Information for exhibitors and sponsors
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Local Authority Conference | 13-15 June | Gloucestershire

Information for exhibitors and sponsors

exhibitor & sponsor FAQs

GENERAL

1. How do I pay? 1. How do I pay?

Invoicing will be dealt with separately by our accounts department. If you have any queries regarding invoicing please [email protected]  or  020 7601 1730.

2. What is included in my exhibition stand package? 2. What is included in my exhibition stand package?

  • Shell scheme stands come fitted with a basic electrics package (1x 500w electric socket and 2 x 120w spotlights), white vinyl walling, carpet and curved name board.
  • Shell scheme plus stands come with a basic electrics package (1x 500w electric socket and 2 x 120w spotlights), full graphic clad walls (exhibitor to provide print ready artwork), furniture package (comprising of 1 x high table and 2 x high stools), carpet and curved name board.
  • Space only stands come unfitted (floor space only) and must meet the build requirements set out in the exhibition technical manual.

3. What details do I need to provide for our promotional copy? 3. What details do I need to provide for our promotional copy?

  • Please provide a vector file of your logo in either EPS or AI file format or high res transparent png
  • Please supply a maximum of 100 words about your organisation
  • Please supply the contact details in the following format:
  • Email: (usually your sales contact):
  • Contact name: (usually your sales contact):
  • Job title:
  • Phone number:
  • Mobile number:
  • Twitter link:
  • LinkedIn link:
  • Facebook link:
  • Website URL:

The information supplied here will be used on the PLSA website and in the conference app.

4. What dates will I receive the delegate mailing data? 4. What dates will I receive the delegate mailing data?

Delegate lists will be sent alongside mailing data, twice pre-conference and once post conference. Data will include name, organisation, job title and email address of delegates who have given their permission to share their data with you. This is in accordance with GDPR regulations.

  • 16 May, 30 May

5. When will I receive the final delegate list? 5. When will I receive the final delegate list?

The final delegate list and post event mailing data will be after the event, 15 June

6. When will I receive the final information about the event? 6. When will I receive the final information about the event?

As an exhibitor you will receive all the information in order to make your final preparations for the conference two weeks before the event.

7. Where is the accommodation for delegates? 7. Where is the accommodation for delegates?

Registration includes two nights’ accommodation at the De Vere Cotswold Water Park Hotel (Monday 13 June and Tuesday 14 June).

Rooms include a double or twin bed, internet access, direct dial telephone, hairdryer and tea & coffee making facilities.  The hotel also has a leisure complex, including swimming pool and gym.

For further information about the hotel please visit the hotel's website . 

Delegate  registration

9. How do I register my delegates? 9. How do I register my delegates?

Your exhibition package includes a number of registrations. In order to capture important delegate details, we ask that the delegate register themselves via the following link, and select book now:

www.plsa.co.uk/Events/Conferences/Local-Authority-Conference

They will need to apply a code at the end of the booking journey, which will amend the fee to zero. You can find your organisations code in your confirmation letter. Please contact [email protected] if you need this to be resent.

11. Why don't we have stand personnel passes associated with the booking? 11. Why don't we have stand personnel passes associated with the booking?

The decision was taken to increase the number of delegate passes associated with an exhibition stand booking and remove stand personnel passes. We want everyone on-site to benefit from the networking and learning opportunities that the conference sessions, networking opportunities, and conference app provide. By making every area of the event accessible we hope that we’re helping attendees make the most of their time at the event.

The historic stand personnel pass was intended for people managing stands and scheduling back of house or those on site to perform catering or entertainment duties. These passes can still be arranged on a case by case basis via [email protected] 

For those that want to make the most of the networking and learning opportunities that the conference provides you may arrange further delegate passes for your team at a discounted rate; please contact [email protected]

12. Can I transfer the delegate registration to other colleagues? 12. Can I transfer the delegate registration to other colleagues?

Registrations are not transferable between colleagues. 

14. Can I buy additional delegate passes and stand personnel tickets and what is the cost? 14. Can I buy additional delegate passes and stand personnel tickets and what is the cost?

As an exhibitor you may purchase an unlimited number of additional passes at a discounted rate. Please contact [email protected] to arrange this.

15. Delegate registration – how do our delegates get into the conference? 15. Delegate registration – how do our delegates get into the conference?

Your delegates will be sent specific delegate joining instructions including instruction to print their badge at home two weeks before the event.


