Exhibition Manual EXHIBITOR MANUAL 1 Contents Table of Contents CONTACS ................................................................................................................................................................................... .3 CONFERENCE VENUE .................................................................................................................................................................. 4 DEADLINES ................................................................................................................................................................................. 5 OTHER DEADLINES...................................................................................................................................................................... 6 EXHIBITION ................................................................................................................................................................................ 7 EXHIBITION FLOOR PLAN ........................................................................................................................................................... 8 EXHIBITION TIMETABLES ........................................................................................................................................................... 9 TABLE TOP STANDS ...................................................................................................................................................................10 RAW SPACE ...............................................................................................................................................................................11 AUDIO VISUAL EQUIPMENT AND EXHIBITION FURNITURE ORDERING ......................................................................................12 GENERAL EXHIBITION GUIDELINES ............................................................................................................................................13 SCIENTIFIC PROGRAMME ..........................................................................................................................................................15 REGISTRATION AND ADCCOMMOCATION .................................................................................................................................16 FREIGHT FORWARDING AND SHIPPING ....................................................................................................................................17 TERMS AND CONDITIONS ..........................................................................................................................................................21 FORM: EXHIBITION CONTACT DETAILS ......................................................................................................................................25 FORM: EXHIBITION FURNITURE ORDER FORM ..........................................................................................................................26 FORM: EXHIBITION AV ..............................................................................................................................................................28 FORM: EXHIBITOR RISK ASSESMENT .........................................................................................................................................30 FORM: FREIGHT FORWARDING .................................................................................................................................................31 FORM: METHOD STATEMENT (RAW BUILDS ONLY) ...................................................................................................................32 2 Contacts Conference Organisers, Registration, Exhibition & Sponsorship, Housing Reservations Combined EPC & IAP Meeting 2014 C/o MCI UK Ltd Durford Mill Petersfield Hampshire GU31 5AZ Phone: +44 (0) 845 850 9312 Fax: +44 (0) 1730 715 291 Email : [email protected] Website: www.epc2014.co.uk Follow us on Twitter @EPCANDIAP2014 #EPC2014 Conference Venue The University of Southampton University Road Southampton Hampshire SO17 1BJ Tel: +44 (0) 23 8059 5000 Web: www.southampton.ac.uk 3 Conference venue The University of Southampton By Air Southampton Airport www.southamptonairport.com is situated on the outskirts of the city close to the M27 and M3 motorways. There are regular flights to and from over 40 destinations in Europe. The airport has its own railway station: Five trains an hour leave for Southampton Central station in the peak part of the day with a journey time of as little as seven minutes. The Unilink bus service U1 goes directly from the Airport to the conference venue (15 minutes) and the city centre hotels (35 minutes). Long haul travellers may find it convenient to travel via Amsterdam or Paris, rather than to London with a longer ground transfer. All London airports have direct coach links to Southampton (Heathrow one hour, Gatwick two hours) and we plan to offer a complimentary coach service at the beginning and end of the meeting to and from London Stansted, airport where many budget airline flights arrive from Europe. By Rail Southampton has a fast mainline service to central London. There are two trains every hour (journey 65-70 minutes) from the Central and Airport stations. From London airports, the coach service is more direct. By Sea Cross channel ferry services by Brittany Ferries and LD Lines operate out of the nearby port of Portsmouth offering fast and regular crossings from France. There are very frequent ferries from France and Belgium to Dover, which is about 2.5 hours’ drive on the M20/M25/M3 motorways. By Road From the North: London and the Home Counties, the M3, M27 and A34 provide fast, direct road links into the heart of the city. The A36 is the major route from the West Country, Bristol and Wales. From the East: follow the A27/M27. Leave the M27 at Junction 3 on the M271 and follow signs to the city centre. The main hotels are in the West Quay area. Travel in Southampton Southampton has a good public transport bus system to help you get around the city and further afield. Unilink services U1 and U2 run frequently between the conference hotels and the venue. 