegate Guide & Website
Logo
Name Board
Marketing Activity
Welcome Pack Inserts
Passes
Conference Passes
Level
Allocation
DEADLINE
HOW TO ORDER
ALL
Yes
7 October
Hotel Meetings
and Events Code
of Practice
ALL
Yes
7 October
Contact Event
Coordinator
Lead
Platinum
Gold
Exhibitor
100 Words
100 Words
100 Words
Listing Only
8 October
Delegate Guide
Editorial Form
Lead
Platinum
Gold
Exhibitor
ALL
Yes
Yes
Yes
N/A
ALL
8 October
Contact Event
Coordinator
8 October
Name Board Form
ALL
ALL
Ongoing
Contact Marketing
Executive
Lead
Platinum
Gold
Exhibitor
Yes
Yes
Yes
N/A
24 October
Contact Event
Coordinator
Lead
Platinum
Gold
Exhibitor
4 passes
3 passes
2 passes
N/A
15 October
Conference Passes
Form
3
Exhibitor Passes
Lead
Platinum
Gold
Exhibitor
4 passes
3 passes
2 passes
2 passes
ALL
ALL
As per
order
As required
24 October
Electrical Supply
ALL
As required
24 October
Freight Forwarding
Internet Access
ALL
ALL
As required
As required
31 October
Additional Extras
Advertising for Delegate
Guide
AV Supply
15 October
Exhibitor Passes
Form
8 October
Contact Account
Manager
Contact Insync
Production
Contact Insync
Production
ILS Order Form
Contact Event
Coordinator
4
VENUE
The EMEA Global Mobility Summit is being held at the Lancaster London Hotel.
Hotel Address
Lancaster London
Lancaster Terrace
London
W2 2TY
Website: http://www.lancasterlondon.com/
Telephone: +44 207 551 6000
Toll free US only: 1866 590 5583
How to get to the Lancaster London
Please visit the following link on Lancaster London’s website to use their useful directions page from
your location:
http://www.lancasterlondon.com/locationtravelplanner
ACCOMMODATION
All attendees to the EMEA Global Mobility Summit are entitled to a 20% discount on the best
available rate at that time.
In order to take advantage of this rate please call reservations direct on 0207 769 2555 or email
[email protected] and quote “EMEA Global Mobility Summit.”
Please note that we only have a limited amount of availability under this rate and it is
recommended that you book this as soon as possible to avoid disappointment.
5
ADVERTISING
Enhance your company’s presence in the Delegate Guide or EMMAs Book of the Night by taking a
half or full page advertisement.
For full details, contact your account manager or:
Iyla MacIntyre
[email protected]
+44 (0) 20 7943 8027
The deadline for supply of copy for all advertisement is:
8 October 2014
AUDIO VISUAL
Exhibitors using music by any means must obtain a license from the Performing Rights Society
and/or Phonographic Performance Ltd. It is up to each sponsor to ensure they are fully licensed to
play music in a public setting.
Contact PRS – 0800 068 4828
Contact PPL – 020 7534 1070
Any music or recorded items must be played at a sound level that does not cause disturbance to
others. The Event Coordinator will ask exhibitors to lower sound levels if necessary.
All audio visual equipment used at the EMEA Global Mobility Summit should be sourced from the
hotel’s preferred audio-visual suppliers, Insync Productions. Alternatively, you may bring your own
AV equipment (which must have an up-to-date PAT test).
If you have any queries and to place your order please contact Insync Productions directly:
+44 20 7551 6120
[email protected]
[email protected]
Please ensure a copy of all orders are sent to the Event Coordinator for reference.
To avoid the late order fees, please ensure your order is made by:
24 October 2014
BUILD UP & BREAKDOWN
Forms Required
Hotel Terms & Conditions
Please take the time to read through the Hotel Meetings and Events Code of Practice document.
This gives important information about hotel rules and it is compulsory that all exhibitors complete
this form. Exhibitors that do not return this form may be refused entry during set up.
6
Once you have read this document, please sign and return to the Event Coordinator to be forwarded
to the hotel.
The deadline for the return of the Hotel Meetings and Events Code of Practice document is:
7 October 2014
Access and set-up
Sponsors/Exhibitors have access on site for build up at the following time:
5.30am-8.00am – Friday 7 November 2014
All stands must be cleared of all rubbish and packaging and ready to receive visitors by 8.00am
latest on Friday 7 November.
Deliveries
All display materials should be delivered to the Westbourne Ramp at the Loading Bay located on
Lancaster Terrace.
Please note the following dimensions for the entrance that will restrict your access:
Height: 2.9m
Width: 3.9m
Please note that the Lancaster London is subject to noise abatement orders between 9pm-7am and
any compensation sought by the Hotel due to fines imposed by the City of Westminster or private
legal action taken will be passed onto the exhibitor responsible.
