General Information Access and Delivery of Exhibits This year we will be using the Dragon Road Car Park as the vehicle assembly point for build up and for breakdown we will be using the Dragon Road Car Park as well as the Yorkshire Showground. All exhibitors and contractors vehicles MUST proceed to the Dragon Road Car Park for build up and for break-down vehicles under 10 tonne to proceed to the Dragon Road Car Park and vehicles 10 tonne and over to proceed to The Yorkshire Showground, to be directed to the Halls by Traffic Marshals. For more information please see Break-Down Arrangements section in this manual. Please ensure all contractors are aware of this procedure. Appointing Stand Designers / Contractors Exhibitors can appoint their own contractors for all elements of their stand requirements with the exception of services provided by the Official Contractors. If you are appointing other contractors it is essential, for security and for ease of access to the halls, that you notify us of whom they are and that each contractor must wear a contractor s badge which will be sent out to you in due course. Please complete and return Form 3 by 24 April 2009. Audio Visual Equipment Hire A range of audio visual equipment can be hired from The R & B Group. Please complete the Audio Visual Hire Order Form listed under the Stand Information Guidelines/Health & Safety Section. Banking Facilities / Cash Machine A range of banking facilities are available in the High Street, Harrogate. There is a cash machine located outside to the right of the main entrance of Hall M. Best Stand Award Inside Housing is delighted to announce that once more they are sponsoring the Best Stand Award, presented to the three most outstanding Exhibition Display Stands at this year s CIH Conference & Exhibition. The awards are open to all exhibitors, in three categories large, medium and small stands. The criteria by which stands are judged are: how well they get their message across, cost effectiveness, best use of space, attractiveness and accessibility for people who are disabled. Bistro Night Will take place at the Crown Hotel on Monday 15 June 2009. Tickets are available at 45 + VAT including pre-dinner reception and half a bottle of wine. It will be an informal evening with a networking opportunity. Please complete and return Form 6 as soon as possible. Business Internet Suite The Business Internet Suite will enable delegates, exhibitors and visitors to keep in touch with their office by logging on to emails and reviewing business documents on-line. Located at the back of Hall M, the Suite also provides a fax, printing, photocopying and mobile phone charging service.
Carpet All stands are carpeted in grey carpet tiles with exception of the stands in the link way near to Kings Hall. Under no circumstances can these be removed. Space only exhibitors who wish to change the colour or type should provide a plywood platform as a base for an alternative floor covering. Catering Kudos Hospitality Ltd has the sole rights to all food and beverage consumed on the Harrogate International Centre Site and all food and beverages, and associated catering equipment, must therefore be ordered through them. Should any company attempt to illegally provide their own food, beverages or catering equipment onto the site, they will be asked to remove it or pay a corkage/usage fee for it (small samples of products are permitted to be given away). Any breech of the agreed contract could put the exhibition tenancy in jeopardy, so I would ask you to comply with these instructions. Please complete the Stand Catering Order Form listed under Stand Information Guidlelines/Health & Safety section within this manual or contact Leah White on Tel: 01423 537324 for further information. CD of Exhibition Visitors / Conference Delegates Exhibition visitors and delegate details will be available on CD for 1,900 + VAT. If you would like to purchase a CD, please complete and return Form 4 as soon as possible. Please note that the details provided will be subject to the Data Protection Act. In addition, this information is only available to confirmed exhibitors. Cloakroom There will be cloakroom facilities available at the entrance to Hall A and in the foyer area of the Conference Centre. Coach Transfer / Station Shuttle Bus Service An enhanced free transfer service to selected hotels is available for exhibitors to make staying outside of Harrogate town centre an easier option. There is also a free Station Shuttle bus service operating to and from the station throughout each day. A timetable will be available nearer the event. Company Profile As an exhibitor, you are entitled to a free editorial listing in the Official Event & Conference Guide (maximum 100 words). Exhibitors have the option of having the company s colour logo included adjacent to their editorial entry for 250 + VAT (full colour). Please complete and return Form 1 by 17 April 2009. Editorials received after this date cannot be guaranteed entry into the guide. If you require your logo to be included, please send it in eps or jpeg format, but do not include payment at this stage, you will be invoiced in due course. Enhanced profiles on the exhibition website are available at 250 + VAT. For booking information and additional promotional opportunities please see the marketing and promotional opportunities section. Conference Party Night The conference party will be on Thursday 18 June 2009 at the Crown Hotel, Harrogate commencing at 10.00pm. Please complete and return Form 6 as soon as possible.
