Important Deadlines

Item	Description	Deadline
Logo & Company Description	Please send your logo in both high resolutions .jpeg AND vector-based illustrator .eps formats. Along with 100-word description of your company	ASAP
Speaker pic & Bio Admin Form (if applicable)	Please complete/review your Speaker Requirements Form HERE indicating any special AV needs and recording preferences. Please note, this is only applicable if you have a speaking slot in your package.	ASAP Final deadline - Friday 6th March
Exhibit Information	On reply to your 'Sponsor Welcome Pack Information' email, please fill in the details regarding your exhibit. This will help our team better prepare for set-up.	ASAP Final deadline - Friday 6th March
Attendee Registration	Fill in the details for your first attendee, and click SAVE & CONTINUE, then Click + Add Another Delegate, and fill in the required fields, and repeat this step until all of your passes are allocated. Insert your personalised discount code - this will zero the costs, for the passes that are included in your contract. Click 'Proceed to Checkout'. this will then prompt you to fill in your Company Information.	ASAP Final deadline - Friday 6th March
Dietary Requirements	Advise of any dietary requirements to: rebecca.olley@iqpc.co.uk	ASAP
Conference Presentation (if applicable) NB. Slides are not required for an IDG or panel	It is extremely helpful for us to have a copy of your presentation slides submitted before the event. If you make any changes to the presentation, an updated version can be brought with you and updated at the conference, preferably via USB If your presentation file is larger than 4MB, please use a file share site such as https://www.wetransfer.com rather than sending it by email	Monday 16th March WE WILL NOT SUBMIT ANY PRESENTATIONS TO AV AFTER THIS DATE

Set Up Information (applicable for exhibitors)

*A floor plan for the exhibition room will be shared at a later date.

Set-Up

Exhibition set-up will take place on Monday 23rd March from 1800.

You are welcome to set up in the morning of Tuesday 24th March from 0700, however your stand must be ready when registration opens at 0730.

Included in your package:

• Black clothed trestle table & x2 chairs.
• Basic power
• WIFI

Breakdown

Breakdown will take place on Wednesday 25th March from 1545. Any materials that your have at your exhibition space must be collected by your courier up to one day post-event.

*You are entirely responsible for the delivery and collection of your materials, and for the erection and dismantling of any exhibit materials, banners, signage etc. IQPC takes no responsibility for any loss or damage.

Additional Requirements

Any requirements you have must be communicated to rebecca.olley@iqpc.co.uk prior to the event.

Power, telephone lines, monitors, power strips, adaptors, screens will NOT be available to hire on the day unless ordered and paid for in advance.

Enhance Your Stand

To make your stand look its absolute best, we have been working with a trusted supplier to offer a range of exhibitor packages tailored to meet your needs and to make your space stand out.

You'll have the option to choose from different packages that suit your style and budget, and their team will handle the setup to make sure everything runs smoothly.

If you're interested in learning more or exploring available packages, please email rebecca.olley@iqpc.co.uk

Shipping Information

Delivery Location & Instructions

You are welcome to arrange deliveries up to 1 day prior to your event and collections up to 1 day post event.

All items MUST be sealed and labelled as shown below:

To: Alicia McMonagle/Your Name/Event Title and Date/Registration or Stand Name

Cavendish Venues, The Minster Building

21 Mincing London

EC3R 7AG.

Located by the main (south) entrance off Great Tower Street All deliveries and collections are to be made on Monday- Friday from 9am to 5pm.

Please note the venue does NOT accept deliveries on pallets or with excessive weight requiring more than 1 person to lift/move the item.

Reasonable size deliveries can be delivered through the Main Entrance with the Cavendish Logo across the door located on the Mincing Lane or It can be delivered to North Reception in Minster Building.

Please note there is a slope located by the North Reception if you need to wheel anything up. Larger & Heavier deliveries can be transported through the Minster Building Loading bay, please enquire for more information if necessary.

The Hotel & IQPC will not be responsible for any items left on site.

Speaker Guidelines (applicable If you have a speaking slot)

Delivering a presentation at a Defence iQ conference gives our audience a chance to listen to and discuss your experiences, and benefit from your solutions. We hope it also gives you a chance to meet your peers and take advantage of the networking and learning opportunity the conference provides.

We hope that the following points will assist you in making your session as successful and enjoyable as possible.

Presentation Preparation

• Less is more! Your slides should reflect the most important points and information you are presenting.
• Use bold colours that are easy to read and legible from the back of the room.
• Explain any acronyms or terms used within your presentation. Defence iQ conferences attract delegates from a vast international arena who may not be familiar with certain terms.
• Vary your presentation; incorporate videos and pictures as well as your PowerPoint presentation.
• Unless you are the first speaker, please avoid reintroducing the conference topic; this has historically been cause for complaint from our delegates. Prepare your session while bearing in mind what other speakers may also be covering, in order to avoid overlap wherever possible.
• The most important point. People are always interested in a nation or organisation's systems or capabilities, but these are often things they can learn over the internet. The most appreciated presentations are always those which give a personal perspective of challenges, provide key lessons learnt from personal experience, or look towards personal goals and priorities for the future.

Panel Discussion Preparation

There are no slides to prepare as a panellist! Just look out for the email from Blessing, the Event Director, pre-conference which will introduce you to your fellow panellists and include the moderators' questions.

On The Day

• Defence iQ staff will introduce you to the Audio-Visual Technician and to the Chairperson when you arrive.
• Please aim to arrive no later than the break before your presentation begins so that our Audio-Visual Technician can run through the presentation with you briefly to ensure that you are happy with it.
• Before their presentation each speaker will be introduced by the Chairperson who will give a short introduction using the biography you have provided, and the presentation topic. It is during this introduction that speakers will make their way to the podium.
• Each speaker has been allocated 30 minutes for their presentation (unless otherwise agreed). This time includes your presentation and up to 5 minutes of questions from the audience.
• Speakers will be able to control their presentation via a remote control provided on stage, with an inbuilt laser pointer. In the case of technical difficulties, AV staff will be able to control the computer system remotely to ensure the problem is solved immediately.

Venue & Accommodation

Group Rate: We have partnered with HotelMap to offer discounted rates at nearby hotels, please reserve your room by clicking on this reservation link: https://HotelMap.com/MFX9S

Please note: IQPC will never recommend, approve or appoint any third-party rooming service to act on our behalf. Please be extremely wary if you are approached by any such companies. We will always endeavour to negotiate the best available rates for you so please use the Hotel's website link provided.

Directions to the venue

The nearest tube stations are Bank, Monument & Tower Hill . The nearest train station and overground station is Fenchurch Street, Cannon Street. For further information visit this website.

Cavendish Venues, The Minster Building

21 Mincing Ln

London

EC3R 7AG

Group Rate: We have partnered with HotelMap to offer discounted rates at nearby hotels, please reserve your room by clicking on this reservation link: https://HotelMap.com/MFX9S

Please note:

IQPC will never recommend, approve or appoint any third-party rooming service to act on our behalf. Please be extremely wary if you are approached by any such companies. We will always endeavour to negotiate the best available rates for you so please use the Hotel's website link provided.

Directions to the venue

The nearest tube stations are Bank, Monument & Tower Hill . The nearest train station and overground station is Fenchurch Street, Cannon Street. For further information visit this website.