4 Deadlines Registration deadlines Deadline for exhibitors / sponsors to submit names: Wednesday 30 May 2014 Early Bird registration deadline: Thursday 2 April 2014 Advance registration deadline: Thursday 19 June 2014 Onsite registration opens: Tuesday 24 June 2014 Sponsors and exhibitors will be contacted individually on how to register attendees for the conference and the number of exhibitor passes / complimentary registrations they are entitled to. If you have any queries concerning the registration procedure please contact the conference secretariat at [email protected] Print & delivery deadlines The following is a summary of the print & delivery deadlines, please adhere to the below dates and contact the conference secretariat with any further queries. Deadline date Exhibitor and sponsor key documents Monday 3 February Submit company logo for lanyards (if this is part of your sponsorship package) Product adverts for inclusion in the conference programme required (if included in the sponsorship package) All AV orders must be complete and sent onto the conference organisers along with the payment details Submit electronic proof of your flyer for the future meetings table (if agreed with the conference organisers) Proofs for delegate bag inserts to be sent to congress secretariat electronically for approval Wednesday 2 April 2014 Friday 4 April 2014 Monday 5 May 2014 Monday 12 May 2014 Monday 19 May 2014 Wednesday 28 May 2014 Friday 13 June 2014 Monday 16 June 2014 Submit logo for signage (if this is part of your sponsorship package) Exhibitors must submit the exhibitor / sponsor contact details form, risk assessment and method statement Full set of detailed drawings of stand design (raw builds only) Company logo and name as you wish it to appear in the conference programme, abstract book and on the website, along with the web address of the landing page you wish us to hyper-link All furniture orders must be complete and sent onto the furniture provider along with the payment details All group registrations to be finalised with the conference secretariat IT IS VERY IMPORTANT THAT YOU MEET THESE DEADLINES TO ENSURE YOUR COMPANY IS FULLY REPRESENTED IN LINE WITH YOUR SPONSORSHIP PACKAGE 5 Other deadlines Official signage If your logo is appearing on any signage, we require your logo electronically in high resolution PDF or EPS format no later than Monday 12 May 2014. The conference secretariat will produce all relevant event signage. Website Upon confirmation of your sponsorship booking, we require your logo electronically in high resolution PDF or EPS format as soon as possible so that you can receive all the benefits of this advertisement. The conference website is periodically updated. We will also require the web address of the landing page you wish us to hyper-link from the company logo. Conference lanyard We require your full company name and logo electronically in high resolution PDF or EPS format no later than Monday 3 February 2014. The conference secretariat will be responsible for the design and production of badges, badge pouches and lanyards. Should your company wish to provide lanyards, please discuss with the conference secretariat. Insert in conference bag Please provide a minimum of 750 delegate bag inserts. The inserts must be finished or folded to no bigger than A4. The sponsor is responsible for the production and delivery of the inserts to Southampton University by Friday 20 June 2014. Please contact our freight forwarding company to arrange delivery using the details on page 17 Programme advert insert specifications Size: A5 Portrait. Please supply a PDF file, with crops and bleed if required, CMYK with no spot colours, font embedded with images no less than 300dpi at print size – OR JPEG file, with crops and bleed if required, CMYK and a minimum of 300dpi resolution with compression set to high / maximum. We require an electronic proof by Wednesday 2 April 2014. Future meetings table Please provide a maximum of 500 copies to display on the future meetings table. We require an electronic proof of your flyer no later than Monday 5 May 2014 for approval by EPC and IAP. Once approved the sponsor is responsible for the production and delivery of the inserts. Please contact our freight forwarding company to arrange delivery using the details on page 17 IT IS VERY IMPORTANT THAT YOU MEET THESE DEADLINES TO ENSURE YOUR COMPANY IS FULLY REPRESENTED IN LINE WITH YOUR SPONSORSHIP PACKAGE 6 Exhibition The exhibition will take place in the Garden Court and Hartley Suite which is located within the Staff Social Centre, building number 40. Due to all exhibitors being allocated raw space or table top booths, structures must not exceed the maximum build height at 2.5 metres. Please be aware that due to the build time, it is not possible for exhibitors to utilise any hanging points that may be available within the exhibit space. All exhibit elements / components must be kept within the purchased / marked out exhibit floor space boundary, unless special permission has been granted by EPC and IAP. All exhibitors are responsible for the organising the delivery and collection of their own collaterals through our freight forwarding company. Upon vacating the exhibition hall, please do not leave any materials. Cleaning surcharges will be levied to any exhibitor who does not adhere to this policy. Contact details All exhibitors are requested to provide onsite contact details to the conference organisers (MCI UK Ltd) using the Exhibitor / Table Top Booth Exhibition Contact Details Form (see page 21) no later than Monday 26 May 2014. 