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EXHIBITION TECHNICAL MANUAL
ESOC 2015- Gla sgo w
GR OUND FL O OR
H A LL 4
P O S TER S
E X HIBITION A R E A
R EGIS TR A TION
AREA
EA ST
ENTR A NCE
Kenes Staf f Rooms
AL SH
220 p a x
ETIVE
L OMOND
ESOC Staf f
A UDI T OR IUM
624 pax
FYNE
KENES OFFICE/STORAGE
BOISD A LE
2 20 p a x
T O HO TEL
CROWN PLAZA
K A TR INE
Fir s t Flo or
LE V EN
MOR A R
NE S S
SPE A K ER S' R E A D Y R OOM
C A R R ON
E X E CUT I V E L OUNGE
DOCH AR T 2
DO CHA R T 1
E SO C
MEE TING
R O OM
80 p a x
25 - 30 pa x
U- shape
TO
NF
CO
ER
CE
EN
RE
NT
CE
CL Y DE
A UDIT OR IUM
76 8 p a x
G AL A A
60 pa x
GAL A B
60 p a x
CL Y DE
A UDIT OR IUM
FOR TH
1183 p a x
300 p a x
Dear Exhibitor:
This Exhibitor Services Manual contains important information and is designed to assist you
in preparing for the ESOC 2015 exhibition.
The exhibition will be held in conjunction with the European Stroke Organisation Conference - ESOC,
which will take place in Glasgow, at The Scottish Exhibition and Conference Centre (SECC) from
Friday, April 17 - Sunday, April 19, 2015.
The floor plan has been designed to maximize the exhibitor’s exposure to the delegates with
posters, lunches and coffee breaks taking place in the exhibition area.
Please read all the information in this manual. It will take you very little time now and could
save you a great deal of time later.
Please forward this manual to everyone who is working on this project, including your stand builder,
since it contains useful information about the Conference.
Please do not hesitate to contact us for further information or assistance.
We look forward to welcoming you in Glasgow and wish you a successful Conference and
Exhibition.
Best Regards,
Mrs. Michal Lelcuk
Exhibition Manager
1
Table of Content
SECTION 1: Contact Information
 Kenes Contacts
 Contractors Contacts
SECTION 2: Timetables

3
4
Exhibition Timetable
5
SECTION 3: Deadlines Table
7
SECTION 4: Exhibition Stands
 Shell Scheme Package
 Technical Info and Regulation for Shell Schemes Booths
 Technical Info and Regulation for Space Rental Stands
SECTION 5: Exhibition Technical Information
 Hall Specs
 Rigging Options
 Security
 Internet & Telecommunication
 Business Center
 Traffic Management
 Performing Rights Society
 SECC Floor Plans
 Travel to and from SECC CAMPUS
 Exhibition Floor Plan
 List of Exhibitors
SECTION 6: Exhibitor Badges

11
11
11
11
12
12
12
13
14
15
16
17
Exhibition Badge Order Form
18
SECTION 7: Lead Retrieval Wireless Barcode Readers

8
9
10
Lead Retrieval Wireless Barcode Reader Order Form
19
21
SECTION 8: Rules & Regulations and General Information
21
SECTION 9: Shipping, Tariffs, Material Handling and Shipping Labels
 Exhibition Goods
 Shipping Labels
SECTION 10: Official Congress Contractors
 SECC Mandatory Forms
21
2
26
SECTION 1: Contact Information
Congress Organizer
Kenes International
Rue Francois-Versonnex 7, 1207 Geneva,
Switzerland
Tel: +41 22 908 0488
Fax: +41 22 906 9140
Email: [email protected]
Website: http://eso.kenes.com/
Registration
Ms. Sharon Gamliel
Tel: +41 22 9080488 Ext 562
Fax: +41 22 9069140
Email: [email protected]
Project Coordinator
Ms. Raquel Lewis
Tel: +41 22 9080488 Ext 813
Email: [email protected]
Hotel Accommodation
Ms. Irina Sapir
Email: [email protected]
Industry Liaison and Sales Associate
Ms. Daniela Wizen
Tel: +41 22 9080488 Ext 533
Email: [email protected]
Exhibition Coordinator
Ms. Michal Lelcuk
Kenes International
Tel: +41 22 9080488 Ext 523
Email: [email protected]
3
TEXT FOR FASCIA (SHELL SCHEME BOOTHS ONLY),
STAND CONSTRUCTION AND FITTINGS, FURNITURE
HIRE, GRAPHICS
GES
GES ServiCentre
Tel:
02476 380 180
Fax:
02476 380 220
Email: [email protected]
WEB: www.ges.com
EXHIBITOR GRAPHICS DEPARTMENT
GES
Tel: T: +44 (0)2476 380 059
Fax: +44 (0)2476 380 427 E:
email:[email protected]
STAND CATERING & BEVERAGE
Scottish Exhibition + Conference Centre (SECC)
Exhibitor Services Department
Tel: +44 141 576 3141
Fax: + 44 141 226 3812
Tel: 0141 576 3218
SECC online ordering system:
http://secc.standdelivery.co.uk/
E-mail: [email protected]
CLEANING SERVICES
Scottish Exhibition + Conference Centre (SECC)
Exhibitor Services Department
E-mail: [email protected]
ON SITE LOGISTICS CONTRACTOR
Hermes-Exhibition and Projects, Ltd.
Ms. Zehavit Akerman
Tel: +49 69 747 848
Mobile: +972 52 511 4982
Email: [email protected]
RIGGING, TELECOMS, WIRELESS ACCESS, INFORMATION TECHNOLOGY,
AUDIO VISAL, STAND CLEANING, STAND SECURITY,
PARKING
Scottish Exhibition & Conference Centre (SECC)
Exhibitor Services Department
Tel: 01402756218
Fax: + 44 141 226 3812
Email: [email protected]
VENUE ADDRESS
The Scottish Exhibition and Conference Centre (SECC)
Exhibition Way Glasgow
United Kingdom
Tel: 0141 248 3000 Fax: 0141 226 3423
www.secc.co.uk
4
SECTION 2: Timetables
Exhibition Timetable At-a-Glance (subject to change)
Wednesday, April 15 2015
Set-Up
10:00 - 20:00
Only for stands 30 sqm. or larger
Exhibition Opening
Dismantling/Breakdown
Thursday, April 16 2015
08:00 - 16:00
Friday, April 17 2015
09:30 – 18:00
Saturday, April 18 2015
09:30 - 17:00
Sunday, April 19, 2015
09:30 – 12:00
Sunday, April 19, 2015
12:00 – 20:00
Please note:

All exhibitors should be in their booth 30 minutes before the official opening hour.

Empty crates and packaging material must be removed/stored after set-up no later than
11:00 on Thursday, April 16, 2015.

All aisles must be clear of exhibits and packaging materials to allow for cleaning

Any equipment, display aid or other material left behind on Sunday, April 19, 2015 after
20:00 will be considered discarded and abandoned. It is the exhibitor’s responsibility to
dispose of all materials after dismantling. Any charges incurred for waste removal will be
sent to the exhibitor.

Please contact the Official Shipping Agent for available storage options (see Section 1:
Contact information).

Exhibitors are asked NOT to dismantle their stands before stipulated time.

All stands must be completely removed by the stipulated time.
5


The organisers and/or the venue will not take responsibility for loss or damage. Exhibitors
must take full responsibility for the items on their stand for the duration of the event until
everything is cleared from their stands.
An updated Timetable can be found at the ESOC 2015 Conference website by clicking
http://eso.kenes.com/
Off Exhibition Information
Please note that participants will be walking through the Exhibition area to reach the Posters Area
and Registration Area which will be active before and after the Exhibition Opening Hours.
Therefore, you may either man your booth during those times or consider hiring extra security for
your valuables.
6
SECTION 3: Deadlines Table
Submission of Exhibition
Forms
Staff Hotel Reservation
Designed Stand Approval
(space rental stands only)
- COMPULSORY
Badge Order
Lead Retrieval Wireless
Barcode Reader
Text For Fascia (Shell
Scheme Booths Only)
Deadlines
Contact Person
As soon as possible
[email protected]
March 13, 2015
[email protected]
March 17, 2015
[email protected]
March 17, 2015
[email protected]
March 17, 2015
[email protected]
Or
https://ordering.ges.com/000017100
Electrical Fittings, Stand
Construction & Fittings,
Furniture Hire, Graphics,
Audio Visual Equipment
March 20, 2015
Please note that exhibitor can
order after this point, and on site,
however all items are subject to
availability, and orders after the
deadline will incur a surcharge.
Telecoms, Stand Security,
Stand Cleaning, Access
Equipment/Operators,
Rigging, Satellite
Connections, Wireless
Access, Information
Technology
March 6, 2015
SECC online ordering system:
http://secc.standdelivery.co.uk/
Or
Email: [email protected]
Wednesday, March 11, 2015
SECC online ordering system:
http://secc.standdelivery.co.uk/
Or
Email: [email protected]
Stand Catering & Beverage
Payment of Invoice
Balance
Door to Door Shipments
ready for pick up (EEC
Countries)
Airfreight Shipments –
FRANKFURT Airport only
Shipment via GERMANY
Warehouse
Exhibition goods - Direct
Deliveries to Congress
Venue
[email protected]
Or
https://ordering.ges.com/000017100
As soon as possible
Wednesday, April 1, 2015
Friday, April 3, 2015
[email protected]
No later than Friday, April 10 , 2015
Wednesday, April 15, 2015
7
SECTION 4: Exhibition Stands
To ensure the smooth and efficient installation and dismantling of your booth, an official stand
Contractor has been appointed see SECTION 1: Contact Information. Booth furniture and accessories
are available for rent, please refer to order forms at the end of this manual.
Shell Scheme Package that has been pre-booked from Kenes includes:

Walling* – Silver Sodem with white infill panels

Fascia Board** – with 1 x Fascia Name per open side

3x clip lights

Blue Carpet
* Individual panel size: 2340mm high x 946mm wide –visible
** 21 characters, including spaces, may be written on your fascia. Please return your fascia form to
[email protected] by March 31, 2015.
Please note:
 Corner stands are provided with two open sides
 Cleaning, Furniture, electrical connection and power supply are not included with your
shell scheme.
If you require additional stand equipment (Furniture, Graphics, etc.), please contact the official stand
contractors (see SECTION 1: Contact Information) or refer to the order forms at the end of this
manual.
(For illustrative purposes only)
8
Technical Info and Regulation for Shell Schemes Booths
1. All basic shell scheme booths will be designed and built by the Official Stand Contractor.
Exhibitors are not allowed to make any alterations to the structure of the booths or remove
any integral parts from the booths. Exhibitors wishing to remove or change the location of
any standard equipment (e.g. spotlights) within the booth should indicate clearly on the
location plan and forward it together with clear instructions to the Official Contractor before
March 31, 2015.
2. No shell scheme booth-fitting or display(s) may exceed a height of 2.5 M or extend beyond
the boundaries of the site allocated. This includes company names, advertising materials and
logos provided by the exhibitor.
3. No tape, nail or fixture of any kind is allowed to be affixed to the partitions, floor, ceiling or
fascia. Exhibitors are liable to any damage caused to their booth fixtures, fittings at the fair.
4. All furniture items, if included in the Scheme Package, are not exchangeable.
5. An exhibitor occupying a booth at the corner can request to close the additional side(s). If
the Official Stand Contractor is not being notified in writing before March 31, 2015 it will be
assumed that the exhibitor will opt for opening on the additional side(s).
6. Exhibitors requiring additional equipment should contact the Official Stand Contractor latest
by March 31, 2015
7. No painting is allowed; no usage of nails or screws.
8. Double sided tape can be used to affix lightweight items. Velcro can be used as well (male &
female).
9. It is possible to use fishing line (nylon) to hang pictures etc.
10. Damaged panels will be charged to the exhibitor causing such damage.
9
Technical Info and Regulation for Space Rental Stands
Exhibitors using independent contractors are required to submit the following for approval by
March 6, 2015 to the attention of Ms. Michal Lelcuk at: [email protected]
1. A scaled drawing, including elevation views, scaled 1:200 DWG showing the duct layer of
the proposed booth to be built (see Section 5: Exhibition Technical Information).
2. A list of all Electrical appliances to be installed in the booth.

All exhibits are to be displayed so as to avoid blocking aisles, obstructing adjoining booths, or
damaging the premises.

Exhibitors are kindly requested to allow sufficient see-through areas that ensure clear views of
surrounding exhibits.

Multilevel structures are not permitted.

The Organisers will NOT approve stands that do NOT comply with the accepted standards until
the necessary changes have been made.
Work cannot commence until the exhibitor layout is approved by the Organisers and the
venue.
 Exhibitors are required to submit the name and contact details of their respective construction by
March 31, 2015 to: [email protected]
If you require additional stand equipment (Furniture, Graphics, etc.), please contact the official stand
contractor (see SECTION 1: Contact Information) or refer to the order forms at the end of this
manual.
10
SECTION 5: Exhibition Technical Information
Hall Specs



Exhibition Hall Name: Exhibiton Hall 4 located on Ground floor (see SECC floor plan below)
Maximum Build-up Height for space only stands is: 5 meters.
If your booth design will include one of the following characters mentioned below, a local
authority approval will be required:
 If your booth structure have a raised floor of 600mm. Please note that if your booth has a
platform higher than 4.5 cm, you are required to provide a ramp for disabled access.
VERY IMPORTANT: please refer to the document at the end of this manual “Application For
The Erection and Use of A Raised Structure The Civic Government (Scotland) Act 1982:
Section 89”.





Exhibitors who will have stands higher than the maximum permitted height will not be allowed
to set-up their stands.
Rigging Options: Ceiling hanging are permitted and require approval. Please refer to the Order
Form at the end of the manual (SECC Rigging Order Form).
If you are planning to use the rigging facilities within the SECC Campus, please be aware that
you are required to submit an order to the Technical Services Department of the SECC Campus
14 days prior to commencement of build up, together with a full description of the item(s) to be
rigged.
Any part facing neighboring stands that is above 2.5 meter in height needs to be designed with
neutral surface (white).
Floor Finish: Industrial Cement.
Floor Load: No load in excess of 5 tons per square metre is permitted to be placed on the floor
of the Halls. Floor loadings in excess of the above may be permitted on application and subject
to the venue’s approval.
 Electricity and Electrical installations: The SECC Campus is required by law to ensure that all
electrics and mains supplies are installed safely within the building. This includes contractors’
installations and the subsequent connections made by exhibitors. Should you have any queries
regarding electrical safety please contact GES ServiCentre at: [email protected]
Electrical Adaptor: Please remember that a British electrical adaptor is being used in the UK.

Security: The Organisers will provide security guard services in the exhibition hall during closing
hours. Neither the Venue nor the Organisers can accept responsibility for security
of the stands and their contents or damage to and theft of any good. Exhibitors are
responsible for the security of their stand and equipment.

