Important information for exhibitors
SET UP, BREAK DOWN AND OPEN PERIOD
Exhibition set up is on Wednesday 28 Sept, 3.00pm - 8.00pm, and Thursday 29 Sept, 8.00am - 9.30am.
Exhibition break down is on Thursday 29 Sept, 3.45pm - 7.00pm.
The exhibition is open to visitors on Thursday 29 September, 10.15am - 3.30pm.
Please note these important points:
- Shell scheme removal will commence 30 mins after the close of the show.
- You must not start breaking down your stand until the show has closed, please.
- Your stand must be complete by 9.30am on the day of the show - 'get in' access points will be closed at this time.
BUILD UP & BREAKDOWN PROCEDURE
THE FOLLOWING PROCEDURES ARE IN PLACE TO ENSURE THE HEALTH AND SAFETY OF ALL EXHIBITIORS AND VISITORS DURING AN EXHIBITION BUILD UP AND BREAKDOWN.
i. No persons under the age of 16 years are permitted in the exhibition halls during a build up or breakdown. All activities will be stopped until the halls are clear of children.
ii. No vehicles to be loaded or unloaded until authorised by a member of security.
iii. When vehicles are unloaded or loaded they must as soon as possible be moved to the appropriate car park as directed and away from loading bays. If a member of traffic security asks you to remove your vehicle please do so immediately.
iv. No vehicles are to be brought into the exhibition hall at any time.
v. All roller doors and fire exits will remain closed and must be kept clear during exhibition open hours. Access to and from the hall is via the main entrance only.
vi. No large items i.e. pop-up stands or trolleys may be taken through main entrance. All equipment is to be removed via the roller doors at the rear of the hall.
Breakdown notification procedure
i. Under no circumstances should any stands be broken down until the exhibition has officially closed and all visitors have left the building.
ii. Breakdown will not be allowed to commence, nor doors opened, until all visitors and children under the age of 16 years have left the show or conference areas. The exhibition & conference halls can be hazardous during these times and this ruling is in place to protect children's and visitor's safety. We regret that no exceptions can be made to this ruling.
iii. Only on the authorisation of the show's event planner can breakdown commence.
iv. Upon commencement of breakdown the main entrance to the exhibition will be closed; under no circumstances can stand items be taken through the main entrance of the building.
v. Please use appropriate service exits for breakdown as directed by security.
vi. Please be patient and we will ensure that loading is as quick as possible.
DELIVERY OF PRODUCTS AND MATERIALS TO STANDS
On set up day, deliveries to your stand can be made between 2.00pm - 7.00pm.
On show day, deliveries can be made between 8.00am - 9.30am.
Deliveries will not be accepted outside these times.
The show organisers cannot accept responsibility for deliveries. You must ensure that someone from your company is on hand to receive and look after items delivered for your stand.
Please ensure that immediately after unloading your vehicle, it is moved to the designated car park.
SHELL SCHEME & FURNITURE
Shell scheme
Your stand includes shell scheme comprising 2.4m high 'Click' stands covered in material that accepts Velcro fixings. It also includes one name board on each open side in matt black 35mm high capital lettering.
All displays must be entirely confined within the area of the shell scheme - any display that protrudes beyond the line of the shell scheme will require removal.
Only Velcro can be used to affix graphics etc. No other fixing must be used. Any damage caused will be charged for. No fixings can be made to any part of any venue. Any damage caused by an exhibitor to the fabric of the building will be charged.
Tables & tablecloths
Each stand will include one table and tablecloth. If you require an additional table/cloth(s) these can be supplied at a cost of £36 + VAT per table & cloth . To reserve please use the miscellaneous services order form. The latest date for ordering additional table/cloth(s) is Friday 29th July.
Furniture & Graphics
There is no other furniture or graphics included with your stand. If you wish to hire furniture (including chairs) you can do so from our chosen supplier, Index Group - please go to: www.indexgroupfurniture.org
If you wish to order graphics please go to: www.indexgroup.org/exhibitor/graphics
The latest date for furniture orders is Friday 29th July.
FROZEN & REFRIGERATED FOOD STORAGE
The organisers will provide storage for frozen and refrigerated products without charge from 2.00pm on Wednesday 28th September until the close of the exhibition on Thursday 29th September - providing you pre-book it.
To reserve please use the miscellaneous services order form. The latest date for ordering frozen/refrigerated storage Friday 29th July.
SMOKING
The conference and exhibition halls are non smoking.
STORAGE
The organisers cannot provide storage facilities for boxes, packing materials, spare literature or products. Please ensure that all displays and storage of products are kept within your stand - not around or behind.
WASTE MATERIAL
The exhibition hall must be kept clear of waste materials at all times. It is the responsibility of each exhibitor to dispose of any surplus packing materials or waste generated by the construction or operation of their display. There will be a charge if the organisers have to dispose of left over materials, products, brochures etc. or incur any costs for cleaning an area occupied by an exhibitor.
TIMBER USED IN STAND CONSTRUCTION & DISPLAYS
All timber under 1" thick must be impregnated (pressure process) to CLASS 1 standard. Boards, plywood, chipboard etc., must be treated in the same way if they are under 3/4" thick - timber over 1" thick need not be treated. Treated boards will have BS476 CLASS marked on them.
PLASTICS
Plastics must conform to CLASS 1 fire regulations - ICI Darvic, Lexan and Macralon are acceptable. PERSPEX MUST NOT BE USED.
FABRICS USED IN DISPLAY
Textile fabrics used for interior display purposes on stands must be flameproof or purchased already treated by use of the approved chemicals. Certain fabrics used need not be proofed i.e. wool, twill and felt.
Textile fabrics used for interior decorative purposes within stands must be fixed taut and/or in tight pleats (not draped) to a solid backing and secured 3" above floor level, not touching light fittings.
STAND DRESSING
Plastic flowers - especially those made in Hong Kong, are highly flammable and give off toxic fumes, these must not be used for stand dressing.
VENUE DO'S & DON'TS
• Don't block or store things in the service corridors - this is a main fire route.
• Don't block fire exits.
• Don't store combustible materials in adjacent space to fire doors.
• Don't use fire extinguishers to prop open doors.
• Don't smoke in a non smoking area.
• Don't stick, screw, glue or nail anything to our walls and doors.
• Don't run cables across any doorways.
• Don't use our furniture for standing on.
• Don't use smoke or mist without prior written permission.
THANK YOU FOR YOUR CO-OPERATION.
If you require further information please contact Sally Bartrum on 01379 650112. |
