Toytopia organisers are here to help you, so please just call or should you need anything and don t leave things to the last minute.

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1 Contents: General Show information Show Timetable Official Suppliers Contact Page General exhibitor participation show rules & Information Stand Build Regulations This document, in conjunction with the Toytopia exhibitor website and the Exhibition eguide (found at ) will offer all the information you need to be an exhibitor at Toytopia. There are two types of exhibition package available, 1, Space only, 2, Walled package. Space only is literally an empty space for you to build your stand/experience either with or without employing stand contractors more of this document will apply to you. Walled system, commonly known as shell scheme, is a package including appropriate walls (number dependent on your location and stand orientation) and grey carpet leaving you to create the activity/content within. With both options you may still need to hire in services to complete your activity (e.g. power, I.T.) and this document will help you with that. If you are employing contractors to build your stand and support you, please ensure they read this document and ensure all relevant rules are adhered to. When designing your area, please remember to incorporate a suitable amount of space for the activity and potentially queuing individuals waiting for their turn. Stands should be fun, good looking and engage the consumers and don t forget the parents/guardians while the kids are playing. Toytopia is not a retail event, each stand must engage the visitors within the stand content then offer the opportunity to purchase, if at all. Think about your design from the perspective of a 7 year old, rather than an adult. Toytopia organisers are here to help you, so please just call or should you need anything and don t leave things to the last minute. Key suppliers will be highlighted in this document, detailing their contact information and services they offer. Please also refer to the Toytopia website for the full show supplier list with web-links to their relevant websites and pdf forms where their services can be booked. IMPORTANT you may be contacted by suppliers claiming to be official partners, if they are not listed on the website or in this manual, they are not connected with Toytopia. If you are in any doubt please contact the show organisers. Specifically, Toytopia Ltd is aware of Expo-Guide and FAIR Guide who target exhibitors offering listings and advertising space. These supplies do not represent Toytopia, nor have we authorised them to use our name or trademarks on information they send out to exhibitors. If you are contacted by them, we recommend you do not sign any of their documents. 1

2 General Show Information Show organisers Toytopia Limited Contact details Simon Pilling Nigel Warway Venue Liverpool Exhibition Centre Halls A, B & C, Kings Dock, Waterfront, Liverpool L3 4FP Show time-line Build Period 22 nd, 23 rd, October Open days 24 th, 25 th, 26 th, October Break, evening 26 th, daytime 27 th October Specific Build, Open & Break Schedule Please note that there is no early access or extended working hours at Toytopia Build Period October 22 nd October Space only stands October 23 rd October Space only from & Walled stands access from October 24 th Space only & walled stands finishing touches only, no stand construction Between & each morning and approximately and each evening, this time can be used for resetting stands, all aisles must be cleared by Please note there may be an extended opening period on Saturday 24 th October only, until 20.00, Toytopia organiser will advise asap. Open Days October 24 th VIP, General Admittance October 25 th VIP, General Admittance October 26 th VIP, General Admittance Break Period October 26 th Walled & Space only October 27 th Space Only Contractors and trolleys will not be permitted to enter the halls until it is clear of visitors, which we anticipate will be 30 minutes after the exhibition closes. Please listen for hall announcements. For reasons of security, exhibitors are advised to remove all portable and valuable items (laptops, mobile phones) overnight and particularly after the show closes and not to leave your stand unattended until all such items are clear. Please check inside any hired in items such as furniture for your belongings too. 2

3 Official Show Suppliers & Contractors Please refer to for all links, order forms and contact info. Any additional useful contact can be found below. Accommodation booking agent Zibrant - Audio/Visual Venue contact - GES Carpet/stand flooring GES Catering Centreplate Megan Field, mfield@centerplate.co.uk Cleaning Venue - see website for order form on line & prices Credit card machine hire 123Hire Sales Team / Option 2 / Option 1 Quote: Toytopia Show sales@123hire.net You must also have your own FACE TO FACE MERCHANT ACCOUNT from your bank that can take up to 28 days to arrange. Don t forget I.T. & Power. Emergency venue procedures Please see Freight Lifting & Storage Agility Logistics see website for order form & prices Contact Carla Cook ccook@agilitylogistics.com Furniture GES Graphic Designer Steve Wilson steve@stevewilson.ndonet.com can assist with any graphic design needs. Graphics & Signage production GES Insurance Inevexco - please contact MarkBlair@inevexco.co.uk Tel I.T. Venue see website for order form businesscentre@accliverpool.com Tel: Loading Bay procedures Please see On site the security control office can be contacted on Marketing Increasing your exposure & engagement on social media with Speak with Samantha at sam@bitememarketing.co.uk Power GES Rigging Venue see website for order form conventionrigging@accliverpool.com Tel: Show Guide Visitors will receive this on site for sponsorship and editorial options please contact Mark Austin mark@toyworldmag.co.uk Tel: Stand Guru - 'Stand Guru is the new, smart way to exhibit. Whether you have a 6sqm shell scheme stand or a 100sqm custom build, Stand Guru's friendly, expert consultants and project managers will ensure you get the maximum returns from your stand at Toytopia for the minimum effort - and all for a surprisingly low cost!' Stand staff please your requirements to simon@toytopia.co We have local performing arts students for approximately 75 per day, no hotel costs, but please feed and water them. Water/Waste Venue see website for order form 3

