Exhibitor Information
AdventureELEVATE Partners, we are pleased to welcome you to Portland, Maine this May. This page contains information relative to your partner participation in AdventureELEVATE, 9-11 May 2023. We hope you find it helpful!
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2023 AdventureELEVATE Maine
© Maine Office of Tourism
Event Platform
The event platform used for AdventureELEVATE is called ATTA Compass. It will be your guide now and throughout the event and is available as a desktop version and as a mobile app, available as a free download for iOS and for Google Play. This is where you will be able to network with delegates, see the full agenda, and much more. Having the ATTA Compass ready to go before the event means you will be prepared on-site to have the best experience.
The AdventureELEVATE networking platform will open on 6 April (UTC+7). You’ll receive a welcome email from ATTA Compass with instructions on how to login and set up your profile. Please make sure you have added ATTA Compass to your safe senders’ list so that you do not miss important notifications.
Do you need help getting started? Check out the Participant Guide and Mobile App Tutorial Video. If you have trouble navigating through the platform, please review the FAQs on the event platform, where you can also ask questions – or email [email protected].
For information about the AdventureExchange, please see below.
*If you want to have a schedule of pre-scheduled meetings for the AdventureExchange session (11 May), you must log into the ATTA Compass App, and create your profile no later than 23 April. If you do not log in and create your profile, you will miss the opportunity to have pre-scheduled meetings during the AdventureExchange Session.*
Presentation and Video Submission Deadline: (for partners with speaking time)
Please provide us with the speaker’s name, the title of the presentation, the presentation deck in PowerPoint or Keynote as well as the video you would be showing no later than 14 April. If you have a keynote presentation, please also provide the speaker’s bio.
Upload your presentation here. We recommend you submit the actual video file of any video (versus a web link) since internet is not always reliable.
PLEASE NOTE: The ATTA is not responsible for presentation issues if your presentation flow and files are not received at least three weeks before the event. Please bring a backup of the submitted presentation files on a USB thumb drive.
Logo Exposure
Your logo is live on the ATTA partners website and on the AdventureELEVATE page. If you don’t see your logo or if you would like to use a different logo, please send an EPS and PNG version of your logo to your ATTA point of contact, and we can replace it.
We do not hand out printed programs in order to eliminate as much printed waste as possible at our events, but your logo will be on any appropriate event banners, if we print them, and on screen.
Sampling Opportunity / Giveaways:
According to your contract, you have the opportunity to provide giveaways and other goodies at your partner networking table. This is an excellent method to drive traffic to your partnership networking table and gain additional exposure.
After 17 years of events, ATTA has received a lot of feedback about the kinds of giveaways that are appreciated and valued and those that are not because of either their environmental impact, or simply because they have received so many through the years. Consider this as another opportunity to showcase your culture as well as your understanding of the adventure travel industry’s values around sustainability.
Do's:
- Artisan made local crafts tied to your culture
- Edible treats, cookie, chocolates, tea, coffee
- Scarves, hats, especially locally made in your region
- Useful items like branded notebooks, pens, tote bags, hand sanitizers
Don’ts:
- Reusable water bottles (they have said they now have enough)
- Luggage tags
- Items that won’t travel well because they are large or breakable
- Plastic trinkets, keychains
Please let your partner manager know if you will be raffling anything away no later than 14 April. If you would like to arrange a prize drawing at your partner networking table, such as “enter your business card for a chance to win”, winners will be announced during the closing plenary session.
Partner Networking Space
For your partner networking space you will have a 28 inches/71 cm round cocktail table with a tablecloth set up near the main session rooms of the event venue. This is where all partner networking tables are placed so that delegates can pass through and learn about our partners, see your materials, etc. This is also where the networking breaks happen. Delegates get coffee/snacks and walk around the area during the breaks between sessions, and in mornings before sessions begin. You may bring one pop up banner as well as marketing materials, giveaways/goodies/etc to place on your table for the duration of the AdventureELEVATE event. You may give away small samples of food and non-alcoholic beverages but selection must be approved by the hotel first. No cooking or heating equipment is allowed. Please discuss any food and beverage ideas with your ATTA point of contact no later than 14 April. For table banners we recommend a standard pop up banner (narrow and tall, no wider than 3 feet for width of banner). Alternatively, to save space, you can use one with a QR code like the one pictured here! You may not use any fasteners to attach things to the walls that will cause damage. No tacks/glue/ or aggressive tape. Painters tape and gaff tape are acceptable. Unless ordered by you ahead of time (see below “Electrical Power Outlets”), there is no guarantee of electrical power outlets by your table.
Below you can see photos from a past event that gives you an idea of what to expect of the space.
Set-Up: Monday 8 May from 2:00pm - 5:00pm, and Tuesday, 9 May from 2:00pm - 5:00pm. We recommend that you set up your partner networking table no later than 5:00pm on Tuesday, 9 May.
