1. No category

EXHIBITORS' OPERATIONS
& MARKETING MANUAL
Conference: 21 - 23 October 2014
Exhibition: 22 - 23 October 2014
The Queen Elizabeth II Conference Centre, London
-1Biometrics 2014, The QEII Conference Centre, London 30-31 October 2014
Please read this
Exhibitors' Manual
Your Manual contains comprehensive Exhibitor information to help you plan a
successful exhibition.
Section 3 concerning Health & Safety is particularly important. Please make sure that
you read it carefully.
The deadline dates are also important. Please make time now to ensure that
you meet all of the deadlines, it will save you inconvenience later and could save
your company the expense of late-order surcharges.
The manual is not designed to replace our personal service. Our Operations Team
will be happy to answer any questions, explain a rule, discuss a procedure, or offer
any special assistance you may require. Please call if you need help!
We look forward to seeing you at Biometrics 2014 in October.
Wishing you a successful Exhibition,
The Operations Team @
Proj-x4 Exhibitions & Events
T: +44 (0) 1564 711 740/741
E: [email protected] / [email protected]
-2Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
EXHIBITORS’ MANUAL CONTENT
Section 1 – Introduction
Exhibitors’ Checklist
Exhibition Timetable
Management Team
Useful Contacts
Venue Location Map
Terms & Conditions
Page No.
5
6
7
8
9
11
Section 2 - General Information A-Z
Accommodation
Audio Visual Equipment
Business Centre
Car Parking
Carpets / Floor Covering
Catering
Children
Code of Practice
Contractors
Customs Arrangements
Deliveries
Dilapidations
Disabled Facilities
Electrical Installations
Electrical Installation Regulations
Employment of Labour
Exhibitor Badges
Exhibitors’ Lounge
Exhibition Hall
First Aid
Fixtures and Fittings
Floral
Freight Forwarding, Lifting & Storage
Furniture
Gangways
Health & Safety
Insurance
Lead Recording – Two-Way Lead Recording
Lifts
Literature
Music on Stands
Organiser's Office
Patents and Copyright
Public Address System
Security
Smoking
Stand Cleaning
Storage - Packing and Removal
Telephone Lines / Fax / Internet
Temporary/Support Staff
15
15
15
16
16
16
16
16
17
17
17
18
18
18
18
20
20
20
20
20
20
21
21
21
21
22
22
22
23
24
24
24
25
25
25
25
25
25
26
26
Section 3 - Health & Safety
General
Health & Safety Declaration
Risk Assessment & Fire Risk Assessment
Venue Emergency Procedures
28
29
29
32
Section 4 - Stand Construction
Stand Construction – Stand Space
Shell Scheme Package Stands
Space Only Stands and Stand Fitting Regulations
General Regulations for All Exhibitors
35
36
38
39
Section 5 - Marketing
Electronic Visitor Tickets
Distribution of Press Releases
Special Registration Rates for Exhibitors
Sponsorship
42
42
42
42
-3Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
SECTION 1
INTRODUCTION
-4Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
EXHIBITORS' CHECKLIST
Description
Form No.
Section
Deadline Date
www.biometrics2014.
com
2
ASAP
See Web-Link
2
19 September
2014
1
2
3 October 2014
See Web-Link
5
3 October 2014
2
2
19 September
2014
See Web-Link
2
3 October 2014
3
2
19 September
2014
See Web-link
2
3 October 2014
4
3
19 September
2014
See Web-Link
2
3 October 2014
Name Board Details – Shell Scheme
7
4
19 September
2014
Risk Assessment - Shell Scheme
Stands (TO BE COMPLETED BY ALL
SHELL SCHEME EXHIBITORS)
5
3
19 September
2014
Shell Scheme Extras
6
4
19 September
2014
N/A
4
19 September
2014
See Web-Link
2
19 September
2014
Accommodation
Audio Visual/IT/Telecoms
Catering
Conference Registration - Exhibitors
Electrical Fittings
Exhibitor Badges
(TO BE COMPLETED BY ALL
EXHIBITORS)
Freight Forwarding, Lifting & Storage
Furniture
Health & Safety Declaration
(TO BE COMPLETED BY ALL
EXHIBITORS)
Lead Recording Devices
Space-Only Stand Plans – For Approval
Stand Cleaning
-5Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
Date
Actioned
EXHIBITION TIMETABLE
BUILD UP
Construction on Space-Only Stands of 30 sqm+
Construction on Space-Only Stands 20–29 sqm
Construction on Space-Only Stands up to 19 sqm
Tuesday 21 October
Tuesday 21 October
Tuesday 21 October
08:00 – 19:00 hrs
09:00 – 19:00 hrs
10:00 – 19:00 hrs
Construction of Interiors on Shell Scheme
Tuesday 21 October
12:00 – 19:00 hrs
ALL STAND FITTING WORK, DISPLAYS AND EXHIBITS MUST BE COMPLETED BY
19.00HRS, TUESDAY 21 OCTOBER 2014.
