EXHIBITOR MANUAL
Below you will find information and links that will prepare you for MedTech Summit 2024. Please carefully read through each section below and let Jake Masters (Jake.Masters@Informa.com) know if you have any questions.
Key Contacts
Sales
Hanieh Ahmadian | +44 (0) 7435176700 | Hanieh.Ahmadian@Informa.com
Operations
Jake Masters | +44 (0) 20 805 21597 | Jake.Masters@Informa.com
Informa AllSecure is Informa’s approach to enhanced health and safety standards at our events following COVID-19
DEADLINES
Company Logo, Name and Profile - Monday 15th April. Please send your high resolution logo in EPS format for onsite signage to Jake Masters (Jake.Masters@Informa.com).
Health & Safety Declaration - Monday 20th May. Please Click Here for the declaration. Please fill and return page 32 to Jake Masters (Jake.Masters@Informa.com).
Insurance Certificate - Monday 20th May. Please email a copy of your company's insurance certificate for general/public liability to Jake Masters (Jake.Masters@Informa.com). If you’re unsure what this document is, please find the FAQ available here and a redacted example here.
Pass Registration - Monday 6th May. See Pass Registration section below for further information.
AV Orders - Monday 27th May. Please contact ThreeSixty (Jonathan Ruttley, 01923 202 212, info@threesixtyevents.co.uk) directly to place your order.
EXHIBITION HALL SETUP AND BREAKDOWN
The exhibition will be open from Day 1 (Monday 10th June) to Day 4 (Thursday 13th June). For the full agenda and networking break times, please Click Here.
Setup
- Sunday 9th June - 16:00-19:00
- Monday 10th June - 18:00-20:00
- Tuesday 11th June - 07:30-08:00 + 19:00-20:00
- Wednesday 12th June - 07:30-08:00 + 18:00-20:00
- Thursday 13th June - 07:30-08:00
Please note an Informa staff member will be onsite during the following times:
- Sunday 9th June - 16:00-19:00
- Monday 10th June - 18:00-18:45
- Tuesday 11th June - 07:30-08:00 + 19:00-19:30
- Wednesday 12th June - 07:30-08:00 + 18:00-18:45
- Thursday 13th June - 07:30-08:00
If you'd like an alternative set-up time to be made available please make Jake Masters (Jake.Masters@Informa.com) aware of your preference.
Exhibition Opening Times
- Monday 10th June - 08:00-17:45
- Tuesday 11th June - 08:00-19:00
- Wednesday 12th June - 08:00-17:45
- Thursday 13th June - 08:00-18:45
*** This may be subject to change. You will be sent final confirmed timings closer to the event.
Please arrive 10 minutes early to register for the event.
Breakdown
- Tuesday 11th June - 16:15-18:00 + 19:00-20:00
- Wednesday 12th June - 16:15-20:00
- Thursday 13th June - 16:15-17:45 + 18:45-20:00
After the event please ensure your boxes are fully packaged (taped up with your return labels affixed) and please call your carrier to ensure that they can collect your boxes.
YOUR STAND & DELIVERIES
Venue
DoubleTree by Hilton Brussels City
Ginestestraat 3 rue Gineste, 1210 Brussels - Belgium
Accommodation is not included in your package. All attendees are required to book their own accommodation individually. Please Click Here for further information
Your Stand
MedTech Summit will be set up with tabletop exhibition stands for 2024. Exhibitors must not exceed their allocated space. Please be sure to check that your stand will fit within your 3m x 2m space.
The following are provided for all stands free of charge:
1 x Table - 1.5m L x 0.5m D x 0.76m H
2 x Chairs
Classical power plug 220V (3-phase electrical power plug 380V available upon request)
Please ensure that you bring any adapters or extension leads which you require for your stand. Informa Connect will not be able to provide these onsite.
Deliveries
All stand materials should be shipped directly to the venue and arrangements to collect packages after the event must be made before you arrive.
