April 24 - 27, 2022
The Ritz-Carlton, Grand Cayman

April 24 - 27, 2022
The Ritz-Carlton, Grand Cayman

Exhibitor Manual

Below you will find information and links that will prepare you for GAIM OPS New York 2021. Please read carefully through each section below and let Beth know if you have any questions.

Key Contacts

Sales:

Ian McGuinness | ian.mcguinness@knect365.com 

Shah Zaman | shahariar.zaman@knect365.com

Operations:

Beth Lloyd-Braiden | beth.braiden@informa.com - Sponsorship Operations

Annie Murrison | annie.murrison@informa.com - Operations Manager 

Informa Connect is committed to improving diversity, equality and inclusion in every industry it operates in, through our agendas and specialist programmes to encourage a variety of demographics. We expect all our participants, exhibitors and sponsors to support this ethos. We will be asking all our stakeholders to take care when designing their stands, promotions and other communications to ensure that our events contribute to promoting equality in the industry. Please see these additional guidelines for all sponsor and exhibitor attendees.

At Event Safety & Informa AllSecure

Your safety at our events is our top priority. Please click here to see what we will be doing at this event to ensure we can bring you together with your peers, clients and colleagues as safely as possible.

Informa AllSecure is Informa’s approach to enhanced health and safety standards at our events following COVID-19. As the world’s leading events’ organizer, Informa has developed a detailed set of enhanced measures to provide the highest levels of hygiene and safety at its events, providing everyone with reassurance and confidence they are participating in a safe and controlled environment.

For further details on our 10 Key Commitments, please click here

 

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

REMOVAL OF GIVEAWAYS AT GAIM Ops New York

In keeping with our sustainability aims at GAIM Ops we are asking that exhibitors do not provide giveaways at this event and we would like all of our exhibitors to embrace this sustainability goal with us.

In order to assist with this, and remove the need for handouts and giveaways, GAIM Ops will provide QR codes to exhibitors that can be shown on your stand – these can be used for people to download materials such as white papers or brochures, or to simply share their details with you. GAIM Op's lead generation system will be provided to you to upload these materials, track leads and make notes. Please see more details on this in the Lead Generation section below.

Please contact Beth Lloyd-Braiden if you have any questions about this at all.

DEADLINES

  • 100 word company profile & eps logo - by return
  • Pass registration - by 27 August - details on how to register passes to follow
  • Exhibitor declaration - by 27 August
  • Hotel reservation - as soon as possible

Please send details to Beth Lloyd-Braiden

YOUR STAND

Exhibitors must not exceed their allocated space. Please be sure to check that your stand will fit within your 3m x 2m space. The Organisers reserve the right to move any items outside the boundaries of your allotted space.

The following are provided for all stands free of charge:

  • 1 x desk
  • 2 x chairs
  • 1 x 230 V power supply

ALL ADAPTERS MUST BE PROVIDED BY EXHIBITORS. INFORMA CONNECT WILL NOT BE ABLE TO PROVIDE THESE ON SITE.

Please be advised that you are responsible for ensuring that any equipment or materials brought by yourselves are covered by your own insurance. You should have public liability insurance to cover your attendance at the event.

Complimentary wireless internet will be provided for all exhibitors. If you require a fixed line connection, please contact Beth Lloyd-Braiden who will provide details of who to contact at the venue to arrange this.

The floor plan will be sent for you to select your stand in due course.

COMPULSORY HEALTH & SAFETY

As an exhibitor it is essential that you read the health and safety rules.  

The declaration must be returned by 27th August so that GAIM Ops are aware what you plan to do at this event. 

If you have a free build stand you must read the rules here and return stand plans, risk assessments, method statements and a copy of the insurance certificate before permission to build is given.

EXHIBITION SET UP & BREAKDOWN TIMES

Exhibition Build Up*

From 3pm-5pm on Sunday 26th September 

Exhibition Break Down

From 2:00pm - 3:00pm on Thursday 29th September 

*Please note that these times may change – you will be informed closer to the event if this is the case

VENUE & DELIVERIES

It is your responsibility to book your courier for both delivery AND collection. It remains a private arrangement between you and your chosen courier company. In addition, it is your responsibility to pay all customs charges; otherwise all the materials may be refused.

Materials can be sent to the hotel no earlier than Friday 24th September 

Please use the delivery label for ALL items being delivered – items not labelled correctly are likely to go missing! 

All goods must be covered by proper customs documents – please mention it is a temporary exportation in order to avoid paying more taxes than expected.  The hotel will not pay any taxes/duties etc and will not accept any underpaid charges. 

Remember – it is your responsibility to arrange for items to be picked up at the end of the event – items must be collected by the end of 29th September. You must book the courier and ensure that your items are clearly labelled with your company name and the return address. Items left after this time will be disposed of. Please ensure the collector brings collection instructions detailing the following:

Quantity & description of items being collected

Name of the Event

Date of Collection

Proof of Collection

AV Supplier:

Should you wish to order any AV/screens for your stand, please contact:

Metro Events 

jamesc@metromultimedia.com

Furniture Supplier:

If you wish to order any furniture other than a standard desk and 2 chairs, please contact Beth Lloyd-Braiden who will provide a suggested supplier for the event.

YOUR LOGO & PROFILE

If you have not already sent us your company profile please provide the following:

100 word company description plus website address.

Please submit your company profile to Beth Lloyd-Braiden by return. 

Alternatively, please confirm to the same email address if the profile currently online is correct.

Please email your logo as an eps file to Beth Lloyd-Braiden by return.

YOUR PASSES & LEAD GENERATION

You are entitled to a certain number of complimentary registration passes per your agreement. If you are unsure how many passes you have used or what comes with your package, please contact Beth Lloyd-Braiden

INCLUDED 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 passes for the event.

Speakers will automatically be registered, please do not use your allotments to register speakers. 

The GAIM Ops Speaker Co-ordinator -  Ravella Riffenburg will be contacting all speakers directly with further information about their participation.

ADDITIONAL PASSES

If you require additional passes, please contact MARKETING who will be able to share a booking link.

LEAD SCANNING

GAIM Ops  are partnering with Visit Connect as the registration and lead retrieval tool for the event.

Visit Connect puts the success of the show firmly in the palm of your hand. Using their own smart device, exhibitors can verify, rate, prioritise, monitor, and respond to leads in real-time, from the show floor or remotely from a team member at your office.


Scan a visitor badge with Visit Connect immediately to:

•access contact data,
•add notes, voice memos and photos
•answer pre-set questions,
•set follow up instructions,
•even immediately contact the lead

Find details here of how Visit Connect will work for lead generation as well as to upload content for attendees to download by scanning a QR code.

Login details will be sent to the primary contact in due course along with further details on how to use the system.

HOTEL ACCOMMODATION

To arrange accommodation please go to the Plan Your Visit page.

Demand for rooms can be very high, so please book early to avoid disappointment. GAIM Ops takes no responsibility for hotel reservations.

Informa Connect does not have a third party hotel booking agency representing this event aside from the above links. If you are contacted to book accommodation by any agency, this is not recommended as they are unknown to Informa Connect and the hotel.