Exhibitor Welcome Pack 11th Oct 2017 - ACTION REQUIRED

Exhibitor Welcome Pack - ACTION REQUIRED 11th October 2017, Ashton Gate Stadium

*Important Information Enclosed. Please read and return ASAP

Welcome

You are now officially part of the biggest free B2B expo and networking event in the South West of England. This ‘must read’ document should be read at your earliest convenience and the signed docment completed online promptly please. For October: • Attracting more delegates: outdoor advertising (from backs of buses to stations) plus a Media Partnership with Trinity Mirror • Fleet of free-to-ride First bus shuttles (from city centre and Temple Meads Station) • Stands: we’ve got more stand spaces than ever - 225 spaces in total including Sponsor clusters • Keynotes/Workshops now more centrally-located, on the Expo Level • 2 large, free, close-by Official Overflow car parks with frequent shuttles from First Buses

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Contents

1. Plan Your Stand Space p 4

Practical Information, Building Your Stand

5. Exhibitor Documents and Forms to be Read and Returned ASAP p 21 Exhibitor Rules, Booking Form, T’s & C’s

2. Promotional Opportunities p 9 Adverts / Bag Inserts/ Wi-Fi Presenting a Zone Support Our Keynote Speaker/Seminars Breakfast Networking 3. Event Information p 15 Set up, Timings, Parking 4. Tickets and Promotion p 18

Exhibitor Passes, Delegate Tickets, Marketing Tool Box/DropBox

Photography by @JonCraig_Photos

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PLAN YOUR STAND SPACE

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The Practicalities part 1 Each stand space comes with electricity (1-2 Plug Sockets) and there will be free WiFi throughout the Stadium via a passcode. There is an option to hire furniture in our booking form as well as get insurance cover. The back of your stand will not be visible as it will be either against a wall or back- to-back with another exhibition stand. Your stand should be free-standing as fixing to the walls is prohibited . 3m x 2m – Single Stand i.e. 3m (for delegates to walk past) x 2m (to stand within) 6m x 2m – Double Stand i.e. 6m (for delegates to walk past) x 2m (to stand within) This is your unique exhibition space. You may choose to implement exciting and wonderful methods to engage delegates with your business and stand out from the crowd. If you are stuck for ideas then just drop us an email and we’ll put our thinking caps on to make some helpful suggestions. * See more tips on planning your stand early here .

Remember, whatever you choose to do in your stand space, the end goal should encourage high quality interaction with delegates.

*Please note: the ‘pop up’ stand is for illustrative purposes and is not included in your stand space. The furniture is optional

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The Practicalities part 2

Remember, whatever you choose to do in your stand space, the end goal should encourage high quality interaction with delegates.

We want you to do brilliantly - YOUR success is OUR success

Your Stand’s Backdrop is ‘Event-Critical’ If you do not have your own backdrop to your 3m/6m x 2m stand space, those visiting your company stand will be, most likely, viewing the electrical cabling, a metal stand frame / blank back of pull-ups or a blank white wall. Please be certain to plan your ‘background’ today, as first impressions count. 2 Good Standard Expo Solutions The 2 best-possible solutions are either: a) a 3 x 1m ‘Pull Ups’ (AKA roller banners) positioned together - as top right b) a ‘Pop Up’ (a 3m x 2m usually curved, framed ‘system’, often transported with a wheeled carry case (with a graphic wrap), 2 small overhead clip-on lights and table top for the case (which then becomes your table), as lower right .

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Creating Your Stand There are many great businesses that can help make your exhibition space look spectacular, some of whom are valued exhibitors of ours. It’s always important to find the right business that works for you, however, below are partners and businesses who we work closely with and highly recommend.

Printing Gemini West is our official

Display and Graphics Our Graphics Partner, N3, will be delighted to give you quotes and talk through options for creating your stand. Make sure you mention to Nigel and his team that you are a Business Showcase Exhibitor to receive 20% discount off normal rates, free 1st hour artwork/design and free deliver-to-stand at BSSW and assistance in installation.

Audio Visual Production People are proud to be the official AV Partner for Business Showcase South West. Their offer will be free delivery and 20% discount off any hire booked in advance of the event.

printing partner. They have a special offer for Exhibitors for this Business Showcase: great for your stand, our Show Bag insert or whatever your printing needs. Please click HERE to see their special printing offers for this event.

You’ll need to quote ‘Business Showcase’ to get the discount.