Tear-Down: Thursday, 11 May after the closing session, from 5:00pm - 7:00pm.
Photo credit: Hassen Salum
AdventureExchange Session
All delegates get access to our event networking website and have an opportunity to select priority meetings with each other. There will be a total of eleven 12-minute appointment times available (not guaranteed) for delegates seeking to connect one-on-one with specific attendees they’ve identified as targets for potential business partnerships.
AdventureExchange (11 May, 9:00am – 12:00pm) ratings for your pre-scheduled meetings will be open on the ATTA Compass platform 6-23 April.
First, be sure to complete your profile so others know who you are and where you do business. Upload a photo so they will recognize you in person.
During the pre-scheduling phase (6-23 April), browse the attending delegate list, and rank the attendees you want to meet.
You can rate as follows:
- Must Meet - I absolutely want to meet this person
- Meet - It would be nice if I can meet this person
- No Thanks - I don’t want to meet this person
After the selection period closes on 23 April, ATTA’s matchmaking process takes over to best match each participant's requests and maximize schedules while balancing schedules to provide equal opportunity for all. The 28th of April, your preliminary personal schedule is added to your account on the event app. You have 2 days to request any changes to the schedule.
The 2nd of May, your final schedule is added to your account on the event app.
With over 15 years of experience running Marketplace events, we have fine tuned our formula to help forge hundreds of new and prosperous partnerships. Our team strives to fill as many open meeting slots as possible with the potential partners you have selected in our pre-event matchmaking process, however, your success depends heavily on you: it is imperative for you to "do your homework" and explore who is coming before we open the platform so that you are fully prepared and know with whom you wish to meet when the platform opens on 3 April.
If your partnership includes an AdventureExchange destination table, delegates will come to meet with you at your table. Your AdventureExchange table will be a rectangular table 72” x 30” (182 cm x 76 cm) set up with a table-cloth, however, your AdventureExchange table is an opportunity to showcase your brand and we encourage the use of branded table cloths, table-top flags and the like. Unless ordered by you ahead of time (see below “Electrical Power Outlets”), there is no guarantee of electrical power outlets by your table. To reduce the number of materials that you bring to the event, we suggest you use your pop-up banner for both your partner networking table and AdventureExchange table. Please be sure to have your table set up at the start of the session, no later than 9:00am. You will be provided the exact location of your table and may set up your table one hour before the start of the event. ATTA staff will be there to greet you and show you to your table.
Other networking opportunities at the event:
- Day of Adventures (Tuesday 9 May): This is the best way to break the ice with the rest of the delegates. Once the DoAs are available for sign up see the list of who is attending each adventure and join the one on which the people you want to meet with are on. Use the time to also meet people who you do not know - keep in mind that they could be your “advocates” to introduce you to others;
- Partner Networking Tables: Throughout the event
- Meet Me area: ATTA sets up a special area in the lobby, near the ATTA registration desk, for all of the delegates where you can easily schedule to meet another delegate, using the event platform during all the days of the event.
- Event platform: Direct messages with other delegates before and during the event.
- Disruptive Networking Adventure session, Lunches/dinners, coffee breaks, informal gatherings etc.
- Use the ATTA HUB: Post in the groups of activities or events you are mostly interested in meeting people from and introduce yourself prior to the event or after.
A few important notes:
- To request meetings outside of the AdventureExchange session, you’ll navigate to individual attendees profiles where you will be able to see and request open meeting times directly from their profile page.
- For any meetings outside of the AdventureExchange session please be sure to include details in your request about an alternative location. We suggest using the ‘Meet me Here’ sign or your Partner Networking Table.
AdventureExchange Tables are sold out. If you do not have an AdventureExchange Table as part of your partnership, please follow the general instructions for this session here.
Shipping
If you are shipping items for the AdventureELEVATE event to the Holiday Inn Portland - By the Bay, please carefully review shipping details below:
Timing: There is limited pre-event storage space at the venue, so if you are able to bring your marketing materials with you on your flight, that is preferred.
If you must ship, please use the following address:
Holiday Inn Portland - By the Bay
Attn: Convention Services Manager
Name of Event: AdventureELEVATE 2023
88 Spring St, Portland, ME 04101 (United States)
Please include the group name AND c/o Rick Rose on the package.
Any deliveries coming in by freight must arrive on a lift gate truck and must be coordinated with Rick Rose ahead of time via email: [email protected].
Storage: The hotel has limited facilities for the storage of exhibits. All shipments for an exhibit must be directed to the address above, and arrive no earlier than seven days before the event (2 May), or they will be charged a storage fee. If any items need to be shipped back out after the event please have it all pre-labeled, pre-paid and packaged and leave it at the front desk to have it shipped out the next business day. Goods not shipped out by 12 May will be disposed of.
Customs: Depending on where you are shipping your items from, please look into the assistance of a customs broker.
Audio Visual
For special A/V needs, including electrical power (see below), please contact Rick Rose - [email protected]
Electrical Power:
If you require power for your exhibit space, power needs to be ordered in advance and paid for by the exhibitor. A power cord costs $10/day and a power drop (cord + 4 plug outlet costs $20/day).
Extension Cord/Power Strip Usage: ALL extension cords must be the industrial 3 prong cords. No booths can use a smaller indoor 3 prong cord at their booth. If plugging more than 1 item into power you must have a power strip for your booth.
Traveler Info
Please reference our traveler info page for any questions related to lodging, transfers, health and safety. We recommend booking your travel arrangements early to ensure availability. Please note that the rooms we have reserved for the event will be released and available to the general public after 17 April.
Business Center
There is a small business center within the Hotel Holiday Inn - By the Bay. There are established print shops nearby, including FedEx and Curry Printing. FedEx is closest (.3mi/60 meters). https://goo.gl/maps/12CgNQTTzpfnVwEh9
AdventureELEVATE COVID-19 FAQ
As part of ATTA’s commitment to nurturing a responsible and sustainable adventure travel industry, we ask all delegates to prioritize the health of the communities that we visit by following all local regulations and taking steps to prevent the spread of respiratory illnesses.
Links will be provided on the FAQ page to the most updated local rules and regulations with regard to COVID-19 and may include the following: requirement to be vaccinated, proof of testing for an illness, mask requirements, social distancing or other culturally appropriate requests. Local policies can change, sometimes rapidly, and we all must be prepared to adapt to them if they do.
As of January 2023 there will be no special COVID screenings or requirements to participate in this event beyond the local rules and regulations.
Visit the official State of Maine COVID information page here and the Visit Portland COVID-19 FAQ to review the latest requirements. Be sure to bookmark these pages and check the local guidance before you travel.
Current COVID Requirements for entry into the United States from the US Dept of State and the CDC indicate that proof of COVID-19 vaccination is required for all non-citizen, nonimmigrant air passengers to the United States (as of March 2023).
Please review our frequently asked questions and answers here.
Additional Helpful Information
Quicklinks:
- Traveler Information
- Frequently Asked Questions
- AdventureExchange Details
- Day of Adventure (Opens for preview on 23 March. Registration opens on 30 March.)
*NEW* Change and Cancellation Policies:
After an event partnership agreement has been signed, ATTA begins the promotion and inclusion of the event partner in the event marketing, and the partnership is no longer available to be sold to other destinations. In the event a partner must cancel their event partnership agreement, the partnership cost may be transferred to a future event as account credit, less the following fees:
- 120+ days before the event: 5% fee deducted from account credit
- 90-120 days before the event: 10% fee deducted from account credit
- 60-90 days before the event: 25% fee deducted from account credit
- within 60 days of the event: 50% fee deducted from account credit
An account balance due will be added to partners who cancel but who have not yet paid for their partnership fee.
Registration/AdventureExchange Table Change and Cancellation Policies for Event Partners:
- Registrations/AdventureExchange tables that are included in the partnership agreement are not refundable and not transferable to future events.
- At least one registration needs to be named 60 days before the event, or the ticket will be released (please contact ATTA in advance if you have a special request around this).
- Remaining tickets need to be named 15 days before the event
- ONE (1) name transfer per ticket is allowed up to five (5) days before the beginning of the event. Outside of this, a special 50% of regular event transfer fees apply.
- AdventureELEVATE: standard fee is $125 (partners pay $65)
- Registrations/AdventureExchange tables that are purchased in addition to the registrations included in the standard partnership package (additional registrations beyond the standard package, including bulk purchase packages) include:
- The option to make changes up to the day of the event with the following stipulations:
- 120 days or more before the event: refund back in the original form of payment
- Between 45 and 120 days: account credit will be issued (without a fee)
- If tickets and AdventureExchange tables are not named within 45 days, these will be released and funds will be issued as account credit less an admin fee:
- 10% admin fee automatically deducted from the account credit issued
- ONE (1) business/attendee name transfer is allowed per ticket up to five (5) days before the beginning of the event. Outside of this, a special 50% of regular event transfer fees applies to event partnerships:
- AdventureELEVATE: standard fee is $125 (partners pay $65)
If the in-person event must be moved to a virtual format due to Covid-19 related restrictions or force majeure, the ATTA will continue to host the long-awaited event utilizing its digital platform. Partners will continue to receive all benefits that can be done digitally - ie stage time, virtual networking tables (booths), marketing exposure pre/during/post event, etc. The ATTA will reduce the agreed upon partnership cost by 50% if the event will happen virtually instead of in-person. The remaining 50% of the paid/agreed upon partnership fee may be either refunded, saved as a future credit, or used for another product or service with the ATTA immediately. The partner may choose which option they prefer for the remaining 50%.
Questions
Please message Eva Mossberg, ATTA’s Partner Manager for North America and Global Gear Brands, if you have any additional questions.