4 General exhibitor participation show rules & information Contact information It is the exhibitors responsibility to inform the show organisers of any change in contact information, whether this is finance, operations, contractor or primary. Failure to ensure contact information is not updated as required may result in missing vital information and possible penalty charges for late payment of invoices. Change in exhibition information Any key information changes will be highlighted to the exhibitor primary operations contact, whose responsibility is to pass it on to their teams, including but not limited to immediate staff, hired on services and suppliers. Contractor venue access during the build and break periods. The security team will have a list of the contractors working on the space only stand on site, please ensure that all contractors carry suitable ID for the build and break period. Each exhibitor who is employing services and suppliers, external to the appointed show suppliers, must inform the organisers of Toytopia. A simple list including company name, primary contact and number of staff working on site and their task is required. Please aslo refer to Venue Access and the Exhibitor Loading Procedures document. Copyright Music (public performances of) If you intend to use copyright music on your stand or on stage for a performance a license is necessary, Toytopia does not have a general license. Please contact The Performing Rights Society (PRS) and the Phonographic Performance (PPL) for information and to purchase the relevant licenses. These websites explain when payments are required and for what. Please as part of the stand planning information inform the organisers that 1, your stand requires a license and 2, you send proof of it with your stand planning information to the organisers pre show, Please also have a copy on site at Toytopia for viewing. Venue access Please refer to the Exhibitor Loading Procedures document on the Toytopia website for details. This offers specific access information for vehicles to the loading bay and suggested options to improve your load-in, load-out experience. Your arrival time may be governed by any Fork-lift activity you may have booked in advance. Please note that all loading and unloading with Fork-lifts is to be carried out by Agility Logistics, the official Toytopia lifting contractor. You may bring in trolleys and pump trucks to move your own equipment. The security team will have a list of all the exhibitors on site, however each exhibitor will be required to submit a list on individual names and collect a badge with lanyard on site these must be worn at all times on site When you first arrive, please ensure you have suitable ID for immediate access, prior to collecting your main show badge and lanyard from the organisers office. All exhibitors will be expected to wear their Toytopia Exhibitor ID while they are on site. Insurance Every Exhibitor must show on demand valid show insurance documents with suitable cover for their activities on site. Cover should include but not be limited to all risks, public liability to a minimum of 5m, abandonment and contingency insurance in relation to this public facing exhibition and the activities that you as the exhibitor are engaging the public in. Please contact Mark Blair at Inevexco for policy information and cover should you require it. IT IS COMPULSORY that every exhibitor has suitable insurance cover to participate at Toytopia. 4

