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Independent Medical Education and Grants Summit
October 21-23, 2024
Save the Date!Boston, MA

EXHIBITOR MANUAL

Please Note: There are strict guidelines for the exhibition at the venue, BCEC Boston. Please email Chabelyz Mejia (Chabelyz.Mejia@informa.com) a list of the items you plan to bring to the conference for approval and include dimensions for any large items.

EXHIBITION MANUAL 2023

Below you will find information and links that will prepare you for the Independent Medical Education & Grants Summit 2023. 

Please carefully read through each section below and let Chabelyz Mejia know if you have any questions. 

Sales

John Egan | +1 212-600-3435 | John.Egan@informa.com

Operations

Chabelyz Mejia | +1 774-407-5229 | Chabelyz.Mejia@informa.com

DEADLINES

Please review this list of important deadlines for both the In-Person and Virtual Event:

Company Logo and Profile - ASAP: Please send your high resolution logo in EPS format for onsite signage to Chabelyz Mejia

Your Booth Plan - Please send your booth plan to Chabelyz Mejia for Approval.

Insurance Certificate - Friday, August 26th, 2023: Please email a copy of your company's insurance certificate for general/public liability. 

Pass Registration - Friday, August 26th, 2023: See Pass Registration section below for further information

AV Orders - Friday, September 1st, 2023: AV services can be ordered through Metro AV. Please see the link below to order. 

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AV Request Form


Download Now

If ordering AV, our partners at Metro Multimedia may assist. Please fill in the form and submit to info@metromultimedia.com.

Please fill this form out by Thursday, September 1st.  After the 1st of September, please reach out to Chabelyz.mejia@informa.com for alternate rental options.

YOUR STAND & DELIVERIES

Your Tabletop Exhibit Space

Included in the booth space is:

  • A 6’ Table
  • 2 Chairs
  • Complimentary Wi-Fi


Please Note:

  • A backwall popup display under 8x8 is allowed, or other self-provided graphics like pull-up banners must all be placed behind the booth and not on the sides of the table.
  • With the Venue’s limited storage space, all spare boxes/cases must be stored under or behind the table.
  • Booth does not come with electricity or power strip, please order VIA the AV order form.

Shipping

If you need to ship any items to your event, please see the below (Shipping Labels) area for instructions and labels on shipping to the event. 

Move In - Hand Carry Instructions

The Licensee and its exhibitors will be allowed to hand carry one item, one time, in or out of the facility.

  • Hand-carried freight is defined as one item that can be easily carried by an individual, without the need for dollies or other mechanized equipment.
  • Exhibitors may use only hand-operated equipment, which they have provided; two-wheeled hand trucks and four-wheeled flat trucks are permitted as well. 
  • No parking is allowed at the entrance of the facility, and the use of passenger elevators for movement of freight is not allowed. All packages are subject to inspection by facility personnel.
  • This policy is strictly enforced at The Westin Boston Waterfront Hotel skybridge as well.

The MCCA reserves the right to restrict all freight and package deliveries to the loading dock. MCCA Public Safety personnel will be on site to direct and assist exhibitors during move-in and move-out.

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SHIPPING & HANDLING INSTRUCTIONS - PLEASE DOWNLOAD


Download Now

You can begin shipping your booth materials to the GES Advanced Warehouse on Monday, August 14th. 

Please download and attach the labels below to ensure your materials arrive at your booth. 

Please note: Shipments should arrive on or between Monday, August 14th - Thursday, September 14th 

Accommodation

Independent Medical Education & Grants Summit | Room Block

Please visit our Plan Your Visit page for full information, including rates and links to make your reservations.

Accommodation is not included in your package. All attendees are required to book their own accommodation individually.

EXHIBITION HALL SETUP AND BREAKDOWN

The exhibition will be open throughout the 3 day main conference. For the full agenda and networking break times, please click here

Set Up

Tuesday, September 19th - 9:00AM - 12:00PM (booths must be set by 12:00PM) 

Please note an Informa Staff member will be there during these times. 