Internet & Telecommunication: Please complete the order form at the end of this
manual with your requirements and send it to: SECC – Scottish Exhibition and
Conference Centre. Email: [email protected]
11

Business Center: A Business Center can be found in the Congress Center on 'Main Concourse' at
the ground level. Opening hours 09:30-17:00. Please refer to the price list at the end of this
manual.

Traffic Management: Contractors & Exhibitors Build Up / Breakdown Contractors must report
to the Gate House which is located to the west of site nearest Hall 3, they will be cleared and
checked by the on-site Security personnel who will instruct the driver to the nearest available
parking location in/next too or in the vicinity of the Hall (designated Vehicle Doors), dependent
on the nature of the build/breakdown they are carrying out. Once the contractor is finished
they will be directed back to the Gate House or to the exit barrier at Hall 5 to egress, if they
need to remain on site they will be directed to park in Car Park 5 Exhibitors like contractors will
report to the Gate House. The on-site Security personnel will ask to see their Exhibitor Pass on
arrival. All exhibitors must have and/ or collect their Exhibitor Car Parking pass on the first day
of build. They then must display this pass on their windscreen/ dash of their vehicle for the
duration of their stay and show the pass to Security on every entry onto site.
Exhibitors that do not have a pass will be sent to a fee paying car park and have to pay £7.00
per visit.
All vehicles will be instructed were to park by the In- House Security Stewards on site. Once the
available parking around the Halls and immediate vicinity reaches capacity the remaining traffic
will stay in Car Park 5 until instructed to make their way from there to an available car parking
space.
For Breakdown Exhibitors / Contractors must wait until the Halls are officially closed and free
from members of the public before commencing breakdown, any persons under the age of
Scottish Exhibition Centre Limited – www.secc.co.uk
Accompanying exhibitors and / or for any other reason must leave the Hall prior to the start of
breakdown. The Guards at the vehicle exit doors will not allow exhibitors to utilise these exits
prior to the official close of the exhibition. The Venue Service Manager will instruct the Guards
when it is safe to; commence breakdown, open and make use of the exit doors and allow
vehicles in the Hall.
Any priority vehicles for build - up / breakdown should be specified to the SECC Campus Event
Manager prior to the opening of the exhibition or to Venue Service Manager for the event.

Service Passes: Stand contractors and staff should wear ID throughout their time on-site during
the entire set up and dismantling period and wear their companies' branded T-shirt/ hi-vis vest.

Performing Rights Society: If you or your or exhibitors intend on playing any pre-recorded
music at your event, you must apply for Phonographic Performance Ltd (PPL) and Performing
Rights Society (PRS) license approval. Applications must be made via yourself as they will not be
accepted from individual exhibitors. With regard to live music only, this requires just a PRS
license.
PPL
Email: [email protected]
WEB: www.ppluk.com
PRS for Music
WEB: www.prsformusic.com
12

SECC Floor Plans
13

Travel to and from SECC CAMPUS:
SECC Campus is just off Junction 19 of the M8 motorway. From the M8 take the westbound
Clydeside Expressway (A814). Exit at 'SECC Campus West'.

Multi-storey car park at MSCP:
Location
There is a new multi-storey car park at the SECC operated by
City Parking (Glasgow) LLP. This is the main parking area used
for events at the venue. It accommodates 1600 spaces. This
facility is located at 10 Stobcross Road, Glasgow, G3 8YW. A
map and directional information is available from
www.secc.co.uk
Opening Times
24 Hour
Price
Payment can be made in advance for some events when
purchasing tickets from www.ticketSOUP.com but on-site pay
machines are located at level 2 (walkway level) and ground
floor main foyer of the car park. Payment can be made by cash
or credit / debit card. Tariff Rates in the MSCP Monday to
Sunday are:
1 hour
£3.50
2 - 12 hours
£7.00
13 hours
£10.50
14 - 24 hours
£14.00
Blue Badge
Holders
Blue badge holders will be accommodated in the MSCP with 66
spaces available. These are located on the south side of the car
park near exits & lifts and split across all four floors.
Other information
The parking area is for cars only and has a height restriction of
2m. For information on parking other types of vehicle at the
venue please email [email protected].
Exhibitor and contractor car parking is still available the SECC our Car Park 5, situated at the west
end of our site.
14
Exhibition Floor Plan (As of February 2, 2015)
Exhibiton Hall 4, located on the Ground floor
15
Exhibition Floor Plan (As of March 23, 2015)
Exhibiton Hall 4, located on the Ground floor
List of Exhibitors (As of January 27, 2015)
Company
Booth #
Size
Layout
AHA/ASA Stroke Journal
Bayer Pharma AG
BMS/Pfizer Alliance
Boehringer Ingelheim
Brainomix Limited
BrainsGate
Cardiox LLC
Charité – Universitätsmedizin Berlin
(MSc in Cerebrovascular Medicine)
Covidien AG
Daiichi Sankyo Europe GmbH
EAN (European Academy of Neurology)
ESO (European Stroke Organisation)
EVER Neuro Pharma GmbH
Ferrer
Medtronic
MEYTEC GmbH
MindMaze SA
Moleac
Novacor
Penumbra
28
9
10
11
5
7
13
31
9
49
72
80
9
12
12
6
Shell
Space
Space
Space
Shell
Shell
Shell
Shell
19
20A
26
2
3
17
14
8B
16
8
8D
18
30
49
6
18
18
9
12
9
9
18
9
24
Space
Space
Shell
TBA
Space
Shell
Space
Shell
Shell
Shell
Shell
Space
Phagenesis
Royal College of Physicians
SAFE
SITS International Network
Stroke Association
1
32
27
23
29
12
6
9
9
9
Space
Shell
Shell
Shell
Shell
Stryker Neurovascular
University of Edinburgh, Centre for Clinical Brain
Sciences (CCBS)
University of Nottingham, Stroke Division of Clinical
Neurosciences
Wisepress Medical Bookshop
WSO (World Stroke Organisation)
Zenicor Medical Systems AB
18A
24
24
6
Space
Shell
25
6
Shell
20
30
4
6
9
9
Space
Shell
Shell
16
List of Exhibitors (As of March 23, 2015)
Company
AHA/ASA Stroke Journal
Anazen Diagnostics LLC
Bayer Pharma AG
Biosense Medical
BMS/Pfizer Alliance
Boehringer Ingelheim
Brainomix Limited
BrainsGate
Charité – Universitätsmedizin Berlin
(MSc in Cerebrovascular Medicine)
Covidien AG\ Medtronic
Daiichi Sankyo Europe GmbH
EAN (European Academy of Neurology)
ESO (European Stroke Organisation)
EVER Neuro Pharma GmbH
Ferrer
General Medicine Group
MEYTEC GmbH
MindMaze SA
Moleac
Novacor
Penumbra
Phagenesis
Rimed Ltd.
Royal College of Physicians
SAFE
SITS International Network
Stroke Association
Stroke Research Group, UCL Institute of Neurology
Stryker Neurovascular
University of Edinburgh, Centre for Clinical Brain
Sciences (CCBS)
University of Nottingham, Stroke Division of Clinical
Neurosciences
Wisepress Medical Bookshop
WSO (World Stroke Organisation)
Zenicor Medical Systems AB
Booth
#
Size
Layout
28
9
12
49
9
72
80
12
12
6
Shell
Shell
Space
Shell
Space
Space
Shell
Shell
Shell
3
17
08A
8B
16
8
8D
18
1
13
32
27
23
29
42
35
6
18
18
9
9
9
9
18
9
24
12
9
6
9
9
12
Space
Space
Shell
Shell
Space
Shell
Shell
Shell
Shell
Shell
Shell
Space
Shell
Shell
Shell
Shell
Shell
Shell
33
18A
24
6
24
6
Shell
Space
Shell
25
6
Shell
20
30
4
6
9
9
Space
Shell
Shell
12
9
14
10
11
08E
7
31
19
20A
26
2
SECTION 6: Exhibitor Badges

All Exhibitors are required to be registered and will receive a badge displaying the exhibiting
company’s name. Individual participant names will NOT appear on badges and may be used
interchangeably between staff members.

Two exhibitor badges will be given for the first 9 sqm booked and one additional badge for
each 9 sqm thereafter. Any additional staff members will be charged an exhibitor registration
fee of €120.


Companies can purchase a maximum number of exhibitor registrations as follows:
Booths of up to 60 SQM – 15 exhibitor registrations
Booths larger than 60 SQM – 25 exhibitor registrations
Eexhibitors'’ badges give free access to the Exhibition area, Coffee Breaks, Lunches, during
official breaks, and Welcome Reception.
For additional badges, please use the Exhibitor registration form on the next page. Please return the
form to the attention Sharon Gamliel, Email: [email protected] by March 17, 2015.
All personnel are required to wear badges to access the venue. Company representatives not
wearing their badges will NOT be allowed to access the exhibition.

Company name badges are for the use of company personnel for booth staff purposes only and
should not be used by companies to bring visitors into the Exhibition.

Exhibitor’s badges will not be mailed in advance and may be collected at the Exhibition
Management Desk on arrival.
On Site Exhibition Management Desk
The Exhibition Management Desk will be open throughout the Exhibition set-up, opening and
dismantling period. The desk will be located within the Exhibition area.
Prior to this time, if you have any queries regarding your participation at ESOC 2015, please feel free
to contact Ms. Michal Lelcuk: [email protected]
Contractors Access during set-up and breakdown times
All contractors are requested to complete the Acknowledgement – Service Provider/Contractor (the
last page of the Induction training document) and bring along a copy of their ID or passport.
17
Exhibition Badge Order Form
Please return to Ms. Sharon Gamliel, Email: [email protected] by March 17, 2015.
Company: ____________________________________________
Contact name: ________________________________________
Email: _______________________________________________
Tel: _______________________ Fax: ______________________
All stand personnel are required to register. Two exhibitor badges will be given for the first 9 sqm
booked and one additional badge for each 9 sqm thereafter. Any additional stand personnel will be
charged €120 per exhibitor badge. These badges are for Company personnel and will not entitle
access to the Scientific Sessions.
Please note that individual participant names will not be written on the badges. Only the company
name will appear.
Registered stand personnel will receive:

Badge with Company name

Access to the Exhibition Hall

Entrance to Welcome Reception

Tea / Coffee / Lunches during official breaks
A maximum of 25 letters can be printed on the badge. Please indicate in the box below how you
would like your company name to appear:
Please indicate the total number of badges required. An invoice will be sent for all additional badges.
Description
Cost
Quantity
Free Badges
Additional Badges
€120
Total
18
Total Cost
SECTION 7: Lead Retrieval Wireless Barcode Readers
Lead Retrieval Wireless Barcode Readers are a helpful tool for collecting participants contact
information about participants who visit your booth or attend your Congress
K-LEAD - State of the Art Lead Retrieval System
Unique opportunity to use our advanced iPod touch lead retrieval system, enabling exhibitors to enhance their
database by securing valuable leads for further marketing and communication.










Compact and intuitive design
Sleek iPod touch with customized scanner
Effortless process using registration badge barcode
Option for pre-installed survey tailored to exhibitor needs
Ability to insert exhibitor comments for each lead
Immediate information retrieval online
Secure use and password protected
Package includes hardware and software with on-site support
Use of device for full duration of exhibition
Cost per unit - € 400
19
The Mini Scanner




No editing capabilities
Basic participant info
Pocket size
Cost per unit - € 300
Please Note:

Barcodes on participants' badges contain contact information as supplied by the registrant or
the agency responsible for the registration process of that participant. We regret that in some
cases, as when group registration is completed by a company, we may not be in possession of
the full contact details.

Furthermore, in some cases, the participant does not give his permission to transfer his contact
details to any other party.

In addition, please note that neither Kenes International nor the Organizing Committee is
responsible for the content of the information.


In order to reserve your Lead Retrieval Wireless Barcode Reader, please return the Order Form
on the following page.
The system may be picked up onsite at the Exhibition Management Desk. Earliest pick up time is on
Thursday, April 16 2015, after 12:00. The lead retrieval system needs to be returned to the Exhibition
Manager’s Desk on Sunday, April 19, BY 10:30.
In order to reserve your Lead Retrieval Wireless Barcode Reader, please find at the end of this letter, a
credit card order form. Please email this form to the attention of Ms. Michal Lelcuk,
[email protected], or by fax: +41 22 906 9140, before Tuesday, March 17, 2015.
20
Order Form - Lead Retrieval Wireless Barcode Reader
Please complete the following Order Form. Please note, if the system is not returned to the Exhibition
Manager one hour after the exhibition closing hour, an additional € 2,000 charge will be made to
your credit card.
In accordance with the security measures taken by credit card companies, please complete the
following form in your own handwriting and sign.
Please mail this form before Tuesday, March 17, 2015 to the attention of
Michal Lelcuk at: [email protected].
Payment by credit card will incur an additional 4% bank service charge on your total order.
Number of K-LEAD Requested: ____________________________ (€ 400 per unit)
Number of Mini Scanners Requested: _______________________ (€ 300 per unit)
Company Name: ________________________________________
Email Address: __________________________________________
Telephone Number: ______________________________________
Card Type: Visa / MasterCard / AMEX: _______________________
Credit Card Number: _____________________________________
Expiration Date: _________________________________________
Security Digits (on the back of the credit card): ________________
Name of Card Holder: ____________________________________
Date: __________________________________________________
SIGNATURE of Card Holder: _______________________________
21
SECTION 8: Rules & Regulations and General Information
Binding for all Exhibitors and their subcontractors
Security

Safety and Security of Material. Please do not leave any bags, boxes or suitcases unattended at
any time, whether inside or outside the exhibition are. The Conference Secretariat and Thr
Organisers cannot accept liability for loss of or damage to private property or goods.
 The Organisers will provide security guard service in the exhibition hall during off-show hours.
Neither The Scottish Exhibition and Conference Centre (SECC) nor the Organisers can accept
responsibility for the security of the stands and their contents and for damage to, or theft of any
goods. Exhibitors are fully responsible for the security of their stand and equipment.

For ordering additional security, please refer to SECTION 10: Official Congress Contractors and
Exhibitor Information.
Stand Cleaning

The Organisers will arrange for general cleaning of the exhibition premises (excluding exhibits
and displays) prior to the opening of exhibition and daily prior to opening thereafter.

For ordering daily stand cleaning, for more information please refer to SECTION 10: Official
Congress Contractors and Exhibitor Information.
Waste Removal

Exhibitors are responsible for the removal of all refuse/waste from the exhibition area.