7 Exhibition Floor Plan 8 Exhibition Timetable Raw Space and Table Top Booths Exhibitors will have access to the exhibit floor during the following times: Exhibit Installation and Dismantle Times Date Opens Closes Raw Space Tuesday 24 June 2014 9:00 18:00 Table Booths Tuesday 24 June 2014 14:00 18:00 Dismantle Times Friday 27 June 16:00 21:00 Exhibit Opening and Closing Times* Date Opens Closes Wednesday 25 June 2014 09:00 18:00 Thursday 26 June 2014 09:00 18:00 Friday 27 June 2014 09:00 16:00 *All exhibitors will have access to the exhibit floor 30 minutes prior to the exhibit floor opening Please note that all stands must be completed by 18:00 on Tuesday 24 June 2014. Any excess products and packaging materials must be removed by this time or an additional charge will be made. Please will ALL exhibitors whether using our services or otherwise register their deliveries with us in advance. Upon receipt of your delivery requirements we will issue details of the advance truck holding area, together with your booking reference and unloading time slot. For further information please see Shipping Instructions and Handling Tariff (see pages 17). 9 Table Top Stands Please remember to submit your company name by the allotted deadline of Wednesday 28 May 2014, via the Exhibition Contact Details Form (see page 21). Please do not leave any goods or equipment in your table booth area. The organisers cannot be held responsible for the loss of exhibits. All table booth materials must be cleared by 18:00 on Friday 27 June 2014 or additional charges may be imposed. Visual Stand Type Detail Area W: 2m x L: 2m Area for pop up banners (2 maximum) W: 2m x L: 0.5m, Max height H: 2.5m Lighting Room lighting Power 1 x 4 way socket Materials Handling excluded from price *Please note the above does not directly reflect the table you will have onsite; this is a mock up drawing to show the sizes (actual table is without side panels). **Please note the conference organisers have the right to ask you to remove any equipment or branding they deem is inappropriate for the size of your stand. 10 Raw Space All raw build stands are allocated on a space only basis. This means that no stand services are included. All raw build stands must complete and submit the following documentation:  A completed Exhibitor / Sponsor Registration and Contact Details Form (see page 21), including full details of your stand contractor  A completed Exhibition Risk Assessment Form (see page 25) and Method Statement (see pages 26)  A full set of detailed stand drawings must be submitted (including structural calculations / load weightings where appropriate), preferably electronically This documentation must be submitted to the Organisers (MCI UK Ltd) by Monday 19 May 2014. Build Height Maximum constructible build height is set at 2.50m* No hanging devices from the ceiling (i.e. banners) are permitted. The entire exhibit must be self-standing. Use of Rented Space & Height Limitation The use and branding of rented space may not exceed the rented surface and space in three dimensions. The height limitation as communicated here above must be respected both for physical and visual devices (e.g. lasers, gobos, etc.). Stand Transparency For Island and Peninsular raw space stands, the line of sight through the stand must be possible from aisle to aisle for at least 30% of the stand width when viewed from each open side. Adjacent Stands The wall height between adjacent stands should not exceed 2.5m. It is the exhibiting companies’ responsibility to build its own adjacent wall. All raw space stands must be neatly finished/closed on top. Dismantling Exhibition stands and structures can be dismantled between 16:00 – 21:00 hours on Friday 27 June. Under no circumstances should you commence breakdown prior to this time, nor before all delegates have left the exhibition hall. Please do not leave any goods or equipment on the stand. The organisers cannot be held responsible for any loss or an additional cost may be imposed. All goods must be cleared by 21:00 on Friday 27 June. If you have any questions or concerns regarding any details outlined in these regulations and the impact they have on your stand then please contact the conference organisers (MCI UK Ltd). 11 Audio Visual Equipment Exhibitors who wish to enhance their space can order audio visual equipment from the conference organisers: C/o MCI UK Ltd Durford Mill Petersfield Hampshire GU31 5AZ Phone: +44 (0) 845 850 9312 Fax: +44 (0) 1730 715 291 Email : [email protected] Please use the Exhibition AV Order Form (see page 24) to order extra equipment. All ordering, payment and logistics should be coordinated through the conference organisers Exhibition Furniture Ordering All furniture enquiries for exhibition stands can be requested directly from the preferred partner for Exhibition services using the Exhibition Furniture Order Form (see page 22); this will be subject to an additional cost based upon requirements. Our preferred partner is: Xhibit Solutions Ltd Unit 10 Hall Court Farm Ripe Lewes BN8 6AY T: +44 (0) 1323 811406 F: +44 (0) 1323 811416 Email: [email protected] All ordering, payment and logistics should be coordinated directly with the preferred partner. 12 General Exhibition Guidelines Audio Visual All audio visual enquiries for exhibition stands can be requested directly from the preferred partner for Audio Visual services via the Exhibition AV Order Form (see page 24); this will be subject to an additional cost based upon requirements. All ordering, payment and logistics should be coordinated directly with the preferred partner. Noise Exhibitors may not produce noise and / or use amplification of music and / or voice which may be heard outside the space assigned to the exhibitors, or which may interfere with or be felt objectionable to attendees or other exhibitors unless authorised to do so by the conference organisers. The volume level must not exceed 70dB (A) at the boundaries of the stand. The organisers reserve the right to require exhibitors to discontinue any such activity. Live presentations at the stand are not permitted without prior approval from the organisers. Stand Activities “Meet the Expert” sessions or press briefings at the stand are not allowed during the official scientific programme. A round table for a maximum of eight participants during coffee breaks is accepted. A request to hold such sessions must be submitted to the conference organisers (MCI UK ltd) for approval. Deliveries Please refer to the Freight Forwarding and Shipping section of this document for further instruction. Dismantling Please refer to the Exhibition Timetable section of this document for further instruction. Internet Wifi access will be available throughout the venue - you will be issued with a password at the registration desk. Insurance The sponsor and exhibitor must arrange a public liability insurance policy providing cover for any / all loss / damage caused to third parties for which it is liable (including all regular and temporary staff). The policy shall include a ‘rental risks’ clause to cover loss, theft, damage to all / any equipment that it is the custodian. Upon request, the organiser will be provided with copies of such policies. Responsibilities As an exhibitor, you must ensure the health, safety and welfare of your employees, contractors and visitors as far as is reasonably practicable throughout the exhibition. You should ensure that your actions (or inactions) do not give rise to accidents, injuries or unsafe working environments; you should provide proper information, instruction and training and supervise all parties throughout the event. You should also check that any contractors, suppliers, agents, etc. which you may have contracted have a Health and Safety Policy, applicable to the exhibition environment. 13 The conference organisers (MCI UK Ltd) wish to stress the importance of a CONSTANT CHECK being made on the contents of your exhibit stand to see that no unidentified package, case or bag has been left unattended. In any case of doubt, the article should not be handled and you should inform a member of the conference organisers (MCI UK Ltd) or a member of the convention centre staff. Risk assessment We would always recommend that you complete your own risk assessment before you go onsite. Any exhibitor who is constructing a raw space stand must complete the Exhibitors Risk Assessment Form (see page 25) and provide detailed structural drawings of the stand to the Meeting Organisers (MCI UK Ltd) by Friday 30 May 2014. Shell scheme exhibitors are covered under the contractor’s documentation. Storage All enquiries should be sent to the preferred partner for Freight Forwarding and Shipping; this will be subject to an additional cost based upon requirements. All ordering, payment and logistics should be coordinated directly; please refer to the Shipping Instructions and Handling and Forwarding tariff (see page 17), for further instruction. Security For security reasons, exhibitors are advised to remove all valuable items immediately upon closure of the event and not leave their stand unattended until all such items are clear. EPC & IAP cannot be held responsible for any items that go missing during the conference. Vehicle access All exhibitors whether using our services or otherwise register their deliveries with us in advance. Upon receipt of your delivery requirements we will issue details of the advance truck holding area, together with your booking reference and unloading time slot. For further information please see freight forwarding and shipping (see page 17) 14 Scientific Programme *All times above are subject to change Please view the conference website for further developments and details: www.epc2014.co.uk 15 Registration & accommodation Registration deadlines Early bird registration deadline: Wednesday 02 April 2014 Advance registration deadline: Thursday 19 June 2014 Onsite registration opens: Tuesday 24 June 2014 Sponsors and exhibitors will be contacted individually on how to register attendees for the conference and the number of exhibitor passes / complimentary registrations they are entitled to. If you have any queries concerning the registration procedure please contact the conference secretariat at [email protected] Accommodation MCI have reserved a number of rooms in hotels close to the University of Southampton and will be offering delegates discounted rates for conference participants. Accommodation can booked through the online booking portal at www.epc2014.co.uk/housing If you have any queries regarding accommodation please contact the EPC and IAP conference organisers at [email protected] 16 Freight Forwarding and Shipping Instructions Contact Details Your contacts at GT Exhibitions Ltd. for this event are Matt Cross and Steve Andrews, both can be contacted on tel. +44 (0)1376 567567 or via email: Matt Cross - [email protected] Steve Andrews – [email protected] They will be happy to assist you with any