Future Forum 2026 - 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 (you can find more information under lead retrieval options - it will be available from 1 October).

• 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.

MARKET YOUR PRESENCE! 

Spread the word that you’ll be at the REBA Future Forum! To help you do this we shared a personalised ‘gleanin’ link within the ‘Key Actions & Deadlines’ email you will have received from the REBA Events Team ([email protected]). 

INVITATION CODE 

As an exhibitor, you are welcome to invite relevant senior professionals to come and hear you talk and/or see your representatives on your stand.  

You will have received a discount code within the ‘Key Actions & Deadlines’ email referenced above which you can pass on to your invitees. 

To qualify, delegates will need to meet our criteria. Please note that all registrations will be checked for eligibility. 

We’ve put together some handy invitation copy to help you spread the word.

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 exhibitor manual here. 

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

Please see a sneak preview of the fields you will need to complete via the ‘Submit Company Profile’ page below:

 

 

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.

If you have a speaker, workshop or demonstration session, please upload your speaker & session information here. For speakers, please upload your presentation here (Workshop and Demonstration hosts do not need to upload a presentation.)

Please note that after the deadline the platform will close.

Our exhibition stand supplier, Conference Expo, will be in touch by email with personalised credentials to enable you to log in to their portal, where you can order any additional items (such as a TV screen, literature rack, stools etc) to enhance your presence at the event, and upload your graphics for your exhibition stand. It is highly advisable to add the email address this will come from to your contacts beforehand, to ensure you receive the log in details: [email protected]. 

Log in details for all Exhibitors confirmed by 27 August 2026 will be sent on 3 September 2026. Exhibitors confirmed after 27 August 2026 will receive their log in details shortly after confirmation.
If you are concerned that you have not received your log in details to the Conference Expo portal, please check your spam folder and add [email protected] to your contacts before contacting [email protected].

The link will take you to an order portal where you can:

• Upload your stand graphics 
• Upload your logo for your counter 
• Order additional stand items

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 kiosks in the main entrance of the event when they arrive on the day.

Silver and Bronze stands include TWO representative badges, Gold stand includes THREE.

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

An additional badge can be purchased for £650 + VAT, subject to availability. Please contact us for further information. 

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.

As an exhibitor, you are welcome to invite relevant employers to come and hear you talk and/or see your reps on your stand. To qualify, delegates will need to be practitioners responsible for in-house reward and benefits initiatives and strategies for their workforce in organisations larger than 250 employees. For clarity, please do not invite:- 

• Intermediaries 
• Consultants 
• Vendors 
• SMEs below 250 staff in the UK 
• People outside of the HR/reward and benefits or wellbeing functions 

(Please note that all registrations will be checked for eligibility.) 

We’ve put together some handy invitation copy to help you spread the word.

In order to more easily collect contact details 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. The app captures First Name, Surname, Job Title, Company and Email Address by default, and exhibitors can add custom fields, such as Mobile Number, to their app should they wish. Information about how to purchase the scanning app will be sent by email in early October 2026.

To find out more detailed information about the app, please take a look at the next question in the FAQs.

Please be aware of scam emails trying to sell data from the event. This is not associated with us as we DO NOT share any data with 3rd parties. Please ignore and/or report these emails as spam. The only opportunity related to data is via the Fielddrive Leads badge scanner app, which you can purchase pre-event to use on event day. If you are unsure please do always check with us first.

• Exhibitors can purchase a badge scanner app, enabling easy collection of contact details from event delegates who express interest in hearing more from your company. REBA is partnering with Fielddrive Leads to offer sponsors an intuitive lead retrieval app; designed to seamlessly collect contact information from participants visiting your stands. Please note the default data collected by the app is name, job title, organisation and email*. Phone numbers are not automatically collected, 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 for an additional fee and downloaded to your device ahead of the event.
• 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.
•  Information about how to purchase the app will be emailed to exhibitors in October 2026.
• Companies that have previously purchased a scanner app licence are eligible for a discount code; to receive this, please contact REBA directly (not Fielddrive Leads support).

 

Please be aware of scam emails trying to sell data from the event. This is not associated with us as we DO NOT share any data with 3rd parties. Please ignore and/or report these emails as spam. The only opportunity related to data is via the Fielddrive Leads badge scanner app, which you can purchase pre-event to use on event day. If you are unsure please do always check with us first.

* Email is the address the delegates registered with. Please check with them if it's their personal or work email when scanning their badge.

We do not have additional accessible storage space at the venue, so please only bring onsite what you can display within the footprint of your stand (and not forgetting to leave space for your stand reps networking). Your stand counter contains a small cupboard underneath in which you can store small items, but all boxes/containers will be collected by the venue during stand set up and removed from the exhibition floor.

Boxes/containers will be available to collect at the end of the day, but they will not be easily accessible during the event itself as they are not stored nearby. For health and safety reasons, and to maintain the professional aesthetic of the event, we do not allow delivery boxes/containers to be left visible on stands.

