Front Office Shared Services

Sponsor Manual

Manual prepared by:
Michael Newsome

Operations Manager, Revolution Events

Tel: +44 (0)1892 820 944 / +44 (0)7886 079 477
Email:

Show Planner / Deadline Dates

Below is a list of all items that need to be actioned in preparation for the IRMS Conference. To minimise stress and cost it is best to begin this process as early as possible. In order to aid this process we have highlighted the compulsory forms.

NB:Please note all forms mentioned are located at the rear of this manual unless stated otherwise.

Event Timings

A full programme is available by clicking here.

* Times subject to change.

If you have any questions regarding the conference please feel free to contact one of the team.

Important Contacts

The IRMS Conference team are:

Please do not hesitate to contact us if you have any questions or require any additional information.

On site all key members of the IRMS Conference team will be contactable via the registration desk and visible by their lanyards:

• Delegates: light blue
• Speakers: dark blue
• Sponsors: white
• Staff: yellow
• Press: orange
• IRMS Executive: red

Official Contractors

The IRMS Conference official contractors are:

Stand Information

The official stand contractor at the IRMS Conference is Dimension 8 (

Please see below for details of a standard IRMS Conference sponsor package (3m x 2m):

You will need to consider/provide the following items as part of your booth presence:

- Demo equipment – Laptops etc.

- Company literature

- Graphics

- Stand staff

Please see your contract for full details of your sponsor package. Premium exhibition packages comprise of 4m x 2m stands.

General and Venue Information

Accommodation

Please note the Hilton Brighton Metropole is now fully booked.

As alternative accommodation we recommend one of the following hotels - Mercure Brighton Seafront, Best Western Brighton, Thistle Brighton and Kings Hotel.

Audio Visual Services

If you would like to order any AV for your stand please contact C-P-S Group:

Name: Liam Dixon

Number: +44 (0)1202 572 000

Email:

Business Centre

Please note there is a business centre, offering secretarial work, photocopying and faxing amongst other services, located on the ground floor of the Hilton Brighton Metropole. Rates apply for all.

Car Parking

There is parking available on site but it is on a first come first served basis. The rate for residents is £16.00 (for 24hrs).

Catering

Complimentary catering will be available throughout the IRMS Conference and will be served in the exhibition area.

Deliveries/Collection and Storage

Before organising for items to be delivered to the IRMS Conference please take 5 minutes to read the information below:

Send all materials to:

IRMS Conference 2014

FAO: Michael Newsome, Revolution Events

Jon Allan, Hilton Brighton Metropole

Loading Bay

Hilton Brighton Metropole Hotel

Cannon Place

Brighton

East Sussex

BN1 2FU

• Mark boxes: Use the delivery note* and mark boxes “IRMS Conference.”
• Mark the name of organisation on each box (not just the delivery company).
• DO NOT ship boxes to arrive before Friday 16 May, as the venue will not accept them.
• IMPORTANT: If your boxes need to arrive before Friday 16 May special arrangements must be made. Call +44 (0)1892 820 944 or email to organise this.
• We are expecting a total of around 300 attendees so if you are sending literature we suggest a maximum of 300 copies should be sent.

HOT LINES FOR TROUBLESHOOTING

Michael Newsome

Tel (before 17.00 Friday 16 May): +44 (0)1892 820 944

Tel (after 17.00 Friday 16 May): +44 (0)7886 079 477

Email:

Please ensure the venue delivery note* is included on all items sent to the Hilton Brighton Metropole.

* Delivery note can be downloaded by clicking here.

Drinks Reception

The IRMS Drinks Reception takes place in the main exhibition between 1700hrs and 1800hrs on Sunday 18 May.

Gala Dinner – sponsored by Iron Mountain

The IRMS Gala Dinner, kindly sponsored by Iron Mountain, takes place between 1900hrs and 2300hrs on Monday 19 May at the Brighton Hilton Metropole.

Dresscode: Black Tie – preferred

Tickets

Please note that only Premium Package Sponsors are entitled to two complimentary tickets; please consult your booking agreement to see if you have been allocated tickets.

