26TH FEBRUARY - 2ND MARCH 2018

Event Partner FAQ’s

General Info, Speakers & Badges

Programming Director N’dada Vaz is responsible for all information, communication, scheduling and website concerns.  As we draw closer to the conference you will be assigned a Stage Manager (SM). Your SM is your main contact person on the ground at the #SMWcampus venue.

Annex Managers – Moyosola Daramola yosoladaramola@gmail.com | 8121258728 and Ifeanyi Odiwe ifeanyi2111@gmail.com | 8030476918.

Innovation Stage Manager – Daniel Nwaeze danielnwaeze@gmail.com 7038450783.

Experience Stage Manager – Ope Great Awoyode opegreat@gmail.com  8020716351.

Meetup + Speakeasy Manager- Yewande Awonaike yewwandeyy@gmail.com  | 8137443640

Studio Stage Manager- Waju Badmus larellaconcept@yahoo.com  | 7016550596.

Masterclass Suite Manager – Bola Akinde  omobolaakinde@gmail.com | 8033512267.

Simply RSVP to any SMW event from the schedule page. It will ask you to log in to add the event to your schedule. You will need to register on Eventbrite first. Once you’ve registered, click the link in the confirmation email you receive to activate your new SCHED account,  set your new password and update your “attendee” profile, photo & bio.

Step 1. Invite your speakers to register as an attendee for your event on the schedule. If your event is sold out it’s ok. Have your speakers register and join the waitlist or RSVP for any other SMW event. The goal is to have them in the system as a registered attendee. (if they are having trouble signing up try sending them this graphic )

Step 2. Once they have signed up they should set up their “attendee” profile by adding a bio and photo.

Step 3. Once your speaker is in the system as an “attendee” and you have confirmed that their profile is complete send N’dada Vaz an email with their name. She will attach and upgrade them to the role ‘speaker” at your event.

Notes:  Some popular speakers may already have a profile. They do NOT need to create a new profile for each event. If your speakers already has an account and profile simply send the speaker’s name.

– Please do not send names of people with incomplete or non existent profiles.
– Please do not send more names than allowed for your session type.
– Once you send your speaker’s names they will be assigned to your event within 72 hours. Please exercise patience.
– Speakers submitted after the deadline(see email for deadlines) are not guaranteed inclusion on the speaker page and/or official speaker badges.

Panel Up to 5 Speakers and 1 moderator (max 6) . All events with 2 or more speakers must have a woman panelist.

Masterclasses/Skillshare Up to 4 Speakers/Facilitators/Teachers total. All events with 2 or more speakers must have a woman speaker.

Meetups None. Special guest can be listed as “speakers” on the event schedule.

Speakeasy/Talks Up to 3 Speakers total. All events with 2 or more speakers must have a woman speaker.

Upon arrival speakers will proceed to the main entrance registration desk to pick up their badge. At registration your speakers will be greeted by your Stage Manager (or other stage hand) who will escort them to the speaker green room. Speakers should arrive no later than 45 minutes before your scheduled event time.

10 minutes before your session is set to begin your Stage Manager will guide speakers to the proper stage for your session

For access to the #SMWCampus EVERYONE will need a badge. As a security precaution persons without a badge will not be permitted to enter the campus. This includes invited guests, speakers, and your company staff. General campus badges are free and easy to register for.

Speaker Badges: If your speakers are properly attached to your event listing they will be automatically registered for a campus speaker badge and no further action is necessary. Registered speakers will be on a list and admitted without hassle once they arrive.

For those who require a bit more ‘bling’ with their SMW Lagos experience, Executive VIP Badges – with their range of perks- can be purchased here. Special group Executive VIP Badge rates (QTY 5+) are available for event partners by request.

Equipment, Rules & Services

Panel Venues: Experience Stage, Innovation Stage, NXT Stage, Studio
Panel Length: 60 Minutes
Seating Style: Traditional lecture seating for 100-400 persons

Masterclasses/Skillshare Venues: Masterclass Suite, NXT Workshop
Masterclass Length: 60 – 75 Minutes
Seating Style: Classroom Table Seating for 35 – 60 persons.

Meetups This is NOT a panel format. There are no traditional speakers, AV equipment or formal presentations. Meetups are a ‘mix-n-mingle’ social networking type format.
Meetup Venue: Meetup Suite, NXT Salon. Meetup Length: 1.5 – 2 hours.
Seating Style: Mixed Standing and lounge seating for 35-50

Speakeasy/Talks Venues: Speakeasy Suite, NxtLitLab, NxtSalon, NxtStage, Studio, Experience or Innovation Stage.
Speakeasy/Talk Length:
30 – 75 minutes
Seating Style: Casual lounge seating for 35 or lecture/casual seating for 100 (Studio & NxtStage) or stadium lecture seating for 500 (Experience & Innovation Stage).