Advance deliveries of small packages
Due to limited storage facilities, the hotel will only accept deliveries of display materials at the hotel
from 4 November 2014.
All packages should be addressed as follows:
EVENT NAME: EMEA Global Mobility Summit
EVENT DATE: 7 November 2014
EXHIBITOR CONTACT:
EXHIBITOR COMPANY:
HOTEL CONTACT: Sarah White
EVENT COORDINATOR: Ria Kelleher
BOX # of
Receiving Bay
Lancaster London
Lancaster Terrace
London W2 2TY
Please see the Delivery Information form on the Exhibitor Zone for more information.
Alternatively, if you wish to send anything prior to this date, or would prefer the ease, we would
recommend the services of our official contractor, ILS, who can handle all of your Freight Forwarding
requirements including pre-show exhibit storage and complete handling of exhibit materials.
John Lawson or Sean Adriaanzen
International Lifting & Shipping
Tel: +44 (0) 24 7633 7955
Fax: +44 (0) 24 7633 6795
7
Email: [email protected] or [email protected]
If not using advanced shipping arrangements, exhibitors must deliver their exhibition materials on
Friday 8 November directly to the exhibition hall via the Westbourne Ramp.
Breakdown:
Breakdown of the exhibition is from 4.10pm and all stands must be cleared by 5.30pm
NO EXHIBITOR MAY COMMENCE BREAKING DOWN THEIR STAND UNTIL THE EXHIBITION HALL HAS
OFFICIALLY CLOSED AND THEY HAVE BEEN ADVISED BY THE EVENT MANAGER
CAR PARKING
There are no car parking facilities at this hotel at this time. The hotel has recommended
http://www.parkopedia.co.uk/ for car parks in the surrounding area. We would recommend using
public transport instead of travelling by car.
CATERING
No food or beverage may be brought into the exhibition hall. The hotel has very strict rules about
food items being served within the exhibition hall. However, if you wish to distribute sweets,
chocolates or simple food items from your stand, please contact the hotel directly who will advise
you if such items are permissible and provide you with the relevant disclaimer where needed.
Sarah White
Tel: +44 (0) 20 7551 6179
Email: [email protected]
Please note that breakfast, lunch and coffee breaks will be held at various times throughout the day
in the Exhibition Hall.
CONFERENCE PROGRAMME
A full programme of seminar presentations supports the EMEA Global Mobility Summit. All LEAD,
PREMIER and PLATINUM sponsors are entitled to a 30 minute speaking slot as part of their
sponsorship package.
As part of our continuing efforts to improve our events, we are taking a slightly different approach to
the conference programme this year. We have brought a conference producer onboard who is
conducting thorough research into the topics, trends and issues that are facing Global Mobility
professionals across the EMEA region. As such, our conference producer, Claire Knott, will be in
touch to discuss topic options and details for your session in the next couple of weeks. She will work
closely with you to finalise all session information.
Once Claire has finalised the details with you we will be in touch to confirm deadlines for you
presentation slides.
8
DELEGATE GUIDE
Forms Required
All LEAD, PREMIER, PLATINUM and GOLD sponsors are entitled to provide a 100 word editorial plus
contact details (name/email/telephone/website) to appear in the Delegate Guide and on the
website.
If you are a LEAD, PREMIER, PLATINUM or GOLD sponsor, you may also include your company logo.
All logos must be provided in .eps format.
We are happy to use logos and profiles that you have provided for previous events, but we do
require written confirmation that these are still the current and correct logo to be using.
Those with exhibitor only packages, may provide a contact listing (name/email/telephone/website)
to be included in the Delegate Guide and on the website.
Please complete the Delegate Guide Editorial form and return before the deadline below. Please
note that although the below is the final deadline, these will be used on the website so we do
recommend getting these in as soon as possible to maximize your exposure.
The deadline for the return of the Delegate Guide Editorial Form is:
8 October 2014
ELECTRICAL SUPPLY
Electrical power for your stand MUST be ordered in advance.
It is vital that you ensure you have enough electrical power for the equipment you are using. If you
have not ordered the correct power supply the Event Coordinator reserves the right to remove any
electrical equipment from your stand until the completion of the Show.
Electrical supply is available for £45 + VAT directly from the hotel’s preferred audio visual supplier,
Insync Productions.
To order please contact Insync Productions directly:
+44 20 7551 6120
[email protected]
[email protected]
Please ensure a copy of all orders is sent to the Event Coordinator for reference.
