Information for exhibitors and sponsors
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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 Jeannine.etounde@plsa.co.uk or   0207 601 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 (1 x 500w electric socket and 2 x 120w spotlights), white vinyl walling, carpet and curved illuminated name board. Please note, furniture is not included in the package and must be ordered by our supplier Joe Manby.
  • Shell scheme plus comes with a basic electrics package (1 x 500w electric socket and 2 x 120w spotlights), full graphic clad walls, furniture package (comprising of 1 x table and 2 x chairs), carpet and curved illuminated name board.
  • Space only stands come unfitted (floor space only) and must meet the build requirements set out in the exhibition technical manual. Please note that the floor is carpeted, so floor flats will be required when laying new flooring. Please note the very tight timings for installation. Please bear this in mind when designing your stand and ensure that the build can be finished well within the allotted time.  

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?

A list of delegate attendees including email addresses, provided pre-conference (where permission has been granted and in line with the new GDPR laws which came into effect on 25 May 2018) will be sent to you on these dates:

  • 13 March, 10 April, 1 May

A full list of delegates (name and company only) will be sent to you with your joining instructions two weeks before the event.

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

The most up to date delegate list (name and company only) will be sent along with your joining instructions two weeks before the event.  The list will also be updated one week prior to the conference, which you can access from the link provided in the joining instructions.

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 May and Tuesday 14 May).

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 . 

8. Where is the accommodation for the stand personnel? 8. Where is the accommodation for the stand personnel?

Stand pass registrations include 2 nights ‘lodge’ accommodation (Monday 13 May & Tuesday 14 May). Lodges are located across the road from the main hotel.

The lodges are privately owned holiday rentals and therefore differ in size and style. The lodge accommodation comprise of at least two double bedrooms, 2 bathrooms, shared kitchen and living area.  They are serviced exactly the same as a hotel bedroom; basic toiletries, a hair dryer and bathrobes will all be provided. There will be a small breakfast selection available at the lodge. Guests are also able to take breakfast in the main hotel should they wish to. To see an example of one of these lodges please click here.  

Guests at the lodges can use all of the main hotel facilities, including swimming pool and gym.  More information about the hotel and its facilities is available here.

The PLSA cannot accept requests for a particular lodge.

Lodges are issued per exhibiting organisation. It is not possible to swap lodge bedrooms for the main delegate hotel. It is the responsibility of the exhibitor to explain the bedroom situation to their stand personnel in advance of arrival on-site.

Delegate and stand personnel registration

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

Please nikolina.hudi@plsa.co.uk with the delegate’s name, contact details (job title, email and phone number), their dietary requirements and if they are happy to share their details with our sponsors and exhibitors by 16 March. They may be awarded to representatives from your organisation only. This cannot be applied to guests or anyone outside of the exhibiting organisation.

10. How can I register my stand personnel? 10. How can I register my stand personnel?

Please nikolina.hudi@plsa.co.uk with the delegate’s name, contact details (job title, email and phone number),  and their dietary requirements. They may be awarded to representatives from your organisation only. This cannot be applied to guests or anyone outside of the exhibiting organisation.

Please note stand personnel do not have access to conference sessions.

11. What is the difference between a stand and delegate pass? 11. What is the difference between a stand and delegate pass?

Delegate registrations include: admission to all conference sessions, including official networking events, the exhibition, and catering throughout the event. Stand personnel do not have access to conference sessions but their registration includes everything else that a delegate is entitled to. 

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. 

13. Can I swap stand personnel tickets between colleagues? 14. Can I swap stand personnel tickets between colleagues?

Stand personnel tickets are not transferable between colleagues. However you should have enough stand personnel allocated to you in your package to cover the entire event.  If you have any queries regarding the number of tickets you have been allocated please ​nikolina.hudi@plsa.co.uk.

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?

To purchase additional passes at the cost of £3,080.00 + VAT per delegate, please click on the link here

Due to the restricted size of the event it is not possible to purchase additional stand personnel passes.

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 how to collect their badge on-site two weeks before the event.

16. Stand personnel registration – how do our stand personnel get into the conference? 16. Stand personnel registration – how do our stand personnel get into the conference?

Your registered stand personnel will receive specific joining instructions including how to collect their badge on-site one week 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  ellie.halls@plsa.co.uk

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

If you have a speaking slot as part of your package, please send the following items relating to your speaker:

  • 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 Specialist Session/Learning Zone/stream package? 20. What branding is included in our Specialist Session/Learning Zone/stream package?

  • 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 literature and additional branding for the room should you wish to
  • You will have access to the room ahead of the session to set up any branding or literature you’d like to make available 
  • 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 template provided by the PLSA so we maintain consistency throughout the whole event.

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

  • Share of a rotating banner on the home/menu screen of the app AND in the following sections:
    • Speakers section menu
    • Exhibitors section menu
    • ‘About’ section menu
  • 2 advertising alerts sent to delegates in-app and by push notification to their devices during coffee and lunch breaks - each sponsor will have 1 alert on the Tuesday, and then 1 alert on either Monday or Wednesday.
  • App sponsors highlighted in Exhibitors and Sponsors conference app sections.
  • Co-branding as app sponsor on the PLSA’s website, conference app marketing material, conference guide and on the QR code sign on-site
  • Your logo will be included on the PLSA’s web pages that educate delegates about the app. Your logo can link out to a URL of your choice
  • Your logo will be included on all marketing and other collateral relating to the app 

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 speaker if they wish to attend the conference. If they do not attend outside of your session these passes may be transferred to a colleague.

EXHIBITION BUILD & Breakdown HOURS


build

Space only stands:
Monday 13 May            
10:00 - 16:00
16:00 Stands can be dressed between 16:00 - 17:00 

Shell scheme and shell scheme plus stands:
Monday 13 May       
12:00 – 17:00 

Breakdown

Wednesday 15  May
11:30 – 15:00 (after morning refreshments)

Exhibition open times

Mon 13 May      17:45 – 19:00 (welcome drinks reception)

Tues 14 May     09:00 – 17:30
Wed 15 May      09:00 – 11.30