EXHIBITOR MANUAL
As a sponsor in this year’s program, our number one priority is to deliver you an outstanding event experience, resulting in more opportunities for networking, brand visibility and lead generation than ever before.
Below you will find information and links that will prepare you for the B2B Marketing Exchange West. Please read carefully through each section, and let us know if you have any questions.
Sales
Associate Publisher – Vito Salvatore [email protected]
Operations
VP, Event Operations – Tim Berry
[email protected]
Exhibitor Services
National Service Center
(800) 801-7648
International: +1 (702) 515-5970
Monday – Friday 6:00 AM – 4:00 PM PST
Event Schedule
Exhibitors may not set up or tear down outside of the specified times without approval from Show Management.
Exhibitor Move In and Move Out
Exhibition set up hours:
Sun. Feb. 23, 2025 3:00 PM To 6:00 PM
Mon. Feb. 24, 2025 8:00 AM To 11:00 AM
Exhibition break down:
Wed. Feb. 26, 2025 1:30 PM To 6:00 PM
Marketplace Hours
Monday, February 24:
12:00 PM – 5:30 PM
Registration Opens: 8:00 AM
Marketplace Opens: 12:00 PM
Lunch: 12:00 PM – 1:00 PM
Opening Reception: 6:30 PM – 8:00 PM
Tuesday, February 25:
8:00 AM – 6:30 PM
Registration: 8:00 AM – 5:00 PM
Breakfast: 8:15 AM – 9:15 AM
Lunch: 12:30 PM – 1:45 PM
Networking & Drinks Reception in the Marketplace: 4:45 PM – 6:15 PM
Wednesday, February 26:
8:00 AM – 1:30 PM
Registration: 8:00 AM – 1:00 PM
Breakfast: 8:00 AM – 9:00 AM
Lunch: 12:00 PM – 1:15 PM
Booth Space
View the Marketplace Floorplan:
The Marketplace will be at the Phoenician Luxury Collection Resort Scottsdale.
Included With Your Booth Space:
- Booth Size: 16’w x 8’d
- Booth Backdrop: 10’w x 8’h (will be assembled for you prior to arrival)
- Wastebasket: 1
- Lead Retrieval: 2
- Shared Wifi (no charge)
- Facility Carpeted: Yes
- Booth Size: 8’w x 8’d
- Booth Backdrop: 5’w x 8’h (will be assembled for you prior to arrival)
- Wastebasket: 1
- Lead Retrieval: 2
- Shared Wifi (no charge)
- Facility Carpeted: Yes
- Booth Size: 8’w x 8’d
- Booth Backdrop: 2.5’w x 8’h (will be assembled for you prior to arrival)
- Wastebasket: 1
- Lead Retrieval: 1
- Shared Wifi (no charge)
- Facility Carpeted: Yes
- Booth Size: 8’w x 8’d
- Booth Backdrop: 24″ Pull Up Banner Stand (will be assembled for you prior to arrival)
- Wastebasket: 1
- Lead Retrieval: 1
- Shared Wifi (no charge)
- Facility Carpeted: Yes
NOT Included With Your Booth Space:
Please click the links below to order items for your booth which are not in your package.
This includes:
- Furnishings – GES
- Booth backdrops are included with your booth packages. Anything extra (tables, chairs etc.) must be ordered via GES.
- Audio/Visual – Encore
- Electrical – Encore
- Internet – Basic conference WiFi is available for all B2B Marketing Exchange West attendees. Power connection must be ordered separately.
- Food & Beverage – No outside food and beverage at the venue is permitted. If you are interested in hosting catering at your booth onsite, please contact Tim Berry for more details.
Booth Storage Instructions:
There will be a draped-off area of the Marketplace where you can store boxes and materials for later use. GES will be onsite and can dispose of any empty boxes you do not need.
Order Additional Lead Retrieval Licenses
Please note: Sponsors with a Bronze or higher package have 1 or 2 lead retrieval licenses included in their agreement. Please consult your contract to determine if you would like to order additional licenses.
Exhibitor A/V Order Form
Please note: Basic conference WiFi is available for all B2B Marketing Exchange West attendees. Power connection must be ordered via the Encore Exhibitor Kit.
