Welcome to the 2024 Sponsorship Manual!
As a sponsor in this year's program, our number one priority is to deliver you both an outstanding Live and Virtual experience, resulting in more opportunities for networking, brand visibility and lead generation than ever before.
Below you will find information and links that will prepare you for the Copay, Reimbursement and Access Congress.
Please read carefully though each section, and let us know if you have any questions.
Sales
Karen Hanover | +1 212-600-3436 | karen.hanover@informa.com
Sponsor Logistics
Chabelyz Mejia | +1 774-407-5229 | Chabelyz.Mejia@informa.com
Speaker Logistics
Chabelyz Mejia | +1 774-407-5229 | Chabelyz.Mejia@informa.com
Deadlines
Please review this list of important deadlines for the Live and Virtual Events:
Date TBD
- Virtual Exhibit Booth Demo
AS SOON AS POSSIBLE - No later than Monday, November 4th
- Speaker Bios/Photos Due
- Pass Registration Due
- Booth Power Requirements due to Chabelyz Mejia
Friday, November 8th:
- Slides/Presentation Decks Due
Thursday, November 14th:
- Tracking for booth materials due to Informa Connect
- Earliest date for packages to arrive at hotel
Pass Registration - Due Monday, November 4th
You are entitled to a certain number of complimentary registration passes to the event, per your agreement.
If you are unsure how many passes you have used or what comes with your package, please contact Chabelyz Mejia - Chabelyz.Mejia@informa.com
Complimentary Passes
The primary contact from each company will receive a unique activation link and details of how to create an account on our registration portal, Visit Connect, to register your complimentary Main Conference passes for the in-person event.
Please note:
- If you have any changes to your registered passes, please email changes to Chabelyz Mejia
Speakers will automatically be registered, please do not use your allotments to register speakers. If you have not yet submitted your speaker details, please send to Chabelyz Mejia (Chabelyz.Mejia@informa.com).
Chabelyz will be contacting all speakers directly with further information about their participation.
Additional Passes
If you need to register for additional sponsor passes over your allocation or additional conference passes, please contact Karen Hanover - Karen.Hanover@informa.com
Exhibitors may not set up or tear down outside of the specified times without approval from Show Management.
Shipping - Tracking Numbers
All booth materials should be shipped directly to the hotel. Boxes may arrive no earlier than Thursday, November 14th
The Hotel’s shipping address is:
201 South Columbus Blvd.
Philadelphia, PA 19106
All boxes shipped to the Hilton Philadelphia at Penn’s Landing must display a label stating the following information:
Name of the Person who will claim the package(s)
Date of Arrival
Return Address
Name of group
Meeting/event location and dates of meeting/event
Group contact (Sales, Catering or Convention Service Manager)
Telephone number with a contact name
Receipt of packages will be billed at a rate of $5.00 per box or $150.00 per pallet. Packages shipped to the Hilton Philadelphia at Penn’s Landing should not arrive more than 3 days prior to the start of the scheduled function.
Any shipment of boxes that remains in the hotel package room, either before or after a function more than three days will be assessed a fee of $5.00 per box, per day.
The Hilton Philadelphia at Penn’s Landing is not responsible for the safe or timely arrival of any packages sent to the hotel by or for the group. It is the group’s responsibility to check on the arrival of any packages and to check to ensure the contents are intact. The Hyatt Regency Philadelphia accepts no liability for lost, stolen or damaged goods.
Receiving hours at the Hilton Philadelphia at Penn’s Landing’s loading dock is 7:00am to 5:00pm. Please be aware of these times when scheduling your delivery of boxes or packages. Items that are palletized or are of extensive weight must be delivered on a truck equipped with a lift gate in order to have access to the freight elevator. The freight elevator has a maximum capacity of 3,000 pounds. It is 68’’ wide x 8½’ deep x 8’ high (please note the elevator door opening is 7½’ high).
The Hilton Philadelphia at Penn’s Landing’s Purchasing Department ships packages out of the hotel using Airborne Express, FedEx and UPS. The hotel will not be responsible for any billing in these situations. Following is a list of prices associated with shipping packages:
The handling fee for shipping is $5.00 per box or envelope. Any box that is not pre-packaged will be boxed by the hotel for an additional materials fee, which will depend upon the amount of materials used. All boxes must be accompanied with a shipping request form. This form must be filled out completely. In addition, each box must be clearly labeled with a shipping label including the destination address of the box as well as the return address of the person shipping the box, (not the hotel’s address). If any box or envelope, designated to be shipped, does not have a label the hotel will affix one for $1.00. Any guest requesting that Purchasing bring boxes from the hotel to the Convention Center will be charged $25.00. If you have any questions, please call the Purchasing Department at extension #6585 (within the hotel).
We ask that you please share the tracking numbers for any boxes/shipments with our team in order to best assist.
Our show management team will help track packages on-site should any issues or delays arise.
Please send complete tracking information by Wednesday, November 13th to Chabelyz Mejia - Chabelyz.Mejia@informa.com
Booth Logistics
The Copay, Reimbursement and Access Congress exhibition area will be set up with tabletop booths.
Each booth will include:
- (1) 6' Table with 8' of Back Drop Space (A backwall popup display under 8x8 is allowed, or other self-provided graphics like pull-up banners – though all must be placed behind the booth and not on the sides of the table.
- (2) Standard Banquet Chairs
- (1) QR code in a frame that will direct attendees to your virtual booth and downloadable materials when scanned using the ConnectMe app
Separate storage space is not available. Please plan to store any boxes/packaging under or behind your tables/banner.
