Speaker snapshot

Exhibitor Information for Travel Distribution Summit Asia

Exhibiting will enable you to network and give a space to hold brief meetings with the high level professional attendees. The busiest times for the Expo are during the conference breaks when all the conference attendees will be in the Expo area.

CONTENT

YOUR CONTACTS

There is an EyeforTravel team working on your event:

Expo & Event Logistics/Production/Adverts:
Charlotte Davis
+44 (0) 207 375 7553
charlotte@eyefortravel.com

Event Director/Speakers:
Reece Gladstone
+61 (0) 3 9938 1201
reece@eyefortravel.com

Sales:
Paul Lane
+44 (0) 207 375 7597
paul@eyefortravel.com

THE VENUE

The Conference and Exhibition are being held in the Forum and Capitol Rooms.

You can also obtain more details from the Hotel:

Address:
Taj President, Mumbai
90, Cuffe Parade,
Mumbai,
India
400 005
Telephone: (91-22) 6665 0808
Fax: (91-22) 6665 0303
Email: president.mumbai@tajhotels.com

Venue Contact:
Vinita Roche
90, Cuffe Parade,
Mumbai - 400 005, India
Telephone: (91-22) 6665 0808
Email: Vinita.Roche@tajhotels.com

EXHIBITION FLOORPLAN

To view the floor plan and the list of exhibitors, click here

STAND ALLOCATIONS

All stand allocations will be done on a first come first served basis and can only be guaranteed once we have received a signed copy of the Exhibitor Contract. Where possible, EyeforTravel will try to give you your first choice but if this is not available we will offer you the next best alternative.

EXPO PACKAGE

The following is included in your package:

Also included is:

Additional equipment orders, Telephone and Internet Connection as well as Audio Visual equipment need to be ordered separately with the hotel and our AV contact. Please see the Exhibition Extras section below for information on how to order these.

The exhibition space is yours to do with as you choose. Some exhibitors will bring pop-up stands of their own. The only restriction is that whatever you bring must fit within your allocated space.

EXPO STAFF

As an exhibitor, you are also given Two Exhibit Staff Passes to allocate to those you intend to man your stand. Please note these do not include access to the main conference.

Please inform Charlotte Davis at charlotte@eyefortravel.com by Monday 14th September of the full name, job title and email address of the people from your company obtaining these tickets so that we can send them confirmation. If we do not receive the names by this date then there will be no badges available at the registration desk.

Should you require additional exhibit passes, these may be charged per additional person. Please contact Paul Lane on the details above for more information.

EXPO TIMES

Please find below the exhibition opening times. These may change slightly closer to the event. EyeforTravel will inform you of any changes via an email.

Tuesday 6th October
8:15am - 7:30pm

Wednesday 7th October
8:00am - 5:30pm

For your information, the busiest times will be during the coffee breaks, lunches and cocktail reception when conference attendees are able to walk the Expo floor. A timed program with exact timing of the breaks will be sent to you closer to the event

SET UP TIMES

Monday 5th October pm or Tuesday 6th October am - this is to be confirmed.

All exhibits must be set by 8:00am on Tuesday 6th October to be ready for the registration coffee break.

If you are shipping packages in advance it is advisable that you or a colleague arrives in advance, to ensure everything you have sent has arrived. It is important to bring the tracking numbers for the unlikely event a package needs be traced.

BREAK DOWN TIMES

Wednesday 7th October: 4:00pm – 5:00pm

The area must be cleared of equipment and rubbish by 6:00pm on Wednesday 7th October. Anything left after this time may be disposed of by the facility unless prior shipping arrangements have been made.

Important: In fairness to your fellow exhibitors and Expo attendees, and in the interest of maintaining the integrity of EyeforTravel exhibitions, no one will be permitted to disassemble or remove their exhibit in whole or in part prior to the scheduled beginning of break down on Wednesday 7th October.

EXHIBITION EXTRAS

AUDIO VISUAL EQUIPMENT

For all Audio Visual requests please contact:

Arif Kesury
Tel: +91 98 - 3343 5544
Fax: +91 22 - 2824 0809
E-mail: arif@rajhansav.com

NB. Additional Audio Visual Equipment will be charged extra to the exhibiting company. Please ensure you supply credit card details when placing your order.

ELECTRICAL SERVICES

If you wish to order electricity for your stand, please contact:

Vinita Roche
90, Cuffe Parade,
Mumbai - 400 005, India
Phone: (91-22) 6665 0808
Email: Vinita.Roche@tajhotels.com

NB. Electrical services will be charged extra to the exhibiting company. Please ensure you supply credit card details when placing your order.

