Frequently Asked Questions
Welcome to the Sponsorship & Exhibit Frequently Asked Questions. This page was created to further assist our clients by providing simple answers to questions that we receive quite often. We have divided this page into two sections in order to help
you find the answers you are looking for more quickly. If your company has already signed on to exhibit at The Clinical Trial Innovation Summit 2020 and you have some questions regarding the event, click the "Current Exhibitors FAQ". If your company is considering
an exhibit space, the "Prospective Exhibitors FAQ" will be a valuable resource to learn more about the conference and what exhibiting will entail.
Current Exhibitors FAQ | Prospective Exhibitors FAQ | Hotel & Travel FAQs
Current Exhibitors FAQs
Current Exhibitors Please Note: If not using the preferred shipper of the General Contract/Exhibit Services Company (e.g. Freeman/Maxum), your shipping company will have a certain window of time in which your booth and materials need to be picked up at the loading dock. Failure to do will result in your booth being shipped back to the General Contractor warehouse, wherein you will be charged a storage fee.
What are the exhibit hall hours including setup and tear down?
Refer to exhibit schedule on the Exhibit Services page.
When will the exhibitor kit be ready?
The exhibit kit will be ready 8-10 weeks prior to the event through the online Sponsor & Exhibitor Portal (accessible to the primary point-of-contact
from your company).
How do we order furnishing, electricity and other items for out booth?
Order forms can be found in the Sponsor & Exhibitor Portal, under the Exhibitor Services tab and on the Freeman website. The exhibitor forms will be available 8-10 weeks prior to the event.
How do I find furniture pricing?
Please log into the Freeman website for pricing.
How do I order Electric/AV/Internet?
Order forms can be found in the Sponsor & Exhibitor Portal, under the Exhibitor Services tab. The exhibitor forms will be available 8-10 weeks prior to the event.
When is the advance rate deadline for discounts to rent items needed for my booth space?
Please log into the Sponsor & Exhibitor Portal and the Freeman website for advanced rate pricing.
Who are the authorized service providers?
Freeman
What is my exhibit booth number?
You can find your exhibit booth number by viewing the floor plan.
Where do I find the shipping information for booth materials?
Shipping information can be located in the Sponsor & Exhibitor Portal, under the Exhibit Services page.
How many personnel comps do we have with our contract?
Exhibitors receive one “main conference registration.” which includes access to the main conference sessions, but excludes access to symposia, training seminar and short courses. Exhibitors also receive one booth only registration.
If you are a sponsor, please refer to your sponsorship contract.
How do I register our personnel?
Log into the Sponsor & Exhibitor Portal, to register your complementary attendees.
How do I purchase additional conference and exhibit-only registrations?
Exhibitors and sponsors can purchase additional conference passes at a significantly discounted rate using the Sponsor & Exhibitor Portal. Please contact Haley Jones at hjones@cambridgeinnovationinstitute.com to have additional exhibit-only passes added to your record in the Sponsor & Exhibitor Portal.
How many attendees are expected?
250+ attendees are expected.
What are the registration hours?
The registration hours will be determined in the near future. Stay tuned.
Where do I pick up my badge?
When you arrive onsite please follow signage to the registration desk. Provide your name, company name and/or receipt to the people at registration desk. They will provide you with your badge and program materials.
When are the marketing deadlines (conference brochure & program guide inclusion)?
Final Printed Brochure Deadline - November 11
Exhibit Savings Deadline - February 14
Program Guide Deadline - TBD
What is the policy regarding Food/drinks at my booth?
Food and drinks provided by the in-house catering company are allowed at your booth during the conference. To view the menu and order form, visit the Sponsor & Exhibitor Portal.
What is included with the booth space?
Exhibit space includes 8’ (deep) x 10’ (wide) area marked by pipe and drape. Carpeting (required), furniture, electricity and other services are not included with your booth space but can be ordered through the exhibit services
kit.
Is the exhibit hall carpeted?
No carpet is provided in the exhibit hall- the floor is cement. All Exhibitors are required to carpet their booth. If you do not order carpet ahead of time it will be added on site and you
will be charged accordingly.
Is there Wi-Fi in the hall?
Yes, WiFi will be available within the exhibit hall.
Are children allowed in the exhibit hall?
No, children under the age of 18 are not allowed in the exhibit hall.
What is the co-op marketing program?
A CHI cooperative mailing is an email campaign sent from you (the sponsor) or CHI on your behalf, to your list of contacts/prospects. We would be promoting your participation at the event and offering a discounted rate (on your behalf) for
your prospects to attend the conference.
How do I go about executing a co-op marketing campaign?
Contact our Marketing Manager,
James Prudhomme: jprudhomme@cambridgeinnovationinstitute.com.
Do we obtain access to the list of attendees?
No, per CHI policy we do not provide an attendee list. For larger events, sponsors and exhibitors are allowed to do a physical mailing pre and/or post conference via a third party mail house, upon signing a mailing list agreement. Please contact
Elaine Eskedal (eeskedal@cambridgeinnovationinstitute.com) for details on accessing the delegate mailing list.