Basic conference Wi-Fi is available for all Copay, Reimbursement and Access Congress attendees.
Please let us know if you would like access to power prior to arrival. The deadline to request is Monday, October 28th.
Booth Setup & Breakdown
Booth Setup - Sunday, November 17th
- 4:00PM - 7:00PM in the Columbus Ballroom
Booth Breakdown - Tuesday, November 19th
You may begin breaking down following the conclusion of the event at 3:30pm.
Exhibits must be clear by 5:30pm
Show Schedule
Exhibit Hall Hours:
Monday, November 18th: 8:30AM - 6:15PM
Reception: 5:15PM - 6:15PM
Tuesday, November 19th: 8:00AM - 3:30PM
Registration Hours:
Monday, November 18th: 8:30AM - 6:15PM
Tuesday, November 19th: 8:00AM - 5:00PM
Accommodation & Venue
The Hilton Penn's Landing
Please visit out Pricing & Venue page for more information on this years' venue, including rates and links to make your reservation.
Please note that rooms are limited and the discounted rate will expire in advance of the meeting, so please book early.
YOUR COMPANY SHOWCASE (VIRTUAL BOOTH)
The following video is from the training on how to edit your virtual booth.
Your resource page includes the following opportunities:
- Company Name
- Company About Us: (required) Write a snappy header to let visitors know who you are. (max 150 characters)
- Company Description:( maximum 1000 words)Company logo (400 pixels wide x 180 pixels high - JPG / PNG / EPS)
- Videos: provide up to 10 different videos in mp4 format (HD Resolution: 1920x1080 or 1280x720, landscape) Videos over 500mb or 5min in length will fail to upload, so keep them short and interesting!
- Documents: provide up to 10 PDF files that can be downloaded by attendees
- Background Graphic for your page (OPTIONAL): image to increase your company branding on your page. 1250 x 150px; ABSTRACT- no text; JPEG or PNG
- Thumbnail for Lobby of Sponsor Resource Page: 600 x 250px- ABSTRACT- no text; if you do not provide one, we will upload a generic event one for you
Lead Retrieval
Lead retrieval at Copay, Reimbursement and Access Congress Face to Face event is a part of your package at no extra charge.
The main contact for the booth will receive a link is to create questions for lead retrieval and access the leads your team collected after the event. Only the main contact will have access to it. After the event you will be able to download the leads into an excel sheet and email them to your team.
Your team will automatically have access to scan badges on site at the event through the ConnectMe app. An email will be going out to all registered attendees for the event with how to log into the ConnectMe app. Once they log in they will see the option to click on lead retrieval where they will be able to scan badges.
How to Access your Virtual Booth
Once you have gathered your Sponsor Resource Page Assets, you will be able to build your company profile within ConnectMe.
Please watch the video above on how to update your virtual hub page. You will also receive a copy of the demo's recording after the live-demo date. If you have any questions, please get in touch with Nick Pappas
1. Login - If you're the primary contact for the event, you can login with your email address to edit your booth. The first time you login, you will need to update your profile first.
- Event Portal Login Link: https://lifesciences.connectmeinforma.com/
- User Name: your email address
- Passwordless entry - follow the instructions on the page. If you are not receiving the 4-digit pin, contact Nick Pappas
2. Click the Sponsor Resource Page Tab - find your company name and click 'Showcase'
3. Click Edit Stand - in the top right corner of your showcase page
4. Change/Update Content - you can add/remove any content in your hub. Click 'Update Showcase Demo' to publish your changes.
Exhibiting Sustainably
At Informa Connect, we have an ambition to become a champion of sustainability within our business and across the specialist markets we serve.
As part of our FasterForward programme, we have committed to a series of specific and ambitious goals and activities that, over a five year period, will help us become an ever more sustainable, high impact business while supporting and accelerating change in our markets.
Exhibitor Sustainability Checklist
Firstly we have put together a useful checklist for you to follow on how you can exhibit at our event more sustainably - click here to learn more
Better Stands
Through our commitment to the evolution of the exhibitions industry, we aim to ensure that we are delivering the best possible experience for our customers. We believe that by moving away from the use of disposable exhibition booth we will improve the ease, quality, safety and sustainability of the exhibitor experience at our events. Therefore, as part of event regulation we ask that exhibitors do not use disposable booth. Disposable booths are defined as space only stands made to be used only once which are usually constructed from raw materials at the venue during build up and the main structure is disposed of after the event. For more information and support, please contact Chabelyz.mejia@informa.com
More Info on Better Stands - click here
**We are specifying that any freebuild exhibitors must demonstrate evidence at both the design concept and build methodology that your stand’s core structural materials are re-useable or recycled
Permitted Onsite
Core elements i.e. walls, archways, counters etc. must be constructed with reusable materials e.g. system build or stock panels
The stand structure must be prefabricated and ready to assemble onsite
Final adjustments to prefabricated pieces for fitting purposes is allowed
Final coat of acceptable TVOC paints for repair purposes only
Floor flats and system floors must be cut to size before coming onsite and be recyclable and/or reusable
The use of LED lighting
The use of recycled carpet, vinyl flooring, other floor coverings.
Prohibited Onsite
The use of one-time MDF panels or similar raw materials planned to be cutting to size onsite
The use of ‘other’ raw materials to construct core structural elements i.e. walls, archways, floor systems, counters, etc. that are not planned to be reused or recycled after use
Construction of any stand components from single use materials
Building from scratch onsite of any stand core elements
The use of incandescent light bulbs
The use of non-recycled carpet, vinyl flooring, other floor coverings.