Waldorf Astoria Monarch Beach,
Dana Point CA
Sponsor & Exhibitor Manual
Below you will find information and links that will prepare you for GAIM Ops West 2024. Please read carefully through each section below and let Ravella (ops email) know if you have any questions.
WELCOME
Welcome to the Sponsor Manual for GAIM Ops West 2023
Key Contacts
Sales:
Eric Franklin | eric.franklin@Informa.com
Operations/Logistics:
Ravella Riffenburg | gaimops.sponsors@informa.com
Audience Lead:
Ella Burton | Ella.Burton@informa.com
Digital App Lead:
Noor Harajli | Noor.Harajli@informa.com
Production Lead:
Alison Jack | Alison.Jack@informa.com
Marketing/ Social Media Lead:
Alice Brown | Alice.Brown@informa.com
Exhibitor Kit - GES
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. Please see these additional guidelines for all sponsor and exhibitor attendees.
At Event Safety
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.
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.
FASTERFORWARD
As part of our FasterForward program 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 Ravella Riffenburg.
*We are specifying that any freebuild 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
- Pop up signs (provided by exhibitor; must have a width of 6' and can be no taller than 8')
- Additional printed tabletop signage (a printed tabletop sign that includes your company name and unique event app QR code will be provided by the show)
Prohibited Onsite
- The use of one-time printed materials/handouts
- Signage that extends beyond the front or sides of your allotted space
DEADLINES
Important Deadlines
· Submit your sponsor profile ASAP
· September 24 – Advanced shipping can begin arriving to the GES Warehouse
· October 7 – Exhibitor discount for shipping deadline
· October 18 – Room block closes
· October 18– All digital assets for digital booth are due (all sponsors can host a digital booth on the event app see section below for more details). Submit your profile to submit your digital assets.
· October 18 – Please register all your complimentary passes using the link provided in and email sent out after you submit your sponsor profile.
· October 23 (4:00PM) - Advance shipping closes without surcharges
· September 9 - Direct Shipments Deadline
· October 27 (10:00AM - 12:00PM) - Exhibitor load In
· October 30 (11:30PM - 1:00PM) Exhibitor load out (All exhibitor materials MUST be removed by 1:00PM)
HOTEL ACCCOMODATION
Please feel free to use the sponsor booking link here: https://hotelmap.com/M7M4W. This link will be active until October 18, 2024
COMPLIMENTARY PASSES
Please refer to your contract for the number of complimentary and discount tickets included with your sponsorship package.
Registration links are sent to you via email by GAIM Ops Operations Email. If you wish to purchase passes outside of your contracted allocation, please use the link below and reach out to Ravella for you 20% discount code.
EXHIBIT SPACE
For those with a Booth Space included in their contract:
Exhibit spaces are 10'x10'. Power, WiFi, one 8'x10' table, and two chairs are provided complimentary.
Shipment Arrivals: see SHIPPING INFORMATION section below for further details.
Move-in: Sunday, October 27 10:00AM - 12:00PM
Move-out: Wednesday, October 30 11:30AM - 1:00PM
AV ORDERS
If you would like to order any additional AV to your booth (including a monitor or hardline to your booth), please download and follow the instructions on this this form. If you have any questions while filling out the document please reach out to Laura Crawford at laurac@metromultimedia.com
The AV Discount Deadline is October 11, 2024
SHIPPING DETAILS
Due to the venue's shipping center being too small to accommodate our event, we will be shipping our items to a GES warehouse. For more shipping details and the exhibiting kit please use this link. Please keep the following deadlines in mind:
Advance Shipment can arrive: Tuesday, September 24, 2024
Exhibitor Discount deadline: Monday, October 7, 2024
Advance Shipment close (all shipments after this date will incur a surcharge): Wednesday, October 23, 2024
Shipping Address - please create your labels using the below details
GES
GAIM Ops West Coast
Exhibiting Company Name
Booth #
C/O HTS
2321 Siempre Viva Ct
Suite 103
San Diego, CA 92154
United States of America
Pricing
Please use the kit to request a quote: Expresso by GES
EVENT APP
The event app will go live a few weeks before the event, more details to come in early August. The app provides you an opportunity to share your digital assets with the attendees virtually. Please find a detailed list of specs you can include in your digital booth below:
· Sponsor representative(s) details – optional
These individuals will be displayed on your virtual booth as a point of contact
(First/Last name, Company name, Job title, unique email address)
· About us paragraph (Maximum 1000 characters)
· This is your opportunity to give people more information about your brand. What do you want them to know?
o Website URL
o Social URLs
o Twitter URL:
o Instagram URL:
o LinkedIn URL:
o Facebook URL:
· Background Banner Image: 1250 x 150px (JPG/PNG) – this image will appear at the top of your booth
· This is a rectangular image that will appear at the top of your virtual booth alongside your company logo
· Up to 10 Pre-recorded video files: MP4 format HD resolution 1920px x 1080px (Maximum 5 minutes in length and 500mb in size)
· These are short promo videos (5 mins max) used to showcase your brand and the services you provide. Sponsors typically provide 1-3 videos, but it’s common to not include videos so don’t feel pressured if you have nothing suitable. Attendees don’t have the ability to download these videos.
· Title of Pre-Recorded Video
· A brief title giving context to your videos
· Thumbnail image for each video - 1080 x 530px
· Up to 10 PDF documents
· Please title your PDF files with the title you would like to appear on the platform. (Max 74 character)
· These replace the documentation you’d typically have on offer at an expo, but in virtual form. They provide an opportunity to outline what your company does and the value it can provide. Sponsors often use these as an opportunity to outline recent company achievements, company strategies/philosophies, and to forecast the investment opportunities on offer. Attendees will have the opportunity to download these PDFs in their own time, so feel free to make these documents rich in detail.
· Description of PDF (Maximum 146 Characters)
· A more in-depth description of your PDF giving further context
· Optional thumbnail image for each PDF document – 620 x 250px
You will be receiving an email from our digital delivery team in early October prompting you to upload your virtual assets directly to the event platform. Please reach out to the digital lead (Noor Harajli | Noor.Harajli@informa.com) with any questions.