How do I contact conference participants and schedule appointments prior to the event?
There
are three methods to reach attendees in advance:
1) Pre-conference physical mailing (please see details above)
2) CHI's IntroNet program:
- Registered attendees will be able to set appointments
with other conference attendees in advance of the event using the online IntroNet program. Instructions will be sent to registered attendees by E-mail approximately three weeks in advance of the event.
3)Corporate Sponsor 1-2-1 Meetings
program:
-This is the best way to guarantee a set of 6-8 "one-on-one" meetings with your top prospects selected by you from the pre-registration attendee list. Please contact your Sales Manager for more details of this sponsorship
program.
How will I be notified about my Space Assignment appointment for next year?
An email will be sent out a week prior to the event with your appointment time listed. Once onsite, you will also receive a packet onsite with a reminder card listing your time. You show up to your appointment and reserve your booth and/or
sponsorship.
For additional questions from current exhibitors regarding Clinical Trial Innovation Summit, please contact:
Current Exhibitors FAQ | Prospective Exhibitors FAQ | Hotel & Travel FAQs
Prospective Exhibitors FAQs
With whom do I speak regarding exhibiting or sponsoring?
How many attendees are expected?
250+ attendees are expected. Refer to the sponsor and exhibitor prospectus for attendee demographics and a list of past exhibitors and sponsors.
What are the exhibit hall hours including set-up and tear-down?
Please refer to exhibit kit.
When are the marketing deadlines (conference brochure & program guide inclusion)?
Final Printed Brochure Deadline - November 11
Program Guide Deadline – TBD
When is the exhibit deadline?
Advanced Rate Exhibit Deadline - Friday, February 14
Beyond the Advanced Rate Exhibit Deadline there is no other deadline per se, but exhibit halls at many of CHI events sell out. Booking early will help ensure you secure a prime space. Exhibiting companies should also be mindful of
the final agenda (print) deadline as well as the program guide deadline.
Is there a breakdown of the attendee list (e.g. track breakdown, region)?
Please refer to the sponsor and exhibitor prospectus for attendee demographics.
How much does it cost to exhibit, what’s included and what are the policies?
Please refer to the exhibit agreement and/or contact the sales manager(s).
What is the co-op marketing program?
A CHI cooperative mailing is an email campaign sent from you (or CHI on your behalf) to your list of contacts/prospects. We would be promoting your participation at the event and offering a discounted rate (on your behalf) for your
prospects to attend the conference.
Do we obtain access to the list of attendees?
No, per CHI policy we do not provide an attendee list. For larger events, sponsors and exhibitors are allowed to
do a physical mailing pre and/or post conference via a third party mail house, upon signing a mailing list agreement. Please contact Elaine Eskedal (eeskedal@cambridgeinnovationinstitute.com)
for details on accessing the delegate mailing list.
How do I contact conference participants and schedule appointments prior to the event?
There are three methods to reach attendees in advance:
1. Pre-Conference physical mailing (please see details above)
2. CHI's IntroNet program
-Registered attendees will be able to set appointments
with other conference attendees in advance of the event using the online IntroNet program. Instructions will be sent to registered attendees by E-mail approximately three weeks in advance of the event.
3. Corporate Sponsor
1-2-1 Meetings program
-This is the best way to guarantee a set of 6-8 "one-on-one" meetings with your top prospects selected by you from the pre-registration attendee list. Please contact your Sales Manager for more
details of this sponsorship program.
I may be interested in sponsoring, how do I locate sponsorship programs?
Please contact the conference business development manager to discuss our customizable sponsorship packages.
Is there an opportunity to add a podium presentation to my sponsorship package?
Yes, there are a limited number of sponsored podium slots within each scientific agenda. Opportunities sell out within many of the programs.
Do you offer content lead generation programs? Can these be included in my exhibit or sponsorship agreement?
Yes, we offer various content marketing programs which include lead generation: Webinars, Whitepapers, Market Surveys and Podcasts. Yes, we can
bundle lead generation program into your conference sponsorship and exhibit agreement.
Current Exhibitors FAQ | Prospective Exhibitors FAQ | Hotel & Travel FAQs
Hotel & Travel FAQs
How do I book my hotel?
Please refer to “Travel” page on the conference website. Please contact the hotel directly, CHI does not utilize any third party booking service.
Please call the hotel directly to reserve your sleeping accommodations. You will need to identify yourself as a Cambridge Healthtech
Institute conference attendee to receive the discounted room rate with the host hotel. Reservations made after the cut-off date or after the group room block has been filled (whichever comes first) will be accepted on a space-
and rate-availability basis. Rooms are limited, so please book early.
When is the hotel discount deadline?
Refer to “Travel” page for deadline cutoff
New to exhibiting? Here are some helpful links to help you learn more.
http://www.iaee.com/
http://www.exhibitoronline.com/
http://www.hcea.org/
For additional questions regarding Clinical Trial Innovation Summit please contact: