Exhibitor & Sponsor Zone

This page is designed to facilitate your event preparations and help you make the most of your participation. Please do review each section carefully and don’t hesitate to contact us if needed.

 
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Stand Plans

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Visibility & added value

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e-Bulletin Board

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Timelines & Checklist


Stand Plans

 

Raw space clients

Engaging your standbuilder: to broaden your options, obtain several design quotes on which to base your final selection. You can choose the local standbuilder of your choice from this list, or engage the official Event Contractor to be appointed in June 2021.

Send the information below to potential standbuilders to enable them to revert with a design that fits as accurately as possible to your expectations:

  • Floor plan highlighting your location (will be sent to you by your account manager)
  • Venue rules and regulations of operation
  • ITU design & construction regulations
  • Your construction budget
  • Your list of requirements – consider the following:
    • Demo area indicating number of showcase pods/stands for your independent SMEs, start-ups, telcos etc.
    • Reception
    • Meeting room
    • Seminar area (e.g. for pitches/presentations)
    • Lounge / hospitality area
    • Kitchen
    • Storage (lockable)
    • Furniture and accessories
    • Audiovisual equipment
    • Branding requirements
    • Carpet colour (with/without raised platform)
    • Walls (indicate on which sides of your rental space)

Note that utility services such as power, cleaning and water can be ordered via the Online Technical Manual available in June.

Raw space clients

All raw space stand plans must be approved by ITU’s appointed contractor in collaboration with the Venue by August 2021 (final date to be confirmed upon appointment of the official Event Contractor in June 2021). Guidelines, construction regulations, and the Contractor Registration Form for exhibitors and their contractors form part of the Online Technical Manual available in June 2021.

Turnkey client guidelines

The official turnkey provider will send a layout proposal to each turnkey client, with specifications for any branding requirements. The deadline to revert to the turnkey provider with final requirements will be confirmed upon appointment of the offical Event Contractor in June 2021.

In case of non-compliance by the Exhibitor with such deadline, neither ITU, nor the contractor nor any other third party shall be responsible for any elements of the requirements which are not provided and a default solution shall be installed in lieu of such elements and/or requirements. Customization of any elements not included in the Contract Annex A must be discussed directly with the contractor; and additional expenses of customization are to be born entirely by the Exhibitor and paid directly to the contractor.

Note that any additional goods/services (e.g. plants, extra AV, furniture or furnishings, as well as catering, security etc.) can be ordered via the Online Technical Manual available in June 2021.

Online Technical Manual & ordering

The Online Technical Manual contains all necessary information to assist your smooth set-up and a successful event, including stand plan submission guidelines, regulations, key dates and deadlines, useful contacts, freight instructions, as well as order forms for furniture, electrical items, audio-visual equipment, plants etc. It will be available here in June 2021.

Key dates & deadlines

A full list of key dates & deadlines will be available here in July 2021.

Contacts: organizer, venue & official service providers

General enquiries
participate.telecom@itu.int
Tel: +41 (022) 730 6161

Operations, logistics, site visits
operations.tlc@itu.int
Tel: +41 (022) 730 6341/6127

Financial issues
jean-claude.dufour@itu.int
Tel: +41 (022) 730 5063

Venue contacts
National Convention Center
Gate 1, Thang Long Avenue, Me Tri
Nam Tu Liem, Ha Noi
Viet Nam

Tel. +84 8041196
Website: https://www.ncc.gov.vn
E-mail:
sales@ncc.gov.vn
ncc.hanoi.vietnam@gmail.com

Access passes & registration

All participants must be registered for a valid Event access pass. Access pass quotas are indicated in the Exhibitor/Sponsor contract – contact us with any queries. Registration will open in June 2021.

Venue & exhibition plans

The venue plan and Exhibition floor plan will be available in May 2021 - contact us for more information.

Sustainability at ITU Digital World

Supporting sustainable development is central to ITU’s aims, and to ITU Digital World events as well. As an exhibitor, you can contribute by, for example, travelling to the venue by public transport, using sustainable materials for your construction projects, sorting your waste responsibly, and researching your options for a green stand. You can find more information on how we’re working to make our events greener and how you can help at https://digital-world.itu.int//greening-itu-digital-world/ – and if you have any additional suggestions or ideas on sustainable development at ITU Digital World events, we’d love to hear from you at green@itu.int.


Visibility & Added Value

 

Exhibitors & sponsors online visibility

Stand details, company information and contacts for exhibitors, partners and sponsors at ITU Digital World 2021 will be available on the website from June.

Please fill in the form to submit your organization’s participation profile to highlight your presence and drive traffic to your stand.

Make sure you engage with your audience by including details on what attendees can do, see, discuss and find out about on your stand. Include contact details and the option to set up a meeting with your representative on the stand.

