Exhibition Opening Times:

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1 Exhibition Opening Times: Monday 24 September Tuesday 25 September Wednesday 26 September ICC, Birmingham

2 IBMS Congress Exhibitor Manual 2007 Introduction Your Exhibitor Manual Your Contacts We hope that this Exhibitor Manual will provide you with all the information you need for the successful preparation of your stand at the IBMS Congress. Please take time to read the Exhibitor Manual carefully as in addition to assisting your preparations there are a number of requirements that must be met. We have done our best to ensure that the contents are as accurate as possible. If you find an error, please let us know immediately so that we can correct it for other exhibitors. The Exhibitor Manual is not designed to replace the personal service provided by the Exhibition Office, or by any of the contractors listed. We are all here to assist your preparations with as much care and attention to detail as is necessary to provide you with the best possible service for your needs. If you have any questions or need specific assistance please contact Belinda Walter, Sam Bowden or Bob Kyte on They will be pleased to help you. Also if you experience any difficulty with any of the services listed in this Manual, please contact the Exhibition Office we can then assist you with your arrangements. Responsibility for the services provided to you for the Biomedical Science Congress is as follows: Institute of Biomedical Science 12 Coldbath Square London EC1R 5HL Telephone: Fax: congress@ibms.org Biomedical Science Congress Exhibition Office Step House North Farm Road Tunbridge Wells TN2 3DR Contacts: Belinda Walter, Sam Bowden or Bob Kyte Telephone: Fax: ibmscongress@stepex.com 2

3 IBMS Congress Exhibitor Manual 2007 Contents Page 4 Exhibitors Check List 5-6 Useful Contacts 7-8 General Information 9 ICC Code of Practice 9 Access Hall 3 10 Access Hall Access Registration Area 11 Accommodation 11 Advertising in the Congress Handbook 12 Badge Scanners 12 Banner Sites 12 Breakdown Hall 3 13 Breakdown Hall 4 13 Breakdown Registration Area 13 Build-up Hall 3 13 Build-up Hall 4 14 Build-up Registration Area 14 Car Parking 14 Cloakroom Congress Handbook 15 Contractors Desks 15 Deadlines 16 Delivery of Exhibits 16 Electrical Services 17 Exhibition Admission Tickets 17 Exhibition Aisles 17 Exhibition Management Office 17 Exhibition Preview 18 Exhibitor and Contractor Passes 18 Floral and Plant Service 18 Furniture 19 Handling and Lifting of Exhibits 19 Height Restriction 19 Insurance 20 Lift for Hall 3 Balcony 20 Lost Property 20 Medical Centre 20 Photography 21 Security Shell Scheme Stands / Stand Extras 22 Solvents and Gases 22 Space Only Sites 23 Space Only Electrics 23 Stand Catering Stand Fitting Regulations 25 Stand Nameboard 26 Stand Space 26 Storage 26 Telephones & Internet Connection 27 Vehicle Passes 27 Venue Regulations Order Forms 3

4 IBMS Congress Exhibitor Manual 2007 Exhibitors Check List Return To Deadline Actioned Accommodation Form Birmingham Convention Bureau ASAP Exhibition Preview Step Publishing 18 July Exhibitor & Contractor Passes Online Form* Exhibition Office 31 July Shell Scheme Stand Extras Form Ford + Barley Exhibitions 31 July Space Only Site Plans Exhibition Office 31 July Stand Nameboard Form Ford + Barley Exhibitions 31 July Vehicle Passes Online Form* Exhibition Office 31 July Congress Handbook Entry Online Form* Exhibition Office 3 August Congress Handbook Advertising Form Step Publishing 20 August Delivery, Handling & Storage Form Schenker 24 August Electrical Services Form Bill Moule & Sons 24 August Telephones & Internet Connection Form Event IT 24 August Stand Catering ICC 7 September Badge Scanners Form Interchange Communications 10 September Furniture Requirements Indisplay 10 September Floral & Plants Form Classic Plants 14 September Photography Form Pro Vision Photography 17 September *These forms can only be completed online at If you have any questions about any of the above forms, or your own individual requirements, please call Belinda Walter or Sam Bowden in the Exhibition Office on or ibmscongress@stepex.com. 4

5 IBMS Congress Exhibitor Manual 2007 Useful Contacts Accommodation Birmingham Convention Bureau Millennium Point Level L2 Curzon Street Birmingham B4 7XG Contact: Rhena Holt Telephone: Fax: Website: /biomedical2007 Badge Scanners Interchange Communications Ltd Princes Drive Kenilworth Warwickshire CV8 2FD Contact: Karen Vann-Adams Telephone: Fax: Congress Handbook Advertising Step Publishing Ltd Step House North Farm Road Tunbridge Wells TN2 3DR Contact: Trevor Southerden Telephone: Fax: Delivery of Exhibits Schenker UK Ltd Fairs & Exhibitions Department Units 6 & 8, Second Exhibition Avenue National Exhibition Centre Birmingham B40 1PJ Contact: Nigel Foster Telephone: Fax: nigel.foster@schenker.com Electrical Services Bill Moule & Sons Ltd Unit 27 Fairways New River Trading Estate Cheshunt Hertfordshire EN8 0NL Contact: Angela Lant or Sharon Collins Telephone: Fax: billmoule@billmoule.co.uk Floral & Plants Classic Plants The Small Holding Red Lane Burton Green Kenilworth Warwickshire CV8 1PA Contact: Jon & Bev Wright Telephone: Fax: enquiries@classicplants.co.uk Web: Furniture Indisplay Ltd Units 1/2 Walton Road Bushey Hertfordshire WD23 2PD Contact: Hayley Tustain Telephone: Fax: sales@indisplay.co.uk Web: Handling & Lifting of Exhibits Schenker UK Ltd Fairs & Exhibitions Department Units 6 & 8, Second Exhibition Avenue National Exhibition Centre Birmingham B40 1PJ Contact: Nigel Foster Telephone: Fax: nigel.foster@schenker.com 5