Important Deadlines
AS SOON AS POSSIBLE
- Reserve Your Hotel Room – SOLD OUT
- Logo(s) Due
- Upload Your ABM List
FRIDAY, NOVEMBER 29:
- Register Your Team
- Please note: Register via your Cvent Sponsor Portal*
- *Please note: Speaker Profile and Session Title & Abstract are required for Title, Platinum, Gold and Industry Insider Sponsors only
MONDAY, DECEMBER 2:
- Submit Your Speaker Profile Form*
- Your Session Title and Abstract are due*
- Please email to [email protected]
- *Please note: Speaker Profile and Session Title & Abstract are required for Title, Platinum, Gold and Industry Insider Sponsors only
FRIDAY, DECEMBER 13: Deadline to Submit Booth Backdrop Artwork
TUESDAY, DECEMBER 31: Deadline to Submit Your Complimentary Pass List
MONDAY, JANUARY 20: Deadline to Submit Your Certification Course Description
- Please note: This is optional for Title and Platinum Sponsors only
TUESDAY, JANUARY 21: Advance shipments may begin arriving at warehouse*: 8:00 AM
MONDAY, JANUARY 27: Upload Your Certificate of Insurance to the Sponsor Portal
FRIDAY, JANUARY 31: Deadline to Submit Your After Hours Sponsored Event
- Please note: This is optional for All Sponsors
MONDAY, FEBRUARY 3: Order Your Booth Furniture
MONDAY, FEBRUARY 10:
- Submit Your Presentation Slide Deck
- Please email to [email protected]
- *Please note: Speaker Profile and Session Title & Abstract are required for Title, Platinum, Gold and Industry Insider Sponsors only
FRIDAY, FEBRUARY 14:
WEDNESDAY, FEBRUARY 19: Last day for Advance Shipments to arrive at Warehouse without surcharges* 3:00 PM
*All inbound carriers must check in by 2:00 PM to be guaranteed same day unloading. Loading docks become busy and cannot always accommodate late afternoon arrivals due to heavy congestion.
Pass Registration
You are entitled to a certain number of complimentary registration passes per your agreement. If you are unsure how many passes you have used or what comes with your package, please contact your designated #B2BMX East Account Representative.
Complimentary Passes for Booth Staff Members
DUE: As soon as possible
The primary contact from each company will receive a unique activation link and complimentary Staff passes for the event. The number of codes you recieve will be dependent on your sponsorship level.
Please note:
- If you have any changes to your registered passes, please email changes to TBD
Speaker Passes
DUE: As soon as possible
Speakers will receive a complimentary pass for the event.
Sponsors, please DO NOT use your complimentary passes to register speakers.
The Content Director – Klaudia Tirico will be contacting all speakers directly with further information about their participation.
Complimentary Passes for Top Tier Prospects
DUE: TBD
*Process needs to be ironed out. Once we know the process, we will update this copy.
Shipping, Drayage & Material Handling
For shipping information, instructions and pricing through GES please click HERE.
*Please note: You must be logged in to your GES portal to view shipping information.
All packages must be sent through GES Advanced Warehouse between Tuesday, January 21 – Wednesday, February 19.
*Please note: Shipments arriving before Tuesday January 21 will incur a storage fee. Shipments arriving after Wednesday, February 19th may incur an additional charge. Please refer to the Material Handling/Drayage Services page for more information.
*All inbound carriers must check into the warehouse by 2:00 PM to be guaranteed same day unloading. Loading docks become busy and cannot always accommodate late afternoon arrivals due to heavy congestion.
Shipping to the GES Advance Warehouse
No Return to Warehouse at Close of Show Notification:
All exhibit materials will need to be shipped out direct from show site. If you use a carrier other than the official show carrier and they fail to pick up your shipment at showsite, your shipment will be re-routed to the destination on Bill of Lading.
Advance Shipment to Warehouse
GESB2BMX
Exhibiting Company Name
Booth #
1500 South 91st Avenue Suite 101
Phoenix, AZ 85353
United States of America
Shipments should arrive on or between business days:
Tuesday, January 21, 2025 – Wednesday, February 19, 2025
No Shipments Will Be Accepted Onsite
All exhibit materials must be sent in advance to the GES warehouse. Direct to exhibit site shipments will not be accepted at the Phoenician. the Phoenician does not have the capabilities to receive nor does it have adequate storage space for Exhibitor materials. Any materials shipped to the the Phoenician will be consigned to GES and the exhibiting company will be billed the appropriate material handling charges by GES.
