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Delivered as Hybrid Event from September 20-30, 2021
Live In-Person Experience Delivered September 20-23Boston Convention and Exhibition Center

EXHIBITOR MANUAL

Below you will find information and links that will prepare you for the TIDES USA Hybrid Event 2021 - part of Biotech Week Boston. Please carefully read through each section below and let Chelcie know if you have any questions. 

Key Contacts 

Sales

Michael Dunnet | +1-857-504-6732 | Michael.Dunnet@Informa.com - Companies A-I

Michael Moriarty | +1-646-895-7412 | Michael.Moriarty@Informa.com - Companies J-Z

Operations 

Chelcie Bird | Chelcie.Bird@informa.com - Sponsorship & Exhibitions Coordinator

Allison Hale | Allison.Hale@informa.com - Speaker Coordinator

Informa AllSecure

TIDES' IN-PERSON EXPERIENCE WILL BE ORGANIZED IN ACCORDANCE WITH INFORMA’S ALLSECURE HEALTH AND SAFETY STANDARD

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

Event Schedule

Exhibitors may not set up or tear down outside of the specified times without approval from Show Management. 

Exhibitor Move In and Move Out

Exhibition set up hours: 

Monday, September 20:  8:00AM - 5:00PM

Tuesday, September 21: 8:00AM - 12:00PM


Exhibition break down: 

Thursday, September 23: 2:00PM - 8:00PM

Exhibit Hours:

Tuesday, September 21: 

3:00PM - 7:00PM 

Posters and Exhibit Hall Opening: 3:00PM - 4:30PM

Networking Reception: 5:30PM - 7:00PM


Wednesday, September 22:

9AM - 6:30PM

Morning Refreshment Break: 10AM - 10:45AM

Networking Lunch in Exhibit Hall: 12:50PM - 1:55PM

Afternoon Refreshment Break: 3:30PM - 4:15PM

Lawn on D Networking Reception 6:30PM onwards


Thursday, September 23: 

9:00AM - 2PM

Morning Refreshment Break: 10AM - 10:45AM

Networking Lunch in Exhibit Hall: 12:50 PM - 1:55 PM

Booth Space

To view the floorplan, please click here

Your TIDES Exhibitor Booth Space:

Standard size booths will be set with: 

  • Booth Size 10' x 20'
  • 8' High Backwall Drape Colour: Blue
  • 3' High Sidewalls Drape Colour: Blue 
  • 7" x 44" one line identification booth sign

Please note: the exhibit hall is not carpeted and this is mandatory. 


To provide increased comfort for all attendees, all 10’x 10’ exhibitors will receive an additional 100 square feet of exhibit space added to your booth at no charge – so your company will have a 10’x 20’ exhibit space instead of a 10’x 10’. You will not be required to build a 10’x 20’ booth but can use the added space as a meeting area or to display additional product if you wish. The only requirement for safety reasons will be that you arrange to carpet your entire exhibit space, including the additional 100 square feet.

NOT included with your booth:

Please click the link below to order items for your booth which are not in your package. This includes: 

  • Carpeting (Mandatory)
  • Furnishings
  • Electric accessories 

To order these items for your stand using Expresso by GES please visit the following link to create an account and place your orders: https://ordering.ges.com/081600807


Ordering AV/ Electric/ Internet

To order Audio/Visual Services, this can be done directly with our vendor here 

To order additional Electrical or Internet facilities (WIFI will be available in the exhibit hall, but should you need a wired connection) please click here


Deadline to order these extra items is Monday, August 30

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 Chelcie.Bird@informa.com

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.

Shipping

Please see shipping information, instructions and pricing through GES Ordering here

All packages must be sent through GES' Advanced Warehouse between Tuesday, August 17 - Wednesday, September 15. 

*Please note: Shipments arriving  before Tuesday, August 17th and  after Wednesday, September 15 will incur a fee. 

Shipping to Advance Warehouse:

Please ship any booth materials shipments to the Advance Warehouse - DETAILS HERE

To print shipping labels, click here

Advance Shipment to Warehouse

GES

Biotech Week Boston

Exhibiting Company Name, Booth 

#c/o TForce Freight

80 Concord Street

North Reading, MA  01864

United States of America

Tracking Numbers

As part of our customer service to the exhibitors, please send the tracking numbers for any boxes/booths shipped to the GES Warehouse. Our show management team will help track packages on-site should any issues or delays arise. 

