InterContinental O2,
London
Exhibitor Manual
Below you will find information and links that will prepare you for QuantMinds. Please read carefully through each section below and let Pippa know if you have any questions.
EXHIBITOR MANUAL
Key Contacts
Sales:
Josef Lanjri | josef.lanjri@informa.com
Operations:
Pippa Tidd | Pippa.Tidd@informa.com - Sponsorship Operations
Informa Connect 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.
DEADLINES
- 100 word company profile & eps logo sent to Pippa - by return
- Hotel reservation - ASAP
- Register your delegate passes (link sent to you via. email) - 5th October
- Exhibitor declaration sent to Pippa - 5th October
- EESL - order your stand and submit artwork for your stand - 5th October
- Set up your Virtual Booth - 5th October
- Order internet for your stand - 3rd November
- Contact 360 to book your AV / Screen - 6th November
- Book a courier to pick up parcels after the event - parcels must be picked up by 19th November.
Promote your presence at QuantMinds 2026
Sample text:
We're sponsoring QuantMinds! Join us there to see how we can help your business thrive.
#QuantMinds
YOUR STAND
ALL EXHIBITORS WILL BE PROVIDED A MATRIX STAND
All exhibitors at RiskMinds & QuantMinds 2026 will be provided with a complimentary package featuring our upgraded Matrix Stands (see visual). These modern, versatile stands offer a professional appearance and enhanced branding opportunities compared to traditional shell schemes.
Official Event Contractor
Event Exhibition Services (EESL) are the main contractor for RiskMinds & QuantMinds 2026. All stand-related services, branding, and technical requirements must be coordinated through EESL.
Your dedicated Project Manager, Nick Richardson from EESL, will be in touch soon with more information.
What is a Matrix Stand?
Matrix stands represent a significant upgrade from traditional shell scheme stands. These systems feature:
- Versatile modular framework that allows for customization
- Stretched fabric graphics printed on high-quality fabric and stretched across the matrix frame for a seamless, professional finish
The Matrix system is designed with flexibility in mind, allowing for a wide range of upgrades and custom features to enhance your exhibition presence.
To discuss the upgrade options available, please contact Joe Lanjri from our sales team.
Environmental Benefits of the Matrix System
The Matrix system is a sustainable exhibition solution. Its modular design takes up less space during transportation, reducing the number of truckloads required and lowering carbon emissions. As it is reused from show to show, it minimises waste and provides an environmentally responsible alternative to single-use exhibition stands.
STAND DETAILS
EACH STANDARD 3M X 2M MATRIX STAND INCLUDES:
- 2 x Long Arm Spotlights
- Venue Carpeted - Patterned Grey Carpet- additional charge if colour change required
- 1 x 1000w Double Socket Outlet
- Graphics on back and side walls
- Waste Paper Bin
- Furniture (1 x round low table with 2 chairs white)
Artwork Specifications
Your dedicated Project Manager, Nick Richardson from EESL, will be in touch soon with more information.
ARTWORK PROVIDED BY QUANTMINDS:
Please note to check your contract if you have a Matrix Stand with artwork that QuantMinds will provide.
If you do, our specialist project managers from our stand supplier, EESL, will soon be in contact to provide the artwork information and set up of your stand. You'll also be able to order any additional furniture or electricity through EESL outside of what is being provided by QuantMinds. If you have any questions regarding your stand please contact your project manager Nick Richardson.
STAND DEADLINES:
- Order Deadline: Monday 5th October. Orders placed by this date receive discounted pricing. Please ensure all branding artwork and orders are submitted by this date to guarantee timely production and installation of your stand. Late submissions may result in delays or additional charges.
EESL also offer a 10% discount at any time for orders that are paid immediately by card through the portal.
Please visit https://www.eventexhibitions.co.uk/ click on online ordering and enter show reference code RMQM2026
SPACE ONLY EXHIBITORS
Space Only Includes
- Venue Carpeted - Patterned Grey Carpet- additional charge if colour change required
- 1 x 1000w Double Socket Outlet
If you plan on using your own supplier (space only booking), please fill out the declaration form below in the 'Compulsory Health & Safety' section and share the following information with Pippa:
- Risk Assessment
- Method Statement
- Detailed Stand Plans
- Public Liability Insurance
Please note: Some exhibitors prefer to use their own suppliers. If this applies to you or is specified in your contract, please coordinate directly with EESL to ensure all requirements are met.
AV SUPPLIER
Should you wish to order any AV/screens for your stand, please contact:
ThreeSixty Events Ltd
Paul Yates
Email: paul@threesixtyevents.co.uk
You can find the price list here.
Please note: the deadline for ordering is the 6th November.
INTERNET
If you require a wired internet connection please use this form and return to the email address stated on the sheet.
Please note this must be ordered by the 3rd of November at the latest.
LEAD SCANNING
QuantMinds are partnering with Visit Connect and Lead Insights as the registration and lead retrieval tool for the event.
Lead Insights is our custom platform that brings all your leads from across your package into one place in near real-time.
Using your 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.
- Booth Visits
- Onsite Session Attendance
- Scheduled Sessions
- Meeting Requests
- Content Downloads
Watch our demo video to walking though the Lead Insights platform, highlighting key features.
If the video doesn't play, please click the link above.
COMPULSORY HEALTH & SAFETY
As an exhibitor it is essential that you read the health and safety rules.
The declaration must be returned by 5th October so that QuantMinds 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.
HOTEL ACCOMMODATION
To arrange accommodation please go to the Plan Your Visit page. Demand for rooms can be very high, so please book early to avoid disappointment. QuantMinds 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.
EXHIBITION SET UP & BREAKDOWN TIMES
Sunday 15th November 2026 - Set-Up
- External Space Only Contractors: 13:00 - 17:00
- Exhibitor set-up: 17:00–19:00
19th November 2026 - Breakdown
Approximately 17:00–00:00
*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.
Materials can be sent to the hotel no earlier than Friday 13th November. The InterContinental's Delivery Information Sheet can be found here.
Please use the following labels for ALL items being delivered – items not labelled correctly are likely to go missing!
Parcels in
Parcels out
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 19th November.
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.
YOUR LOGO & PROFILE
If you have not already sent us your company profile please provide the following to Pippa Tidd by return.
- 100 word company description with website link
- Your logo as a png/jpg AND as an EPS file
- Any social media links you'd like sharing
Alternatively, please confirm if the profile currently online is correct.
YOUR PASSES
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 Pippa Tidd.
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 QuantMinds Speaker Co-Ordinator will be contacting all speakers directly with further information about their participation.
ADDITIONAL PASSES
If you require additional passes, please contact Anna Byrne who will be able to share a booking link.
SUSTAINABLE GIVEAWAYS & FOOD & BEVERAGES
Virtual Booths
In keeping with our sustainability aims at QuantMinds we are asking that exhibitors do not use disposable stands and 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, QuantMinds 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. You will receive early access to ConnectMe, to build your Virtual Showcase Page.
If you wish to have any branded giveaways at your stand, in keeping with QuantMind's sustainability goals, we request that these 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.
F&B at Your Stand
If you plan on providing food or beverages at your stand, you must notify Pippa Tidd in advance to ensure overall event safety.
Please note that a barista will be available onsite, therefore tea and coffee service is not permitted at individual stands.
If you would like assistance hiring F&B services for your stand, please contact Pippa Tidd to discuss options further.
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
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 Pippa Tidd
MORE INFO ON BETTER STANDS - click here
**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
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