We look forward to welcoming you as an exhibitor at: 

Hinxton Hall Conference Centre, Wellcome Genome Campus, Hinxton, Cambridgeshire, CB10 1RQ.

UPDATE: Presentations and posters.

• If you have paid for sponsored speaking,  please upload your talk by ASAP: by emailing a link request from chris@venue-av.co.uk with support@word2025.com on copy. It should be named as follows: WORD2025_day of talk_Company name_presenter name.
• To check the day of your talk (Tuesday/Wednesday/Thursday-for Training) please see the agenda here.
• POSTERS: The latest poster list can be found here. Receipt of posters was extended to 27th January, if you are still yet to do please email ASAP to: posters@word2025.com Format: Overview. Introduction. Methods. Results. Conclusions. Posters must be a PDF submission (Max 5MB) in size A0 portrait .Bring the printed poster to the event, it will also be displayed digitally. Your poster will remain for the duration of WORD+2025 with allocated presentation times. Poster location numbers assigned just before the event- see latest poster list here.  

Your to do... ASAP!

1. Please confirm your attendance to WORD+2025 ( look or search and click on the email invitation from @eu.zohobackstage.com our event system). If you can’t find we can resend. It also allows you to scan leads and build your online exhibitor profile and share content.

2. BOOTH attendees then secure your Approved Exhibitor booth Ticket here (for GDPR compliance to collect badge, confirm dietary requirements etc). Note: GDPR compliant delegate lists will be available just before/just after the event (we do one final GDPR check with all attendees last week before event). This is for your one time only use during or after the event.

3. Event app is ZOHO Backstage: Apple or Google.  FYI When scanning (item one above needed) or manual entry the following info is filled (automatically) or manually. Booth admins or owners can access all lead lists etc the lead form looks as below also see here.

   
   

   

4. Don't forget the exhibition is open until 9pm on Tuesday 11th Feb for the Welcome party and reception. This is also the night we present a £10,000.00 cheque to the winner of our innovative research grant. An opportunity not to be missed to engage with attendees.

5. POSTERS:  All exhibitors have  a poster included in their booking. Receipt of posters extended to 27th January. Send to: posters@word2025.com Format: Overview. Introduction. Methods. Results. Conclusions. Posters must be a PDF submission (Max 5MB) in size A0 portrait .Bring the printed poster to the event, it will also be displayed digitally. Your poster will remain for the duration of WORD+2025 with allocated presentation times. Poster location numbers assigned just before the event.  The latest poster list can be found here

6. GDPR compliant delegate lists will be available just before/just after the event (we do one final GDPR check with all attendees last week before event)

7. Accommodation: it is best to stay onsite at the venue and for all options see here.
8. Interviews at your booth! Book yours with: Rizwan Chaudhrey, RSK-Solutions/ RSK Life Science Media 

   +44 7838 115527  Email: rsk-solutions@outlook.com

9. Presentations.

• If you have paid for sponsored speaking  please upload your talk by ASAP: by emailing a link request from chris@venue-av.co.uk with contact@organoidspheroid.com on cc. (link coming). It should be named as follows: WORD2025_day of talk_Company name_presenter name.
• Any issues please email support@word2025.com with chris@venue-av.co.uk on copy.
• To check the day of your talk (Tuesday/Wednesday/Thursday-for Training) please see the agenda here.

Images for promotion and sharing on social media here:

LOGO, WOMEN in STEM, Attendee benefits image.

Example text: Over 40 World leading research speakers and innovative technologies, bringing THE MOST TRANSFORMATIVE area of life science discovery and regenerative medicine to life. Engagement and sharing knowledge is key in the shift to adopting advanced, non animal technologies through innovative Organoid and Organ-on-a-chip research. Join world leading researchers and the latest innovative technologies accelerating this transition. ‘An open and uniquely engaging conference, very informative and thoroughly enjoyable’ Last available ticket offers are out now! Come join us and access FREE training too! https://www.word2025.com

1. Exhibition set up summary.

• Exhibition set up is 11am-6pm: 10th February or from 6am 11th February (exhibition opens at 8am on 11th and must be clear by then).
• Exhibition break down is from 4:35pm on 12th February (unless you are sponsoring the training day on 13th-  4:00pm).
• Collections can be anytime between 4:45pm to 10pm on 12th Feb Or 4:30pm to 10pm on 13th Feb).
• Attendees can access the exhibition from 8am on 11th February, please ensure all packing and shipping material is cleared away by then.
• Exhibitor shipments will be accepted by the venue NO SOONER than 7^th February  2025 and we ask that any collections are made immediately following your event (the day of). The conference centre reception will handle exhibitor inbound and outbound shipments. A safe means of access must be used at all times. Usually this will be via the main automatic doors located at the front of the conference centre building. The building is open and front desk manned 24 hours a day. Exhibitors wishing to access the building to set up their stands must make prior arrangements through their event organiser. The dimensions of the main conference centre doors: 168cm wide/ 213cm tall. 