6 IBMS Congress Exhibitor Manual 2007 Useful Contacts Photography Pro Vision Photography Ltd 27 Wendover Drive Hinckley Leicestershire LE10 1UQ Contact: Simon Jones Telephone: Fax: Shell Scheme/Stand Extras Ford + Barley Exhibitions Ltd Unit 2 Fulwood Industrial Estate Sutton-in-Ashfield NG17 2JZ Contact: Bill Ford Telephone: Fax: ford.barley@btconnect.com Stand Catering International Convention Centre Broad Street Birmingham B1 2EA Contact: Dorothy Gibbons Telephone: Fax: dorothy.gibbons@theicc.co.uk Storage Schenker UK Ltd Fairs & Exhibitions Department Units 6 & 8, Second Exhibition Avenue National Exhibition Centre Birmingham B40 1PJ Contact: Nigel Foster Telephone: Fax: nigel.foster@schenker.com Telephones & Internet Connection Event IT Venue Management Dept The ICC Broad Street Birmingham B1 2EA Telephone: Fax: event.it@theicc.co.uk 6

7 IBMS Congress Exhibitor Manual 2007 General Information Exhibition Timetable Saturday 22 September Delivery of exhibits and construction of space only sites Delivery of exhibits and construction of interiors of shell scheme stands Sunday 23 September Delivery of exhibits and construction of space only sites and interiors of shell scheme stands Electrics for space only sites must be completed Last orders for stand supplies Build up of stands in registration area to be completed Registration desks open Monday 24 September Exhibition open Happy Hour" Tuesday 25 September Exhibition open Happy Hour Wednesday 26 September Exhibition open Removal of portable exhibits and displays shell scheme exhibitors in Hall 3, Hall 3 Balcony and Hall 4 only. Registration area stands to remain intact until the IBMS Congress closes Removal of exhibits and displays all exhibitors 7

8 IBMS Congress Exhibitor Manual 2007 Congress Timetable Please note that the following IBMS Congress timetable is for general information and guidance purposes alone. The lecture programme may be subject to alteration and therefore, the actual timings may vary from those shown. Sunday 23 September Registration desks open Welcome the Brasshouse on Broad Street Monday 24 September Registration desks open Congress morning sessions ( ) (Morning coffee break) Congress lunch break Plenary Session ( ) (Afternoon tea break) Happy Hour From President s The Round Room in the Museum and Art Gallery and The Banqueting Suite in The Council House Tuesday 25 September Registration desks open Congress morning sessions ( ) (Morning coffee break) Congress lunch break Congress afternoon sessions ( ) (Afternoon tea break) Happy Hour TBA Company Members The Works Nightclub Wednesday 26 September Registration desks open Congress morning sessions ( ) (Morning coffee break) Congress lunch break Congress afternoon sessions ( ) (Afternoon tea break) Congress closes 8

9 IBMS Congress Exhibitor Manual 2007 ICC Code of Practice The International Convention Centre Code of Practice: Smoking and ad hoc catering by individual contractors is not permitted anywhere within the Halls. A catering area will be set up for the convenience of contractors. This area will be clearly marked. Sawing, painting, welding etc., will not be permitted without prior notification and adequate protection of the carpet at the contractors cost. No wet or dirty material will be permitted in the Halls. No contractors vehicles will be permitted into Hall 3 except on floor protection. Contractors are responsible for taking all precautions required under the Health & Safety Regulations e.g., barriers around stands with men working overhead. Access Hall 3 Build-up Breakdown Access to the exhibition in Hall 3 is from Bay A, which is sited off Cambridge Street. Access dates and times for exhibitors are as follows: Space only site exhibitors and contractors can have access to their site from on Saturday 22 September. Shell scheme exhibitors can have access to their stand from on Saturday 22 September. On Sunday 23 September, Hall 3 will be open from On Monday 24 September, Hall 3 will be open from for last minute preparations. Please note that access for shell scheme exhibitors is restricted on Saturday 22 September because it is necessary to complete the basic stand construction before exhibitors arrive. Stands can then be as complete as possible before they are dressed. All vehicles must be removed from the loading bays after loading/unloading. Shell scheme exhibitors ONLY will be permitted access for a period of 1 hour from the close of the exhibition at on Wednesday 26 September. Space only exhibitors and their contractors will be permitted access from The purpose of this policy is to clear as many shell scheme exhibitors with small vehicles and portable displays in the fastest time possible. Entrance into Bay A will be controlled by vehicle size to ensure that only permitted shell scheme exhibitors gain access at this allotted time. ICC stewards will control access to the Hall via Bay A. During build-up and breakdown it will be necessary for all exhibitors and contractors to provide their stand number before access will be granted. The parking of vehicles in Bay A will not be permitted at any time. All vehicles must be removed from the loading bays after loading/unloading. 9

