Exhibitor Information Pack

EVENT INFORMATION

We have secured the below hotels and rates for exhibitors. Please book directly with the hotels using the codes and links below:

Tower Suites 

Dates available from 27th– 30th of January 2024

£214/night, Executive Studios inc breakfast

Please use the below link to guarantee your booking: https://www.blueorchid.com/en/order/guaranteeonly

Or bookings can be made via email by providing the Block ID 520778

Monday 29th January  – 08:30 – 22:00

The doors will open to Buyers from 09:00 therefore we ask you to be prompt to arrive at the venue, allowing yourself time to travel to level 3, collect your badge and locate your stand. EXPO will close at 17:45, but Buyers will still have access to the floor therefore, we recommend you do not leave valuables unattended on your stand. There is a cloakroom located on level 3, should you wish to use it.

Tuesday 30th January  – 08:30 – 17:30

EXPO will close at 17:30 and the event breakdown will commence. We ask that you do not commence breakdown before this, to ensure minimal disruption to other Exhibitors. Please ensure all items are removed from the floor by 18:00. We regret that any items left 24hrs after this time will be disposed of.

The micebook registration team will be on-hand to register and welcome you!

Please use any of the entrances to Convene on 22 Bishopsgate to access the building. To access the lifts to level 3, you must present the QR code sent to you by Convene (not your event badge QR code from micebook).

Smart Causal

We support the shift away from fast fashion and envisage our industry to have a positive impact on people and planet.

A floor plan will be available for you to access shortly, the team will inform you when this is live.

A complimentary lunch will be provided to all attendees between 12:00 – 14:00 in the designated Lunch Areas, level 3, over both days. In keeping with micebook’s ethos, the whole event menu will be meat free. Please ensure you provide any dietary requirements upon registration.

There will be a complimentary service of tea, coffee, water, and snacks over both event days from the Nourish Zones, level 3.

Hosted drinks and canapés will be served at the evening reception from 17:45 on Monday 29th January.

Please refer to your schedule and agenda for the full itinerary for micebook EXPO.  Here you will discover speakers, gamification, meeting booking, attendee list and much more. For more information on your meetings, please refer to the separate meeting FAQs. 

Professional photography and videography will be taken at this event and images used and reused for future event promotions and sponsorship opportunities. If you do not wish to be included, please contact Olivia at micebook.

We suggest public transport is used to arrive at Convene – Bank and Liverpool Street at the closest tube stations. 22 Bishopsgate, London EC2N.

There are no parking facilities at Convene, we encourage referring to their recommendations below

Nearby Parking:

NCP London Vintry Thames Exchange Thames Exchange, Bell Wharf Lane, off Upper Thames Street, London EC4R 3TB

Tower Hill Car and Coach Park 50 Lower Thames Street, London EC3R 6DT

Convene
22 Bishopsgate
London
EC2N 4BQ

Web: www.convene.com/locations/london/22-bishopsgate/
Phone: 

EXHIBITOR INFORMATION

Should you need to send a substitute attendee, please let the micebook team know as soon as possible.  

Under the exhibitor contract, the responsibility for, and insurance of, an exhibitor’s exhibition property is that of the exhibitor. While micebook takes every precaution to protect the exhibitor’s property during the event, micebook, and any member of its staff, will not accept responsibility for the safety, damage, loss and destruction by theft, fire, or any other cause to an exhibitor’s property whilst at EXPO.

micebook also advises exhibitors to insure against legal liability incurred in respect of damage to property belonging to third parties and bodily injury to third parties. In addition, the exhibitor will be liable to pay any expenditure incurred should the event be cancelled due to force majeure.

In respect of other exhibitors, we ask that you do not play music from your stand. A promotional video is of course allowed via a laptop/tablet device at a reasonable level.

If you wish to offer small samples of food or drink to Buyers, this is permitted, and no waiver is required from micebook or the venue. We ask that you respect the meat free menu policy and consider wastage following the event.

Power

Power points are limited and dependent upon your stand location. Please ensure you bring fully powered up iPads/Laptops.