•  Exhibition Stands

  Ceiling height max of 2.24m. Space 3X2M (for your booth/backdrop/pull up banners etc)

  As standard, we provide each exhibitor with a 6ft (1.8m) clothed trestle table (max hold weight: 125kg) 2 x chairs, 1 x extension lead and power is available. Please note, we don’t have 3 phase power in the event space we have standard UK 3 pin plug sockets.

• For FULL information please see after exhibition plan below and contact the Hinxton Hall Conference Centre Events Team: Conference.centre@hinxtonhall.org
• We also recommend : www.cameronlogistics.co.uk who provide a complete solution for logistics, exhibition courier and transportation requirements.

1. Exhibition booth locations

1. Frequently Asked Questions

• Will I have access to Wifi during the event?
• Yes. We have guest Wifi available
• Can I store my empty packing cases?
• No. There are no storage facilities available at the venue, if you have packing material that you need to store you will need to make arrangements for this on your stand or in your vehicles.
• Can I give away food/drink items from my stand?
• No. We do not permit exhibitors to bring food/drink into the venue for distribution from their stands.
• Do I need to provide a risk assessment?
• No, not unless you are setting up or running any stand/display larger than a table top display (pop-up banners are not included in this). We will however, require evidence that anything requiring power at your stand has been PAT tested.
• Can I review your exhibition space online?
• Yes. Please see the exhibition space via our virtual tour here.
• Inbound/outbound shipping

1. Exhibitor shipments
2. Will be accepted by the venue NO SOONER than 7^th February  2025 and we ask that any collections are made immediately following your event (the day of). The conference centre reception will handle exhibitor inbound and outbound shipments.
3. Please note we have very limited storage space at the conference centre. Exhibitor shipments must be packed and properly labelled.
4. Please arrange for shipments to be sent/collected from;
5. Hinxton Hall Conference Centre, Wellcome Genome Campus, Hinxton, Cambridgeshire, CB10 1RQ
6. Please ensure the following are clearly visible on any shipments to the conference centre;

• Exhibitor name
• Name of conference/event: WORD+2025
• Date on which event is taking place: 11th-12th Feb 2025

1. We have shipping labels available email : Conference.centre@hinxtonhall.org. Any items incorrectly labelled may be refused.
2. We ask that exhibitors provide adequate information to their event organiser regarding size and quantity of any deliveries prior to the event. Deliveries by pallet will only be accepted by prior arrangement. We do not have any trolley facilities or staff able to assist with actively moving deliveries.
3. When you finish packing up after your event, we kindly ask you to package your items ready for collection and take your outbound parcels to Reception to document ready for collection, ensuring they are clearly labelled with your name, company and address.
4. Access
5. A safe means of access must be used at all times. Usually this will be via the main automatic doors located at the front of the conference centre building. The building is open and front desk manned 24 hours a day. Exhibitors wishing to access the building to set up their stands must make prior arrangements through their event organiser.
6. The dimensions of the main conference centre doors: 168cm wide/ 213cm tall.
7.  Parking
8. Parking for exhibitors is on a first come, first served basis and cannot be booked in advance. Exhibitors may stop in front of the building for offloading purposes only, at a prearranged time and should then move to the nearby car park D. Please do not park on the patio directly outside the conference centre, or the zebra crossing.
9. Additional Information
10. Smoking
11. Hinxton Hall Conference centre operates a strict no smoking policy in all buildings. There are designated smoking areas within proximity to the conference centre. Please ask for directions at Conference Centre Reception.
12. Toilets
13. There are toilet facilities, including accessible toilet facilities which are located in the main reception of the conference centre building.
14.  For any further information you may require please contact the Hinxton Hall Conference Centre Events Team:
15. Conference.centre@hinxtonhall.org