Any discarded waste, including promotional material, left behind will be removed by the
Organisers at the expense of the exhibitor concerned.
Smoking

The ESOC 2015 Congress is a non-smoking Conference.
Disposal of Material

It is obligatory to collect and dispose of all material during the breakdown or dismantling of the
event. When the dismantling period is over, the exhibitor loses any right to claim for losses or
damage to property left behind and any costs incurred by the venue in removing this property
will be charged to the exhibitor.
Damage to the Premises

Exhibitors are liable for all damage caused to floors, walls and pillars during the installation,
exhibition and dismantling periods. No adhesive stickers and fixtures of any kind are allowed on
floors, walls and pillars.
Fire Insurance (compulsory)

Exhibitors must be insured against fire.

Stand material and fittings must be of non-inflammable materials or impregnated with fireretardant chemicals. As a general rule, easily inflammable synthetic substances, foam polyester,
and non-fireproof straw and reeds are prohibited.
22

For more information please refer to SECTION 10: Official Congress Contractors and Exhibitor
Information.
Poster Hanging, Banners etc.
 Hanging of posters, banners or decals, stickers or similar things, on the walls, floors, ceilings
or columns within or outside the installations of The Scottish Exhibition and Conference
Centre (SECC) is not allowed without prior written authorization.

For more information please refer to SECTION 10: Official Congress Contractors and Exhibitor
Information.
Liability Insurance

You are obliged to have a public liability insurance that covers all injuries to persons and
damages which might cover in connection with the exhibition.

We also recommend that you have additional coverage against loss or damage to exhibition
material during transport and during exhibition times. Please make arrangements for insurance
coverage through your company’s insurer.
Insurance (Compulsory)

Neither the Organisers nor The SECC, their representatives or agents will be held responsible
for any loss or damage to exhibitor’s property. Exhibitors must take precautions to protect their
property against pilferage.

The Organisers do not provide insurance for exhibitors and their property. The exhibitor is
responsible for his property and person and for the property and persons of his employees
through full and comprehensive insurance, and shall hold harmless the Organisers for any and
all damage claims arising from theft and those perils usually covered by a fire and extendedcoverage policy.

Exhibitors are personally liable for all expenses incurred by the organizer or by third parties in
regard to technical services provide
23
Promotional Activities

All demonstrations or instructional activities must be confined to the limits of the exhibition
stand.

Advertising material and signs may not be distributed or displayed outside the exhibitor’s
stands.

Sound equipment must be regulated and directed into the stand so that it does not disturb
neighboring exhibits.

The Exhibition Management reserves the right to require the exhibitor to discontinue any
activity, noise or music that is deemed objectionable.
Special Effects

Special effects lighting, live music, smoke and laser projection may not be used in the stands.
No permission will be given for projection in the aisles or on the walls of the hall. Participation
by exhibitors is dependent upon compliance with all rules, regulations and conditions stated
herein.
24
SECTION 9: Shipping, Tariffs, Material Handling & Shipping Labels
CUSTOMS CLEARANCE & FREIGHT HANDLING
Hermes-Exhibition and Projects, Ltd.
Ms. Zehavit Akerman
Tel: +49 69 747 848
Mobile: +972 52 511 4982
Email: [email protected]
25
Dear Exhibitor / Stand Builder,
Hermes - Merkur is the sole handling agent for the coming "ESOC 2015" congress in
Glasgow, UK
We are a full door to door service company, and sole on site logistics contractor. As
such, we are pleased to update you regarding the services and guidance as how we
dispatch shipments to the event.
Onsite Handling
Within the Austria Center Vienna the material must be handled by the appointed on
– site handling agent
Please note that companies, stand builders & PR companies may make their own
arrangements to deliver and retrieve goods directly to the warehouse/venue
entrance.
Contact Details
Hermes Exhibitions & Projects Ltd.
Contact: Ms. Zehavit Akerman
Tel: +49 6173 966 95 28
Mobile: +972 52 511 4982
E-mail: [email protected]
Please note these important dates:
Service
Deadline
Door to Door Shipments ready for pick up (EEC Countries)
Airfreight Shipments - FRANKFURT Airport only
Shipment via GERMANY Warehouse no later than
Exhibition goods - Direct Deliveries to Congress Venue
April 1, 2015
April 3, 2015
April 10, 2015
April 15, 2015
1. Door to Door Shipment
We offer companies services from starting point to venue as part of consolidated
international shipments for the congress. This will assist in reducing costs and
ensuring a timely delivery.
2. Airfreight Shipments
Please send all airfreight shipments to Frankfurt airport only.
Airway Bill (AWB) must be sent prepaid and consigned to:
Consignee:
Merkur Expo Logistics GmbH
Rheinstrasse 2
Eschborn, Germany 65760
Tel.: +49 6173 966 95 11
Att: Mr Bernd Blum
Notify:
Name of Exhibitor: ________________
Stand Number: ___________________
Mr Bernd Blum Tel: ++49 617396695 11
ESO 2015 GLASGOW
3. Shipment via Germany Warehouse
Warehouse Address:
Merkur Expo Logistics GmbH
C/O Schmitt Peterslahr
A U F DE M HÖHCHEN 2
56587 Oberhonnefeld – Germany
Dirk Dewald: +49 2634 / 95 44 50
Congress: ESOC 2015 – GLASGOW, UK
4. Direct Deliveries to Congress Venue
Domestic Cargo / Courier Shipments
Do not consign any material to the "SECC" directly, especially before the move in
date. Your shipment will not be accepted.
Delivery Address
Scottish Exhibition and Conference Centre (SECC)
Exhibition Way
Glasgow G3 8YW
United Kingdom
Courier Shipments – Customs cleared only
It is not recommended to use a courier service for shipping your goods directly to the
congress venue. In case of sending a courier shipment, please be sure to send us a
pre-advise with the full details of the shipment: courier company, number of pieces
and tracking number.
All courier shipment must be send on DDP terms (delivery duties paid)
Loose cargo must be informed well in advance & subject to 35% surcharge on tariff
Dangerous Cargo
Exhibitors need to complete a special form for dangerous goods. These forms will be
provided upon request and the completed forms should reach us before shipment is
dispatched. There will be surcharge of 100% for handling this kind of shipment.
Insurance
All goods must be fully insured with all risk coverage. Insurance can be provided
upon request. We regret that we can take no responsibility for goods after delivery
to the exhibitors stand regardless if the exhibitor is present or not.
Payment Terms
In order to ensure move in/out of your shipment/s, please complete and sign the
attached Material Handling form/payment confirmation and return it to our
attention.
Please note that your signature will be used as payment guarantee based on the
general tariff.
Please notify “Hermes - Merkur” immediately about any requirements relating to
invoices. All invoices must be settled by exhibitors/contractors and agents in
advance of the congress. In case of non-payment of invoices, shipments will be held
in storage until the invoices ae paid in full.
Terms and conditions
All orders are accepted exclusively on the basis of the local & German forwarders
terms and conditions (ADSp).
Hermes – Merkur wishes you a successful experience!
Inbound Handling Charges
1 CBM = 333 kg
1. Air Freight
From free arrival FRANKFURT airport
Minimum per shipment
Up to 250 kg
Up to 500 kg
Up to 1000 kg
Above 1000 kg each additional kg
€325.00
€ 2.05 / Kg
€ 1.55 / Kg
€ 1.40 / kg
€ 1.35 / Kg
Airport taxes, storage, fees etc. will be calculated as per outlay
Min € 125.00 Outlay fees + 10% for pre-payment
2. Handling via Germany Warehouse
From free arrival Oberhonnefeld– Germany up to free Delivered booth including:
Intermediate storage
Customs cleared goods.
Shipment up to 25 kg
€ 125.00
Shipment up to 50 kg
€ 175.00
Shipment over 50 kg
€ 70.00 / CBM / Min 3 CBM
3. Direct Delivery to Venue
From free arrival venue up to free delivered booth, First time spotted
Shipment up to 25 kg
€ 125.00
Shipment up to 50 kg
€ 175.00
Per CBM
€ 95.00 / MN 3
Truck 7.5 T
€ 900.00
Truck 13.6 M
€ 1,400
Customs Formalities
For services provided in Frankfurt airport
Carnet ATA
Temporary importation under ATA Carnet
€ 190.00
Temporary Importation
Temporary importation with commercial invoice
For Each customs tariff code
Customs bond fee 1.5% CIF Value
Export document / TI
€ 190.00
€ 6.50
€ 150.00 Min
€ 65.00
Permanent Importation
Per shipment / per document / per exhibitor
For each customs tariff code
€ 190.00
€ 6.50
Duties & Taxes as per outlay. Fees for an advanced payment of duty & tax
+ 10% for pre payment
Special Clearances Food, beverages, pharmaceuticals etc. Available upon request
Other Charges
Customs inspection
Courier charges
For handover of import shipping documents
Use of agent import tax registration number
Handling of empties (including storage)
Forwarding commission - per order / shipment
On-site representative for service / support
€ 175.00
€ 90.00/ document
€ 90.00/ entry
€ 75.00 / CBM (Min 3 CBM)
€ 75.00
€ 55.00
Outbound Handling Charges
The same rates will apply for outbound services.
REMARKS
 The above rates do not include VAT that will be charged where applicable.
 The above rates are for services provided from MON – FRI ,
Working hours 08:00 – 17:00
 Overtime surcharge (18:00 – 08:00)
 Saturday Additional 50% on total move in/out charges
 Sunday & Holidays Additional 100 % on total move in/out charges
 Work done on 1 and 2 floor Addition 35%
FREIGHT AND LOADING FORM
THIS IS A COMPULSORY FORM FOR ALL EXHIBITORS
DEADLINE DATE FOR RECEIPT: April 09, 2015
Return to: Zehavit Akerman email [email protected]
Slots will be given on a first come first served basis. Final time slots will be confirmed by
Tuesday April 13 Trucks must be removed from the loading bay immediately after
unloading/re-loading.
Company order
the job :
Contact name:
email:
Address
(invoicing)
City:
Tel:
Fax:
Stand number
Stand name
UNLOADING/BUILD UP
Move In Date
Truck Size
Perfered Hour
RE-LOADING/BREAK DOWN
Move out date
Truck Size
Perfered hour
HERMES/MERKUR FREIGHT SERVICES
Please indicate here if you require HERMES / Merkur to contact you regarding any of
the following services
Air freight
International Road Freight
Storage of Empties
Please see tariff on the following page.
Hermes / Merkur will contact you regarding these services on receipt of this form.
Zip Code
Dear Exhibitor / Stand Builder / PR Company,
Please return the below form fully filled in to HERMES
E-mail: [email protected]
Pre advise - Material handling form
Congress name
Exhibitor name
Stand #
gShipment information
Door to Door
Shipper's name
E mail address
Tel #
Purchase order #
Truck size
Courier tracking #
Airway bill number (AWB #)
Number of pieces
Weight in Kg
CBM
Service requested
Germany Advance
Warehouse
Direct to Venue
Payment details
This is to confirm that the payment for handling the above cargo will be covered by our
company.
Company details ______________________________ VAT No.
________________
Email ____________________________________ Phone _____________________