Conference Passes Exhibitors will be provided with passes that allow 2 persons to gain access to conference sessions. Contractor Badges For ease of access and security reasons, each contractor must wear a contractor s badge. It is the Exhibitor s responsibility to ensure that their appointed contractors receive the badges. Please complete Form 3 and return it to Rachel Hall, Logistics Manager by the 24 th April 2009. These will be mailed to you approx. two weeks prior to the start of the event. Damage & Dilapidations The organisers reserve the right to charge the exhibiting company or their contractor for any damage that may occur during the exhibition build, open or breakdown period, to the shell scheme components, carpet tiles or any part of the halls, walls, pillars or other parts of the premises. This includes the removal of carpet tape. Delivery / Lorry Passes Vehicle passes will be issued upon arrival at the Dragon Road Car Park for build up and upon arrival at either the Dragon Road Car Park or the Yorkshire Showground for break-down. Electrical Power and Lighting All stands in Hall Q are provided with a number of spotlights and power pointes, as per details at the rear of this manual. All electrical work for the exhibition will be carried out by Harrogate International Centre. Please contact Harrogate International Centre at the earliest opportunity regarding your requirements and complete the order form within this manual. All orders must be received by 8 May 2009. All stand supply will be switched off when the Halls are not in use except by prior arrangement. Announcements on the PA system will be made 30 minutes before the power is switched off. During build up this will be at 20:30 each night. On open days this will be 30 minutes after the show closes. Emergency Procedures A full copy of the emergency procedures will be distributed to all stands prior to the show opening. Event Guide - Product and Services Information The guide will comprise of a complete list of companies attending the show, at the time of going to press, detailing their exhibits. It is vital that we have the fullest description of the products and services you will be displaying at the exhibition for inclusion in the guide. Please complete the product and services information form and return Form 2 by 17 April 2009. For advertising opportunities in the guide please see Marketing & Promotional Opportunities section of this manual or contact Sarah Tanner on 020 7772 8340. Exhibition Stand Transport & Lifting Any exhibitor requiring transportation of your stand materials or lifting services on site should contact Fishers on Tel: 0800 197 0296 or refer to the Transport Information Sheet under the Transport & Traffic Section of this manual.
Exhibitor s Badges All exhibitor staff are requested to wear name badges for the duration of the show. Further information on how to order the exhibitor badges will be sent to you in due course. Fire Regulations Fire extinguishers will be provided by Ocean Media Group Ltd and Harrogate International Centre. Fire Evacuation/Drill Procedures are enclosed in this exhibitors' manual. Fire alarms will be tested shortly before the exhibition opens on Tuesday 16 June. First Aid First Aid cover will be provided throughout the show. This will be situated in the link between Halls A & B but may also be contacted through any member of the organiser team. Floral Requirements The organisers have appointed About Plants as the floral contractor. Please contact them direct on Tel: 01252 687120. Furniture A range of stand furniture can be hired from either of the two recommended contractors: - Europa International or Indisplay Ltd. Please complete the appropriate forms listed under Stand Information Guidelines/Health & Safety within this manual. Goods Removal Form In an effort to improve the general level of security, it is requested that any exhibitors wishing to take goods out of the exhibition hall after the build up period of the exhibition and before the break-down should hand to a duty security guard an official Goods Removal Form, duly completed and endorsed by a representative of the Chartered Institute of Housing Conference and Exhibition. These forms are available from the Exhibition Organisers Office. Anyone attempting to remove equipment without the form will be escorted to the Organisers Office. Hotel Accommodation Exhibitors should make their own reservations through our agents, Reservation Highway either by ringing 01423 525577, by emailing admin@reservation-highway.co.uk or logging onto www.reservation-highway.co.uk. You will need to then click on the Event List and Chartered Institute of Housing Conference 2009 the access code is home in lowercase. Insurance Exhibitors should ensure they have adequate insurance protection when attending one of our Exhibitions. As a minimum, we require you to have 5 million Public Liability cover. For advice on this, and other insurances that would be of value, please talk to an Insurance Broker regulated by the FSA (Financial Services Authority) for professional advice. For your information, we utilise the services of Woodgate & Partners Ltd of Maidstone, Tel: 01622 740043. This is for convenience only; we are not endorsing Woodgates over any other potential provider of insurance.
