GAIM Ops Cayman
April 14 - 17, 2024
The Ritz-Carlton, Grand Cayman
April 14 - 17, 2024
The Ritz-Carlton, Grand Cayman

Exhibitor Manual

Below you will find information and links that will prepare you for GAIM OPS Cayman 2024. Please read carefully through each section below and let Matthew know if you have any questions.

Key Contacts

Sales:

Eric Franklin  | eric.franklin@informa.com 

Operations:

Shea Hochenberger | shea.hochenberger@informa.com - Operations Lead

Matthew Wilson | gaimops.sponsors@informa.com - Sponsorship Operations

Kristen Minick | gaimops.speakers@informa.com - Conference Operations

Informa Connect is committed to improving diversity, equality and inclusion in every industry it operates in, through our agendas and specialist programs 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. 

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 CAYMAN

In keeping with our sustainability aims at GAIM Ops Cayman, we are asking that exhibitors do not provide handouts 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, 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. This data will be used to provide/track charitable donations throughout the event for information and post event reporting. GAIM Ops' lead generation system will be provided to you to, track leads and make notes. 

If you wish to have any branded giveaways at your stand, in keeping with GAIM Ops' sustainability goals, these must be sustainable in nature. This means they should either be fully recyclable or have longevity of use. They must not contain any single use plastics and you should be aware of the carbon footprint of any items you order. Please also be aware of the volume of your order – and do not have lots of spare items that will not then be used.

Please see below our advice on how to be more sustainable with your giveaways:

• Find things that are made locally so shipping is more sustainable.

• Avoid gifts that need heavy packaging, which immediately ends up in a landfill.

• Consider what the object is made of. Bamboo is one preferred eco-friendly material. Plastic is a no-no.

• If you give away apparel, look for products made of ethically sourced, organic material. Consider skipping the logo so that the garment has a longer life.

• If you have to ship the gift, avoid overnight delivery and consider buying offsets to cover the carbon footprint of the shipping.

DEADLINES

  • Jotform submission for information about your company - by 1 March
  • Pass registration - by 20 March - details on how to register passes to follow
  • Hotel reservation - as soon as possible

YOUR STAND

Exhibitors must not exceed their allocated space. Please be sure to check that your stand will fit within your 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 6' Table
  • 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 Matthew Wilson who will provide details of who to contact at the venue to arrange this.

The floor plan will be sent to you in due course with your tabletop location.

COMPULSORY HEALTH & SAFETY

As an exhibitor it is essential that you read the health and safety rules and additional safety information about the venue here. Please also 

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 9:00 AM - 3:00 PM on Sunday 14th April

Exhibition Break Down

From 11:00 AM - 12:00 PM on Wednesday 17th April

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

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SHIPPING DETAILS


DOWNLOAD HERE

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, April 1st. It is very important that once a shipment is sent our Business Center is informed, so that they can follow up on the shipment. If you would like, you can include their email address in communications sent to your exhibitors (caymanbc@ritzcarlton.com)

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

Note on getting items through the Cayman Islands’ Customs: Please make sure your paperwork is correctly completed and as required by customs. When done properly, the release of the packages is very fast. Customs does not accept commercial invoices for the items, they need the actual purchase invoice of the items sent.

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 12:00PM Wednesday April, 17th. 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 send this Form and any questions to Alex Jimenez Sanchez.


Furniture Supplier:

If you wish to order any furniture other than a standard table and 2 chairs, please contact Matthew Wilson who will provide a suggested supplier for the event.

YOUR LOGO & PROFILE

If you have not already sent us your company profile via Jotform.



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 Matthew Wilson (matthew.wilson.us@informa.com).

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.

ADDITIONAL PASSES

If you require additional passes, please contact Alice Brown 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, prioritize, 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.