Marketing toolkit

Engage an audience and make sure you take advantage of the many opportunities available to get real value from your participation by promoting your stand, activities, the event and your presence before, during and after the event.

You are particularly encouraged to use the following elements of the Marketing Toolkit to promote your presence to both existing and prospective clients:

  • Web banner: upload to your homepage or dedicated ITU Digital World 2021 microsite
  • Guest e-invitation: for your own mailings to make sure your existing and prospective clients know how to find you and what you’re up to at the event. Don’t forget to embed a code to one of your complimentary Exhibition passes from your user account, which will be sent to you in early July.
  • Event logo: for inclusion in all elements of your participation’s promotional campaign.

Private Suite rental

Add further value to your onsite experience by booking a fully-equipped private suite – find out more here or contact us for details and the booking form. Exhibitors and Sponsors are entitled to a 10% discount on standard rates. Available on a first-come first-served basis.

Sponsorship opportunities

Increase impact through one of our exceptional sponsorship opportunities to engage with our highly influential audience.

View our Sponsorship Brochure for all options and contact us for a proposal that matches your event interests and objectives.

ITU Digital World Awards

The ITU Digital World 2021 Awards recognizing innovative ICT solutions with social impact will be presented in a range of categories at the event. Launching in March 2021, the Awards are an important opportunity  to gain UN recognition, global visibility and great partnership and business opportunities. See the Awards webpage for more details.

Event mobile app

Make the most of the event app, available from August 2021, as a powerful promotional tool and very popular opportunity to network and interact with other participants before, during and after the event. You can use the app to post details, information and images on your event preparation, presence and projects, as well as updating your status, uploading photos, commenting on and reviewing forum sessions or the exhibition experience. The app is also the perfect way to contact other participants directly, search speakers, sessions, sponsors and exhibitors or explore the full event calendar.

Promoting your presence

Make the most of the powerful international audience at ITU Digital World 2021. Our Marketing Communications team would love to hear your plans, news and announcements. As a first step, define what you would like to highlight at our event. This could be, for example, new elements of your national ICT plan,  product launches, National Pavilion SME pitching sessions, a major new business contract or media materials you would like to share with an international audience.

Our PR team for ITU Digital World 2021 (press.telecom@itu.int) can then provide advice on how to maximize your media presence before and during the event, including help in distributing press releases, registering a press officer accompanying your delegation, and organizing a press conference onsite at the event.

Newsletter promotion: Where possible, we would be delighted to highlight any exciting news and announcements you are planning in one of our pre-event newsletters, so please do let us know if you have any news you plan to announce the event at sarah.maunder@itu.int. Key news and announcements are also covered each day during the event in our Daily Highlights (please note ITU reserves final rights on newsletter content). Contact us about sponsorship and advertising opportunities for greater visibility in our event promotions!

Social media: Tweet about your participation at ITU Digital World 2021 before, during and after the event. Build excitement about who will be attending from your organization, what they will be talking about or what highlights can be seen on your stand. Use the #ITUWORLD when talking about the event – and mention @ITU to reach a bigger audience. Or you can share your news via your LinkedIn pages, and follow our LinkedIn event showcase page on LinkedIn for the latest updates, likes and comments.  On Facebook, follow @ITU to get the latest news and updates from ITU and ITU Digital World, and spread the word on your own pages.

Blog and podcast: As an additional tool to highlight your presence at ITU Digital World 2021 your country/organization and its technologies, innovations and partnership opportunities, send us a guest blog to be posted on the event website and promoted across our social media platforms. This is a high-profile opportunity to debate topics relevant to the event and your participation from your perspective, outlining your agenda and what you hope to achieve. For more details on publishing your blog - and if you are interested in a podcast - please contact kate.carrara@itu.int.

Onsite promotion: Plan activities during the four days of ITU Digital World 2021 to extend the benefits of your participation:

  • Our daily What’s On Tomorrow mail is sent out to all delegates the evening before each day. Contact us to let us know key times, dates and activities and we’ll do our best to ensure your activity gets covered to help build awareness and drive traffic to your stand.
  • An Executive Interview with your Minister or CEO is the ideal platform to bring your key message to event delegates, filmed by ITU’s onsite videographer and shared over ITU’s YouTube channel. Contact us to find out more
  • Hold a contract or signing ceremony, with international visibility and a great photo opportunity in our specially-constructed onsite area. Our onsite PR team are on hand to advise and help guide media to the ceremony.


Post-event reports

When planning your post-event reports or other follow-up to your network, make use of our valuable range of resources available immediately after the event. The following documents from ITU Virtual Digital World 2020 will give you an idea of what to expect from us:


Access Pass Registration

 

All participants must be registered for a valid Event access pass.