Earliest Delivery Date: 1 week prior (Sunday 2nd June)
Latest Collection Date: 1 week after (Friday 21st June)
Please label all boxes with the venue's delivery label available here.
Please ensure your onsite representatives have full tracking information to help track packages onsite.
PASS REGISTRATION
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 Jake Masters (Jake.Masters@Informa.com).
Delegate passes are for the main conference with access to the Exhibit Hall and Conference sessions. Booth passes are for the Exhibit Hall only.
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 and Booth Staff passes for the in-person event. All in-person passes will be automatically registered for the virtual platform.
Instructions
- 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.
- Click MedTech Summit under the Events area
- Click STAFF on the left-hand side navigation bar and register your complimentary passes
Please note:
Additional Passes
- Share Your Attendance With Your Network – With one click this link, you can share with your network that you are sponsoring/exhibiting at the event and offer them a 10% discount code.
- Purchasing Extra Passes – If you'd like to register additional passes over your allocation please contact Hanieh Ahmadian (Hanieh.Ahmadian@Informa.com).
EXHIBITING SUSTAINABLY
Sustainability is increasingly important to event attendees. Exhibiting at MedTech Summit gives you the opportunity to highlight your company’s sustainability credentials & align with an event that champions sustainability. To ensure that your company and exhibition stand are aligned with Informa’s sustainability goals:
- View the Exhibitor Checklist and Better Stands Framework here and consider the steps as you plan your event
- Ensure that your stand is compliant with Informa’s Better Stands programme framework - Please share this guidelines document with your stand contractor.
BETTER STANDS - Space Only Stands
Better Stands is an Informa wide programme aiming to ensure that all core elements of Space only exhibitor stands are reusable. Help us to reduce environmental impact by committing to the Better Stands programme framework and show that your company values being part of sustainable and socially responsible events.
What's in it for me?
- A better quality, more attractive & sustainable stand
- Opportunity to promote the sustainable credentials of your brand
- Smoother, more efficient build up and breakdown periods
- Lower work hours and reduced construction costs
- Reduce or eradicate your waste bill
What do I need to do?
To make your commitment to Better Stands and contribute to a more sustainable event:
- Familiarise yourself with the Better Stands framework
- Share the guidelines with your contractor before they begin designing your stand
- Ensure your stand reaches at least a bronze level, meaning the stand structure and walls, platform or raised flooring, furniture, equipment and lighting are all reused – Please demonstrate this in your risk assessment and method statement see above
- Ensure that the submitted stand design clearly communicates how you will meet the Better Stands guidelines
LEAD RETRIEVAL
Lead Retrieval Setup
This is done via the same portal as pass registration. Your main company contact can login to the dashboard and you will see the options "TEAM", "QUESTIONS" and "LEADS" on the left hand side:
- Team - register your colleagues attending the show and they will automatically be setup to scan badges onsite to create your leads.
- Questions - add an unlimited amount of qualifying questions for your leads
- Leads - this will show a comprehensive, real-time list of leads from your entire team onsite
These can be downloaded post-event as a .csv spreadsheet. You will receive an email 2 weeks before the show on how your team can access lead retrieval through their personal devices via the ConnectMe app.
Post Event
Our team will follow up post-event with a link to your ALCHEMY dashboard, showing a comprehensive list of your leads. Click here for more info on the ALCHEMY Dashboards
VIRTUAL SHOWCASE
The Virtual Showcase page allows you to connect directly with attendees. It's a place for you to display content such as videos, images, and documents. Each hub can hold up to 3 videos and 10 documents. Attendees can also connect with you and your team on the booth, through video chat and the messenger function. You can even host 1-1 meeting on your hub - simply arrange to meet your attendees at your hub in your Demo Room.
The Showcase can also be branded including the backdrop customised with your logo and company colours. Every part of the booth is designed to fit your company as it would at a physical event.
A demo session will be set up with our Digital Delivery Team to help you to build your Virtual Showcase page. In the meantime, please find our Sponsor Guide for editing your Virtual Booth here.
DEADLINE: Monday 13th May