10 IBMS Congress Exhibitor Manual 2007 Access Hall 4 Build-up Breakdown Access to the exhibition area in Hall 4 is from Bay B, which is sited off Cambridge Street. Access dates and times for exhibitors are as follows: Space only site holders and contractors can have access to their site from on Saturday 22 September. Shell scheme exhibitors can have access to their stand from on Saturday 22 September. On Sunday 23 September, Hall 4 will be open from On Monday 24 September, Hall 4 will be open from for last minute preparations. Please note that access for shell scheme exhibitors is restricted on Saturday 22 September because it is necessary to complete the basic stand construction before exhibitors arrive. Stands can then be as complete as possible before they are dressed. All vehicles must be removed from the loading bays after loading/unloading. All exhibitors and their contractors may have access to Bay B from on Wednesday 26 September. Entrance into Bay B will be controlled by vehicle pass only. ICC stewards will control access to Hall 4 via Bay B. During build-up and breakdown it will be necessary for all exhibitors and contractors to provide their stand number before access will be granted. Parking of vehicles in Bay B will not be permitted at any time. All vehicles must be removed from the loading bays after loading/unloading. Access Registration Area Build-up Access to exhibition stands in the registration area is from Bay A, which is sited off Cambridge Street. Access dates and times for exhibitors are as follows: Space only site exhibitors and contractors can have access to their site from on Saturday 22 September. Shell scheme exhibitors can have access to their stand from on Saturday 22 September. On Sunday 23 September, the registration area will be open from All registration area stands must be dressed by as the registration desks will be open from this time There will be the opportunity to interact with those delegates registering at the ICC on Sunday afternoon between and therefore companies exhibiting in the registration area are invited to staff their stand during this time. On Monday 24 September, the registration area and desks will open at All stands in the registration area should be staffed from this time. Please note that access for shell scheme exhibitors is restricted on Saturday 22 September because it is necessary to complete the basic stand construction before exhibitors arrive. Stands can then be as complete as possible before they are dressed. All vehicles must be removed from the loading bays after loading/unloading. 10

11 IBMS Congress Exhibitor Manual 2007 Breakdown Congress sessions finish at on Wednesday 26 September therefore exhibitors in the registration area may not breakdown their stands until after this time. ICC stewards will control access to Bay A and will ensure that only permitted exhibitors gain access at the allotted times. During build-up and breakdown it will be necessary for all exhibitors and contractors to provide their stand number before access will be granted. The parking of vehicles in Bay A will not be permitted at any time. All vehicles must be removed from the loading bays after loading/unloading. Accommodation The Birmingham Convention Bureau (BCB) has been appointed as the official accommodation agent for the Biomedical Science Congress. Accommodation packages have been arranged and special rates have been negotiated for a range of accommodation in the vicinity of the ICC. An Accommodation Guide has been prepared that includes a reservation form. A copy is enclosed with this Manual (and if required, you can order additional copies). Please note that if your preferred accommodation is not shown, the BCB is often able to identify alternative options. For more information contact: Birmingham Convention Bureau Millennium Point, Level L2 Curzon Street, Birmingham, B4 7XG Contact: Rhena Holt Telephone: Fax: bcb.accommodation@marketingbirmingham.com Website: BCB Form Deadline ASAP Advertising in the Congress Handbook The IBMS Congress Handbook will be produced by Step Publishing Ltd, publishers of The Biomedical Scientist (on behalf of the Institute of Biomedical Science). The Handbook will contain the exhibition catalogue and will be handed out to all delegates and exhibition visitors when they attend the Biomedical Science Congress. The Handbook is also a valuable document that can be used for reference after the IBMS Congress closes. Advertising within the Handbook therefore, is an ideal opportunity for exhibitors to project themselves and their products to clients during and after the IBMS Congress. Handbook Advertising Form Deadline 20 August 11

12 IBMS Congress Exhibitor Manual 2007 Badge Scanners There will be computerised registration at the IBMS Congress. All delegates and visitors will receive a large, clearly printed badge that will contain a bar coded registration number unique to each person. The bar code can be recorded using a badge scanner. Badge scanners can be rented from the registration company Interchange Communications. By renting a badge scanner exhibitors will be able to capture the full details of delegates and visitors who attend their stand. This means that they can take comprehensive and accurate enquiries in a fast and efficient manner. Full details of the badge scanner service offered by Interchange Communications are enclosed at the rear of this Manual. If you require this service, please return the order form in good time before the exhibition. Interchange Communications Form Deadline 10 September Banner Sites There are a number of banner sites in exhibition hall 3 located around the balcony. The banners are 3m wide and 1m high and can be produced in colour if required. Exhibitors can use the banner sites to draw attention to their stand number and location. They are also ideal for announcing activities on the stand such as a product launch, new catalogue, presentation, etc. During the IBMS Congress a banner will help to announce whatever is happening and it can help to direct delegates and visitors to your stand. The last date for ordering banners is 24 August. For more information contact Belinda Walter at the Exhibition Office on Breakdown Hall 3 Exhibitors with shell scheme stands can remove their displays: Wednesday 26 September Please note that the shell scheme contractor will commence dismantling from and that exhibitors with shell scheme stands should remove their display material as soon as possible after the close of the exhibition. Exhibitors with space only sites or their contractors can remove their stands: Wednesday 26 September Anything left after these times may be removed by the ICC and scrapped. The costs will be charged to the exhibitor. 12