  • Access pass allocation: Exhibitor & Sponsor focal points responsible for administering their benefit quota of passes will send individual registration codes via the Access Pass Management Page to their onsite personnel and guests.
  • Registration: once individuals have registered, they will receive a Confirmation of Registration by email for both visa applications (if applicable) as well as onsite badge pick-up. Registering staff or guests on their behalf is not encouraged, as everyone must accept the terms and conditions which include reference to the sharing of personal information.
  • Badge collection: registered participants must individually (as a photo will be taken for the badge) present their Confirmation of Registration with a valid photo ID at the “BADGING” desks (follow directional signage). Desks will be open at the following times:

7-11 September:

08:30-18:00

12 September:

08:30-14:00
  • Hall access prior to the opening of onsite registration:  Contractors requiring access to the hall for stand construction may download and print Contractor passes from the Online Technical Manual; passes may also be collected from Building K next to the Hungexpo hotel. Exhibitors requiring access to the hall prior to the opening of onsite registration can collect a temporary pass in the Building K at the following times:

1 September:

12:30 – 18:00

2-8 September:

07:30 – 18:00

Special offers:

    • 25% discount: on the purchase of 3 or more passes in the same category (all Executive or all Forum) until Monday 12 August (23h59 CET).  This bulk discount does not apply to Hungarian Nationals and residents who already benefit from a 50% discount on Forum Passes.
    • Double your opportunity: buy a Forum or Executive Pass and invite a colleague or friend from a tech SME to attend for free. Learn more.
    • LDC, LLDC and SIDS: ITU members from these categories benefit from a 50% discount on Forum passes – click here for a list of qualifying countries and contact participate.telecom@itu.int to request the discount code.
  • Upgrades: from Forum to Executive Pass category for access to additional opportunities will also be possible when registration opens in June 2019.
  • Registration FAQ: click here to hopefully answer any questions you may have, otherwise the helpdesk is on stand-by from 09:00 to 17:00 CET Mon to Fri on registration.telecom@itu.int / tel +41 22 730 5680.
  • Queries regarding quotas: indicated in your Exhibitor/Sponsor Contract Annex A – contact us if needed.
  • Gender balance: we’d like to take the opportunity to remind you to give special attention to the gender balance within your delegation to ITU Telecom World 2019. As part of our Secretary-General’s commitment to the International Gender Champions and the panel parity pledge, ITU reports on the representation of women in all ITU meetings.  In line with his pledge, and with ITU’s gender equality and mainstreaming policy, we hope you will consider this balance.

e-Bulletin Board

Available from June

 



Timelines & Checklist

Available from July


 
  • Access Pass Registration

    Focal points are encouraged to administer passes to their stand personnel via their Access Pass Management Page without delay – the Confirmation of Registration individuals receive once registered replaces a letter of invitation for visa purposes, and must also be handed in onsite for badge pick-up.

  • Visa applications

    Information to guide you with your visa applications (if required) is available at https://telecomworld.wpengine.com/budapest/visa-information/

  • Accommodation

    See https://telecomworld.wpengine.com/budapest/accommodation/ to browse the full list of official hotels and click through to book your accommodation in Budapest. Note that many have a promotional code for special group rates or event delegate discounts.

  • Online Technical Manual

    Available here, the manual contains useful contacts, venue/hall plans, freight info, regulations, key dates & deadlines, and the link to place orders for goods and services you may require.

  • Official Event Contractor

    You may choose the standbuilder of your choice, or engage Hungexpo, our Official Event Contractor (contacts here). Using our contractor gives you the advantage that you will not be required to submit stand plans for approval.
    Tips on stand requirements to send to potential standbuilders are available in the Stand Plans section above.

    • Official Turnkey/Workstation Provider

      A layout proposal will be sent to you by Hungexpo, our Official Event Contractor (contacts here) according to the provisions in your contract, with specifications for any branding requirements.

    • Invite your guests

      Registration codes enabling your guests to benefit from a complimentary Exhibition Pass are listed in your Access Pass Management Page. Consider using the customizable guest e-invitation in your Marketing Toolkit for your own mailings to make sure your existing and prospective clients know how to find you and what you’re up to at the event.

    • Business Matchmaking Service

      Target the connections that matter to you at ITU Telecom World 2019 with our professional B2B and B2G matchmaking service, making networking with key industry decision-takers and policy-makers direct and simple. Open to all pass holders.

    • Event App

      For fully searchable details of the event programme, speakers, sessions, showcases and exhibitors wherever you are, as well as the opportunity to network and interact with other participants before, during and after the event itself.

    • Arrival On-site Guidelines

      To sure your smooth arrival at Hungexpo.

