Arabian & African Hospitality
Investment Conference

20-22 September 2021 | Madinat Jumeirah, Dubai, U.A.E

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This pack contains all the information you will need in relation to your sponsorship and the relevant deadlines. For your convenience, all web and email addresses in this document are hyperlinked to make researching, registering and getting in touch simple and easy.

Please read this carefully, paying special attention to the dates by which we need things from you. If you have any questions, or if we can help in any way in regards to your sponsorship of this event, please do not hesitate to contact me on mala.patel@benchevents.com or +44 (0)7930 573 621.


Tips | Important Deadlines | Marketing & PR | Venue & Travel

Sponsorship Entitlements | Exhibition Times | General Information

Top tips for your participation at AHIF

  1. Read this exhibitor manual to ensure you are aware of all the opportunities available to you as a sponsor.
  2. Make sure you meet all the deadlines requested from you. There is a reason we have the deadlines and missing them may mean you lose some vital opportunities for your company.
  3. Submit your contacts for us to use in our promotional mailings to ensure that your top clients get an official invitation to the AHIF and know you are a sponsor of the event.
  4. Book hotel rooms as early as possible.
  5. Ship your materials to Nairobi with plenty of time as customs clearance can take a long time.
  6. Any representatives from your company who are speaking, moderating or on a panel at the AHIF do not need to be included in your complimentary places. Any speakers will be additional to your complimentary places.
  7. Make sure you have insurance (check contract for details) which covers your company at AHIF.
  8. Make sure your stand builders have all the required compliance information before securing the contract.
  9. Enjoy the experience the AHIF brings you and your company as a sponsor!
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We are dedicated to making your sponsorship of the AHIF as successful, productive and enjoyable as possible.

If you have any questions about your sponsorship please do not hesitate to contact:

Mala Patel
T: +44 (0) 7930 573621

Important Dates & Deadlines

AS SOON AS POSSIBLE
  • Submit Company Logo
  • Book hotel rooms for staff
  • Payment of sponsorship fee
  • Details of your PR team
BY MONDAY 24 AUGUST 2020
  • Submit company advertisement
  • Register complimentary delegates
  • Stand design submission
  • Stand builder Compliance Document (CONTRACTORS ONLY)
BY MONDAY 25 MAY 2020
  • Platinum sponsors submit videos
  • Organise insurance for the exhibition
NO EARLIER THAN FRIDAY 2 OCTOBER 2020
  • Shipping (such as literature / stands) to arrive at venue

Marketing & PR

Get Involved | Social Media | PR

As an integral part of AHIF and a partner of this initiative, it is key that we work together to explore all opportunities to promote this to our collective audiences. There are plenty of opportunities to promote the event, however if you have any ideas on how we can spread the word then please let us know.

YOUR MARKETING CONTACT FOR THE EVENT

Rinoy Varghese, AHIC Marketing Manager
T: +971 (0)56 456 8493

MARKETING COLLATERAL

The link below will allow access to a digital folder containing event collateral including logos, flyers, and website banners. If you require specific sizes or items, please contact Rinoy Varghese.

HOW YOU CAN GET INVOLVED

Many companies add industry events they are partnered with to email signatures, this can be a great ice-breaker and encourages on-site meeting requests. We will be pleased to send special, personal invitations to your most important contacts or clients, notifying them of your participation in the event, on your behalf. Share your wish list in good time. We will endeavour to get the right people in the room to support your goals. The deadline is Monday 25 May 2020.

  • Does your company send out e-newsletters to its clients? If so, remember to include details of the event on there.
  • We can provide you with promotional flyers for your reception area and/or brochures for your meeting rooms.
  • If you have screens in your office lobby area, please share dimensions and we can supply a video for display.
  • We can create bespoke e-shots for you to send to your database, promoting your stand and activity at the event.
  • AHIC has a fantastic reputation as a thought leader in the industry and endeavours to share content with our audiences year-round. If you have content you have or would like to create would like to add to the Market Intelligence page or email-newsletters. Contact the marketing team for successful pieces that have been used in the past.
AHIC WEBSITE AND SOCIAL MEDIA CHANNELS

We encourage all partners to engage through social media, please use the event hashtags for re-tweeting/sharing of content through our channels. Also remember to share your official or regional specific handles with us so that we ensure we welcome the correct companies on board.

