Exhibitor Manual. Part A. General Show Information

Transcription

1 Exhibitor Manual Part A General Show Information Please make sure that you read part 1 fully even if you are a frequent TES Events Exhibitor as some information will be new Organised by: TSL Events, 26 Red Lion Square, London, WC1R 4HQ Enquiries: Megan Horgan megan.horgan@tes.co.uk Tel:

2 Exhibition Timetable Under no circumstances are children under 16 allowed onsite during build-up or breakdown. Build-up Thursday 11 October 2012 Space only Exhibitors Shell Scheme Exhibitors 8am 7pm 12noon 7pm Open Period Friday 12 October Saturday 13 October 2012 Show Open Hall Open Friday 12 October 10am 5pm 8am 6.30pm Saturday 13 October 10am 5pm 8.30am 8pm Any maintenance or re-stocking of stands to be carried out between 8am and 10.00am on Friday 12 and between 8.30am and on Saturday 13 October 2012 Trolleys cannot be used while the exhibition is open Power to stands will be shut down quarter of an hour after close of show on each day. Breakdown Saturday 13 October 2012 / 5pm 8pm All exhibits and stand fittings must be removed by 8pm on Saturday 13 October

3 Contractors at a Glance Accommodation Fresh Reservations Tel: hotels@freshres.co.uk Web: Audio Visual Equipment Jed Bowers Corporate Events Tel: jed.bowers@corporate-events.co.uk Catering Jean Betts The Good Eating Company Business Design Centre Tel: Fax: jean@goodeatingcompany.com Electrical/Lighting Services Natalie Prew Venue Services Co-ordinator Business Design Centre Ltd. Tel: Fax: nataliep@businessdesigncentre.co.uk Exhibitor Badges Katherine Smallwood Event Advantage Solutions Tel: katherine@eventadv.com Furniture Europa International Ltd Tel: Fax: Insurance Hiscox ME10 9PE Tel: Lifting/Storage/Transport Alan Hazelhurst Onsite Exhibitions Tel/Fax: Mob: alan.hazelhurst@btconnect.com Security Hayley Constable Project Manager Business Design Centre Tel: Fax: HayleyC@businessdesigncentre.co.uk Shell Scheme Natalie Prew Venue Services Co-ordinator Business Design Centre Ltd. Tel: Fax: nataliep@businessdesigncentre.co.uk Signage/Name boards Onward Display Tel: michael@onwarddisplay.com Telephones Natalie Prew Venue Services Co-ordinator Business Design Centre Ltd. Tel: Fax: nataliep@businessdesigncentre.co.uk Water and Waste Natalie Prew Venue Services Co-ordinator Business Design Centre Ltd. Tel: Fax: nataliep@businessdesigncentre.co.uk Visitor Data Recoding Katherine Smallwood Event Advantage Solutions Tel: katherine@eventadv.com 3

4 Car Parking Goods Vehicle Passes: As an exhibitor you will able to gain access to the loading bay on Thursday 11 October 2012, this however is only to unload. To obtain Goods Vehicle Passes which must be filled in and displayed in your windscreen, please complete and return form 12 on page 40. Once you have unloaded all your equipment onto your stand and before you start to dress your stand you must move your vehicle out of the loading bay to a car park. Failure to remove your vehicle from the loading area when instructed may result in a fine. Car Parking: The Business Design Centre has an on-site car park with 285 spaces, charged at 6 for the first 2 hours and 3 per hour thereafter, however between the hours of and it is a 1.20 per hour. The height restriction on this car park is 1.9m unfortunately pre-booking facilities are not available. Please see the location Map on page 10. There is also additional car parking in the nearby shopping centre's multi-storey car park you can access this via Berners Road which runs up the side of the Business Design Centre past the ASK restaurant. Lorry Parks: Following the closure of the Bishopsgate and Kings Cross Lorry Parks, the following are offered as alternatives. It might be advisable to phone first and check availability. 1. Truckstop South Mimms Adjacent to Scatchwood Services Station 2. Truckworld West Thurrock Oliver Road near Lakeside Shopping Centre Also overnight accommodation: The Bridge Hotel 3. Crown Road Enfield Opposite Southbury Station Junction of A10 & A110 Congestion Charging: London Congestion Charges What is it? The Congestion Charge is if you pay in advance or by midnight on the day of travel or if you pay by midnight the following charging day. Where is it? The congestion charging zone covers the most central, heavily congested part of London. When is it? The congestion charge applies from 7.00am to 6.00pm, Monday to Friday, excluding public Holidays. The charge does not apply at weekends. How to pay? You can pay the congestion charge either in advance or on the day of travel before, during or after your journey. To pay online, you will need to provide your vehicle registration number, the date(s) you would like to pay your charge for, and your credit/debit card details. Please keep a note of the receipt number as your proof of payment. There are many other convenient ways to pay the congestion charge: SMS text message, selected retail outlets; petrol stations and car parks; at BT Internet kiosks; by post or by telephone. For more information on congestion charging, please see the web site at; 4

