Exhibitor Welcome Pack - ACTION REQUIRED 17th May 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. For May: • Attracting more delegates: outdoor advertising (from backs of buses to stations) plus new Media Partnership with Trinity Mirror • Fleet of free-to-ride First bus shuttles (from city centre, overflows and more key destinations) • Stands: we’ve got more stand spaces than ever - 226 spaces in total including Sponsor clusters • Keynotes/Workshops now central, on the Expo Level • Overflow car parks with frequent shuttles from First Buses
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Contents
1. Your Stand Space pg 4
5. Special Offers: Re-booking pg 19
Practical Information, Building Your Stand
Exclusive Re-booking Price: 11th October 2017,
2. Promotional Opportunities pg 7 Adverts Flyers Rights Presenting a Zone Support our Exhibitor/VIP Drinks Event Suppor Our Keynote Speaker Breakfast Networking 3. Event Information pg 14 Set up, Timings, Parking 4. Tickets and Promotion pg 17
6. Exhibitor Documents and Forms to be Read and Returned ASAP pg 21 Exhibitor Rules, Booking Form, T’s & C’s
Exhibitor Passes, Delegate Tickets, Marketing Tool Box/DropBox
Photography by Jon Craig
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YOUR STAND SPACE
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The Practicalities Each stand space comes with electricity (1-2 Plug Sockets) and there will be free WiFi throughout the Stadium. There is an option to hire furniture in our booking form. 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.
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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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.
Audio Visual Production People are proud to be the official AV Partner for Business Showcase South West, and have reduced (20% off in fact) rates for exhibitors.
Printing / Promo Items Gemini West is our official 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. 1500 A5 fliers = £90.00 (no vat).
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.
To see the offers, click here
To see ALL THEIR offers, click here
0117 965 5566 n3display.co.uk
03300 161300 slx.co.uk
0117 965 5252 gemini-west.co.uk
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PROMOTIONAL OPPORTUNITIES
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Promotional Opportunities this May
Increase your presence and brand exposure at October’s Showcase with a few extras Opportunities Available: • Event Showbag Insert • Advert in our Printed Brochure • Presenting a Zone • Supporting Our Keynote Speaker • Supporting Our Exhibitor/VIP Drinks Event • Breakfast Networking • Stand for 11th October 2017
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Adverts & Bag Insert For 2017, a very 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 17th May and sent via email. Brochures are given out at registration on arrival as well as on our Shuttle Buses. Special Show Bag Insert (small item or printed item under A5 in size and is added to c.1500 jute event bags) £75 ex vat
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 : Friday 5th May
Showbag Insert DEADLINE : Delivered to our offices by Friday 5th May - check postal address with us. Please see our Print Partner offer earlier in this document for low cost printing.
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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
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
ensure that the many delegates using the zone can truly engage with your brand and business.
LOOK! As an added extra, you will appear in all our promotional material as “Zone ‘Presented By’…”
Presenting the Seminar Zone 10 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 £750 ex vat Presenting the Speed Networking Zone There are 2 x 45 minute sessions taking place in the
Dolman Hall. £550 ex vat
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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 Keynote Speech. 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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£750 EX VAT
Supporting Our Exhibitor Drinks/ VIP Event
For the first time, we will be holding a special Exhibitor/VIP drinks event directly after the Showcase concludes. 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! You will benefit by association as the supporter of the event. You can place banner stands up and we’ll add your graphics to the huge indoor screen. You CEO or MD can present the ‘Best Stand’ of Show Award - another first for this year to inspire and encourage great and engaging Expo stands. If interested in hearing more please register interest today and we will send over a personalised proposal. Call us on 0117 959 6510 or email info@showcaseeventsuk.com
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Breakfast Networking This was a hugely popular event in May and October 2016, 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 May’s Breakfast event is taking place upstairs in the Sports Bar. Find out more about the timing, price and book your place early today here:
https://bssw-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 16th May
We strongly encourage Exhibitors (especially those with larger stands) to set up on 16th May. 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 16th May 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 17th May 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 early 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 17th May 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 Each exhibiting company will be allowed ALL DAY parking for your vehicle at the stadium. On arrival, one vehicle ONLY can be checked-in by our staff. 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 17th May, however alternative Travel/Parking options are: FREE Showcase overflow carpark at Ashton Court Church Lodge Entrance (with shuttles to the stadium) located just before The Ashton Pub on Ashton Rd/B3128. Please see the new ‘How to Get There’ Info on our website for exact directions. This will be published shortly. Other overflow car park options will exisit too. 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 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-may.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-tickets.eventbrite.co.uk *please note, delegate tickets will be live soon 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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SPECIAL OFFERS
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Special Offers
Rebooking for 11th October 2017 Please note that on 17th May there will be a special offer price, exclusive to those exhibitors wishing to rebook for our 11th October 2017 Showcase Event. This price will be promoted closer to the event and will only be available up until 9pm on 17th. For those wishing to rebook their space, or preferred alternative space, please speak to your exhibitor host on 17th May. They will verbally confirm your space, shortly followed by email confirmation and we shall arrange invoicing at a later date.
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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 and agree to our terms asap. Should you have any questions, or to discuss any of our promotional opportunities, please get in touch with Sarah.
Sarah Brooks Sales and Events Manager sarah@showcaseeventsuk.com T: 0117 959 6510
Click here to complete your application
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