We want your experience as an exhibitor to be as hassle free and enjoyable as possible, whilst having the opportunity to engage effectively with your target audience.
This section provides the nuts and bolts – the kind of things you’d likely want to discuss as time draws closer, but should give you much of what you need to know.
Please take a moment to browse – and – if you spot anything confusing or unclear, please do drop us a line and we will aim to clarify for you (and update this section of the site!)
Exhibitor Booking and Risk Assessment forms can be accessed directly into the forms below, or click the links to access the forms outside this window.
Exhibitors are also required to supply a copy of their public liability insurance through the secure dropbox link embedded in the forms.
Public Liability Certificates
Exhibitors are also required to supply a copy of their public liability insurance through the secure dropbox link embedded in the forms. These can also be submitted with the subject title “public liability IFL” to email@example.com
Tables (and Chairs):
- Tables will already be set up for you
- Chairs behind the tables are not placed by default, although you can ask for chair/s if you need
Digital leaflets / offers
In keeping with the theme of the festival, If you have one or more digital leaflets, discount codes, links or other digital collateral you would like to form part of the delegate offer, you can submit these to: firstname.lastname@example.org and CLEARLY MARK THE EMAIL SUBJECT LINE AS ‘DIGITAL EXHIBITION PROMO’.
These digital offerings will go out to all delegates via a pre-festival e-mailshot, along with other key information (such as catering) so they will be a much higher engagement rate than traditional bags. They will also be on the app, the webpage, and signposted on social media before, during and after the festival.
Summary of digital leafleet / offer:
- Pre-event mailshot – entwined with important housekeeping information for delegates to ensure high engagement
- Post-event mailshot to delegates
- On Exhibitor webpage – items will be added to the webpage, and will be promoted around (one week before the festival) so please submit any digital items at least two weeks before the festival
Note regarding physical leaflets
We are not running traditional ‘leaflet bags’ this year, based on feedback and insights from delegates and the strategic group. This will increase the exposure to key information from exhibitors at targeted points before, during and after the festival – and is in keeping with the digital theme.
You are welcome to also produce physical leaflets or other promo material, and we will happily place any these prominently at the registration area. All delegates will come into contact with these and have the option to pick one up. Of course, you can also provide leaflets / bags etc. at your own exhibition area.
If you are delivering materials to us by post or courier:
- We ask all exhibitors to set up the day before the festival. If this is not possible, please ensure that anything you bring on the morning of the festival can be easily carried and set up, and that you arrive before 7.30am, as the exhibition opens to the public at 8am and we would like everything completely set up by 7.45am at the latest to ensure any snags can be ironed out
- Exhibition materials can be delivered to the college in advance of the festival (if they are not being brought by the exhibitor the day before, please ensure they arrive at least three days before, in order that they can be checked and sorted and avoid a deluge of materials arriving by courier the day before the big day).
- Please ensure everything you’re delivering to, or bringing onto site is clearly identifiable as yours, and that there is an inventory of what is being delivered. If materials are being sent by courier, you can include the inventory in an envelope with the items
- Please mark anything you are sending to us by courier / mail on the outside packaging
Reception staff will be receiving all items, who will then connect them with Charlotte Kerridge who is overseeing the exhibition.
FAO: IFL Exhibition
West Suffolk College,
Bury St Edmunds,
If you are accessing the building yourself to set up prior to the event to deliver and / or set up exhibition materials:
Accessing the site before festival day
- The site will be open the day before from early until late (times to be fully confirmed but likely from around 8am to 9pm)
- If you have anything significant to set up, we kindly ask you not to arrive on the morning of the festival to set up
- If you require a site visit, these will be available from mid May onwards. Please make a request via the email address email@example.com FAO Charlotte Kerridge.
Arriving on site:
If you are not sure which building you are in, please clarify this before you arrive.
- Gateway Building: access the car park at the back of the college (via the ASDA / Sports Centre end entrance)
- University of Suffolk Building: Access via the front car park (the road to access the college from the front is called Outrisbygate)
Lunch and refreshments
- Exhibitors will be able to claim a FREE lunch. Please collect a voucher from main registration.
Thank you – we hope you have a great day!
