Partner Programmes - FAQ
Please note the information contained herein is provisional and subject to change if required for Health and Safety reasons by the Venue or a Governmental Body. Any change shall be notified to the partner as soon as reasonably possible.
MARKETING
What marketing deliverables are included in my partner programme package?
How do partners market to their own database?
How can the GSMA Press team help promote my Event?
I am being asked to provide a 100 word profile. Do I give that to this support team?
OPERATIONS
General
What is the best way from Kerry Hotel to SNIEC?
What is included in my partner programme package?
How do I request any services not included in the package to customise my event?
Can I bring in my own suppliers?
Do you have storage available in the meeting space?
Do you provide Event Support Staff, such as hostesses?
Do you provide Simultaneous Interpretation or Translators?
Can you provide plants or flowers?
Can I place any extra orders after the deadlines?
Is it possible to cancel any extra services?
Furniture/ Build Structures
Is furniture included in my package?
When can we access the meeting room to set up and dismantle?
Do you have a floorplan for Kerry Hotel meeting rooms?
Walkthroughs/ Rehearsals
Will I be able to access the meeting space before my event?
Will we be able to do a technical rehearsal and when?
What is the difference between a Walkthrough and a Rehearsal?
Catering
Is catering included in the package?
Can I bring my own catering provider?
AV
Is there any AV included in my package?
Internet
Is Internet available in the meeting rooms?
Visuals/ Branding
Are there any branding opportunities in the meeting rooms?
What are the deadlines for submitting branding content and files?
In which format do we have to provide the artwork files?
Can we bring our own branding material in addition to the GSMA-provided materials?
Can we make changes to the content once our artwork files have been submitted?
Show Files / Upload Procedure
What show files or other documentation do I need to prepare for my Partner Program?
How do I upload all of my show files or Run of Show document?
Opening Hours/ Access
What are the opening hours of MWC Shanghai 2023?
REGISTRATION
Introduction to Exhibitor & Partner Invitation System (E&P) and Programme Application System (PAS)
How can I access to Exhibitor & Partner (E&P) Invitation system?
Why has bulk registration been removed from the E&P System?
Will my audiences require MWC Shanghai badges to access my programme?
Will my speakers receive Speaker passes?
Will I receive a Final Confirmation e-mail?
Where do my audiences collect their badge?
MARKETING
What marketing deliverables are included in my partner programme package?
Your Events Programme Manager will liaise with you to ensure that you are included in the MWC ShanghaiEvent Marketing plan.
Channels may include:
- MWC Shanghai Website
- Industry News on MWC Shanghai website
- MWC Shanghai Virtual Event Guide
- MWC Shanghai Email Campaign
- Social Media
The details for inclusion can be found on the Marketing and Registration Overview in your private Client Folder within our Microsoft SharePoint document storage. Access to the folder will be provided by your Event Programme Manager before the kick off call.
How do partners market to their own database?
There are a variety of ways partners market their programmes to their own databases:
§ Build own microsites and drive attendees to MWC Shanghai to indicate interest in attending your session
§ Send communications such as invitations, emails, etc. to your database of clients
§ Send “save the date” emails
§ Promote your programme on social media
§ Include MWC Shanghai logos onemail signatures. If you would like our Marketing Tool Kit, please click here to see what is available
§ Add information tocorporate calendars
§ Engage sales teams by providing passes
§ Extend a certain number of passes on a first come first served basis or through a contest
Best Practice: Your database is your number one resource to build your attendance list as they are the most likely to attend. You should seek advice from your legal counsel to ensure all communications are compliant with applicable data protection legislation.
The following are the Terms & Conditions the attendee and your company agrees to with regard to the treatment of shared personal data.
Each party acknowledges that Organizer will disclose to the Company the Shared Data (the attendees that attended the Company` session, partner programme, tour, round tables or networking event) for the Permitted Purpose, subject to the provisions set forth in clause 20 of the attached Organizer’s Standard Terms and Conditions for Exhibition, Advertising, and Sponsorship.
How can the GSMA Press team help promote my Event?