Please send complete tracking information by September 15, 2021 to Chelcie Bird - Chelcie.Bird@informa.com

Pass Registration

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 Chelcie Bird - Chelcie.Bird@informa.com

Complimentary 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 Main Conference and Booth Staff passes for the in-person event. All in-person passes will be automatically registered for the virtual event on September 28 – 30.

Please note: 

  • If you have any Pre-Conference Workshop passes included in your agreement, please contact Chelcie Bird
  • If you have any Virtual Only passes included in your agreement, please contact Chelcie Bird
  • If you have any changes to your registered passes, please email changes to Chelcie Bird


Speakers will automatically be registered, please do not use your allotments to register speakers. If you have not yet submitted your speaker details, please do so here: https://get.informaconnect.com/sponsor-speaker-submission-1/ 

The TIDES Speaker Operations Coordinator - Allison Hale (Allison.Hale@informa.com) will be contacting all speakers directly with further information about their participation.

Additional Passes

If your need to register for additional booth passes over your allocation, please contact either Michael Moriarty - Michael.Moriarty@informa.com or Michael Dunnet - Michael.Dunnet@informa.com

If you need to register for additional conference passes over your allocation - this can be handled through delegate sales: Jessica Purnell - Jessica.Purnell@informa.com


Lead Scanning - Coming Soon!

More information will follow soon about using Visit Connect to purchase your lead scanning package and to set up your lead capture questions, scanning licences and digital content for the event.

Event Guide Adverts & Chair Drops

As part of our commitment to creating a more sustainable event, we are transforming the traditional event guide advert and chair drops into a digital offering to reduce waste on site as well as an alternative that can be part of your lead generation package. 
  • Adverts will be placed in the digital agenda for all attendees. 
    • Specifications: High resolution PDF, size 11" (w) x 8.5" (h) with a .125" bleed


  • Chair drops will be replaced with holding slides that will be placed before a session.
    • Specifications: Powerpoint slide in 16:9 format

Exhibition Visitor VIP Invites

As an event sponsor, you are welcome to invite up to 5 end-user customers to claim a complimentary 3-day exhibition visitor pass and visit you during your time in Boston. This pass does not provide access to the scientific conference sessions, but will provide access to the exhibition hall and networking events. Please note that these passes can only be used to invite external end-user customers with legitimate business interest with our exhibitors. This pass may not be used by members of your organization. Your company’s main point of contact should have received an email with the VIP code to claim the 5 free exhibition visitor passes in July. If you need the code for claiming the 5 exhibition customer passes, please contact Ashley.voltz@informa.com

Purchase Additional Conference Passes With Your 10% Sponsor Discount

As an event sponsor, you are eligible to receive an extra 10% discount to purchase additional All Access Conference passes for colleagues and clients. To receive the 10% discount rate, simply have your colleagues/customers register online and enter VIP code SPONSOR10 during checkout to apply the discount (new registrations only). This discount can be used in conjunction with early registration pricing, so be sure to register early to get the best savings!

Accommodation

TIDES US 2021 ROOM BLOCK

Our team has secured discounted rooms at 4 nearby hotels, all in walking distance to the BCEC.

Please visit our Plan your Visit page for full information including rates and links to make your reservations

Posters

All In-Person Posters will also be presented digitally on our virtual platform. For more information and to submit abstract and details, click here


1. If you have a poster included in your contract: 

  • The poster presenter(s) must be registered as either a conference or booth staff attendee. 
  • Please select 'Sponsor/Exhibitor' as poster submission type


2. If you would like to add a poster to your contract:

  • Please select 'Sponsor/Exhibitor' as poster submission type and you will be invoiced $150 once submitted and approved. 


DEADLINE TO SUBMIT: AUGUST 20, 2021

Virtual Event: September, 28 - 30th 2021

As TIDES USA is a hybrid event, we will be running the virtual portion from September 28 - 30th. Below you will find the important details and deadlines to prepare for the virtual event.

 

Chelcie will be in touch shortly with information on how to upload your items. For now, please prepare only: 

  • Company name (as it should appear on the virtual platform)
  • Company description (maximum 100 words)
  • Company logo (500 pixels wide x 300 pixels high - JPG / PNG / EPS)
  • Videos: provide up to 3 different videos in mp4 format (HD Resolution: 1920x1080 or 1280x720, landscape)
  • Documents: provide up to 3 PDF files that can be downloaded
  • Background Graphic for your virtual booth (OPTIONAL): image to increase your company branding on your page. 
    • Specs: Landscape, 1920 x 1080 pixels as a JPEG or PNG