Home » Exhibitor and Partners Resources

Welcome to the Innovation 2024 Exhibitor Resources Hub.

Here we have included all the information, PDFs and links you will need prior to the event.

From details on how to order your stand enhancements through to how to book your loading bay access – everything you need as an exhibitor at this event saved on one helpful event page. 

You can also download this (the same) information by clicking on Download the Exhibitor Manual.

If you have any questions please contact our Innovation Event Manager, Nicola Green, at [email protected]

OVERVIEW

EXHIBITOR MANUAL

Click here to download the Exhibitor Manual, which gives you all the information shown on this webpage, in a printable format.

KEY DATES FOR YOUR DIARY

Essential actions

Action Deadline Submit via
Logo and 100-word company profile ASAP Email to: [email protected]
URL, Twitter and LinkedIn info ASAP Email to: [email protected]
Submit your Public Liability document and RAMS 29 February Email to: [email protected]
Confirm your attendee details 4 March https://events.globalgovernmentforum.com/innovation-2024/begin?reg_type_id=523243

 Optional actions

Action Deadline Submit via
Book any stand enhancements 26 February Warwick Event Services – Collections selecting Innovation 24
Order IT services (Internet) 19 February

www.excel.london/webshop

[email protected]

Order stand catering 13 March ExCeL London Hospitality (exhibitorcatering.co.uk)
Book your accommodation ASAP https://www.excel.london/visitor/hotels
Order your handheld badge scanner and Engage Scanner App 11 March Innovation 2024 (eventdata.uk)
DATES & TIMINGS

Exhibition stand build
Monday 18 March: 16.00-20.00

Event day timings
Tuesday 19 March: 09.00 until 17.00 / Networking Reception 17.00-18.30
Wednesday 20 March: 09.00 until 16.20

Event breakdown
Wednesday 20 March: 17.00 until 20.00

**Breakdown must only commence once venue staff have confirmed the area is clear of visitors**

LOCATION & DIRECTIONS

ExCeL London
Royal Victoria Dock
1 Western Gateway
London E16 1XL

Halls N2, N3 & N4

How to get to the ExCel, London
There are multiple ways of travelling to the ExCeL. If you are travelling by foot, the quickest way to get to the venue is via London Underground. The closest underground stations are:

  • Custom House (Elizabeth Line, DLR) – 1 minute walk
  • Prince Regent (DLR) – 3 minute walk

To view more details on how to access  ExCeL London using the underground and DLR, please see their website. You can also visit the Transport for London site for additional help planning your journey on the London Underground network.

EVENT CATERING

Catering is not included in any exhibition or sponsorship package but can be purchased onsite or even ordered to your stand beforehand via the ExCeL

There are some complimentary water refill stations on the Boulevard to keep hydrated. They are located East and West Entrances and by the halls S4 and S7.

There will be a Networking Drinks Reception on Tuesday 19 March. This will take place in the exhibition space between 17.00 and 18.30 – we hope you can join us.

WIFI

Free venue wifi is available for visitors, please connect to _ExCeL free WI FI.

Please note that this connection is only suitable for general browsing and we cannot guarantee a strong and stable connection. If you would prefer a more secure and reliable Internet connection to your stand you can place an order through this Venue Services Centre | ExCeL London

HEALTH & SAFETY DOCUMENTATION

HEALTH & SAFETY REQUIREMENTS

To be fully compliant with the venue terms and conditions, it is essential for all exhibitors to submit : 

1) A copy of their Public Liability insurance

2) Risk Assessment and Method Statement (RAMS)

We have put together a template which you’re very welcome to use, of course if you do have your own format then feel free to use this. The assessment must cover the build, live event and breakdown periods.

Please ensure that your risk assessment lists the tasks, main hazards that each may present on site and how you intend to eliminate, reduce, isolate or control these hazards.

