Sponsor & Exhibition Manual

Transcription

1 Sponsor & Exhibition Manual Courtesy of the Greater Boston Convention & Visitors Bureau Convention & Visitors Bureau

2 Welcome to World CDx & Clinical Biomarkers Preparations are in full swing and the World CDx team are looking forward to welcoming you to Woburn in October. This manual will help you to plan your attendance at this event and contains essential information and guidelines. Table of Contents Points of Contact... 3 Dates... 3 Venue... 4 Full Address:... 4 Maps and Transportation... 4 Accommodation... 5 Location Guide... 5 Passes... 5 Exhibition Stand... 6 Power... 6 Construction Height and Exhibition Space... 6 Walls and Floors... 6 Exhibition Floorplan... 6 AV... 6 Schedule... 7 Set Up Times... 7 Breakdown Times... 7 Shipments... 8 Delivery... 8 Collection... 8 Branding... 9 Marketing Toolkit... 9 Social Media Banners... 9 Speaking Engagement

3 Presentation Submission Presentation Format Audio Visual Projection Microphones Presentation Timings Exhibitor Checklist / Deadlines Points of Contact Operations Manager: Maddie Chalmers Direct Line: 44 (0) maddie.chalmers@hansonwade.com Commercial Director: Sam Sarwar Direct Line: 44 (0) Cell: 44 (0) sam.sarwar@hansonwade.com Programme Director: Ben Carrington Direct Line: 44 (0) Cell: 44 (0) ban.carrington@hansonwade.com Marketing Manager: Beatrix Varga Direct Line: 44 (0) beatrix.varga@hansonwade.com If you are calling from the USA please dial: Dates Day 1: Wednesday, October 18 Day 2: Thursday, October 19 3

4 Venue Full Address: Hilton Boston/Woburn 2 Forbes Rd, Woburn MA 01801, USA Please find the link to the hotel below: Maps and Transportation For directions and transportation details, please use the following link: 4

5 Accommodation We have a group rate at the conference venue. Please follow the instructions below to make your reservation: Click on the following link to make your reservation online. Or alternatively, please call the hotel directly on (781) or (888) (toll free) In order to obtain the discount please identify yourself and state clearly that you are attending the World CDx conference. Rates are $180 excluding applicable taxes and charges. Rooms and rates are subject to availability so please book now to avoid disappointment. This room block will close on September 18 th Location Guide If you would like more information on the area of Woburn, please view our dedicated location guide. View our Location Guide Here Passes In your contract you will find details of how many passes you are entitled to. Please send the below information to Maddie, by Friday September 29 th. Name Job Title Address Phone Number Company Name * if different i.e. for client passes As per your agreement, you are welcome to purchase any additional employee or client passes at a discounted rate. Please contact Maddie or Sam directly to book these. 5

6 Exhibition Stand If you have an exhibition space as part of your contract, we recommend that you bring a pop up stand or pull up banners along with your marketing collateral. Please note, there is no shell scheme surrounding your booth so all stands must be self-supporting and there will not be any walls to attach posters to. You will be provided with a table and 2 chairs. The table will be clothes in black linen and dimensions are as follows: 6ft L x 18 W Please note that packaging material can only be stored at or behind the exhibition stand. Power A standard power outlet will be provided at your booth as either a wall plug or an extension lead. If you foresee requiring extra power please let Maddie know in advance. Construction Height and Exhibition Space Please refer to your contract for details on your exhibition dimensions. The standard dimensions of an exhibition booth are 8ft x 10ft (3x2m). The ceiling height in the exhibition area is maximum of 8ft. Please let Maddie know in advance if you expect any part of your booth to exceed this height and we will try and accommodate it. Walls and Floors Please be aware that the use of glue, sticky tape, staple guns, nails, screws etc. to fix materials to the walls, floor and ceiling is strictly prohibited in the hotel. In case of very heavy exhibition goods, the floor has to be covered. Brought in pallet trucks/ forklifts have to have plastic or rubber wheels. Any damage on the carpets will be the responsibility of the user and charged accordingly. Exhibition Floorplan Please find the exhibition floor plan here Please note that the booth numbers will not correlate to any material onsite and the delegates will not have this information. The floor plan is not to scale or represent the exact location or size of booths. Locations may change to accommodate onsite conference requirements. AV If you wish to order any additional items for your booth, please contact the in-house AV team: 6

7 Courtney Graham T: Schedule The exhibition will take place on day one and day two of the conference and we will be inviting sponsor and exhibitors to setup their stands in the afternoon of Tuesday, October 17. The key show times for the exhibition are as follows: 10/18/17 10/19/17 Registration and breakfast AM break Lunch PM break Evening World CDx Gala Dinner hosted by Angle PLC Please note that these timings are subject to change. The full conference agenda can be viewed here: Set Up Times Tuesday October 17 th 7pm 9pm All exhibits must be setup by 9pm on Tuesday, October 17 th. If you foresee any difficulty in meeting this deadline, please let Maddie know in advance. Breakdown Times Thursday October 19 th 4.30pm 7pm All exhibits must be broken down and packed up by 7pm on Thursday, October 19 th. We respectfully ask that you do not breakdown before the last coffee break. All materials must be removed from the exhibition room by 7pm on Thursday, October 19. Any items which have not been removed by this deadline will be removed at the cost and liability of the exhibitor. 7