5 I.T. The venue offers complimentary visitor wifi, but should your stand rely on an internet connection it is strongly advised to arrange an independent dedicated, supported service from the show supplier. Liabilities & Indemnities Please refer to the Toytopia terms and conditions document for specifics. The organisers cannot guarantee and shall not be held responsible for the number of visitors attending Toytopia, or specific exhibition stands/areas within Toytopia. Permission to show Every exhibitor must be authorised and or have relevant permissions from the associated IP/License owner to show and demonstrate the products, designs and images on their stand. Power All power is supplied from the venue floor, please book your required service through the show supplier GES. Travelling to the venue & Parking There is parking available on site at Liverpool Exhibition Centre, please refer to their website for more information A seven day Wave pass can be purchased for 20 which allows unlimited access to the venue car park (normally 12 per day) Visitors will be offered a 6 per day parking pass which you may wish to consider visit for more information or call , waterfrontcarpark@accliverpool.com or visit the Liverpool Waterfront Car Park office, located on Level 1 exit. Retailing on site You can retail from your exhibition stand on site at Toytopia, it is the exhibitor s responsibility to create and manage this process (credit card machine, till, cash handling, power, IT). If you are using a credit card machine for the first time, you will need to obtain a Merchant ID number from your bank, it is advised you start this process asap as it can take up to 2 weeks. There may also be an option to retail displayed stand product and other lines on site within the main Toytopia store. Specific details of this will be released soon including fees and any restocking process. Risk Assessment & Method statements. IMPORTANT - EVERY EXHIBITOR must assess the risk of the activities taking place on their stand during the open days. There is an absolute legal requirement under the Management of Health and Safety at Work Regulations (MHSWR) to carry out a suitable and sufficient risk assessment. This means that it must identify all significant risk. Significant risks are those which are reasonably foreseeable in terms of probability and severe enough in outcome to warrant consideration i.e. they are more than trivial. Risk assessment is a MANAGEMENT responsibility and all but the simplest risk assessments should be carried out by competent staff who are knowledgeable about the event or the activity in question. Toytopia s audience will be a mix of ages and abilities, as much as we d like to assume parents will have full control over their children, adults and especially children are distracted and curious. This information cannot be provided by your stand designer/builder unless they are running the open day activities too. This document must be written by someone within your team who is familiar with all your products and this person should be on site for the open days being responsible for the team following your instructions. If you are not on site a responsible person must replace you and ensure the details within the document are adhered to. All staff members running your stand must be made aware of all operating procedures and safety procedures for your stand in line with your open day risk assessment. 5

6 BUILD & BREAKDOWN Risk Assessment & Method statements If you have elected for a shell scheme stand, the stand contractor GES will have written a risk assessment and method statement for the build of that structure, If you are employing an independent supplier to design and build your space-only stand your supplier must create a risk assessment and method statement to cover the design and build of this space only stand. You may have a space only stand but as your stand is a very simple design (perimeter and carpet only) you have elected not to hire in external suppliers and build this yourself You are in effect the stand contractor and as such, even though very simple you still must create a risk assessment and method statement for each element of the stand for the build and breakdown. ONCE AGAIN, EVERY EXHIBITOR must have a full set of documents in relation to the stand build and operational aspect pre show and for inspection on site. Safety on site product As well as creating a risk assessment for the stand open days that involve the general public, the product must be safe and vetted pre show. With recent issues surrounding the Toy industry ALL products on site must be safe for use. Every exhibitor should have to hand (digitally or on paper) accessible on site if required, all documentation and safety test certificates for each product on display. It is the exhibitor s responsibility to ensure ALL products are safe and fit for purpose. At the Organisers discretion and without prior warning, any product may be removed from site if there are negative connotations that may affect the running or reputation of Toytopia. Safety on Site operating at the venue Accidents do occur, but it is important that they are documented to help prevent a similar future occurrence. Please ensure all accidents are immediately reported to the Organisers Office and the scene of the accident is not disturbed until a report has been taken Security, Fire officers, first aid and floor managers Throughout the build, open and break period members of staff with designated roles such as floor manager, fire office, first aid and security. These teams are here for all of our safety, please listen to and respect them. Specific emergency procedures are highlighted in a separate document, please ensure your teams read and understands them. Whilst every reasonable precaution is taken, each exhibitor participates in the fair entirely at their own risk in all respects. Please ensure valuables are secured and not left unattended. Additional security guards can be hired through the venue if the exhibitor feels it necessary. Smoking, Alcohol and drugs Toytopia runs a zero tolerance policy, anyone found to be intoxicated on site during build, break or open hours will be removed from the event. Liverpool Exhibition Centre is a no smoking venue; please use the designated areas only. Stand displays and activities IT IS IMPERATIVE that EVERY stand displays a clear notice Warning of the possibility of choking hazards, small parts and children must be watched at all time by their parents/guardians. Product of a sexual or violent nature are not permitted at Toytopia, please contact the show organiser if you are in any doubt. Stand cleaning All floor space will be cleaned by the venue cleaning teams, if you require any additional assistance please contact the relevant supplier. Please dispose of your rubbish thoughtfully. Please note if you stand comes with carpet and is covered with a polythene protective sheet it is your responsibility to remove it. 6