If you are not a premium package sponsor but would still like to attend the Gala Dinner you can purchase a ticket. Costs are as follows:

• Individual Ticket: £78 +VAT

If you are interested in purchasing a ticket please complete and return the form located at the rear of this manual.

Haulage / Equipment Transport

If you require help with the haulage / shipment of your equipment for the IRMS Conference we recommend using InMotion Logistics:

Name: Luca Ingignoli

Tel: +44 (0)7766 815 655

Email:

InMotion Logistics are able to provide an array of logistic services, ranging from simple point-to-point courier collections/deliveries through to arranging the shipment of overseas material on your behalf.

First Aid

Any incidents requiring First Aid assistance should be reported to Michael Newsome.

Insurance

We recommend that all Sponsors take out insurance to cover themselves against loss of property and/or damage to their stand, etc. Full details about a range of insurance services can be obtained from Towergate Coverex -

Internet Access

Complimentary internet access, suitable for web browsing, will be provided for all attending the IRMS Conference.

Please click here to download the IRMS Conference Wi-Fi access information.

On Site Data Capture

All IRMS delegates will be wearing a card style badge containing a barcode with contact details.

To order a scanner please complete and return the order form located at the rear of this manual.

Security

Whilst every reasonable precaution is taken to ensure the safety and security of personnel and equipment, the Organisers cannot accept any responsibility whatsoever for any loss or damage or any consequential losses which may befall your personnel or property.

We would strongly recommend that valuables, particularly those of a portable nature such as Laptops, DVD Players etc, are not left unattended on your stand or in the conference room at any time but especially during the breakdown period. If you think you may need storage for a particular period of time please contact the Registration Desk on site and we will try our best to accommodate your needs.

If there is an incident on your stand resulting in loss of property, please make sure you report it to the Registration Desk on site, unfortunately failure to do so could result in your insurance claim being made void.

Sponsor Badges

As sponsors of the IRMS Conference you are entitled to a number of stand badges.

In order to register for your badges please complete the form located at the rear of the event manual. If you require more badges than stated in your contract please contact Michael Newsome. All badge orders / requests must be made no later than Friday 2 May.

Badges can be collected from registration from 1500hrs Sunday 18 May.

Storage

Storage in the exhibition area is limited. Where possible please ask your courier to remove any boxes that are not required. Please see Michael Newsome if you require storage once at the venue.

Sunday Evening Networking – sponsored by Box-it

The IRMS Evening Networking, kindly sponsored by Box-it, takes place between 1800hrs and 2130hrs on Sunday 18 May at the Brighton Hilton Metropole.

Tickets

Please note that only Premium Package Sponsors are entitled to two complimentary tickets; please consult your booking agreement to see if you have been allocated tickets.

If you are not a premium package sponsor but would still like to attend the Sunday evening dinner you will need to purchase a ticket. Costs are as follows:

• Individual Ticket: £42 +VAT

If you are interested in purchasing a ticket please complete and return the form located at the rear of this manual.

Venue & Directions

Please see below for full venue address and direction details.

Hilton Brighton Metropole Hotel

Kings Road

Brighton

East Sussex

BN1 2FU

From London:

Take the M25 motorway to junction 7, signposted M23 (Brighton). Take the M23 southbound. The M23 becomes the A23 and takes you into Brighton. At the roundabout on the A23/A27 take the first turning on the left joining the A27 towards Worthing. Take the next available junction off the A27 which will be signposted for Hove. At the top of the slip road take the second left off the roundabout and proceed down Dyke Road Avenue (which becomes Dyke Road). After approximately 1.6 miles, turn right at the traffic lights into The Upper Drive. Follow this road over the next set of lights) junction of Old Shoreham Road - A270) to the end then turn left into The Drive (B2186). Continue straight down to the seafront. At the seafront, turn left, stay on the nearside lane and proceed for approximately 1 mile where you will find the red bricked Metropole.

Please note the Hotel Carpark is located in St Margarets Place, Brighton, BN1 2FQ.