Your representatives can arrive at the venue, Convene Sancroft, St. Paul’s, London from 07:15 on Thursday 19 November 2026 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 18:00. Breakdown will happen only after all delegates have left. Breakdown must be complete by 18:30, after which there will be no re-admittance to the venue.

Full details on access and deliveries can be found here.

The event has a smart casual dress code.

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

Please note that, even if you have rebooked the same stand position as a previous year, your stand number is still subject to change. Please do not share or print your stand number on any stand/event collateral without first checking with REBA. We will email you to confirm your stand number closer to the time.

Our exhibition stand supplier, Conference Expo, will be in touch by email with personalised credentials to enable you to log in to their portal, where you can order any additional items (such as a TV screen, literature rack, stools etc) to enhance your presence at the event, and upload your graphics for your exhibition stand. It is highly advisable to add the email address this will come from to your contacts beforehand, to ensure you receive the log in details: [email protected]. 

Log in details for all Exhibitors confirmed by 27 August 2026 will be sent on 3 September 2026. Exhibitors confirmed after 27 August 2026 will receive their log in details shortly after confirmation.
If you are concerned that you have not received your log in details to the Conference Expo portal, please check your spam folder and add [email protected] to your contacts before contacting [email protected].

The link will take you to an order portal where you can:

• Upload your stand graphics 
• Upload your logo for your counter 
• Order additional stand items

Our exhibition stand supplier, Conference Expo, will be in touch by email with personalised credentials to enable you to log in to their portal, where you can order any additional items (such as a TV screen, literature rack, stools etc) to enhance your presence at the event, and upload your graphics for your exhibition stand. It is highly advisable to add the email address this will come from to your contacts beforehand, to ensure you receive the log in details: [email protected]. 

The link will take you to an order portal where you can:

- Upload your stand graphics 

- Upload your logo for your counter 

- Order additional stand items

 

Prices for available upgrade options are as follows (all prices are exclusive of VAT):

Bronze Exhibition Stand

• 1 × 43" Screen (including wireless keyboard, mouse & shelf) — £445
• 1 × Concertina Literature Rack — £150.00
• 1 × Large Counter — £180.00
• 1 × Stool — £115.00

Silver Exhibition Stand

• 1 × 43" Screen (including wireless keyboard, mouse & shelf) — £445
• 1 × Concertina Literature Rack — £150.00
• 1 × Large Counter — £180.00
• 1 × Stool — £115.00

Bronze Exhibition Stand

• 1 × 43" Screen (including wireless keyboard, mouse & shelf) — £445
• 1 × Concertina Literature Rack — £150.00
• 1 × Stool — £115.00

Click here to see an example image of the stand you will receive as part of your sponsorship.  The stand includes a full graphic back wall with spot light and front counter with logo. 

Exhibitors occasionally wish to bring a large item e.g. a game, machine, pop-up bannerstand, to display enhance their stand.

Due to the limited footprint of each stand, the scale of the exhibition and to ensure health and safety regulations and venue policies are adhered to, such requests are dealt with on a case-by-case basis by REBA. The decision as to whether to allow a large item on site will be guided by various factors including stand position, venue ‘get in’ and ‘get out’ policies and procedures, consideration for any duplicate items on other stands etc. If you would like to request to bring a large item for your stand, please email [email protected] and we will respond to you as soon as possible.

Please note that any large items delivered to the venue without prior agreement from REBA will be refused.

Edible/consumable items brought on to site must be pre-approved by REBA before they are delivered to the venue.

Requests are considered on a case-by-case basis. If permission is granted, the exhibitor will be required to complete a Food Indemnity Form for the venue. Items must be nut-free, and a complete list of ingredients and allergens must be supplied and displayed at the exhibitor’s stand, so that attendees can make an informed decision as to whether to consume the item.

REBA reserves the right to refuse any items brought to the event that have not been pre-approved.

Please ensure you share any accessibility requirements with REBA as part of your registration to attend the event, or by emailing [email protected].

Please ensure you share your allergy/dietary requirement with REBA as part of your registration to attend the event, or by emailing [email protected], so that REBA can pass your requirements on to the venue.

Please be aware that food is served buffet-style, and Convene Sancroft display allergens on menu cards on the buffet stations using the following keys: V (Vegetarian), VE (Vegan), DF (Dairy Free), and NGCI (Non-Gluten Containing Ingredients).

If an attendee with an allergy is concerned about cross-contamination, they should speak to a Convene allergy champion (stationed by every buffet station) who can arrange for the chef to prepare a dish directly from the kitchen.

Convene Sancroft do not use nuts as an ingredient in any of their dishes, although they cannot guarantee the complete absence of traces. Please be aware that nuts are used as an ingredient in some of the pre-packed and labelled snacks at the Nourish Stations (Coffee/Tea points) station, which we can remove for your event upon request.

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. 

​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].