questions you have regarding shipping items to the event. We strongly recommend that anyone wishing to ship items from outside the EU contact us in advance to discuss the best method of shipping. Introduction/important information The event takes place at Southampton University in the UK from the 24th-28th June 2014. If you require our assistance to unload your items from your vehicle and deliver them directly to your stand, please complete our order form and tick box 4 (Page31). Please make sure the order form is returned to us by the 2nd June 2014 as requested. Please note, if you do not require our assistance for unloading you should have a member of staff on-site to receive and sign for the goods. The organiser nor the venue can sign for goods on your behalf. Alternatively goods can be sent to our advance warehouse (address is shown below in paragraph 3a). We will transfer the goods to Southampton University and deliver them to your stand. You are not required to be present during delivery if you choose this option. For any International exhibitors wishing to send goods by air we can arrange Customs clearance (if necessary) and transport from the airport to our advance warehouse, details of consignee address for the airway bill can be found in paragraph 3c. If you are using this service, please pass this information onto your freight forwarder. Any participants sending goods directly to the venue or to the advance warehouse, from outside the EU, should ensure their courier/freight forwarder can Customs clear the goods into the U.K. Any shipments that get stuck in UK Customs that require our assistance will be charged accordingly. Shipping addresses and arrival dates Advance warehouse shipments - all shipments must be sent to the following address, to arrive latest Thursday 19 June: GT Exhibitions Ltd. 25-27 Blackwell Drive, Springwood Industrial Estate Braintree, Essex CM7 2PU,UK 17 Attn. Matt Cross / Tel. +44 (0) 1376 567567 For: Combined EPC & IAP Meeting 2014 / Exhibitor name & Stand No. It is important that both the paperwork and freight clearly show Combined EPC & IAP Meeting 2014 – Southampton University, Southampton, exhibitor name & stand no. Shipments direct to / from the venue - Shipments sent directly to, or collected directly from, the venue must only arrive during the official move-in / breakdown times, which are: Move – in: Breakdown: Tuesday 24 June 2014, between 0800 and 1800hrs Friday 27 June 2014, between 1800 and 2100 hrs The full delivery / collection address of the venue is: University of Southampton Building 40 Garden Court The Crescent University Road Hampshire. SO17 1BJ The driver should be aware of the exhibitor name & stand no. they are delivering on behalf of. It is very important that if any individual item weighs more than 30 kgs then delivery should be made to the venue ON A TAIL-LIFT VEHICLE. Please complete your shipment details on our order form and return to us by the date stated so we can make provision for correct equipment being available for unloading your vehicle / delivering to your stand if required. Airfreight shipments - Airfreight shipments must be sent to London Heathrow Airport only, no later than the 13th June, with the master airway bill consigned to: Expeditors International (UK) Limited, 1 Ascot Road, Bedfont, Middlesex TW14 8QH Notify Party: GT Exhibitions Ltd., for Combined EPC & IAP Meeting 2014 Exhibitor Name & Stand No. Any shipments arriving before or after the above dates will be subject to additional charges. 18 Pre-alert/ documentation Once your goods have been despatched, if you require any of our services please let us have a short pre-alert with details of the number of pieces, weight and volume being sent. Please also advise the name of the courier/freight forwarder used, estimated date of arrival and any tracking numbers. For shipments sent to Heathrow Airport, please let us have a copy airway bill prior to arrival and for non-EU shipments a copy of the commercial invoice/packing list in English, with a full description of the contents, quantities, values and HS Customs tariff codes. All pre-alerts should be emailed to [email protected]. Failure to pre-advise us of your shipment means we are unaware it exists and cannot be held responsible for non/late delivery. Packing restrictions and markings Due to limited access, and limited unloading and handling facilities at the venue, please let us know well in advance if you have any unusually heavy, or large dimensioned cargo, so that we can assess the handling requirements of your shipment. All packages should be clearly marked as follows: Exhibitor Name C/o Combined EPC & IAP Meeting 2014 Southampton University Southampton Stand No.____ And marked 1 of _ ,2 of _ , etc. Labels will be available on-site for any return shipments. Empty case storage Due to fire risk, it is forbidden to store your empty packages behind your stand. We can arrange to take away your empty materials, store them and return them at the close of the event. We will issue you with labels to place onto your boxes, once they are empty. You should clearly write your Company name and stand no. on the labels to ensure no problems in returning your boxes to you. The empty cases will be returned to you as quickly as possible at the close of the show. Insurance The handling of goods is carried out at the exhibitor/contractor’s risk. We, therefore strongly recommend that all exhibitors arrange insurance cover to include transit to and from the exhibition, whilst on display and in storage. 