Website: www.ahic.com
Facebook: www.facebook.com/ahicevent
Twitter: @ahicevent
LinkedIn: www.linkedin.com/showcase/ahic-event/
Instagram: www.instagram.com/ahicevent

PR

We work hard to ensure coverage is achieved for not only the conference but those sponsors that have newsworthy stories.

  • Share newsworthy stories / deals that will be announced at the event.
  • Share Q&As or quotes from your senior representatives for use in press releases/ marketing in good time pre-event.
  • Advise of timings of senior representatives onsite, to enable facilitation of media interviews.
  • Send out your own press releases regarding the event announcing your participation. (If you would like a template, please contact the marketing & PR team)

For more information on opportunities please contact our PR team, In2 Consulting:

Anne Bleeker Managing Partner
Louise Charlesworth, Senior Communications Professional

Sponsorship Entitlements


Logo | Registration | Delegate Guide Advert | Exhibition Stand | Compliance Forms

PLATINUM SPONSORS ONLY Bag Insert

COMPANY LOGO ON PROMOTIONAL MATERIALS

Your company name or logo will appear on AHIC 2021 marketing materials, where appropriate. We have already received your logo and this is now on the website. Please check this is the correct logo and that the hyperlink goes to the correct website address.

NAMES FOR PROMOTIONAL MAILINGS

Deadline: Monday 25 May 2020

We will be pleased to send special, personal invitations to your most important contacts or clients, notifying them of your participation in the event, on your behalf. We ask sponsors to provide us with their lists of contacts electronically by Monday 25 May 2020 (we are happy to provide details of our third party mailing house if this is preferable to you). To discuss this opportunity further, please contact Mala Patel.

COMPLIMENTARY DELEGATE PLACES

Deadline: Monday 24 August 2020

Any additional staff members who will be helping you in the exhibition must be included in your complimentary places or paid for. Any representatives who are speaking, moderating, or on a panel at the conference do not need to be included in your complimentary places. All speakers will be sent a different code to register for their complimentary place when their participation has been confirmed.

TO REGISTER YOUR COMPLIMENTARY DELEGATES
• Go to www.ahic.com/
• Select Standard Pass
• Enter your unique sponsor registration code which has been emailed to you
• Complete the registration form

DIGITAL ADVERT

Deadline: Monday 24 August 2020

You are entitled to place a full page, full colour company advert within the conference speaker & sponsor handbook, given to each attendee at registration. The advert must be submitted by Monday 24 August 2020 latest and must meet the following specifications.

Please send your advertisement to: mala.patel@benchevents.com with subject ‘Ad for AHIF20 / Your Company Name’

Via email for files smaller than 2mb - or online file transfer for files larger than 2mb (WeTransfer, Send-It, etc).

STAND DESIGNS

Deadline: Monday 24 August 2020

Stand Sizes are dependent on your sponsorship level:
Platinum 3x3m
Gold 3x2m Coffee table and 3 chairs or high bar stool and 3 high chairs

Stand design with full measurements must be submitted by Monday 24 August 2020.

Build Up Times / Breakdown Times / Exhibition Times


SET-UP PLATINUM STANDS
Monday 5 October 2020
09:00 – 18:00

SET-UP GOLD STANDS

Tuesday 6 October 202009:00 – 13:00
EXHIBITION
Tuesday 6 October 2020

15:00 – 17:30
Wednesday 7 October 202008:00 – 18:00
Thursday 8 October 202008:00 – 14:00

BREAKDOWN

Thursday 8 October 2020

14:00 - 18:00

BREAKDOWN/LOAD OUT

Access for breakdown of the stand is between 14:00 - 18:00 on Thursday 8 October 2020.

As an Exhibitor you are responsible for the removal of all stand material, waste and other materials.