8 Shipments It is the responsibility of the sponsor to arrange and pay for all shipping, delivery and collection. Delivery The earliest delivery date is Friday, October 13 th. If materials are delivered early, an early delivery fee may be charged. Please use the delivery label on all shipments: Deliver To Hilton Boston Woburn 2 Forbes Rd, Woburn, MA Attn: Courtney Graham Event World CDx October Total Items to be delivered Box Number Exhibitor Details (Name, Telephone Number & Stand Number) of. Or alternatively, please find a downloadable version here Shipping Label Please provide your onsite team with tracking numbers for each item in case we need to locate items. Collection All materials must be removed from the exhibition room by Thursday October 19 at 7pm. Any items which have not been removed by this deadline may be removed at the cost and liability of the exhibitor. It is possible to arrange a later pick up with the hotel and Hanson Wade team onsite. 8

9 Branding Your company logo will be included on the onsite signage, as detailed in your contract. Please send Maddie your logo in EPS format by Friday, September 1 st. Marketing Toolkit We have several marketing tools, that will be used on the day and prior. If you would like to raise awareness of the summit and your participation please find some tools and useful links below. Social Media LinkedIn Group: Companion Diagnostics found here: Twitter Twitter Hashtag: #WorldCDx Here are some phrases you can copy and paste to promote your participation at the event: Tweet: We are proud partners of World CDx Boston #WorldCDx. To unlock the Added Value of Precision Medicine, join LinkedIn Post: We are proud partners of World CDx Boston, the premier learning and networking forum. The event helps to improve the discovery, development and commercialization of biomarkerbased precision therapies & assays. We have limited partner discounts available, so please get in touch if you are interested in joining us. For the complete agenda and speaker line-up, please click here. Banners Showcase your brand s association with the conference and simply right click on the image below, save it to your computer, and add it to your signature. 9

10 Speaking Engagement If you have a speaking session included in your package, can we kindly ask you to send the following details to ben.carrington@hansonwade.com (if we do not already have them): Speaker name and job title Session title Speaker bio Speaker photo Please send Maddie a copy of the presentation to maddie.chalmers@hansonwade.com by Thursday October 12 th. Please note, we will be making all speaker presentations available to attendees after the meeting (as PDF s). If you are presenting sensitive information or unpublished data etc. please bring a second copy with you that you are happy to share. Presentation Submission We request that you provide a final or draft version of your slides by Thursday October 12. Rest assured, on this date the only individuals that have access to these slides are Maddie and Ben. You are still able to add and edit your slides any time up until the day of the conference. However, we ask for a copy in advance so that we can: Ensure that text, images and any other embedded content is suitable and can be easily viewed by the audience (i.e. ensuring text size is large enough) Ensure that the content of the slides cover the agreed topic and that there has not been any misunderstanding on the aims and objectives of your session Presentation Format We recommend that presentations are provided in a standard Microsoft PowerPoint file in 16:9 ratio aspect and.pptx format. If you wish to use alternative presentation software please let us know in advance so that our AV team are prepared. We do not have a standardized template or logo that we require you use for your slides, feel free to use a template provided by your company or make your own. 10

11 Audio Visual Projection For the vast majority of presentations we will run your slide deck from our AV desk at the back of the room. If you prefer an alternative setup (for example having your own laptop with you at the podium) please let us know in advance. From the podium you will have access to a clicker to control the slides. You will also be able to view your slides on a comfort monitor in front of you. Microphones You will have the option to use either the fixed podium microphone or a lavalier clip on microphone. Please come to the AV desk at least 10 minutes before your session to allow time to prepare your microphone. Presentation Timings We often have various presentations running simultaneously in different rooms, with shared networking breaks in between. This means that keeping to time is critical. With only 30 minutes for your session, please try to keep introductions and corporate overviews to a minimum and focus on the highest-value part of your talk where you talk about lessons learned, successes and what challenges remain. We recommend you leave at least 5 minutes at the end of your presentation for Q&A. The Hanson Wade team will have 10, 5 and END signs to prompt your session. We look forward to working with you and welcoming you to the conference. Please use the Checklist & Deadline tool on the next page to ensure both yourselves and Hanson Wade have all the information we need for your participation. 11

12 Exhibitor Checklist / Deadlines Send company logo in EPS format to Maddie Chalmers Friday September 1 st If applicable, send speaker details to Ben Carrington Friday September 15 th Book accommodation for onsite team -Monday September 18 th Register passes - Friday September 29 th Send copy of speaker presentation Thursday October 12 th Deliver all exhibitor materials to venue Friday October 13 th (affix delivery labels) Courier arranged for collection Thursday October 19 th (prepare collection labels) 12