5 FONTHILL ROAD, FINSBURY PARK, LONDON N4 3HN SECURE LORRY PARKING LESS THAN 2 MILES FROM BDC 24 HOUR SECURITY AND ACCESS CAN ACCOMMODATE VEHICLES UP TO 12 METRES LONG TRAILERS CAN BE ACCOMODATED ADVANCE BOOKING ONLY ADVANCE PAYMENT WITH BOOKING BY CREDIT CARD, CASH OR CHEQUE RATES: LESS THAN 6 METRES LONG 25 PER DAY* + VAT 6 METRES OR LONGER 35 PER DAY* +VAT * OR PART THEREOF TO MAKE A BOOKING CONTACT FERUZI ON O2O OR OR FERUZI@CITYCENTRALESTATES.CO.UK CONDITIONS OF BOOKING:- 1. All vehicles are parked at the risk of the owner. City North Islington Ltd (CNIL) accepts no liability for any vehicle parked on its premises or any contents within it. 2. If the vehicle owner wishes to extend the booked stay period they must inform CNIL and pay in advance for this extension. 3. CNIL reserves the right to terminate this agreement without notice and in such event, will refund to the vehicle owner any payment received 4. The Applicant agrees to obey all rules & regulations for City North Islington and follow all requests CNIL security staff. 5. This contract shall be governed by the laws of England and Wales. DIRECTIONAL MAP 5

6 Delivery and Collection Important Information Please Read Delivery Information: Deliveries must not be made to the venue prior to Thursday 11 October Any deliveries made prior to this date will be returned to sender. Deliveries must be addressed clearly as follows: Your Company Name Your Stand Number TES Special Educational Needs 2012 Business Design Centre 52 Upper Street Islington London, N1 0QH If you are not onsite to take receipt of your goods being delivered a member of the TSL Events Team will be in the Organisers Office and will sign for your goods unchecked. We will then direct the delivery driver to your stand to drop off the goods, if at this stage your stand has been built. If your stand has not yet been built, we will ask the delivery driver to take your goods to a designated holding area. Please advise your delivery company that they must take your goods to either your stand or the holding area. They can t leave boxes, pallets etc anywhere else in the hall. When you arrive onsite, if your goods are being held in the holding area it will then be your responsibility to get them to your stand. Please be advised that if you require the use of a forklift, pallet truck or a trolley you will need to arrange the hire of this before you come onsite with a lifting company such as Onsite Exhibitions who can be contacted on or It is always advisable for you to bring your own trolley with you. No lifting facilities will be provided by the organiser or venue. Vehicles delivering stock during the open period may arrive from 8am on each open day. All goods entrances and loading areas must be clear of vehicles prior to the event opening. We therefore can only allow deliveries to be made from 8am until 9.30am, as the exhibition opens at 9am. Collection Information: All exhibits and stand fittings must be clear of the hall by 8pm on Saturday 13 October Anything left in the hall after 8pm will be disposed of by the venue, so it is vital that you take everything you want to keep with you when you leave the hall or arrange for a courier to collect your goods by 8pm at the very latest. The organisers cannot accept any liability for exhibitor s material left onsite beyond our tenancy with the venue. 6