OPEN DAYS
Exhibition Opens
Wednesday 22 October 09:00 – 19:00 hrs
(Exhibitor Reception
17:15 – 19:00 hrs)
Thursday 23 October
09:00 – 16:00 hrs
Exhibitor Access from 08.00 hrs daily
NO EXHIBITS MAY BE REMOVED BEFORE THE EXHIBITION CLOSES AT 16:00 HRS ON
THURSDAY 23 OCTOBER 2014.
BREAKDOWN
Removal of Portable Exhibits & Displays
General Dismantling of Stand Fitting
Thursday 23 October
16:00hrs – 19:00hrs
All Exhibits, Stand Fitting etc. to be
removed by:
Thursday 23 October 19:00 hrs
Important Breakdown Information
Contractors will not be permitted to enter the hall until 16:00hrs, nor will their
collection vehicles be permitted access to the Storeys Gate or Mews lift loading
areas, prior to this time. For reasons of security all exhibitors are advised to remove all
portable and valuable items and not to leave their stand unattended until it has been cleared.
All exhibits and stand-fitting materials must be removed from stands by 19:00hrs hours on
Thursday 23 October. Any items left onsite after this time will be deemed as rubbish and thrown
away. Any costs incurred as a result will be forwarded to the exhibitor concerned.
Note: It is very important that full details are left with the loading bay if you intend
to leave items for collection by couriers after you have left the Venue. Any items left
should be clearly addressed with a contact name, telephone number and the onward
destination. You should ensure that no valuable items are left unattended for
collection in this way. We cannot be held responsible for any items left unattended.
-6Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
MANAGEMENT TEAM
Event Director
Dr Fiona Watson
T: +44 (0)1451 830129
F: +44 (0)870 199 1100
E: [email protected]
Exhibition & Sponsorship Manager Steven Bot
T: +31 20 48 52 145
E: [email protected]
Exhibition Operations Team
Geoff Pugh
T: +44 (0)1564 711 740
E: [email protected]
Stephanie Smith
T: +44 (0)1564 711 741
E: [email protected]
Senior Conference Project Lead
Robyn-Marie Towle
T: +44 (0) 1865 843122
E: [email protected]
Press & Marketing Manager
Karen Purvis
T: +44 (0)1993 831859
E: [email protected]
-7Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
USEFUL CONTACTS
Accommodation
DoubleTree by Hilton Hotel
London – Westminster
Furniture
Global Experience Specialists (GES)
ServiCentre
Tel: +44 207 630 1000
Fax: +44 207 233 7575
Web-link:
http://www.biometrics2014.com/conferenc
e-accommodation.html
Tel: +44 (0) 2476 380 180
Fax: +44 (0) 2476 380 220
Email: [email protected]
Lead-Recording Devices
Interchange Communications Ltd
Audio Visual
Information Communications Technology
(ICT)
Contact: James Morris
Tel: +44 (0) 20 7798 4079
Email: [email protected]
Web-link:
http://www.qeiicc.co.uk/services/informati
on-technology/order-it
Contact: Karen Vann-Adams
Tel: +44 (0) 1926 513 600
Fax: +44 (0) 844 848 3223
Email: [email protected]
Shell Scheme
Global Experience Specialists (GES)
ServiCentre
Tel: +44 (0) 2476 380 180
Fax: +44 (0) 2476 380 220
Email: [email protected]
Catering
Leiths
Contact: Sara French
Tel: +44 (0) 20 7798 4700
Fax: +44 (0) 20 7798 4266
Email: [email protected]
Electrics
Global Experience Specialists (GES) Ltd
Tel: +44 (0) 2476 380 362
Fax: +44 (0) 2476 380 409
Email: [email protected]
Floral
Planteria
Contact: Russell Collins
Tel: +44 (0) 1279 851305
Email: [email protected]
Web: www.planteriagroup.com
Freight Forwarding, Lifting & Storage
Agility Fairs & Events
Contact:
Tel: +44 (0) 121 780 2627
Fax: +44 (0) 121 780 2329
Email: [email protected]
Shell Scheme Nameboards
Global Experience Specialists (GES)
Contact: Andrew Waters-Peach
Tel: +44 (0) 2476 380 064
Fax: +44 (0) 2476 380 427
Email: [email protected]
Telephone / Fax / Internet
Information Communications Technology
(ICT)
Contact: Richard Bennett
Tel: +44 (0) 20 7798 4943
Email: [email protected]
Web-Link:
http://www.qeiicc.co.uk/services/informati
on-technology/order-it
Temporary Staff
Alexi Promotions
Contact: Maria Martin
Tel: +44 (0) 24 7639 9127
Email: [email protected]
Web: www.alexipromotions.co.uk
-8Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
VENUE LOCATION - MAP
Venue
Biometrics 2014 will be held at the Queen Elizabeth II Conference Centre in Westminster,
London, UK.
