Thank you for sponsoring our event!
Find all sponsorship information below.
This page will be constantly updated as we get closer to the event.
Table of Contents
Event Details
General
Information relevant to all sponsors
Event Admission:
- Please bring the attached ticket voucher with you to the event, either in a printed format or on your mobile device.
- Ensure that you have a valid form of identification matching the name on the ticket reservation.
Arrival and Entry:
- The doors will open 30 minutes before the event start time. We recommend arriving early to secure a good seat.
- Follow the signage and instructions from event staff for entry procedures.
- Please be prepared for any security checks or bag inspections that may be in place for the event.
Ticket Transfer or Refund:
- Tickets are transferable up to 24 hours before the specified event date & starting time. Please contact delina.kubrom@cavell.com for changes.
- Tickets are non-refundable, except as required by applicable law.
- If you are unable to attend the event, please contact our customer support team (wendy.townend@cavell.com) at least 24 hours prior to the event start time for assistance.
Event Policies:
- For information regarding event policies, such as age restrictions, dress code, or prohibited items, please visit our event website or contact our customer support team.
Coming Soon
Basic Stands:
- Your stand consists of a 4 ft trestle table with 2 chairs.
- By default, the tables are covered with a plain tablecloth, therefore it’s encouraged that you bring your own branded tablecloth.
You can also bring demo kits and marketing collateral such as standard pull-up roller banners, brochures, branded stationery and freebies.
- Stand setup time: Setup is confirmed for Monday, September 30th, at 2:00 PM EST. Additionally, you may begin setup as early as 7:00 AM on the morning of the event, October 1st.
- Breakdown time: You can pack up your stand on Tuesday, October 1st from 4:30 PM – 6 PM.
The exhibition will open on October 1st, at 8:00 AM.
To hire AV for your exhibition stand please fill out this form: Cavell Exhibitor Order Form 2024
Click here to view AV Pricing Document
Please note the deadline for sponsor requests is 2 weeks before the event, Sept. 16th, which is notated on the order form.
For any additional questions feel free to contact Dustin DiSalvo at dustin@onewayep.com.
DELIVERY LABEL:
Click here to download shipping labels.
Delivery labels are provided for organizing deliveries. This ensures smooth access to the venue and item location in our storage.
General Guidelines:
- Couriers such as FedEx, UPS, & Messenger deliveries may be received anytime between 8:00 AM and 4:30 PM
- Items may be received up to (3) Business days prior to the event and may be held up to (1) Business day after the event
- All pick-ups must be scheduled by sponsors, as the venue does not facilitate shipments.
- Please provide your Event Production Manager with a list of all shipments & deliveries Please use the
Items without clear labels risk disposal at $500.00 +tax per item.
Collection of parcels must be completed within 24 hours after the conclusion of the event; otherwise, a charge of $500.00 +tax per item will be issued.
Click here to download collection labels to organize collections from venue.
For post-event materials collected by couriers, ensure accurate labeling and confirmation with the Event Manager. International shipping mandates venue labels and customs documents for courier collection.
When leaving materials for courier pickup after your event, ensure proper labeling (name, company, address, item count) and confirm with the Event Manager before departure. etc.venues accommodates material storage for collection by shipping companies like FedEx, UPS, USPS, or other courier services*.
For etc.venues to accept post-event pickups, follow these packaging guidelines:
- All materials must be fully packaged and sealed by the client, sponsor, or exhibitor.
- Boxes must have printed return labels attached. etc.venues’ Event Manager can print labels on the day if needed.
- Schedule material pickups through your designated courier/shipping company.
When shipping internationally, attach necessary customs clearance documents alongside venue labels, as couriers won’t collect without them. Larger courier companies employ franchisees and can’t provide us with the final destination details, only order references. Please ensure this information is communicated.
*All courier collections must be approved in advance as a COI and indemnity form must be submitted from the courier service to use the freight elevator. Packages scheduled for pickup via shipping services do not require a COI or indemnity form for the building.
SCHEDULE PICK UPS HERE:
https://www.fedex.com/en-us/shipping/schedule-manage-pickups.html
TRASH DISPOSAL:
– All items, including cardboard, must be removed off-site.
– Do not force items into trash containers; no trash bags or recyclables on the floor.
– Bulky items are the responsibility of the organizer.
– Failure to comply may result in penalties.
– Left banners, boards, and large boxes will be charged a removal fee of $500.
– Event sponsors and vendors must follow trash disposal rules, and the organizer is responsible for any left items.
https://wwwapps.ups.com/pickup/schedule?loc=en_US
https://tools.usps.com/schedule-pickup-steps.htm
Smart Business
Whilst we encourage our delegates to take public transport where possible we understand it’s not always possible. Like any big city, street parking in NYC is not really an option. Below are some parking garages within walking distance of the venue;
- Icon Parking: iconparkingsystems.com
1133 6th Ave
New York, NY 100
36 212.398.0464 - Manhattan Parking: mpgparking.com
120 W 45th St
New York, NY 10036
Registration
Event Registration
To register your team with your allocated tickets, please fill out this sheet and send it to events@cavell.com by September 12.
Please refer to the number of tickets allocated in your signed agreement. If you are not sure, please contact events@cavell.com
If you require additional tickets or dinner tickets, please register here.
Exhibition Elements
Exhibition enhancement elements.
