Exhibition Manual

Welcome to the Online Exhibitors Manual for the First EAGE Conference on Energy Opportunities in the Caribbean to be held in Trinidad and Tobago from 6-8 November 2024. We are delighted that you have chosen to exhibit at our event.

Please read this manual carefully and make sure you meet all the deadlines; it can save you and the company the inconvenience and additional expense of late order surcharges.

 More information will follow in due time.Please do not hesitate to contact us, at lbl@eage.org, if you have any questions or require additional information.

This Online Exhibition Manual provides you with an overview of:

 The Venue 

Booth Information

Important Dates

Exhibitors Checklist

Rules & Regulations

Stand Restrictions

Official Suppliers

Services & Facilities

General Information

Experience lively downtown Port of Spain when you check into a contemporary waterfront hotel located just 40 minutes from Piarco International Airport. Make yourTrinidad and Tobago booking choice easy with sophisticated open-air dining, an infinity pool, sweeping views of the Gulf of Paria, and authentic Caribbean hospitality for business travelers and vacationers. 

How to get there:

Hyatt Regency Trinidad

Delivery to the Exhibition Hall for Contractors/Exhibitors

The exhibition will take place in the Foyer of the Port of Spain Ballroom, Level 2

During Build-up & Breakdown Days

• Exhibitors are to bring their trolleys for setup and breakdown, as the hotel does not provide these.
• Please note the dress code for persons coming to set up and break down, as per the document. Long pants and enclosed shoes are required.
• The height limitation for vehicles entering the carpark is 7 feet.
• Only adults will be allowed entry for setup and breakdown – children will not be allowed on-site for safety reasons.
• No items are to be stuck, glued, posted, nailed, or attached to walls, floors, carpets, or any part of the building or furniture. Any damage done to the property will incur a fee.
• Booth infrastructure must be pre-fabricated and brought into the hotel for setup. No construction, painting, sawing, drilling, etc. is to be performed on-site.
• Aisle widths are to be observed as per the document.
• Any electrical cords or cables running across the floor or footpath must be secured with Cable Trays. Tape on the carpet is not allowed.
• All equipment, decorations, material, etc. must be removed from the premises at the end of the event to the bin provided on Level 3 of the carpark. The hotel is not responsible for any items left on the premises or garbage area and does not have available storage.
• Exhibitors wishing to secure or insure their items or booths against theft, damage, and accidents must do so at their own expense i.e. by providing overnight security for their booth if they wish.

Important Notice 

Neither EAGE or Hyatt Regency Trinidad is responsible for the delivery of goods. EAGE strongly recommends against exhibitors sending shipments directly to the venue, as they will be rejected before the build-up period.

**If you require this service, you can communicate directly with our official supplier who can tell you how to proceed. Stay safe and avoid Exhibitor scams; EAGE Americas has designated an official supplier for the First EAGE Conference on Energy Opportunities in the Caribbean, listed on the "Official Suppliers" and "Facilities &Services" pages of this website.

 If you have any questions or need further assistance, please feel free to contact us. lbl@eage.org

Stay safe and avoid Exhibitor scams

EAGE has appointed official suppliers for the First EAGE Conference on Energy Opportunities in the Caribbean that are mentioned on the "Official Suppliers" and "Facilities & Services" pages on this website. In case of any doubt, please do not hesitate to contact us.

• If you receive an offer to purchase EAGE’s delegate list, note that this is a scamas we do not sell our delegate list;
• If you are contacted by any hotel agency, note that we do not work with a booking agent for this event;
• If you receive a document with our name or the name of our event(s) listed that offers advertising space on the Fair Guide website or in their directories, please do not sign the form unless you have carefully read and understood the terms contained in the small print. We have no association with this company, nor have we authorized them to use our name or trademark.

Exhibitor Checklist

Make sure you’ve got everything covered and prepared for your exhibition!

1

Check your 'Exhibitor's Confirmation Email.

- This will be sent out in September 2024.

2

Check for important dates & deadlines.

- Mark the important dates in your calendar & take note of the deadlines for submission of important forms, service orders, and many more!

3

Check what is included/not included in your booth. 

- Be well-prepared before the exhibition & take note of any extra items you mightneed to order/bring for your set-up.

4

Register. 

- All attendees to the exhibition need to be registered. Find out in which ways you can register for the event.

Important Dates

Exhibition Timeline Overview

Build-up & Breakdown Schedule

Build-up & Breakdown Schedule

Technical Information

  Electricity

The installation of electrical work by any person other than the appointed supplier is expressly prohibited. No person other than a member of the contractor’s staff may alter or otherwise interfere with electrical installations. All wiring must comply with regulations as defined by the venue.

It is not permitted to switch a neighboring stand’s power on and/or off.

Please ensure that you communicate all power requirements (voltage, wattage, amperage) for items in the booth, such as TV screens, up lights, LED walls, or any special equipment, as well as the quantity of these items, to the Supplier. This information will help the Supplier and Hotel determine the necessary additional power supply and outlet locations.