19 Payment Unless agreed in advance payment for all services must be made prior to, or during the show. We accept three methods of payment, which are: i. Bank Transfer - Bank details can be sent on request. ii. Credit Card - We can accept payment by credit card. Please inform us of card details in advance. Credit card transactions are subject to a 4% fee. iii. Cash – All major currencies accepted. All work carried out according to our standard trading conditions, which can be supplied on request. GT Exhibitions Ltd. GT House 25-27 Blackwell Drive Springwood Industrial Estate Braintree Essex CM7 2PU United Kingdom Tel. +44 (0)1376 567567 Fax +44 (0)1376 335034 [email protected] www.gtexhibitions.com 20 Terms & Conditions 1. EXHIBITION DATES Please note that the live exhibition dates are Wednesday 25 June, Thursday 26 June and Friday 27 June, with a set up day on Tuesday 24 June. Please note breakdown will be after 16:00 on Friday 27 June 2014. 2. INDUSTRY PROSPECTUS This document provides the list of sponsorship and exhibition opportunities available to purchase along with featured, specific inclusions and entitlements. Please visit the conference website to download the prospectus www.epc2014.co.uk/exhibitors-and-sponsors 3. ACCEPTANCE OF GENERAL TERMS Those wishing to participate as a sponsor or exhibitor unreservedly accept, and undertake to comply with these general terms. The event organiser reserves the right to give notice should any new provisions, circumstances or changes in the interest of the event occur. 4. LETTER OF COMMITMENT If you would like to be a sponsor or exhibitor, please complete and return the booking form by email to the congress organisers at [email protected]. Emailed copies must be a scanned version of the signed original. Upon receipt of the completed booking form, MCI UK Ltd will then proceed to issue your company the necessary offer letter and invoice with full payment instructions. 5. PAYMENT 50% of the entire sponsorship and / or exhibition money is to be paid to MCI UK Ltd in order to secure the opportunity, no later than 30 days from receipt of the official invoice. In the event of failure to pay within the payment terms, the organiser reserves the right to terminate the reservation at any time with immediate effect and without formalities. Full payment of sponsorship monies due must be made in advance of the conference. Failure to do so will result in the sponsor being denied access to the conference. If a sponsor pays registration fees for invited participants, these fees cannot be offset against the sponsorship amount; this applies to all categories of sponsoring partners. Registration fees must be paid separately in all cases. 6. CANCELLATION POLICY We will consider a booking form as confirmation of your commitment and all cancellations must be detailed in writing to the Conference Secretariat. Upon receipt of a booking form, the sponsors / exhibitors will become liable to the organising committee for the amount committed as follows: For cancellations made: Up to and including 75 days 10% of the total package cost will be retained Up to and including 50 days 50% of the total package cost will be retained After 25 days 100% of the total package cost will be retained 21 7. RE-ASSIGNMENT The commitment from a sponsor or exhibitor is non-transferrable to any other organisation without prior written consent by the organiser. No booking or space confirmed is permitted to be re-assigned or sub-let in any manner. It is not permitted for more than one organisation to share a booth space without prior consent from the organiser. 8. DAMAGE Sponsors and exhibitors shall leave the space and hired equipment in the same condition that it was found in and will be liable for any damage caused as a result of their actions, facilities and decoration. 9. DISTRIBUTION OF MATERIALS Any distribution of advertising materials, corporate leaflets, invitations or flyers may only be carried out from the exhibitors stand unless previously agreed with the conference organiser. 10. EXHIBITION PLAN The exhibition floor plan and the session schedules are compiled by the organiser which attributes the spaces on a first-come, first-served basis and takes into account insofar as possible, the preferences expressed by the sponsors and exhibitors (The organiser reserves the right to change the exhibition floor plan and the session schedules at any time; the sponsors and exhibitors waiving entitlement to make any claim in this respect and undertaking to comply with the decisions taken.) 11. NON OCCUPANCY The allocated exhibition spaces must be occupied by the sponsor or exhibitor at all times during the conference opening hours and the exhibition session schedule published. Failing this, the spaces will be deemed available and may be otherwise attributed without the defaulting exhibitor being entitled to claim any form of indemnity or repayment. 12. LIABILITY FOR LOSS OR THEFT Exhibitors, sponsors and participants are responsible for all equipment for which they are the custodians and, in particular, for the equipment which they are renting and which is present on their stand. The organiser does not accept any liability for loss, theft or damage to the equipment for which the participant is the custodian. The participant shall directly arrange specific insurance in this respect. 13. PRIORITISATION In the event that more than one company is interested in sponsoring an item, the date on which we receive the booking form will decide on item assignment and will be based on a first-come, first-served basis. 14. UNSCHEDULED MEETINGS AND EVENTS During the event, no participant, sponsor or exhibitor may organise, attend or favour meetings, gatherings or any other events, which shall not have been reported to and approved by the organising committee beforehand. 