INTERNET & PHONE ACCESS

Vinita Roche
90, Cuffe Parade,
Mumbai - 400 005, India
Phone: (91-22) 6665 0808
Email: grace.Vinita.Roche@tajhotels.com

NB. Internet & Phone access will be charged extra to the exhibiting company. Please ensure you supply credit card details when placing your order.

ACCOMMODATION

We have negotiated a preferential room rate at Taj President. This is only available until 4th September so early booking is advised. Please print out the HOTEL BOOKING FORM, and send it to the contact details given on the form.

SHIPPING

All shipping is to be organized and paid independently by the exhibitor. If you are shipping in advance it is STRONGLY ADVISED to pre-arrange for return shipping from the venue, before attending the exhibition. It is also important to bring TRACKING NUMBERS with you in the unlikely event a package needs to be traced. Please also bring all necessary packing and shipping materials with you.

It is not the responsibility of EyeforTravel to arrange shipment although we will be on hand to offer advice.

All shipping should be sent to Taj Lands End and should arrive no earlier than: (otherwise the hotel will charge a storage fee per day per delivery) and no later than: Monday 24th November

For your convenience I have created an Expo Materials Shipping Label, which must be printed out and attached to all exhibition material boxes.

COMPANY OVERVIEW & LOGO

Exhibitors each get a 100-word overview and their company logo in the EyeforTravel Show Guide.

OVERVIEW

This is strictly 100 words (no more). The idea of the overview is to simply give a brief description of your company ‘products & services’.

COMPANY LOGO

Your company logo must be saved in an EPS format and saved in outlines

Please submit your company overview together with your company logo to Charlotte Davis – charlotte@eyefortravel.com as soon as possible but before Monday 24th August at the very latest..

EyeforTravel will not be responsible if your logo and overview is not received in time or in the right format. We also reserve the right to change your company overview if it is longer that 100 words.

ADVERTISEMENTS

The Show Guide will be produced in A4 - 210mm by 290.7mm, our designer has asked that all artwork be produced to this size. Please supply electronic artwork as a Press Optimized PDF with the fonts embedded.

A COLOUR RUN-OUT OF THE AD MUST ALWAYS BE SUPPLIED WITH ELECTRONIC FILES. IF THIS IS IMPOSSIBLE A FAX IS REQUESTED TO MATCH FONTS FOR PAGE LAYOUT.

Also note the following:

If the advertisement is to cover the overall page, it should be supplied with crop marks and bleed of at least 3mm.

Delivery address charlotte@eyefortravel.com

Deadline for receiving artwork is Monday 24th August

If we do not receive your advert by the deadline stated or in the wrong format, we cannot ensure it will be in the showguide.

INSERTS FOR DELEGATE PACKS

If you have opted for an insert as part of your Expo package, please note that they must arrive at the venue during business hours by Friday 2nd October at the very latest!

Please print off the Inserts Shipping Label and attach to any packages sent to The Suntec Convention Centre.

If we do not receive the inserts by the date stated and with the attached label, we cannot guarantee they will be placed in the Expo/Conference attendee packs.

It is also important to bring the TRACKING NUMBERS with you in the unlikely event a package needs to be traced.

If you are unsure whether your package includes an insert then please refer to your contract or contact EyeforTravel directly.

INSURANCE

Whilst we will take every precaution to protect your property during the event, we are not responsible for any loss or damages and recommend that you obtain insurance coverage.

Such insurance is available through our insurer, Insurex Expo-Sure, who will be happy to provide you with a quote. You may contact Muriel Semple Tel: +44 (0) 1892 511 500

You are also responsible for insuring against any legal liability incurred in respect of injury or damage to property belonging to third parties, and you may wish to protect your investment against abandonment, cancellation or curtailment of the event due to reason beyond our control.

DEADLINES

For your convenience I have put together a Check List with exhibition deadlines. It is important that you work to these deadlines:

Accommodation

Friday 4th September

Advertisement

Monday 21st September

Company Logo (eps format)

Monday 21st September

Company Overview (100 words)

Monday 21st September

Exhibitor Extras

Monday 21st September

Standholder Passes List

Monday 14th September

Exhibition Stand Material Shipment

Friday 2nd October

Inserts into delegate packs

Friday 2nd October

FINALLY

Please remember to send any order forms (i.e. Telephone/Internet Connection, Electricity, AV etc.) and materials (i.e. Company Logo, Company Overview, Inserts etc.) by the deadlines stated. EyeforTravel cannot be held responsible for late returns.

We are very excited to have you participate in this year’s Travel Distribution Summit Asia and the team wish you the very best of success at the event.