§ Through the Online Event Manual on the Marketing Tool Kit, the list of press that have already pre-registered for MWC Shanghai is available to you. Feel free to invite anyone on the list to your programme.
§ Our GSMA Press team wants to review any press releases that include the GSMA and MWC Shanghai. Please provide them to your Events Programme Manager for assistance.
§ Our GSMA Press team does not write or send press releases on behalf of any organization. The team only works on behalf of the GSMA and MWC Shanghai.
I am being asked to provide a 100 word profile.
If you are receiving this message, it is because you have an exhibition stand at MWC Shanghai. You will need to login into your Online Event Manual (OEM) and complete the 100 Word Profile Form within your Stand Form Requirements. If you have further question, please contact customercare@mwcshanghai.com.
OPERATIONS
General
What is the best way from Kerry Hotel to SNIEC?
During the show days, if you are in Kerry Hotel, please proceed to Level 3 and follow the onsite signage to SNIEC Entrance Hall 2.
What is included in my partner programme package?
GSMA provides a turnkey solution package for each partner programme which includes standard AV equipment with crew, theatre style seating with stage set, basic Internet support, standard catering (Kerry Hotel only) and branding opportunities (commensurate with the size of room and package purchased) and bottled water. Please refer to the deliverables outlined in your contract and your Operations Package for further information.
How do I request any services not included in the package to customise my event?
For extra requirements related to catering, hostess, simultaneous interpretation, you will need to place the order directly with our Approved Suppliers. More details regarding this process can be found in the Operations Package.
For extra requirements related to AV or build, you may reach out to the Operations Managers for more detail.
Note that all requests must be approved by GSMA after a check for feasibility and appropriateness.
Can I bring in my own suppliers?
GSMA provides a full-service, turnkey solution for most partners, as such, external suppliers are not allowed.
Do you have storage available in the meeting space?
Please note there is no storage in hotel meeting space.
Do you provide Event Support Staff, such as hostesses?
Yes, for the number of the support staff please refer to your partner programme package.
Our support staff usually wear a black shirt with black trousers/skirt and red scarf/tie. Should you require any additional staff, please liaise directly with the Approved Hostess Supplier for a detailed proposal and costs. More details on how to place your additional order will be provided in the Operations Package. The deadline for submitting any additional booking will be included in your package details. Any orders received after this date will be subject to availability and may incur a surcharge.
Do you provide Simultaneous Interpretation or Translators?
Simultaneous Interpretation is not included in the Partner Program package. Please refer to the deliverables outlined in your contract to understand what is included.
If you require Simultaneous Interpretation, Translation, or Consecutive Interpretation, you will need to place the order directly with the Approved Translation Supplier. More details on how to place your additional order will be provided in the Operations Package. The deadline for submitting any additional booking will be included in your package details. Any orders received after this date will be subject to availability and may incur a surcharge.
Can you provide plants or flowers?
Should you wish to order any foliage to further enhance the space, please contact your Operations Manager. The deadlines for additional orders or cancellations will be included in your package details. Any orders received after this date will be subject to availability and may incur a surcharge.
Can I place any extra orders after the deadlines?
We will communicate all order deadlines (AV/Furniture, Catering, Hostess, Plants/Flowers, Simultaneous Interpretation/ Translators) during the kick-off call.
Any orders placed after the deadlines will be subject to availability and may incur a surcharge.
Please contact your Operations Manager for further information.
Is it possible to cancel any extra services?
Any cancellation after the stated deadlines will incur the full cost of the service.
Furniture/ Build Structures
Is furniture included in my package?
Standard furniture for the audience is included in the typical package. Please review the listing of furniture and if you wish to order anything over and above what is already included, please contact your Operations Manager directly. The deadlines for additional orders or cancellations will be included in your package details. Any orders received after this date will be subject to availability and may incur surcharges.
When can we access the meeting room to set up and dismantle?
Any custom set-ups must first be approved by your Operations Manager.
Set-up and dismantle must be completed within the purchased timeslot stipulated on your contract. Please contact your Operations Manager for further information.
