Event Manual
This manual aims to provide all the information Exhibitors & Sponsors need to prepare for a successful event including deadlines, contacts and more.
Table of Contents:
- Accommodation
- Event Dates & Times
- Exhibition Booth Details
- General Exhibition Rules
- Key Contacts
- Key Deadlines
- Onsite Logistics
- Registration
- Shipping
- Sponsor & Exhibitor Logos
- Venue
Accommodation
We have partnered with Hyatt Regency Mexico City to bring Sponsors & Exhibitors of M360 LATAM the very best rates when attending the event.
Preferential rates available until 4 May 2023, any booking after this date is subject to availability. Please click here to see our rates and secure your booking today.
Event Dates & Times
| DATE | Exhibitors & Sponsors | Attendees |
| Wednesday, 31 May 2023 | 8:00 – 19:00 | 9:00 – 19:00 |
| Thursday, 1 June 2023 | 8:00 – 17:30 | 9:00 – 17:30 |
Exhibition Booth Details
Exhibition Booth Plus Package
| 9sqm (3m x 3m) 1x 3mW Back Wall with Branding 1x Side Wall with Branding 1x Plasma Screen 50’’ 1x Branded Lockable Counter 2x Tall Chairs 1x High Table 1x Wastebasket 1x LED Light 1x Plug Socket Basic Wi-Fi |  |
| 18sqm (6m x 3m) 1x 6mW Back Wall with Branding 1x Side Wall with Branding 1x Plasma Screen 50’’ 1x Branded Lockable Counter 4x Tall Chairs 2x High Tables 1x Wastebasket 2x LED Light 1x Plug Socket Basic Wi-Fi |  |
Artwork Specifications & Deadline
- Back Wall Dimensions:
- 9 sqm Booths: 300 cm width / 240 cm height
- 18 sqm booths: 600 cm width / 240 cm height
- Please add 10 cm to all the perimeters as bleed
- Side Wall Dimensions:
- 300 cm width / 240 cm height
- Please note, the top corner of the side wall is rounded, click here for more information
- Counter dimensions:
- Front: 80 cm width / 110 cm height
- Sides: 40 cm width / 110 cm height
- Files must be in PDF Real size 300 DPIs
- Please also provide vector format files (.AI or .EPS) for any quick modifications
- These can be provided via your preferred cloud service like dropbox, wetransfer, google drive (no passwords) to Christian Calderón at [email protected]
- Exhibition Booth Plus Artwork Submission Deadline: 15 May 2023
Additional Items
Any additional items can be ordered directly by contacting Brave Meetings at [email protected] by 19 May 2023.
Electrics
- In Mexico plug types A and B are used
- All booths and pods are provided with a single electricity socket (110V)
- Additional electricity can be purchased from the hotel by contacting Fabiola Nuñez at [email protected] and Juan Jose Quijada at [email protected]. Please also copy Estefanie Perez at [email protected] in your email
Internet
- All booths and pods are provided with basic Wi-Fi
- Additional internet connections can be purchased from the hotel by contacting Estefanie Perez at [email protected]
Set-up & Removal of Materials
- Exhibitors with an Exhibition Booth Plus would be able to access the exhibition area on Tuesday, 30 May from 15:00 to 18:00 to set-up their booth
- Removal of Materials must be completed on Thursday, 1 June from 17:30 to 21:30
Pod Package
1x Back totem with Branding
1x Plasma Screen 50″
1x Tall Chair
1x Branded Lockable Counter
1x Plug Socket
Basic Wi-Fi
Artwork Specifications & Deadline
- Plasma totem dimensions (this goes under the screen):
- 80 cm width / 200 cm height / 30 cm depth
- Counter dimensions:
- Front: 160 cm width / 110 cm height
- Sides: 40 cm width / 110 cm height
- Files must be in PDF Real size 300 DPIs
- Please also provide vector format files (.AI or .EPS) for any quick modifications
- These can be provided via your preferred cloud service like dropbox, wetransfer, google drive (no passwords) to Christian Calderón at [email protected]
- Pod Artwork Submission Deadline: 15 May 2023
Additional Items
Any additional items can be ordered directly by contacting Brave Meetings at [email protected] by 19 May 2023.