Address _______________________________________________________________
Card type
VISA ___ DINERS ___ MASTER CARD ___ AMEX
___
Credit card #
Expiry date ____________CVC ( Last 3 digits on back of credit card) ________________
Card holder's name ___________________ card Holder's Signature
_______________
Please enclose a copy of both front and back side of your credit card
Payments by credit card additional 3.00 % service fee will be added, for AMEX
3.5%.
We cannot guarantee services for any cargo arrival without a pre-advise and
payment confirmation!
EXHIBITION GOODS
For the Exhibitor's Stand Only
Direct to Venue
Exhibitor Name
Stand/Booth Number
Contact Person
Mobile Phone
The Scottish Exhibition and Conference Centre (SECC)
Glasgow, Scotland G3
8YW
UK
For ESO 2015 - GLASGOW
Box No. _______ of _______
EXHIBITION GOODS
For the Exhibitor's Stand Only
Air Freight Shipments
Exhibitor Name
Stand/Booth Number
Contact Person
Mobile Phone
Merkur Expo Logistics
GmbH
65760 Eschborn – Germany
Tel: +49 6173 966 95 11
Att: Mr. Bernd Blum
For ESO 2015 - GLASGOW, UK
Box No. _______ of _______
EXHIBITION GOODS
Via Germany Warehouse
Domestic Cargo / Courier Shipments
Exhibitor or Company Name
Stand/Booth No.
Contact Person
Mobile Phone
Merkur Expo Logistics
GmbH
C/O Schmitt Peterslahr
A U F DE M HÖHCHEN 2
56587 Oberhonnefeld, Germany
Dirk Dewald: +49 2634 / 95 44 50
FOR ESO 2015 - GLASGOW, UK
Box No. _______ of _______
SECTION 10: Official Congress Suppliers & Exhibitor Information
Rigging, Telecoms, Wireless
Access, Information Technology, Audio Visual,
Stand Cleaning, Stand Security, Parking
SECC Exhibitor Services Department
The Scottish Exhibition and Conference Centre (SECC)
Tel: + 0141 576 3218
Fax: + 44 141 226 3812
Email: [email protected]
STAND CATERING & BEVERAGE
Scottish Exhibition + Conference Centre (SECC)
Exhibitor Services Department
Exhibitors who wish to order food and beverages for their exhibition booth are welcome to do so directly
with the SECC official and exclusive caterer.
Please refer to the Order Forms at the end of this manual.
Tel: +44 141 576 3141
Fax: + 44 141 226 3812
SECC online ordering system: http://secc.standdelivery.co.uk/
E-mail: [email protected]
To add to your exhibitors manual Please note that the SECC is the exclusive supplier of food & beverage to all Exhibitors.
You are therefore not allowed to bring in your own food or beverages into the hall or arrange for their
delivery by third parties, without the express written permission of the SECC Catering Department.
A corkage fee would be applicable should an exhibitor want to bring food onsite. Please contact the SECC
and specify what would you like to bring onsite, and they will able to confirm the corkage fee.
Please note:
 Deadline for orders: Wednesday, March 11, 2015.
 All services are to be ordered and paid for upfront.
Text for Fascia (Shell Scheme Booths Only), Stand Construction and Fittings, Furniture Hire, Graphics
The order forms may be found at the end of this manual or you may use the link to Expresso, the GES
online ordering portal is below: https://ordering.ges.com/000017100 or email: [email protected]
GES
GES ServiCentre
Tel:
02476 380 180
Fax:
02476 380 220
WEB: www.ges.com
26
Florists
Blooms of Glasgow
Tel: 0141 404 0147
Web: www.blooms.co.uk
Ruby Flowers
Tel: 0141 334 8666
Email: [email protected]
WEB: www.rubyflowers.co.uk
Hostess Services
First People Solutions
Email: [email protected]
WEB: www.firstpeoplesolutions.co.uk
KSR Scotland
T: 0141 331 9070
Email: [email protected]
WEB: www.kellyservices.co.uk
27
Payment & Credit Card Charge Authorisation
RETURN TO: Global Experience Specialists (GES) Ltd, Silverstone Drive, Gallagher Business Park, Coventry, CV6 6PA
Fax: +44 (0)2476 380 220 Phone: +44 (0)2476 380 180)
MANDATORY FORM*
Company Name
Exhibition
Stand Number
Company Address
Post Code
Phone
Fax
Email
Purchase Order Number
PAYMENT POLICY
CREDIT CARD CHARGE AUTHORISATION
Payment for Services — Global Experience Specialists (GES) Ltd requires the customer,
unless otherwise detailed on our Quotation/Contracts, to pay GES in sterling 100% of the
total contract price prior to build inclusive of all tax. All orders raised within 10 days of the
exhibition are required to be paid in full at the point of order. If the customer fails to make
payment on the due date, GES is entitled, without prejudice to any other right and remedy
available, to terminate the relevant contract and suspend any performance of contract
work. GES reserve the right to charge interest at 3% above the Bank of England Base rate on
amounts not paid on the due date.
If you wish to pay by card all information must be provided. Your order will not be
processed if any information is missing (i.e. Expiration Date, Account Number, Contact
Information, Type of Card and Signature). Please note that there is a 2.5% charge for
credit card transactions
Method of Payment — Global Experience Specialists (GES) Ltd accepts all major credit/debit
cards, cheque and bank transfers. Purchase orders are not considered payment. With effect
st
from 1 January 2009 the GES will charge 2.5% on all credit card transactions. If paying by
card, for your convenience, we will use this authorisation to charge your credit card for any
additional amounts ordered by your representative or services rendered to your company
for this event. We require your payment authorisation form to be on file even if you are
paying by cheque, cash or bank transfer. However, you do not need to complete card
details unless you wish to pay by this method – simply tick the payment method you wish
to use below. Please ensure you correctly enter your Show and Company details above.
Adjustments and Cancellations — No adjustments to invoices will be made after the close
of the show. Please refer to the individual forms for cancellation fees. All orders cancelled
by the Exhibitor or due to the cancellation of an event or their nonparticipation may be
subject to cancellation fees.
Card Number
Corporate Card
Personal Card
Debit Card (any)
Master Card Credit Card
Visa Credit Card
American Express
Other (please state)
Start Date
Expiry Date
Issue Number
Bank Transfer and Cheque Payment Information:
CSC Number
Beneficiary: Global Experience Specialists (GES) Ltd
Natwest Bank
Regent Street Branch
PO Box 4RY
250 Regent Street
London W1A 4RY
Please complete the information and return payment in full with this form
and your orders.
Account: 27607275
Sort Code: 56-00-27
IBAN BIC: NWBKGB2L
IBAN No:
GB82NWBK56002727607275
(last 3 digits on the back of the card / signature strip)
Please Print
Cardholder’s Name
Cardholder’s Billing Address
To ensure your bank transfer is allocated correctly, please supply the following
information to the address above or email [email protected]
• Exhibiting company name, account number, invoice number, show name, stand no.
• Date and amount of bank transfer
• Bank and country where transfer originated
I will be paying by:
Post Code
Cheque or Postal Order
Bank Transfer
Other (please contact me)
Please Sign
I AGREE IN PLACING THIS ORDER THAT I HAVE ACCEPTED GLOBAL EXPERIENCE
SPECIALISTS (GES) LIMITED TERMS AND CONDITIONS OF CONTRACT
/_
Cardholder’s Signature
/_
Date
* THIS FORM MUST BE RETURNED TO GLOBAL EXPERIENCE SPECIALISTS
(GES) LIMITED FOR YOUR ORDER TO BE PROCESSED
Authorised Signature
/
Authorised Name - Please Print
/_
If you have any questions regarding our payment policy, please
call Customer Services on +44 (0)2476 380 180
Date
Submit
Confidential Version 3.1
CCA Payment Form 15/04/2013 This form must be retained only by Credit Control
Electrical Order Form
Show
Return By
th
20 March 2015
Hall/Stand No.
Contact Name
Return form to:
Company
Invoice address
Post Code
Telephone
Fax
Email
Signature
VAT No.
Company
Reg No.
ServiCentre
Global Experience Specialists (GES) Ltd
Silverstone Drive
Gallagher Business Park
Coventry, West Midlands
CV6 6PA
T: +44 (0) 2476 380 180
F: +44 (0) 2476 380 221
E: [email protected]
EARLY
BIRD
STANDARD
Adjustable Spotlight
£ 57.20
£ 68.65
Adjustable Spotlight on extension arm
£ 62.70
£ 75.25
LT3
3 x Adjustable Spotlights on Track
£ 148.50
£ 178.20
LT6
6 x Adjustable Spotlights on Track
£ 275.00
£ 330.00
300W Sunflood
£ 82.50
£ 99.00
£ 59.40
£ 71.25
£ 104.50
£ 125.40
£ 165.00
£ 198.00
CODE
QTY
DESCRIPTION
TOTAL
Spotlights
AS
ASEX
SF300
Fluorescent Fitting
FL5
5ft Fluorescent Fitting
Socket Outlets (Show Times Only)
SO500
SO1000
Socket Outlet 500W (2 amp)
Socket Outlet 1000W (4 amp) Not suitable for 4 way extension leads
or lighting
SO2000
Socket Outlet 2000w (8 amp) Not suitable for 4 way extension
leads or lighting
£ 269.50
£ 323.40
SO3000
Socket Outlet 3000w (13 amp) Not suitable for 4 way extension
leads or lighting
£ 374.00
£ 448.80
* The new Electrical Testing charge of £15.00 is now required to meet the revised testing requirements in line
with BS7671 (2008).
All direct mains ordered will need to provide relevant information at the time of quotation, full details can be
given upon request. If a direct main Test & Inspect is required then this will be by quotation also
Sub total
*Testing
£15.00
VAT 20%
TOTAL
Orders will not be processed without full payment (cheque payable to: Global Experience Specialists (GES) Ltd) – please find the
credit card authorisation form on page 3 of this document.
Customers wishing to pay by Visa and MasterCard credit cards, as well as both American Express charge and credit cards, please be
advised that a surcharge of 2.5% will be applied to the total invoice amount.
th
Place your order before 20 March 2015, to qualify for the Early Bird Discount
Please use the grid plan on the next page to indicate the positions of your fittings.
Page 1 of 4
23/01/2015
Electrical Order Form
Show
Return By
th
20 March 2015
Front of Stand
(Side nearest to hall entrance)
Dimensions of stand: _______m x _______m
Please utilise symbols below to indicate the positions of your fittings:
= Spotlight
= Socket
= Fluorescent
If your business is registered in an EU country, you will be charged VAT in accordance with current EU Regulations unless you are able to
provide us with a current and valid VAT number.
Page 2 of 4
23/01/2015
Electrical CCA Form
RETURN TO: Global Experience Specialists (GES) Ltd, Silverstone Drive, Gallagher Business Park, Coventry, CV6 6PA
Phone: +44 (0)2476 380 180 Fax: +44 (0)2476 380 220 Email: [email protected]
YOUR DETAILS*
COMPANY NAME
EXHIBITION
STAND NUMBER
COMPANY ADDRESS
PHONE
POST CODE
FAX
EMAIL
PAYMENT POLICY
PURCHASE ORDER NUMBER
CREDIT CARD CHARGE AUTHORISATION
If you wish to pay by card, all card information must be provided. Your
order will not be processed if any information is missing (i.e. Expiration
Date, Account Number, Contact Information, Type of Card and Signature).
Please note that there is a 2.5% charge for credit card transactions.
I will be paying by:
Card
Cheque or Postal Order
Bank Transfer
Please complete the information and return payment in full with
this form and your orders.
Other (please contact me)
Only complete this form if you are paying by card
Card Number
Bank transfer payment information:
Corporate Card
Personal Card
Beneficiary: Global Experience Specialists (GES) Limited
Natwest Bank
Regent Street Branch
PO Box 4RY
250 Regent Street
London W1A 4RY
Account: 27607275
Sort Code: 56-00-27
IBAN BIC: NWBKGB2L
IBAN No: GB82NWBK56002727607275
To ensure your bank transfer is allocated correctly, please supply the
following information to: [email protected]