Do you have a floorplan for Kerry Hotel meeting rooms?
Floorplans for individual event spaces can be requested from your Operations Manager.
Please click the links below for general floorplans of the venues.
Kerry Hotel
§ 3F Ballroom & Function Room Floorplan
Walkthroughs/ Rehearsals
Will I be able to access the meeting space before my event?
We highly recommend that all Partners schedule a walk-through of the event spaces prior to the start of MWC Shanghai. This enables you to familiarize yourself with the event spaces and audience flow. Note that depending on timing of the walk-through, the event spaces may not be set with AV, furniture or stage sets for your event, and in no case is technical support available. Reviews of content (presentations, videos), sound or lighting, or branding elements should take place during your scheduled rehearsal slot. If additional rehearsal time is needed, please discuss directly with your Operations Manager.
Will we be able to do a technical rehearsal and when?
You will have the opportunity to rehearse 2 hours prior to your session, exact time slot will be advised by your Operations Manager.
If you require additional rehearsal time, an additional fee will incur and availability is on a first come, first served basis. Please reach out to your Operations Manager to confirm availability.
Please refer to your contract for more details regarding rehearsal.
Will the extra services (e.g. AV, Internet or furniture) I have booked for the event be available during the technical rehearsal?
Any additional ordered equipment /services will be available during a scheduled technical rehearsal. Note that equipment and crew will not be available during a walkthrough. Contact your Operations Manager for further information.
What is the difference between a Walkthrough and a Rehearsal?
A walkthrough is an opportunity to see the event space and familiarize yourself with the audience flow and venue. Note that depending on timing of the walk-through, the event spaces may not be set with AV, furniture or stage sets for your event, and in no case is technical support available.
A rehearsal is the opportunity to see the space set to your requirements, and to work with the Show Crew to rehearse your content and the activities in the room.
Catering
Is catering included in the package?
The only catering included in the typical package is bottled water for the audience and coffee & tea service with cookies. Should you wish to order any additional catering for the attendees/your staff, you will need to place the order directly with the Approved Catering Supplier. You can find more details on how to place your order in the Operations Package. The deadlines for additional orders or cancellations will be included in your package details.
Can I bring my own catering provider?
No outside catering companies are permitted in any event spaces.
AV
Is there any AV included in my package?
AV equipment and crew appropriate to the venue are included in the standard package. Please review the equipment list and advise your Operations Manager of any questions. If additional equipment is needed, this can be discussed with your Operations Manager to determine feasibility and any additional costs. The deadlines for additional orders or cancellations will be communicated during your kick off call
Internet
Is Internet available in the meeting rooms?
Basic Wi-Fi is provided throughout the venue. Please check your contract for inclusions. Please contact your Operations Manager if you require additional IT services and dedicated fixed line(s).. The deadlines for additional orders or cancellations will be communicated during your kick off call.
Visuals/ Branding
Are there any branding opportunities in the meeting rooms?
Please check your contract for specifics on what branding is included. All branding must be approved by GSMA.
What are the deadlines for submitting branding content and files?
The deadlines for the submission of artwork files will be communicated during the kick off meeting.
Please speak with your Operations Manager for file specifications and transfer methods. Please ensure all files are correctly labelled so there is no confusion.
In which format do we have to provide the artwork files?
High resolution and/or vector graphic (AI or EPS) files are best. Your Operations Manager will provide you with the correct file specifications for your specific branding opportunities. Please ensure that artwork files are uploaded to your dedicated client folder by the deadline provided from your Operations Manager or in your Operations Package.
Can we bring our own branding material in addition?
Yes, you can bring your own material such as pull up banners for example. They can be placed anywhere inside the meeting space (Auditorium) and adhere to relevant fire safety code. Note that nothing can be placed outside the meeting space (i.e.: in the foyer) nor can anything be affixed to the meeting space walls.
Can we make changes to the content once our artwork files have been submitted?
No changes can be made for printed materials after the communicated deadline. Please submit your artwork before then so you have time to review visuals.
Show Files / Upload Procedure
What show files or other documentation do I need to prepare for my Partner Programme?