7 Stand Types Space Only/ No Fascia/ Shell Scheme or Shell Scheme with extensions over 2.4m in height There are four different types of stands an exhibitor can have, please read below. Space Only If you are a space only exhibitor, all you will have is the space on the exhibition floor. We will not provide any structure and we will not supply any carpet or a name board. Depending on where your stand is situated and if it is part of a row or backs onto another stand, you may have a back or sidewalls. Although as a space only stand you don t automatically receive carpet if the venue is already carpeted it can not be removed. If you want to lay your own flooring you must make sure that you protect the venues floor covering that will lie underneath yours. Important Information: The local authority imposes stringent regulations regarding the construction of exhibition stands and inspection will be made onsite to ensure that these regulations are complied with. It is therefore vital that your plans are submitted to the organisers for approval in order to avoid problems onsite. Paperwork you must Supply to the Organisers: 1) Two sets of scaled drawings showing the proposed layout of the stand, giving all dimensions in both layout and elevation. The plans should clearly state the exhibiting company s name and stand number and the contact name and telephone number of the responsible contractor. All drawings must be in scale of not less than 1:50. 2) A Risk Assessment, Health & Safety Declaration and Method Statement All space only stands must be inspected and certified onsite by a competent person with appropriate professional indemnity cover, before the event opens. You must make sure that a member of your stand fitting contractor team can carry out this procedure and supply two copies of the certificate to the organisers. No Fascia If you require your stand to have the fascia and ceiling grid removed you must inform the organisers in writing either via post or . If this causes a problem with regard to the safety of the construction of the other stands surrounding your stand we will contact you and go through your alternatives. Paperwork you must Supply to the Organisers: 1) A Risk Assessment and Health & Safety Declaration Shell Scheme with extensions that exceed 2.4m in height If you are planning to erect or secure anything such as flags, balloons etc to the top of your shell scheme stand which then takes the stand to over 2.4m in height you will need to let us know in advance in writing either via post of . Important Information: The local authority imposes stringent regulations regarding the construction of exhibition stands and inspection will be made onsite to ensure that these regulations are complied with. It is therefore vital that your plans are submitted to the organisers for approval in order to avoid problems onsite. 7

8 Paperwork you must Supply to the Organisers: 1) Two sets of scaled drawings showing the proposed layout of the stand, giving all dimensions in both layout and elevation. The plans should clearly state the exhibiting company s name and stand number. All drawings must be in scale of not less than 1:50. 2) A Risk Assessment, Health & Safety Declaration and Method Statement Shell Scheme: As a shell scheme stand exhibitor all you have to submit is as follow; 1) A Risk Assessment and Health & Safety Declaration The height limit for stands at the show is 4m (Space only stands) from ground level, if your stand exceeds this limit you will need to contact me immediately. Bolting, fixing or screwing to the hall floor is prohibited. Please be aware any space only stands built over 4m in height will need to be signed off by a structural engineer and the cost of this service will need to be met by the exhibitor. All paperwork such as drawings, risk assessment, health & safety declarations and method statements should be sent to: Postal Address: Kerry Paige Events Operations Manager TSL Education Ltd 26 Red Lion Square London WC1R 4HQ Address: kerry.paige@tes.co.uk Submission Date Deadline: Wednesday 12 September 2012 If you wish to discuss details further, please feel free to contact Kerry Paige on Tel: or kerry.paige@tes.co.uk 8

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10 Services Accommodation FORM 16 To assist you with your hotel arrangements we have appointed Fresh Reservations as the official agent who have negotiated special discounted rates for exhibitors and visitors at a selection of convenient hotels. Please contact them direct on Tel: hotels@freshres.co.uk to discuss your requirements Audio Visual A full range of audio visual equipment can be hired for the duration of the exhibition from Corporate Events. Please contact Jed Bowers for further information. Tel: jed.bowers@corporate-events.co.uk Balloons and Inflatables Any exhibitor that wishes to have any type of balloon (helium or air) or an inflatable of any kind must contact Hayley Constable at the Business Design Centre to receive formal written consent. A 100 deposit is required Tel: HayleyC@businessdesigncentre.co.uk Car Parking For full details please see page 4. If your vehicle is over 1.9 metres in height please see the lorry information on page 5 for full details. Carpet There is permanent carpet to all exhibition areas. Exhibitors wishing to lay carpet must protect the existing carpet by laying either floor flats or a platform. Carpet must also be securely fixed to the floor flats by edging. Any damage caused during the tenancy will be charged to the individual exhibitor responsible. (See Dilapidations for further information). Should you wish to order carpet, please contact Europa International Ltd on Catering FORM 17 The Good Eating Company, are the exclusive caterers for the venue and all food and drink must be ordered via them. Exhibitors wishing to bring in their own wines and spirits should contact Jeans Betts, on Should any exhibitor wish to order stand catering please complete and return Form 17. For queries please contact The Good Eating Company on:

