Exhibitor Toolkit

Home/Exhibitor Toolkit
The corona virus pandemic is weighing on us all now – personally and professionally. The LocWorld team is well and we hope you are, also.
Regarding LocWorld42 in Berlin, we are in negotiations with our conference venue, the InterContinental Berlin, and are forced to wait for further developments in Germany before we can make a definitive announcement. Meanwhile, we are investigating opportunities for a virtual and safely-distant way to get together, network and learn. We promise to let you know more as soon as we can. We ask for your patience and understanding.

Please review this Exhibitor Kit carefully for all important deadlines, show hours, exhibitor resources and rules and regulations.

Should you have any questions that can not be answered here, please contactLocWorld Exhibits Manager  |  Email:  exhibits@locworld.com
Phone:  (608) 826-5001  |  Fax:  (608) 826-5004  |  7601 Ganser Way, Madison, WI 53719 USA

General Information

Your Event Checklist

  • All participating exhibit personnel have been registered and paid
  • Pack booth materials, banners, literature
  • Pack appropriate electrical adapter, extra power cords and multiple outlet extensions
  • Decide if you’ll participate in the Give-Away Closing session (see video below)

  • Download LocWorld mobile app through iTunes or GooglePay

Sponsorship Opportunities

Pairing a sponsorship with your exhibit presence maximizes your exposure to the conference attendees. That is why we offer a 10% discount off a conference bag insert to all registered exhibiting companies.

To find out what other sponsorship opportunities are still available, email Anne-Marie Colliander Lind at anne-marie@locworld.com or download our 2019 Sponsorship Opportunities.

Getting A Visa

In addition to a valid passport, some foreign nationals may be required to obtain a visa, issued by the Embassy or Consulate in your country, to enter the host country of a specific event. The LocWorld organizers will be happy to provide an invitation letter to assist in obtaining the required visa and entry documents to attend the LocWorld Conference.

Invitation letters will only be issued to:

  • Speakers/presenters
  • Program Committee members
  • Attendees who have paid their registration fee in full
  • Exhibitors who have paid their exhibitor package fee in full

Due to the official nature of visa documents issued by the organizer, prior registration including full payment is required to request a set of documents to support your visa application. To request your invitation letter, please kindly complete the invitation letter request form here (opens new window). Please note that it may take up to 1-2 weeks to process the letter and we do not issue the visa itself. Once you receive the documents, you will need to contact the host country’s Embassy or Consulate yourself to complete the visa process.

LocWorld42 Berlin – Event Information


Innovations for LocWorld42 Berlin:

LocWorld Berlin Open House

LocWorld Open HouseAfter the great success of LocWorld41 Silicon Valley’s Open House, which over 120 people took advantage of, we are pleased to bring this innovation to LocWorld42!

The Open House, which is open to the public, provides access to the last session of the first day for free (preregistration required) – as well as: Solution Square’s hours will be extended to allow the public time to tour and connect with exhibitors after the last session! This will be a prime chance to reach out to new potential clients and partners. And now you’ll be able to order catering options to help entice those hungry and thirsty minds to your booth.

Exhibitor Open House Catering Order Form Coming Soon

Solutions Square Stage

We are adding a small stage to our exhibit hall in Berlin!

During each coffee break, this space will host micro talks, a category of 5 to 7 minute talks that were submitted during our call for papers. This will increase the flow of guests coming and going from this end of the exhibit hall, and all exhibitors will benefit from that!

Please note that we are not currently able to accept any requests to present on this stage.

Click the above floor plan to open an interactive availability map (in new window).

Booth Options:

Exhibit booths are getting a revamp for LocWorld42! While still Octanorm based, this new design (shown below as a 3x2m booth) allows for a more open and accessible feel for Solutions Square.

3 x 2m – €4500 (+VAT)
4 x 2m – €5500 (+VAT)

3 by 2 metre booth example

Each Booth Includes:

  • Booth furniture: 1 branded Info Desk, bar stools with rests, brochure rack, waste basket, dark blue carpeting
  • One standard 500 watt electrical connection*
  • Wireless internet connection
  • An exhibitor listing on LocWorld.com
  • An exhibitor listing on the LocWorld Network and App
  • One complimentary full conference registration


  • One full conference registration available for €950 (+VAT)
  • One exhibit-only registration available for €750 (+VAT)

*Additional electrical connections can be arranged for an additional fee.