Electrics
- In Mexico plug types A and B are used
- All booths and pods are provided with a single electricity socket (110V)
- Additional electricity can be purchased from the hotel by contacting Fabiola Nuñez at [email protected] and Juan Jose Quijada at [email protected]. Please also copy Estefanie Perez at [email protected] in your email
Internet
- All booths and pods are provided with basic Wi-Fi
- Additional internet connections can be purchased from the hotel by contacting Estefanie Perez at [email protected]
Set-up & Removal of Materials
- Exhibitors with a Pod would be able to access the exhibition area on Tuesday, 30 May from 15:00 to 18:00 to set-up their pod
- Removal of Materials must be completed on Thursday, 1 June from 17:30 to 21:30
Space Only Booth
| 9 sqm Booths: 1x 3mW Back Wall (No graphics) 1x Plug Socket Basic Wi-Fi | 18 sqm Booths: 1x 6mW Back Wall (No graphics) 1x Plug Socket Basic Wi-Fi | 36 sqm Booths: 1x 6mW Back Wall (No graphics) 2x Plug Sockets Basic Wi-Fi |
Build Rules & Regulations
- Aisles: aisles must be kept clean during the build-up period
- Back Walls: back walls facing onto neighbouring booths, or onto the aisle(s), must be dressed from the rear using a plain white finish, without logos or branding. Other booths backing onto them may be of a different height
- Booth Design Submission: booth designs must be submitted to the Organiser for approval by 15 May 2023, please send them to Paula Otero at [email protected]
- Build Height: the maximum build height at the event is 240cm
- Enclosed Exhibition Booths (50% Rule):
- Visually enclosed booths are not allowed
- Exhibits and walling must be positioned in such a way as not to obstruct the view of the exhibition or adjacent booths. Under no circumstances are neighbouring stands to be visually blocked off from the rest of the exhibition
- Only up to a maximum of 50% of any open side of a stand is permitted to have a non-transparent outside wall
- Health & Safety: it is the exhibitor’s responsibility to ensure that booth construction complies with all local regulations on Health & Safety
- Safety Documentation: Risk Assessments & Method Statements must be submitted to the Organiser by 15 May 2023, please send them to Paula Otero at [email protected]
Build-up & Dismantling Times
- Exhibitors with a Space Only Booth would be able to access the exhibition area on the following dates for build-up
- Monday, 29 May from 12:00 to 18:00
- Tuesday, 30 May from 15:00 to 18:00
- Dismantling and removal of materials must be completed on Thursday, 1 June from 17:30 to 21:30
Electrics
- In Mexico plug types A and B are used
- All booths and pods are provided with a single electricity socket (110V)
- Additional electricity can be purchased from the hotel by contacting Fabiola Nuñez at [email protected] and Juan Jose Quijada at [email protected]. Please also copy Estefanie Perez at [email protected] in your email
Internet
- All booths and pods are provided with basic Wi-Fi
- Additional internet connections can be purchased from the hotel by contacting Estefanie Perez at [email protected]
General Exhibition Rules
- Aisles: all aisles must remain unobstructed and accessible at all times. Under no circumstances will any part of your booth, furniture, exhibits or displays be allowed to project beyond the boundary of your stand
- Contractors: Contractors needing access to the venue during Event Days must register for an Event Badge. Please click here to see Registration information
- Exhibition Booths Damages: exhibitors with Exhibition Booth Plus or Pod Packages must return the booths/pods and furniture in the same condition as they were received
- Giveaways & Promotional Material:
- Exhibitors are asked not to place stickers, signs or posters anywhere in the venue other than within their own booth and on paid advertising sites
- Exhibitor’s representatives may not distribute promotional literature, brochures, invitations etc. along the aisles or near the entrance/exits. Such activities are to be confined within the booth boundaries
- Build-up/Set-up Times: exhibitors, their agents and employees may enter the exhibition area during their allocated set-up times for the sole purpose of preparing their booth
