EXHIBITOR MANUAL
As a sponsor in this year's program, our number one priority is to deliver you both an outstanding Live and Virtual experience, resulting in more opportunities for networking, brand visibility and lead generation than ever before.
Below you will find information and links that will prepare you for the Patient Support Services. Please read carefully though each section, and let us know if you have any questions.
Sales
Karen Hanover | +1-617-290-6113 | karen.hanover@informa.com
Operations
Chabelyz Mejia | +1-774-407-5229 | chabelyz.mejia@informa.com
Deadlines
Please review this list of important deadlines for both the In-Person and Virtual Event:
Tuesday, October 3rd:
- Virtual Sponsor Hub Assets (no submission necessary, though you will use these to build your Virtual Sponsor Hub)
- Virtual Sponsor Hub Demo (this will be recorded and available for your reference). A calendar invitation will be shared via email. Please save the date!
Friday, October 20th:
- Speaker Bios/Photos Due
- Pass Registration Due
- Slides/Presentation Decks Due
Friday, November 3rd:
- Tracking for booth materials due to Informa Connect
- Earliest date for packages to arrive at hotel
Exhibitor Setup
Booth Setup: Monday, November 6th from 6:30PM-8:30PM
Booth setup will begin at 6:30PM on Monday, November 6th in Woodlands CD, and close at 8:30PM
The hall will reopen at 7:30AM the following morning for attendees.
Each exhibit will be 8’ inline booth space for a tabletop exhibit. Included in the booth space is a 6’ table, and 2 chairs.
Please let us know if you would like access to power prior to arrival.
A backwall popup display under 8x8 is allowed, or other self-provided graphics like pull-up banners – though all must be placed behind the booth and not on the sides of the table. With the hotel’s limited storage space, all spare boxes/cases must be stored under or behind the table. Booth does not come with electricity or power strip, please order VIA the AV order form.
Shipping - Tracking Numbers
As part of our customer service to the exhibitors, please send the tracking numbers for any boxes/booths shipped. Our show management team will help track packages on-site should any issues or delays arise.
For shipping, please label with the below:
Shipping Address:
The Inn at Penn
3600 Sansom Street
Philadelphia, PA 19104
Please include on each box:
ATTN: Group Onsite Contact__________/Hotel Contact: Geralyn Calvert
HOLD FOR: Group/Event Name & Dates
If you are NOT going to be On-Site, please give the name of the "point of contact" for the meeting/event
Please send complete tracking information by Friday, November 3rd, 2023 to Chabelyz Mejia
Show Schedule
Exhibit Hall Hours:
- Monday, November 6th - 7:00PM - 9:00PM (Setup Only)
- Tuesday, November 7th - 7:30AM - 6:00PM
- Wednesday, November 8th - 7:30AM - 5:00PM
- Thursday, November 9th - 7:30AM - 10:45AM
Registration Desk Hours:
- Tuesday, November 7th - 7:30AM - 6:00PM
- Wednesday, November 8th - 8:00AM - 5:00PM
- Thursday, November 9th - 8:00AM - 12:35PM
Booth Break Down: Thursday, November 9th from 10:45AM-1:45PM
Exhibitor breakdown will be following the morning break on Day 3, Thursday, November 9th, at 10:45am.
Close of conference is at 12:35pm.
Patient Support Services Congress Exhibit Hall 2023
Please see the final floorplan below:
AV Request Form
Pass Registration Due - Friday, October 20th
Complimentary Passes
The primary contact from each company will receive a unique activation link and details of how to create an account on our registration portal, Visit Connect, to register your complimentary Main Conference and Booth Staff passes for the in-person event. All in-person passes will be automatically registered for the virtual event.
You are entitled to a certain number of complimentary registration passes per your agreement. If you are unsure of how many passes you have used, or what is included within your package, please contact Chabelyz Mejia
Instructions on how to register your complimentary passes will be communicated via email through the Exhibitor Manual Kit. If you have any changes to registered passes after submitting, please contact Chabelyz Mejia
Please Note: Speakers will automatically be registered and do not count towards your complimentary booth pass allotment. If you have not yet submitted your speaker details, please send to Chabelyz Mejia as soon as possible.
Speakers will be contacted directly with further information about their participation.