Outbound Shipments Direct From Exhibit Site
Phoenician Luxury Collection Resort Scottsdale
6000 East Camelback Road
Scottsdale, AZ 85251-1949
United States of America
Outbound Shipment Dates:
Wednesday, February 26, 2025 1:30 PM To 6:00 PM
Advance Shipment to Warehouse
Please send booth material shipments to the GES Advance Warehouse – DETAILS HERE
To print show site self-service labels, click HERE
To request pre-printed outbound labels, click HERE
GES Exhibitor Resources
Please visit the GES Exhibitor Resources Page below for good reads, featuring topics to help maximize your #B2BMX West experience:
- Easy Online Ordering,
- Exciting Exhibitor Trends,
- A Guide to Tradeshow Shipping, Freight & Material Handling,
- And more!
Please review this information carefully to help you and your team feel confident in your sponsorship at #B2BMX West.
Lead Retrieval
Lead Retrieval will be available through TBD to all sponsors and sponsors at no extra charge.
Lead Retrieval Setup
TBD
Your Full Lead Report
TBD
Official Event App
It’s time to customize your sponsor hub in the event app’s digital marketplace!
Click on the link below to get started customizing your booth, adding additional team members and exploring the event app!
Attendees will have access to view the marketplace and your hub on Friday, September 13 so you’ll want to make sure your brand hub is looking great by then!
Need help getting started?
Accommodation
#B2BMX West 2025 Room Block
Please visit our Official Housing Link, powered by EventSphere, to view rates and links to make your reservation.
Rooms are limited and the discounted rate will expire in advance, so please book as soon as possible.
Looking to Share Your 2024 B2B Marketing Exchange East Attendance on LinkedIn?
Post your about Sponsorship at #B2BMX East!
Click Here to Share Your Attendance at #B2BMX East!
(Can we link these to feathr or a PPT dec with copy resources for sponsors or a direct link to LinkedIn?)
Exhibiting Sustainably
At Informa Connect, we have an ambition to become a champion of sustainability within our business and across the specialist markets we serve.
As part of our FasterForward programme, we have committed to a series of specific and ambitious goals and activities that, over a five year period, will help us become an ever more sustainable, high impact business while supporting and accelerating change in our markets.
EXHIBITOR SUSTAINABILITY CHECKLIST
Firstly we have put together a useful checklist for you to follow on how you can exhibit at our event more sustainably – click here to learn more
BETTER STANDS
Through our commitment to the evolution of the exhibitions industry, we aim to ensure that we are delivering the best possible experience for our customers. We believe that by moving away from the use of disposable exhibition booth we will improve the ease, quality, safety and sustainability of the exhibitor experience at our events. Therefore, as part of event regulation we ask that exhibitors do not use disposable booth. Disposable booths are defined as space only stands made to be used only once which are usually constructed from raw materials at the venue during build up and the main structure is disposed of after the event. For more information and support, please contact [email protected]
MORE INFO ON BETTER STANDS – click here
**We are specifying that any freebuild exhibitors must demonstrate evidence at both the design concept and build methodology that your stand’s core structural materials are re-useable or recycled
Permitted Onsite
- Core elements i.e. walls, archways, counters etc. must be constructed with reusable materials e.g. system build or stock panels
- The stand structure must be prefabricated and ready to assemble onsite
- Final adjustments to prefabricated pieces for fitting purposes is allowed
- Final coat of acceptable TVOC paints for repair purposes only
- Floor flats and system floors must be cut to size before coming onsite and be recyclable and/or reusable
- The use of LED lighting
- The use of recycled carpet, vinyl flooring, other floor coverings
Prohibited Onsite
- The use of one-time MDF panels or similar raw materials planned to be cutting to size onsite
- The use of ‘other’ raw materials to construct core structural elements i.e. walls, archways, floor systems, counters, etc. that are not planned to be reused or recycled after use
- Construction of any stand components from single use materials
- Building from scratch onsite of any stand core elements
- The use of incandescent light bulbs
- The use of non-recycled carpet, vinyl flooring, other floor coverings.
