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GAIM Ops West
October 27 - 30 2024
Omni La Costa Resort & SpaCarlsbad, CA

Below you will find information and links that will prepare you for GAIM Ops West 2022. Please read carefully through each section below and let Annie Cave know if you have any questions.

Welcome to the Event Manual for GAIM Ops West 2022!

Informa Connect Global Finance 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.

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. For more information and support, please contact Annie Cave.

For more info on Better Stands please click here. **We are specifying that any free-build exhibitors must demonstrate evidence at both the design concept and build methodology that your stand’s core structural materials are re-useable or recycled

Permitted Onsite

  • Core elements i.e. walls, archways, counters etc. must be constructed with reusable materials e.g. system build or stock panels

  • The stand structure must be prefabricated and ready to assemble onsite

  • Final adjustments to prefabricated pieces for fitting purposes is allowed

  • Final coat of acceptable TVOC paints for repair purposes only

  • Floor flats and system floors must be cut to size before coming onsite and be recyclable and/or reusable

  • The use of LED lighting

  • The use of recycled carpet, vinyl flooring, other floor coverings.

Prohibited Onsite

  • The use of one-time MDF panels or similar raw materials planned to be cutting to size onsite

  • The use of ‘other’ raw materials to construct core structural elements i.e. walls, archways, floor systems, counters, etc. that are not planned to be reused or recycled after use

  • Construction of any stand components from single use materials

  • Building from scratch onsite of any stand core elements

  • The use of incandescent light bulbs

  • The use of non-recycled carpet, vinyl flooring, other floor coverings

GAIM OPS WEST GIVEAWAYS

In keeping with our sustainability aims at GAIM Ops West 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 West 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 West's lead generation system will be provided to you to, track leads and make notes. Please provide at least one and up to ten pdfs to Annie Cave by 19th September. These will be used to create QR codes to display on your stand.

If you wish to have any branded giveaways at your stand, in keeping with GAIM Ops West's 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

Please send details to Annie Cave:

  • 100 word company profile & eps logo: by return
  • Pass registration: by Monday 19th September - details on how to register passes to follow
  • Exhibitor declaration: Monday 19th September

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 Annie Cave who will provide details of who to contact at the venue to arrange this.

The floorplan 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 and exhibitor information pack.

The declaration must be returned by Monday 19th September so GAIM Ops West 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.

Please see the Monarch Beach Resort security information here.


EXHIBITION SET UP & BREAKDOWN TIMES

Exhibition Build Up*: From 07:30 on Monday 17th October

Exhibition Break Down: After the afternoon break on Wednesday 19th October

*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 14th October.

Please see the delivery information here and 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 Thursday 16th June. 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

To organise AV equipment at your stand, please fill out the form here then send to Monarch.Exhibit@encoreglobal.com & Bianca.anderson@waldorfastoria.com once completed.

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 Annie Cave.

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 West Producer, Alison Jack will be contacting all speakers directly with further information about their participation.

ADDITIONAL PASSES

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

LEAD SCANNING

GAIM Ops West 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 HotelMap page here. Demand for rooms can be very high, so please book early to avoid disappointment, GAIM Ops West 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.