Exhibitor Services and Planning Portal

We are pleased to welcome you to the immerse Global Summit Miami 2022 Expo!

Below you wil find all the contacts, documents and links that contain all the information you should require to make joining us at this year's exhibit zone a simple and enjoyable process. Please read this throughly.

The summit programme can be found on our website, click the button below.

*Please note that this schedule is subject to change and keep checking the website for updates leading up to the event date.

Below you will find a link to our event team contacts, exhibitor times, and important deadlines. Please read this throughly and again this is subject to change.

Let’s Get Started!

Download the IGS Exhibitor planning checklist (below) to help you stay organised and on-time with important deadlines for booth orders, shipping, and other exhibitor services.

Plan Your Trip

See what’s included with your booth, find your spot on the exhibit hall floor plan, review key dates and times for the show, and get great rates with our partner hotel.

Order Booth Services

Make sure your booth has everything you need for a successful event. Order these key services early to avoid late fees or delays: shipping/material handling (please read the directions thoroughly), booth signage, lead retrieval, electrical, AV, internet, fresh flowers, and cleaning services.

Please review the Code of Conduct and Exhibitor Awareness pages to ensure you are following the rules and don't get scammed.

In order to qualify for discount prices where available, please take time to review services available now. To receive the discount prices your order must be received with full payment by November 14, 2022. Please do not miss out on this opportunity. The savings offered to you are substantial.

Should you have any questions regarding any of the services or need assistance in planning your exhibit, please call our Exhibitor Services Department at +1.253.437.0031 or email operations@levyexpo.com. We will be happy to assist you in any way possible to ensure that you have a successful experience at this event.
Plan Shipping Early
Cleaning Services

Each exhibitor needs to fill out a credit card authorization form

Contacts

Below you will find the contact info for our team for this event. Please note everyone’s roles so that you know who to ask questions to.

Registration Information

Everyone who is planning to attend IGS and will be onsite, must be registered and wear an event badge at all times.

Next Steps:

Register your sponsor and exhibitor passes with the codes provided via the Registration email from cam@thevrara.com or james@thevrara.com. There will be code(s) to collect your speaker/sponsor/exhibitor passes in that email.

REGISTRATION

The email will detail the quantity and type of passes you receive per your contract. If there is a discrepancy between that email and your contract, please reach out to Kris Kolo kris@thevrara.com.

All sponsor and exhibitor passes MUST be registered by Monday, November 28th.

Need your registration codes resent? Please email James at james@thevrara.com.

Need Additional Passes?

Need additional staff tickets? You may purchase them with a 20% discount by using the code IGSSPEX20. The discount code can be used an unlimited number of times.

Share 20% discount code, IGSSPEX22, with your audience. The discount code can be used an unlimited number of times. We encourage you to share the discount with colleagues, clients, partners, and anyone else who you would like to invite to attend IGS 2022.

IMPORTANT NOTE: Registration discount codes are not valid onsite, all registrations using codes must be submitted by Monday, November 28th.

Onsite Badge Pickup Hours & Location

Refer to the Exhibitor Event Schedule here to find out the exhibitor schedule.

Registration will happen in the Lustre Gallery. We will have kiosks for attendees however everyone else (speakers, sponsors, exhibitors, etc.) should pick up their badges from the registration desk.

Registration FAQ

● All participants at IGS must wear a badge with IGS lanyard at all times.

● If you should need a badge reprint, there will be a cost of $20 USD and you will be required to show your photo ID.

What’s Included in your booth:

Included in the standard booth is what is in the image below. If you require any changes or additional features, it will be considered a custom booth which can be ordered through Joe Wan @ Levy (jwan@levyshow.com)

**Booths comes with standard White panels (Non graphic panels) and our show logo with your company name on the same panel. All other surfaces can be customized. Example image below.

BOOTH DETAILS

Each 10’ x 10’ booth space includes the following:
• 10’ long x 8’ high backwall with waterfall structure
• 0.5m x 1m white open counter

Each 10’ x 20’ booth space includes the following:
 • 20’ long x 8’ high backwall with waterfall structure
• 0.5m x 1m white open counter
• 1 stool

Each 8’ x 10’ “START UP” booth space includes the following:

• 10’ long x 8’ high hard back wall with white panels
• 0.5m x 1m white open counter extended from the back wall
• 1 stool - white

Optional Graphics:
FYI Our partners Levy can create custom graphics for your booths wall panels. These and any other booth customizations can be ordered through Joe Wan @ Levy (jwan@levyshow.com)

Example of Booth with Graphic panels

THE EXHIBIT HALL

FOOD & BEVERAGE REQUESTS

Please send all F&B orders to Chad Weir chad@thevrara.com.

Below you can download the banquet menu to make your selections.

Below you will find the link to purchase and register your Boomset Lead Retrieval license. The Boomset Lead Retrieval experience offers an easy and seamless way for Exhibitors to collect, rate and comment on leads captured at an event. The article linked below provides a detailed overview of the entire Boomset's Lead Retrieval app experience from purchasing a license all the way to exporting your leads after the event.