11 Cleaning The BDC is responsible for all cleaning throughout the building. The cleaning team will clear general rubbish during the build-up day and exhibitors are asked to place rubbish tidily in the aisles ready for collection at the end of each open day. They will not dispose of any exhibition waste for example metal, wood, carpet etc General stand cleaning for exhibitors is included in the cost of your stand, where reasonable levels of cleaning are required and will be carried out daily before the exhibition opens. Please note this does not include cleaning exhibits. Compressed Gases/LPG In order to obtain Local Authority approval, you must notify the Organisers in writing giving details of the type and location of compressed gas cylinders on your stand. This must be done immediately. No balloons lighter than air balloons are permitted. Please note: We do not allow gas cylinders of any kind to remain onsite. Should an exhibitor wish to inflate helium balloons, this should be done off site. If this is not possible then the cylinder must be removed immediately after the balloons have been inflated and then removed from the centre. It is not permissible to change cylinders, or to transport them through the hall while the exhibition is open. A 100 refundable deposit will be required for their use at the show. Congestion Charge What is it? The Congestion Charge is if you pay in advance or by midnight on the day of travel or if you pay by midnight the following charging day. Where is it? The congestion charging zone covers the most central, heavily congested part of London. When is it? The congestion charge applies from 7.00am to 6.00pm, Monday to Friday, excluding public Holidays. The charge does not apply at weekends. How to pay? You can pay the congestion charge either in advance or on the day of travel before, during or after your journey. To pay online, you will need to provide your vehicle registration number, the date(s) you would like to pay your charge for, and your credit/debit card details. Please keep a note of the receipt number as your proof of payment. There are many other convenient ways to pay the congestion charge: SMS text message. Also at selected retail outlets; petrol stations and car parks; at BT Internet kiosks; by post or by telephone. For more information on congestion charging, please see the web site at: Contractors FORM 11 Exhibitors may employ contractors of their choice to carry out construction work on space only sites or within shell scheme interiors. Please advise us of your contractor s details by completing and returning Form 11 on their appointment. 11

12 If you are employing a contractor to build your stand it is essential that your contractor is fully aware of the Rules and Regulations, relevant forms and deadlines. Please ensure these details are forwarded to them. Deliveries Please see page 6. Dilapidations Exhibitors will be held liable for any damage caused to building floors, walls, columns, iron works, shell scheme equipment or other BDC property. Exhibitors/Contractors their staff and agents may not apply paint, lacquer, adhesives or coating, to building columns and floors or to shell scheme. No bills, signs, floor coverings or other articles shall be pasted, nailed, taped or otherwise attached to the walls, floors, ceilings, columns, partitions, shop fronts, or trim, except under the direction and with the written consent of the Organiser. (Please see Carpet for further information). Disabled Visitors EU regulations state that disabled persons must be afforded the same opportunities as ablebodied persons. This includes the ability to attend exhibitions and view exhibits. To this end, please ensure that your stand is easily accessible to visitors in wheelchairs. Distribution of Promotional Material All business including the dispensing of literature and promotional material must be conducted from your stand. You are forbidden to hand out leaflets etc., at the entrance to the event, in the gangways or in any part of the exhibition hall. No material must be attached to the structure of the building. Electrical/Lighting services FORMS 5a / 5b Lighting and power is not included for space only or shell scheme stands. The BDC has a comprehensive range of electrical services for hire and installation and offers an extensive range of light fittings and flexible power supplies including three phase if required. Their inhouse team of electricians will provide a professional service at competitive rates. To order electrical services within a shell scheme stand please complete and return Form 5a by no later than 12 September. Space-only exhibitors must have their own separate mains supply and are asked to complete form 5b in order that a quotation may be provided. Contact: Natalie Prew Tel: Fax: nataliep@businessdesigncentre.co.uk 12

