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RiskMinds International
18 - 21 November 2024
InterContinental O2London
18 - 21 November 2024
InterContinental O2,
London

Exhibitor Manual

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

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.

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 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. You will receive early access to ConnectMe, our virtual event platform on the 16th of October, to build your Virtual Showcase Page. We will organise a meeting in which we'll demonstrate how you can add your organisation’s materials, and you'll have the opportunity to ask us any questions relating to this. You will also receive a PDF guide with instructions. Please note, the assets you add on the desktop version will be available on the event app too.

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.

DEADLINES

  • 100 word company profile & eps logo - by return
  • Pass registration - by 29 September
  • Exhibitor declaration - by 22 September
  • Hotel reservation - as soon as possible
  • EESL 
    - 20% order deadline date Mon 2nd Oct 2023 (print increase)
    - artwork submission deadline date – 11th October 2023

Please send details to Olivia Thomas

YOUR STAND

Shell Scheme
Event Exhibition Services are the main contractor for Risk & Quant 2023, specialising in the design and build of exhibition stands and displays. If you would like to see more visuals, please visit our website for images of some of the bespoke stands we have been involved with. www.eventexhibitions.co.uk. We provide a range of event exhibition services around the UK including superior quality shell schemes, designed display stand lighting layouts, exhibition stand design and build, hanging banners, vinyl graphics and flooring, raised platforms and specialist lighting for extravagant spectaculars.

Shell Included Items: 
White foamex walls 
2 x LED spotlights 
1 x 1000w single socket outlet 
1 x round bistro table and 2 x chairs (black or white)

If you have opted for SHELL SCHEME - please login to the EESL portal to confirm how you would like your company name to be displayed on your nameboard. You can add additional items, however you may just wish to confirm your nameboard. Once you have logged in or registered, you will be prompted to enter the show reference code: RiskandQuantMinds2023

20% order deadline date Mon 2nd Oct 2023 (print increase)
Artwork submission deadline date – 11th October 2023

If you have any queries on any of our items, please contact us on orders@eesl.ltd or +44 (0) 204 518 8610 and we will be happy to assist you.

AV Supplier
Should you wish to order any AV/screens for your stand, please contact:
ThreeSixty Events Ltd 
Jonathan Ruttley
Tel: 01923 202212
Please see the price list here

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 27th October at the latest.

COMPULSORY HEALTH & SAFETY

As an exhibitor it is essential that you read the health and safety rules.  

The declaration must be returned by 22 September so that RiskMinds 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 17:00 on Sunday 12th November

Exhibition Break Down: From 18:00 on Thursday 16th 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. 

Materials can be sent to the hotel no earlier than Friday 10th 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 16th 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:

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.

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 RiskMinds Speaker Co-Ordinator will be contacting all speakers directly with further information about their participation.

ADDITIONAL PASSES

If you require additional passes, please contact Alice Brown who will be able to share a booking link.

LEAD SCANNING

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.

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. 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.