PLEASE NOTE CHANGE OF EXHIBITOR MOVE OUT TIME
Move out: Tuesday, September 10. 7:40pm - 9:10pm
Exhibitor Manual
Below you will find information and links that will prepare you for RiskMinds Americas. Please carefully review each section and share this link with your team members. Please contact us if you have any questions.
We look forward to seeing you at RiskMinds Americas 2024.
Key Contacts
Sales:
Joe Lanjri | josef.lanjri@informa.com
Operations:
RiskMinds Americas Operations Team | riskminds.us@informa.com
Speaking Engagements:
Eleanor Halsey | eleanor.halsey@informa.com
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 set up and the main structure is disposed of after the event.
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
Recommended 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.
Discouraged 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
In keeping with our sustainability aims at RiskMinds Americas we are asking that exhibitors do not provide paper 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 Americas 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. RiskMinds Americas's lead generation system will be provided to you to upload these materials, track leads and make notes. Please see more details on this in the Lead Generation section below.
Please contact us if you have any questions about this at all.
Show Dates & Times
Exhibitors may not set up or tear down outside of the specified times without approval from Show Management.
Please note: these times below may change – you will be informed closer to the event if this is the case.
Exhibitor Move In
Sunday, September 8
2:00pm - 9:00pm
RiskMinds Amercias 2024 Show
Monday, September 9 & Tuesday, September 10
Exhibitor Move Out
Tuesday, September 10
7:40pm - 9:10pm
*Exhibitor Move Out begins once all attendees are off the show floor. Exhibitors must wait until the show ends to begin packing up or dismantling any portion of their display.
General Information
HEALTH & SAFETY
As an exhibitor it is essential that you read the Health & Safety Rules and Information Pack.
- All participants must comply with the legislation contained in the Occupational Safety and Health Act of 1970 (OSH Act) governed by the state of New York.
- As an employer, it is your responsibility to ensure any staff/third party contractors comply with the legislation as well as the Exhibitor Health & Safety Rules as agreed upon in your contract.
- When lifting, test the load for weight, if it’s too heavy or awkward, seek assistance.
- Please see New York Marriot Marquis Venue Emergency Procedures here.
SHOW GUIDELINES & SECURITY ADVISORY
Click here for more information on Show Guidelines & Security
Please note that Show Management cannot assume any responsibility or liability for lost, damaged, or stolen property.
Exhibit Space
All exhibit spaces are 10 feet x 10 feet, with 8-foot black drape at the back, and 3-food black drape side walls.
All exhibit space includes:
- 1 x 500-watt electrical drop
- Lead retrieval service through Visit Connect
- Wireless internet via a dedicated exhibitor network
- 1 6ft table, 2 chairs – can be provided upon completion of the Sponsor Profile Form.
- Please note, the hall that RiskMinds Americas takes place in is carpeted.
For more details regarding the items included in your booth package and the facility, please see the GES Expresso Site.
Order Forms & Deadlines
SPONSOR INFO FORMS
Please complete the Sponsor Profile Form ASAP, so show management is aware what you plan to do at RiskMinds Americas.
Deadline: ASAP
ADVANCED SHIPPING
Advance Shipment to GES Warehouse
Start Date: Tuesday, August 6, 2024
Last Day: Wednesday, September 4, 2024
Please note: the New York Marriott Marquis will not accept any direct shipping.
SHIP TO VENUE
If you would like to ship directly to the venue, you need to ship to the FedEx Office on-site at the New York Marriot Marquis.
Please see FedEx Shipping Instructions below. Please schedule your shipment(s) to arrive four days prior to the event start date to avoid additional storage fees.
New York Marriot Marquis FedEx Office Opening Hours:
Mon - Fri: 7:00 am - 7:00 pm.
Sat: 8:00 am - 5:00 pm.
Sun: 8:00 am - 5:00 pm
BOOTH ORDERS
If you require graphics, booth furnishings, A/V equipment, or additional electrical services (including adapters and extension leads), these must be provided by the exhibitor or alternatively these pieces can be ordered for additional costs through GES.
Please review and place your orders through the GES service kit here: GES Expresso Site.
Deadline: Friday, August 23
HOTEL ROOM BLOCK
To arrange accommodation please go to the Room Block Link page.
Demand for rooms can be very high, so please book early to avoid disappointment. RiskMinds Americas takes no responsibility for hotel reservations.
Informa Connect does not have a third party hotel booking agency representing this event aside from the above link. If you are contacted to book accommodation by any agency, this is not recommended as they are unknown to Informa Connect, Finovate, RiskMinds Americas and the hotel.
Deadline: Friday, August 16 - or until all rooms sell out
REGISTRATION
Staff Badges
If you have completed the Sponsor Info Form, your logistics lead would have received an email from VISIT (our registration partner) to login into the registration portal. On this portal you can register your staff, please see here on how to register your staff coming onsite to RiskMinds Americas 2024.
Complimentary and Discount tickets
Please refer to your contract for the number of complimentary and discount tickets are included with your sponsorship package. Your logistics lead will receive an email from VISIT (our registration partner) explaining how to register the complimentary passes.
Discount codes will be sent to the logistic lead via email and must be registered online using the provided codes.
LEAD SCANNING
RiskMinds Americas is 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 your own smart device, exhibitors can verify, rate, prioritize, 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.
ACESS TO LEAD RETREVAL DETAILS:
This year, Visit will be integrated with our event app, ConnectME. When setting up your event app, please double check and ensure that all team members you want to have access to the lead retrieval are listed as team members on your company profile on the event app. Though this is not the only way to gain access to the lead retrieval software, it is currently the easiest.
FINAL LEAD REPORT
We will be sending you your final lead report on the week commencing September 16th. Your report will be emailed by riskminds.us@informa.com as a link with your password and username included in the email. In the final lead report, you will have access to all your leads in one report (leads you collect by scanning, audience members during your secession if applicable, anyone who scans your company QR code using the app). You will have real time access to the leads you personally scanned and can ask the RiskMinds Americas Operations Team to assist in sending a EOD report of those your team members scanned throughout the show. You will only have to the audience data and QR code leads when you receive your final report.