13 IBMS Congress Exhibitor Manual 2007 Breakdown Hall 4 All exhibitors and contractors can remove their displays: Wednesday 26 September Please note that the shell scheme contractor will commence dismantling from and that exhibitors with shell scheme stands should remove their display material as soon as possible after the close of the exhibition. Anything left after these times may be removed by the ICC and scrapped. The costs will be charged to the exhibitor. Breakdown Registration Area All exhibitors and contractors can remove their displays: Wednesday 26 September Please note that the shell scheme contractor will commence dismantling from and that exhibitors with shell scheme stands should remove their display material as soon as possible after the close of Congress. Anything left after these times may be removed by the ICC and scrapped. The costs will be charged to the exhibitor. Build-Up Hall 3 Space only sites may be built by stand building contractors and exhibitors: Saturday 22 September Sunday 23 September Shell scheme stands may be dressed: Saturday 22 September Sunday 23 September Build-Up Hall 4 Space only sites may be built by stand building contractors and exhibitors: Saturday 22 September Sunday 23 September Shell scheme stands may be dressed: Saturday 22 September Sunday 23 September

14 IBMS Congress Exhibitor Manual 2007 Build-Up Registration Area Space only sites may be built by stand building contractors and exhibitors: Saturday 22 September Sunday 23 September Shell scheme stands may be dressed: Saturday 22 September Sunday 23 September Car Parking Cloakroom Four car parks are located in the vicinity of the ICC, giving a total of more than 2,300 spaces. The car parks are controlled by either a Pay and Display or Pay on Exit system. Charges are summarised below: Brindley Drive Brindley Place Civic Centre NIA Monday Saturday Up to 3 hours Up to 6 hours Up to 12 hours Up to 24 hours Sunday Up to 3 hours Up to 6 hours Up to 12 hours Up to 24 hours The cloakroom is situated in the Mall at the ICC and is open for the duration of the IBMS Congress. There is a charge of 1 per item. Congress Handbook The Handbook will contain all the information about the Biomedical Science Congress that any delegate or visitor will need including details of the lectures, exhibition area, exhibitor displays, social functions and other services available to them at the ICC. A copy of the Handbook will be given to all delegates and exhibition visitors on arrival at the IBMS Congress. The exhibition catalogue will be published within the IBMS Congress Handbook. This will ensure that details about the exhibition and exhibitor displays will be prominently featured throughout the Congress and that all delegates can plan their visit to the exhibition during their stay. 14

15 IBMS Congress Exhibitor Manual 2007 Exhibitors can submit their catalogue entry including a 75-word description of the products on display. There is no charge for the standard 75-word catalogue entry. To reduce the risk of errors in re-entering details from typed or hand-written forms you are requested to submit your entry online at: Biomedical Science Congress Exhibition Office Step House North Farm Road Tunbridge Wells TN2 3DR Contact: Sam Bowden Telephone: Fax: ibmscongress@stepex.com Handbook Entry Online Form Deadline 3 August Contractors Desks Deadlines From Saturday 22 September all official exhibition contractors will have service desks in the exhibition halls. The contractors are there to assist exhibitors and to help to ensure that your exhibition build-up is as smooth and trouble free as possible. To ensure that you will receive the precise equipment of your choice for the exhibition you should consider your requirements before you arrive at the ICC and place your order in advance. Contractors cannot always guarantee that they can meet every late order at the exhibition and any items ordered on site at the ICC are very likely to be subject to a surcharge. In any case, it may not be possible to provide any additional assistance, services or equipment ordered after on Sunday 23 September. Please note that there is a deadline for each service provided by contractors working at the Biomedical Science Congress. The deadlines are essential for contractors, detailing exhibitor requirements in advance so that arrangements can be made to ensure supply of the assistance, equipment or services required. Some contractors impose a surcharge for any orders received after the deadline date. In certain instances (such as the IBMS Congress Handbook), it is not possible to provide a handbook entry if the publication deadline is missed. Handbook entries will be compiled from the information supplied by exhibitors. If it is not supplied, there can be no entry. In other instances, it may not be possible to provide services or equipment ordered after the deadline date. All exhibitors are requested therefore to meet the specified deadlines and no liability can be accepted in the instance that deadlines are missed. 15