13 Exhibitor Badges FORM 3 In the interests of security, all exhibitors must wear identity badges provided by the organiser at all times during build up, breakdown and the open period of the exhibition. For full details on how to apply for your badges please see form 3 on page 24. Fire Extinguishers Fire extinguishers will be set out during the build-up period. Please ensure that your stand personnel know where they are positioned, however the venue ask that only trained users operate the extinguishers. Fire Precautions There are strict regulations governing materials which may be used in the construction of stands and in the demonstration of products. All materials used on your stand must comply with British Standard Numbers BS 476 and BS 5570 and/or BS Your stand will be inspected during build-up and the Local Authority may remove any offending materials or close down a stand if it does not comply with fire regulations. You should ensure that your contractor is aware of the following requirements: Timber used in stand construction and displays - Timber under 25mm thick in stand construction and displays must be impregnated to Class 1 Standard. Boards, plywood, chipboard etc., must be treated in the same way if they are under 20mm thick. Timber over 25mm thick need not be treated. Treated boards will have BS 476 Class 1 marked on them. Plastics - Plastics must conform to BS 476 Part 7-Class 1 fire regulations. Lexan and Macralon are acceptable. Perspex may not be used. Polystyrene - Expanded Polystyrene foam is not permitted for use in stand construction. Fabrics - Textile fabrics used for interior display purposes on the stand must be flameproofed or already treated with an approved chemical when purchased, in accordance with BS 5438/BS Certain fabrics such as wool, twill or felt need not be proofed. Textile fabrics used for interior decorative purposes within stands must be fixed taut and/or in light pleats (not draped) to a solid backing and secured 75mm above floor level and not touching light fittings. Stand Dressing - Artificial plants and flowers must not be used as they are combustible and give off toxic fumes. Silk type flowers are acceptable providing they have been fireproofed to BS476 Part 7 and are marked as such. Cellulose paints are flammable and must not be used in stand dressing. Gangways - Under no circumstances will exhibits, stand dressings, tables and chairs etc., be allowed to encroach into gangways. Please keep all your exhibits inside your stand at all times. First Aid The First Aid station within the Centre is located on the Gallery Level by stairwell E which will be manned throughout the duration of the exhibition. 13

14 Floor Loads Under no circumstances may the weight of any equipment or exhibit material exceed the halls maximum floor load which are as follows: Ground 20kn per sqm Mezzanine 5kn per sqm Gallery 5kn per sqm Furniture View the catalogue via The official furniture contractor, Europa International Ltd, will be pleased to give quotations for stand decoration. An order form and price list accompanies this manual. Health & Safety TSL Education Ltd are committed to providing, maintaining and promoting so far as reasonably practical, the highest standards of Health, Safety and Welfare at their events. All exhibitors and contractors are expected to ensure that they provide a safe place and system of work. Successful safety management requires the commitment, involvement and co-operation of all those on-site at an event. Exhibitors and contractors have a legal duty under current Health & Safety Regulations with which they must comply by law. Height Limit Exhibitors wishing to build stands over 4m in height must contact the Organiser Immediately for authorisation. Insurance IMPORTANT NOTICE TO ALL EXHIBITORS Please note that our Exhibitors Contract requires you to have Public Liability Insurance. You should note that this is not the same as Employers Liability insurance which is mandatory in the UK. You may already have Public Liability cover, however it is important to note that not all business policies offer cover for organised events taking place outside your business premises. We wish to draw your attention to the event specific Insurance Package offered by Hiscox which includes the following cover: 14 Legal Liabilities. This provides financial protection if you face a legal claim from a member of the public for injury or property damage (public liability) or an employee for injury sustained at work (employers' liability). Cancellation and abandonment. This insures against the loss of both expenses and profit if the event has to be cancelled, abandoned, postponed or relocated. This also insures against losses of up to 100,000 following a terrorist act. Property Damage. This insures against the physical loss or damage to your property, including loss of property in transit to or from the event. If you decide to use the services of Hiscox simply use the URL below: UK Financial Services Authority regulations do not permit us to advise you on any insurance matter. You are under no obligation to purchase such insurance from Hiscox and may choose to seek insurance from other providers.