To avoid the late order fees, please ensure your order is made by:
24 October 2014
FREIGHT FORWARDING
As official contractor ILS can ensure that your exhibitor materials arrive safely and securely at your
stand on schedule to remove the stresses and strains of getting goods to the exhibition. They can
also arrange to remove your packed items from your stand and return to their warehouse, or indeed
back to your premises.
9
For further information on these services, please contact:
John Lawson or Sean Adriaanzen
International Lifting & Shipping
Tel: +44 (0) 24 7633 7955
Fax: +44 (0) 24 7633 6795
Email: [email protected] or [email protected]
Please note that all freight forwarding arrangements are to be handled directly with ILS and we
cannot take responsibility for this. However, so that we may do all we can to assist you with this,
please do inform the Event Coordinator of any arrangements you have made.
FURNITURE
Each stand will be provided with a standard 6’ table with white table cloth and two chairs. If you do
not require these please let the Event Coordinator know in advance.
For further exhibition furniture requirements please contact our recommended contractor, JMT,
directly who should be able to assist you with all your needs. You can see the full range at:
www.jmtindisplay.co.cuk
Please contact Shafia Begum directly on:
Tel: +44 (0)1923 851580 (main)
Fax: +44 (0)1923 854681
E-mail: [email protected]
Web: www.jmtindisplay.co.uk
HEALTH & SAFETY
It is the policy of the Show Organisers to ensure that the EMEA Global Mobility Summit is safe for
both sponsors/exhibitors and visitors. Therefore, we would like to draw your special attention to
the following:
 Sponsors/exhibitors must ensure that any person installing stand material is fully qualified and
competent to do so.
 It is the responsibility of each exhibitor to acquaint themselves fully with the fire and safety
instructions relevant at Lancaster London Hotel. Sponsors/Exhibitors are also responsible for
the safety of their staff and, in so far as they may affect other exhibitors, visitors, the venue or
any other person, their products and equipment.
 In the interests of safety, the aisles identified at the Summit must be kept clear at all times.
 All fire exits, alarm points and firefighting equipment must be kept clear at all times.
 On instructions from the show management or hotel, all sponsors/exhibitors must vacate the
venue immediately.
 All display materials must be non-combustible and inherently non-flammable.
 No articles of an explosive character or likely to cause offense by reason of smoke, smell or
fumes can be brought into the venue. Pyrotechnics cannot be used.
 Any working displays must be fully tested and certificated. It is up to sponsors/exhibitors to
ensure that such displays do not constitute a fire or safety hazard and do not present a danger
to visitors, other exhibitors or the fabric of the venue.
10
INSURANCE
All sponsors and exhibitors must have their own general liability insurance that covers their
participation in the London Totally Expat Show. Please send proof of your insurance cover to the
Event Coordinator directly for approval. See Terms and Conditions.
Exhibitors without valid insurance may be refused entry to the show.
The deadline for proof of insurance is:
7 October 2014
INTERNET ACCESS
WiFi internet access is available at the venue at a cost of £30 per day.
To pre-order this please contact the Event Coordinator who will arrange for payment to be taken
and an order to be placed. Instructions as to how to connect will be supplied to those that have preordered internet access on the day.
Anything that involves streaming videos or web based presentations should use a hard line service.
To pre-order this please contact the Event Coordinator.
MARKETING ACTIVITY
Promoting your presence at the Summit to your customers and prospects is a great chance to
demonstrate that you are a brand at the forefront of the industry.
To help you do this we provide the following free of charge marketing materials:
 A HTML invitation to invite your clients or prospects by email (we can personalize these for
you with your logo/stand number upon request)
 A PDF invitation to send to your clients or prospects by email or to print
 A banner to add to your email signature or website – 468 x 60
 A button for your website – 300 x 300
We will also provide details of the many ways in which you can help promote your presence via
social media tools such as linkedIn, twitter and facebook.
You will receive these materials separately by email from our Marketing Executive, Alex Softley
If you have any questions about any of our marketing activities, please contact Alex directly:
[email protected]
+44 (0) 20 7943 8086
11
NAME BOARD
Forms Required
Your company name will be shown on a name board on your stand. Please complete the Name
Board Form with the precise name that is to appear. If this form is not received by the deadline
given, the name of the company as it appears on the order form when the purchase was made will
be used. A charge will be made if this subsequently has to be changed.
Please note that your company name will be presented as written on this form on all printed
material.
The deadline for the return of the Name Board Form is:
8 October 2014
OPENING TIMES
The EMEA Global Mobility Summit is being held on Friday 7 November 2014 and will be open from
8.30am until 5.30pm. In the evening, we will be hosting the EMEA EMMAs Gala Dinner starting with
a reception at 6.30pm followed with dinner, the awards ceremony and dancing until midnight.
For tickets to the EMMAs contact your account manager or:
Iyla MacIntyre
[email protected]
+44 (0) 20 7943 8027
PASSES
Forms Required
At the Global Mobility Summit there are two types of passes.
