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.


 
 

e-Bulletin Board

Stand Plans

Visibility & Added Value

Access Pass Registration

Timelines & Checklist


e-Bulletin Board

Click on the category below which matches your participation type to stay on track with all event updates and to ensure you’re maximizing your participation!

 



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 standbuilder of your choice (contact us for a list), or engage the official Event Contractor to be appointed in June 2019. 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.

Submission of stand plans for approval

All raw space stand plans must be approved by ITU’s appointed contractor in collaboration with the Venue by 9 August 2019. Guidelines, construction regulations, and the Contractor Registration Form for exhibitors and their contractors are available in the Online Technical Manual.

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 is 10 August 2019.

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.

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.

Key dates & deadlines

Contacts: organizer, venue & official service providers

General enquiries
client-relations@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

Hungexpo
Physical address:
Albertirsai út 10, Budapest, H-1101
Hungary

Postal address:
Pf. 44, H-1441, Budapest
Hungary
Tel. +36 1 263 6000
Fax: +36 1 263 6098
Website: http://hungexpo.hu/en
E-mail:
 hungexpo@hungexpo.hu

Venue & exhibition plans

Sustainability at ITU Telecom World

Supporting sustainable development is central to ITU’s aims, and to ITU Telecom World events as well. As an exhibitor, you can contribute by, for example, travelling to the venue by public transport or event shuttle buses, 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://telecomworld.itu.int/greening-itu-telecom-world/ – and if you have any additional suggestions or ideas on sustainable development at ITU Telecom 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 Telecom World 2019 are available here, and will also be in the event app from August.

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 Telecom World 2019 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.
  • Tweet about your participation at ITU Telecom World 2019 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 for the latest updates, likes and comments. On Facebook, follow @ITU to get the latest news and updates from ITU and ITU Telecom World, and spread the word on your own pages.

Office/Hospitality Suite rental

Add further value to your onsite experience by booking a fully-equipped office or hospitality 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.

Venue advertising opportunities

Make the most of the global spotlight on your company, organization or country at ITU Telecom World 2019 by advertising your brand, messaging or strategy in front of our influential international audience at the Hungexpo venue. A limited number of opportunities are available in a range of prime locations both inside and outside the venue on a first-come first-served basis. From  external welcome banners, city lights and walkway boards to internal hanging banners, make your presence at ITU Telecom World 2019 really count.

For more information on all opportunities please see Advertising Opportunities – and contact us directly at participate.telecom@itu.int to confirm your booking.

Onsite digital screen network

We are delighted to announce that we will this year once more have a unique onsite digital screen network throughout the event venue. Strategically located around Hungexpo, the network of screens will offer both participant advertising content and key event activity content. Advertising packages including company content, stand coverage, interviews and branding will be aired regularly across the screens for the duration of the event, and are available to all event exhibitors and sponsors. We encourage you to take advantage of this opportunity to showcase your exhibition stand and technologies, market your services and attract interest from this influential audience.

Our partners from Fonix will contact you in the next days for a chance to discuss and provide you with more details. In the meantime, if you would like to find out more, contact Courtenay Harewood at Fonix on courtenayharewoodworldwide@gmail.com.

ITU Telecom World Awards

The ITU Telecom World 2019 Awards recognizing innovative ICT solutions with social impact will be presented in a range of categories at the event. Applications are now open and you are encouraged to apply 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 here, 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.

Business matchmaking service

Target the connections that matter to you at ITU Telecom World 2019 with our professional business matchmaking service. Organized by the Hungarian Export Promotion Agency, Enterprise Europe Network, the service is designed to support networking, trade and deal-flow, providing a direct and simple way to meet key industry decision-makers and policy–makers. The service is available on 10 and 11 September in the Business Matchmaking Zone in Hall F at Hungexpo,  and is free of charge for all registered event participants – just register at https://telecomworld-itu.b2match.io/ , providing as much detail as possible, and meetings will be arranged for you via the website.

Promoting your presence

Make the most of the powerful international audience at ITU Telecom World 2019. 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 Telecom World 2019 (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 Telecom World 2019 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 Telecom World, and spread the word on your own pages.

Blog: As an additional tool to highlight your presence at ITU Telecom World 2019 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, please contact kate.carrara@itu.int.

Onsite promotion: Plan activities during the four days of ITU Telecom World 2019 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 Telecom World 2018 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.

    Timelines

    This section lets you know when various information will be available to facilitate and enhance your participation.  You will be alerted at each stage through the e-Bulletin Board, but you can already review each item here.


     
    • 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.itu.int/budapest/visa-information/

    • Accommodation

      See https://telecomworld.itu.int/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.


      Checklist

      Stay on track with event preparations – go through the checklist below and click each item for further information


       

      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