    Register all companies exhibiting within a National or Thematic Pavilion (ie ‘Pavilion Members’)
    Submit your participation profile for the event website and mobile app
    Promote your presence in a multitude of ways!
    Invite your guests
    Consider using the customizable guest e-invitation in your Marketing Toolkit for your own mailings to make sure your existing and prospective clients know how to find you and what you’re up to at the event. Don’t forget to embed a code to one of your complimentary Exhibition passes from your group user account
    Maximize media presence
    Book flights & accommodation
    Access pass registration
    Administer access pass quotas for stand personnel & guests through the group user account sent to Exhibitor focal points
    Submit visa applications
    Make freight arrangements – shipping instructions available in the Online Technical Manual in August
    Download the mobile app 
    Enhance networking via the Business Matchmaking Service 
    Book accommodation
    By 10 August:
    (new deadline)
    Submit stand plans for approval
    (only applicable for raw space clients whose standbuilder is other than the official event contractor)
    By 17 August: Apply for the ITU Telecom World Awards
    By 17 August: Confirm layout/branding requirements with EXPO SOLUTIONS, the official turnkey provider
    (only applicable for turnkey/workstation clients)
    By 17 August: Submit the ‘Contractor Pass’ form
    (only applicable for raw space clients whose standbuilder is other than the official event contractor)
      By 21 August: Order Phone line / Internet line / Water & Drainage
      (all orders received after 21 August will be subject to an administration fee of 20%)
      By 21 August: Order Cleaning
      (all orders received after 21 August will be subject to an administration fee of 20%)
      By 21 August: Order Parking
      (all orders received after 21 August will be subject to an administration fee of 20%)
      By 21 August: Order Security
      (all orders received after 21 August will be subject to an administration fee of 20%)
      By 21 August: Order Food & Beverage
      (all orders received after 21 August will be subject to an administration fee of 20%)
      By 22 August: Order Power & Lighting
      (all orders received after 22 August will be subject to a 20% surcharge)
      By 22 August: Order Carpet
      (all orders received after 22 August will be subject to a 20% surcharge)
      By 22 August: Order Octanorm Stand Extras 
      (all orders received after 22 August will be subject to a 20% surcharge)
      By 22 August: Order Furniture
      (all orders received after 22 August will be subject to a 20% surcharge)
      By 22 August: Order AV & Office Equipment 
      (all orders received after 22 August will be subject to a 20% surcharge)
      By 22 August: Order Plants & Floral Arrangements 
      (all orders received after 22 August will be subject to a 20% surcharge)
      By 22 August: Order Rigging
      By 4 September: Register members of the press who represent a bona fide media organization
      By 5 September: 25% discount applies on purchases of 5 or more Executive Passes and/or Forum Passes*

      Upgrades are also possible for greater access to additional Forum and networking opportunities – pass holders will be charged the difference in value – contact registration.telecom@itu.int
      View access pass categories & associated benefits here

      * Forum Pass for South African Nationals (already discounted) and Exhibition Passes excluded

      Register all companies exhibiting within a National or Thematic Pavilion (ie ‘Pavilion Members’)
      Submit your participation profile for the event website and mobile app
      Promote your presence in a multitude of ways!
      Invite your guests
      Consider using the customizable guest e-invitation in your Marketing Toolkit for your own mailings to make sure your existing and prospective clients know how to find you and what you’re up to at the event. Don’t forget to embed a code to one of your complimentary Exhibition passes from your Access Pass Management Page
      Maximize media presence
      Book accommodation
      Access pass registration
      Administer access pass quotas for stand personnel & guests through the group user account sent to Exhibitor focal points
      Submit visa applications
      Make freight arrangements
      Download the mobile app
      Enhance networking via the Business Matchmaking Service register here
      By 9 August:  Apply for the ITU Telecom World Awards
      By 9 August: Submit stand plans for approval
      (only applicable for raw space clients whose standbuilder is other than the official event contractor)
      By 10 August: Deadline to submit orders for goods/services at the discount rate
      (all orders received from 11 to 31 August will be charged at the basic rate and subject to availability)
      By 10 August: Confirm layout/branding requirements with HUNGEXPO, the official turnkey provider
      (only applicable for turnkey/workstation clients)
      By 12 August: 25% bulk discount applies on the purchase of 3 or more passes in the same category (e.g, all Executive or all Forum Passes)*

      Upgrades are also possible from Forum to Executive Pass category for greater access to additional opportunities – pass holders will be charged the difference in value – contact registration.telecom@itu.int

      View access pass categories & associated benefits here

      * not applicable to Hungarian Nationals and residents (already discounted)

      By 16 August: Submit the ‘Contractor Pass’ form via the Online Order Platform in the Online Technical Manual
      (only applicable for raw space clients whose standbuilder is other than the official event contractor)
      By 31 August: Deadline to submit orders for goods/services at the basic rate 
      (all orders received after 31 August will be charged at the onsite rate and subject to availability)
      By 4 September: Register members of the press who represent a bona fide media organization