Welcome to the Sponsor & Exhibition Manual for GAIM Ops West 2019
Here you will find the relevant information and forms to complete for the event.
If you have any questions, please contact Sarah Hadfield
T: +44 (0) 20 755 19655
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!
KNect365 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.
- 100 word company profile & eps logo - as soon as possible
- Pass registration - by 1st October
- Exhibitor declaration - by 1st October
- Hotel reservation - as soon as possible
Please send all of this information to Sarah Hadfield.
YOUR LOGO & PROFILE
If you have not already sent your company profile please provide the following:
100 word company description plus website address.
This information will be published in our dedicated networking app and may be printed in any other content related items included in your contract.Please note that you are responsible for information submitted as it appears.
Please email your logo as an eps file to Sarah Hadfield by return.
An email with unique links to register your delegate passes will soon be sent to the email address associated with the sponsorship contract.
Please note that GAIM Ops West cannot register your delegate passes.
Pass swapping or sharing is strictly forbidden. Please speak to your Business Development Manager if you would like to purchase additional passes for a discounted rate.
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 items are provided for all stands free of charge:
- 1 6ft desk with a table cloth
- 2 x chairs
ALL ADAPTERS & EXTENSION LEADS MUST BE PROVIDED BY EXHIBITORS. GAIM OPS WEST WILL NOT BE ABLE TO PROVIDE THESE FOR YOU 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 must have Public Liability Insurance to cover your attendance at the event.
The floor plan 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 declaration must be returned by 1st October so that 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.
EXHIBITION SET UP & BREAK DOWN TIMES
Exhibition Build Up*
20th October, 3-5pm
Exhibition Break Down
23rd October, 12-1pm
*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 venue ahead of the conference and stored a cost, please contact Donald Maselli at the Ritz Carlton directly to arrange this. A price list for the business center and the hotel's package handling and storage fees can be downloaded here.
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 venue 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 3pm on 23rd October. 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
Should you wish to order any power, AV/screens for your stand, please contact the venue's in-house AV supplier directly: Anthony De Lara
To book your accommodation at the Ritz Carlton Rancho Mirage at a discouned rate, please use this unique booking link. Please note that demand is high and we have a limited amount of rooms at the event rate. For more accommodation options please see our plan your visit page.
KNect365 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 KNect365 and the hotel.