New York

9 & 10 March 2020, New York Hilton Midtown

Exhibitor & Sponsor Information

Information A-Z

Capacity Team Contacts

Logistics Enquiries:

Shanice Man: // +44 (0) 20 7779 8733

Marketing Enquiries:

Jessica Horner: // +44 (0) 207 779 8287

Conference Programme Enquiries:

Martina Höllbacher: // + 44 (0) 207 779 7290

Download Forms

Download Delegate Registration Form

Download Booth Sprint Information

Exhibition Stand Specifications

Your allocated area is 3m x 2m space. This will include:

  • 1 x trestle table

  • 2 x chairs

  • Basic power supply (0-500 WATTS)

  • The stands can be built to a maximum of 2m high.

 N.B. Stands outside your allocated space will not be permitted and broken down. Shell scheme is not permitted due to limited space.

Please ensure nothing is fixed to the floors, walls, ceilings or columns of the suites by any method. Should any damage be incurred during the tenancy, the organisers have the right to invoice the exhibitor for the cost incurred to replace or repair the damage on behalf of the venue.

Exhibition Setup

The exhibition stands will be situated in the Broadway Ballroom.

Set-up will take place on Sunday 7 April (please note, doors will be closed before and after this time):

  • 7:00pm – 9:00pm

 General exhibition hours:

  • 8:15am – 5:00pm  on Monday 8 April

  • 8:30am – 3:30pm on Tuesday 9 April

 Exhibit booths should be staffed at all times during show hours. Please note, your contracted passes include stand and marketing passes for the event.

Exhibition Breakdown

The exhibition will close at 3:30pm on Tuesday. For safety reasons and out of respect for your neighbouring exhibitors, please do not commence taking down your stand until after the exhibition closes and ensure your onward travel arrangements allow you sufficient time to do so.  All tear down must be complete by 4:30pm on Tuesday.

You are responsible for arranging onward shipping and/or the disposal of any unwanted exhibits and booth fitting materials at the end of the event. Please do not just leave them as you will be charged if someone else has to remove them.

Delegate Passes

You have been allocated complimentary delegate passes within your contract (please refer to your contract for the exact number). These must be used for your colleagues and clients (including stand representatives) to enjoy full access to the conference and exhibition.

Please complete the form and return to by Monday 15 March.

Download Form

Additional employee passes are available at a discounted rate for sponsors and exhibitors.

To receive your discount code, please email


Capacity Media have negotiated a discounted rate for a limited number of rooms at the New York Crowne Plaza Times Square Manhattan. The rate is $249.00 per night. All rooms are subject to applicable state and local taxes (currently 14.75% and $3.50 occupancy tax per night).

Attendees must provide a credit/debit card to book, pay for and guarantee reservations. They will be responsible for the booking and payment of their rooms & incidental charges.

To book your accommodation please click here

Deadline to book accommodation Sunday 17 March


Wi-Fi is complimentary and accessible in all event spaces.


If you need to ship stand materials to the event then please read the following:

  •  Please ensure you fill in the paper work correctly to stop it from being held in customs.

  • Deliveries should be sent directly to the hotel with the shipping label you can download here.

  • Storage/handling fees: Please note, the hotel will charge a handling fee for each box that you send (price based on weigh). This fee will be charged to you directly.

Please contact the below to settle your charges before Wednesday 3 April so your goods can be delivered to your stand:


Monday – Friday: 7:00am – 7:00pm
Saturday – Sunday: 8:00am – 5:00pm

Phone: 212.575.5047 Ext: 6641
Fax: 212.302.230

  • Materials to arrive no earlier than Friday 5 April. Packages may incur additional storage/handling fees before this date.

  • Customs clearance, bonding and arrangements for importation and repatriation of exhibit materials to the country of origin is solely the responsibility of the sponsor/exhibitor or their appointed courier /customs agent. Please allow sufficient time to complete these procedures.

  • IMPORTANT - Please make all arrangements with your courier (FedEx, UPS, DHL etc.) to ensure that all duties and taxes are prepaid as the hotel will refuse all packages which have not been custom cleared as they are not authorised to accept them. No invoice should come under the hotel name.


Lead Capture Tool 

Each sponsor / exhibitor will have access to our lead capture app for WAN Summit New York. The app enables exhibitors to scan and capture delegate details over the course of the event. Sponsors and exhibitors will be able to download captured data at any time during the event. The login and access will be supplied closer to the date.

Please note that unless stated otherwise in your contract, each exhibitor is allocated one lead capture licence per stand. If you would like to purchase more licences for your stand /or if you have any further questions, please contact us here.

Registration & Badge Collection

On arrival to the Crowne Plaza Times Square Manhattan, please make your way to the WAN Summit New York 2019 registration desk on the 4th floor. You will be issued with your badge. For security reasons and as a courtesy to other delegates please ensure you wear your badge at all times. Attendees not wearing the WAN Summit New York 2019 event badges will be asked to leave the event.

WAN Booth Sprint

In 2019 we are introducing a new networking format called the Booth Sprint, which will give all exhibitors the opportunity to pitch their products to the enterprise community.

1. You will be provided with a stamp as part of your exhibitor package.
2. Ensure you nominate your speakers in advance & ensure they are at your booth at 2:30pm
3. Prepare a 5-minute pitch. Make it snappy, make it concise, tell them why you’re different!
4. Participants will chose the booths they listen to at random and in no particular order, which may mean that you may be required to give the same pitch up to 10 times within the hour.

During the Booth Sprint:
1. When the bell sounds, give your pitch. Make sure to stay within the time limit, as people will move on swiftly to the next booth.
2. After the 5-minute bell, please stamp the cards of all visitors.
3. When the bell sound again, repeat.

Download the detailed information here.