15. INTELLECTUAL PROPERTY Unless otherwise provided for in writing, the copyright and other intellectual property rights held over all the organiser’s offers, publications and other products or services shall remain its property. Any rights which may be granted by the organiser are destined for the participant’s sole use and may not be assigned, transferred or granted under sub-licences without the organiser’s prior agreement. Granted rights shall be non-exclusive. The participant shall not acquire any intellectual property rights over the services and products offered by the organiser. 22 16. TRADEMARKS AND LOGOS The sponsors and exhibitors shall be personally responsible for any authorisations relating to copyright or related rights, originating from the elements of any nature whatsoever which it provides or uses during the event. It shall hold the organiser harmless with regard to any action in this respect. Moreover, the participant hereby expressly authorises the organiser to use the candidate’s trademarks and logos within the strict framework of the event for its organisation and promotion. 17. INSURANCE The sponsor and exhibitor must arrange a public liability insurance policy providing cover for any / all loss / damage caused to third parties for which it is liable (including all regular and temporary staff). The policy shall include a ‘rental risks’ clause to cover loss, theft, damage to all / any equipment that it is the custodian. Upon request, the organiser will be provided with copies of such policies. 18. FORCE MAJEURE In the event that the congress does not take place owing to an event of force majeure, the participants undertake not to claim any indemnity from the organisers. The amounts still available following payment of all the expenses incurred shall be distributed to the participants on a pro-rata basis of the amounts paid. 19. EXCLUSION OF LIABILITY The organiser may not be held liable for the conference attracting a lower than expected number of participants or for any lack of interest in the event as a whole. 20. DISPUTES This contractual relationship is governed by the English Commercial Court, a sub-division of the Queen's Bench Division of the High Court of Justice. In the event of a dispute, the English Commercial Court shall have sole jurisdiction. 21. FUTURE EVENTS We reserve the right to contact you with information on future events to gain your involvement and market similar events. 22. CONTRIBUTION The sponsor / exhibitor agrees that a copy of these terms and conditions will be shared and adhered to by all contributors within their organisation involved in the preparation, organisation and execution of the event. 23 24 Form: Exhibition Contact Details TO BE COMPLETED AND RETURNED NO LATER THAN MONDAY 19 MAY 2014 Telephone: +44 (0) 845 850 9312 | Email: [email protected] EXHIBITION CONTACT DETAILS COMPANY Name Address Town/City Postal Code Country State/Province Telephone Fax VAT Number KEY CONTACT Name Telephone Mobile Email STAND Number COMPANY NAME 25 26 Form: Furniture Order Form – Available Items Chrome Frame Chair with BLUE Upholstered Seat & Back Aluminum Bistro Style Round Table Chrome Frame Chair with GREY Upholstered Seat & Back Aluminum Round Bar Table Aluminum Bistro Style Chair Bar Stool with Black Faux Leather Seat - Chrome leg & base Black A4 Literature Stand Zigzag Literature Stand 27 Form: Exhibition AV TO BE COMPLETED AND RETURNED NO LATER THAN BY FRIDAY 4 APRIL 2014 Telephone: +44 (0) 845 850 9312 | Email: [email protected] EXHIBITION ORDER FORM REQUIREMENTS CODE ITEM PRICE (£) for duration of event QTY (4 days) TOTAL AV Equipment 01 Plasma Screen 32” on a stand 470.00 02 Plasma Screen 42” on a stand 510.00 03 LED 3D Screen 60” on a stand 610.00 04 DVD Player 224.00 05 laptop (including MS office 2010) 560.00 06 Black / White printer 812.00 FULL amount will be charged for cancellations received after 31-May, 2014 *All prices quoted are for the duration of the conference and exclude VAT      TOTAL + VAT @ 20 % GRAND TOTAL Orders must be faxed or emailed directly to the official contractor All orders must be accompanied with full payment. You will be invoiced within seven days of receipt of your order Orders without full remittance will not be accepted An administration fee of 50% of the total amount will be charged if the order is cancelled within 14 days before the show opens. No refund will be made for on-site cancellation All items ordered are on a rental basis and exhibitors are liable for any damages or loss incurred 28 Form: Exhibition AV -Continued Full payment should be received before the relevant deadline. To facilitate processing, exhibitors should clearly indicate in all remittances their name, address and the purpose for which the payment is made. Either of the following means can be used for payment: Credit Card Eurocard/Mastercard credit or debit cards and Visa cards will be accepted. Please fill in your full credit card details in the table below. Please note we do not accept American Express. MCI UK LTD CREDIT CARD PAYMENT FORM By signing below, I / We authorize MCI UK Ltd to charge the following Credit Card the amount of £ _________ PAYMENT ( ) Master Card CARD DETAILS Expiration Date ( ) Visa / (MM/YY) Card Number Verification Code / / (a 3 digit # on the signature line of the card) Name on Card BILLING ADDRESS Address Town/City State/Province Postal Code Country SIGNATURE Cardholder’s Signature Please note that your credit card statement will show that the payment has been taken by MCI UK Ltd. Bank Transfer Please use the following information for your bank transfer, made payable to MCI UK Ltd. BANK TRANSFER DETAILS BANK ACCOUNT Name NatWest Bank Address Petersfield Branch Town/City 4 High Street, Petersfield, Hampshire Postal Code GU32 