The exhibition map will be updated and placed here in good time before the festival
- Disability access is well-supported in all exhibition areas, including lifts
Every little helps!
Managing expectations – getting the fastest possible internet speeds for all
- All guests and exhibitors will have access to WiFi (no password required)
West Suffolk College is used to having thousands of students on site using wireless devices, with lecturers accessing internet from many rooms simultaneously. However, as with all venues, the system has limits
- Please be realistic about download speeds when accessing WiFi / (upload of large files is not supported)
Download speeds can vary greatly depending on how many people are using WiFi in specific areas. This cannot be predicted as it is based on who is using which devices for what purpose in any one space at a time, and will also change rapidly as people move around the building
- Managing expectations when uploading photo / video when using college Wifi
We kindly ask people to stick to browsing (web browsers / app) rather than uploading files, photos or live-streaming wherever possible. Upload and download of files via WiFi when replicated many times across high numbers of people will seriously reduce internet speeds and disrupt browser and app use for all. We also ask you to switch off background Wifi if it is not needed… every little helps!
- Use your own data: Please use your own data where possible to take the pressure off the system
Options available are flexible. As a Workshop Partner, you may wish to make use of as many or as few of these features as you wish.
- Hand out leaflets outside or inside the workshop area (before or after a session)
- Place a pop-up banner outside the workshop on the walkway
- Play host to workshops throughout the day – introduce and wrap-up sessions at the end
- Greet delegates and speakers from the inside the room with the door wedged open
- Dress parts of the room with your marketing materials.
Pease ensure that you are working collaboratively with speakers who have been assigned to the room, and ensure they have maximum exposure, their full time slot, and any marketing materials they may have to give to delegates.
This is the standard information given to speakers about Workshop Partner rooms, and key spaces generally
- There may be a Workshop Partner attached to the room speakers are delivering in. This is different from a room manager in that a Workshop partner has kindly sponsored the room, and their marketing materials will likely be a feature throughout the day. They may be keen to ‘host’ the room – and may offer to introduce you. This is something you can discuss on arrival at the room
- Rooms will be set up with a theatre style layout of chairs and a projector / whiteboard at the front, with the likelihood of having no tables. The number of tables is dependent on various logistical factors, including whether there are practical demonstrations expected to take place in the room. However, please plan for a chairs only approach
- Workshop rooms range in number capacity from 20 to 40 people – and we will be continually shuffling speakers, spaces and timings, all the way up to the event based on our insights into the take-up of particular keynotes, (among other key variables)
- Our aim is to keep some Workshop rooms free to create duplicate sessions where take-up is very high. We ask all speakers to let us know if they are willing to do a duplicate session, and any time restrictions they may have
- It will be optional for speakers to allow standing room, and number capacities are based on health and safety and comfort. Many rooms will be seating only, due to fire regulations
- There will be no microphones in workshop spaces
- Larger keynote areas will be set up based on the sessions taking place in the area, and the layout may be changeable (e.g. in-the-round / theatre style)
If you require special access or an adapted approach, please contact firstname.lastname@example.org to discuss options.
- Fire exits are well-signed, and the Fire Assembly Point is on the Quad (green space in the centre of the college)
- Please ensure you follow the fire emergency instructions displayed at the venue
- All being well, there will be little need for technical support. However, roving support will be available to exhibitors throughout the day for any issues or questions from our well-trained student Festival Leaders and College staff
Key contacts leading up to and on the day:
- There will be a number of people to help, and we will publish the main contact names of key people in good time, prior to the festival day
Use of Multimedia / Permissions
As part of the process of signing up to any aspect of the festival (exhibitor, delegate, speaker, staff etc.) there is an understanding that a great deal of multimedia will be used, from streaming content on YouTube / Facebook to photographs and video clips. If you have any concerns about this, please contact us – and – as a matter of courtesy, we ask all attending the festival to informally seek permission from people being filmed / photographed – or – as a minimum make it obvious that filming / photography is taking place.
- We will be taking video and photos during the day
- Edited film clips will be used for future promotion online
- Please speak to individual camera crew should you not wish to be filmed
- You are welcome to take video and photo and use for your own promotional purposes within the boundaries of ethical business and leadership. Please be sensitive to people not wishing to be photographed recorded and ask permission where appropriate.