Please find the design dimensions below. The submission deadline is August 19, please send it to Delina Kubrom
What’s included:
Your booth will feature an 8-foot trestle table, complete with a branded table cover and a branded backdrop.
Specs and Dimensions:
Table Cover:
- Full Bleed Size
150.47″ x 61.23″
3,822.04 x 1,555.26 mm - Document Trim Size
150.47″ x 61.23″
3,822.04 x 1,555.26 mm - Safety Area
150.47″ x 61.23″
3,822.04 x 1,555.26 mm
Backdrop:
- Full Bleed Size
97.5″ x 98.5″
2,476.5 x 2,501.9 mm - Document Trim Size
96″ x 96″
2,438.4 x 2,438.4 mm - Safety Area
94″ x 94″
2,387.6 x 2,387.6 mm
What’s included:
A Fully Customisable Pod with a Plinth for your Laptop or Collateral. A screen is also included to display all of your material
Dimensions:
Please click here to find the dimensions.
What’s included:
The Premium Fully Customisable Stand with a Desk for your Laptop or Collateral. A wider stand for multiple attendee conversations and the biggest impact.
Dimensions:
Please click here to find the dimensions.
Whova Registration
A guide on setting up your profile on Whova – the new engagement app for Cavell Summit North America 2024.
Whova is an online platform that digitises the event experiences, allowing sponsors / exhibitors to connect easily with attendees and each other.
- Confirmed exhibitors and attendees will be sent a personal link to create their Whova profile.
- Upload all required information (company logo, address, LinkedIn etc. for exhibitors; photos, emails etc. for attendees).
- Make use of Whova ahead of the event by RSVP’ing to sessions and connecting with fellow attendees by organising meet-ups and interacting with discussion topics.
- During the event, exhibitors can scan attendees’ QR codes to connect with them instantly and stay in touch post-event.
Why use Whova?
Maximise brand visibility and booth traffic by setting up digital exhibitor profiles
Network easily with industry leaders and like-minded professionals
Navigate the event with venue maps and searchable exhibitor lists
Interact with exhibitors’ Whova profiles, leaving comments, likes and photos
Branding/Design
Designs for printed materials
Please find the dimensions, format, and submission deadline for the designs below. The submission deadline is September 12, please send it to Delina Kubrom.
- Full Bleed Size
33.7″ x 81.34″
856 x 2,066 mm - Document Trim Size
33.46″ x 81.1″
850 x 2,060 mm - Safety Area
32.99″ x 77.87″
838 x 1,978 mm
Removable Floor Graphic Dimension: each floor tile is 23.25”w x 23.25”h.
File format: pdf, .eps, .ai
Printed Flyers
Element Specs
You have the opportunity to include a one-pager for our delegates.
This can include information about your company and products/solutions and it should be saved as a PDF file.
Specifications:
- This item must be a branded page, one-sided
- A4-sized 8.27″ x 11.69″ (210 x 297 mm)
- 3mm bleed
- Saved as a high-res PDF (300dpi, CMYK colour)
- Portrait orientated
Deadline: Must be emailed to events@cavell.com no later than September 2 (COB).
Please note you will be at risk of not having your advertisement printed if you submit your pager after this deadline
You have the opportunity to include a one-half pager in the event brochure for our delegates.
This can include information about your company and products/solutions and it should be saved as a PDF file.
Specifications:
- This item must be a branded half page
- one half-page ad 5-7/8 x 8-1/4 in (148 x 210 mm)
- 3mm bleed
- Landscape orientated
Deadline: Must be emailed to events@cavell.com no later than September 2 (COB).
Please note you will be at risk of not having your page printed if you submit your pager after this deadline
Speaking Opportunity
Keynote / Product Demo Speakers
- For keynotes, please provide us with your speaker’s name, job title, keynote title, a short bio, a recent headshot and email slides to events@cavell.com by June 21, in a Widescreen (16:9) PowerPoint format.
- Please view the allocated time slot here.
Timings are subject to change and speakers will be notified in the unlikely scenario.
Panel Speakers
- For panellists, please provide us with your name, job title, keynote title, a short bio, a recent headshot and email to events@cavell.com by June 21.
Panellists will receive a briefing document roughly 2 weeks before the event date which will detail the event timings and location, panel timings, moderator, other panellists, and discussion questions.
Panellists will be invited to a briefing call roughly 1 week before the event date to review the briefing document, meet the other panellists, and answer questions about the event. Attendance is optional as this call will be recorded and shared among the panellists for future reference.
- Please view the allocated time slot here.
Timings are subject to change and speakers will be notified in the unlikely scenario.
Podcast
Please note this opportunity is not available for all sponsors
Ahead of the event, we are producing a series of podcasts to help build up our Sponsors’ profiles and stimulate interest in the event.
The format will consist in a 1-to-1 interview/discussion with one of Cavell’s Analysts. Once edited, the recording will be distributed on our social media channels and podcast hosting platforms
Your marketing team will be provided with the edited file which can then be used in your own communications.
Scheduling Logistics:
- Please advise the time & date that would work best for your speaker to schedule the recording, ideally as soon as possible.
- We intend to record these podcasts as soon as possible and require the speaker to reserve at least 30 minutes for this podcast call recording.
- The final podcast material will be approx. 10-15 minutes long.
A briefing document with proposed questions will be provided beforehand.
Deadlines
Key Deadlines to Keep in Mind