ExCeL works to the industry best practice document for health and safety – the AEV eGuide. This is guidance for achieving common standards of health, safety and operational planning, management and on-site conduct for events at all participating AEV member venues. As part of this, any staff member attending the site during build and breakdown must ensure they are wearing a high visibility jacket and safety shoes.

On arrival you can have access to the emergency procedures guide, which you should read carefully, but you may wish to familiarise yourself with the following in advance.

  • On discovering a fire, break the glass on the nearest manual call point (coloured red), which are located adjacent to all exits, or contact the Security Suite by dialling 4444 on an internal telephone immediately.
  • Do not touch or move any suspicious or unattended item but report it to the Security Suite, by dialling 4444 on an internal telephone.
  • If your stand is by, or on the route to an emergency exit, the aisle must be clear. Anything left there will be removed by the cleaning team. Please ensure that your team are briefed accordingly.

Thank you for your co-operation.

RISK ASSESSMENT TEMPLATE

Click here to download the GGF risk assessment and method statement (RAMS) template 

YOUR ATTENDEES & GUESTS

REGISTERING YOUR ATTENDEES

As part of your sponsorship agreement you will have an allocation of attendees. All attendees must be pre-registered via the event website no later than Monday 4 March.

The only exception to this is if you have panel speakers included in your package – these attendees still count towards your allocation but do not need to be registered via the website. 

CLICK HERE TO REGISTER YOUR EVENT ATTENDEES

All attendees will then receive a confirmation email and one week prior to the event, they will also receive their print-at-home event badge. (more details on this can be found in the Badge & Badge Scanners section).

ACCOMMODATION

If you need to book accommodation, we advise doing this as soon as possible. There are 13 hotels on the ExCeL campus, all within walking distance of the venue. You can find further information here  https://www.excel.london/visitor/hotels

YOUR EXHIBITION SPACE

WHAT’S INCLUDED

Exhibitor space is 3m x 2m and is space only.

Unless otherwise agreed with the organisers, all exhibitor spaces are space only. Shell scheme is available and we do recommend you book this to enhance your exhibitor experience.  

Your space will also be carpeted in line with the rest of the event. No adhesives can be used on permanent carpeted floor and walls so please bear this in mind when planning your stand.

Please contact us as soon as possible if:

  • You are intending to use your stand as space only (with no shell scheme) please contact us as soon as possible as we may need to review the positioning of your stand.
  • Your stand has more complex requirements and you intend to bring in your own stand builder, please contact us as soon as possible. For health and safety policy there is a maximum build height of 4m. We will also need to see a detailed scaled plan of your stand, including images, and discuss appropriate build times with you.

If you wish to add power to your stand or arrange for branding, furniture or other enhancements, you can do this via Warwick Event Services. They have a range of options such as graphics, branding, flooring, furniture and lots more. For extras ordered with Warwick please liaise with them directly.

Accompanying this exhibitor manual is additional information from Warwick which we recommend reading through. Please note the deadline for placing orders is 23 February 2024, after which there will be an additional 20% surcharge placed on orders.

STAND BUILD

Warwick Event Services are our chosen stand builders and can help you enhance your exhibition space. 

To browse the online store and place an order please follow the steps below:

  1. Log onto Warwick Event Services – Collections and select the Innovation 24 event from the list of exhibitors.
  2. Log in using the case sensitive password INNOVATION-excel-24
  3. All items in your store are available to hire (subject to availability) and can be purchased at the checkout with card payment.

If you would rather settle payment by invoice, please note the items you would like to order, and contact [email protected] with this information. A PO will be required, and an invoice can be raised for you.

Ordering will close by end of day on the 26 February 2024.

If you wish to pay online you will receive a 10% discount when you process the items through the checkout using code INN-10% which is valid until 9 February 2024.

For any enquiries you would like to place with Warwick, please email them at [email protected] and put Innovation and your stand number in the subject line of your email.

WARWICK EVENT SERVICES – BROCHURE

Click here to download the full details on your shell scheme stand and available enhancements through Warwick Event Services. 