From Gatwick Airport:

Take the M23 southbound, following signs for Brighton. The M23 becomes the A23 and is a direct road into Brighton. Take the M23 southbound. The M23 becomes the A23 and takes you into Brighton. At the roundabout on the A23/A27 take the first turning on the left joining the A27 towards Worthing. Take the next available junction off the A27 which will be signposted for Hove. At the top of the slip road take the second left off the roundabout and proceed down Dyke Road Avenue (which becomes Dyke Road). After approximately 1.6 miles, turn right at the traffic lights into The Upper Drive. Follow this road over the next set of lights) junction of Old Shoreham Road - A270) to the end then turn left into The Drive (B2186). Continue straight down to the seafront. At the seafront, turn left, stay on the nearside lane and proceed for approximately 1 mile where you will find the red bricked Metropole.

From Heathrow Airport:

Take the M25 anticlockwise towards the M23. Join the M23 at junction 7 and follow the M23/A23 to Brighton. Take the M23 southbound. The M23 becomes the A23 and takes you into Brighton. At the roundabout on the A23/A27 take the first turning on the left joining the A27 towards Worthing. Take the next available junction off the A27 which will be signposted for Hove. At the top of the slip road take the second left off the roundabout and proceed down Dyke Road Avenue (which becomes Dyke Road). After approximately 1.6 miles, turn right at the traffic lights into The Upper Drive. Follow this road over the next set of lights) junction of Old Shoreham Road - A270) to the end then turn left into The Drive (B2186). Continue straight down to the seafront. At the seafront, turn left, stay on the nearside lane and proceed for approximately 1 mile where you will find the red bricked Metropole.

More information can be found by visiting the official hotel website.

Seminar Details

Each workshop room at the IRMS Conference will be set up with the following equipment:

- Screen

- Projector

- Microphone and PA

- Seats

- Laptop

NB: If you would prefer to use your own HDMI only laptop or Apple Mac for your presentation you will need to supply your own adaptor.

Please note that presentations provided in advance will be brought on site and used in the appropriate session unless we are told otherwise. If you have a new version you wish to use please ensure you bring a copy on site.

If you have any questions upon arrival please ask for Emma Higgs at the registration desk.

Seminar rooms are located on the ground floor. Upon arrival please feel free to ask one of the team to show you which room your session will take place in, should you have one as part of your package.

If you have any special AV requirements such as sound, video or WiFi connections please email no later than Friday 9 May. Please note there may be a charge for certain requirements.

Marketing and PR Services

In-House Promotion

To maximise your presence at the IRMS Conference we would recommend that you use the following measures:

- Publish the shows website on your site with a link to

- Advertise your involvement by using an official event logo on your email signature. If you require a logo please contact Emma Higgs.

- Encourage your sales team to discuss your presence at the show with relevant clients.

- Invite hot prospects to the IRMS Conference by sending out the official flyer – contact Emma Higgs if you would like a batch of the flyers

Twitter

If you have a special announcement or a product launch please let us know so we can tweet it to our followers. Similarly please tweet about your involvement in the event (@IRMSConference or #IRMS14) to your followers.

Web Registration

Delegates can find out more about the IRMS Conference and register to attend by visiting

You are encouraged to publish this address on your website, with a link to the IRMS Conference homepage.

Sustainable Event Involvement

Revolution Events Ltd is an actively sustainable event management company and we endeavour to ensure that our events create as little non-recyclable waste as possible before, during and after the event as well as minimising our carbon footprint. At IRMS the following ‘green’ steps have been taken:

- All suppliers have provided sustainable policies and signed the ‘Commitment to Sustainability’ form.

- Where possible local labour has been used.

- Where possible local produce (food and drink) has been used.

- All signage at the event will be environmentally friendly and recycled.

- All on site literature such as Event Guides and Press Packs that are not used will be returned to the suppliers for recycling.

To help us achieve our aim or organising sustainable events we would ask that you try as many of the following ‘green’ suggestions as possible:

Pre-Event

- Do not print this manual unless it is absolutely necessary. All forms can be completed and returned online.

- If you plan to use a contractor to design / build your stand please source one that a) takes active sustainable steps to reduce their waste and carbon footprint and b) make contributions to a sustainable cause

- Bring all event items such as banners, giveaways with you rather than using a courier thus reducing your carbon footprint.