Meeting Summary for VODG Annual Conference 2026 | Exhibitor Webinar (26/05/26)

Please be advised that the following notes have been generated using artificial intelligence, and the information contained within should not be regarded as a sole point of reference. Attendees of the meeting are strongly encouraged to refer to their personal notes for a comprehensive understanding. In cases of uncertainty or when specific legal inquiries arise, it is advisable to seek counsel from a qualified legal professional to ensure that all relevant considerations are thoroughly addressed and understood. 

Meeting Summary

VODG Conference Logistics Planning

Sue Howarth presented the logistics for the upcoming VODG conference on June 3rd at the Eastside Rooms in Birmingham. She explained the venue layout, including the help desk location, exhibitor hall in the Affinity room, and the Belmont Suite for conference sessions. The schedule was outlined, with exhibitors able to arrive from 07.00 for setup, delegates arriving from 08:30, and various breaks and meal times throughout the day.

Event Instructions and Protocols

Sue provided instructions for the event, including details about Wi-Fi access, safety protocols, and equipment responsibilities. She emphasised the importance of using provided labels for goods and equipment, as well as proper waste separation.

Event Logistics and Attendance Planning

VODG clarified that only strategic partners may attend sessions due to limited venue space, and exhibitor tickets are limited to the exhibitor area. The team confirmed that delegate lists will be available on stands and through the conference app, which will be launched in advance of the event.

Web Conference App Demonstration

Elizabeth Pearl demonstrated a web-based conference app designed for exhibitors to engage with delegates, showing features like accessing exhibitor information, scanning QR codes, and taking notes about meetings. The app will be released in the next day or two once speaker details are finalized, and notes can be exported as CSV files or by email for one week after the event. VODG provided contact information for app-related questions at [email protected] and shared a link to the FAQ page containing delivery and collection instructions for exhibition materials.