London Conference-18 November 2021-Sponsors manual



Thank you for having agreed to be a sponsor or/and an exhibitor at this event. We are pleased to provide you with some useful information to promise an enjoyable and smooth-running event. You will receive some information and deadline reminders by e-mail, however, please check this page regularly for latest information and practical documents in one place .

The ALFI events team remains at your disposal for any additional questions or assistance. Contact: events@alfi.lu or phone: +352 22 30 26 51

This year, the conference is designed in a hybrid format. Participants will be able to join the event, either in-person or virtually (plenary session only).

  • Physical attendance
  • Virtual attendance – plenary session only
    Replays available up to 4 weeks after the event

    USEFUL LINKS

Event page
Agenda 

Sponsorship conditions

Your options and features

Logos and company description 

Delivery guide and label (please read carefully)

Marketing toolkit

EXHIBITOR information/check list:

  • Please send us (if not done yet):
    • Your logo format: vectorised (.eps) and (.jpg)
    • your 50 words company description
    • your advert slide at the latest 12 November (PPT with your logo/ slogan/image in Format: 16/9) examples
  • Select your booth location (the floor plan will be sent to you by the end of October following the booth allocation procedure – see below)
  • Order your materials – we do not have a dedicated website for material order – if you would like to order furniture or any other equipment for your booth kindly contact Megan Parry (details on delivery label above).
  • Invite your colleagues and contacts to register for free
  • Your logo will be published on the ALFI virtual platform and linked to your company website.

    SPONSOR information/check list:
  • Please send us (if not done yet):
    • Your logo format: vectorised (.eps) and (.jpg)
    • your 50 words company description
    • your advert slide at the latest 12 November (PPT with your logo/ slogan/image in Format: 16/9) examples
    • Invite your colleagues and contacts to register for free$
    • Your logo will be published on the ALFI virtual platform and linked to your company website.

For other more specific sponsorship options (badge, voting system…), the events team will contact you individually.

Booth allocation procedure

  • Deadline for 1st round of booth allocation: 12 February 2021 (Annual sponsors)
  • Deadline 2nd round of booth allocation: 15 October 2021
  • Deadline 3rd round of booth allocation: After 15 October 2021

You will be contacted one by one following the priority rules, which are (according to the general conditions):

“Agreements received by the deadline for the first round of space allocations, will enter on the first priority list for the exhibition space allocation. Agreements received by the deadline for the second round of space allocations , will enter on the 2nd priority list for the exhibition space allocation and the same for the third round. Remaining spaces after the third allocation round, will be allocated on a first come, first served basis. Within each allocation round, priority will be given to ALFI members and those also being an annual sponsor. In case of same priority level, the date of receipt of agreement and payment will be taken into consideration.”

Exhibition space and structure

  • 3m large x 2m deep
  • Spaces have no back or side walls and as a consequence no space for storage
  • London uses the  plug type and socket G. All sockets must be earthed. The voltage is 230V/50Hz. Please do not forget your adaptors
  • 1 socket provided per booth. Please bring your own multi-plugs/extension cables as these items are limited or  not available on site
  • If you intend to use technical equipment requiring extra electricity (coffee machine, plasma screen, etc) please inform us in order to have the correct electricity configuration.

Booth set-up/breakdown timing and logistics

For logistical reasons, booths have to be set-up on Wednesday, 17 November 2021, exact time will be communicated to you 10 days prior to the event ! Please coordinate this with the person/company in charge of the set-up as no exception will be made. We recommend you to bring your own trolley.

Break down: Not before 4pm on the 18 November 2021.

Storage of Exhibitor’s material

Unfortunately there is no store room, therefore: Material has to be delivered on the set-up day, Tuesday, 17 November from 8h00-17h00 only and must leave on Thursday, 19 November the latest. Materials cannot be stored after the conference.

Internet connection

The entire exhibition area is covered with WIFI connection which can be used free of charge. There are no ISDN, LAN or analogue phone lines available. Please check your computer connection with your IT department.