Exhibit Hall Hours

Tuesday, September 19th - 1:30PM - 6:00PM

Wednesday, September 20th  - 7:30AM - 5:00PM

Thursday, September 21st - 7:30AM - 1:50PM

Breakdown

Thursday, September 21st - 1:50PM-4:00PM

Please note an Informa Staff member will be there during these times.

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 Chabelyz.mejia@informa.com

MORE INFO ON BETTER STANDS - 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  

PASS REGISTRATION - Deadline to submit all passes - Friday, August 26th

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 your operations manager (Catherine Chang).
Delegate passes are for the 3-day main conference (28th-30th September) for access to both Exhibit Hall and Conference sessions. 

Complimentary Passes

The primary contact from each company will receive a unique link to access the Visit connect portal where you can register your complimentary Main Conference passes for the in-person event. All in-person passes will be automatically registered for the virtual platform.

Instructions

  1. Click on your unique link; an access code will be sent to your email address. (only the primary contact's email address will be given access)
  2. Click BWB - Independent Medical Education & Grants Summit | Boston (LS)  under the Events area
  3. Then click STAFF on the left-hand side navigation bar and there you can register your complimentary passes

Please note: 

  • Speakers will automatically be registered, please do not use your Main Conference passes to register speakers. I will be contacting all speakers directly with further information about their participation.

Additional Passes

If your need to register for additional booth passes over your allocation, please contact your sales manager:
- John Egan - john.egan@informa.com 


If you need to register for additional conference passes over your allocation - this can be handled through delegate sales:
- Sean Parkman - sean.parkman@informa.com

Virtual Showcase

As the Independent Medical Education & Grants Summit is a hybrid event, we will be live-streaming a portion of the in-person content to a virtual audience.
Following the in-person dates, a portion of the live session recordings will be housed in our on-demand section within the ConnectMe portal.

Your virtual sponsor hub allows you to connect directly with attendees and is a place for you to display content such as videos, images and documents. Attendees can connect with you via video chat and messenger functions and you are able to host 1-2-1 meetings.

We will be scheduling a demo to run through the platform and show you how to edit your booth. 

Virtual Sponsor Hub Demo: View Here

Please prepare the following information:

  • Company name
  • Company description (500 characters max with spaces)
  • Company logo (500 x 300 px with transparent background)
  • Company website URL
  • Videos: up to 3 (5min max each) - HD 1920 x 1080 px or 1280 x 720 px - MP4
  • Social Media Links (Facebook, Twitter, Instagram & LinkedIn are possible, but not required)
  • Downloads - up to 10 - PDFs
  • Background Image/Color Image (1250 x 150px (landscape), jpg or png format)
  • Banner Image (600 x 250 px, jpg or png format)

  If you have any questions or concerns when building your booth, please contact Grace Reilly with our Digital Team: grace.reilly@informa.com

Virtual Sponsor Hub (continued)

Once you have gathered your Virtual Sponsor Hub Assets, you will be able to build your company profile within ConnectMe.

Please watch the video on the left on how to update your virtual hub page. 

1. Login - If you're the primary contact for the event, you can login with your email address to edit your booth. The first time you login, you will need to update your profile first. 

  • Virtual Event Login Link: https://lifesciences.connectmeinforma.com/lobby/events
  • User Name: your email address (if you have participated at an event with us already, please use your existing login/password)
  • Passwordless entry - follow the instructions on the page. If you have trouble with the 'pin' contact Justine Comeau

2. Click the Sponsor Hub Tab - find your company name and click 'Showcase'

3. Click Edit Stand - in the top right corner of your showcase page 

4. Change/Update Content - you can add/remove any content in your hub. Click 'Update Showcase Demo' to publish your changes. 

ONSITE HEALTH & SAFETY PROTOCOLS

Informa Connect will follow local city, state and national guidelines for mask and vaccination requirements. Currently, there are no requirements. We encourage those who wish to wear masks, based on personal risk profile and preferences, to do so.