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WELCOME TO THE COPAY EXHIBITOR MANUAL 2023
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
Meghan Gemmell | +1 212-600-3438 | Meghan.Gemmell@informa.com
Deadlines
Please review this list of important deadlines for the Live and Virtual Events:
Thursday, August 31st: 11:00AM
- Virtual Exhibit Booth Demo
AS SOON AS POSSIBLE - No later than Monday, September 18th
- Speaker Bios/Photos Due
- Pass Registration Due
- Booth Power Requirements due to Chabelyz Mejia
Monday, September 18th:
- Slides/Presentation Decks Due
Wednesday, September 27th:
- Tracking for booth materials due to Informa Connect
- Earliest date for packages to arrive at hotel
Pass Registration - Due Monday, September 18th
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 Kristin Wittreich
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 Meghan Gemmell (Meghan.Gemmell@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
Virtual Booth Hub
Your virtual hub allows you to connect directly with attendees and is a place for you to display content such as videos, images and documents. Attendees can connect with you via video chat and messenger functions and you are able to host 1-2-1 meetings.
Our team will grant access within the ConnectMe event portal. Once access has been granted, you will be able to upload the following items to your booth directly:
- Company name
- Company description (500 characters max with spaces)
- Company logo (500 x 300 px with transparent background)
- Company website URL
- Videos: up to 3 (5min max each) - HD 1920 x 1080 px or 1280 x 720 px - MP4
- Social Media Links (Facebook, Twitter, Instagram & LinkedIn are possible)
- Downloads - up to 10 - PDFs
- Background Image/Color Image (1920 x 1080 px (landscape), jpg or png format)
Please join us for a Virtual Exhibit Demo on Thursday, August 31st at 11:00AM.
Accommodation & Venue
The Bellevue Hotel
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.
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 Wednesday, September 27th
Please label all boxes with:
- Coupon & Copay (October 2- Informa)
- [Your Company Name] - [Your Phone Number]
- The Bellevue Hotel
- 1415 Chancellor Court
- Philadelphia, PA 19102
- Box _ of __
Boxes/ Packages: $10.00 for each incoming or outgoing package
Pallets: $250.00 per 100 pounds for each incoming or outgoing pallet.
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 Monday, September 25th 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, September 18th.
Booth Setup & Breakdown
Booth Setup - Sunday, October 1st
- 5:00PM - 7:00PM in the Grand Ballroom Balcony
Booth Breakdown - Wednesday, October 4th
You may begin breaking down following the conclusion of the event at 3:35pm on Wednesday, October 4th.
Exhibits must be clear by 6:00pm
Show Schedule
Exhibit Hall Hours:
Monday, October 2nd: 8:00AM - 6:00PM
Reception: 5:00PM - 6:00PM
Tuesday, October 3rd: 8:00AM - 6:15PM
Reception: 5:15PM - 6:15PM
Wednesday, October 4th: 8:30AM - 3:35PM
Registration Hours:
Monday, October 2nd: 8:00AM - 6:00PM
Tuesday, October 3rd: 8:00AM - 6:20PM
Wednesday, October 4th: 8:30AM - 1:15PM
AV Request Form
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.
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