Exhibiting company name, account number, invoice number, show name,
stand no.
Date and amount of bank transfer
Bank and country where transfer originated
Payment for Services — Global Experience Specialists (GES) Ltd requires the customer, unless
otherwise detailed on our Quotation/Contracts, to pay GES in sterling 100% of the total contract
price prior to build inclusive of all tax. All orders raised within 10 days of the exhibition are
required to be paid in full at the point of order. If the customer fails to make payment on the due
date, GES is entitled, without prejudice to any other right and remedy available, to terminate the
relevant contract and suspend any performance of contract work. GES reserve the right to charge
interest at 3% above the Bank of England Base rate on amounts not paid on the due date.
Debit Card (any)
Master Card Credit Card
Visa Credit Card
American Express
Other (please state)
Start Date
Expiry Date
Issue Number
CSC Number
(last 3 digits on the back of the card / signature strip)
Cardholders Name
Please Print
Cardholders Billing Address
Method of Payment — Global Experience Specialists (GES) Ltd accepts all major credit/debit
cards, cheque and bank transfers. Purchase orders are not considered payment. With effect from
st
1 January 2009 the GES will charge 2.5% on all credit card transactions. If paying by card, for
your convenience, GES will use this authorisation to charge your credit card for any additional
amounts ordered by your representative or services rendered to your company for this event.
Adjustments and Cancellations — No adjustments to invoices will be made after the close of the
show. Please refer to the individual forms for cancellation fees. All orders cancelled by the
Exhibitor or due to the cancellation of an event or their nonparticipation may be subject to
cancellation fees.
I AGREE IN PLACING THIS ORDER THAT I HAVE ACCEPTED GLOBAL
EXPERIENCE SPECIALISTS (GES) LIMITED TERMS AND CONDITIONS OF
CONTRACT
X _______________________________________
AUTHORISED SIGNATURE
_______________________________________
AUTHORISED NAME - PLEASE PRINT
____/__
DATE
/ __ _
Post Code
PLEASE SIGN
X _________________________
________
CARDHOLDER’S SIGNATURE
DATE
* THIS FORM MUST BE RETURNED TO GLOBAL
EXPERIENCE SPECIALISTS (GES) LIMITED FOR YOUR
ORDER TO BE PROCESSED
If you have any questions regarding our payment policy, please
call Customer Services on +44 (0)2476 380 180
Page 3 of 4
23/01/2015
Terms and Conditions
Price
The Contract Price is based on the prevailing costs at the time of the quotation. If in the period up to the completion of the Contract there is
any increase in cost to the Company or a variation in the services required then the Contract Price shall be amended accordingly. Prices
quoted are exclusive of VAT and any other taxes, levies or similar charges whatsoever, all of which shall be paid by the Customer.
Payment
The Customer shall pay, in sterling, one half of the Contract Price thirty days prior to the exhibition opening and the balance seven days
prior to the exhibition opening. If the Customer fails to make full payment on the due dates, the Company is entitled, without prejudice to
any other right or remedy available, to terminate the relevant contract and suspend any performance of contract work. The Company
reserves the right to charge interest at 3% above the Bank of England base rate on amounts not paid on the due dates.
If the customer pays by American Express charge or credit card; or by Visa, Mastercard or JCB credit cards we reserve the right to charge a
2.5% surcharge to the total value of the order.
Performance
All Customer orders must be placed in writing. No Contract shall be created unless the Company accepts the order. The Company shall be
relieved of its contractual obligations in the event that performance thereof is prevented or delayed directly or indirectly by an act of God,
war, riot, strike, labour disturbance, industrial dispute, fire, flood, explosion, shortage of material or labour or any cause beyond the control
of the Company. If for any of these reasons the Contract is not completed the Customer shall pay the Contract price less the costs not
expended to date. Performance of the Contract is subject to the availability of the Company's property. The Company at its sole discretion
reserves the right to substitute unavailable Company property of a similar quality, specification and performance. The Company may subcontract all or any part of the services. The Company contracts for itself and as agent of and trustee for its employees and sub-contractors
and their employees and any reference in these Conditions to the Company shall be deemed to include every such employee and subcontractor.
Consequential Loss
The Company shall not under any circumstances be liable for any direct or indirect consequential loss arising from the services howsoever,
whensoever, or wheresoever caused and whether or not resulting from a negligent act or omission by the Company.
Company Property
All property used or supplied by the Company in connection with the Contract shall, unless expressly agreed by the Company in writing, be
on hire for the duration of the exhibition. The Customer will be responsible for the Company's property from the time of delivery up until
the time of collection by the Company. The Customer shall insure all of the Company's property for its full replacement cost and indemnify
the Company against loss of or damage to any of the Company's property howsoever caused. The Customer shall not assign, re-hire or part
with possession of the Company's property. The Customer warrants that it is the owner of exhibits and any other property entrusted to the
Company's custody or control or is authorised by the owner to accept these Conditions on the owner's behalf. The Company shall not be
liable for loss of or damage to the Customer's property howsoever, whensoever or wheresoever caused and whether or not such loss or
damage results from negligent act or omission by the Company.
Liability To Others
The Customer shall be liable for and shall indemnify the Company against claims from injuries sustained by persons and loss of or damage to
other persons property arising during the hire period howsoever caused unless such injury loss or damage results from a negligent act or
omission from the Company.
Regulations
The Customer shall comply with all regulations and conditions imposed by any exhibition organiser, promoter, hall owner or local or other
authority and shall be responsible for obtaining their written consent to any modification thereto or waiver thereof as may be necessary to
enable the Company to perform the Contract. The Customer shall communicate to the Company such as these regulations and conditions as
may affect the services and indemnify the Company against all liabilities arising from non compliance with any of the said regulations and
conditions unless resulting from negligent act or omission of the Company negligent act or omission from the Company.
Law
The Contract shall be governed by and construed in accordance with the Laws of England. This provides a summary of our Conditions of
Business a full copy is available on request.
Page 4 of 4
23/01/2015
Shell Scheme Nameboard Order Form
Show
Return By
th
20 March 2015
Hall/Stand No
Contact Name
Company
Invoice address
Post Code
Telephone
Fax
Email
Signature
VAT No.
Company
Reg No.
Return form to:
Andrew Waters-Peach
Global Experience Specialists (GES) Ltd
Silverstone Drive
Gallagher Business Park
Coventry, West Midlands
CV6 6PA
T: +44 (0)2476 380 064
F: +44 (0)2476 380 427
E: [email protected]
If you have booked a shell scheme stand through the Organiser, we will build your stand. Your company name and stand number
will be supplied on a standard panel fixed to the front of your stand. Please fill in this form and return before the deadline date to
ensure your name panel is correct.
NAME THAT YOU WISH TO APPEAR ON YOUR SHELL SCHEME
Please write clearly if handwritten as mistakes resulting from illegible handwriting will be charged for
maximum of 34 characters including spaces
1.
Please fill the space provided with the name and stand number you require to be displayed on the Name Board of your stand, please make sure your
type carefully or write clearly if you have printed off, as changes that have to be made due to illegible writing or incorrect typing will be a charged for.
2.
Use upper and lowercase when completing this form and include any characters you wish to appear case sensitive, however the organisers do have the
right to convert all names to capitals, or break up names typed in using all capital letters into capitalized each word if typed in all caps if they feel it is
appropriate for the show.
3.
We restrict the Name Boards to 34 Characters including spaces.
4.
We normally provide one name board per open fascia, on stands that have an open fascia of 10 metres or more this can often be increased to two but
this is dependent on the style of the shell scheme.
5.
If a return form, is not received we will take the name provided by the organisers from the exhibitor list, if it is necessary to change this after the
deadline there will be a charge of £30 + Vat be applied per board changed.
6.
If you have a specific enquiry regarding your name you can email [email protected] remembering to state which show you are exhibiting at and
your stand number in the Subject Heading.
7.
Deadline for receipt of name board return form should be no later than 21 days before show opening
8.
Return Forms, can be posted or faxed or emailed direct if unable to submit to the above email providing the name of the show is entered into the
subject heading on the email, a acknowledgement of receipt can only be sent on reply to an email.
9.
If you have booked a shell scheme after the deadline date please return this form immediately.
PLEASE SEND ONLY ONE COPY, EITHER BY FAX OR POST – THANK YOU.
PLEASE REMEMBER TO KEEP A COPY FOR YOUR RECORDS!
If your business is registered in an EU country, you will be charged VAT in accordance with current EU Regulations unless you are able to
provide us with a current and valid VAT number.
Page 1 of 1
23/01/2015
Shell Scheme Extras Order Form & Grid Plan Form
Show
Return By
th
20 March 2015
Hall/Stand No
Return form to:
ServiCentre
Global Experience Specialists (GES) Ltd
Silverstone Drive
Gallagher Business Park
Coventry, West Midlands
CV6 6PA
Company
Contact Name
Invoice address
Post Code
Telephone
Fax
Email
Signature
VAT No.
Company
Reg No.
CODE
QTY
T: +44 (0) 2476 380 180
F: +44 (0) 2476 380 220
E: [email protected]
DESCRIPTION
PRICE
CLAD3
Painted MDF cladding to the interior of stand – order will not be placed without dulux paint reference
number (Colour _______________)
price per m
CLAD1
Unfinished MDF cladding to interior of stand
CLAD2
White melamine cladding fitted to interior of stand – can’t be painted
LNW
Cover existing shell scheme panel (2.5mH x 1mW) in Loop nylon (colour: ) You will need only Hook
Fastening to affix posters
£56.23
XFW
Cover existing shell scheme panel (2.5mH x 1mW) in Vinyl Covering (X-Film) (colour: ) You will need
Hook & Loop Fastening to affix posters
£56.23
Peg B
PEG BOARD – 1m wide x 2.4m high panel (does not include hooks)
£95.65
WP
Additional WALL PANEL 2.5mH x 1mW (Match shell scheme)
£70.26
EWC
ENTRANCE WAY CURTAIN 2.5mH x 1mW (colour: ____________________)
£84.35
EWD
LOCKABLE DOOR with 2 keys
FS
White melamine FLAT SHELF 1mW x 300mmD
£34.78
SS
White melamine SLOPING SHELF 1mW x 300mmD
£35.56
SA
STORAGE AREA in the corner of your shell scheme. Using 1 x wall panel (2.5mH x 1mW). 1 lockable door
section and a set of coat hooks
DP1
1m x 1m chipboard PANEL covered in loop nylon (colour_____)
£56.23
NS
NIGHT SHEET including padlocks (price per metre run)
£21.42
WT
WORK TOP 1m x 1m x 500mm, white with open base
£70.26
GHR
Hanging rail 25mm diameter (1m long with rail set 280mm from wall)
£34.79
SU
SINK UNIT (excluding water and waste) 1m x 1m x 500mm deep
CP
Computer Plinth 1m x 500mm x 500mm white with cable hole
£84.35
CS
CORNER SHELF 1m x 1m 1.4m across set in corner of Shell
£53.57
WB
Wooden Battening fixed between uprights for stapling/nailing to, £/m
£10.71
WMC
White MUSLIN CEILING (price per square metre) stand size: ___m x ___m
£14.03
FF
18mm FLOORING PLY direct to carpeted venue (price per m²)
£16.89
AE
Aluminium Edging for use on platforms and floor flats to open sides to finish off once carpet is laid.
Price per M.
SW2
Slat walling – 1m wide x 2.4m high panel
SRP
100mm high PLATFORM laid to floor, black painted skirting, £/m²
PRICE DOES NOT INCLUDE CARPET
TOTAL
£116.69
£87.16
price per m
Please use the grid plan to indicate the positions of fixable items. Orders will not be processed without full payment (cheque
payable to: Global Experience Specialists (GES) Ltd). A surcharge of 2.5% will be applied when paying by credit cards.
ONSITE ORDERS & ORDERS PLACED AFTER THE DEADLINE DATE WILL HAVE A 20% SURCHARGE ADDED
£87.16
£126.56
£182.80
£175.34
£6.06
£127.90
£27.40
Sub total
VAT 20%
TOTAL
If your business is registered in an EU country, you will be charged VAT in accordance with current EU Regulations unless you are able to provide
us with a current and valid VAT number.
Page 1 of 2
23/01/2015
Shell Scheme Extras Order Form & Grid Plan Form
Show
Return By
th
20 March 2015
Stand Details
Dimensions
mx
m
Please leave fixable items on the
stand ready for my arrival. I
understand that fixing these items
will be on a first come first served
basis.
Height from floor of shelving, rails, etc
mm___________________________
mm___________________________
mm___________________________
PLEASE REMEMBER TO
KEEP A COPY FOR YOUR
RECORDS!
A cancellation charge will be invoked in respect of cancelled orders
If your business is registered in an EU country, you will be charged VAT in accordance with current EU Regulations unless you are able to
provide us with a current and valid VAT number.
Page 2 of 2
23/01/2015
Furniture and Floor Covering Order Form
Show
Return By
th
20 March 2015
Hall/Stand No.
Return form to:
ServiCentre
Global Experience Specialists (GES) Ltd
Silverstone Drive
Gallagher Business Park
Coventry, West Midlands
CV6 6PA
Company
Contact Name
Invoice address
Post Code
Telephone
Fax
Email
Signature
VAT No.
Company
Reg No.
CODE
QTY
DESCRIPTION
T: +44 (0) 2476 380 180
F: +44 (0) 2476 380 221
E: [email protected]
COLOUR
UNIT PRICE
TOTAL
SUB TOTAL £
Accidental Damage, Loss or Destruction option is provided to
cover 10 times the hire value of the items. If you wish us to
provide this option please add 6% of the total, excluding VAT in
the space provided.
FLOOR COVERING (if applicable) £
ACCIDENTAL DAMAGE (6% of total) £
VAT £
GRAND TOTAL £
A cancellation charge will be invoked in respect of cancelled order.
Whilst every effort is made to ensure an exact colour match we cannot be responsible for varied colour supplied due to the batch production.
If your business is registered in an EU country, you will be charged VAT in accordance with current EU Regulations unless you are able to
provide us with a current and valid VAT number.
To order via our Dashboard please go to www.gesdashboard.co.uk or for our full brochure visit www.ges.com/eu/furniture-brochure
Page 1 of 2
23/01/2015
Furniture and Floor Covering Order Form
Show
Return By
th
20 March 2015
Hall/Stand No.
Company
Contact Name
Return form to:
ServiCentre
Global Experience Specialists (GES) Ltd
Silverstone Drive
Gallagher Business Park
Coventry, West Midlands
CV6 6PA
Invoice address
Post Code
Telephone
Fax
Email
Signature
VAT No.
Company
Reg No.
CODE
QTY
DESCRIPTION
T: +44 (0) 2476 380 180
F: +44 (0) 2476 380 221
E: [email protected]
COLOUR
UNIT PRICE
TOTAL
TOTAL
PREFERED LAYING DATE………../………../…………. Please round up and state you measurement in metres.
Carpet is supplied on an outright sale and price includes the cost of laying only, however it must be removed (including the fixing tape) at the end of the exhibition
by the client or agent. GES can offer a removal service for a small fee.
Please lay carpet:
To Raised Platform
To Floor Flats
Direct to Hall Floor
To Plan Enclosed
2
Removal Service 55p per m
N.B these instructions are for carpet laying only. Separate instructions should be given to your stand contractor if floor flats or a raised platform are
required. If floor covering is to be laid in a non-rectangular shape, please supply an accurate drawing in the grid provided with full sizes listed or a
full-scale plan. This will allow you to make savings by keeping waste to a minimum.
A cancellation charge will be invoked in respect of cancelled order.
Whilst every effort is made to ensure an exact colour match we cannot be responsible for varied colour supplied due to the batch production.
If your business is registered in an EU country, you will be charged VAT in accordance with current EU Regulations unless you are able to
provide us with a current and valid VAT number.
To order via our Dashboard please go to www.gesdashboard.co.uk or for our full brochure visit www.ges.com/eu/furniture-brochure
Page 2 of 2
23/01/2015
SECC Guide to Emergency Procedures
September 2010
Scottish Exhibition + Conference Centre – Guide to Emergency Procedures
Page 1
1.0 Forward
This booklet provides guidance on the rules and procedures to be followed should an
emergency or incident occur within the Scottish Exhibition and Conference Centre
(SECC).
Although it is not viable to legislate for every contingency, the booklet records the
actions to be taken in response to a variety of incidents or situations that may occur.
It is intended to be a guide for SECC staff but also serves to make contractors,
organisers and promoters aware of the response they can expect if an emergency
develops.
Further copies of this booklet are available from the Health & Safety Manager.
J. Sharkey
Chief Executive
September 2010
September 2010
Scottish Exhibition + Conference Centre – Guide to Emergency Procedures
Page 2
2.0 Contents
Paragraph
1.0
2.0
3.0
4.0
5.0
5.1
6.0
7.0
7.1
7.2
8.0
8.1
8.2
9.0
9.1
10.0
11.0
11.1
11.2
11.3
12.0
13.0
Forward
Contents
Introduction
Assault
Terrorist Activity
Bomb Call Telephone Checklist
Fire
Evacuations
Concerts and Special Events
Conferences and Exhibitions
First Aid
Concerts and Special Events
Conferences and Exhibitions
Medical Emergencies
Incident Investigation
Flooding
Utilities Failure
Electricity
Gas
Water
Responsibilities
Review
Plans
14.0
15.0
SECC Building Footprint
SECC Infrastructure
September 2010
Contents
Page
1
2
3
4
5
8
9
11
11
17
18
18
19
20
22
23
25
25
28
30
31
32
33
34
Scottish Exhibition + Conference Centre – Guide to Emergency Procedures
Page 3
3.0 Introduction
