IGS Europe 2022
Exhibitor Information, Requirements & Guidelines
Onsite (In Person) Expo & Booths
(Virtual Booth & Expo Info at the bottom of the page.)
Events & Dates
Event Schedule
You can find the full event schedule under the “Schedule Highlights“ section HERE
***All times are Madeira Local Western European Summer Time (WEST) [GMT +1 ]
Exhibitor Load In
Tues, Sept 27 (9:00am - 10:00pm)
Wed, Sept 28 (7:00am - 9:00am)
immerse Global Summit
Sept 28 - 30, 2022
Summit & Expo @ The Savoy Palace
NFT Gallery & AR Experiences @ Baltazar Dias Municipal Theatre
Exhibitor Load Out
Fri, Sept 30 (4:30pm - 9:30pm)
Sat, Oct 1 (8:00am - 10:00am)
Deadlines/Milestones
Secure Spot - by August 30, 2022
Secure Shipping Deadline - 4 weeks prior to the event
EXHIBITOR INFORMATION FORM
We invite you to complete this form as soon as possible, it will enable us and our suppliers to support you!
The Grand Foyer at the Savoy Palace
Key Contacts
Event Director (Logistics, Registration & Exhibition)
Chad Weir
Shipping & Logistics
Manuel Cardoso
Diretor Comercial
+351.218.165.544
manuel.cardoso@gruposousa.pt
Furniture Supplier
Savoy Hotel Bookings
Paula Branco
Reservations Manager - Savoy Signature
paula.branco@savoysignature.com
Executive Producer (Speakers, Sponsors, Schedule)
Anne-Marie Enns
am@thevrara.com
Virtual Exhibition Manager
James Karg
james@thevrara.com
Venue Locations
Our exhibition zone will be in Salon A at the Savoy Palace (SPH), and special events happening at the Teatro Municipal Baltazar Dias (TMP) and around Funchal.
Teatro Municipal Baltazar Dias
Av. Arriaga, 9000-060 Funchal, Portugal
Google Link
The Savoy Palace
Av. do Infante 25, 9004-542 Funchal, Portugal
Google Link
Exhibit Zone (Salon A) Floor Plans
Talks & Expo - Floor #0 | The Grand Ballroom
Floor #1 | Monumental Meeting Rooms
Floor 2 | Main Entrance
Exhibit Booth Particulars
**** REMINDERS****
Madeira uses European power standards. Please bring or arrange to buy converters and adapters in advance!
If you require any of these items, please request them 25 Days prior to our event. We will not be able to accommodate last minute requests as we are on a remote island where resources and equipment are in short supply.
Please remember booths DO NOT include:
Power Drops
Shipping / Logistics
Custom Graphics
Additional Furniture
Additional Monitors or TV screens
Carpeting /Flooring (The entire area is carpeted)
Table Coverings
Any Customizations etc.
Notes:
Booth measure H 2.5m x W 2.5m x D 2.5m aprox (H 98.42” x W 98.42” x D 98.42”), unless you have ordered a double wide booth which are 4.0M (157.48”) wide.
Please keep in mind there are NOT going to be walls on the new booths.
Standard monitors/screens come with a 10m HDMI cable.
Power drops are 230 volts, 10 amps with a power bar with 3x outlets/plugs.
All prices include transport, set-up and dismantling of the equipment.
Floor plans and renders subject to change without notice.
Items that ARE included in your booths:
2x LCD Screens (one is 55” at the rear of the booth and the other is 19” at the front with your brand/name)
1x Table (Mesa Alta or similar)
[110cm H x 120cm W x 0.45cm D])
2x High Chairs (Bancos Altos_S Branco or similar)
[80cm H x 34cm W x 43cm D])
1x PowerBar (3x Plugs)
LOAD OUT /SHIPPING
Load out is on Friday night and Saturday. Please do not start breaking down until you have been given the go ahead by the organizing team and the exhibit hall is officially closed.
If you are shipping your gear out, please have your team prepare and label your shipment and have it ready for pick up. Place it in the South West corner of the Exhibit Zone (near the door) so that our team can breakdown the exhibit zone without damaging your shipment.
Please send Chad a copy of your shipping documents.
Please schedule the pick up for after 5:00pm on Friday and no later than 6:00pm Saturday.
