Athar Festival 2025_Exhibition Manual

atharfestival.com EXHIBITION MANUAL Your ultimate how-to guide for a successful exhibition experience 21- 22 OCTOBER JAX District Riyadh02 TABLE OF CONTENTS 3 5 8 4 7 6 8 8 8 atharfestival.com WELCOME IMPORTANT DEADLINES IMPORTANT TIMINGS ABOUT THE FESTIVAL FESTIVAL LOCATION BUILD HEALTH & SAFETY REFUNDABLE SECURITY DEPOSIT FESTIVAL FLOOR PLAN & WALL RESTRICTIONS STAND RESTRICTIONS WHAT'S INCLUDED IN YOUR SPACE ADDITIONAL EXHIBITION REQUIREMENTS TIPS FOR A SUCCESSFUL EXHIBITION 2024 ACTIVATIONS OUR RECOMMENDED SUPPLIERS ATHAR TEAM CONTACTS 7 9 9 11 12 10 1202 WELCOME atharfestival.com Welcome to Athar - Saudi Festival of Creativity! We are thrilled to have you join us for this showcase of creativity, innovation and inspiration during 21 - 22 October at JAX District Riyadh. This exhibition manual has been thoughtfully curated to provide you with all the essential information and tools you need to make the most of your activation experience at the festival. We hope this manual serves as your ultimate guide, answering any questions you may have and assisting you in navigating through the various elements of this event seamlessly. By familiarising yourself with its contents, you'll be better prepared to avoid any inconveniences and make the most of your time onsite. Please do not hesitate to reach out to a member of our team if you have any questions or require additional information. Thank you for being a part of this gathering and we look forward to hosting you! Kamille Marchant Festival DirectorPlease ensure that all required documents listed below are correctly uploaded to your dedicated Sponsor Portal. You can access the portal using the login credentials provided in your Welcome Letter email. If you have not received your login credentials, please contact our team at [email protected] / [email protected] All deliverables and document requirements are clearly outlined on the portal. We strongly encourage you to review and complete each item within the stated deadlines to ensure you receive the full benefits of your sponsorship. 04 STAND CONTRACTOR DETAILS ACTIVATION UPLOAD & DISCLAIMER FORM IMPORTANT DEADLINES SPONSORS INFORMATION FORM Valid Staff IDs for all staff working onsite STAFF IDS 02 atharfestival.com REQUIRED ONSITE To be completed by 17 AUGUST To be completed by 31 AUGUST To be completed by 07 SEPTEMBER05 a 0204 tharfestival.com BUILD IMPORTANT TIMINGS 19 OCT SUNDAY 20 OCT MONDAY 22 OCT WEDNESDAY 23 OCT THURSDAY 21 OCT TUESDAY Festival Day 1 JAX District Riyadh 10:00 - 22:00 08:00 - 00:00 Hall B2, B3, B8 & Courtyard JAX District Riyadh BUILD DISMANTLING DISMANTLING Athar Awards Four Seasons Riyadh 20:00 - 23:00 Hall B2, B3, B8 & Courtyard JAX District Riyadh All dismantling must be completed by midnight on October 23rd 20:00 - 00:00 08:00 - 00:00 Hall B2, B3, B8 & Courtyard JAX District Riyadh Festival Day 2 JAX District Riyadh 10:00 - 19:00A distinctive Saudi character builds on values, heritage, and culture, a cultural showcase that will examine the role arts, culture, and heritage play in the creativity of the future. 06 Athar Festival is MENA’s premier gathering of global creative and marketing leaders, hosted in Saudi Arabia. Now in its 3rd edition, the Kingdom’s Festival of Creativity celebrates the power of ideas, innovation, and impact, bringing together brand leaders, agencies, disruptors, and media pioneers to shape the future of marketing, creativity, and brand storytelling. With a dynamic mix of inspiring keynotes, hands-on workshops, exclusive networking, and the prestigious Athar Awards, the festival is a platform for game-changing insights, industry collaboration, and ground breaking brand experiences. The Festival aims to hosts 3,000 attendees and 150+ speakers over 2 days across 3 stages of content that inspires and celebrates the best and latest in creative marketing. The festival is divided into four key areas: The Courtyard: Entertainment stage, Food stations & networking Hall B2: Activations & Spotlight Stage Hall B3: Activations & Strategic