Full details can be found in your Operations Package.
As a high level overview, you will need to prepare:
- · Speaker files (Presentations, videos, holding slides)
- · Run of Show document (Detailed session run of show or show flow document which will be used by AV Team / Showcaller to run your session)
- · Artwork (Specifications provided in your Operations Package)
- · Music (I.e. Background music, or Speaker walk-up music)
How do I upload all of my show files or Run of Show document?
Clients will be allocated a dedicated, private Client Folder within our Microsoft SharePoint document storage to directly upload all files and information required as part of your participation at the MWC Shanghai Partner Programmes. This reduces the risk of human error in file versions and also any issues with file transfer sizes.
This process must be strictly followed as there are NO EXCEPTIONS to be made.
Opening Hours/ Access
What are the opening hours of MWC Shanghai 2023?
SNIEC Opening Hours.
§ Wednesday 28 June opening time: 09:00-17:00
§ Thursday 29 June opening time: 09:00-17:00
§ Friday 30 June opening time: 09:00-16:00
Registration & access hours for SNIEC and Kerry Pudong hotel will be confirmed closer to the event and included in email correspondence. Alternatively please visit our website at http://www.mwcshanghai.com/for these timings closer to the event.
REGISTRATION
Introduction to the Exhibitor & Partner Invitation System (E&P) and Programmes Application System (PAS)
The GSMA Exhibitor & Partner Invitation System (E&P) allows you to manage your pass allocation for the event. You can invite staff and guests to register for MWC Shanghai.
Program owners will also have access to the GSMA Program Application System (PAS) to manage applications to attend their program(s).
User guide and training videos are available in the E&P system.
How can I access to Exhibitor & Partner (E&P) Invitation system?
Exhibitor, Partner and Sponsor’s registration coordinators will receive an email from the system.
Please note that login details for your E&P Invitation System account will be the same as your registration account.
Why has bulk registration been removed from the E&P System?
Due to government registration rules & regulations, all attendees must self-register and input their name and ID card/Passport/Travel permit details at the point of registration.
To comply with data privacy regulation, the bulk registration function has therefore been removed from the system.
To offer you convenience when inviting your staff and guests, there is a function available in the system – registration coordinators can share registration QR codes or registration links via WeChat.
Will my audiences require MWC Shanghai badges to access my programme?
Yes. Your audiences will require MWC Shanghai passes to access your programme. They may be allocated a pass from your allocation within the Invitation System or acquire in another way. Audience members without a valid MWC Shanghai pass will not be able to access your programme.
Will my speakers receive Speaker passes?
Only GSMA Speakers who speak in the MWC Shanghai Conference will receive a Speaker Pass.
Your speakers will receive a Discovery Exhibition Pass, a Leaders Conference Pass, or a VIP Pass from your allocation in your Invitation Registration System.
Will I receive a Final Confirmation e-mail?
Once an attendee is registered for a MWC Shanghai pass, they will receive a final confirmation email with onsite access information. If you or your attendees are not receiving our communications, please check junk/spam mailbox or add registration@mwcshanghai.com to your contact list.
Where do my audiences collect their badge?
For mainland Chinese attendees, your Digital Access Pass will be available in GSMA WeChat official account after you have completed the identity verification, the first time you enter the event. Register via WeChat or login to your registration account and bind with WeChat.
For non-mainland Chinese attendees, you will be given a printed badge and will gain access through the ID gate to the event.
Your programme hostesses will be provided with scanners to scan attendees at your venue entrance.
The scanner will check against the attendance list and indicate the status on the scanner. Those attendees on your attendance list will automatically be granted access to your programme. The others will be asked to wait in line for your approval. Should you choose to allow the attendees who are not on the attendance list into your programme, the scanner will collect the attendee’s data and include them on your final scanning report. Scanning report will be available for download in your E&P account.
PLEASE NOTE: The scanners used for your partner programme are provided as part of your programme package. These scanners are part of the secure process through our registration system. Third party scanners cannot retrieve personal data by scanning the QR code on attendees’ badges.