Cleaning

Each exhibitor is obliged to keep their tabletop and exhibition space clean.

Individual Stand

Table is a poseur table or coffee table
Chair is a high stool or lounge seat
1x seat for Exhibitor, 1x seat for Buyer

Shared Stand

Table is a poseur table or coffee table
Chairs are a high stool or lounge seat
2x seats for Exhibitors, 2x seats for Buyers

Petit Stand

Tables are a coffee style table or dining height
Chairs are lounge seats or dining chairs
For up to 4x Suppliers

Moyen Stand

Table is a large ‘dining’ table style
Chairs are lounge seats or dining chairs
For up to 6x Suppliers

Grande Stand

Tables are high tables
Chairs are high stools
For up to 8x Suppliers

Convene  offers free of charge wifi access!

  • Username: CONVENE
  • Password: stayconnected

PLATFORM INFORMATION

Diaries will go live at the beginning of January and will have pre-populated 20-minute appointment times over the 2 days. All meeting appointments are made directly by the buyer with the exhibitor. Buyers can book one of your timeslots on the event app and website, and you will receive an email notifying when they do. You must then accept the appointment within your diary for it to be confirmed. Your appointments will also appear in your ‘My Meetings’ on your event app.

Booking appointments is completely Buyer led, and you will not be able to request meetings with buyers on the system. However, we recommend that you reach out to Buyer contacts personally and use social media with #mbexpo24 to encourage them to register for the event and come and see you. You will also be able to view registered buyers on the app and contact them directly using the chat function. We would recommend you use this feature wisely and avoid over-use.

Outside of the pre-booked appointments slots will close, the floor will open to free networking – where are welcome to attend content sessions or make informal appointments with buyers. The event app will allow you to scan barcodes of all the contacts you make for your records using a ‘digital business card’ lead capture feature.

Block times in your diary for lunch and any other time you would like to close your stand.

These will be provided from 08:30 on Monday 29th January from the micebook reception desk, located on level 3. Please ensure you collect this before EXPO opens at 09:00 to Buyers. You will be responsible for this during the two days, and we ask that you hand it back to the desk before you leave on the 30th to be recycled.

The  in-person meetings will take place at Convene between 29th – 30th Janauary. If you are unable to attend the meetings and would like to allocate a replacement, please inform the micebook team at your earliest convenience.

Mid-Nov Official event registration platform opens
By Dec 20th Exhibitors to complete profile registration
9th Jan App launches and meeting diaries go live
29th – 30th Jan micebook EXPO 2024

Pre-scheduled meeting times, 20 minute duration

We encourage all guests to download the event app prior to the event to easily access their schedules. All information is also available on the event platform. If you have trouble logging in or accessing your schedules, please contact the micebook team. 

If you’re unsure how many people are allowed on your exhibitor profile and stand, please contact Olivia.

There will not be access to power points during the face-to-face meetings – please come prepared with charged devices and power banks if necessary. The team will not be able to provide these or chargers.

If you have any issues accessing the link or using the platform during the day, contact Olivia directly at [email protected]. Please ensure you are accessing the platform on Chrome, Firefox or others. Internet Explorer and Safari are not fully supported. You can find further platform assistance here. 

MARKETING

Your company logo will be displayed by micebook to identify your stand. Your stand will also be marked on the EXPO floor plan and displayed at the registration desk, on entry into level 3 and on the Buyers app.

To ensure you get maximum brand presence during EXPO, please ensure that your exhibitor profile is rich with content. This will be accessible to Buyers on the event app.

The placement of additional posters, banners, stickers or other promotional material or anything similar on walls, floors, ceilings, or columns in the premises, or within or outside the space allocated to the exhibitor, is not permitted.

Pull-up banners are not permitted. We request that you do not bring any signage that will restrict movement around EXPO and facilitate a more sustainable event.

micebook requests that you do not provide gifts or printed collateral to buyers during EXPO – we are striving to make all our events as sustainable as possible. Exceptions will only be made if items are promoting sustainable initiatives.