Situated directly opposite Westminster Abbey, the conference centre is a short walk from
Westminster or St James's Park underground stations. Victoria and Waterloo main line train
stations are within 10 minutes of the centre and there are easy transport links to London's
Heathrow and Gatwick airports. Many of London's top hotels, the shops and theatres of the
West End and two of the World's most famous art galleries are all within walking distance.
Queen Elizabeth II Conference Centre
Broad Sanctuary
Westminster
London
SW1P 3EE
Tel: +44 (0) 20 7222 5000
Fax: +44 (0) 20 7798 4200
9
Biometrics 2014, The QEII Conference Centre, London 30-31 October 2014
How to get there…..
Parking is very limited in Central London and travel by pubic transport is recommended.
By underground:
Exit at Westminster on Jubilee, Circle and District Lines (5 minutes walk).
Exit at St Jame’s Park on Circle and District Lines (5 minutes walk).
Exit at Victoria on Victoria, Circle and District Lines (10 minutes walk).
By train:
The Centre is within walking distance of Charing Cross and Victoria Stations. For visitors
travelling by Eurostar take the Victoria line from St Pancras International Station to Victoria
Station.
By Air:
Heathrow, Gatwick, Stansted, London City Airport and Luton Airport are all within easy reach
of the venue via public transport.
Congestion Charge:
The Centre is located within the congestion charging zone - you will be required to pay this
charge in advance if driving to the venue.
For more information about congestion charging, visit www.cclondon.com
10
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
TERMS AND CONDITIONS FOR EXHIBITING AT
BIOMETRICS 2014
1. GENERAL
A. In the Terms and Conditions set out below the following expressions shall have the following meanings: “Exhibition”
means Biometrics 2014, “Organiser” means Elsevier Ltd, “Stand” means stand space or shell scheme stand, “Exhibitor”
means the person or company who has contracted a Stand, or Stands, at the Exhibition. “Premises” means the venue
where the Exhibition takes place.
B. These Terms and Conditions shall apply to all contracts between the Exhibitor and the Organiser relating to the
Exhibition. Any variation of these terms and conditions shall only be binding if agreed by the Organiser in writing. No
rules and regulations stipulated by the Exhibitor shall apply to any such contract unless expressly agreed by the
Organiser in writing.
C. All bookings shall be made on the official EXHIBITION STAND CONTRACT prescribed from time to time by the
Organiser. A booking shall be on offer subject to acceptance by the Organiser on its official form of acceptance (and on no
other form) and the Organiser reserves the right to refuse to accept any offer without giving any reasons therefore.
D. Exhibits must comply with the applicable Local Authority regulations applying at the time and any regulations stated in
the Exhibitor’s Manual issued by the Organiser.
E. The headings in these terms and conditions are for reference only and form no part of the Contract between the
parties.
2. PRICE, SPECIFICATIONS AND DRAWINGS
A. All quotations and prices are exclusive of VAT which will be added to all invoices at the rate applying at the appropriate
tax point.
B. Quotations may be withdrawn by the Organiser at any time prior to acceptance by the Organiser of the order and
quotations shall be deemed to be withdrawn if the EXHIBITION STAND CONTRACT is not received with 14 days of
quotation.
C. The Organiser reserves the right to alter prices set out in any list at any time prior to acceptance of the applicant’s
order.