CATERING FOR YOUR STAND

If you would like to offer food and drink on your stand, this must be ordered via the catering service at ExCeL.

Only food and drink ordered via the venue is permitted into the exhibition. Ordering can take place via their online portal.

Please note that to avoid conflicting with our Networking Reception, there must be no catering served between 17.00 and 18.30 on Tuesday 19 March.

STAND GIVE-AWAYS

We are not producing event goody bags, but you are welcome to hand out (low value) promotional items from your exhibition space. The venue has strict policies of what can and cant be brought in, so please let us know in advance of any plans you may have for this and we can seek approval in advance.

This information will also need to be added to your method statement.

Please note that the distribution of literature, samples and materials is only permitted from the exhibitors’ individual stand space. Literature must not be placed in any other areas of the building including catering areas, registration, foyers, aisles and toilets.

DELIVERIES TO YOUR STAND

The venue will only accept deliveries within our tenancy times of Monday 18 – Wednesday 20 March.

All deliveries must be delivered and addressed correctly using the following:

Contact name and number
Company
Innovation 2024
Halls N2-N4
ExCeL London
One Western Gateway
London
E16 1XL

No responsibility is accepted for deliveries so we recommend avoiding this if you can.

If you do require anything collecting after the event, this must be done by 23.00 hrs on Wednesday 20 Mach.

ExCeL do have an onsite logistics company who can help with delivery and storage. For further information visit  https://www.excel.london/exhibitor/venue-services/logistics

CLEANING SERVICES

Rubbish accumulated during the stand build and breakdown must be taken with you to avoid disposal costs incurred by the venue.

During event days, if you have any rubbish on your stand please place this in a bin bag and at the end of each day please put your full bin bag in the aisle so that it can be collected by the cleaners. Any items left in the aisles will be considered litter and disposed of.

If you wish to book a stand cleaning package you can do this directly with the ExCeL by going to the online store or email: [email protected]

LOADING BAY VEHICLE ACCESS & CAR PARKING

PARKING ONSITE AT THE EXCEL

Pre-booking is the only way to guarantee a space in the car park at the venue. The car park is designed for vehicles up to a maximum of 1.9m height, although there are a limited number of spaces for vehicles up to 2.8m.

To pre-book a space, go to the online booking platform here https://excellondon.aeroparker.com/book/EXCEL/Parking?parkingCmd=collectParkingDetails.

It may be possible to park on the day without having pre-booked depending on the number of spaces that have been pre-booked. Payment can be made on site at the payment machines in the car park lobbies. Parking costs £25 for up to 24 hours.

ULEZ ZONES

The ULEZ includes ExCeL London. Please visit https://tfl.gov.uk/modes/driving/check-your-vehicle/ to check whether your vehicle is subject to ULEZ charge.

ACCESS DURING BUILD UP & BREAKDOWN

Exhibitor vehicles should use the following postcode: E16 1FR.

Improving efficiency for exhibitors and contractors delivering during build-up and breakdown is an essential factor for a successful show.  ExCeL has adopted the Voyage Control pre-show vehicle booking system for deliveries to the show floor to ensure clarity in terms of access and to reduce waiting times.

For a seamless process, it is essential that all vehicles needing access the venue’s loading bays are pre-booked on the ExCeL London Vehicle Booking System. To book your vehicle please go to excellondon.voyagecontrol.com

Any exhibitor or contractor vehicles that are not booked system will be denied access to the loading bay by the on-site traffic team.

BOOKING YOUR VEHICLE

All exhibitors, contractors and show suppliers must book every time they need to access the loading bays, whether during build-up, break-down or in exceptional circumstances during show open. This does not apply to couriers.

The ExCeL Vehicle Booking System will be live 21 days prior to the event. No vehicle will be permitted access to the loading bay without a booking confirmation.

PLEASE NOTE
Please arrive no earlier than 15 minutes prior to the confirmed booking time.  Early arrivals will cause unnecessary delays and congestion.