Exhibit Company:

MesseServiceBau Projekte GmbH Berlin

Email: locworld_berlin2020@messeservicebau.de

The exhibitor manual and order form will be available online starting March 10. All registered exhibitors will receive an email with this information.

Exhibit Rules And Regulations

Assignment of Booth Space.  Assignments will be made after receipt of the exhibit registration and payment on a first-come, first-served basis.  The conference organizers, Localization World Ltd., reserves the right to reassign exhibit spaces at any time in the interest of creating a cohesive exhibit.  Localization World reserves the right to reject any application that in its judgment is not appropriate for the LocWorld Conference.

Show Management.  The exhibition is organized and managed by Localization World Ltd.  Any matters not covered in these Rules and Regulations are subject to the interpretation of Localization World Ltd. and all exhibitors must abide by their decisions.   Show management shall have full power to interpret, amend, and enforce these rules and regulations. Each exhibitor, for himself and his employees, agrees to abide by the foregoing rules and regulations.

Included in Booth Space. All booths include an exhibit space with a furniture package. A standard electrical connection and Internet access is also included. Each booth receives one complimentary full conference registration. Additional furniture, phone, etc. are not included and must be purchased separately by the exhibitor.

Installation and Dismantle of Exhibits.  Installation and dismantling of the exhibit booth should be done only during the time indicated by show management according to the exhibit schedule.  All booths must remain intact until the close of the event.  Displays must be staffed during all regular exhibit hours.  No one under the age of 18 will be permitted on the exhibit floor during installation and dismantle hours.

Failure to Occupy Space.  Space not occupied by the opening of the exhibit hall on the first day of the conference, will be forfeited by exhibitors and their space may be resold, reassigned or used by the exhibit management without refund.

Rates, Refunds and Cancellation.  Space will be rented at the rates listed on the official exhibit application.  A full refund, minus a USD 50 processing fee will be made if written notice of cancellation is received by Localization World 60 days in advance of the conference.  A 50% refund will be given if written notice of cancellation is received 30 days in advance.  No refund will be given if notice of cancellation is received less than 30 days before the conference.   If an exhibitor cancels or does not utilize their contracted booth space, the complimentary conference registration will be null and void.  All cancellation requests must be submitted in writing to the LocWorld Exhibits Manager. Localization World, Ltd. reserves the right to cancel the conference without prior notice. Localization World, Ltd.’s liability is limited to a refund of the exhibit and related registration fees.

Contractor Services.  An official contractor will provide all services in the exhibit area.  Complete information, instructions and schedule of prices regarding, shipping, drayage, labor for installation and dismantling, etc. will be forwarded in an exhibitor manual.   Under no circumstances will Localization World assume responsibilities for loss or damage to goods consigned to the official contractor.  

Exhibit Displays.  Any portion of an exhibit that obstructs the view, interferes with the privileges of other exhibitors, extends beyond the designated booth space or for any reason becomes objectionable, must be immediately modified or removed by the exhibitor.  No signs or advertising materials, including handouts or marketing materials, shall be displayed outside the exhibit space.  Localization World reserves the right to curtail exhibits or parts of exhibits that reflect against the character of the conference.

Subleasing of Space.  Exhibitors may not assign, sublet or apportion to others the whole or any part of the space allocated.

Exhibitor’s Personnel.  All exhibitor personnel must wear an official LocWorld name badge for exhibit hall admission.  Each exhibit must be fully operational and staffed during the open exhibit hours as defined by the Exhibit Schedule.  Distribution of advertising material and souvenirs must be confined to the exhibitor’s booth.  Canvassing or distribution of advertising material or souvenirs in the exhibit hall by representatives of non-exhibiting firms is strictly forbidden.

Sales.  Any on-site selling must comply with all laws regarding taxes.

Sound Devices, Lighting and other Presentation Devices.  Public address, sound-producing or amplification devices must be kept at a conversational level and must not interfere with other exhibitors.  Localization World reserves the right to restrict the use of glaring lights or objectionable lighting effects.  

Events.  Any function, event or meeting sponsored by an exhibitor must be scheduled in advance through LocWorld and must not conflict with the conference schedule.