D. While every effort is made to ensure that plans, specifications and drawings in the Organiser’s catalogues and
literature are accurate, the Organiser gives no warranty to this effect and shall have no liability in respect of any
inaccuracy in such plans, specifications or drawings. The Organiser reserves the right to alter plans and specifications at
any time without notice.
3. ALLOCATION, REDUCTION OR CANCELLATION OF STAND SPACE
A. Cancellation of accepted orders and reductions in Stands contracted for must be notified to the Organiser in writing. A
reduction in Stand space shall be treated as a pro rata cancellation. A signed order of a Stand implies participation by the
Exhibitor for the whole of the time when the hall is open to the Visitors. In the event of cancellation by the Exhibitor or
failure to exhibit the Stand charges shall be paid in full to the Organiser. Cancellation charges will be applied as follows
and the parties hereby agree that these constitute a genuine and reasonable estimate of the loss which the Organiser
would incur on cancellation of the order by the Exhibitor:
More than 91 days prior to the first open day of Exhibition - 50% of the total charge.
91 days or less prior to the first open day of the Exhibition - 100% of the total charge
B. The EXHIBITION STAND CONTRACT constitutes a licence to exhibit and not a tenancy. The Organiser reserves the
right at any time and from time to time to make such alterations in the ground plan of the Exhibition as may in their
opinion be necessary in the best interests of the Exhibition and to alter the shape, size or position allocated to the
Exhibitor. No alternations to the space allotted will be made in such a way as to impose on the Exhibitor any greater
liability for rental than that undertaken in the EXHIBITION STAND CONTRACT.
4. SPACE NOT OCCUPIED
A. Every Exhibitor shall occupy the full Stand area booked by it.
B. Should an Exhibitor fail to take up the Stand allocated to it, the Organiser reserves the right to deal with the Stand so
unoccupied as it thinks fit.
5. PROHIBITION OF TRANSFER
A. The Exhibitor may not assign, sub-let or grant licences in respect of the whole or any part of its Stand. No cards,
advertisements or printed matter of persons or firms who are not a bona fide Exhibitor may be exhibited or distributed
from any Stand provided that any Exhibitor may distribute cards, advertisements or printed matter in respect of
companies or firms which are subsidiaries of the Exhibitor or the Exhibitor’s holding company.
11
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
6. LIABILITY
A. The Exhibitor shall be responsible for all personal injury or damage to or loss or destruction of property (including but
not limited to the Premises) arising in connection with the Exhibitor’s Stand and anything permitted, omitted or done then
or there from during the period of the Exhibition or in the construction and dismantling periods provided that this results
from the direct or indirect act or omission of the Exhibitor or any contractor, subcontractor, servant, agent or invitee of
the Exhibitor or any other person present on the Exhibitor’s Stand or by any exhibit, machinery or other article or thing of
or in the possession of or use of the Exhibitor or any contractor, subcontractor, servant, agent or invitee of the Exhibitor
or any other person present on the Exhibitor’s Stand. The Exhibitor shall indemnify the Organiser and the servants,
agents, contractors, subcontractors and invitees of the Organiser in respect of all losses and (including consequential
losses) costs, claims, actions, proceedings, demands and expenses in respect thereof.
B. Should the Exhibitor, its contractors, subcontractors, servants or agents fail to remove all their property or otherwise
fail to vacate the Premises by the time and date specified by the Organiser in the Exhibitor’s Manual for any reason
whatsoever, the Exhibitor shall indemnify the Organiser against all losses (including consequential losses), costs, claims,
actions, proceedings, demands and expenses incurred by the Organiser as a result thereof.
C. The Organiser and its servants, agents, contractors and subcontractors shall not be liable for any loss or destruction of
or damage to any property brought to the Premises by the Exhibitor, its contractors, subcontractors servants, agents or
invitees, no matter what the cause (including but not limited to negligence by it or any servant, agent, contractor,
subcontractor or invitee of it) and the Exhibitor shall indemnify it and its servants, agents, contractors, subcontractors
and invitees in respect of any such loss or destruction or damage to such property, whether it is the property of the
Exhibitor or not.
D. The Owner of the Premises and its servants, agents, contractors and subcontractors shall not be liable for any loss or
destruction of or damage to any property brought to the Premises by the Exhibitor, its contractors, subcontractors,
servants, agents or invitees no matter what the cause (including but not limited to negligence by it or any servant, agent,
contractor, subcontractor or invitee of it) and the Exhibitor shall indemnify it and its servants, agents, contractors,
subcontractors and invitees in respect of any such loss, destruction of or damage to such property whether it is the
property of the Exhibitor or not.