15 Hiscox Underwriting Limited, a company authorised and regulated by the Financial Services Authority, have been providing specialist event insurance for the conference, exhibition, events and hospitality market for over 30 years. The products offered by Hiscox are underwritten by Hiscox Syndicate 33 at Lloyd's of London which is managed by Hiscox Syndicates Limited, and the quality of their products is recognised as one of the highest by event industry associations. Items Left Onsite Any goods/materials/deliveries or miscellaneous items left at The Business Design Centre without proper authority will be treated as abandoned and disposed of accordingly. Any costs incurred will be passed on to the exhibitor. Lifting FORM 14 A lifting service is available from Onsite Exhibitions. Please complete and return Form 14 or contact Onsite Exhibitions for further information. Tel/Fax: Mob: alan.hazelhurst@btconnect.com Nameboards FORM 2 A company nameboard is included in the shell scheme stand package. Please complete and return Form 2 by 12 September. Organisers Office The Organisers Office will be located on the left hand side of the hall adjacent to the middle staircase from 0800 on Thursday 11 October until the close of the exhibition. The contact numbers for the Organisers Office are: Tel: / 6128 Fax: PA Systems The PA System is for use by the organiser for official exhibition announcements only. We regret that it is not available for exhibitors for any purpose whatsoever during the open period of the exhibition. Security Whilst every reasonable precaution is taken during the show to ensure the premises are adequately patrolled, the Organisers disclaim responsibility for any loss or damage to property of any exhibitor, their agents, contractors or invited guests from any cause whatsoever during build-up, break-down or the open period of the exhibition. It is essential that you report any loss sustained from your stand to the Security/Organisers Office immediately. 15

16 Shell Scheme / Shell Scheme Extras FORM 4 The shell scheme package consists of Octanorm shell scheme, a nameboard on each open frontage and grey carpet tiles. Information sheets giving the full specifications are included in Section 3 of this manual. Additional extras are available, please complete and return Form 4 by 11 September. Only adhesives we allow to be used to secure graphics etc onto the infill panels of the shell scheme is double sided Velcro and Blue Tack Show Guide Entry FORM 1 The process for submission of show guide entries has changed. For full details please read the information provided on form 1 page 22. Space Only Stands Please see pages 7 & 8. Storage FORM 14 The regulations of the local Council prevent the storage of packing materials on or behind stands. Unfortunately there are limited storage facilities available at The Business Design Centre and there are no porter facilities available at all. Please contact our appointed contractor, Onsite Exhibitions with regards to collecting cases from your stand to store them during the exhibition and return them to you at the end of the show. Please complete and return Form 14 or contact them for further information. Tel/Fax: Mob: alan.hazelhurst@btconnect.com Telephones FORM 6 A telephone and fax line can be provided to all stands. Please complete and return, Form 6 to request these services. Trolleys Please note that there are no trolley hire services available at The BDC. However, Onsite Exhibitions will be on hand during build-up only. Please see the section on Lifting. Exhibitors should ensure that they have made their own arrangements prior to arriving on site. Please note: Trolleys are not permitted in the hall during the open hours of the exhibition. 16

17 Vehicle Passes FORM 12 The delivery area in The BDC is restricted. Therefore exhibitors are asked to unload their vehicle and remove it immediately to free-up the area for other exhibitors. Please complete and return Form 12 by 6 stating the time that you are due to arrive at the venue. A vehicle pass will then be issued which will need to be completed and displayed in your vehicle at all times. PLEASE MAKE SURE THAT YOU WRITE YOUR MOBILE NUMBER ON YOUR PASS HI-VIS JACKETS MUST BE WORN AT ALL TIMES BY EXHIBITORS WHILST THEY ARE IN THE LOADING BAY. Visitor Data Recording (Lightpens) FORM 15 Visitor registration will be handled by Event Advantage Solutions using bar coded badges. Lead Retrieval light pens are available for hire. You may use these to capture visitor data by scanning the bar code on the visitor badges. To hire Lead Retrieval light pens please read the information on Form

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