The Ritz-Carlton, Grand Cayman
Exhibitor Manual
Below you will find information and links that will prepare you for GAIM OPS Cayman 2025. Please read carefully through each section below and let Cat know if you have any questions.
Key Contacts
Sales:
Eric Franklin | eric.franklin@informa.com
Operations:
Cat Farrer | gaimops.sponsors@informa.com / catherine.farrer@informa.com - Sponsorship 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 14 March
- Pass registration - by 14 March - details on how to register passes to follow
- Hotel reservation - as soon as possible
EXHIBITOR 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 Cat Farrer 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.
DEMO KIOSK
The following are provided for all kiosks free of charge:
- 1 x High Table
- 2 x High Stools
- 1 x Monitor
- 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 Cat Farrer 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 kiosk location.
COMPULSORY HEALTH & SAFETY
As an exhibitor it is essential that you read our Exhibitor Guidelines and additional safety information about the venue here. Please note that if you have not already done so you need to fill out the information on page 32 and 33 and return this to Cat Farrer.
If you have a free build stand you must provide the 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 6th of April
Exhibition Break Down
From 11:00 AM - 12:00 PM on Wednesday 9th of April
*Please note that these times may change – you will be informed closer to the event if this is the case
SHIPPING DETAILS
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 Cat Farrer who will provide a suggested supplier for the event.
HOTEL ACCOMMODATION
To arrange accommodation at the Ritz Carlton, please use our unique sponsors link to book this here.
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.
YOUR LOGO & PROFILE
Please make sure to check your logo and profile on our sponsors page.
If you have not already done so, please submit your logo and/or company profile via Jotform.
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 Anna Byrne 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.