London Conference
Exhibitor FAQs
Thank you again for partnering with us.
This page answers the most common questions, but please also download the exhibitor manual below.
VENUE, TIMINGS AND DELIVERIES
Where is the venue?
The Kia Oval, Kennington Oval, London, SE11 5SS. (View on Google Maps)
When can we pack in and pack out?
Pack-in:
Monday, 9 November, 4pm to 6pm
Tuesday, 10 November from 7am – 8am
Pack-down: Please note stands can’t be packed down until the conference is officially over
Wednesday, 11 November, from 3pm
What are the official conference times for delegates?
DAY ONE Tuesday, 10 November
Registration: 08:00–09:00
Event: 09:00–17:00
Networking Drinks: 1700-18:30
DAY TWO Wednesday, 11 November
Registration: 08:30–09:00
Event: 09:00–15:00
What is the delivery address of the venue?
- Shipping address: The Kia Oval, Alec Stewart Gate, Kennington, London, SE11 5SS.
- Deliveries can be made from 5 November onwards, between 7am and 7pm.
- Any deliveries must have this label attached, otherwise items may not be accepted by venue security.
- Please download the label and attach it to each item.
Please note: All deliveries to and from the venue are the responsibility of the exhibitor and cannot be managed by the WPI team. Please arrange your own courier, ensure you have a tracking number for all shipments, and have a member of your team available to locate and collect your items at the venue.
We strongly recommend that someone from your team visits the venue on Monday, 9 November between 4pm and 6pm to confirm that your deliveries have arrived and everything is in place ahead of the conference.
Is there space to store boxes at the venue?
Yes, there is space available at the venue to store any boxes or packaging during the event. Simply take any items you’d like stored to the cloakroom in the exhibitor area.
How do we ship items back after the conference?
Please ensure a member of your team is onsite to meet your courier and personally manage the collection of any items. All return collections are the responsibility of the exhibitor, and neither WPI nor the venue is able to coordinate, supervise or hand over items to couriers on your behalf.
Couriers are welcome onsite from the start of pack-down. Please arrange your collection accordingly and ensure a member of your team remains onsite until all items have been collected.
Who do we contact with questions?
Email us any time at conference@workforceplanninginstitute.com
YOUR STAND
What's included with our stand?
Your stand includes the stand structure, TV and lockable cupboard. Tables and chairs are not included, but these can be hired separately through the Conference Expo portal if required.
Are high tables or chairs provided at the venue?
High tables and chairs are not included with your stand booking. Please note that the high tables located throughout the venue are reserved exclusively for delegates and cannot be moved to or used within exhibition stands.
If you’d like furniture for your stand, you can hire a high poseur table and stools as an optional add-on. These can be booked and paid for directly through the Conference Expo portal and are separate from your stand booking with WPI.
If you’d like to add furniture, we recommend arranging this in advance so everything is ready for your team when you arrive onsite.
What do we need to bring for our stand's TV?
If you plan to use your stand’s TV, please ensure your team brings the appropriate HDMI cable and/or USB-C adapter, as we’re unable to provide these onsite.
We recommend checking which connection your device requires before travelling to the event so your team is ready to plug in and get set up as soon as you arrive.
STAND PORTAL AND ARTWORK
(Applies only to exhibitors with a stand in their package.)
What's the artwork deadline, and where are the templates?
Artwork templates are available to download directly from the Conference Expo portal.
Once finalised, all artwork must be uploaded back to the portal for approval by 18 October. Full submission instructions and requirements can also be found within the portal.
How do we access the stand (Conference Expo) portal?
If you have a stand included in your package, you should have received an email with your login details from portal@conferenceexpo.co.uk. If you have not received this please check your junk folder.
If you are unable to find the email, please contact us at conference@workforceplanninginstitute.com and we’ll help you get set up.
PASSES AND REGISTRATION
How do we register our team?
Send us each team member’s name, job title and email. The deadline is 27 October. This will allow us time to get everyone registered and set up for lead scanning ahead of the confernce.
