EXHIBITOR MANUAL

ASAP

• Check Company Logo and hyperlink on our website. Click here.
• Payment of sponsorship fee
• Send details of your PR/Marketing team to Ali Shahid
• Book hotel rooms for staff. Click here.

By Friday, 27 January

• Submit your investor guest names to Joan Calimpong

By Friday, 27 January - From Sponsor

• Register complimentary delegates
  
• Submit 50-word company profile
• Submit 60-90 second video
• Request any stand catering (if required)

• Submit stand design (compulsory)
• Production Compliance Form (compulsory)
• Risk Assessment (compulsory)
• Method Statement (compulsory)
• Power requirements (compulsory)
• 3rd Party Insurance Certificate (compulsory)
• Wired internet form (optional - Wifi is complimentary)
  
• Fire retardant certificate (required if any cloth or fabric provided for the event)
  

No earlier than Thursday, 16 February

• Shipping (such as literature/stands) to arrive at the venue
• Secure your work permits to access the venue for set-up

Marketing Collateral

The link below will allow access to a digital folder containing event collateral including logos, flyers, and website banners.

Email banners - Click here

Social Banners - Register Now #FHS | Let's meet at #FHS

If you require specific sizes or items, please contact Ali Shahid.

Social Media

We encourage all partners to engage through social media, please use the event hashtags for re-tweeting/sharing of content through our channels. Also remember to share your official or regional specific handles with us so that we ensure we welcome the correct companies on board.

Website: www.futurehospitalitysummit.com

Facebook:
www.facebook.com/futurehospitalitysummit/

Twitter: @FuturHospSummit

LinkedIn:
www.linkedin.com/showcase/fhs-future-hospitality-summit/

Instagram:
www.instagram.com/futurehospitalitysummit/

PR

We work hard to ensure coverage is achieved for, not only the conference, but those sponsors that have newsworthy stories.

• Share newsworthy stories/deals that will be announced at the event.
• Share Q&As or quotes from your senior representatives for use in press releases/ marketing in good time pre-event.
• Advise of timings of senior representatives onsite, to enable facilitation of media interviews.
• Send out your own press releases regarding the event announcing your participation.

For more information on PR opportunities at FHS, please contact:

Anne Bleeker Managing Partner, In2 Consulting

Your Logo

Your company name or logo will appear on FHS marketing materials, where appropriate. We have already received your logo and this is now on the website. Please check this is the correct logo and that the hyperlink goes to the correct website address.

Company Profile

Your company name and logo will appear on the FHS event app.

Please send your 50-word company profile to Sally Marwaha by Friday, 27 January.

Promotional Video

Please provide a 60 – 90 second video which will be played on screens in a looping sequence onsite at the conference venue. The videos will be visible in networking & exhibition areas.

All videos to be sent to Sally Marwaha by Friday, 27 January.

Sponsor Registration

Please register your passes for FHS by Friday, 27 January. Any representatives who are speaking, moderating, or on a panel at the conference do not need to be included in your complimentary places and will receive a different code to register. Your personalized link will be sent to you by email from Sally Marwaha.

Additional Passes

If you wish to purchase any extra delegate passes in addition to those included in your contract, we are delighted to offer you a 20% discount off any extra passes (25% for Emerald and Platinum Sponsors). The discount will be applied to the current registration rate at the time of booking. Please contact Sally Marwaha for more information.

Delegate List

As a sponsor you will be provided with the attendee list ahead of time to ensure you are able to plan meetings through the online networking system.

Conference App

Networking is the key to future business opportunities and it has never been more important to get connected and make the most of your time at the event. Your logo and company profile will appear on the conference App. The App gives FHS attendees the ability to make contact with other delegates, speakers or sponsors before they arrive at FHS. The App will go live two weeks prior to the event for fully-paid delegates, speakers and sponsors.

Stand sizes

Stand sizes are dependent on your sponsorship level and stand spaces are allocated on a first-come, first-served basis, in the order the contracts are signed.

Platinum Sponsor: 5m x 5m
Emerald Sponsor: 4m x 3m
Gold Sponsor: 3m x 2m
Silver Sponsor: No Stand

Maximum stand height: 3m (including any flooring).

Stand designs with full measurements must be submitted to Sally Marwaha by Friday, 27 January.

Stand Contractors - Compulsory Information

The information and forms below MUST be submitted to Sally Marwaha by Friday, 27 January.

1. Production Compliance Form - Click here to download Form
2. Risk Assessment
3. Method Statement
4. Power requirements
5. 3rd Party Insurance Certificate

Stand Contractors - Optional Information

1. Fire Retardant Certificate (if fabric is used).
2. Stand Catering Request Form Click here to download form
3. Wired internet Form Click here for more information -(Wifi is complimentary)
   

Work Permit & Access Procedure

Step 1- One company representative must go to C&I Engineering Office (basement) at the venue, and must sign a form to receive their work permit. This can be done a day prior or 30 minutes prior to set up time.

Step 2- All worker’s IDs proceed to Security desk (near to loading area) handover Emirates ID (local base) passport copy (overseas) No ID - No passes

Work permits must be always visible whilst building/working and all contractors/exhibitors must adhere to the T&Cs that are outlined in the signed form.