 We recommend using Google Chrome as the browser and to use the system requires an up-to-date internet browser.   The system will work on mobile devices and smart phones and has its own dedicated app available through the App Store or Google Play, please search – Voyage Control.

How to book your loading bay access:

To schedule the loading bay slot for the vehicle, please follow these instructions:

  • Sign-up to the ExCeL London booking system by going to this url voyagecontrol.com
  • Select Innovation 2024 and your user type
  • The stand location can be identified from the floor plan that is shown in the system. Please make a note of the zone colour as you will need this for later on in the process.
  • Select the appropriate event phase (Build Open or Break) and the date when the vehicle will be on site.
  • Select the access point (zone colour) and the type of vehicle that is making the delivery.
  • Once all details have been entered, press the “Get time” button at the bottom of the page to see the available time slots. Time slots are allocated on a first come first served basis. Time slots and unloading/loading times will vary based on availability, user type and vehicle size

Once the timeslot is selected, please provide the following details:

  • Exhibitor company details
  • Delivering company details (if different)
  • Stand details
  • Driver name
  • Origin postcode of vehicle
  • Vehicle registration number

 Please note if the driver details or vehicle registration number are not known at the time of booking, the time slot can still be reserved, and the details provided at a later date. Please note that all details must be completed prior to arriving at the venue.

 What happens next?

  • The time slot will be confirmed by email along with the vehicle pass. Please ensure your driver has this before arriving at the venue. This can either be printed or presented electronically.
  • Once registered on the system, any time you need to book another slot your details will already be stored associated with your username and password.
  • If you need any support using the system or have any questions about its operation, please use the “support” button in the vehicle booking system itself or email the organiser.

Details can be amended, or a booking made at any time before arriving at the venue. This means traffic delays can be taken into consideration as the system will remain live until the end of that day.   If driver did not make the booking, please make sure they let the administrator know of any delay so the slot time can be amended.

Contractors building space-only stands are advised that their breakdown booking time is based on when the stand is broken down and ready to load. Do not book the slot for any time before the stand is dismantled, as the driver will not be able to stay on the loading bay beyond the allotted time.

EXCEL VEHICLE BOOKING FAQs

Click here to download the ExCel’s Vehicle Booking FAQ factsheet. 

VOYAGE CONTROL – HOW TO BOOK YOUR VEHICLE INTO THE EXCEL

Click here to download the how-to guide for ExCel’s Voyage Control booking system.

ACCESS TO LOADING BAYS

Getting there

Make sure the delivery vehicle you are using is booked on the ExCeL London Vehicle Booking System before arriving onsite.  Please arrive no earlier than 15 minutes prior to the confirmed booking time.

ExCeL London is accessed only via Royal Albert Way. Any vehicles approaching the site from the A13 /A406 Beckton Roundabout, should exit onto the A1020 Royal Docks Road, until Gallions Roundabout. Take the fourth exit onto Royal Albert Way and continue westbound along Royal Albert Way until the ExCeL London Roundabout. Vehicles should then go down Sandstone Lane and into the traffic marshalling area, to await further instructions from the ExCeL traffic team.

There is no access for event vehicles via Seagull Lane. All event traffic should use the route detailed above.

Arriving onsite to access loading bays

Please have either a printed copy or be able to present the vehicle booking electronically on arrival at the Traffic Marshalling area. Drivers can wait in their vehicle, and the ExCeL traffic team will scan the confirmation.

Once granted access to the loading bay, depending on the size of the vehicle, the following time will have been allocated for unloading and leaving the loading bay: small vehicles 30 minutes, transit vans to 12t vehicles 1 hour and 1 hour 30 minutes for 17t, 25t and articulated vehicles.

When the time slot has expired the vehicle will need to be taken off site or parked in the car park.

In the unlikely event of a delay, all drivers must follow the ExCeL traffic team’s instructions. Please ensure the driver and crew respect the on-site team and remember that abuse directed at any member of staff will not be tolerated and may result in access to the venue being denied.