SPONSOR FAQS

17. I would like to use your branding in some of our marketing to promote our presence at your event is this possible? 17. I would like to use your branding in some of our marketing to promote our presence at your event is this possible?

You may include the PLSA brand in pre-event promotion should you wish to. Please ensure you submit any item to us for approval prior to  [email protected]

18. What do I need to supply for the speaker biography? 18. What do I need to supply for the speaker biography?

Rachel Pine will ask you to send your speaker biography on cofirmation of your session. If you have not already sent these details, please send in the following items about your speaker to [email protected] :

  • Biography
  • Photo (preferred but optional)
  • Twitter handle (optional)
  • LinkedIn url (optional)

19. What are the technical specifications for the advert in Viewpoint magazine? 19. What are the technical specifications for the advert in Viewpoint magazine?

  • Trim Size - 210mm x 297mm
  • Bleed Size - 216mm x 303mm
  • Type Area - 190mm x 277mm
  • All sizes are width x height


Files should be supplied as PDF, eps or Tiff (300dpi), Please ensure colours are converted to 4-colour, all fonts are embedded/outlined and the file has the correct bleed and registration marks.
This only applies to sponsors with speaking packages such as the Learning Zone, Specialist sessions and stream sessions.

20. What branding is included in our session? 20. What branding is included in our session?

  • The PLSA will create a sign incorporating your logo to be placed outside of the session room
  • The PLSA will create a PowerPoint template for the session to ensure consistency and clarity
  • The PowerPoint template will be sent to you for approval once it has been created
  • The PLSA will require a copy of the PowerPoint presentation prior to the conference
  • You may provide up to two pieces of literature for the session should you wish to – we recommend that this is provided as a pdf and we will upload it alongside your session within the programme in the conference app
  • Please note there will also be PLSA’s branding within the room

21. Can we use our own PowerPoint templates if we have a speaking slot? 21. Can we use our own PowerPoint templates if we have a speaking slot?

No, you must use the PowerPoint templates provided by the PLSA so we maintain consistency throughout the whole event.  Slides and presentation materials shown in the session will use the PLSA’s PowerPoint template, which will include sponsor’s logo.  All fonts, colours and other design elements must be the same as those used in the PLSA template.

22. What is included in my conference app sponsorship? 22. What is included in my conference app sponsorship?

  • Sponsor logo on rotation on the landing page of the home screen of the app
  • One notification /alertlinked to sponsors profile across the duration of the conference
  • Branding as app sponsor on the PLSA website and conference app marketing material
  • QR code signage with sponsor’s logo on-siteto encourage downloading of the app
  • Branding on the PLSA website and including 100 word editorial, contact details and hyperlink to sponsor website. Profile replicated within the conference app
  • Attendee list, including email addresses, provided pre and post event, where permission has been granted to do so
  • Use of the PLSA brand in pre-conference promotional material (must be submitted to PLSA for brand approval)Logo included in sponsor acknowledgment slide on screen in main auditorium

23. What AV is provided in the room for our sponsor speaking session? 23. What AV is provided in the room for our sponsor speaking session?

A laptop, projector and screen, along with a lectern microphone and Q&A microphones will be provided. Technical support on-site will be also be provided.

24. Do speakers get their own pass or must they use a delegate pass? 24. Do speakers get their own pass or must they use a delegate pass?

Delegate passes included in your package must be used for the speakers if they wish to attend the conference. If they do not attend outside of your meeting these passes may be transferred to a colleague.

EXHIBITION INFO

 


EXHIBITION OPENING TIMES

Mon 13 June     17:30 – 19:00 (welcome drinks reception)
Tues 14 June     09:00 – 17:30
Wed 15 June      09:00 – 11.45

BUILD HOURS

Monday 13 June
09:00 – 15:30 Space only stands. All builds must be completed by 16:00. Stands can be dressed between 15:30 - 17:00

12:00 – 17:00 Shell scheme and shell scheme plus

All work must be completed to the satisfaction of the organisers by 17:00 on Monday 13 June. Please note that deliveries cannot be accepted during exhibition open hours.

BREAKDOWN HOURS

Wednesday 15 June.
11:45 – 15:00
Exhibitors may pack their stands from the close of the refreshment break at 11:45 without the requirement for PPE until 12:45. Hard breakdown when contractors may come onsite to disassemble stands will begin from 12:45 when PPE will be a requirement for anyone in the hall.