7 Suppliers & official Toytopia suppliers It some cases only a specific supplier or Toytopia contractor can be appointed to carry out particular work. For example and not limited to Fork lift operation and all piped services (water, waste) rigging power and IT. Traffic Marshalling If you need to bring a vehicle into the traffic marshalling area or into the main halls, please follow the Exhibitor Loading Procedures document. Water & Waste All services come from the venue floor service ducts, please contact the relevant supplier for services and costs. Stand Build Regulations When designing your stand, consider the age of the children coming to Toytopia, what height they are and what they will be looking at rather than where they are walking, and then design a space around that. Kids will be distracted they will be excited and will find something to bang their head on, trip over or catch their fingers in something. We want to ensure all visitors to Toytopia have a great time at the show without injury. So please don t design in corners, steps, moving parts as much as possible cover hinges, put soft-closers on lids and make edges soft and rounded. As an idea, kneel down and see your layout from a child s perspective. In conjunction with the entire document, venue rules and the exhibition eguide (found at the following shall apply if you are building a bespoke exhibition stand at Toytopia (you have purchased the space only option). If you have purchased the walled system, please still refer to this document, but you will find that a lot of detail will already be arranged by the company building your stand. Your tenancy space Toytopia Ltd, recommends that all exhibitor spaces should be inspected by the contractor/exhibitor prior to occupancy. It is your responsibility to highlight any issues/damage to the show organisers or floor manager immediately on arrival. Your space must be returned to the venue the way it was found, any damage caused during build, open days or break-down may result in a rectification bill, charged directly to the exhibitor. The fabric of the venue must not be damaged in any way in the process of building or removing your exhibition stand. All materials, packaging and waste must be removed from the halls by the contractor or exhibitor to avoid any additional removal and disposal charges. An exit-permission-procedure will be in place to avoid departure from site without a stand location inspection. Permission slips will be available from the floor management team and from the organiser s office. Organisers accept no responsibility for minor obstructions, varying floor level and ceiling clearances that cannot always be indicated on fair plans. All efforts will be made to highlight any potential issues however, site visits pre-show are highly recommended. Stand design vetting & approval If you have booked a space only stand, then you are required to submit stand plans showing dimensions and height, visuals, risk assessment and method statement to us by 28th August 2015, these details should be sent for pre approval pre show to simon@toytopia.co you may also be contacted by Carol Macinnes for further clarification of the stand design and 7

8 associated paperwork. Your stand designer/builder will create your stand build documentation (this may also be you as the exhibitor if you are creating your own stand). Approval must be sought prior to show build dates, the permission to build will be ed to the primary contact/stand contractor. Documentation must also include contact details of the contractor and any sub-contractors building your stand. Each design should be relevant to the activities taking place please remember Toytopia has been designed to encourage play and engagement. PLEASE NOTE THERE IS A 25+VAT FEE FOR EACH SPACE ONLY STAND APPROVAL. ANY stand design alternation from the approved designs found on site will be asked to be returned to the original approved design at the exhibitor s expense. Carpet & Carpet tape Please ensure that if you/your carpet contractor is sticking carpet/flooring to the venue floor using ONLY venue approved double sided tape. It is imperative that all tape is removed on the breakdown. Children on site during build & break Children under the age of 16 are not permitted within the venue, the traffic marshalling area or the front of house space during the build and break periods. These areas are designated building sites. Proof of age may be requested. Contractors & Sub-Contrators Toytopia recommends that all exhibitors requiring contractors to build their exhibition stands appoint Event Services & Supplier Association approved members. A member list can be supplied by ESSA, 119 High Street, Berkhamsted, Herts HP4 2DJ. Tel: Fax: website: The exhibitor is responsible for ensuring their contractor is aware of all the relevant documentation, rules and procedures at Toytopia, and the primary contractors are responsible for doing the same with any sub-contractors. It is also the responsibility of the primary contractor to ensure that their immediate team, including any subcontractors are aware of and understand the method statement, risk assessment, related documentation plus they have had any required training to build the specific exhibition stand. Deadlines Please refer to the Deadline Checklist on the Toytopia website, If deadlines are missed, you may not get permission to create your stand and/or incur additional charges. Emergency Aisles Please minimise storing stand materials in the show aisles during the build and break periods. Certain aisles will be designated emergency aisles and must remain clear. Freight handling, lifting and storage The designated contractor is responsible for all lifting, handling and storage on site, please contact Agility for assistance and prices including forklifts and general labour. Agility are the only contractor on site for Toytopia permitted to operate a fork lift. All exhibitors and contractors can bring in their own pallet pump trucks and trolleys for their own use. Please assume there aren t any trolleys available on site, except using the Agility services. Agility offers the following services, please contact Carla Cook, ccook@agility.com for a quotation. Collection from your premises, anywhere in the world Transport services by air, sea and road freight Customs clearance and liaison Receipt and consolidation of freight at our pre show / post show warehouse Courier receiving service 8