0117 965 5566 n3display.co.uk

0333 121 5123 productionpeople.org

0117 965 5252 gemini-west.co.uk

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4pm-5pm

Exhibitor Drinks/ VIP Event

For the second time, we will be holding a special Exhibitor/ VIP drinks event from 4pm until 5pm. We invite you to join us in The Sports Bar for a relaxed hour of networking amongst a very special ‘club’ - you, the exhibitors! Stay tuned for more info soon. Be sure to factor this into your plans for the event day.

The Award for Best Expo Stand is also announced and presented.

Photos to right are from the Exhibitor/VIP Drinks Event held at previous Business Showcase South West event in May 2017.

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PROMOTIONAL OPPORTUNITIES

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Wi-Fi Sponsor If you would like to drive customers to your exhibtion stand, why not take our Wi-Fi Sponsorship. Delegtes and Exhibitors come to your stand to collect the password. 2 Sponsors only. N.B - Requires the company to be on site from 7am on day of event to give passcode to Exhibitors setting-up. £750 EX VAT Showbag Insert This option allows you to place your promotional flyer into over 500 Showcase Showbags. DEADLINE : 29th September. Deliver to our offices: Showcase Events, 1 Harbour Road, Portishead BS20 7AN. Please see our Print Partner offer earlier in this document for lower cost printing. £75 EX VAT Support and brand up/speak at the 4pm-5pm Exhibitor Drinks Event in the VIP Lounge on the day of the event. Award for Best Expo stand is presented at this networking event. Available for 11th Oct 2017 and both 2018 Showcases. £750 EX VAT 10. Exhibitor Drinks

Adverts & Bag Insert

For Oct, a limited number of adverts will appear in our printed (and to 000s of our subscribers online) brochure which is given out to every delegate who attends the Showcase on 11th October and sent via email. Brochures are given out at registration on arrival as well as on our Shuttle Buses.

Half Page Brochure Ad (portrait) (Height 135mm, Width 95 mm) £249 ex vat

Please submit all brochure artwork in PDF or JPG format at 300 DPI at the exact size, with no bleed or crop marks . Please submit to artwork@showcaseeventsuk.com

Brochure DEADLINE : 29th September

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£399 EX VAT

Deliver 20-Minute Seminar

Seminars take place inside our Seminar Zone which can seat up to 45. The best seminars are those which excite and engage an audience with your business but also leaves plenty left unsaid. This encourages delegates to make a follow-up visit to your exhibition stand. Seminars will be heavily promoted before and at the event. They will be free for delegates to attend but ticketed to encourage attendance. Included in this price is your seminar zone manager, technology support/AV Engineer, use of broadcast standard screen, ‘silent disco’ headphone technology, microphones and presentation laptop & pointer. Seminars are by application only as we want to create a Showcase which offers an even spread of subject matter and engages a varied audience. If you wish to apply to deliver one of our Showcase Seminars, please contact us.

Slots available for October 2017 and both 2018 Showcases.

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Presenting a Zone will give you significant presence at May’s Showcase. You have the opportunity to brand-up one of the following Zones and make it your own space! Presenting a Zone Presenting the Seminar Zone Seminars will take place throughout the event in the Dolman Hall. Each Seminar gives you the opportunity to engage your brand with up to 45 delegates £850 ex vat Presenting the Speed Networking Zone There are 2 x 45 minute sessions taking place in the Dolman Hall. Again, you can brand up this area and claim naming rights to it. £650 ex vat

You can leave leaflets, pens, notepads. You can hang banners, provide chair backs, put up banner stands. The Zone is essentially yours and we want to help you make the most of this. We can help think of imaginative ways to

ensure that the many delegates using the zone can truly engage with your brand and business.

As an added extra, you will appear in all our promotional material as “Zone ‘Presented By’…”

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£950 EX VAT

Supporting Our Keynote Speaker

Past events have welcomed some of the best speakers in the world: from Baroness Brady CBE, to the World’s Fastest Man, Andy Green. You will benefit by association as the Keynote will be heavily promoted as ‘Hosted By…’. There will be photo opportunities and you will be able to part brand-up the Keynote Theatre at the time of the Keynotes. Furthermore we will give your CEO or chosen spokesperson the option of introducing 2 of our speakers to the stage. If interested in hearing more about Presenting our Keynote Speaker please register interest today and we will send over a personalised proposal.