3JF Country UK Name MCI UK Limited Number 80099505 Sort Code 60-16-26 Swift Code NWBKGB2L IBAN GB21NWBK60162680099505 29 Form: Exhibitor Risk Assessment TO BE COMPLETE AND RETURNED NO LATER THAN MONDAY 19 MAY 2014 Telephone: +44 (0) 845 850 9312 | Email: [email protected] Please complete the form below using each row for a different hazard or risk. The first row contains some guidance notes to help you. EXHIBITOR RISK ASSESSMENT FORM STAND COMPANY KEY CONTACT # 0 Number Name Name Telephone Mobile Email HAZARD Description Effect At risk Describe all hazards, using a different row for each hazard or risk. Describe all effects that may be realised if hazard was to occur. Slips, trips, falls, sprains RISK CONTROL MEASURES Name all types of persons at risk. Low, Medium or High Describe fully all control measures applicable for each hazard. All controls must reduce risk. Employees Low All persons trained in correct manual handling method prior to working on site. Correct PPE to be issued Example: Manual Handling 1 2 3 30 Form: Freight Handling Services Order Form EXHIBITOR NAME__________________________________________________STAND No. _____________ ADDRESS______________________________________________________________________________ VAT No. (EU exhibitors only)_______________________CONTACT PERSON _________________________ Tel. No. ______________________ Fax No. ___________________e-mail ________________________ Please select the service booking below: 1. DOOR TO DOOR SERVICE 2. FROM ARRIVAL AIRPORT TO STAND GT’s nominated agent in your Country will arrange pick up from your premises and deliver through to stand. Upon receiving this we will ask our agent to make contact with you. 3. FROM ADVANCE WAREHOUSE TO STAND Your own freight forwarder will get the goods to Heathrow Airport and we will arrange Customs clearance, transport to show-site and delivery to stand. Your own Freight forwarder/Courier company will deliver to the advance warehouse in Essex. We will arrange transport to show-site and delivery to stand. You will make your own arrangements to get the goods to the show-site, we will unload directly from your vehicle to stand 5. EMPTY CASE STORAGE 6. OTHER SERVICES We will take away your empty crates, store them and return them at the close of the show. 4. ON-SITE UNLOADING ONLY Please specify: - NAME OF OWN FREIGHT FORWARDER _________________________TEL___________________________ ESTIMATED DATE GOODS DUE TO ARRIVE ADVANCE WAREHOUSE/SHOWSITE________________ APPROXIMATE SHIPMENT DETAILS:No. of Pieces ________ Weight _________ kgs Type of Goods ___________________ Value __________ Dimensions _____________________________________________________________________________ DATE GOODS REQUIRED ON STAND ___________________ APPROX. TIME _________________ Credit Card Number Expiry Date Name of Cardholder Title Address of Cardholder Security Number Authorised Signature Date Playing by credit or debit card will incur a 4% fee on ALL payments, as per outlay nd Please e-mail to Matt Cross at GT Exhibitions ([email protected]) by 2 June 2014 31 Form: Method Statement (Raw Builds Only) TO BE COMPLETE AND RETURNED NO LATER THAN MONDAY 26 MAY 2014 Telephone: +44 (0) 845 850 9312 | Email: [email protected] Contractor Name: Address: Tel: E-mail: Project Name Description of the Task/Activity Site Address/Location: Start Date/Time: Finish Date/Time Name Role/Trade Personnel Involved Tel: Tel: Site Supervisor: (i.e. access platforms/winches/ladders, etc) Safety Officer Key Plant & Tools (Attach Certification) Key Materials Other Essential Equipment: Specific Identified Residual Hazards: (or refer to the task specific risk assessment(s)) Specific Staff Training 32 1. 2. 3. 4. 5. Sequence of Operations: (include sketches if required) 6. 7. 8. 9. 10. (if none, state none) Temporary Supports and Props needed to facilitate the works: (i.e. Ladders/MEWPS/Scaffold/Trestles/Step Ladder, etc) Method of Access and Egress to the work area: Fall Protection Measures: (i.e. Guard Rails/Toe Boards/Brick Guard/Safety Harnesses/Exclusion Zones, etc.) (Where work at height cannot be eliminated – consider both Personnel & Materials) Hazardous Substances: (Attach MSDS if required) Applicable: Very Toxic Harmful/ Irritant Corrosive Dangerous For the environment Oxidising Highly flammable Yes/No Yes/No Yes/No Yes/No Yes/No Yes/No Explosives Yes/No Storage Arrangements: Details of Permits to Work: SWL’s: (Detail any limits on the loadings applicable to temporary plant/equipment or fixed elements of the structure where the work is taking place) 33 Other: Required Personnel Protective Equipment: 1. Hi-Viz 2. Coveralls Safety Boots Hard Hats Safety Gloves Hearing Protection Eye Protection Respiratory Protection 3. Emergency Procedures: Name of On-Site First Aider: First Aid Facilities: First Aid Box Location: Location of Nearest Hospital: Welfare Requirements Services to be supplied by Others Other information & Comments All work must be undertaken by qualified competent persons with experience of the type of work described above, and in all cases in full accordance with safety procedures specified in the company’s health and safety Policy. 34 Prepared by: Position: Date: Reviewed by: Position: Date: Items Attached: Sketches Certification of Plant etc. Programme of Work Risk Assessments Yes No         Method Statement Briefing Record Briefing delivered by: Position: Date: We (the undersigned) have read and understood the attached method statement and will comply with the specified requirements and control measures. If the work activity changes or deviates from that originally envisaged, we will seek further advice and request an amended method statement. Name (Print) Signature Date 35