7. FORCE MAJEURE
A. Should the Exhibition be cancelled, curtailed or adversely effected by any cause not within the reasonable control of
the Organiser including but not limited to war, fire, storm, tempest, lightning, explosion, theft, national emergency,
labour dispute, strike, lockout, civil disturbance, inevitable accident, Act of God, or non-availability of the Premises for
any reason, the Organiser shall be under no obligation to refund all or part of the sums paid by the Exhibitor in respect of
its participation in the Exhibition and shall be under no liability to the Exhibitor or any other person in respect of actions,
proceedings, claims, demands, losses (including consequential losses), costs or expenses whatsoever which may be
brought against or suffered or incurred by the Exhibitor as a result thereof.
8. INSURANCE
A. The Exhibitor shall take out adequate insurance in respect of all liabilities of the Exhibitor in relation to the Exhibition
including but not limited to the liabilities referred to in Clauses 6 and 7 above.
9. PAYMENT
A. Payment details are on the EXHIBITION STAND CONTRACT. Normally, 50% of the total cost of exhibiting is due with
the signed and returned EXHIBITION STAND CONTRACT. An invoice for the balance of 50% will be issued for payment by
91 days prior to the first day of opening of the Exhibition.
B. In the event of non-payment of any invoice by the due date or should the Exhibitor die or suffer any incapacity
preventing him from participating effectively in the Exhibition or any bankruptcy or insolvency or being a Limited
Company enter into liquidation whether compulsory or voluntary or suffer the appointment of a Receiver then the full
prices for the Stand shall immediately become due and payable and in addition the Organiser shall have the right to
cancel every contract with the Exhibitor in relation to the Exhibition or to suspend or continue such contract without
prejudice to the Organiser’s right to recover any loss sustained. Interest at the rate of 2% per annum above the base
bank rate shall be payable in respect of all sums (including cancellation charges if appropriate) not paid on or before the
due date.
C. The Exhibitor shall not be entitled to withhold payment of any amounts payable to the Organiser in relation to the
Exhibition by reason of any dispute or claim by the Exhibitor in connection with the Exhibition or otherwise nor shall the
Exhibitor be entitled to set off any amount which it is alleged is payable or due from the Organiser against an amount
payable to the Organiser in relation to the Exhibition.
10. ADVERTISEMENTS
A. The Organiser reserves the right to prohibit the display or dissemination of any advertisement or publication of any
kind in relation to the Exhibition whether or not at the Premises, and the Exhibitor shall forthwith withdraw any such
advertisement or application on notification by the Organiser. The Organiser will not normally exercise such rights to the
Exhibitor’s normal commercial sales literature but nevertheless reserves such rights in relation thereto.
B. The Exhibitor shall not advertise or distribute its publications and printed matter at the Premises otherwise than from
its Stand.
C. The Exhibitor shall display its name and address at its Stand and (if different) its address for services of documents
and in relation to its Stand shall comply with all legal requirements relating to the publication of its name and ownership
at its place of business.
12
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
11. CONDUCT
A. The Exhibitor shall comply with all regulations imposed from time to time by the Organiser in relation to the conduct of
the Exhibitor in particular without limitation of the generality of the foregoing.
B. The Exhibitor shall keep the gangways and walkways of the Exhibition adjacent to its Stand free of all obstructions.
C. The Exhibitor shall not make or permit the making of any representations to the public save within the confines of the
Exhibitor’s Stand and in particular shall not use or permit the use of any public address system.
D. The Exhibitor shall not stage demonstrations or events that cause or are likely to cause a nuisance or obstruction to
gangways, adjoining or facing Stands. If music is required, full details must be submitted to the Organiser in writing and
permission obtained. The Exhibitor shall not show films or create excessive noise or use audio visual aids that cause or
are likely to cause disturbance to adjacent Stands. The Exhibitor may be asked to cease such activities in the interest of
the overall Exhibition. This may be overcome through the use of a booth rendered soundproof to the satisfaction of the
Organiser.
E. The Exhibitor shall not conduct any competition or offer prizes or awards at the Exhibition without the prior permission
of the Organiser.
