EXHIBITORS PLAYBOOK
Diamond, Premium & Standard Sponsors Guide for Muslim Tech Fest 2025
Welcome to the Sponsor's Guide for Muslim Tech Fest 2025, set to take place on June 21st 2025.
This guide provides sponsors with the necessary information and resources to ensure a successful and impactful participation in one of Europe's biggest gatherings for Muslim excellence in technology and entrepreneurship.
Note: This document may be subject to changes as we add more information to make your experience on the day more seamless. Please check back often and ensure you read it three days before the event for the latest guidance
PLEASE CLICK BUTTONS BELOW FOR EXHIBITOR INFORMATION
KEY TIMINGS
Live Event Times: 9 AM - 6 PM
Date: Saturday, June 21st 2025
Set-up: All stalls will have access to the venue for setup on June 21st 2025, from 7:00 am. Please make sure your stall is set up by 9 AM for health safety checks.
Vehicle Loading Slots: You will need to book a loading slot if you are arriving in a vehicle to set up. Loading information can be found below: CLICK HERE.
Breakdown: All stalls must complete breakdown by 7:00 PM.
Networking: Utilise networking areas and times to connect with other exhibitors, sponsors, and attendees. Exchange contact information for post-event follow-up.
If your desired time is not listed, then it has already been booked up. Unfortunately, we are unable to make any changes to the times listed below.
All stalls will be given a 15-minute slot to unload, before you will be asked to move your vehicle to the Novotel Hotel car park (car park charges will apply, £3.50 per hour).
On arrival, you will be provided with your staff passes (max 5 passes). Which will be available for collection on the bottom floor reception.
Please ensure you have a trolley to unload as these cannot be provided on-site.
EVENT LOCATION
ADDRESS: NOVOTEL WEST HOTEL - 1 Shortlands Hammersmith International Ctre, London W6 8DR
CLICK HERE FOR THE GOOGLE MAPS EVENT LOCATION
What Three Words - ///repay.oils.fries
LOADING BAY ENTRANCE
PRE-EVENT PREPARATION
For All Stall Holders
Material Submission: Ensure all branding materials are submitted by the deadline provided. This includes logos and any relevant digital content. Product and Material Checklist: Prepare a checklist of all items you plan to bring to the event, including promotional materials, products for display, and any technical equipment.
DELIVERIES PRE-EVENT
IF YOU REQUIRE SENDING GOOD TO THE VENUE PRE-EVENT.
Please pack your items and on your box(s), attach this delivery note (click here for attachment).
REMEMBER TO INCLUDE:
“RECEIVER” - Algebra Consulting
“MEETING ROOM” - Chablis Production Office
Delivery address: NOVOTEL WEST HOTEL - 1 Shortlands Hammersmith International Centre, London W6 8DR
Your box will be ready to collect on the day from the Clabis Production/Storage Office on the ground floor. Team will be on-site to help guide you on the day.
ON THE DAY OF THE EVENT
Stall Information
Access Times: You will have access to the venue for setup from 6:00 AM on the day of the event. Ensure your team arrives on time to maximise preparation time and please make sure your stall is set up by 9:30 AM. For Health and Safety, Sponsors can not arrive to set up after 8:00 am.
Staffing: Ensure your stall is staffed at all times during the event. It's important to engage with attendees, answer questions, and conduct demonstrations or presentations as planned.
Safety: Ensure your stall area is kept clean and free of all hazards. .
Link To Floorplan
Get familiar with your location
Stall location
Diamond, Premium and Standard Exhibitors will be located in the Champaign Suite, right opposite programming/Stages. Upon arrival, you'll find your stall marked with your company name. Our team will be available to assist you in locating your stall.
Diamond Sponsor Stall:
Stall Setup: Premium stalls will be provided with three tables (6ft), three chairs, and a power supply (see image below of what the table setup would be like) in a U shape.
You will have a total area space of 4 x 3m.
Banners: please make sure they are not larger than 3m x 2m (L x H)
Table cloth: You will be supplied with the tables with a spandex black cloth, if you would like to bring your own tablecloths as per your branding feel free to do so.
Technical Setup: Test all electronic equipment, including screens, laptops, and any product demos, to ensure they are fully operational before attendees arrive. Power is available but please bring any extension cables etc with you.
Premium Sponsor Stall:
Premium Stall Setup: Premium stalls will be provided with three tables, two chairs, and a power supply (see image below of what the table setup would be like). You will have a total area space of 3 x 2m.
Banners: If bringing popup banners, please make sure they are not larger than 3m x 2m.
Tablecloth: You will be supplied with the tables with a simple black cloth. if you would like to bring your own tablecloths as per your branding, feel free to do so.
Technical Setup: Test all electronic equipment, including screens, laptops, and any product demos, to ensure they are fully operational before attendees arrive. Power is available, but please bring any extension cables, etc with you.
Standard Sponsor Stall:
Standard Stall Setup: Standard stalls will be provided with one tables, two chairs, and a power supply (see image below of what the table setup would be like) You will have a total area space of 1.5 x 1.5m.
Banners: If bringing popup banners please make sure they are not larger than 3m x 2m.
Table cloth: You will be supplied with the tables with a simple black cloth, if you would like to bring your own tablecloths as per your branding feel free to do so.
Technical Setup: Test all electronic equipment, including screens, laptops, and any product demos, to ensure they are fully operational before attendees arrive. Power is available but please bring any extension cables etc with you. All EQUIPMENT MUST BE PAT TESTED.