Light Box Nameboard Details Shell scheme exhibitors should complete the Light Box name board form listed under the Stand Information Guidelines/Health & Safety Section and return by 8 May 2009. Light Pens Visitors and delegates to the exhibition will be registered by computer. Light Pens are available for hire enabling exhibitors to obtain instant details of all exhibition visitors visiting their stand. Further information on how to order the light pens will be sent to you in due course. Marketing and Promotional Opportunities To help you make the most of Housing 2009, exhibitors can take advantage of a number of pre-event and at show promotional opportunities. For full details and a booking form please see the Marketing Opportunities section of the manual. Messages The tannoy will not be used during exhibition hours except in cases of extreme emergency. Please make arrangements therefore to contact your office staff regularly, and ensure they know either your stand telephone number or the phone number of your hotel. Please advise all participants in any competition or promotional event, you may be organising from your stand, of the time you will be announcing the results on your stand, and encourage them to return to see the prize winners. This also means individual prize draw winners will not be announced. Music Licences If you intend to play music on your stand during the course of the exhibition you are required by law to obtain music licences. Please complete and return Form 5 within this manual. You will in due course be invoiced for a cost of your licence. Noise Levels During Exhibition hours please keep noise levels to a minimum. Park & Ride A park & ride service will be available on Tuesday 16 June, Wednesday 17 June and Thursday 18 June from 08:00 to 20:00 running from The Yorkshire Event Centre to the exhibition halls. Further information will be available nearer the event. Photographs Post Studios Photographic have been appointed as the official show photographers. Exhibitors who require this service should contact them direct on 01675 467444 or complete the Photography Order Form within this manual. Platinum Visitors Club NEW for 2009 For 2009, exhibitors will be able to nominate up to 50 clients and potential clients, who will be invited to attend the event free of charge as Platinum Club visitors. Platinum Club visitors will also benefit from complimentary refreshments and cloakroom facilities and will have exclusive use of the Platinum Club Lounge. Additional information will be sent to exhibitors within the next few weeks. In addition, exhibitors will be sent 50 invites, giving free access to the exhibition, to send to clients and contacts.
Press Packs A designated area will be available to exhibitors to leave a maximum of 30 press packs. Security Full 24 Hour security in Hall Q commences at 08:00 on Saturday 13 June through to 15:00 on Friday 19 June. However, exhibitors are reminded that they are responsible for their own goods and should not leave valuables unattended at any time. Sponsorship For information about exhibition and conference sponsorship opportunities please contact: - Sarah Tanner for exhibition sponsorship, telephone: 020 7772 8340. Sarah Blackwell for conference sponsorship, telephone: 024 7657 1106 Stand Cleaning The cleaning of stands will be arranged by the Organisers on a daily basis. Exhibitors are responsible for their own cleaning of exhibits on display. Stand Construction Health & Safety Please note that all exhibitors with Site Only stands are required under the Exhibition Regulations to submit a scale plan of their stand accompanied by a risk assessment which covers the construction and dismantling of the stand and operating from the stand during the open period, insurance certificate and where necessary a method statement. Whilst we recommend that these are also supplied by exhibitors taking Shell Scheme stands, we understand that this may not always be practical. Therefore, exhibitors with Shell Scheme may obtain exemption from the above by completing and returning Form 8. Please complete and return as soon as possible. Please note that the Organisers do retain the right to demand a full risk assessment if deemed necessary. Shell Scheme Shell Scheme stands provided will be in accordance with the specification as detailed in the information sheets and forms within this manual. You are requested to read these carefully. No alterations can be made to the standard shell scheme. However, additional extras can be ordered through the official Shell Scheme contractor, Harrogate International Centre. Please Note: All interior stand fittings must be contained within the shell scheme structure. Space Only Sites STANDS MUST BE BUILT WITHIN THE AREA OF SPACE CONTRACTED. No stand should impinge or overhang the gangway. Exhibitors choosing space only are responsible for their own stand design and construction. Space only sites are not permitted to attach any material to the shell scheme walls which may be adjacent to their stand. Exhibitors taking space only sites backing onto, surrounded by or adjoining shell scheme sites should not assume that panels facing their stand will be finished and those exhibitors must make good these panels. All space only stands are required to build walls to at least 2.5 metres on all closed sides of their stand. Exhibitors with space only stands must display a company name and stand number. Please note that any exhibitor with an unusual stand design or over 2.5m in height must send 3 sets of plans for approval to the organisers by 24 April 2009.
