EXHIBITOR MANUAL
As a sponsor in this year's program, our number one priority is to deliver you both an outstanding Live and Virtual experience, resulting in more opportunities for networking, brand visibility and lead generation than ever before.
Below you will find information and links that will prepare you for the Transparency, Aggregate Spend & HCP Engagement 2023 Event. Please read carefully though each section, and let us know if you have any questions.
SALES
John Egan | +1 212-600-3435 | john.egan@informa.com
OPERATIONS & LOGISTICS
Meghan Gemmell | +1 212-600-3438 | meghan.gemmell@informa.com
CONNECTME PORTAL
Justine Comeau | +1 929-255-0763 | justine.comeau@informa.com
Deadlines
Please review this list of important deadlines for the event:
Wednesday, June 14th:
- Sponsor Resources (no submission necessary, though you will use these to build your Sponsor Resource Hub within the ConnectMe platform)
- Sponsor Resource Hub Demo (this will be recorded and available for your reference) You will receive a calendar invite for the demo, taking place at 11:00 AM EST.
Monday, July 24th:
- Speaker Bios/Photos Due
- Pass Registration Due
Monday, July 31st:
- Slides/Presentation Decks Due
- If you would prefer to provide your presentation once onsite, please let Meghan Gemmell know, and we can plan for that arrangement
- Last chance to opt in for power at your booth - request via email to Meghan Gemmell
Wednesday, August 9th:
- Tracking for booth materials due to Informa Connect
- Earliest date for packages to arrive at hotel
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
The Exhibit Hall will be in the Blue Room Prefunction, located on the Ground Floor of the East Wing.
Exhibition set up hours:
Sunday, August 13th: 4:00 PM - 6:00 PM
Exhibition break down:
Wednesday, August 16th: 10:45 AM - 1:00 PM
Exhibit Hours
Monday, August 14th
7:00AM - 6:00PM
Pre-Conference Registration & Networking Breakfast: 7:00AM - 8:00AM
Networking Break: 9:30AM - 10:00AM
Main Conference Registration & Networking Luncheon: 12:00PM - 1:00PM
Networking Break: 2:45PM - 3:15PM
Networking Reception: 5:00PM - 6:00PM
Tuesday, August 15th
8:00AM - 5:00PM
Networking Breakfast: 8:00AM - 9:00AM
Networking Break: 10:30AM - 11:00AM
Networking Luncheon: 12:20PM - 1:20PM
Networking Break: 2:40PM - 3:10PM
Wednesday, August 16th
8:00AM - 1:15PM
Networking Breakfast: 8:00AM - 8:30AM
Networking Break: 10:15AM - 10:45AM
Close of Conference - Lunch Served: 12:55 PM - 1:15PM
Pass Registration Due - Monday, July 24th
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 passes for the in-person event. All in-person passes will receive logins for the event platform, ConnectMe.
You are entitled to a certain number of complimentary registration passes per your agreement. If you are unsure of how many passes you have used, or what is included within your package, please contact Meghan Gemmell - Meghan.Gemmell@informa.com
Instructions on how to register your complimentary passes will be communicated via email from the Visit Connect platform. If you have any changes to registered passes after submitting, or have questions in how to register your passes, please contact Meghan Gemmell.
Speakers will automatically be registered and do not count towards your complimentary pass allotment. If you have not yet submitted your speaker details, please send to Meghan Gemmell as soon as possible. Speakers will be contacted directly with further information about their participation.
Additional Passes
If you need to register for additional sponsor passes over your allocation, please contact John Egan - john.egan@informa.com
If you need to register for additional conference passes, please contact Finn Donlon - finn.donlon@informa.com
Exhibitor Setup
As part of our customer service to the exhibitors, please send the tracking numbers for any boxes/booths shipped. Our show management team will help track packages on-site should any issues or delays arise.
For shipping, please label with the below:
ATTN: (Your Company & Exhibitor Contact On-Site)
Omni Shoreham Hotel
Transparency & Agg Spend/ COMPANY NAME & CONTACT
Box ___ of ____
2500 Calvert St. NW
Washington, DC 20008
Please send complete tracking information by Wednesday, August 9th to Meghan Gemmell - meghan.gemmell@informa.com
Booth Setup & Breakdown
Booth Setup: Sunday, August 13th, 4:00 PM - 6:00 PM
Booth setup will begin at 4:00 PM on Sunday, August 13th in the Blue Room Prefunction, and close at 6:00 PM. The hall will reopen at 7:00 AM the following morning for attendees.