Exhibitor Passes allow members of your team access to the exhibitor hall only and should be used by
those manning the stand only. They will not have access to the conference programme. The
number of passes that can be allocated is determined by the sponsorship/exhibitor level you have
purchased:
Exhibitor Passes:
LEAD: 5 passes
PREMIER: 4 passes
PLATINUM: 3 passes
GOLD: 2 passes
EXHIBITOR: 2 passes
To order exhibitor passes, please complete the Exhibitor Passes form. Additional exhibitor passes
can be purchased at £210 each. Contact your Account Manager or the Event Coordinator.
The second type is a full Conference Pass. This will allow access to the whole programme including
the exhibitor hall and conference rooms. This should be used by staff members that you intend to
have on the stand during the break and lunch times, but who will also be attending the conference
sessions. Conference passes are only included in sponsorship packages and the allocation depends
on sponsorship level you have purchased:
LEAD: 5 passes
Conference Passes:
PREMIER: 4 passes
PLATINUM: 3 passes
EXHIBITOR: N/A
GOLD: 2 passes
12
To order conference passes, please complete the Conference Passes form. Additional conference
passes will be £540 each. Contact your Account Manager or the Event Coordinator.
Passes will be available for collection at the Registration Desk on your arrival at the Summit.
Staff without a pass may be refused entry to the exhibition and conference.
To order crew passes (to allow members of you team NOT attending the event to gain access to
deliver/set-up), please contact the Event Coordinator.
The deadline for the return of the passes forms are:
15 October 2014
SECURITY
Whilst the Show Organisers will take every care to ensure the security of your stand, display
materials and products whilst in situ, they cannot be held liable for any loss or damage, howsoever
caused. You are advised to take out relevant insurance to cover any eventuality and you must have
relevant general liability insurance.
SPONSORSHIP
As you will be aware, sponsorship and a high profile branding is a vital part of any event presence;
attracting more visitors to your stand and helping you to achieve a higher profile. We have a limited
number of opportunities to help you do this, with substantial discounts available to sponsors and
exhibitors. For information on sponsorship opportunities, please contact your account manager or:
Iyla MacIntyre
[email protected]
+44 (0)20 7943 8027
STAND FORMAT
The Exhibition Hall for the EMEA Global Mobility Summit is a space-only (ie. no shell scheme) space.
All stand areas will be clearly marked out on your arrival.
The maximum height for all displays is 2.5m (8ft 3 ins) and all display material must be kept within
the given floor space purchased as part of your package.
Each stand area will be provided with a 6’ table and two chairs. There will be a name board with
your company name and stand number positioned on the front of the table.
Note

All displays must be entirely confined within the area of the stand. Any display that
protrudes beyond the line of the stand will be required to be removed, unless specifically
agreed, in advance, with the Event Coordinator. Stand sizes are determined by the
sponsorship/exhibitor package purchased. This will be noted in your signed booking form.
LEAD: 2m x 4m
PREMIER: 2m x 3m
PLATINUM: 2m x 3m
GOLD: 2m x 2m
EXHIBITOR: 2m x 2m or 2m x 3m
13



No fixings can be made to any part of the venue. Any damage caused by an exhibitor to the
fabric of the venue will be charged for.
Exhibitors must not use helium filled balloons.
If an exhibitor employs a contractor, they must ensure that they are competent and suitably
qualified to carry out the work required and that they comply fully with Statutory
Regulations including, but not limited to, those of the Health and Safety At Work Act 1974 in
so far as they pertain to exhibiting. Any contractor must supply a certificate of insurance.
WASTE MATERIAL
The venue must be kept clear of any waste materials at all times. It is the responsibility of each
exhibitor to dispose of any surplus packing materials or waste generated by the construction or
operation of their display.
There will be a charge if the Event Coordinator or venue has to dispose of any left-over materials,
brochures etc.
WELCOME PACK INSERTS
All LEAD, PREMIER, PLATINUM and GOLD sponsors are invited to provide a promotional insert to be
included in the Visitors Welcome Pack. This should be a standard A4 size marketing material leaflet
of no more than 4 sides. To discuss options for this please contact the Event Manager directly.
If you wish to include a promotional item, such as a pen, USB or luggage tags, please contact the
Event Coordinator directly for approval. These items will be allocated on a first come first serve
basis.
The Event Coordinator will be in touch 1 month in advance of the event to confirm quantities
needed and the address this should be sent to.
The Event Coordinator reserves the right to insist that any display they consider to be dangerous,
not meeting the rules outlined in the Manual or the Terms and Conditions, or not in keeping with
the general ambience of the event be altered or removed.
14