Special Exhibitor NeedsIf any booths require a hard-wired Internet connection for their booth, this must berequested at least one week in advance and can be provided by the hotel at a cost tothe exhibitor.

  Special Exhibitor Needs

If any booths require a hard-wired Internet connection for their booth, this must be requested at least one week in advance and can be provided by the hotel at a cost to the exhibitor.

  Carpet/Flooring

No items are to be stuck, glued, posted, nailed, or attached to walls, floors, carpets, orany part of the building or furniture. Any damage done to the property will incur a fee.

  Freight & Delivery of Goods

Neither EAGE nor the venue Hyatt Hotel is responsible for the delivery of goods. Please contact Precizion Products for more information.

We would strongly recommend against exhibitors trying to send shipments directly to the venue, as they are liable to be rejected before the build-up period.

  Stand Restrictions

Please read this page carefully as it contains important information on other rules &regulations that must be followed:

● Booth Management Rules

● “Booth Package” Stands

  Booth Management

● Stands must remain open, with exhibits on display and booth personnel on duty during opening hours;

● Canvassing in the aisles and public areas of the building and its environment is expressly prohibited;

● Exhibitors must apply equality in their approach to the attendants according to nationality, academic position, or any other factor that is against the event policy;

● All live animals are prohibited, except for guide dogs and service animals;

● Companies are not permitted to sell food items at their booths. Any drinks served must be provided in disposable containers and offered solely as hospitality to prospective customers, not to the general public. Any external food and beverage arrangements will require approval from the hotel.

● Exhibit machinery and vehicles with fuel in the tank are not allowed;

● Emergency exits, signs indicating exits, and access to rooms housing technical facilities must not be blocked or obstructed in any way by the exhibition booths or exhibits;

● Fire alarm equipment, hydrants, fire extinguishers, and signs indicating such equipment should not be removed or obstructed in any way;

● No part of any booth exhibit may overhang any aisle or exceed the boundaries of the booth space rented. All sides of shell scheme booths bordering on aisles are open. On those sides of the booths, no walling is allowed. 

Exceptions to these rules are made by the EAGE Exhibition Team only (in writing).

All booths and interiors must be fully completed, including any painting and sign writing, and must be open for inspection, clean, in good order, and with surroundings free of obstructions and rubbish. Exhibits should be in position, and the booth must remain open with displays during all opening hours. EAGE Events BV reserves the right to reassign an exhibitor's stand space without further notice if the exhibitor fails to meet their payment obligations to the organizers on time

Not Included

AV and Support

Catering

Parking Space

Materials (e.g. tape, scissors, strings) to decorate your booths 

Any additional items or services you wish to add to your booth can be arranged directly with the Supplier. Please ensure that any such requests are communicated in advance to allow for proper planning and coordination.

Note:

• It is prohibited to drive screws, nails, etc into the shell scheme panels, no wall panel may be damaged

• Your shell scheme stand will be ready for decorating on Tuesday, 05 November2024, at 15:00hrs.

• If aisles are blocked or neighboring exhibitors complain, EAGE Events B.V.reserves the right to interrupt or impose time restrictions on demonstrations, etc .Construction and/or Dismantling During the Exhibition Period.

• No constructive and/or dismantling work on stands or interiors will be permitee during the exhibition period from 6 November, 10:00 hrs to 8 November 2024,18:00 hrs.

• Walls and/or exhibits with unfinished backs or sides that are visible to neighboring stands must be made presentable.

• Moreover, it is prohibited to use the walls of any adjacent space for any purpose.

• The exhibitor is only allowed to install platforms, partition walls, and coverings with the organizer’s written permission.

• The exhibitor and/or stand builder must remove all tape, waste, and other materials from the floor after the breakdown. Any expenses made to remove this will be charged.

• Exhibitors may dismantle their stand between 17:00 – 19:00 hrs on 8 November2024.

Official Suppliers

Stay safe and avoid Exhibitor scams; EAGE Americas has designated an official supplier for the First EAGE Conference on Energy Opportunities in the Caribbean, listed on the "Official Suppliers" and "Facilities &Services" pages of this website. If you have any questions or need further assistance, please feel free to contact us.

If you receive an offer to purchase EAGE’s delegate list, note that this is a scam as we do not sell our delegate list; If you receive a document with our name or the name of our event(s) listed that offers advertising space on the Fair Guide website or in their directories, please do not sign the form unless you have carefully read and understood the terms contained in the small print. We have no association with this company, nor have we authorized them to use our name or trademark;In case of doubt, please always check with us at lbl@eage.org

Official Supplier

Our Official Stand Builder – Precizion Products – can provide you with the followingservices:

✓ Fascia Text Board (included in Booth Package)

✓ Graphics

✓ Carpet

✓ Booth Furniture

✓Lights

✓ TV screens

*Deadline for Orders: 7 October 2024

Contact Details: 

Rick George

Precizion Products Cell: (868) 680-2535 

Email: rick@precizionproducts.com

Registration

Everyone attending the First EAGE Conference Energy Opportunities in the Caribbean 2024 must be registered, each booth includes a complementary register. All exhibitors will receive an email with information and a link to register.

REGISTER HERE!