Breakdown
End Time: All stalls must complete breakdown by 7:00 PM, coinciding with the event's conclusion. You may begin dismantling your stall at 6:00 PM. If you anticipate that your breakdown might extend beyond 7:00 PM, please notify us as soon as possible.
Waste Disposal: Dispose of any waste in the designated areas. The venue and event organisers are committed to sustainability, so please separate recyclable materials where possible.
Equipment and Material Retrieval: Ensure all personal and rented equipment is collected and accounted for before leaving the venue. The event organisers are not responsible for items left behind.
Additional Services for Stall Holders
Customisation: Stallholders have the option for further customisation of their space. Please coordinate with the event organisers well in advance to discuss specific requirements.
ACCOMMODATION & TRAVEL
Sponsors are responsible for their accommodation and travel arrangements.
The Venue Facilities at Novotel London West - 1 Shortlands Hammersmith, London W6 8DR,
🚇 By Underground (Tube)
Novotel London West is a 5-minute walk from Hammersmith Station, which is served by:
Piccadilly Line (Blue) – Direct from Heathrow Airport.
District Line (Green) – From Central London and South West London.
Hammersmith & City Line (Pink) – From East London and North London.
Circle Line (Yellow) – Connects to key London stations.
📍 Exit the station, follow signs for Hammersmith Broadway, and walk down Talgarth Road towards Shortlands.
🚆 By Train (National Rail)
If you're coming from outside London, you can take a train to major London stations and then transfer to the Tube:
From Paddington – Take the Circle or Hammersmith & City Line to Hammersmith.
From Victoria – Take the District Line westbound to Hammersmith.
From King’s Cross St Pancras – Take the Piccadilly Line westbound to Hammersmith.
From Waterloo – Take the Jubilee Line to Westminster, then switch to the District Line to Hammersmith.
🚗 By Car
Postcode for Sat Nav: W6 8DR
Parking: The hotel has an on-site car park (fees apply), and there is limited street parking nearby.
Congestion Charge: The venue is outside the Congestion Charge Zone, but check ULEZ (Ultra Low Emission Zone) requirements if driving.
🚙 Routes:
From the M4 – Follow the A4 into London, exit at Hammersmith.
From the M25 – Take the M4 or A40, depending on your approach.
✈️ By Plane
From Heathrow Airport (LHR)
Take the Piccadilly Line (Blue) to Hammersmith (approx. 35 minutes).
Taxi/Uber: Around 30–45 minutes depending on traffic.
From Gatwick Airport (LGW)
Take the Gatwick Express to Victoria Station, then switch to the District Line to Hammersmith.
Taxi/Uber: Around 60–90 minutes depending on traffic.
From London City Airport (LCY)
Take the DLR to Bank, then switch to the Central Line to Holborn, and then take the Piccadilly Line to Hammersmith.
From Luton or Stansted
Take a train to King’s Cross St Pancras and then the Piccadilly Line to Hammersmith.
CONTACT INFORMATION
For any questions or further assistance, please contact the MTF Team at ibrahim@themuslimtechfest.com
For any immediate assistance on the day of the event, our team will be on hand to assist with any queries or issues that may arise.
We are here to support you in making your participation a resounding success. Thank you for being a part of Muslim Tech Fest 2025. We look forward to collaborating with you to create an unforgettable event experience.
PERFECTING YOUR EXHIBITION PITCH
Exhibiting at the Startup Expo can be crucial for early-stage startups, even for those that are still in the ideation phase. It helps you to showcase your vision, connect with potential investors, mentors, and collaborators, and gain invaluable feedback. To make the most of this opportunity, here are a few tips below:
1. Engaging with Attendees
Approaching people at expos can seem daunting, but attendees are there to discover new ideas and meet creators like you. Here are a few tips to make engaging with attendees more productive:
Be Approachable: Encourage people to come and have a look.
Open with Questions: Instead of launching into a pitch, ask attendees about their interests or challenges related to your industry. This can lead to more natural and engaging conversations.
Use Demonstrations: If possible, demonstrate your product or service. Interactive elements can draw people in and provide a memorable experience.
2. Visuals and Presentation
Your exhibition space doesn't need to be extravagant, but it should be inviting and informative. Here are some ideas:
Banners and Posters: If you have them, great, If not, don’t worry!
Laptop Presentations: A laptop displaying a slideshow or demo of your product can be an effective way to engage visitors. It's also a great way to show off your idea or product.
Printed Visuals: If you're on a budget, printed visuals can also work well. Make sure they're well-designed and clearly communicate your startup's value proposition.
3. Clarify Your Asks
Before the event, think about what you're hoping to achieve. Are you looking for investors, mentors, potential employees, or feedback? Having a clear goal will help you tailor your conversations and pitches. Be ready to articulate what you're looking for and why someone should be interested in your startup.
4. Perfect Your Elevator Pitch
Your elevator pitch is crucial. It's your chance to make a compelling case for your startup in a very short time. Here's a structure to consider:
Who You Are: Briefly introduce yourself and your startup.
The Problem: Describe the problem you're solving.
Your Solution: Explain how your product or service solves this problem.
What You're Looking For: Be clear about what you're seeking—investment, advice, connections, etc.
Call to Action: End with a clear call to action. What do you want the listener to do next?
Remember, the goal of the expo is not just to showcase your startup but to build relationships that can support your journey. Be genuine, be passionate, and most importantly, be prepared to listen as much as you talk. Good luck!