This booklet provides guidance on the procedures to be followed should an incident or
emergency occur within the Scottish Exhibition and Conference Centre (SECC). SECC
premises comprise of:
¾ Conference Centre (Armadillo).
¾ Exhibition Centre (Main Building).
¾ External areas.
At any given time when the Conference Centre or Exhibition Centre are occupied
whether during the build up, open period or breakdown of any concert, conference,
event, or exhibition there will be a Control Room Supervisor/ Operator on duty. He/she
will be located in the Control Room and can be contacted by radio (Call Sign Sierra
Charlie) or telephone (extension 290) from the Information Desk.
Duty Managers/ Front of House Managers are also on duty for the duration of open
periods and generally commencement of breakdown of any concert, conference, event,
or exhibition.
When the buildings are closed to the general public a Duty Manager and Company
Spokesperson are on call.
September 2010
Scottish Exhibition + Conference Centre – Guide to Emergency Procedures
Page 4
4.0 Assault
An incident, which involves any person being assaulted within SECC, must be treated
with an immediate response to prevent serious disorder developing. If available two
Security Industry Authority (SIA) trained security staff shall attend the scene of the
assault, one of whom should be a supervisor.
The following procedures must be followed:
¾ The victim should be taken from the assault location to a ‘quiet’ area, i.e. out of
general view of large numbers of the public.
¾ Medical attention shall be arranged through the Control Room as necessary. If the
injuries to the victim are serious, the procedure outlined in section 9.0 Medical
Emergencies are to be followed.
¾ Where possible, the person accused of the assault should be clearly identified,
extracted from the assault location to a ‘quiet’ area with Close Circuit Television
(CCTV) coverage, a safe distance from the victim.
¾ The Control Room must be notified to capture CCTV images of the ongoing incident
where possible.
¾ The circumstances of the alleged assault should be established verbally and any
witnesses noted. Witnesses may also have to be taken from the assault location to
the ‘quiet’ area.
¾ Security staff shall contact the Duty Manager/ Front of House Manager, who shall
attend the location. After assessment of the situation s/he shall determine whether
further action is necessary.
¾ If the victim states s/he wishes to ‘prefer charges’, the accused person should be
escorted to a secure location by security guards.
¾ If the victim has stated s/he wishes to prefer charges and clearly wants Police
involvement, either on site Police or the Duty Officer at Anderston Police station are
to be informed.
¾ In the event of a serious assault the Police must be informed whether or not the
victim requests it.
¾ After notifying the Police the accused person and the victim shall be kept within
secure location(s). The witnesses shall be advised that they will be required to see
the Police on their arrival.
¾ Should the accused person insist on leaving the premises and there is a perceived
risk of further assault or injury to others, the accused should not be held against
their will. S/he should be encouraged to leave the premises via a route covered by
CCTV. Statements from staff involved in the incident including a description of the
accused, (supported by CCTV images) must be made available to the Police.
¾ If the accused was involved in a serious assault, resulting in serious injuries being
sustained to third parties, the Duty Manager in liaison with SIA trained staff must
assess the situation and judge whether to detain the accused. Factors in making
this decision are the competence of SIA trained staff and the perceived level of risk
to them from the accused.
¾ If possible the crime scene should be preserved. If there are any productions which
may be used, in a subsequent court case, i.e. details recorded on CCTV,
photographs of injuries or weapons used in the assault, the Police should be notified
of such before they speak to the accused person.
¾ The Control Room Supervisor/ Operator, Stewarding Contractor and all involved
must ensure that the circumstances are recorded on Incident Reports.
September 2010
Scottish Exhibition + Conference Centre – Guide to Emergency Procedures
Page 5
5.0 Terrorist Activity
There has been a change in terrorist modes of operations within the last several years.
These may be in the form of bomb, chemical, biological and radiological (CBR) threats
and disruptive attacks often being made without any advance warning. Areas targeted
have also changed to the extent that no business can be deemed safe from attack.
SECC places a reliance upon receiving notification of escalating levels of threat and/ or
impending attacks from Intelligence Agencies such as MI5 or regional Police.
Actions to be Taken on Receiving a Threat (i.e. Bomb Threat)
The SECC could be subject of a terrorist threat either by receipt of written or verbal
communication or notification via a newspaper or other agency. Should the SECC be
notified of a potential or impending terrorist attack by any of the above the Duty
Manager/ Front of House Manager/ Security Manager should be advised immediately.
If senior SECC Staff are not available, the Control Room Supervisor/ Operator will take
control and ensure that the following actions are carried out:
Threat Assessment
¾ Assess the threat posed by the telephone call/ written information received.
o Details recorded on the telephone check list/ written document must be
appraised.
o If a written document, minimise physical contact to preserve evidence.
o Study briefly all the information known.
o Examine the text of the message and note if a codeword is given.
o What is the perception of the recipient of the call.
o Check for any possible grievance the caller/ author could have i.e. have
patrons recently been excluded from the Centre for misbehavior.
¾ Advise the Duty Manager/ Security Manager at work or on his/ her home or mobile
telephone number.
¾ Record all details within the Control Room Incident Book
Options
¾ The Duty Manager/ Front of House Manager/ Security Manager may decide based
on the threat assessment to :
o The call is a hoax and no action is needed.
o The call is probably a hoax, however it is prudent to carry out a search.
o The call is probably genuine and a search must be carried out.
¾ Should the call be determined to have been a hoax Control Room shall notify the
Duty Officer at Anderston Police Station.
¾ Once a decision has been made to conduct a building search, the Duty Manager will
notify the police by a 999 call and contact the Company Spokesperson advising of
the circumstances and the reason for the recommended course of action.
September 2010
Scottish Exhibition + Conference Centre – Guide to Emergency Procedures
Page 6
Building Search – Notification
¾ Upon deciding to conduct a building search, Control Room must broadcast a general
‘all stations’ radio message stating that a “Code 2” is in progress and repeat the
message to ensure that staff are alerted.
¾ All staff, excluding search teams must observe ‘radio silence’. Radio usage must be
kept to a minimum and all mobile phones must be turned off.
¾ Control Room shall also broadcast during an exhibition, on the public announcement
system ‘attention please – staff call 100’.
¾ The “Staff Call 100” message signifies that a bomb threat has been received and to
prepare all contractors, exhibitors, SECC staff and stand personnel for the possibility
of an evacuation.
¾ The Duty Manager will confirm that an incident Log is raised in the Control Room
and that all stages of the procedures are recorded.
Building Search – Actions
Duty Managers/ Front of House Managers
On receipt of this broadcast all ‘in station’ Duty Managers/ Front of House Managers
shall report to the Exhibition Centre Information Desk and await instruction from the ‘on
duty’ or senior Duty Manager.
In House Guards and Halls Staff
‘In house’ guards and halls staff shall report to the Exhibition Centre Information Desk
immediately for instructions.
SECC Staff and In House Contactors
¾ SECC staff shall search their immediate areas for suspicious items, the senior person
notifying Control Room of the outcome.
Public Occupied Locations
¾ Exhibitors responsible for their stand(s) must carry out a thorough search of them to
ascertain whether there are any suspicious bags, cases or packages and notify the
Exhibition Organiser, who should notify Control Room of the outcome.
¾ Stewards allocated to public occupied locations shall search their immediate
location, changing rooms, toilets, general access and escape routes and external
door escape routes confirming their findings with their supervisor, who should notify
Control Room of the outcome.
Unoccupied Areas - Search Teams
Search teams comprising of ‘in house’ guards and hall staff will be briefed on the
remaining areas to be searched, on completion they should notify Control Room of the
outcome.
September 2010
Scottish Exhibition + Conference Centre – Guide to Emergency Procedures
Page 7
Control Room Actions
Should the ICP not be the Control Room, the designated ICP location will be announced
by radio and / or by Public Announcement. Control Room Operators shall record the
outcome of the search using the Evacuation Aide Memoire and notify the ‘on duty’ or
senior Duty Manager of the outcome.
Discovery of a Suspicious Package
¾ Suspicious items must not be handled.
¾ If possible, discretely attempt to ascertain the ownership of the suspicious item.
¾ If it is suspected that the suspicious item is a bomb, no radio or mobile telephone
messages shall be broadcast. A message should be passed by landline telephone or
sent via a runner to the Duty Manager via the Control Room or designated ICP,
informing them of the specific location, approximate size of package, any
distinguishing features and the immediate area staff are evacuating to.
¾ Remain in a group and evacuate and establish a cordon around the immediate area,
(with a minimum of 100 metres for small devices, i.e. drinks can size). Move to a
safe location checking that area upon arrival for any secondary devices. Keep people
away from areas where glass fragmentation may occur as a result of an explosion.
¾ Staff must await further instruction from the Control Room.
¾ Following the search, once information is collated on the location(s) of all suspicious
item(s), the Duty Manager may deem it necessary to move staff/ visitors to a safer
location. Whatever decision the location chosen must be proven safe. This may not
be Fire Assembly Areas which are exposed to vehicles or glass facades. The
Emergency Services, Senior Incident Officer in attendance will give advice if this if
requested, but the decision to evacuate will rest squarely with the Duty Manager.
¾ Only if the Fire Assembly Areas are proven safe are the procedures as outlined
under “Evacuation” to be followed. Otherwise a safe evacuation point must be
announced over the public announcement system prior to evacuating the building
September 2010
Scottish Exhibition + Conference Centre – Guide to Emergency Procedures
Page 8
5.1 Bomb Threat Telephone Checklist
Date:
Call received by:
Job title:
Record language of the threat verbatim:
What kind of bomb is it?
What does it look like:
What organisation do you represent?
Where is it exactly?
When is it set for?
Why are you threatening us?
Who are you
Description of the voice:
Male:
Accent:
Distinct
Angry:
Excited:
Calm:
High:
Crying:
Hyperactive:
Deep:
Intoxicated:
Disguised:
Irrational:
Other:
Background noise:
Aeroplane
Music
Children
Pub Sounds
Machinery
Typing
Interruptions: (anyone in the background)
Further Information:
Time of call
Laughing:
Loud:
Normal:
Old:
Raspy:
Rambling:
Speech Impediment:
Well spoken:
Young:
Traffic
Trains
Voices
Signed:
September 2010
Female:
Slurred:
Soft:
Scottish Exhibition + Conference Centre – Guide to Emergency Procedures
Page 9
6.0 Fire
The Conference Centre and Main Building with their associated fire systems are
separate systems with each building being separated by fire barriers. In essence either
building may be evacuated with the other remaining operational. To ensure safety
separation must be enhanced through the positioning of stewards/ fire marshals at
strategic locations both internally and externally to the affected building.
The Scottish Exhibition and Conference Centre is continuously monitored by a master
and sub addressable fire alarm panels and automatic detection systems. These include
heat and smoke detectors, infrared beams, hose reels and wet sprinkler systems,
located throughout the building. Manually operated break glass call points, which when
broken activate the alarm, are also located throughout the buildings.
The fire alarm system has an in built time delay i.e. from activation of a detector to the
broadcast of an automated pre-recorded message in the affected building there is a
ninety second delay period.
Note, at times of high risk of unwanted alarms being generated through malicious acts
or special effects that simulate the signs of fire, system over rides may be utilised or
parts of the system may be isolated. This shall only be carried out if the affected area
is continuously monitored by stewards on ‘fire watch ‘patrol.
¾ Fire situations will normally be identified in the first instance at the Control Room.
¾ The announcement of a ‘Code X Ray’ warning by SECC Control Room staff,
followed by the, ‘exact location the activated sensor’ to all radio users will indicate
that a fire alarm sensor has been activated.
¾ If in the vicinity of the activated sensor you must acknowledge the ‘Code X Ray’
giving your call sign and proceed to the location of the activated sensor.
¾ The nominated Duty Manager shall also identify him/ her self and his/ her call sign
and proceed to the ‘exact location of the activated sensor’.
¾ Control Room note attending call signs.
Fire Situation
Should the investigating call sign(s) in the vicinity of the activated sensor OR the Duty
Manager observe a fire (or indications of a serious fire) s/he must:
¾ Radio the Control Room and state:
o Call Sign.
o There is a ‘Code 1’ (there is a serious fire one that cannot be contained or is
expanding).
o Confirm exact location (activated sensor).
¾ Isolate the local area from the public and staff.
¾ Attempt to fight the fire if it is safe to do so and s/he is competent in the use of fire
fighting equipment.
The Control Room Supervisor/ Operator should then follow the procedure for an
evacuation of the building and arrange for ‘in house’ guards to meet and direct the Fire
Brigade. Once called only the Senior Fire Officer present may authorize the resetting of
the affected fire alarm panel.
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No Indications of Fire
Should the investigating call sign(s) in the vicinity of the activated sensor OR the Duty
Manager observe no indications of fire (i.e. a broken manual call point or contractor
activity that may have generated sensor activation) s/he must:
¾ Radio the Control Room and state:
o Call Sign
o There are no indications of a fire or smoke.
o Confirm their exact location (activated detector).
¾ The ‘nominated Duty Manager must confirm to Control Room staff that the situation
is safe, that the activated manual call point has been reset and that the activity or
conditions that generated the activation have ceased.
On notification that there are no indications of fire or smoke the Control Room
Supervisor/ Operator should:
¾ Press the fire alarm panel silence for the relevant building.
¾ Await confirmation from the nominated Duty Manager that the situation is safe, i.e.
o Confirmation that if a manual call point been activated, it has been reset
o OR
o That the activity or conditions that generated the activation have ceased and any
smoke has dispersed.
¾ On receiving instruction from the nominated Duty Manager the affected fire alarm
panel shall be reset.
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7.0 Evacuations
7.1 Concerts and Special Events
Pre Concert/ Special Event Arrangements
The Duty Manager will inform the Promoter or his representative that in the interests of
public safety, an announcement will be made to the audience prior to the start of the
Concert or Event. In addition the Duty Manager will inform the Promoter of the process
to stop a show.
Pre Concert/ Special Event Announcement
In the Conference Centre the prerecorded message can be broadcast by Control Room
or via front-of-house if a special form of words is required.
In the Exhibition Centre Halls there are several compact disc messages for use. In
addition to the general safety message there are 15 minute, 10 minute and 5 minute
indications to the audience that the event is about to start.
The following general message is broadcast prior to the commencement of the concert/
special event when the audience capacity is as high as practicable without interfering
with the concert.
“Ladies and Gentlemen
This is a brief announcement which is made in the interests of public safety.
We do not anticipate problems this evening, but if an emergency should occur, there
are emergency exits on the exterior walls of the Hall clearly sign posted. If it is
necessary to evacuate the building, the music will stop, the house lights will come on
and an announcement will be made from the stage. Please follow the instructions of
the stewards who will direct you to the nearest emergency exit.
There are First Aid posts on either side of the stage where Medical and First Aid staff
are on hand to provide attention if needed.
Thank you for your attention and I hope you will enjoy the evening ahead.”
These messages may be played from the mixer desk or Control Room if the Production
Manager prefers that option.
Note. The third paragraph is omitted in respect of Lomond and Clyde Auditorium
Concerts.
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Evacuation during the Concert/Special Event
Building Emergency
Emergency situations that require evacuation at SECC will normally be identified in the
first instance at Control Room.
The Control Room Supervisor/ Operator must
immediately contact the Duty Manager and G4S Operations Manager, notifying them of
the nature of the problem, e.g. bomb threat (Code 2) fire (Code X-Ray) and which
building(s) and specific location therein are affected.
The Duty Manager will instruct the G4S Operations Manager to:
¾ Immediately inform the Promoter.
¾ Notify his staff.
The G4S Operations Manager will:
¾ Inform the Promoter immediately when it becomes clear that a bomb threat, fire or