Stage Hall B8: Community Stage 0502 Athar Festival is Saudi Arabia’s meeting place for the creative marketing community. ABOUT THE FESTIVAL atharfestival.com07 atharfestival.com 02 The Courtyard Loading Bay Entrance Gate 1 B3 B2 B8 FESTIVAL LOCATION Athar Festival takes place at JAX District Riyadh, Saudi Arabia. The address is 7120 Muhammad Ibn Rashid Al Uraini, Al Diriyah, Al Jadidah, 2598, Riyadh 13732, Saudi Arabia. Click here to view location. Their is no Parking at the venue, so we encourage you to use Uber or Careem for your commute. BUILD Loading and Offloading: - Begins on October 19, 2025, from 8:00 AM. Build Access: Contractors must use the front security entrance gate 1 to the exhibition space and courtyard during build. All staff working onsite must provide valid identification documents. If you need any security assistance on-site, please contact: +966 56 308 8038 Build Access, Location HERE Build Timings: - October 19: 8:00 AM - Midnight - October 20: 8:00 AM - Midnight - October 21: Festival Day 107 atharfestival.com 02 Ensuring the health and safety of all individuals during the build, event, and dismantling phases is a top priority for the Organisers. An ambulance will be stationed on-site throughout the build & event days to provide immediate medical support if needed. HEALTH & SAFETY FESTIVAL FLOOR PLAN A cheque for SAR5,000 must be lodged with Athar prior to build‑up. The cheque will be held (not cashed) and returned in full after dismantling, provided no damage is incurred. The official festival floor plan will be included in your Welcome Letter email. REFUNDABLE SECURITY DEPOSIT The stand will need to be designed, built and executed by an external contractor/supplier of your choice. All costs associated with the build of your stand will be borne by your company. The Athar Festival organisers reserves the right to request changes to your stand if the design is not in line with our brand or is blocking visibility to any stages, other activations or other exhibitors. There is a strict wall policy for certain stand locations that must be adhered to. Please ensure you understand these restrictions. As indicated on the exhibition floorplan the red line shows the only allowed solid walls of the stand. If there is no red line indicated this means that no walls are allowed on these sides and these are to remain open. All stands renders must be sent to organisers for approval, any render not provided to organisers will not be allowed to build if no prior approval is given. STAND RESTRICTIONS09 atharfestival.com WHAT'S INCLUDED IN YOUR SPACE Stands will be provided with 2 x 13 amp sockets. Should you require additional power please reach out to [email protected] Additional costs will apply. ADDITIONAL EXHIBITION REQUIREMENTS Festival Organisers and the venue will not be held responsible for any loss or damage that may occur to the exhibitor's belongings, stand, exhibits, or personal property. The responsibility for ensuring security at the stand lies with the exhibitor themselves. A lockable cupboard on your stand is advised. Any cost incurred due to design changes will not be the responsibility of Athar Festival Organisers. The maximum stand height must not exceed 3m high. Please ensure all measurements are included in the design/renders that are submitted. Renders must be submitted no later than 7 September 2025.09 atharfestival.com TIPS FOR A SUCCESSFUL EXHIBITION Promote your participation ahead of the festival - our team would be happy to provide you with banners, email signatures or other design elements as you require Engaging experiences with visually appealing stands attract guests. Consider giveaways, eye-catching displays, promotions or competitions and utilise a lead capture system at your booth Ensure you have staff manning your booth during all festival timings. Brief your staff to be engaging to attract visitors Keep us updated on what you are doing at your activation, so we can include in our communications to guests, or alert them via push notifications on the festival app.