Exhibitor Manual

Europe's Leading Digital Transformation for Insurance Event


Speaker / Exhibitor Video Interview - ASAP
Digital Exhibition Page Materials - 10th November
AV Orders - 4th November
Accommodation Rate Deadline - 10th November

Expo Stand Plan Form

All exhibitors should please complete the following form:

The Venue

Venue Address

Novotel London West,
International Ctre,
1 Shortlands,
W6 8DR
Insurance Transformation Summit will take place on Level 1 in the Champagne Suite.

Event Opening Times

0800 - Venue Open to Exhibitors
0900 - Doors Open to All Delegates
0920 - Conference Start Time


Onsite parking is available underground at the hotel but can be limited.
Charges are as follows:
£1.50 / Hour - Hotel Guests
£3.50 / Hour - Non Hotel Guests


A special booking rate has been negotiated with the Novotel of £159 for Bed and Breakfast.
For those guests wanting to secure a room, you will be required to phone the hotel direct.
The reservation booking number is +44 (0) 208 237 7477 / +44 (0) 208 237 7407
Please state that you are part of the MoneyNext event - Insurance Transformation Summit.
This rate is valid until the 10th November.

Exhibitor Shipping and Storage

Materials can be sent direct to the Novotel for storage ahead of the event opening.
Please ensure these do not arrive before the 21st November.
All materials should be very clearly labelled with the following label:

Badge Collection

Arriving in the foyer outside the event hall (level 1 champagne suite), you will be directed to the relevant registration desk to print your badge.
You will need your ticket barcode to print your pass from one of the automated terminals.
Please then collect your badge and a lanyard and make your way inside.
If you cannot find your barcode, then please ask one of our team members for help.
If you are an exhibitor then please let a member of the registration team know so they can introduce you to the floor manager.
You will be asked for your stand number and will be directed to your allocated table top space.



Please find below a link to the event floorplan.


Exhibitors are asked to provide 1 x pop-up roller banner.
We will provide 1 x high table and 2 x high stools.
All exhibitors will have the same size space and there will be little difference in the position of stands on the floor.
Should you want to run demos from a screen or laptop, then these will have to be placed on the high table.
Should you not want to use the table and chairs then we can have this removed.
With the level of delegate interest in the show, we need to ensure we have enough room for attendees to move around the floor and interact with exhibitors as comfortably as possible.
There will be no extra space available.
We will not be able to accommodate varying banner sizes.


All literature should be distributed from your exhibition stand unless agreed with the onsite team prior to the event.
If you plan to ship materials direct to the venue, please include this on the "Stand Plan Form" or let a member of the organiser team know so that we can ensure these materials are on your stand for your arrival.

Lead Capture

Lead capture scanners will be made available for each exhibitor to use.
We will cover the hire fees associated with these for you.
1 scanner for each exhibitor will be available to collect from registration.
Leads will be made available to you within 48 hours of the show finishing.

Audio Visual Equipment

AV equipment is available to hire from our AV supplier.
Please note - the deadline to order this is the 4th November.
To place an order, please download and fill in the Exhibitor AV Equipment Order form below and email to NovotelLondonWest@encoreglobal.com

Internet Connections

Good quality WiFi will be available throughout the venue.
Should you require cabled internet to run demo’s etc, then please let a member of the team know by including this in your "Expo Stand Plan Form."


1 x plug socket can be provided with each table top stand.
Please mark on the Exhibitor Stand Plan Form if you will need this or not.

Build Times

Exhibitors can access the venue from 0800 on the 24th November.
The show will open to the public at 0900.
The organiser team will be on hand to help support where possible but all exhibitors are asked to ensure their stands are ready for opening.

Break Down

Breakdown of exhibition stands can commence from 1700 or as soon as the majority of attendees have left the building and as agreed with the organiser team.
Given the very simple nature of all stands, this should be a very easy exercise allowing for all exhibitors to leave promptly.
Please ensure your roller banner is taken away from the venue or collected. The venue will charge for any waste left behind.


Refreshments will be available to all attendees throughout the event.

Digital Exhibition Page

Please provide the following by the 10th November for inclusion on the digital exhibition page:
- Whitepapers, articles, blog posts and/or video links to relevant information for our Insurtech audience
- Short video of who you are - we will co-ordinate the filming of this with you and edit on your behalf
- The LinkedIn profile links of your representatives who will be present at the show.
Please send the above materials to:
Mark Johnstone
Event Director

Marketing and Networking

Target Delegate Lists

Share with us exactly who you want to meet at the show.
Our marketing team will research and invite them to attend, on a complimentary VIP ticket.
To do this, send us an Excel list with as much detail as possible, - but at a minimum, job title and company.

VIP Invitations

In the same way that we can invite delegates on your behalf, you and your team are welcome to take a proactive approach to this and invite any insurers you would like to attend.
We can provide a unique link for you to send out including registration form.
We can share the registrations and details of who has used it prior to the show.
Please remember - the complimentary pass is only for insurance companies and not to just be distributed widely for anyone to use.

Video Interviews

We will be filming Q&A programmes with speakers and partners in the run up to the show.
These will be distributed through LinkedIn, Twitter, Youtube and through the event website.
The sooner we can film these the better.
If you are waiting to confirm your speakers diary, then we could also interview a member of your team to get some content to use ahead of their inclusion on the programme.

Social Engagement

The videos that we create and content we produce always works best if we can engage with your team on it to promote.
If you have a social media contact you would like us to liaise with on our comms plan, then please let us know.
We can then share links to posts with them to ensure maximum coverage and engagement.

Polaroid Wall

Each attendee will be asked to have their photograph taken as they enter Insurance Transformation Summit which will then be pinned to a board. Attendees can then identify one another as they appear on the day.

Networking Drinks

A networking drink reception will be held immediately after the conference. All attendees will be invited to join this and continue the days discussions in a less formal atmosphere.
Further details will be made available shortly and an invite issued.

Further Questions

If you have any further questions or if you would like to set up a call to discuss the marketing at the show, please contact:
Mark Johnstone
Event Director