other problem has occurred and advise him/her immediately if it has been decided to
evacuate the building.
¾ Brief his supervisors to prepare their stewards for an evacuation of the Hall(s) in
accordance with their plan.
¾ Inform the steward at the mixer desk to prepare for a possible evacuation. The
steward will also advise the promoter’s representative or nominee.
Promoter Emergency
The Promoter or his representative will advise the Duty Manager and the G4S
Operations Manager if an emergency should occur during the event. They will meet
backstage to assess the situation and confirm whether or not the evacuation will take
place.
If evacuation is being considered the Duty Manager will instruct Control Room
broadcast a general ‘all station/ channels’ message announcing “Code 3”.
The G4S Operations Manager will brief his supervisors to prepare their stewards for an
evacuation of the Hall(s) in accordance with their plan.
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Evacuation
The Duty Manager will arrange to have the house lights brought up and the Production
Manager/G4S Operations Manager will go on stage. As soon as the music/band stops
playing, a prepared statement will be read out over the production sound system.
If possible (and time allowing), a public address message will be broadcast to the
audience explaining the reason for the evacuation and giving any other relevant
information.
Once the decision to evacuate is taken, the Duty Manager will instruct Control Room
broadcast a general ‘all station/ channels’ message announcing “Code 1”, and
broadcast the evacuation message.
Emergency Evacuation Message
In the event of an evacuation of the Centre becoming necessary, the following message
will be broadcast over the public announcement. System:
“Attention please, Attention please.
An emergency situation has arisen within the centre.
Please leave the building by the nearest available exit, do not use the lifts”
SECC Control Room Procedures
The Control Room Supervisor/ Operator on duty in the Control Room will take the
following action:
Activate the relevant building fire alarm.
Contact Strathclyde Fire Service by 999 call.
Contact Strathclyde Police by 999 call.
In case any casualties require treatment arrange for a Medical team or First Aid
personnel to be deployed to each Assembly Area with a Nurse (if present) being
located at the Medical Portakabin outside the Main Entrance.
¾ Ensure that the Company Spokesperson is aware of the circumstances.
¾
¾
¾
¾
The Control Room Supervisor/ Operator shall arrange for the Emergency Services to be
directed to an appropriate location within the boundaries of the external SECC area as
an emergency vehicle marshalling yard, (i.e. Gatehouse/ North Boom). This area can
only be determined when it is known where the emergency has arisen.
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Actions
¾ The Duty Manager will instruct the G4S Operations Manager to evacuate the Hall(s)
or entire building to the assembly areas.
¾ One Medical team or First Aid personnel shall deploy to each Assembly Area with a
Nurse (if present) being located at the Medical Portacabin outside the Main
Entrance.
¾ Special care shall be required when moving large numbers of mobility impaired
visitors as a group. Where mobility impaired visitors cannot be escorted to
Assembly Areas, they must be escorted to designated fire safe area and a steward
must remain with them. The steward must inform the Duty Manager of:
o The safe area location.
o Numbers of wheel chair/ immobile persons at the location.
o Numbers of helpers at the location.
¾ Stewards must inform persons left in the safe location that:
o It is a designated safe location, with protection from fire and smoke.
o The Duty Manger/ Fire Brigade is/ will be notified of their location.
o Should the steward have to report to a Supervisor/ Duty Manager s/he will
return to the safe location.
o The Duty Manager will organise their evacuation as soon as practicable.
o Medical staff will also attend the safe location.
¾ Stewards who are backstage will ensure that the artists, bands and crews are
escorted from the danger area either off site, or to a pre-determined marshal area,
(i.e. Security Portacabin).
¾ As soon as the occupied area is clear, steward supervisors must report to the Duty
Manager by the quickest means that the concert area is free from members of the
public and all staff and then proceed to the Assembly Point.
¾ Stewards are to be positioned to deny access by members of the public/staff into
building under evacuation, these will be:
o Externally and internally
o At safe locations
o At strategic points in and around the affected building
o In line of sight of each other where possible
¾ Stewards/ fire marshals shall form a line between the public and the building.
¾ Car Park attendants must maintain road systems within the site clear for access by
emergency vehicles. This may require cars to be temporarily held within car parks
to prevent road congestion. Authority to release cars from car parks must be
obtained from the Duty Manager.
Assembly Areas
If the emergency is of such a nature that members of the public will be in danger close
to the building, stewards will assist in directing them to areas of safety which will be
not less than 90 metres from the Centre. Provisional areas include the East Assembly
Area (Car Park 1) and the West Assembly Area (the avenue in front of the West
entrance between (Car Parks 5 and 7). These may alter due to several reasons such as
site construction work or adverse effects of the fire, (smoke drift etc).
Members of the public should not be directed to wait in Car Parks that contain vehicles
nor on public roads used by emergency vehicles.
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Post Evacuation Procedures
After the premises have been cleared whether it is total or partial, no one will be
allowed to re-enter the Hall. Stewards will be instructed to prevent members of the
public re-entering the building until the all clear has been given by the Duty Manager.
This will normally occur only after consultation with the Police, Fire and other
emergency authorities.
The Duty Manager in liaison with the Production Manager/G4S Operations Manager
shall determine whether or not to continue with the Concert/Special Event. This
decision shall depend upon several factors, these are:
¾
¾
¾
¾
¾
¾
¾
¾
Adverse weather.
Availability and willingness of main artist to continue.
Building fire/ smoke.
Building water damage.
Crowd temperament.
Duration into the concert/special event.
Level of fire brigade activity.
Time of day.
As a general note it is highly unlikely that a Concert/ Special Event for which the main
performance has commenced and that is subject to evacuation would be able to
continue.
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Building Re-Entry
Prior to any members of the public being allowed to re-enter the building the following
must be carried out:
¾ Once called only the Senior Fire Officer present may authorize the resetting of the
affected fire alarm panel.
¾ If the Fire Brigade has not been called the Duty Manager shall instruct Control Room
Staff to reset the fire alarm.
¾ Staff shall re-enter the building only on instruction from the Duty Manager.
¾ The Duty Manager and staff with megaphones shall regularly inform visitors at the
Assembly Areas of our actions and phases of re-entry. It is important that the
public are kept informed of developments and possible re-entry time.
¾ SECC Essential Staff shall be tasked to re-enter the building. Essential staff are
those staff necessary to ensure the area being re-entered is:
o Safe for them and the public to re-enter.
o Fully manned from a fire evacuation perspective.
o Fully manned from an operational perspective.
¾ Essential staff and their tasks comprise of:
o Control Room (if evacuated) to operate Control Room facilities.
o Catering to prepare catering areas.
o Hall staff shall check general safety of evacuated area.
o Information Desk, for customer service related issues.
o Technical staff shall:
ƒ Assess any building damage.
ƒ Deny access to damaged areas.
ƒ Ensure environmental conditions are adequate to allow public access.
ƒ Inform the Duty Manager of their findings.
o Stewards shall take up positions at access doors.
¾ Once essential staff are in position and they have identified their areas are safe and
operational, they shall notify the Duty Manager by the quickest means possible.
¾ SECC Non Essential Staff, not required to do the above will be required to marshal
the public in the assembly areas.
¾ Organisers Essential Staff shall be requested to re-enter the building to man entry
door and ticket desks.
¾ Once Organisers Essential Staff are confirmed in position and operational SECC Non
Essential Staff shall control vehicular movement to allow the public to re-enter the
building.
¾ Deployed Medical Teams shall re-enter the building.
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7.2 Conferences and Exhibitions
If evacuation is being considered the Duty Manager will instruct Control Room to
broadcast a general ‘all station/ channels’ message announcing “Code 3”.
¾ Stewards in the conference/ exhibition area (s) shall immediately prepare the area(s)
for an evacuation in accordance with their plan (i.e. by opening all emergency “push
bar to open” doors and clearing and preparing to marshal the route(s) towards the
assembly areas).
¾ Once the decision to evacuate is taken, the Duty Manager will instruct the Control
Room Supervisor/ Operator to broadcast a general ‘all station/ channels’ message
announcing “Code 1”, and broadcast the evacuation message. If possible the Duty
Manager shall advise the conference/ exhibition organiser explaining the reason for
the evacuation.
¾ The stewards will usher all persons within the affected area using megaphones,
towards the emergency exit doors.
¾ Special care will be required when moving large numbers of mobility impaired
visitors as a group. Where mobility impaired visitors cannot be escorted to
assembly areas, they must be escorted to designated fire refuge locations. A
steward with a radio must remain with them at that location. S/he must inform the
steward supervisor of their refuge location and how many are in their group.
¾ Stewards are to be positioned to deny access by members of the public/staff into
any building being evacuated, these must be:
o At strategic points in and around the affected building
o In line of sight of each other where possible
OR
o In radio contact
o External or internal
o In safe locations
¾ Stewards shall marshal evacuees to areas of safety which will be not less than 90
metres from the Centre. Nominated assembly areas include Car Park 1 to the East
or the walkway between Car Parks 7 and 5 to the West. These may alter due to
several reasons such as site construction work or adverse effects of the fire, (smoke
drift etc).
¾ As soon as possible, steward supervisors must report to the Duty Manager by the
quickest means confirming whether the area being evacuated is ‘fully evacuated’ or
if any persons ‘remain in the building’ confirming their exact refuge location,
numbers and mobility status.
¾ Once evacuation is complete steward supervisors shall ensure stewards are:
o Positioned in or around the building to deny access.
o Remaining stewards form a physical barrier between the public and the
building at assembly areas.
¾ SECC staff and other contractors shall assemble up by department under their senior
member.
¾ No-one will be allowed to re-enter the building until the all clear has been given by
the Duty Manager which will normally occur only after consultation with the Police,
Fire and other emergency authorities.
¾ The Duty Manager will advise the Company Spokesperson on call at the earliest
suitable opportunity.
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8.0 First Aid
8.1 Concerts and Special Events
Each event is individually assessed for levels of medical support. Prior to any concert
all first aid personnel shall assemble in the Medical Centre Portacabin for a briefing by
the Nurse or relief nurse in her absence. This may include ambulance crew including
paramedics.
First Aid Points
¾ For concerts within the halls, first aid points are situated in appropriate locations
depending upon the particular event layout.
¾ For concerts within the Conference Centre, generally first aid points will be
positioned on the:
o Ground Level Foyer,
o Auditorium Ground level
o Auditorium Level 3.
o Auditorium Level 4.
¾ Concerts within the Lomond Auditorium, first aid staff generally will be positioned at
the rear of the Auditorium.
¾ Medical Centre located at the east end of the concourse.
First Aid Points - Equipment
The Medical centre and First Aid points are fully equipped to deal with medical
emergencies within SECC.
Communication
The Medical Centre may be contacted by telephoning extension 333; 331 and 338.
Radio Call Signs
Radio call signs used for medical staff are:
¾ Foxtrot 10 – Medical Manager
¾ Foxtrot 10A – First Aid Supervisor
¾ Foxtrot 10B – Charge Nurse
¾ Foxtrot 10C – First Aider
¾ Mike1,2 3 etc – SECC Contracted Staff
Treatment
¾ Generally casualties should be initially assessed and minimal treatment applied at the
First Aid posts.
¾ Depending on the treatment required, casualties should be moved to the Medical
Centre for further treatment by the Nurse and/or Doctor (if present).
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8.2 Conferences and Exhibitions
Treatment of injuries for conferences and exhibitions is primarily through the Medical
Centre which is located at the east end of the concourse. Casualties shall be treated by
either the Nurse on duty and/ or First Aid personnel.
All medical staff are required to:
¾ Familiarise themselves with the Exhibition floor plan of the Exhibition as per the
General Instruction.
¾ Inform Control Room if at any time they have to leave the Medical Centre
unattended.
¾ Regularly tour the Exhibition.
¾ Retain a portable radio on their possession.
The Medical Centre may be contacted by telephoning extension 333; 331 and 338.
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9.0 Medical Emergencies
A medical emergency is defined by one or more people sustaining injury or illness
requiring immediate transfer to Hospital. It may also be defined by an incident involving
multiple injuries e.g. (structure collapse) regardless of the severity of these injuries.
Procedure
¾ ‘In house’ guard or the first person at the scene of a medical emergency must
ensure they are in no danger. Once their safety is ascertained contact Control Room
(call sign Sierra Charlie) using the Code Word “Code 10” relaying the ‘general
nature’ of the incident and the specific location.
¾ Control Room must broadcast a general ‘all stations’ message stating that a “Code
10” is in progress and all call signs not involved must maintain radio silence until
clearance is given from Control Room.
¾ Where possible the Duty Manager should attend.
¾ Control Room will contact Medical/First Aid staff immediately by telephone at
extension 333 or by radio (call sign “Foxtrot 10”) and inform them of the
circumstances. Medical Staff/First Aiders will attend the scene to carry out a
medical assessment.
¾ ‘In house’ guard should go to or remain with the casualty until assistance arrives.
On lookers should be cleared from the immediate location.
¾ Medical/First Aid staff shall record particulars of the incident including names and
addresses of witnesses with assistance if required from ‘in house’ guards.
¾ If the situation requires an ambulance or paramedics (and they are not on site),
Medical/ First Aid staff shall make a 999-telephone call immediately. On occasions
Control Room shall provide assistance in arranging this.
¾ To ensure the correct level of ambulance response, the condition of the casualty,
(breathing/ not breathing, conscious/ unconscious), details of injuries/ illness and
numbers involved must be communicated.
¾ Control Room shall brief the ‘in house’ guard at the Gatehouse to direct the
ambulance and team to the appropriate location, where they will be met by an ‘in
house’ guard/ steward, who will escort the ambulance team to the casualty.
¾ If the ambulance staff take the patient to the Hospital, Medical/First Aid staff should
ascertain which Hospital will be involved.
¾ If the incident occurred within the Conference Centre or Main Building Halls, The
Duty Manager/ Front of House Manager shall contact the Organiser/Promoter and
appraise them of the circumstances.
¾ Medical/First Aid staff shall ensure that an incident report is completed and the Duty
Manager is notified.
¾ The Duty Manager will brief the Company Spokesperson of the circumstances if
Press or Media interest is likely.
¾ Medical/First Aid staff shall notify the Health and Safety Executive of any injuries
that are reportable under the Reporting of Injuries, Diseases and Dangerous
Occurrences Regulations. The Duty Manager/ Safety, Health and Environmental
Manager are to be notified of any RIDDOR incidents.
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Criminal Behaviour
¾ If the injuries were sustained as a result of criminal behaviour, i.e. serious assault
the Duty Manager must be notified. S/he will determine whether the Police are to be
requested to attend.
¾ If the cause was neglect, carelessness or faulty machinery etc, the Health and
Safety Executive must be made aware of the circumstances.
¾ The Duty Manager will brief the Company Spokesperson of the circumstances if
Press or Media interest is likely.
Out with Normal Office Hours
¾ If the incident occurs out with normal office hours and no SECC Managers are
present, Control Room shall telephone both the SECC ‘on call’ Duty Manager and
Company Spokesperson and advise them of the circumstances.
¾ Should there be a ‘serious’ accident or an on site fatality the Safety, Health and
Environmental Manager/ Safety Advisor must be notified.
Stress
The mental well being of staff involved in the incident must be addressed. This will
involve a full debrief on the incident, outcome, lessons learnt and any requirements for
counseling.
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9.1 Incident Investigation
Serious incidents involving personal injury of one or several parties will require a follow
up incident investigation. This shall be carried out initially by the ‘on call’ Duty
Manager, with assistance as required from the Safety, Health and Environmental
Manager/ Safety Advisor. The aims of the investigation are to:
¾ Ascertain and record the true facts including:
o Exact date and time.
o Exact location.
o Type of incident.
o Incident details.