16 IBMS Congress Exhibitor Manual 2007 Delivery of Exhibits Deliveries sent directly to the ICC will not be accepted prior to exhibition build-up on Saturday 22 September. Any items left to be collected by courier following the event should be labelled with the contact number and delivery address. The ICC will not be held responsible for any loss or damage to items either sent to or left at the ICC. Exhibitors wishing to send exhibits in advance to the ICC should consign them to the official contractor who is experienced in exhibition work and can provide a full handling and case storage service. A full door-to-door service is available for exhibitors who wish to use this service. For more information and a quotation please contact the official contractors: Schenker UK Ltd Fairs & Exhibitions Department Units 6 & 8, Second Exhibition Avenue National Exhibition Centre Birmingham B40 1PJ Contact: Nigel Foster Telephone: Fax: nigel.foster@schenker.com Schenker Form Deadline 24 August Electrical Services The following company has been appointed as the official electrical services contractor and co-ordinator for the exhibition during the Biomedical Science Congress: Bill Moule & Sons Ltd Unit 27, Fairways New River Trading Estate Cheshunt, Hertfordshire EN8 0NL Contact: Angela Lant or Sharon Collins Telephone: Fax: billmoule@billmoule.co.uk In order to comply with safety and venue regulations, all work on stands must be ordered through the official electrical contractor. Details of what you require must be forwarded to Bill Moule & Sons as early as possible. Orders received after the deadline date are subject to a 25% surcharge. Bill Moule & Sons Form Deadline 24 August 16

17 IBMS Congress Exhibitor Manual 2007 Exhibition Admission Tickets Exhibitors may request as many exhibition admission tickets as they wish for distribution to potential visitors and delegates to the Biomedical Science Congress. As well as encouraging attendance at the exhibition the tickets also promote the IBMS Congress Lecture Programme. It is strongly recommended that you take full advantage of this effective marketing opportunity to assist in the wider promotion of the IBMS Congress and encourage visitors to attend your stand. Please use tickets to invite potential customers to visit your stand and be sure to give your representatives a supply to circulate. Exhibition admission tickets will be sent to exhibitors in July. If you require any further Exhibition admission tickets, please contact Sam Bowden at the Exhibition Office. Exhibition Aisles The aisles in the exhibition are the minimum permissible in law. It is not possible therefore to place exhibits, stand dressing, tables, chairs or any other item relating to exhibits in the exhibition aisles. Please keep all your exhibits inside your stand area, as it will be necessary to remove any item placed in the aisles. Exhibition Management Office The exhibition management office will be located in Hall 3. Access will be through the doors adjacent to stand 720. The office will be sign posted during build-up and breakdown. Exhibition Preview The August issue of The Biomedical Scientist will contain a comprehensive preview of the trade exhibition at the IBMS Congress. As the most comprehensive source of information for potential visitors, this issue provides the ideal platform from which to persuade buyers that a visit to your stand will make a trip to the event worthwhile. Advertising positions within the preview pages are available and the deadline for booking is 18 July. Please contact Trevor Southerden at Step Publishing for more information:- The Biomedical Scientist Step Publishing Ltd Step House North Farm Road Tunbridge Wells Kent TN2 3DR Contact: Trevor Southerden Telephone: Fax: trevorsoutherden@stepex.com 17

18 IBMS Congress Exhibitor Manual 2007 Exhibitor and Contractor Passes Every member of your staff and contractors who will be working at the ICC during the Biomedical Science Congress must wear an Exhibitor or Contractor Pass to gain access. Passes will be prepared and mailed approximately 2 weeks before the IBMS Congress so that they may be circulated to all stand attendees and contractors in advance. As it may not be possible to mail late requirements, additional passes can be obtained on site from the registration desk at the ICC from Sunday 23 September. To reduce the risk of errors in re-entering details from typed or hand-written forms you are requested to submit your details online at: Exhibitor and Contractor Passes Online Form Deadline 31 July Floral and Plant Service Flowers and plants are available from the appointed contractors, Classic Plants. form is contained towards the rear of this manual. An order Classic Plants The Small Holding Red Lane, Burton Green Kenilworth, Warwickshire CV8 1PA Contact: Jon & Bev Wright Telephone: Fax: enquiries@classicplants.co.uk Web: Classic Plants Form Deadline 14 September Furniture A wide selection of stand furniture is available to hire from the appointed contractor Indisplay Ltd. You can view the complete range and order online at An order form can also be found at the rear of this manual. Indisplay Ltd Units 1/2, Walton Road, Bushey, Hertfordshire WD23 2PD Contact: Hayley Tustain Telephone: Fax: sales@indisplay.co.uk Web: Indisplay Form Deadline 10 September 18

19 IBMS Congress Exhibitor Manual 2007 Handling and Lifting of Exhibits The Organisers have appointed Schenker Ltd as the sole official lifting and handling agents for Healthcare Estates to be responsible for the movement of all exhibitor and stand materials within the exhibition halls. Only the official freight forwarder is permitted to work within the halls and operate lifting equipment. No other lifting or handling contractor will be permitted to work in the exhibition halls unless the consignment can be carried by one man, without mechanical equipment such as sack barrows, hardwheel trolleys, pallet trucks or cranes. Please ensure early contact is made direct to Schenker Ltd with the details of your handling and lifting requirements. Schenker UK Ltd Fairs & Exhibitions Department Units 6 & 8, Second Exhibition Avenue National Exhibition Centre, Birmingham B40 1PJ Contact: Nigel Foster Telephone: Fax: nigel.foster@schenker.com Schenker Form Deadline 24 August Height Restriction Insurance The maximum approved height for space only sites is 3.4 metres. It is possible to exceed this height but only with written permission from the IBMS Congress Exhibition Office. Any structure exceeding 4 metres in height must receive special permission from the ICC. All interior fittings for shell scheme stands must be contained within the shell stand structure and must not exceed 2.43 metres in height. Please note that for stands under the balcony in Hall 3, there is an overall height restriction of 3.4 metres. Whilst every precaution is taken to protect your property during the IBMS Congress, responsibility cannot be accepted for any loss or damage that befalls the personnel or property of any exhibitor howsoever caused. Exhibitors are reminded of their responsibility to carry adequate insurance both before and during the event. You are also responsible for insuring against any legal liability incurred in respect of injury or damage to property belonging to third parties. In addition to this you should protect your outlay against Abandonment and Cancellation or Curtailment of the IBMS Congress due to reasons beyond the control of the IBMS. For advice on insurance please speak to an Insurance Broker regulated by the FSA (Financial Services Authority). For your information, we utilise the services of Insurex Expo-Sure (Tel ). This is for convenience only; we are not endorsing Insurex Expo-Sure over any other potential provider of insurance. 19