Simply email conference@workforceplanninginstitute.com with all of the details and we’ll register them and send a welcome email to get them set up in the event app.
How do we register guests and how many guests can we invite?
We understand how valuable it is to be able to invite your guests and clients, so you’re welcome to invite as many as you’d like. Simply send us their name, job title, email, and company to conference@workforceplanninginstitute.com. Once we receive their details, we’ll register them and send them a welcome email to so they can use the event app.
Do our team passes or guest passes have access to the Masterclass?
No. Both team and guest passes are for the two-day conference and include access to the conference programme, food and beverages across both days, and the networking drinks.
The Masterclass is a separate event and is not included within sponsor passes. If you’d like members of your team or any guests to attend, additional Masterclass passes are available for £299 per person.
Simply let us know who you’d like to attend and we can arrange the pass and invoice for you.
YOUR SESSION
Diamond & Headline Sponsors: When do you need our speaker and session details?
The final deadline is 27 October, but we’d love to receive your details as early as possible. The sooner we have your speaker and session information, the sooner we can begin promoting your session across our channels and building visibility for your brand ahead of the event.
Don’t worry if everything isn’t completely finalised at this stage. Session titles and descriptions can be updated later — we simply need the initial details in place so we can start promoting your participation.
Diamond & Headline Sponsors: When do you need our presentation deck?
If you’re presenting, please send your final presentation deck by 27 October in PowerPoint format (.pptx).
Gold Sponsors: When do you need our panellist and panel details?
As soon as possible, please, with 27 October as the final deadline.
If you’re planning to bring a client along to participate on the panel, please let us know who you have in mind in advance, as your sponsorship agreement requires us to approve any external guests.
FLOOR PLAN AND AGENDA
Where will our stand be on the floor plan?
The floorplan will be shared 2–4 weeks before the event, and from there you can let us know where you’d like your stand. Please note that allocations are made by package tier, so higher-tier partners are invited to select their stand first. We’ll be in touch with your window as the floorplan opens up.
Is the agenda final?
The agenda and timings are subject to change. The final agenda will be published on 1 November. Until then, session titles, scheduling and speakers may be updated.
DURING AND AFTER THE EVENT
How does lead scanning work?
Full lead scanning instructions can be found in the Exhibitor Manual on pages 8–12.
There is no need to hire or purchase any additional lead-scanning equipment. Your team can simply use their own devices to scan attendee badges directly through the event app.
The process is quick and straightforward, and we’ll make sure your team has everything they need to use it confidently on the day. Notes can be added directly to each lead within the app, and all captured lead data can be downloaded immediately by your team for easy follow-up.
When will we receive the delegate list?
Access to delegate lists is exclusive to our Diamond and Headline Partners.
Diamond Partners receive the delegate list for their individual conference, while Headline Partners receive the full delegate list across all conferences.
The initial delegate list will be provided two weeks before the event, followed by a final updated list on Monday, 16 November.
Please be aware that the initial list may not contain complete information for every delegate, as some details are provided or updated by delegates closer to the event. The final list will include all information that has been provided and that we are permitted to share.
If any delegate details remain missing from the final list, WPI is unable to source, add or provide these retrospectively due to GDPR requirements. If your team requires information that has not been provided as part of the delegate data, this will need to be sourced directly by your team.
Please also note that the WPI team will be travelling back to Australia from Wednesday to Friday following the conference and will have limited availability during this time. The team will be back online and available to assist from Monday, 16 November.
When will we get our session scans?
Gold Partners will receive the lead data from attendees scanned into their sponsored session on Monday 16 November.
Please note that the WPI team will be travelling back to Australia from Wednesday to Friday following the conference and will therefore have limited availability during this time. The team will be back online and available to assist from Monday 16 November.
EVENT PAGE
Where can I see the full agenda, speakers and event details?
Visit WPI Conferences to explore each of the three conferences, including the latest agendas, speakers, sessions and everything you need to know about the event.