- Venue Damages: no screws, nails, pins or other fixtures may be driven into any part of the exhibition premises, including walls, floors and columns. Should there be any damage, the exhibitor will be liable for repair costs
Key Contacts
Jeffrey Molina Diaz | Account Manager. [email protected]
Valentina Redolfi | Sponsorship Manager. [email protected]
Paula Otero | Senior Project Manager, Operations. [email protected]
Key Deadlines
- Monday 1 May 2023 – Confirm Internation Shipment
- Thursday 4 May 2023 – Book your Accommodation
- Monday 15 May 2023 – Send Artwork for your Booth/Pod
- Friday 19 May 2023 – Order any Additional Furniture
- Monday 15 May 2023 – Submit Stand Design (Space Only Booths)
- Monday 15 May 2023 – Submit Risk Assessment & Method Statement (Space Only Booths)
Onsite Logistics
Access to the venue with boxes or materials
- The access door to enter the venue with boxes or materials is located after the revolving. doors of the main entrance to the Hyatt Regency Mexico City
- Access through this door is managed by Security
- Anyone needing access must present an official ID with photo, e.g. INE (Mexico), Passport, etc. to the Security personnel
- A list of all materials must also be presented to the Security personnel
Freight Lifts:
- For Exhibitors/Contractors bringing a large number of materials, there are two freight lifts available in the venue
- For material over 3.5m, there is only one specific lift that can be used
- Exhibitors/Contractors must contact Paula Otero at [email protected] by 15 May 2023 to arrange the use of any freight lift
Registration
All Attendees, Exhibitors and Contractors must register online for the Event Badge.
Exhibitors and Contractors must use a registration code to register – please contact Paula Otero at [email protected] for your unique code.
Your Event Badge will be available digitally via your registration account just before the event.
To access the event, you will need to log into your registration account to access and display your digital badge on a mobile device. Alternatively, you can bring your pre-printed badge. Further information will be emailed to you prior to the event.
Shipping
International Shipping
For international shipping, please contact our Official Supplier EF-GSM by Monday 1 May 2023.
Contact Details
Contact: Roger Bowman
Email: [email protected]
Domestic Shipping
For domestic shipments, please send your deliveries to the Hyatt Regency Mexico City using the details below.
CONTACT: Paula Otero
EVENT: GSMA M360 LATAM, 31 May – 1 June 2023
COMPANY NAME: please add your Company Name here
ADDRESS:
Hyatt Regency Mexico City
Campos Eliseos No. 204 Polanco Chapultepec
MEXICO CITY,
C.P. 11560, MEXICO
Please note:
- Please ensure that any items that are sent to the venue are correctly labelled and include your company name, so that they can be easily recognised
- Due to limited storage space, there is a maximum of 2 boxes per Sponsor/Exhibitor that can be stored at the venue. Should you need to send more than two boxes, please contact Paula Otero at [email protected]
- The venue will only be able to accept the deliveries from 29 May 2023
- All deliveries should be done between 09:00 to 17:00 Monday to Friday. Packages will be delivered at the Concierge Desk
- All items must be collected within 2 days after the event from the Concierge Desk
- The hotel is not responsible for loss or damage of any stored items
- The hotel has the right to refuse storage of items in case security check will categorize them as perishable, high risk, illegal etc.
Sponsor & Exhibitor logos
Sponsor and exhibitor logos are applied to various printed and digital platforms. To ensure the best possible display, we ask all sponsors and exhibitors to submit the following logo formats and URL links.
Please send directly to Valentina Redolfi at [email protected]
- Vector format logo
High-quality scalable file examples: EPS, AI, PDF, TIFF; High-resolution (300dpi) - JPEG or PNG logo file (in high resolution)
- URL
The link you wish to direct visitors to from your logo on the event website
Venue
M360 LATAM will take place at the Hyatt Regency Mexico City hotel. Please click here for more information.