BADGES & BADGE SCANNERS

YOUR ATTENDEES BADGES

All attendees present at the event, including speakers and exhibitors, will have a badge. Our badging system is being managed by Jonas Systems.

You will be asked to submit the names of your attendees via the online registration system, in advance of the event. Badges will then be issued via email directly to your attendees. We encourage as many attendees as possible to print their badge in advance and bring it with them on the day. This cuts down que times and ensures we are not unnecessarily printing badges. 

For those attendees that cannot pre-print their badge, we have a small number of printing stations onsite for when they arrive. 

BADGE SCANNERS

For this event we are offering all exhibitors two types of lead capture; traditional handheld badge scanners and a downloadable app, turning your mobile device into your badge scanner. Both types of scanner can be purchased directly via our event partner, Jonas Systems. 

Both the handheld scanners and Engage Scanner App allow you to get real-time data and metrics that accurately demonstrate your engagement with the event’s audience and quickly capture those all-important leads.

Handheld scanner: 

Price: £196+VAT for your first scanner. £126+VAT for every additional handheld scanner. 

For information on the handheld scanners visit: Handheld Scanner User Guide (simplebooklet.com)

All handheld scanners must be ordered in advance and will be available to collect from the registration desk when you arrive. 

To order your handheld scanner, please click here.

Engage Scanner App: 

Price: £196+VAT for your first login (one per mobile required) £78+VAT for every additional app license (one per device) 

For information on the App please click here – Engage Scanner App User Guide (simplebooklet.com) 

To purchase the app, please click here. Once purchased you will be directed to the App store in iPhones, and the Play Store for Android phones, to download the app directly to your mobile device.

FURTHER INFORMATION

WIFI

Free venue wifi is available for visitors, please connect to _ExCeL free WI FI.

Please note that this connection is only suitable for general browsing and we cannot guarantee a strong and stable connection. If you would prefer a more secure and reliable Internet connection to your stand you can place an order through this Venue Services Centre | ExCeL London

ACCESSIBILITY

At ExCeL, accessibility is important – helping provide an enjoyable event for everyone.

ExCeL is fully accessible by wheelchair, including all the public areas. There are disabled parking bays, please ask the car parking attendants for further information.

For additional information about accessibility facilities, such as renting mobility scooters, and for a full accessibility map, please go to www.excel.london/visitor/venue-guide/accessibility.

CLOAKROOM

A communal cloakroom is located within the ExCel at N4/S4 level 0 Boulevard.

DRESS CODE

Business attire throughout the event including the networking drinks.

DRINKS RECEPTION

The networking reception will take place in the main conference and exhibition hall on Tuesday 19 March from 17.00 until 18.30.

FURTHER INFORMATION

The ExCeL have a whole host of useful documents on their website which may help you further with your event planning. For more information visit Exhibiting at ExCeL | Welcome to ExCeL London

USEFUL CONTACTS

SUPPLIERS DETAILS

Stand requirements

 For graphics, branding, furniture and stand extras: Warwick Event Services

Alternatively email [email protected] and put Innovation and your stand number in the subject line of your email.

Badge scanner

To order your handheld badge scanner and for all Engage App enquiries

Catering

Click here to order catering directly to your stand via the venue.

ORGANISERS DETAILS

For all general event enquiries:
Nicola Green
Event Manager
[email protected]

For speaker and conference content enquiries:
Anne Simonsen
Programme Manager
[email protected]
00 44 7475 211 152

Brett Alderton-Green
Director, Global Event and Webinar Production
[email protected]
00 44 7749 979 421

For commercial enquiries: 

Matt Hoare
[email protected]
00 44 204 583 6160

Melissa Helmer
[email protected]
00 44 7862 282 592 

Earl Cerbo
[email protected]
00 44 207 031 1221

Simon Fox
[email protected]
00 44 888 996 5623