Please give them my EU phone number and ask them to call me before they arrive so I can ensure that they get in and take the correct shipment.
*We cannot take legal responsibility for your property.
They can park/enter through side/salon doors on the other side of the garden terrace (Google Maps link below) on the east side of the hotel. See attached image as well.
Exhibitor Load Out
Fri, Sept 30 (4:30pm - 9:30pm)
Sat, Oct 1 (8:00am - 10:00am)
Event Director (Logistics, Registration & Exhibition)
Chad Weir
+1.604.764.0470 (Can/US/WhatsApp)
+351910436779 (Europe)
chad@thevrara.com
Shipping Contacts
DHL ServicePoint Funchal
https://www.dhl.com/pt-en/home.html
Address:
Rua Mestre Sidónio 69, 9020-365 Funchal
Hours:
Tuesday 9AM - 12PM, 2–6PM
Wednesday 9AM - 12PM, 2–6PM
Thursday 9AM - 12PM, 2–6PM
Friday 9AM–12PM, 2–6PM
Saturday Closed
Sunday Closed
Monday 9AM - 12PM, 2 - 6PM
Phone: 21 112 7207
*Please CC Chad Weir chad@thevrara.com on all communications so that I can assist with receiving and sending your shipments and help solve any issues.
Please also ensure that you have IGS Madeira 2022 in the subject line of your emails.
Shipping Location/Addresses:
The Savoy Palace
C/O immerse Global Summit
Attn: Event Director - Chad Weir
Av. do Infante 25, 9004-542 Funchal, Portugal
Teatro Municipal Baltazar Dias
C/O immerse Global Summit
Attn: Executive Producer - Anne-Marie Enns
Av. Arriaga, 9000-060 Funchal, Portugal
Manuel Cardoso
Diretor de Delegação e Supervisor Comercial. Coordenação com ATLAS/ALFA, NAP e WCA
Branch and Sales Manager. Coordination with ATLAS/ALFA, NAP and WCA
T: (+351) 218 165 544
M: (+351) 918 759 222
LED Wall Packages:
55" LED Wall packages will allow you to create a more bleeding edge and immersive experience than conventional booths. The LED walls are made up of 55” SAMSUNG UE55D. Slim and sleek design for simple-to-create video walls in a variety of unique configurations;
Narrow, lightweight displays employing LED BLU technology, with an embedded media player;
PC-less video wall display operation with built-in Wi-Fi and a mobile application;
Improved colour consistency and content visibility with superb calibration and ultra clear panel technology
Size (one unit.):
1222cm x 30cm x 69cm (WxLxH)
481.10” x 11.81“ x 27.16“ (WxLxH)
(All costs without VAT):
Package #1 - 9x 55’’ LED’s = 4.250 €
Package #2 - 4x x 55’’ LED’s = 2.000 €
Package #3 - 3x 55’’ LED’s = 1.450 €
If you would like to order an LED Wall, they need to be booked through our booth supplier. Please CC Chad on all emails.
Best Emotions
Hugo de Almeida
hugoalmeida@bestemotions.com
Below are a few renders of what the booths will look like with each configuration of LED walls.
We do not recommend any thing larger than the Package #3 - 3x 55’’ for a standard booth.
If you do not require the TV & Stand included in your booth costs we can deduct 200 € from the LED wall cost.
Standard Booth 3 Screens
Wide Booth 4 Screens
Wide Booth 9 Screens
Hotels/Accommodation
Our host hotels:
Savoy Palace
Savoy NEXT
Savoy Gardens
Hotel Reservations:
***Book your hotel room online using the special hotel promo code: “IMMERSE”
Please note that special rates are valid until August 12th and subject to availability.
Should you have any issues with your hotel booking please contact:
Paula Branco paula.branco@savoysignature.com
Reservations @ NEXT reservations.next@savoysignature.com
Tickets
Do Not register for tickets on the event site. You will receive an email with the link to your free tickets. The amount of passes is based on your booth/sponsor level.
Additional Expo Only Passes are available for: €20 euros each - they can be accessed HERE
Additional Event Passes (reg and VIP) are available at a discount of 35% using the code EXSPOPASS
As always if you need anything else or have questions please just ask!