Yes! SMW Lagos provides overhead projection and stereo sound equipment in all conference stage areas – with the exception of the SpeakEasy and Meetup Suite (these areas include a Smart TV and internet only). You should  arrive at least 30 minutes early to discuss your A/V needs and requirements with your SM. Presentation slides, digital signage, logos, links and other A/V content should be submitted to your SM in advance if possible. It is important that you show up early and go over your content in advance so that:

– volunteer technicians responsible for A/V equipment are informed
– extension cords, extra mics and other equipment as required is on-hand
– the room can be sufficiently dimmed for films or slides
– someone who is familiar with your content is standing by, ready to run it on cue

Of course! Wifi will be available to all attendees with a dedicated line for event partners to access during sessions.

These are basic guidelines for preparing your media content to display on stage. Please discuss with your SM any specifics outside the scope of these guidelines.

Video Clips:  .MOV or .MP4 download on USB (preferred). Youtube Links (acceptable). Widescreen format is preferable: 16:9, HDTV, 720p, 1080p
Audio: MP3 Files (acceptable)
Presentation Slides:  PDF (preferred). Prezi or PowerPoint (acceptable)
Logos:  High quality/resolution PNG, PDF, GIF or JPG (acceptable)

There is a 30 minute break between each session to change over. “Doors” open at the 15-minutes-till-start mark for attendees to begin to take their seats. At least 2 dedicated SMW volunteer staff will be on hand to assist you in setting up for your event.

SMW Lagos events end on time -all the time. This means if your speakers arrive late and your session’s start is delayed you must still end on time. Sessions starting more than 20 minutes late will not be permitted to continue.

Time keepers will be on hand and viewable from the stage to help your event stays on track.

NOTE: A/V technicians are instructed to dim lights and cut microphone feeds at precisely 1 minute over time. This creates an embarrassing situation for all involved but guarantees your moderator allowing “just one more question” does not negatively impact the next scheduled event partner.

You are invited to continue the conversations, answer additional questions and meet and greet your event attendees in the common lounges and networking areas.

Yes, you are allowed to distribute promotional items and materials from your company during your session only.

No, you are generally not allowed to serve food or beverages during your event (only Afrobeats & Eats vendors are exempt from this rule). If your event is being hosted in the MeetUp Suite or AfricaNXT Pavilion (Annex) and would like to have food or drink on hand you will need to book Casper & Gambini for catering. Casper & Gambini are the only authorized food vendors allowed at Landmark Centre.

Bottles of water and/or soft drinks for speakers and guests will be made available to all.

No, physical signage is not allowed. This includes pull-up banners and posters.

Pulls up and/or physical signage are NOT allowed at all. ( This also applies to sponsor produced events.) Stage hands are instructed to kindly remove any and all pull ups and banners.

You may display your logo or other branded signage during your session in digital format. Contact your SM for information on design specs and deadlines.

No. Selling of any kind or demo stands are not allowed in any stage areas.

Maps, Marketing, Feedback & Miscellaneous

Absolutely! Download SMW Lagos media assets (logos, official fonts, etc) tag us in your flyer on social media. We suggest you DIY or recruit a local graphic designer to help with production of promotional material. Check out CANVA for easy and free design templates.

SMW Lagos does not provide live streaming  or photography services for your event (unless otherwise stated in your contract) . You can choose to bring your own photographer or livestream person to manage your devices and document your event. Be sure your photographer/live stream person and other staff/assistants register for a campus badge and/or RSVP for your event in advance.

SMW Lagos Campus is located on Water Corporation Road, Victoria Island, (Oniru Estate) Lagos. Review the venue floor maps to get a general idea of room capacity and set up.

 

Ample, secure parking for 500+ cars is available on site.

Session feedback surveys will be conducted in the SMW Lagos app for every session. We use these surveys to gauge how your event went and factor in responses when considering your organization for future SMW Lagos event slots. An anonymous quality control SMW staff member may be assigned to conduct an assessment of your event.

After your event, (upon request) you may be able to receive a mini report of attendee demographics at your event. Attendee can choose to OPT IN to allow us to share this info with you. A list of attendee who choose to opt in will be shared with you approx. 4 weeks after the conclusion of SMW.

Each year, post conference Social Media Week sends event partners a questionnaire that puts our team on the hot seat. Reliable, organized, deliver what we promise?… you be the judge!

Third party sponsorship is strictly prohibited for all on campus events. 3rd party sponsored gift bags, give-aways, t-shirts, banners or other evidence of third party sponsorship is not allowed. Fully subsidized  (i.e. free) event partners who violate this rule will have their events canceled and be escorted off the SMW Campus. If you’ve entered into a partnership with a 3rd party and would like to know if your partnership is allowed please contact us to go over details. Note: This applies to on campus events only.