20 IBMS Congress Exhibitor Manual 2007 Lift for Hall 3 Balcony For exhibitors on the balcony of Hall 3 there is a lift for any exhibits that are too heavy to be manually carried up the stairs. The technical details of the lift are as follows: width access limit 1 metre lift width 1.3 metres lift depth 1.7 metres weight limit 1000kg Any exhibitor requiring the use of the lift access to the balcony of Hall 3 should contact the Exhibition Office as the lift can only be booked by prior arrangement with the ICC. Lost Property All lost property is taken to the ICC s Security Department who can be contacted on Medical Centre The Medical Centre is situated off the Coffee Terrace in the Mall of the ICC and is open on the Monday, Tuesday and Wednesday of IBMS Congress. At all other times, fully trained first aiders will be available. In the event of an emergency either contact a steward in the hall or go to any house phone and call 222. Photography An official photographer has been appointed to the IBMS Congress. The official photographer can be commissioned by exhibitors for PR events and stand photographs during the Biomedical Science Congress. A form is contained towards the rear of this manual. Prices are clearly shown for the range of services offered. For security reasons no other photographer will be permitted to work at the IBMS Congress or within the exhibition without written permission from the Exhibition Office. Pro Vision Photography Ltd 27 Wendover Drive Hinckley, Leicestershire LE10 1UQ Contact: Simon Jones Telephone: Fax: simonj@provisionphoto.co.uk Pro Vision Photography Form Deadline 17 September 20

21 IBMS Congress Exhibitor Manual 2007 Security Whilst every reasonable precaution is taken to ensure the safety and security of personnel and equipment with the premises being patrolled day and night, please be aware that the ICC is a public venue and is open to the public until every evening. Responsibility cannot be accepted for any injury, loss or damage or any consequential loss whatsoever which may befall your personnel and their property. We recommend that valuables, particularly of a portable nature, are not left unattended on your stand. This is especially relevant during build-up and breakdown. Please ensure that any incident involving the loss of property is reported to the Registration Desk or the Organiser s Office in Hall 3. Failure to do so could result in insurance companies refusing to meet claims. If you require any advice on the subject of security please contact Belinda Walter at the Exhibition Office. It is acceptable for exhibitors to employ security personnel if required. A contact can be provided for the provision of security services. Shell Scheme Stands/Stand Extras If you have selected a shell scheme stand it will be constructed as specified below. The official shell scheme contractor for the exhibition is: Ford + Barley Exhibitions Ltd Unit 2 Fulwood Industrial Estate Sutton-in-Ashfield NG17 2JZ Contact: Bill Ford Telephone: Fax: ford.barley@btconnect.com Shell scheme stands will be provided in accordance with the following specification. No alterations may be made to the shell scheme without prior discussion and approval of the Exhibition Office. Rear and Dividing Walls: Framework built to a height of 2.5 metres infilled with board panels of 6mm thickness, covered in grey nylon loop. Fascia: A fascia will be provided on all open sides of the stand. The fascia board is 250mm high and is set 2250mm (2.25 metres) above floor level. The overall height is 2500mm (2.5 metres). The fascia consists of top and bottom rails of aluminium beam section 50mm deep, supported where necessary by 30mm square posts at 2000mm (2 metres) or 3000mm (3 metres) nominal maximum centres as appropriate. The fascia framework will be infilled with 6mm blue flameproof panels. All stands over 4 metres wide will have fascia support posts and ceiling tie bar rails to stabilise the walls/structure. Ceiling tie bars are 2450mm (2.45metres) from floor level to their underside. Stand Nameboard: A curved stand nameboard will be provided on the fascia of each open side of shell scheme stands. The nameboard will carry the details submitted by exhibitors using the Stand Nameboard Form. Floor Covering: The exhibition hall is fully carpeted throughout. This means that all shell scheme stands will include this standard carpet which is a blue/grey mix. 21