Additional Passes
If your need to register for additional booth passes over your allocation, please contact your sales manager:
- Karen Hanover - karen.hanover@informa.com
If you need to register for additional conference passes over your allocation - this can be handled through delegate sales: Juliet Nelson - juliet.nelson@informa.com
Virtual Showcase
As Patient Support Services is a hybrid event, we will be live-streaming a portion of the in-person content to a virtual audience.
Following the in-person dates, a portion of the live session recordings will be housed in our on-demand section within the ConnectMe portal.
Your virtual sponsor hub allows you to connect directly with attendees and is a place for you to display content such as videos, images and documents. Attendees can connect with you via video chat and messenger functions and you are able to host 1-2-1 meetings.
We will be scheduling a demo to run through the platform and show you how to edit your booth.
Virtual Sponsor Hub Demo: Tuesday, October 3rd @ 11:00AM EST
Please prepare the following information:
- Company name
- Company description (500 characters max with spaces)
- Company logo (500 x 300 px with transparent background)
- Company website URL
- Videos: up to 3 (5min max each) - HD 1920 x 1080 px or 1280 x 720 px - MP4
- Social Media Links (Facebook, Twitter, Instagram & LinkedIn are possible, but not required)
- Downloads - up to 10 - PDFs
- Background Image/Color Image (1250 x 150px (landscape), jpg or png format)
- Banner Image (600 x 250 px, jpg or png format)
We will record this demo for your reference as you build your Virtual Sponsor Hub. If you have any questions or concerns when building your booth, please contact Grace Reilly - Grace.Reilly@informa.com
Virtual Sponsor Hub Demo: Tuesday, October 3rd @ 11:00AM EST
Once you have gathered your Virtual Sponsor Hub Assets, you will be able to build your company profile within ConnectMe.
Please watch the video on the left on how to update your virtual hub page. You will also receive a copy of the demo's recording, after October 4th.
If you have any questions, please get in touch with Grace Reilly
1. Login - If you're the primary contact for the event, you can login with your email address to edit your booth. The first time you login, you will need to update your profile first.
- Virtual Event Login Link: https://lifesciences.connectmeinforma.com/welcome-desk
- User Name: your email address (if you have participated at an event with us already, please use your existing login/password)
- Passwordless entry - follow the instructions on the page. If you have trouble with the 'magic link' contact Grace Reilly
2. Click the Sponsor Hub Tab - find your company name and click 'Showcase'
3. Click Edit Stand - in the top right corner of your showcase page
4. Change/Update Content - you can add/remove any content in your hub. Click 'Update Showcase Demo' to publish your changes.
Accommodation
Patient Support Services 2023 Room Block
Please visit our Plan Your Visit page for full information, including rates and links to make your reservations.
Accommodation is not included in your package. All attendees are required to book their own accommodation individually.
Vendor Prize Drawing
In an effort to drive traffic to your booth, all Face-to-Face attendees will be encouraged to participate in a vendor prize drawing throughout the event week.
A QR code will be provided to you by the Informa Connect team to be displayed at your exhibit booth. Attendees who scan the unique code will automatically be entered to win a prize sponsored by your company. The winners will be announced at a to be determined time on Thursday, November 10th.
Participation in the prize drawing is optional, but encouraged for all sponsors. Examples of popular prizes include fitness watches, Gift Cards/Certificates, Company Swag, or other branded items small enough to fit into a carry-on suitcase.
Exhibiting Sustainably
At Informa Connect, we have an ambition to become a champion of sustainability within our business and across the specialist markets we serve.
As part of our FasterForward programme, we have committed to a series of specific and ambitious goals and activities that, over a five year period, will help us become an ever more sustainable, high impact business while supporting and accelerating change in our markets.
EXHIBITOR SUSTAINABILITY CHECKLIST
Firstly we have put together a useful checklist for you to follow on how you can exhibit at our event more sustainably - click here to learn more
BETTER STANDS
Through our commitment to the evolution of the exhibitions industry, we aim to ensure that we are delivering the best possible experience for our customers. We believe that by moving away from the use of disposable exhibition booth we will improve the ease, quality, safety and sustainability of the exhibitor experience at our events. Therefore, as part of event regulation we ask that exhibitors do not use disposable booth. Disposable booths are defined as space only stands made to be used only once which are usually constructed from raw materials at the venue during build up and the main structure is disposed of after the event. For more information and support, please contact Chabelyz Mejia
MORE INFO ON BETTER STANDS - click here
**We are specifying that any freebuild exhibitors must demonstrate evidence at both the design concept and build methodology that your stand’s core structural materials are re-useable or recycled