Height Restrictions Shell Scheme Two sets of detailed plans showing structural stability for any part of the stand exceeding 2.5 metres in height must be sent to the organisers for approval. Detailed drawings should show the form and dimension of every structural member with appropriate general arrangement plans, sections and elevations, including full details of stairways, and most importantly, calculations of loading and strength. These details should be submitted as a complete package. If stand walls exceed 2.4m the exhibitor is responsible for cladding the rear of the wall above 2.4m. Space only Stands or other structures inclusive of signs or fascias shall not exceed 4 metres in height, where that height is available, without the written permission of the organisers. Failure to comply with the above may cause your stand contractors delay in erecting your stand and modifications required may cause additional cost. Access Doors Dimensions Hall Q Outer Goods Doors 3.66m wide x 2.36m high Inner Doors 3.45m wide x 2.6m high Informing Contractors Any exhibitor using a contractor to design and build their stand should pass all relevant information received from the organisers about the exhibition on to that contractor. Electrics It is the responsibility of all exhibitors to arrange their individual electrical and lighting requirements. Please complete the order form within this manual and send it direct to Harrogate International Centre. Stand Fitting Regulations All work must be carried out in conformity with the requirements of the Rules and Regulations of the Harrogate International Centre and the organisers, Ocean Media Group Limited. All stand structures, signs, notices, etc., must be confined within the area allocated and may not project into or over the gangways. Suspension may not be made from the roof of the exhibition halls, nor may any fixings be made to the structure of the building. Materials a) All timber less than nominal 25mm (1 ) in thickness and plywood, hardwood, blockboard and chipboard less than 18mm (3/4 ) must be rendered flameproof by a recognised process to a Class 1 standard when tested in accordance with BS 476 Part 7 1971. Ply-hard and pulp boards which have been rendered flameproof in a manner approved shall be branded with a recognised mark. b) The use of plastic of a grade less than Class 1, BS 476 Part 7 1971, whether in stand construction or display arrangements is prohibited. Limited amounts of plastic materials of a grade better than Class 3 can be permitted providing the details are submitted prior to construction. c) Textile fabrics - unless incombustible - may not be used for partitioning stands or for forming offices or the back or sides of stands and so far as they may be used for decorative treatment of such portions, the fabric must be backed with materials similar to that required for the construction of the stands. They shall be fixed taut to the backing boards and secured at floor level by a skirting board not less than 75mm deep.
