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RiskMinds International
7 - 10 November 2022
W Barcelona

7 - 10 November 2022
W Barcelona

Exhibitor Manual

Below you will find information and links that will prepare you for RiskMinds International 2022. Please read carefully through each section below and let Olivia know if you have any questions.

EXHIBITOR MANUAL

Key Contacts

Sales:

Josef Lanjri | josef.lanjri@informa.com

Operations:

Olivia Thomas | Olivia Thomas - Sponsorship Operations

Lilli Kite-Banks | Lilli.Kite-Banks@informa.com - Speaker Co-Ordinator


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.

At Event Safety and Informa AllSecure

Informa AllSecure is Informa’s approach to enhanced health and safety standards at our events following COVID-19. As the world’s leading events’ organizer, Informa has developed a detailed set of enhanced measures to provide the highest levels of hygiene and safety at its events, providing everyone with reassurance and confidence they are participating in a safe and controlled environment.

For further details on our 10 Key Commitments, please click here

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 Olivia Thomas

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.

REMOVAL OF HANDOUTS & SUSTAINABLE GIVEAWAYS AT RISKMINDS INTERNATIONAL

In keeping with our sustainability aims at RiskMinds International we are asking that exhibitors 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, RiskMinds 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. This data will be used to provide/track charitable donations throughout the event for information and post event reporting. RiskMinds lead generation system will be provided to you to, track leads and make notes.  Please provide at least one and up to ten pdfs to Olivia by 10 October. These will be used to create QR codes to display on your stand.

If you wish to have any branded giveaways at your stand, in keeping with RiskMinds's sustainability goals, these must 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.

Alternatively, you are invited to support Informa’s Million Mangroves project. This uses the event app – ConnectMe – and means that we will provide a green QR code for your stand for attendees to scan to obtain your content and to generate leads for you as exhibitors.

Please see below our advice on how to be more sustainable with your giveaways: 

• Find things that are made locally so shipping is more sustainable.

• Avoid gifts that need heavy packaging, which immediately ends up in a landfill.

• Consider what the object is made of. Bamboo is one preferred eco-friendly material. Plastic is a no-no.

• If you give away apparel, look for products made of ethically sourced, organic material. Consider skipping the logo so that the garment has a longer life.

• If you have to ship the gift, avoid overnight delivery and consider buying offsets to cover the carbon footprint of the shipping.

DEADLINES

  • 100 word company profile & eps logo - by return
  • Pass registration - by 26 September
  • Exhibitor declaration - by 12 September
  • At least one and up to ten pdf files to be used to generate QR codes for your stand - by 10 October
  • Hotel reservation - as soon as possible

Please send details to Olivia Thomas

YOUR STAND

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 are provided for all stands free of charge:

  • 1 table and 2 stools
  • 1 x 230 V power supply

ALL ADAPTERS & EXTENSION LEADS MUST BE PROVIDED BY EXHIBITORS. INFORMA CONNECT WILL NOT BE ABLE TO PROVIDE THESE 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 should have public liability insurance to cover your attendance at the event.

Complimentary wireless internet will be provided for all exhibitors. If you require a fixed line connection, please contact the W Hotel directly - Adriana.Perez@whotels.com

The floor plan will be sent for you to select your stand 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 12 September so that QuantMinds International 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.