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Breakfast Networking This is a hugely popular event with numbers up to 70. It’s a great way to start the day as you mean to go on, networking with like minded businesses (and with a hearty breakfast to fuel you for the day ahead). This October’s Breakfast event is taking place upstairs in the Sports Bar.

It always sells-out early!

Find out more about the timing, price and book your place early today here:

https://october-showcase-breakfast.eventbrite.co.uk

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Photos of BSSW Breakfast Networking by The Post

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EVENT INFORMATION AND LOGISTICS

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Event Information and Logistics

Venue Ashton Gate Stadium, Ashton Road, Bristol, BS3 2EJ. Set up on the Tuesday 10th Oct

We strongly encourage Exhibitors (especially those with larger stands) to set up on 10th October. You can enter the building between 2:30 - 19:00. Although the venue will be locked, there is NO overnight security guard at the venue on the night of 10th Oct so please remove anything valuable from your stand in the unlikely event there is a break-in or similar. Arrival and Set-Up on Wednesday 11th Oct Entry from 08:00. ALL Exhibitors MUST be checked in with their Exhibitor Host and have finished setting-up their stand by 09:15am . Other team members may of course join you later, but it’s essential your stand is ready and your main representative has checked-in by this time. There is no storage available at the venue. Exhibitors should ensure that all packaging materials are offloaded back to their vehicles before 09:00 on the morning of the event. Cafes will be open for exhibitors to enjoy breakfast and refreshments before doors open to the public at 10:00. If you are attending our breakfast networking event, please ensure your stand is set-up and you have checked in with your host beforehand. Breakdown – Wednesday 11th Oct ALL Exhibitors must await permission from their exhibitor host before breaking down their stand. This is at 4pm. Breaking down early leaves huge holes in our show , and harms all Exhibiors and our event plus Delegate experience.

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Event Information and Logistics Parking - set day and event day On the 10th Oct (set up afternoon), exhibitors can park temporarily just to unload close to venue entrance (via Winterstoke Road entrance). There are also lots of reserved bays for Exhibitors (once you’ve unloaded), which are alongside the outside of the West Stand Concourse, if no bays are free for you in our main car park outside the South Stand Concourse. Each exhibiting company will be allowed ALL DAY parking for your vehicle at the stadium on the event day. On arrival, one vehicle ONLY can be checked-in by our staff. ID is required . All other exhibitor vehicles MUST use our extensive alternative parking. To allow more available parking for delegates at our overflows we encourage exhibitors to car share to the stadium on Wednesday 11th Oct. Alternative Travel/Parking options are: FREE Showcase Officail overflow carparks at Ashton Court (Church Lodge entrance) and also the large open space between the police horse stables and the cricket pitch close the Ashton Court called The Clanage. Both with frequent shuttles to the stadium. This info will be published shortly. First Buses are providing FREE, DIRECT SHOWCASE SHUTTLES from key destinations around the city. Detailed information will be posted on our website closer to the event AND sent directly to your mobile phone.

Remember – our team can only grant entry to ONE Exhibitor vehicle on event day. Please bring ID and plan your own team’s travel ahead of time.

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TICKETS AND PROMOTION

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Tickets and Promotion

Remember – it’s a win/win for all when you help promote our Expo!

Exhibitor Pass Please register every member of staff who will be working on your stand at the event as an ‘exhibitor’. This will mean they get the appropriate ‘exhibitor’ lanyard and have uninterrupted

access. Book you and your colleagues today : https://exhibitor-october.eventbrite.co.uk

Delegate Tickets Please encourage colleagues and contacts to attend the exhibition for free as a delegate. Registration is quick and easy online, this will mean fast track entry and registration at the event. https://delegate-oct.eventbrite.co.uk Marketing Toolbox/Dropbox Here you will find useful tools to help you promote the event, such as our logo, email signature banners, event pictures for social media, video links etc… https://www.dropbox.com/sh/qeu5cyh9smt944m/ AABe1wKNd08KfO1biv8VF3Cpa?dl=0

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https://www.linkedin.com/ groups/6518878

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DOCUMENTS AND FORMS TO BE READ AND RETURNED ASAP

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To Complete ASAP Please click the button below to complete your application, order furniture and agree to our terms etc. ASAP. Should you have any questions, or to discuss any of our promotional opportunities, please get in touch with Sarah.

Sarah Brooks Client Services Director sarah@showcaseeventsuk.com

Click here to complete your application

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