d) All painting must be carried out in water paint. Finishes having oil or cellulose base are not permitted to be applied on site. Platform a) It is essential that exhibitors take steps, when designing and constructing their stands, to ensure that the disabled are not precluded from getting onto their stand. Exhibitors should ensure that appropriate ramps are included as part of the stand design. b) Platforms are not essential even with floor electrical or plumbing services. The general height may not exceed 100 mm (4 ), but areas may be super-elevated for display purposes. Details of super platforms, above the height of 600mm (24 ) to which persons have access must be submitted to the Organiser for the approval of the Authorities. c) The flooring must not be less than a nominal 25mm (1 ) thick. Flooring must, in any case, be laid with closed joints. Platforms must be of a strength and stability sufficient to carry and distribute the weight of the stand fitting, stand personnel and visitors and exhibits having regard to the loading limits of the floors. Stand Sharing Stand sharing is only permitted with the approval of the organisers. All requests to stand share should be made in writing by 31 March 2009 and a 475 + VAT stand share fee will be levied to each additional company on the stand. Please note that only the company who contracted the space will have a light box provided for them (shell scheme stands only). The organisers reserve the right to refuse entry to stand sharers who have not been notified to them. Telephone Lines The Harrogate International Centre can provide standard analogue telephone lines which can be used with a handset, fax, PDQ machine or modem for dial up Internet access and they can also provide ISDN lines for the same cost as a standard analogue line. If you require any of these services please contact them direct on Tel: 0845 130 8834 or email connecthic@harrogate.gov.uk or complete the form within this manual. The Event Preview The Event Preview is packed full of the latest information about the Conference and Exhibition, the lively and informative newsletter is mailed out in the spring of 2009 to over 16,000 housing professionals and is an ideal way to reinforce your presence in the pre-event marketing material. Exhibitor profiles, conference programme and up to date news on the event will also feature. For this opportunity please complete and return Form 7 by 8 April 2009. For advertising opportunities in The Event Preview please see the marketing and promotional information in the manual. The advertising booking deadline for The Event Preview is 8 April 2009 Think Tank Think Tank will offer a fast moving programme of specialist sessions on finance, community services and development and regeneration. For more information log on to www.cih-housing.com. Trade Union Labour Exhibitors must ensure that all of their contractors and sub-contractors shall observe the Code of Practice issued by the Advisory, Conciliation and Arbitration Service pursuant to the Employment Protection Act 1975 in their dealing with their respective employees working at the Exhibition. Any queries regarding trade union labour shall be directed to BECA on Tel: 0208 543 3888.
The Organisers are not able to supply labour for the handling of goods and other items. Exhibitors should arrange with an appropriate contractor for this service. All stand construction and displays must be made from fireproofed materials to the satisfaction of the authorities. Visitor Tickets Exhibitors will be sent 50 invitations giving free entry to the exhibition, to send to clients and contacts. Invitations will be sent out approximately 6 weeks prior to the exhibition. Exhibitors can also nominate up to 50 clients / prospects to receive an exclusive invitation to attend the event as Platinum Club members full details of the Platinum Club will be sent to exhibitors within the next few weeks. Washing Up Washing up facilities for exhibitors use during the build up and break-down periods are available adjacent to the toilets in the link between Halls B and C. Water & Waste In order to comply with the Environmental Protection Act 1990, Duty of Care April 1992 section, waste materials shall not be abandoned on site, or deposited in hotel skips. Skips can be provided for (1) the collection and removal of waste material produced by working demonstrations of exhibits and (2) the removal and disposal of crates and stand fitting materials and other items abandoned within the Licensed Areas or on the Exhibition Site by exhibitors or contractors whether during or after the exhibition. If you require this service please contact Movley Services Ltd direct or complete the order form within this manual. Wireless Internet Connection (WiFi) At HIC you can access the Internet using your own Wifi equipped Laptop or PDA through the wireless network installed in all the catering areas throughout the site as well as the foyers of the main auditorium and the exhibition halls. Use of this facility is available by purchasing a voucher. There are three voucher types; The Premier voucher allows 60 minutes access. You choose when you want to use your minutes and any unused time can be carried over to your next visit. There are also daily and weekly vouchers that are designed to provide always-on connections for the life of the voucher. Prices for the voucher cards are; 4 Hour 75 Day 195 Week The voucher cards can be purchased from any of the catering outlets and the level 4 Bullring reception in the Conference Centre on the day of your visit. Daily and weekly cards should be ordered in advance using the order form within this manual.