9 Delivery to and collection from your stand, on the date and time requested by you Direct unloading / reloading to and from your stand Collection, storage and redelivery of empty packaging Accessible Storage Space Return transport to your premises or any other location, worldwide Flashing lights, Noise, projection equipment Please be sensitive to neighbouring stands. Please also avoid the use flashing lights that may induce fits you must inform the Organisers if you are using such equipment so we can advise visitors pre show and on the main entrance. Packages All packages arriving to site must be clearly labelled with the following information On site contact Exhibiting company name Exhibiting company stand number Toytopia, Liverpool Exhibition Centre Halls ABC, Kings Dock, Waterfront, Liverpool L3 4FP You should ensure there is someone on site to receive any delivered packages. The official freight team can receive and store packages for you, please arrange this with them. DO NOT send packages to the venue before or after the tenancy period, they will not be signed for and sent back. If you are an overseas exhibitor, who may require packages to be processed by customs, please speak directly with the Freight team for guidance and timings (in relation to sea or air freight). Platform floors All space only stands must be covered with a suitable floor covering complying with the Venue s regulations unless you are offering an activity where carpet will cause a greater risk of harm. It is advised that service requirements e.g. water/waste/power are positioned over a duct to reduce the requirement for a platform. However, if this is unavoidable, the change in floor level and/or platform edge must be clearly highlighted to prevent slips/trips and assist those who may have impaired sight. The edges of any platform must be highlighted in a contrasting colour and the use of the platform be included in the Risk Assessments. The corners must be rounded, filed smooth or have a protective measure over the join to prevent cuts. Sharp metal edging must not be used. If there is any floor covering with metal finish, you must arrange with the appointed electrical contractor to have the area adequately bonded to earth, if necessary. Due consideration must be given to the needs of disabled visitors. If a platform incorporates a wheelchair ramp please ensure the gradient does not exceed 1:12 and is a minimum of 1m wide and that the ramp is in a contrasting colour to the rest of the stand floor. Handrails should be applied to either side of the ramp to assist the less mobile and prevent slips/trips. If a ramp is not practical or safe, then please ensure compliance to the DDA is included in the open period Risk Assessment; to include if applicable: products are clearly displayed on the perimeter of stands, a portable ramp is available for use if required, stand staff are available, seating with arms is provided, large format print etc. 9

10 Rigging It may be necessary to alter the height of items rigged to ensure neighbouring stand displays are not totally blocked. Each exhibitor is only permitted to rig items above the foot print of their stand, unless a specific request is made to the organisers. Signage Please ensure your stand number is incorporated in your stand design. Stand Height Unless you have an island site (open on all sides), you will either be next to a venue wall or conjoined with a neighbouring exhibitor. If you are in this situation you must provide a back wall. This dividing wall must be to a minimum height of 2.5m with at least the top, back 20cm finished in plain white, either painted or stretched fabric. You may decide to contact the neighbouring stand and share the dividing wall, therefore helps to reduce costs, However you may both refer to the same contractor but you are both still responsible for submitting a full independent risk assessment and Method Statements for your stand build and break. Stand Height in excess of 4 metres If your stand height exceeds four metres, it is deemed complex and will require technical and structural drawings, supported by structural calculations, plus an on-site independent structural sign off. The independent structural engineer s fee will be passed directly over to and split equally between all relevant exhibitors. Ideally all stands should be built to a maximum height of four metres and use rigging where appropriate if more height is required. Stand top There are raised catering areas within the ECL halls, so please ensure that all wiring and light backs, are covered. Simply stapling a fire retardant material to the stand top will suffice. Walling in open sides Long runs of walling along open perimeters should be avoided unless relevant to the activity taking place. Where long runs of walling are present along open sides they must be relieved by display items and not left in plain colours. These guidelines are given in good faith after investigation, but exhibitors will understand that the Organisers cannot accept liability for any consequences arising, however caused. The contents of this document act as a guide only and are not intended to be a complete statement of law or other regulations. Where necessary, further advice can be obtained by visiting the Health & Safety Executive website at Information was accurate at the time of creation June 2015, updated July 28 th. The Organisers reserve the right to make changes where required, Organisers decision is final. 10