22 IBMS Congress Exhibitor Manual 2007 Additional Fitments: A comprehensive range of standard items, including wall panels to form office enclosures, shelving, display and ceiling panels, etc., may be hired from Ford + Barley, the shell scheme contractor. Details of available items are given on the order form. Further information may be obtained from Ford + Barley direct. Orders received after the deadline date may be subject to a 15% surcharge. Stand Extras Form Deadline 31 July Solvents and Gases Solvents and other substances that have a flashpoint lower than 54 C (130 F) are not permitted in the exhibition hall without prior written permission and approval from the Fire Safety Officer at the ICC. One day s supply of flammable spirits can be kept on your stand. Hazard data sheets should be sent in advance to the Fire Safety Officer at the ICC. For more information contact the Fire Safety Officer on ext 5123 or ext Space Only Sites A space only site is a carpeted area marked out to the correct dimensions. These dimensions must not be exceeded. No stand fitting is provided for space only sites. Exhibitors are responsible for their own stand design and construction. It is possible to offer advice and guidance on the preparation of your display at the exhibition. The exhibition contractors Ford + Barley are able to provide a fully comprehensive stand design and construction service if required. If you are considering erecting a modular stand on your space only site, please note that you are responsible for constructing and decorating the side and back walls facing onto your site to a height of 2.5 metres. The minimum height for dividing walls is 2.5 metres. Walls above 2.5 metres must be clad and decorated on both sides from 2.5 metres upwards by the exhibitor. Such walls overlooking adjoining stands must also be finished to a high standard in plain colours only. Company logos or other corporate messages facing away from the exhibit will not be permitted should they directly overlook adjacent exhibitors. Full dimensional, 1:200 technical drawings showing the proposed construction details, positions and dimensions of exhibits and a risk assessment must be submitted and approved by the Exhibition Office before any work is started on site. Please submit your plans in duplicate and with an artist s impression to the exhibition office no later than 31 July. You are advised that delegates and visitors to the exhibition during the IBMS Congress will find it easier to locate your stand if you display your stand number on every open side of your stand. All stand fittings exceeding 4 metres in height must be set back 1 metre from the open perimeter of the stand site. 22

23 IBMS Congress Exhibitor Manual 2007 Space Only Electrics Electrics for space only sites must be completed by on Sunday 23 September. Please ensure that your space only contractor is aware of this requirement necessary to allow the appointed electrical contractor to complete the electrics for shell scheme exhibitors. Please note that if you are unable to meet this deadline you may cause delay and difficulty to other exhibitors. Stand Catering Your stand catering requirements must be obtained from the Food and Beverage department at the ICC by 7 September. Please contact them to discuss your requirements and to obtain an order form: International Convention Centre Broad Street, Birmingham B1 2EA Contact: Dorothy Gibbons Telephone: Fax: dorothy.gibbons@theicc.co.uk Stand Fitting Regulations The Organiser has appointed Ford + Barley Exhibitions as the official contractor for shell scheme stands. However, exhibitors may employ a contractor of their choice to construct stand interiors and any free-standing displays that may be required. 1. The contractor must be approved by the International Convention Centre (ICC) and conform to the following regulations that must be observed when preparing a stand. 2. Contractors appointed must be registered with/approved by the Organisers and the ICC. 3. Full dimensional, 1:200 technical drawings showing the proposed construction methods and materials, positions and dimensions of exhibits and a risk assessment must be submitted, in duplicate and with an artist s impression, to the exhibition office by 31 July. Original drawings are required - facsimile transmitted copies are not acceptable. No stand may be constructed until these plans/drawings have been approved, signed and returned by the Organisers. 4. Contractors must ensure that they can provide, on-site, the appropriate certificate/s confirming that all the materials used in the construction of their stand have been adequately treated for fire retardancy. 5. No part of any structure or exhibit may extend beyond the boundaries of the site allocated. This includes the exhibitor s name, logo or light fittings. 23

24 IBMS Congress Exhibitor Manual No fitting, display or self-adhesive stickers/signs may be attached to or suspended from the ceiling or any part of the exhibition hall, nor may holes be nailed, screwed, drilled or punched into the walls or floor. If this is ignored, the exhibitor/contractor concerned will be charged for the damage caused. 7. Displays must be self-supporting. 8. Exhibitors wishing to construct a false ceiling on their stand must submit duplicate drawings to the Organisers for approval by the Fire & Safety Authority. Ceilings can only be constructed of a large mash or egg box material that will permit the passage of water in the event of a fire. 9. In the case of an island site, a long stretch of full height wall of 2.5 metres height will not be allowed on the perimeter of the stand. 10. No flashing/winking lights or neon signs will be permitted, unless it forms an integral part of an exhibitor s product. Sequence-lit displays may be used subject to the Organisers approval and the rate of light change. 11. For safety and insurance reasons, only the official electrical contractor can carry out electrical wiring and connections. 12. No services such as electricity cables, water/compressed air pipes, telephone lines inside or near to the stand may be removed, cut or diverted without the permission of the Organisers/Hall Manager of the event. 13. All contractors are expected to clean the stands and remove all construction debris before the official cleaning contractor takes responsibility of the hall. 14. Storage of stand materials and/or exhibits is not permitted behind the perimeter of the stands. This is a Fire & Safety Regulation and will be strictly enforced. 15. Welding and heavy sawing is not permitted inside the hall. 16. Exhibitors constructing/decorating their stands are required to sign an undertaking, guaranteeing responsibility for any damage which may be caused by any of their employees, including appointed sub-contractors, to exhibits and/or property of other exhibitors, Organisers, Hall Manager, Landlord and Contractors of any other person(s). Specific to Shell Scheme Stands 1. No additional stand fittings may be attached to the shell scheme structure. No nailing or drilling will be allowed. If you require assistance in hanging or displaying your exhibits, please consult the official stand-fitting contractor. 2. No painting or wallpapering on the shell scheme panels is allowed. Exhibitors who wish to have the panels painted must inform the official stand fitting contractor who will provide a quotation on request. 3. An exhibitor occupying a corner stand has a choice of the side-wall or an additional open side. 4. Any change in colour or type of fascia and floor covering must be carried out by the official stand-fitting contractor, after approval from the Organiser. The cost involved must be borne by the exhibitor. 5. No financial credit will be given for any shell scheme package item not utilised. 24