You can always find a time for us to connect by clicking the link below.
https://calendly.com/chadweir/
Looking forward to seeing you all here on Madeira in a few weeks!
Regards,
Chad Weir
Event Director
immerse Global Summit
Funchal, Madeira, Portugal - September 28th - 30th, 2022
Miami, Florida, United States - Dec 5th-7th, 2022
chad@thevrara.com
ca.linkedin.com/in/chadweir
+1.604.764.0470 (Can/US/WhatsApp)
+351.910.436.779 (Europe)
Virtual Booth Exhibitor Requirements & Guidelines
We will send you a link to create your booth (it will come directly from our online event platform Hopin “no-reply@hopin.com” with the subject line “Online event invitation - Immerse Global Summit - Europe” see image belwo) once you have completed your exhibitor information form:
Deadlines/Timelines
Sep 16, 2022 Deadline to provide all of the virtual booth assets:
Week of Sep 19, 2022 Testing and Exhibitor onboarding sessions will be set for the weeks prior to the event. We will run through the individual booths and requirements to make sure we have everything we need. Please watch your emails for times and instructions.
**Email james@thevrara.com for help.
Virtual Expo Hours
Each booth can contain live video, branded content, a google slide document, social links, pre-recorded videos, special offers, salespeople on live camera, one on one conversations and customized button CTAs.
We encourage you to be live in your booth throughout the above advertised hours and program around those designated times as well. Your booth is always accessible to virtual attendees so you can also set and post your office hours in the schedule and in your booth.
We can advertise booth sessions (suggested that you host booth sessions from 13:00 - 16:00 daily) and content through the chat and in the schedule, so please let us know your schedule for the event days.
The booths ARE accessible 24 hours a day to registered attendees to browse and leave contact information.
Virtual Expo hours run through the duration of the event.
Testing Period
Week of September 19th
Times TBA (WEST [GMT +1 ] - Madeira Local)
immerse Global Summit
Sept 28 - 30, 2022 (Industry Expo)
Wednesday - Friday 12:00 - 16:00 (WEST [GMT +1 ] - Madeira Local)
Booth Assets
The assets you will need to complete your virtual booth are as follows. See detailed / specific image dimensions in the section below:
1. Company logo
Note: Logos used in the virtual expo area will appear as both square and round.
2. Company Landscape image
This image is underneath the text and logo on the vendor’s card that you see when viewing the list of booths.
This can be any file type, including an animated GIF!
Must be less than 3 MB.
3. Video URL or google slides
(YouTube, Vimeo, Wistia,google slides) for a pre-recorded video you want to play inside your virtual booth
Please note that google slides need to be PUBLISHED - you can do this by simply clicking Publish under the File drop down menu
4. Company Name
5. Company’s Public Email
This is the email that will receive emails from attendees who click the button “Register Interest” in the virtual booth. See “Button action” below for more.
6. Heading (100 characters)
7. About (500 characters)
8. Website URL link
9. Twitter Social Media link
(note, there is no place for LinkedIn or FB or other links)
10. Offer (if any)
Note: If you want to display an Offer, this will replace your CTA button with the Offer. For example, your CTA button will show “Get your offer”. When attendees click on this, their email address will be forwarded to you indicating interest. (60 Characters)
11. Text for the Call to Action (CTA) button (20 characters)
Option A - Visitors will leave their contact info with you. For this option you will need:
Text to display on the button
Email address of where all the leads/contacts of booth visitors will be sent
Option B - URL link to a webpage (this webpage can be anything - your homepage, custom landing page, etc). For this option, provide us with :
Text to display on the button
The URL link
12. Tags - Labels or filters
To sort booths by categories and help attendees to quickly navigate through multiple booths during the event.
You can only add 4 tags to your booth
Eg, “blockchain” , “bank” , “start up”
Image Dimensions
Expo area banners
Medium Booth
Recommended size: 1500 x 750px (2:1 aspect ratio)
Minimum size: 1000 x 500px
Note: Padding is suggested around the logo.
Company logo
Used in Booth
1:1 (max 1080 x 1080)
Sponsor logos
Used in Event Landing and Reception
2.5 :1 (148 x 60 ~ 444 x 180)
No padding around logo suggested
For additional information on how to set up your booth and to learn more about our online platform and how to create the best experience possible visit this page: