Future Forum 2025 - Exhibitor manual

• Set objectives – think about what you want to achieve on the day and set yourself measurable, realistic goals.
• Decide on your team – our events are attended by senior professionals who make the decisions about their reward and benefits package. Think about who is best placed in your organisation to speak to them in an informed and relevant way.
• Brief your team – once you’ve decided who is coming make sure they know as much as possible about the event, the audience and your objectives. The more they know, the better prepared they’ll be.
• Know how to describe what you do – create a 30 second elevator pitch which neatly describes the purpose of your organisation and how it helps employers. Make sure everyone who is attending is involved in creating this description and agrees with it.
• Think about your messaging – what is the key thing you want delegates to take away from the event about your organisation and what's the best way to get this across? This could be as part of the design of your stand, through your pitch or what you have for delegates to take away.
• Think about your stand – what will you have for delegates to take away? With sustainability a key concern, think about how you can minimise waste but still offer delegates something useful and memorable. For example, using QR codes can be a useful way to share thought-leadership digitally.
• Promote your presence – use your communication channels to promote your presence. This is valuable to alert both potential and current customers. Letting your customers know you’ll be at the event, gives them the chance to catch up with you in person, helping to build your relationship. Also, make sure you update internal stakeholders so that they can support your involvement and understand your objectives. 
• Devise a strategy for leads – you’ll have lots of talks throughout the event, some will be casual and others will be more serious, with delegates showing a genuine interest in your product or service. Think about how to categorise your contacts and how best to follow these up. Keep this simple, perhaps using a three-tiered approach, for example rating each lead 'hot', 'warm' or 'cool' and decide an appropriate follow up for each. Getting this prepared before the event means you can act quickly afterwards. Explore the benefits of purchasing the lead collection app as part of your activity.

• Arrive on time – make sure you and your stand are ready to welcome visitors as soon as the doors open and you’re not flustered or stressed. Many delegates arrive early to tour the exhibition before the first session starts.
• Make the most of session breaks – the busiest time in the exhibition will be during the coffee breaks and lunchtime, so make sure your representatives on the stand are ready and primed during this time, totally focused on talking to delegates.
• Don't do all the talking, ask questions – the event is a great opportunity for you to understand the challenges employers are facing now and what they are concerned about for the future. Use the event for your own market research, a chance to get first-hand feedback from exactly the audience you want to reach.
• Make connections with other vendors – the exhibition will be filled with like-minded companies trying to reach the same audience. Take the chance to talk to them to share experiences and build your own network which could lead to future collaborations.
• Promote your presence – share images from the day on your social channels. Think about how you can get more interaction from the posts by including insights from the day. Think about your images too – it’s much better to show your stand when it’s lively and vibrant rather than quiet before the event begins.

• Follow up leads in good time – make sure you follow through on your lead generation strategy and contact those that you met, sharing appropriate information. All the good work from the day can be lost if this is not done promptly.
• Connect on LinkedIn – take time to connect with those that you meet at the event, be they delegates, other vendors or expert speakers to strengthen your network.
• Promote your presence – share insights from the day post-event through all your external and internal communication channels.
• Connect with REBA – speak to the REBA events team to find out what delegates thought of the event and the exhibition. Also provide your own feedback, so REBA can finetune the experience for vendors in the future. We want to hear about your ideas and make these events as valuable as possible.
• Hold a washup session – gather all those who attended and were involved in the event to get their feedback and their observations. Understand what went well and what could be improved for the next event and make sure these are captured and shared.
• Track leads - as it can often take months, even years, to win a new contract make sure you track any contacts made at the event so you can correctly attribute any that come to fruition.

The checklist is a good place to start as this contains all of the information you need to complete and by when. 

But please kindly read through the whole manual thoroughly, in order to ensure you've covered all aspects.

You can submit your profile information through the sponsor manual here. 

Please kindly read it through thoroughly, in order to ensure you've covered all aspects.

 

Your submission will appear on the website as soon as it’s approved. You’ll also receive a notification email with a direct link to your profile.

Should you need to make any changes to your exhibitor profile, please edit them under your submissions. Any changes you make will need to be approved again.

QR code passes will be sent via email to each representative before the event, so they can print and collect their pass from the badge kiosk in the main entrance of the event when they arrive on the day.

Each organisation is welcome to designate up to TWO representatives.

Furthermore, exhibitors with a speaking slot may also have an additional speaker in attendance, alongside the two company representatives.

If you are a sponsor with a speaking slot, please complete the speaker form as soon as possible.

Please also submit your presentation by the 1st November.

While your representatives are very welcome to join the content sessions, they are not permitted within the roundtable discussions in the afternoon as these are strictly vendor free.

In order to more easily collect contact details (First name, Surname, Job Title, Company & Email - no Telephone number) from delegates who have spoken to you and expressed interest, a lead retrieval scanning app can be purchased at an additional fee. It provides an easy way to track and follow up with leads generated at the event. To find out more information about the app, please take a look at the next question in the FAQs.

Sponsors can purchase a badge scanner app, so you can more easily collect contact details from delegates who have spoken to you and expressed interest. Please note the default data collected by the app is name, job title, organisation and email. Phone numbers are not automatically supplied, so you will need to add a custom field to your dashboard and request the mobile number from the individuals who accept your request to scan their badge.

The scanning app can be purchased at an additional fee and downloaded to your device ahead of the event. We will send you information about the license for the lead retrieval app a few weeks before the event. LINK?

If you decide to use the app, it is important that delegates feel comfortable approaching exhibitors for an initial conversation, so please have a conversation first, then ask for permission to get in touch after the event before attempting to scan their badge and only scan with their clear agreement.

Please note that scanning is not permitted in common areas of the venue, only on your stand.

The stand storage space is limited, and we do not have any additional venue storage, so please only bring onsite what can fit on the stand.

Your representatives can arrive at the venue, Sancroft | St. Paul's, from 07:30 on Thursday 20 November 2025 and your stand will be dressed and ready for your representatives to settle in.

Delegates will arrive from around 08:00 and the event ends at 17:00. Breakdown will happen only after all delegates have left.

Full details on access and deliveries can be found here. The information on this form MUST be completed for the venue to accept your consignment into the building (this is a new process). 

The event has a smart casual dress code.

Stand number and floorplan information will be distributed closer to the day of the event, but we will keep you updated about them as soon as possible.

Soon you will receive a link from Conference Expo who are the official stand builders for the event. The link will take you to an order portal where you can upload your stand graphics, logo and order additional stand items. You can find further information here.

Statement

It is the policy of the Organisers to endeavor to seek the co-operation of all concerned in order to achieve the highest standards, in all aspects, of health & safety. 

The Organisers have a responsibility to ensure that safe working practices are maintained at all times, which includes ensuring that provision is made whereby persons other than their own employees are reminded of their responsibilities whilst working at the venue. 

As an Exhibitor, Sponsor or Agent you have a duty under The Health and Safety at Work Act 1974, and all of its component parts, to ensure that all personnel, contracted by you are aware that they have a responsibility, so far as is reasonably practicable, for the health, safety and welfare of all employees, and that any systems of work which may be used are, so far as is reasonably practicable, safe and without risks to health. This includes that all employees are provided with information, instruction, training and supervision to ensure not only their own health and safety but also that of others working or attending the vicinity. 

You are also required to have in your possession a copy of your own Health and Safety policy, a Risk Assessment and certificate of Liability Insurance and a copy of the Health and Safety policy document of each contractor employed by you which may be requested during the event. 

All stand activities including demonstrations of products must be in line the rules and regulations set out within the e:guide. 

​Alcoholic Drinks & Drugs

• The abuse of alcohol, drugs and other substances can affect work performance and safety.  Due to the nature of this event any person, found to be under the influence of alcohol, drugs or other substances, which in the opinion of the Organiser’s and their representatives constitutes under the influence of alcohol, will be removed from the venue by security and if necessary further action will be taken to remedy the situation. 

• Prescription medication is permitted but only if taking or used in the correct manner and does not affect the event so causing a danger when operating machinery etc. 

If you have any further questions, please email [email protected].