25 IBMS Congress Exhibitor Manual 2007 Specific to Space Only Sites 1. Stand construction height is limited to 3.4 metres. It is possible to exceed this height but only with written permission from the exhibition office. Full dimensional plans must be submitted for approval no later than 31 July. 2. All stands must be covered with carpet or other suitable material. 3. The Organiser reserves the right to request that an exhibitor should change, modify, lower or shorten any back or side wall proposed in the space only design if, in the opinion of the Organiser, such back or side wall will obstruct the reasonable exposure of any adjacent exhibition stand. 4. All stands must be constructed with back and side-walls other than island sites, which do not require any wall. In the case of a one-corner stand, a back and side-wall must be constructed. A two-corner stand only requires one back wall. 5. Exhibitors are responsible for providing their own walls. Where stands are adjacent, an exhibitor may not use the reverse of the neighbouring wall. 6. Where a structure such as a wall or sign, exceeds the height of the neighbouring stand, the exhibitor with the higher wall must decorate the visible portion to a standard acceptable to the Organiser. In addition, the external side of any wall that faces another exhibitor or public area must also be finished to a quality acceptable to the Organiser/Hall Manager. 7. Stand signs and towers must not exceed 3.4 metres in height. It is possible to exceed this height but only with written permission from the exhibition office. Full dimensional plans must be submitted for approval no later than 31 July. 8. The name and stand number of each exhibitor must be prominently displayed. If this requirement is not observed, the Organiser reserves the right to affix stand numbers as considered fit and to charge the cost incurred to the exhibitor. 9. A space only stand cannot display fascia boards over an adjacent exhibitor s back and/or sidewall, but may display it on any aisle facing their location. Stand Nameboard Nameboards are provided on all shell scheme stands. Unless the contractor receives your details on the Stand Nameboard Form by the deadline date, the nameboard may be made up using the details on your contract. Please note that these details may not correspond to those submitted for your handbook entry. A charge of 25 will be made for any nameboards changed at the ICC. No nameboards will be supplied to space only sites. Space only site exhibitors should make sure that their name and stand number are prominently displayed. Stand Nameboard Form Deadline 31 July 25

26 IBMS Congress Exhibitor Manual 2007 Stand Space It is your responsibility to examine, or cause to be examined, the site and location allotted to you in order to avoid costly adjustments to stand structures. It is possible that obstructions may be present that cannot always be indicated on the plans of the exhibition. Any costs relating to modifications that need to be undertaken as a result of any such obstructions will be at the exhibitors expense. In the instance of any discrepancy in the site allotted, exhibitors are required to notify the Organisers immediately before the opening of the exhibition. The Organisers will not accept liability for discrepancies in the instance of failure to notify such discrepancies before the opening of the exhibition. Storage There are no storage facilities at the ICC for packing cases or other materials and fire regulations prohibit storage behind stands. You should make prior arrangements for the safekeeping of such items with the appointed contractor or with your shipping and forwarding agent. For more information and assistance with storage contact: Schenker UK Ltd Fairs & Exhibitions Department Units 6 & 8, Second Exhibition Avenue National Exhibition Centre Birmingham B40 1PJ Contact: Nigel Foster Telephone: Fax: nigel.foster@schenker.com Schenker Form Deadline 24 August Telephones & Internet Connection To order your stand telephone, fax, ISDN line or internet connection, please complete and return the Event IT order form at the back of the manual. The ICC regrets that orders cannot be taken over the telephone and that all orders require payment in advance. The ICC stipulates that any requests received later than 24 August 2007 will incur a 20% late order surcharge. On site orders will incur a late order surcharge of 50%. Event IT Venue Management Dept The ICC, Broad Street, Birmingham B1 2EA Telephone: Fax: event.it@theicc.co.uk Event IT Form Deadline 24 August 26

27 IBMS Congress Exhibitor Manual 2007 Vehicle Passes Access to the loading bay at the ICC will be strictly controlled. All exhibitors and their contractors are requested not to park their vehicles in this area, but to remove them immediately the loading/unloading of the vehicle is completed. No vehicle will be permitted access to the loading bay without stating their stand number. Access to the loading bay will be controlled with a vehicle pass. To reduce the risk of errors in re-entering details from typed or hand-written forms you are requested to submit your order for vehicle passes online at: Vehicle Passes Online Form Deadline 31 July Venue Regulations The detailed ICC Rules and Regulations were issued at the time of signing the contract for exhibition space. They form part of the exhibition contract and must be adhered to at all times. Please note that these regulations are binding on all exhibitors and their contractors. If you require an additional copy of the ICC Rules and Regulations, for yourself or your contractor, please contact Sam Bowden at the Exhibition Office on