As an exhibitor you are responsible for sourcing buyers for your own appointments, therefore, please ensure you have completed your exhibitor profile to the fullest, this means any videos/documents you might want Buyers to watch and read.

To market yourself we have created some assets for you to use over social media, and email. Please ensure you market your presence at micebook EXPO with these assets and your personal outreach to help ensure you get appointments. micebook will also be supporting exhibitor promotions through our social media and newsletter.

Social Banners: I’m Exhibiting At  
Social Banners: We’re Exhibiting At  
micebook EXPO logo files

We have several opportunities available to enhance your presence at the EXPO pre and post event. These include micebook trailer opportunities to showcase your brand, product, or service as a 3-minute trailer prior to one of the plenary sessions (limited availability) or personalised notifications on the event platform or app pre-event to promote your presence and stand to registered buyers. Please get in touch for further information on any of our enhancement or sponsorship opportunities.

Pull-up banners are not permitted. We request that you do not bring any signage that will restrict movement around EXPO and facilitate a more sustainable event.

Follow the micebook team on @micebook 

We would love you to post on your own channels whilst at the event using hashtag #micebook #expo24

LINK HERE

ALL OTHER INFORMATION

The micebook team will be on-hand to help with any enquiry you may have for this event, will be there on both days to help you throughout the day. If your answers are not answered within the information provided, please just come and find us or contact us below:

E: [email protected]

We will be adhering to all micebook terms and conditions related to usage of data. Full T&Cs can be found here: https://micebook.com/terms-conditions/

In no circumstances are materials or objects to block or impede the exits/fire exits in the exhibition area. Prohibited items:

  • Flammable liquids or gases
  • Exposed flames or naked lights
  • Explosive, pyrophoric or spontaneous combustible materials
  • Compressed gas cylinders
  • Goods classified as hazardous, including toxic, corrosive, irritant, harmful or oxidising materials (with the exception of small quantities of domestic cleaning materials in containers or aerosols of less than 500cc capacity)
  • Radioactive materials
  • Radiation generators
  • Lasers other than class 1 lasers or those in completely enclosed equipment
  • Equipment that may cause nuisance due to odour, emission of objectionable noises or stroboscopic or disturbing lights
  • The construction of tabletops with construction materials or adornments that contain products such as cement, sand, plaster, tile, brick, or any other similar material

In cases not covered or only partially covered within this document, micebook’s decision shall be final.

We at micebook have noticed the change in how Buyers are interacting and the conversations they want to have…time to innovate your language – bear in mind Buyers are keen to learn, but unless they request very specific detail, then appeal to their emotional side with examples of how they will feel in your property/destination – gone are the days of quoting sqm sizes of bedrooms. If you need any clarity on this, please don’t hesitate to reach out to Olivia.

Lost property will be handed to the micebook reception desk, located on level 3. It is essential you report any loss sustained from your stand to the micebook team at the reception desk.

We are imposing a strict no sales environment within the micebook WRX co-working Zone on level 3 during the hours of 09:30-17:45 across both days of the event. This will allow Buyers to take time out to focus on their work away from any distractions.

HEALTH & SAFETY

It is a legal requirement that, within reason, all disabled people must be given the same opportunities as able-bodied people. This includes the ability to attend exhibitions and look at exhibits, to gain access to information and products promoted.

A briefing from Convene will commence at 08:40 on Monday 29th January, next to the Reception Desk – please ensure you are present for this and make allowances for travel at this time of the morning. In the event of an emergency please follow the procedure detailed. Following this, there will be a micebook welcome before doors open to Buyers.

If you feel unwell at any point during the event, please contact a member of the micebook events team and let them know. Medical assistance will be provided if required. 

While every reasonable precaution is taken during the event to ensure the premises are adequately patrolled, micebook expressly disclaims the responsibility for any loss or damage to property of the exhibitor from any cause.

Smoking is not permitted inside the building or during the exhibition set-up or break down. This includes the use of e-cigarettes.

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