** You will need to purchase a licence through the link below, download the Boomset Lead Retrieval App and then sign in with the license you purchased for this to work.

https://www.boomset.com/api/v2/leadretrieval/licenses/121733/pay

The Passcode is: 1QSQjpcu

Here is a how to video on the Boomset Mobile APP and links to download the iPhone or Google Play APPs

https://support.boomset.com/hc/en-us/articles/4405507306388-Lead-Retrieval-Overview

LEAD RETRIEVAL LICENSE (FROM BOOMSET)

Download the Boomset's Lead Retrieval Mobile App

FAQ's

  • We cannot change the cost of this, it is set and collected by Boomset.

  • You will need to bring your own mobile devices and download the Boomset Mobile App to use this service. This is a separate app from our Mobile/Web Virtual Event & Expo App called “Hopin”.

  • This is the only functionality we have of being able to do lead capture for this event.

Scheduling 1:1 Meetings Through Hopin

You can also book 1:1 meetings with each other and attendees through the conference web/mobile app (Hopin) and book appointments with them there. You will need to register for the event (to secure your namer badge) through Hopin regardless and we recommend you do this right away! After you have registered and logged in, follow the directions in the video below to connect with other speakers, attendees, exhibitors and sponsors.

https://app.hopin.com/events/immerse-global-summit-miami/reception

Here is a video on how to schedule 1:1 meetings through Hopin.

https://www.youtube.com/watch?v=N2SFBNfGekw

FONTAINEBLEAU SECURITY OFFICER ORDER FROM

Please send all F&B orders to Chad Weir chad@thevrara.com.

Below you can download the banquet menu to make your selections.

PARKING & MARSHALLING YARD

There is only valet parking available at the Fontainebleau.

There is no marshalling yard and no parking provided at the hotel for delivery trucks.

There is a Miami beach open lot at the North End of the Eden Roc off Collins Ave. I believe that is in the $25.00 a day range for parking.
Google Maps:
https://goo.gl/maps/7UMFamS9BhhVcRvp8

BOOTH CLEANING

General vacuuming of the show floor aisles is provided, however, cleaning of your exhibit area is not included in your exhibit space rental. To order booth cleaning services, click the link below.

CERTIFICATE OF INSURANCE

Please upload (through the Exhibitor Info Form) or email your proof of insurance documentation to Chad.

We ask that our exhibitors have a $1 million liability insurance policy to cover transportation, damage, theft, etc.

**Please ensure your document begins with your Company Name and has "Proof of Insurance" in the document name.

Please have your policy add the following to your additionally insured entities:

The VRAR Association
1543 Walnut Dr. Palo Alto CA 94303

Fontainebleau Miami Beach Address
4441 Collins Ave, Miami Beach
FL 33140, United States

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Stipulations from the Fontainebleau

At all times during our Event, Immerse Growth Network shall maintain and require that all of its vendors, exhibitors, contractors and subcontractors maintain:

Commercial general liability insurance with contractual coverage and combined single limits of not less than one million dollars ($1,000,000.00) per occurrence and at least Five million dollars ($5,000,000.00) in the aggregate for personal injury and property damage.

Commercial automobile liability insurance with coverage for owned, non-owned, rented and borrowed automobiles with a combined single limit of not less than one million dollars ($1,000,000.00).

Workmen’s compensation insurance as required by Florida law for all persons working at the Hotel directly or indirectly employed by Immerse Growth Network.

Such insurances shall provide coverage insuring against loss, damage or liability for injury or death to persons and loss or damage to property and shall contain no exclusion with respect to property of Fontainebleau.
The aforesaid policies shall be issued by a carrier with a current A.M. Best Company rating of at least A: VII, be primary regardless of any coverage maintained by Fontainebleau, and provide at least thirty (30) days prior written notice to Fontainebleau of cancellation.

On or before sixty (60) days prior to the first arrival date, Immerse Growth Network shall provide Fontainebleau with a Certificate of Insurance evidencing such coverage and naming Fontainebleau Florida Hotel, LLC, Fontainebleau Florida Tower 2, LLC, Fontainebleau Florida Tower 3, LLC, their parents, subsidiaries and affiliates, as additional insured. Such certificates shall be delivered to Fontainebleau as outlined below:

Fontainebleau Miami Beach
4441 Collins Avenue
Miami Beach, Florida 33140
Attn: Sales and Marketing Department

Please note the name of your program on the certificate. Group and its vendors, exhibitors, contractors and subcontractors, shall waive any and all rights of subrogation against Fontainebleau Florida Hotel, LLC, Fontainebleau Florida Tower II, LLC and Fontainebleau Florida Tower III, LLC and theirs parents, subsidiaries and affiliates. This provision shall survive the expiration or prior termination of this Agreement.”