Registration

Registration is free of charge. do not forget to invite your colleagues and partners. Travel You are responsible for making your own travel arrangements. Please refer to the current  health measures specific to United Kindgdom which are updated regularly: click here Dont forget to order and prepay your test kit to be done on Day 2. Kindly note that you are not allowed to travel to UK with your ID card. A passport is required. As these may change over time depending on how the pandemic situation may evolve, we invite you to check the latest updates closer to the date of the event. Covid Check/Onsite health measures: currently, a Covid Check or wearing of masks for physical events in United Kingdom is not required, but we recommend to continue to be cautious and keep distance.

Accommodation We have not blocked any accommodation in London as many companies have corporate arrangements and preferences.

Medias

Medias shall refer to the individual customized contract and check what features are included. For any logistical questions, please contact events@alfi.lu – for any questions regarding publication/promotion/social media posts etc, please contact communications@alfi.lu

Technical requirements for virtual events

Online event participation may require the registrant to configure its software settings on its web-device upon first use, or require the registrant to download the software for its operating system. The registrant may require administrator privileges on its computer to be able to manually install software. The registrant needs a digital device (e.g. computer, tablet, laptop, smart phone) with video and audio function to be able to see and listen to the online event. It is the registrant’s responsibility to ensure proper equipment and access to network, as well as to perform a functionality check of devices before registration.

Intellectual property and use of recordings

Unless otherwise indicated, ALFI owns copyright for the content presented at the event. Some of the copyright for the content may be owned by individual presenters. For online events, the related recording is to be viewed by the registrant only. The content of any event must under no circumstances be recorded or reproduced by the registrant or any third party. A copy of the presentation or of other material may be made available after registration, and is for personal/non-commercial use of the registrant only. The content must not be modified, distributed to a third party or republished in any way without the prior written consent of ALFI or the presenter. If the registrant seeks to reproduce or otherwise use the content in any way it is its responsibility to obtain approval for such use where necessary (contact: events@alfi.lu). Any breach of copyright, including recording the presentation or any unauthorised use of the material may lead to legal action.

Content of events and links to other websites

Events organised by ALFI are diligently prepared and performed by dedicated committees, discussion panels, qualified individual presenters and/or moderators. Despite this high standard, ALFI cannot be held liable for the detailed content of any event, quality of presentation or if learning outcomes do not entirely meet expectations. Changes to the programme by ALFI shall be allowed as long as the general character of the topic is preserved. Changes of presenters or moderators, as well as changes to the schedule or timeline shall not entitle the registrant to ask for a fee reduction or even repayment of total fee, unless the start and end time of the event change by more than 1 hour. Presentations and the ALFI virtual events platform may contain links to other websites over which ALFI has no control. ALFI makes no representations about the accuracy of information contained on those websites, and it is not liable for the content on those websites.

Recording

Events organised by ALFI are usually recorded (video, audio, chat). Recordings or part of recordings may be used or made available by ALFI after the event, including to sponsors. Any concerns with respect to the recording can be discussed with ALFI in good time prior to the event date (contact: events@alfi.lu).

Media privacy

Please note that the conference is usually filmed and photographed by ALFI, and possibly by other participants. This data, including speaker names, may be used by ALFI in advertising events on our website, in marketing material and on social media. Conference venues may likewise be permitted to film and take photos of participants.

Data protection

ALFI is committed to ensuring that the registrant’s privacy is protected and secured. Please click here to access the association’s privacy policy. For online and paying events ALFI is using external service providers. By registering for these events, the registrant agrees that his/her personal data will be processed for registration, handling, event information purposes and access to the virtual event platform by these external service providers (qualifying as data processors) and ALFI, the organizer of the event (qualifying as data controller). ALFI may use the personal information provided during registration to invite you to future events organised by ALFI and add the registrants e-mail address to the association’s distribution lists, e.g. of our newsletters. The registrant may object to the use of your personal data by writing to info@alfi.lu. If you do so, we will erase the data. The registrant also has the right to request access to your personal data and to ask for rectification of these data should they be incorrect/incomplete. The registrant may exercise these rights by writing to info@alfi.lu. ALFI events team events@alfi.lu Tel. 22 30 26 26