13 - 16 November 2023
Information and requirements for sponsors & exhibitors
Josef Lanjri | firstname.lastname@example.org
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
Whilst measures are starting to be relaxed by the Spanish government, we would like to ensure our attendees feel confident as they return to attending our event events.
Click here for the W Hotels ways of working with the events industry during the pandemic.
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
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
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.
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 GIVEAWAYS RISKMINDS INTERNATIONAL 2022
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.
- 100 word company profile & eps logo - by return
- Pass registration - by 26 September
- Exhibitor declaration - by 19 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
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:
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 hotel directly - email@example.com
COMPULSORY HEALTH & SAFETY
As an exhibitor it is essential that you read the health and safety rules.
The declaration must be returned by 19 September so that RiskMinds Int. 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 & BREAKDOWN TIMES
Exhibition Build Up: From 14:00 on Sunday 6th November
Exhibition Break Down: From 14:00 on Thursday 10th November
*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.
The hotel work with a trusted transportation company called We Services – besides their shipping services, they can also act as an importer on your behalf to release any goods from customs. Keep in mind that for shipments outside the European Community, Spanish customs require a licensed importer. In case you contract another transportation company please be aware that they will be responsible to unload the materials directly inside the meeting room assigned.
Please see below We Services details:
Simon Puchol Tennant
Tel.: +34 936 667 142
Mobile: +34 633 200 253
Materials can be sent to the hotel no earlier than Friday 4 November. The hotel would appreciate if you could inform them of the amount of packages/pallets you will be sending to W Barcelona. If you require any additional storage please let Adriana know.
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 hotel 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 end of 10 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.
Should you wish to order any AV/screens for your stand, please contact:
ThreeSixty Events Ltd
Tel: 01923 202212
Please see the price list here.
YOUR LOGO & PROFILE
If you have not already sent us your company profile please provide the following:
100 word company description plus website address.
Please submit your company profile to Olivia Thomas by return.
Alternatively, please confirm to the same email address if the profile currently online is correct.
Please email your logo as an eps file to Olivia Thomas by return.
YOUR PASSES & LEAD GENERATION
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 Olivia Thomas.
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 RiskMinds Speaker Co-Ordinator will be contacting all speakers directly with further information about their participation.
If you require additional passes, please contact Alice Brown who will be able to share a booking link.
RiskMinds International are partnering with Visit Connect as the registration and lead retrieval tool for the event.
Visit Connect puts the success of the show firmly in the palm of your hand. Using their 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.
Scan a visitor badge with Visit Connect immediately to:
- access contact data,
- add notes, voice memos and photos
- answer pre-set questions,
- set follow up instructions,
- even immediately contact the lead
Find details here of how Visit Connect will work for lead generation as well as to upload content for attendees to download by scanning a QR code.
Login details will be sent to the primary contact in due course along with further details on how to use the system.
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. RiskMinds International 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.