SPAM / SCAM AWARENESS / ALERT

As IGS grows, the instances of fraudulent, spam emails to our community, unfortunately, increase as well.

PROTECT YOURSELF & YOUR ORGANIZATION BY BEING INFORMED, AWARE & ALERT.

SCAMMERS THAT OFFER THE FOLLOWING DO NOT HAVE ANY RELATIONSHIP WITH AWE AND DO NOT HAVE THE DATA THEY ARE ATTEMPTING TO SELL.


1) Fraudulent IGS Attendee List offer Scam
IGS is a permission-based email sender. We do not share, rent, or sell our email lists.

2) Fake Invoice Scam
IGS has been advised of fake invoices being sent to some exhibitors from International Fairs Directory. IGS has no relationship with International Fairs Directory, Inter-Fairs, Expo-Guide, FairGuide, or Construct Data, and warns companies not to get caught in by this scam whereby official-looking invoices are being sent by email or post. We urge you to make certain you are completing only legitimate forms from the organizers of any exhibition in which you are participating.

3) Hotel Booking Scam
Be on alert for fraudsters that are sending emails from "RESERVATION TEAM" and "HOTEL RESERVATION" by the email addresses marketing@exhibitsandhotelbooking.com, expo-keys.com, rooms@expokeybooking.com, and rooms@reservationcenter.online and others. They have contacted attendees and exhibitors claiming to be representatives of IGS able to obtain discounted hotel rooms. These individuals ARE NOT affiliated with IGS and are not authorised to use our name, the name of our events, or the name of partner hotels. You can find safe, approved IGS hotel and travel information at awexr.com under the Conference tab, then "Hotels & Venue"

Take Action:
IGS works with our legal team continually by directly contacting the spammers with cease and desist letters; however, the scammers are relentless and continue to send under new email addresses.
If you receive one of these emails, please BLOCK and MARK AS SPAM in your inbox, and forward it to info@

After you have reviewed the kit and completed the form, please feel free to find a time for us to connect via zoom by clicking the link below.

https://calendly.com/chadweir/

As always if you need anything else or have questions please just ask.

Looking forward to seeing you all here on Miami in a few weeks!

Regards,

Chad Weir

CLEANING SERVICES

General vacuuming of the show floor aisles is provided, however, cleaning of your exhibit area is not included in your exhibit space rental. To order booth cleaning services, click the link below.

FAQ

  • • Please see the above Registration icon for detailed instructions.

  • • Please use the above Exhibitor Schedule icon for a full breakdown of important Exhibitor times (such as set up, tear down, etc.).

    https://docs.google.com/spreadsheets/d/13WG5GBBh1NAguQuUcGA00IZm7oqzVcVK5gJ18DAx-nw/edit#gid=0

    • You can find the full conference agenda here.
    https://hopin.com/events/immerse-global-summit-miami/registration?_gl=1*16scg5t*_ga*ODY0Mzk5OTY0LjE2NjY1MTc5Mjk.*_ga_12DBRPGYPY*MTY2Njk1MzI4Ni42LjEuMTY2Njk1NTgxNi4wLjAuMA..&_ga=2.230694751.1970874794.1666822634-864399964.1666517929

  • • Please use the above Shipping icon for all of the information on shipping and material handling for your booth, including deadlines and addresses.

  • • Please see Booth Details icon above for all details of the booth and the inclusions for the space.

  • • Please see AV Ordering icon above for information.

  • • If you need additional furnishings for your stand, please see the Furniture icon.

  • • Please see Lead Retrieval icon above for information on ordering lead capture devices or the app.

  • • Please see Internet Ordering Icon above to order specialized internet services.

    • The conference wifi is meant only for browsing the internet and emails. It gets bogged down with all of the attendees on it. If your demonstration or booth needs higher bandwidth or a hardline, you will need to order it.

    • The conference wifi logins will be provided closer to the event.

  • • To order food and beverage for your booth, including breakfast or lunch group orders, please see the Food & Beverage icon above.

    • IGS will NOT have stands with food and beverage inside of the main halls this year. There are many locations available both in the venue and close by.

  • • Please see the Hotel & Venue icon for the best rates on hotels in Lisbon.

    • These rates are provided through our partnership with our host venue.

  • • An attendee list will not be provided by show management nor do we authorize any 3rd Party access to sell our list. See our Exhibitor Awareness for more information.

    • You can use Hopin Platform (Our online and mobile app) to connect with other attendees during the show.

    • You may order lead retrieval services from above using the above Lead Retrieval icon.

  • • IGS and the facility do provide security overnight. However, as with all things, we highly suggest that you do not leave anything in the hall that is easily removable and valuable, such as laptops, cell phones, etc.

    • We are not liable for any lost or stolen items.

  • • Please review the code of conduct here and share with your team.

    • As we grow, we have learned of more scams/phishing attempts targeting our exhibitors and attendees. We have created the Awareness page to ensure that you are properly informed and lessen your chances of falling victim to these tactics.