Sponsor & Exhibitor Manual
Information and requirements for sponsors and exhibitors
Sponsor & Exhibitor Manual
Lindsey MarkewitzWelcome to the Sponsor & Exhibition Manual for GAIM Ops Cayman 2020
Here you will find the relevant information and forms to complete for the event.
If you have any questions, please contact Alison Jesinkey
Please ensure you read each section carefully and meet the required deadlines.
We look forward to working with you in making this a successful event!
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.
- 100 word company profile & eps logo - by return
- Pass registration - by Friday, August 7th 2020
- Exhibitor declaration - by Friday, July 31st 2020
- Hotel reservation - as soon as possible
Please send details to Lindsey Markewitz
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 Lindsey Markewitz by return.
Alternatively, please confirm to the same email address if the profile currently online is correct.
This will be used in either the electronic networking app or the event handbook, depending on the event.
Please email your logo as an eps file to Lindsey Markewitz by return.
Passes included in your contract need to be registered online using the unique link sent to you via email.
Should you wish to purchase any additional passes, please contact our marketing manager,
Pippa Wiskin, who will share a booking link.
Pass details should be registered as soon as possible. Please note that all passes are subject to approval from the GAIM Ops team.
Exhibitors must not exceed their allocated space. Please be sure to check that your stand will fit within your space allocated in your contract. 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
ALL POWER REQUIREMENTS MUST BE ARRANGED DIRECTLY WITH THE HOTEL BY EXHIBITORS. INFORMA CONNECT WILL NOT ARRANGE THIS ON YOUR BEHALF.
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 Bogdan Olar at The Ritz Carlton directly, Bogdan.Olar@ritzcarlton.com.
The floor plan with stand information will be sent to you in due course.
COMPULSORY HEALTH & SAFETY
As an exhibitor it is essential that you read the Health and Safety Rules.
The Exhibitor Declaration must be completed and returned by July 31st 2020 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 & BREAK DOWN TIMES
Exhibition Build Up*
Tuesday, September 29th : 10:00am - 12:30pm
Exhibition Break Down
Friday, October 2nd: 12.00pm - 5: 00 p.m.
*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 as needed before the event. All items stored at The Ritz-Carlton before the event will be subject to handling and storage fees.
Incoming boxes received will incur a charge for storage at $5.00 per day / or $25.00 a week per box, with a one time handling fee as follows:
- Small Packages - $5.00 per box
- Medium Packages - $10.00 per box
- Large Packages - $25.00 per box
To arrange delivery, please contact Mercedes Royo at The Ritz-Carlton directly: +1 345.815.6028, firstname.lastname@example.org.
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 the event on Friday, October 2nd. 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
Booth set-up Service:
You can ship your banners & boxes to the The Ritz hotel and their team will build up your booth the way you envisioned it.
The set up service is 250 USD per booth. All boxes with marketing material or giveaways will be located at your booth for you to come and be ready to engage with the potential customers. This service does not include the handling or storage fees associated with your incoming boxes.
Once the event is finished, the hotel will dismantle, pack the shipment and prepare it for the courier to retrieve them. Please make sure you have return labels inside the boxes for us to prepare outgoing shipment without delays. For more information, please contact the Business center team at email@example.com or +1-345-815-6028.
AV and Furniture Supplier:
Should you wish to order any AV/screens, please contact The Ritz-Carlton's in-house AV team directly:
Bogdan Valeriu Olar
Direct Line: +1 345-815-6844
Should you wish to order furniture (other than the table and two chairs provided) for your stand, kindly contact Lindsey Markewitz who will make arrangements with the venue directly.
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 Cayman takes no responsibility for hotel reservations.
Informa Connect does not have an additional 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.