Exhibitors that need to access the venue, who will not be building a stand, do not need to collect a work permit. However, please proceed to the Security office in C&I to sign in as a guest.

Opening Times:
Engineering office 8:00am to 5:00pm

Contact Number:
Security: +971 55 500 9287
Engineering: +971 4 366 6512 / +971 55 5009165

Build / Load-In

Access for the build of the stands is between 09:00 - 18:00 on Sunday, 26 February.

As an exhibitor please ensure all equipment and cargo is sanitised when loaded at the warehouse and unloaded at the venue. In addition to face coverings, contractors should wear gloves when handling equipment and cargo to prevent surface contamination.

Vendors and independent contractors should use their Personal Protection Equipment.

All material for exhibitions must be taken into the halls through the loading zone. The use of trolleys or the movement of goods through the halls will only be permitted if the house carpet is protected by a protective material or covering. Exhibits and stand fixtures or fittings and associated materials shall only be delivered, unpacked, packed or collected, at times when the public is not admitted to the halls. No structural elements shall be worked on during exhibitions unless to facilitate emergency repair of a structure.

Exhibitor’s personal luggage will be permitted in the concourse provided it is of a reasonable size, carried or wheeled by one person, and does not cause a hazard or inconvenience to other users.

Breakdown / Load-Out

Access for the breakdown of the stand is between 17:00 - 21:00 on Thursday, 2 March.

As an exhibitor/stand contractor, you are responsible for the removal of all stand material, waste, and other materials.

Fines may be levied in the case that exhibition stands are dismantled before the stated load-out time or if stand material / waste is not removed.

Goods that are left at the venue after the conference will be disposed of by the venue.

Accommodation

We have negotiated preferential rates at various nearby hotels. Please click here to book your accommodation directly.

Business Centre

The Madinat business centre is located above Murjan ballroom on the Mezzanine level. Any costs associated with these services are payable by you direct.

Internet Connections

Wireless internet connections are available throughout the venue. Wired internet can be ordered through Madinat Jumeirah - contact Sally Marwaha to be directed to the right department.

Fire and First Aid

If you require first aid assistance on site at any-time, please make the event organisers are aware of this to ensure help is provided. Please ensure that you are aware of all the fire exits and do not block passageways.

Prayer Rooms

Prayer rooms will be available inside the conference centre.

Parking

Valet Parking will be available for the duration of the conference.

Recommended Suppliers

Stand Build & Design

Contact: Martyn Hughes, Speed Events
T: +44 7789 527759
E: martyn@speedevents.co.uk

Printing, Banners and Furniture Hire

Contact: Lenin Yeshodharan, AV Concepts
T: +971 529927416
E: lenin@avc.ae

Should you need assistance with printing, furniture hire or additional AV please contact Sally Marwaha who can assist directly.

Freight, Customs & Storage

The Madinat Jumeriah will only accept any deliveries the week prior to the actual exhibition set-up day. Sponsors are responsible for organising their own shipping to and from the venue. Please get in touch should you need recommendations for courier/freight companies.

Security

All registered Exhibitors and Delegates are required to display personal identification, i.e. delegate name badges, at all times.

Security will be present throughout the venue and individuals not displaying name badge will be refused entry into the exhibition and conference halls.

Stand contractors will be able to gain access into the building during the build-up and breakdown, it is not necessary for any additional contractor passes to be ordered.

As the Madinat Jumeirah is open to public during the conference we recommend you do not leave any valuable equipment or belongings unattended. The organisers cannot accept liability or responsibility for loss or damage that may occur to the stands during build up / break down or during the exhibition period or anything that is stolen. Stands should not be left unattended during opening times at any point.

Insurance

The exhibitor is fully responsible for obtaining insurance protection for their exhibits, property and personnel against all risks. Equipment should be insured both in transit and on location at the exhibition for the entire period it is in the conference facility. Insurance cover should include:

• Personal Injury
• Third party claims
• Expenses incurred and/or losses of any kind, including losses resulting from the abandonment or postponement of the event
• Medical expenses and baggage cover
• Value of your stand including the fittings and promotional items

JUMEIRAH HAS ADOPTED ADDITIONAL STANDARDS TO ENSURE YOUR SAFETY.

• Authority Guidelines - All protocols and guidelines in place for strict sanitisation and disinfection in line with directives received from government authorities.
• Daily Disinfection - Daily spray disinfection of all high touch surfaces and equipment using registered disinfectant.
• Enhanced Cleaning Protocols - Additional housekeepers on standby with enhanced procedures based on best practices and government guidelines.
• Personal Protection - All colleagues provided with masks and temperature checks are taken prior to each shift.
• Guest & Colleagues Safety - Multiple stations of readily available hand sanitisation and equipment disinfection spray throughout the club.
• Capacity Management - Booking protocols in the event of a phased or capacity-restricted reopening.
• Social Distancing - Social distancing guidance in public areas across hotel properties.
• Hygiene Awareness - Guideline signage for guests placed at all major access points throughout the hotel.