Fines may be levied in the case that exhibition stands are dismantled before the stated load out time.

Goods that are left at the venue after the conference will be disposed of by the venue.

General Information

Accommodation | Suppliers | Insurance | Security | Freight, Customs & Storage | Other Information


IMPORTANT - please note:

  • All stands must get approval from Mala Patel
  • It is imperative all walls must be neatly finished on all sides/back and all materials must be fireproof;
  • No major structural changes will be permitted once drawings have been submitted on Monday 24 August 2020;
  • No exhibits, furniture or audio visual equipment will be permitted in the aisles;
  • It is prohibited to fix, nail, screw, glue or fix ANY items to the floors, walls, ceilings, doors or any other part of the building
ACCOMMODATION

We have negotiated preferential rates at the Radisson Blue Nairobi Upper Hill. Please use the links below to book your accommodation directly.

Radisson Blu, Nairobi Upper Hill

RECOMMENDED LOCAL SUPPLIERS
Stand Build & Design

Speed Events

Contact: Martyn Hughes
T: +44 7789 527759
E: martyn@speedevents.co.uk

Should you need assistance with printing, additional AV please contact mala.patel@benchevents.com who can assist directly.

INSURANCE

The Exhibitor is fully responsible for obtaining insurance protection for their exhibits, property and personnel against all risks. Equipment should be insured both in transit and on location at the exhibition for the entire period it is in the conference facility. Insurance cover should include:

  • Personal Injury
  • Third party claims
  • Expenses incurred and/or losses of any kind, including losses resulting from the abandonment or postponement of the event
  • Medical expenses and baggage cover
  • Value of your stand including the fittings and promotional items
FLOOR PLAN

As usual the Exhibition floor plan will be distributed and space allocated on a first in, first served basis, in order of signed contract, whereby those sponsors that signed their contract first will have first preference of stand position.

INTERNET CONNECTIONS

Wireless internet connections are available throughout the venue. Wired internet can be ordered through Radisson Blu - contact Mala Patel to be directed to the right department.

FIRE AND FIRST AID

If you require first aid assistance on site at any-time, please make the event organisers are aware of this to ensure help is provided. Please ensure that you are aware of all the fire exits and do not block passageways.

DELEGATE LIST

As a sponsor you will be provided with the attendee list ahead of time to ensure you are able to plan meetings through the online networking system.

CONFERENCE APP

The conference app gives the AHIF 2019 attendees the ability to make contact with other delegates, speakers or sponsors via our website before they arrive at the AHIF 2020 Conference. If networking is the key to future business opportunities, it has never been more important to get connected and make the most of your time at the event. Delegates can locate those they wish to network with and send a message. Please note: all messages sent via the system will be scanned so that anything considered spam will be rejected. Sending a message to all participants for example, will not be possible. This service will go live one month prior to the event for fully-paid delegates, speakers and sponsors.

SECURITY

All registered Exhibitors and Delegates are required to display personal identification, i.e. delegate name badges, at all times.

Security will be present throughout the venue and individuals not displaying name badge will be refused entry into the exhibition and conference halls.

Stand contractors will be able to gain access into the building during the build-up and breakdown, it is not necessary for any additional contractor passes to be ordered.

As the Radisson Blu is open to public during the conference we recommend you do not leave any valuable equipment or belongings unattended. The organisers cannot accept liability or responsibility for loss or damage that may occur to the stands during build up / break down or during the exhibition period or anything that is stolen. Stands should not be left unattended during opening times at any point.

FREIGHT, CUSTOMS & STORAGE

The Radisson Blu will only accept any deliveries the week prior to the actual exhibition set-up day. Sponsors are responsible for organising their own shipping to and from the venue. We have appointed Mail Resource as the official freight forwarder and site handling agent for this event and they are able to provide the following services:

  • Domestic or overseas pickup and delivery
  • Customs clearance
  • Obtaining Government permits for special cargoes/temporary import
  • Sea/air transportation and transshipment
  • Site handling
  • Assistance in unpacking / re-packing & positioning of exhibits
  • Storage / return of empties
  • Re-export handling