Each exhibit will be 8’ inline booth space for a tabletop exhibit. Included in the booth space is a 6’ table, and 2 chairs. Please let us know if you would like access to power prior to arrival. The deadline to request is Monday, July 31st.
A backwall popup display under 8x8 is allowed, or other self-provided graphics like pull-up banners – though all must be placed behind the booth and not on the sides of the table. With the hotel’s limited storage space, all spare boxes/cases must be stored under or behind the table.
Exhibitor Breakdown: Following the morning networking break on Day 3 - Wednesday, August 16th, at 10:45 AM. Close of conference is at 1:15 PM.
Show Schedule
Exhibit Hall Hours:
- Sunday, August 13th - 4:00 PM - 6:00 PM (Exhibitor Booth Setup Only)
- Monday, August 14th - 7:00 AM - 6:00 PM
- Reception: 5:00 PM - 6:00 PM
- Tuesday, August 15th - 8:00 AM - 5:00 PM
- Wednesday, August 16th - 8:30 AM - 10:45 AM
- Breakdown 10:45 AM
Registration Desk Hours:
- Sunday, August 13th - 4:00 PM - 6:00 PM (Exhibitor Booth Setup Only)
- Monday, August 14th - 7:00 AM - 6:00 PM
- Pre-Conference: 7:00 AM - 8:00 AM
- Main Conference: 12:00 PM - 1:00 PM
- Tuesday, August 15th - 8:00 AM - 5:00 PM
- Wednesday, August 16th - 8:30 AM - 10:45 AM
2023 Exhibit Hall Floorplan
Exhibitor Shipping & Handling
AV Request Form
Accommodation
Transparency, Aggregate Spend & HCP Engagement 2023 Room Block
Please visit our Plan Your Visit page for full information, including rates and links to make your reservations.
PLEASE NOTE: All hotel reservations for this conference should be booked directly with the hotels using the provided links only. Informa Connect does not partner with housing bureaus or third party agencies for this event and none are authorized to call or contact you on our behalf.
Sponsor Resource Page
Transparency, Aggregate Spend & HCP Engagement 2023 is a face to face event, with a portion live-streamed to a virtual audience. Please prepare the below for the Sponsor Resource Page Demo, Wednesday, June 14th at 11:00 AM EST:
Your resource page includes the following opportunities:
- Company name (as it should appear on the app)
- Company About Us: Write a snappy header to let visitors know who you are. (max 150 characters)
- Company description (maximum 1000 words)
- Company logo (400 pixels wide x 180 pixels high - JPG / PNG)
- Videos: provide up to 10 different videos in mp4 format (HD Resolution: 1920x1080 or 1280x720, landscape). Videos over 500mb or 5 minutes in length will fail to upload, so keep them short and interesting!
- Documents: provide up to 10 PDF files that can be downloaded by attendees
- Background Graphic for your page (OPTIONAL): image to increase your company branding on your page. (1250 x 150px; ABSTRACT-no text; JPEG or PNG)
- Thumbnail for Lobby of Sponsor Resource Page: 600 x 250px - ABSTRACT-no text; if you do not provide one, we will upload a generic event one for you.
More deadlines for completing your virtual booth will follow the Sponsor Resource Page demo, which will be recorded.
How to Update Your Sponsor Resource Page
Once you have gathered your Sponsor Resource Page Assets, you will be able to build your company profile within ConnectMe.
Please watch the video on the left on how to update your virtual hub page. You will also receive a copy of the demo's recording after the live-demo date. If you have any questions, please get in touch with Justine: Justine.Comeau@informa.com
1. Login - If you're the primary contact for the event, you can login with your email address to edit your booth. The first time you login, you will need to update your profile first.
- Event Portal Login Link: https://lifesciences.connectmeinforma.com/
- User Name: your email address
- Passwordless entry - follow the instructions on the page. If you are not receiving the 4-digit pin, contact Justine Comeau.
2. Click the Sponsor Resource Page Tab - find your company name and click 'Showcase'
3. Click Edit Stand - in the top right corner of your showcase page
4. Change/Update Content - you can add/remove any content in your hub. Click 'Update Showcase Demo' to publish your changes.
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.
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.