Loss or Damage.  Neither Localization World, its sponsors, their employees or agents will be responsible for any injury, loss or damage that may occur to the exhibitor or the exhibitor’s property.  By agreeing to these terms the exhibitor releases Localization World, its sponsors, their employees and agents from any agreement to indemnify them against any and all claims for loss, damage or injury.  Exhibitors are advised to carry insurance.

Labor.  Rules and regulations for union labor are made by the local unions and may change at any time.  Where union labor is required because of building or contractor requirements, it will be necessary for the exhibitor to comply with these regulations.

Storage.  The exhibitor should make arrangements for storage of packing boxes and materials during the exhibition.

Termination.  If the conference is terminated due to picketing, strike, embargo, injunction, act of war, act of terrorism, act of God, or a state of emergency declared by a government agency, the exhibitor waives any and all damages.  Localization World may, after deducting all costs and expenses including a reserve for claims, refund to the exhibitor the prorated amount of all funds paid by the exhibitor.

Violations.  Violation of any of these Rules and Regulations by the exhibitor or his or her employees or agents shall at the option of Localization World forfeit the exhibitor’s right to occupy space and such exhibitor shall forfeit all monies paid or due.  Upon evidence of violation, show management may take possession of the space occupied by the exhibitor, and may remove all persons and goods at the exhibitor’s risk.  The exhibitor shall pay all expenses and damages Localization World may incur thereby.

Press And Marketing Toolkit

Your exhibit at LocWorld plays a vital role in showcasing your services to current and prospective clients. Increase your opportunity for increased returns on your exhibit investment and help grow the LocWorld community by encouraging your clients and colleagues to attend the conference.  Here are some simple tools to assist you in your marketing efforts.

Official LocWorld Logos

You can download PRINT and ONLINE versions of the approved LocWorld logo – both with and without the accompanying tagline.  You are free to use these logos and supply them to press and other third parties, on the condition that the logos are not modified in any way.


Social Media

Not sure where to start with social media? Here are a few tips to get you started – plus check out our selection of sample tweets and posts we’ve prepared in the event downloads.

Current Official Hashtags:

LocWorld42 Berlin – #LocWorld42

LocWorld43 Vancouver – #LocWorld43

Quick Tips For Social Media Success

  1. Start your promotion as soon as you have your booth number! This will help build interest in your exhibit early, leading to greater interest by the time of the event.  You don’t need to post heavily early on, but it’s great to kickstart the excitement once your booth has been booked.
  2. Plan your social media presence at the event. Who will be working the booth? What will their roles be? How can they be involved in social media engagement?  Involve the whole team if possible!
  3. 1 month out – step up your promotion.  Start talking about what attendees can look forward to experiencing at your booth.  New products? Demos? Giveaways?
  4. Make sure you use the official hashtag!!  Each conference has it’s own special hashtag to make finding and re-sharing content easy for everyone.  Using the hashtag will ensure attendees will see your posts and our social media team can more easily support your promotional efforts.  All current official hashtags are listed above.
  5. Use a Social Media Dashboard.  Plan the bulk of your social media posts before even leaving the office, using a social media dashboard like Hootsuite.  This will save you a lot of time on-site.
  6. Don’t just rely on scheduled posts – live post as well. Posting as things happen will add some additional interest to your promotion and gives you more flexibility to capitalize on events that occur on the day.
  7. Be human and have a conversation.  Use a natural voice in your posts – it should feel like the booth staff are speaking to the audience, not some corporate announcement.  And make sure you reply to others posts when you can – remember, it is ‘Social’ media.
  8. Go multimedia. Use pictures and video, especially while on-site.  The more interesting you can make your posts – both content-wise and visually, the more effective with will be for you.

Downloads For LocWorld42 Berlin

Sample Social Media Posts

A selection of posts for use on Twitter, Facebook and LinkedIn – before, during and after the conference.  Just fill in the blanks and go!


Your Conference Exhibitor Badge

Highlight your involvement in the LocWorld Exhibition with this badge, that you can use on your website, in emails and other documents.  Available in both JPG and transparent PNG formats.


Exhibitor Email Banner

Let people know about the conference by including a banner in your email signature.  Supplied as both a JPG image banner and a plain text  banner.


Web Banners

Promote the conference and invite your clients (and potential clients) to join you there.  Available in three standard sizes, with 2 designs for each size to choose from.