o Number and severity of casualties.
o Personal details of injured parties.
o Emergency Services that attended.
¾ Learn from the incident.
¾ Ensure a repeat incident does not occur.
It is important that during and investigation no attempt is made to proportion blame to
individuals or groups.
Investigation Technique
¾ Ensure the area of the incident is safe.
¾ Obtain full particulars of the incident. This may involve interviewing all staff and
witnesses involved in the incident.
¾ Preserve the area for evidence which may be required in the event of a future
inquiry.
¾ Provide screens to deny viewing by the media/ public.
¾ Secure the area, either by locking or placing stewards at strategic locations around
the scene of the accident.
¾ Arrange to have the location of the accident photographed.
¾ Adopt an open mind approach.
¾ Establish the background to the incident, for effective incident investigation as many
details as possible should be extracted.
¾ Establish whether health and safety documentation is in place.
¾ Persist in questioning to establish the true facts.
¾ Explain the reason and findings.
External Agencies
External agencies such as the Health and Safety Executive/ Police have a legal right of
entry to investigate fatalities/ serious incidents.
They may interview, record,
photograph and seize documentation/ evidence from the scene.
The Duty Manager shall liaise closely with the Health and Safety Inspector/ Police in an
effort to identify the possible causes of the accident and any remedial measures
necessary to ensure that no repetition occurs.
Particulars of the incident should be left for the information of the Operations Director/
Deputy Operations Director.
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10.0 Flooding
The Scottish Exhibition and Conference Centre is located close to the confluence of
Rivers Clyde and Kelvin and could be severely affected by flooding. SECC is
approximately 6.2 metres above Chart Datum. Contributory factors such as periods of
high rainfall coinciding with high tides and prevailing westerly wind directions may
increase tide levels that may result in localised flooding.
Flood Monitoring
Flood monitoring can be achieved through several mediums, these are:
Admiralty EasyTide TM has been developed by the UKHO, it provide valuable tidal
information on tidal predictions for the current and the next consecutive 6 days. This
service is available 24 hours a day, 365 days a year. Information on tides may be
obtained on the web site. Details are as follows:
¾ http://easytide.ukho.gov.uk/EasyTide/EasyTide/ShowPrediction.aspx?PortID=0407&
PredictionLength=7
National Floodline is a service provided by the Scottish Environmental Protection
Agency, (SEPA). It provides information, on the possible risk of flooding and advice on
how to be prepared for floods. This service is available 24 hours a day, 365 days a
year. Information on flood warnings may be obtained be either a telephone call at local
rate or contacting SEPA on the web site. Details are as follows:
¾ Telephone 0845 988 1188
¾ www.sepa.org.uk
Floodline Codes
Flood Watch - Current weather and catchment conditions have caused concern. It is
possible that a flooding situation may develop. Weather forecasts and river levels are
being monitored and further advice will be issued when more detailed information is
known Be alert.
Flood Warning - Flooding is expected - River levels are high and are likely to continue to
rise. Travel conditions will be poor and some disruption is probable Act now.
Severe Flood Warning - Serious flooding is expected - Rivers are likely to reach a level
that will cause widespread danger, severe disruption and a risk to life. Flooding to
significant numbers of properties, businesses and travel networks is expected.
Act now.
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Flood Preparatory Actions
If at any time the level of the River Clyde is within 300mm below the top of the
capping stones.
OR
Upon receipt of notification of a ‘Flood Warning - Flooding is expected’.
The following preparatory works may be initiated to eliminate/ reduce the effects of
flooding and impact on SECC:
Duty Manager
The Duty Manager working through the management shall mobilise staff to carry out
damage limitation works. These shall include the following:
¾ Managers briefing or telephoning essential staff to notify them of the situation.
¾ Essential staff to be placed on ‘Stand By’ for call out when the building is closed.
¾ Should the Flood situation deteriorate:
o Call Centre staff to advise telephone enquiries of potential closure of SECC at
short notice.
o Marketing to notify visitors through the Internet, of potential closure of SECC
¾ Take necessary measures to ensure the safety of staff and customers.
¾ Liaise with Director to determine extent of any evacuation.
Protective work shall involve:
Contact emergency services as necessary.
Ensure all Lifts are sent to highest level and electrical power is isolated.
Hire or procure Portable Pumps if possible.
Isolate electrical power to the affected buildings.
Only authorised and competent personnel shall switch off electrical circuits that may
be affected by flooding.
¾ Prepare to sandbag the external doors.
¾ Relocate all portable electrical items to upper floors
¾
¾
¾
¾
¾
Control Room
Control room Supervisor/ Operator shall arrange to:
¾
¾
¾
¾
¾
¾
Evacuate all vehicles to high point.
Properly shut all external doors.
Sandbag all doors and tunnel access points.
In house guards/ stewards to direct vehicles to high points.
Place suitable barriers & signage at Car Park Entrance.
When instructed by the Duty Manager, In house guards/ stewards shall redirect
visitors to non-flooding areas away from SECC.
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11.0 Utilities Failure
The failure of utility external supply to Scottish Exhibition and Conference Centre
(SECC) shall generally deny the fundamental requirements for safe operation of the
building. Cooking, heating, lighting and sanitary services shall all be affected.
Immediate actions as on each utility failure are as follows:
11.1 Electricity
There are three foreseeable power failure options that may affect the SECC, these are:
¾ Complete electrical power failure.
¾ Electrical power dip, resulting in temporary electrical loss of power.
¾ Electrical power failure of SECC equipment.
Control Room Supervisor/ Operator
¾ On experiencing a complete or partial electrical power loss inform ‘on site’
electrician and the Duty Manager.
¾ Await confirmation from the ‘on site’ electrician of the extent of the problem.
¾ Call Scottish Power Fault Report Line on 0845 272 7999.
¾ On instruction from the Duty Manager Control Room shall evacuate the affected
building(s).
Duty Manager
The Duty Manager shall contact the Organiser/Promoter and appraise them of the
circumstances.
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Complete Electrical Power Failure
The likelihood of failure of the main High Voltage incomer to SECC electrical supply is
low. However should this occur it would result in the immediate electrical power loss
to the majority of the site, with the exception being Uninterrupted Power Supply (UPS)
systems. The site has two emergency generators which are located at:
¾ Below the Covered walkway.
¾ Hall 3 – North elevation external.
Both generators require 2 to 3 seconds start up period and supply essential electrical
supply to limited services to the Conference Centre and Exhibition Centre. In addition
to these limited essential supplies, other systems have UPS. These are summarised as
follows:
Conference Centre
Back Stage Doors(1 & 2)
Battery charge(1) – Sound rack room
Level 3
Door Access System(2)
Emergency Lighting(1 & 2)
Laundry Room(1)
Loading Dock Bay door(1)
Exhibition Centre
Fly Tower Safety curtain(1)
Fire Alarm Panels(1 & 2)
Fire Fighting Lift(1) (North & South)
PAVA(2 & 3)
Scenic Lift(1) (North & South)
Smoke Extract panels(1) Levels 3 & 5
Door Access System(2)
Emergency Lighting (Concourse only)
Emergency Lighting (rest of site) (2)
(1 & 2)
Fire Alarm Panels(1 & 2)
North Administration(1)
¾ Essential Sockets (Ground, 1st & 2nd
floors)
¾ IT Equipment - 2nd floor (2 x UPS)
¾ Passenger Lift
PAVA(2 & 3)
Roller Doors 4.1, 4.2 & Concourse roller
door
Control Room(1)
¾ Electrical Sockets
¾ Lighting
¾ Switchrooms
Seminar Suite(1)
¾ Box Office
¾ Emergency Lighting
¾ Passenger Lift - Concourse
Smoke Extract panels(1)
South
Administration
Marketing/
(1)
Sales
¾ Electrical Sockets
¾ Lighting
¾ Passenger Lift
Sprinkler Room(1) – (covered Walkway)
Notes:
1 – Essential Supply via generator.
2 – Battery Supply for up to 3 hours duration.
3 – Fire microphone and evacuation message will operate on power failure.
In summary for the Conference and Exhibition Centre’s Fire Alarm systems shall remain
effective with adequate levels of lighting available for emergency exit only. Total
power failure may require the building to be evacuated until the incoming supply has
been reinstated.
September 2010
Scottish Exhibition + Conference Centre – Guide to Emergency Procedures
Page 27
Electrical Power Dip
A dip in power may (but not always) result in loss of power to various areas of the
building. Should the Low Voltage Sub Station be affected the emergency generator
would supply the services identified above. Temporary loss of electrical power would
result in the Building Management System (BMS), Close Circuit television (CCTV) and
PAVA system requiring rebooting. Control of lighting within the halls would be lost.
SECC electrician shall be required to revert the switchgear in Sub Station Number 4 to
‘Normal’. This process will result in a second temporary loss of power to the BMS,
CCTV and PAVA systems.
Should there be a power dip, the effects on concerts, conferences and exhibitions are
as follows:
Concert - Loss of production equipment. Production shall determine whether the
concert could continue. It may not be necessary to evacuate the building if the house
lights can be ‘brought up’.
Conference – Presentations interrupted due to IT equipment crashing.
should be able to recommence after power supplies have stabilised.
Conference
Exhibition - Loss of lighting within halls. With sodium lights not ‘re-striking for a few
minutes. Should lighting levels be assessed as too low for safe occupancy the hall may
have to be evacuated until power supplies have stabilised.
Electrical Power Failure of SECC Equipment
Unless the electrical power failure is to the main HV incomer or the emergency safety
trip is activated within the main HV switch room it unlikely site electrical power would
be lost.
If any HV Oil Circuit Breakers (OCB’s) trip it will be possible, (in most cases) to close
the bus sectional switches on the Low Voltage (LV) Panel Boards to restore power,
albeit at a lower capacity. This loss of capacity would generally only affect a concert.
Most other events would be able to operate on one transformer. The house electrician
shall assess the situation and advise the Duty Manager.
Note - SECC electricians are not certified and must not re-energise High Voltage
equipment. This must be carried out by R&B Switchgear limited.
September 2010
Scottish Exhibition + Conference Centre – Guide to Emergency Procedures
Page 28
11.2 Gas
Gas supplies to the SECC provide the primary heating source for:
¾ Cooking (natural gas).
¾ Domestic Hot Water (DHW) – Calorifiers.
¾ Heating – Air handling Units (AHU’s) and Boilers.
There are three foreseeable gas failure options that may affect the SECC, these are:
¾ Complete gas failure to the site.
¾ Partial gas failure to the site.
¾ Local gas leak.
Complete/ Partial Gas Failure to the Site
The likelihood of failure of the gas supply to SECC is low. However should this occur it
would affect cooking, DHW and heating capabilities.
Control Room Supervisor/ Operator must inform the ‘on site’ gas service engineer and
the Duty Manager that there is either complete or partial gas failure to the site the site.
The Duty Manager with advice from the ‘on site’ gas service engineer must carry out a
dynamic assessment of the situation to determine whether the building can remain
occupied or is to be evacuated. Several factors are to be considered, these being:
¾
¾
¾
¾
¾
¾
¾
Ambient temperature - external.
Ambient temperature – Internal.
Duration into concert, conference or exhibition
Reinstatement time.
Visitor numbers within the building.
Whether catering cooking services are provided.
Numbers of visitors.
Building temperature and the requirement for natural gas cooking facilities are the prime
factors for concern.
September 2010
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Page 29
Local Gas Leak
The likelihood of failure of the gas supply to SECC is low. Should a member of staff
discover a leak the following actions must be carried out:
¾ Where it is safe to do so isolate the source of the gas leak.
¾ ‘Do not switch on or off any electrical equipment in locations local to the gas leak
(i.e. if you can smell gas), as this may create a spark and subsequent explosion.
¾ Notify all persons within the area, evacuate the immediate area.
¾ Contact Control Room (Ext. 290).
¾ Deny access by others into the area of the leak.
¾ If the leak has been isolated, open doors and windows to allow gas to dissipate.
Control Room Supervisor/ Operator
¾ Inform ‘on site’ gas service engineer and the Duty Manager.
¾ Control Room must broadcast a general ‘all stations’ radio message stating that a
“Code 3” (Gas Leak) is in progress.
¾ Await confirmation from the ‘on site’ gas service engineer that there is an
immediate risk of explosion resulting from the gas leak
¾ Call Transco 0800 111 999
¾ On instruction from the Duty Manager Control Room shall either evacuate the
immediate area of the gas leak or the affected building.
Building Services
¾ ‘Do not switch off electrical equipment in locations local to the gas leak (i.e. if you
can smell gas) as this may create a spark and subsequent explosion’.
¾ If possible switch off electrical circuits in the Switch Room that is remote from and
powers the affected area.
¾ Assess the impact on operation and advise the Duty Manager.
September 2010
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11.3 Water
SECC is provided with a potable (drinking) water cold main supply. This is supplied
directly to drinking water outlets and catering outlets. It also indirectly supplies via
multiple Cold Water Storage Tanks (CWST’s) several toilet areas and via a single Wet
Sprinkler CWST, supplies internal fire fighting systems, i.e. sprinklers and hose reels.
CWST’s are located throughout the site; however they should be considered as
providing short-term supply only.
Water is used at the SECC for:
¾
¾
¾
¾
¾
¾
¾
¾
Cooking.
Cleaning – Surfaces.
Drinking.
Fire Fighting – Fire Hose reels and Hydrants.
Food Preparation.
Washing - Domestic Hot Water (DHW) – Calorifiers.
Washing – Cold water.
Sanitary – Flushing of urinals and Water Closets (WC’s).
Control Room Supervisor/ Operator
¾ Inform duty plumber on notification of low water levels within potable outlets or
CWST’s.
¾ Inform the Duty Manager.
¾ Await confirmation from the duty plumber that a problem exists.
¾ On instruction from the Duty Plumber call West of Scotland Water 0800 731 0840.
¾ Duty manager shall assess the impact on operation in liaison with the duty plumber.
The likelihood of failure of water supplies to SECC is low. However should this occur it
would result in the loss of basic human health requirements. Should this occur an
assessment of the situation must be conducted with a number of factors to be
considered, these being:
¾
¾
¾
¾
¾
Duration into concert, conference or exhibition.
Reinstatement time.
Visitor numbers within the building.
Whether catering cooking services are provided.
Numbers of visitors.
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12.0 Responsibilities
Control Room Supervisor/ Operator (Control Room)
The Control Room Supervisor/ Operator have the following responsibilities:
¾ To adhere to the site procedures relating to an emergency.
¾ To decide whether or not the emergency is of a nature which has to be brought to
the attention of SECC Management.
¾ To take initial control should an emergency occur if there is no Duty Manager on
site.
¾ To arrange for a Duty Manager, other SECC staff, or contractors to attend to the
matter.
¾ To enforce communication procedures relating to an emergency.
¾ To be a first point of contact for organisers, promoters or other clients and visitors
who wish assistance or when someone has a complaint to register.
¾ To communicate with emergency services.
Concert Promoters and Exhibition Organisers
Concert Promoters and Exhibition Organisers have he following responsibilities:
¾ To comply with instructions from the Duty Manager/ Front of House Manager/
Control Room staff.
¾ To inform SECC Duty Manager/ Front of House Manager of any staff who may
require assistance in an evacuation.
¾ To relay relevant health and safety information to their staff relating to this Guide.
¾ To assist with the evacuation of members of the public as required.
Duty Manager/ Front of House Manager
The Duty Manager has the following responsibilities:
If required, to take control of a situation should an emergency occur.
To act as evacuation controller during emergency evacuations.
To decide on necessary actions for disruptive contractors/visitors.
To ensure the site procedures relating to emergencies are followed.
To investigate serious accidents on site.
To liaise with organisers, promoters or other clients and visitors who wish
assistance or when someone has a complaint to register.
¾ To liaise with emergency services.
¾
¾
¾
¾
¾
¾
September 2010
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Company Spokesperson
The Company Spokesperson has the following responsibilities:
¾ To liaise with the Duty Manager/ Front of House Manager/ Control Room staff and
establish the facts of the situation.
¾ To provide support to SECC site staff.
¾ To arrange for selected SECC staff from the emergency call out list to be contacted.
¾ To arrange a suitable location for the presentation of statements to the media.
¾ To prepare and deliver media statements.
¾ To liaise with senior SECC Management to brief them on the situation.
13.0 Review
The Safety, Health and Environmental Manager shall review this guide annually or when
significant changes occur.
September 2010
Scottish Exhibition + Conference Centre – Guide to Emergency Procedures
SECTION 14.0 – SECC Building Footprint
September 2010
Page 33
Scottish Exhibition + Conference Centre – Guide to Emergency Procedures
SECTION 15.0 – SECC Infrastructure
September 2010
Page 34