F. The Exhibitor shall permit the Organiser, its servants, agents, contractors or subcontractors to pass and re-pass over
the Exhibitor’s Stand for the purpose of gaining access to any part of the Premises.
G. The Exhibitor shall ensure that all its servants, agents, contractors, subcontractors and invitees comply with all
regulations imposed by the Organiser and with all Fire Regulations.
H .The Exhibitor shall do nothing at the Premises which is a breach of the law.
I. The Exhibitor shall not cause or permit any damage to the Premises or the Stand and in particular shall attach no nails,
screws or similar items thereto.
J. The Exhibitor shall be entitled to dress its Stand to its specification using special lighting and other effects but only
insofar as the structure of the Stand is not altered and no inconvenience is caused to other Exhibitors and/or Visitors (as
to which the decision of the Organiser shall be final in cases of dispute). The Exhibitor shall use such contractors (if any)
for Stand dressing and the provision of services as the Organiser may nominate and the Organiser shall be entitled to
refuse access to the Premises to any contractor not nominated by it. All Stand dressing is to be subject to the approval of
the Organiser and to any regulations that may be imposed by the Organiser from time to time. The Exhibitor shall not
overload the electrical circuits provided to its Stand.
K. The Exhibitor shall ensure that its Stand and immediate surrounding area is at all times kept free of litter and shall
ensure that all dry waste is put in plastic sacks provided by the Exhibitor and placed in the gangways at the end of each
day. Empty cases and packaging belonging to the Exhibitor may not be stored on the Exhibition Stand or on the Premises
and must be removed from the Premises by the Exhibitor or disposed of as aforesaid.
L. The Exhibitor shall ensure that at least one competent person is always in attendance at the Exhibitor’s Stand
whenever the Exhibition is open to visitors.
M. The Exhibitor shall not serve refreshments from its stand, including hot, cold and alcoholic beverages without the
express written consent of the Organiser.
N. The Exhibitor is responsible for the cost of making good, restoring or renewing any case of serious dilapidation to any
part of the Premises. The Organiser will inspect every site before erection and after dismantling of the Stands.
Dilapidation includes, by way of example, marks caused by paint, bolt, screw or nail holes, etc. In their own interests, the
Exhibitor should satisfy itself as to the condition of sites before erection and after clearance. The Exhibitor will also be
responsible for any damage to carpet tiles and will be charged for their replacement.
O. The decision of the Organiser as to any matter of conduct referred to above and generally in relation to the Exhibition
shall be final and binding upon the Exhibitor and if the Exhibitor shall fail to comply with the request of the Organiser or
any person authorised by it on their behalf the Organiser may take whatever steps it seems appropriate to enforce
compliance including instant termination of the contracts between the Organiser and the Exhibitor relating to the
Exhibition.
P. The Organiser may at any time without reason or referral change the venue, dates, opening times and closing times of
the Exhibition.
12. CANCELLATION BY THE ORGANISER
A. The Organiser reserves the right to cancel an Exhibitor’s Stand and should it do so its sole liability shall be to refund all
monies paid by that Exhibitor. In no circumstances shall the Organiser be liable for any loss (including consequential loss)
or damage suffered by an Exhibitor resulting from such cancellation however the same may be caused.
13. CLAIMS
A. All claims must be submitted in writing to the Organiser and to be valid must be received within two weeks of the
closing of the Exhibition. No claim or complaint will otherwise be accepted.
14. AMENDMENTS TO TERMS AND CONDITIONS
A. The Organiser shall be entitled to alter, add to, or amend and interpret any of these terms and condition and no such
alteration; addition or amendment shall operate so as to release the Exhibitor from its Contract.
15. PROPER LAW
A. All contracts between the Organiser and the Exhibitor relating to the Exhibition shall be governed by and construed in
accordance with English Law and the parties shall submit to the exclusive jurisdiction of the High Court.
13
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
SECTION 2
GENERAL INFORMATION
A-Z
14
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
Accommodation
Special rates have been reserved at the DoubleTree by Hilton Hotel London – Westminster
which is the dedicated conference hotel for Biometrics 2014.
Reservations may be made via the online booking system, which can be accessed via the
Biometrics website:
http://www.biometrics2014.com/conference-accommodation.html
Alternatively, please contact the hotel directly on:
DoubleTree by Hilton Hotel London – Westminster
30 John Islip Street
London
SW1P 4DD
Tel: +44 (0) 207 630 1000
Please quote Biometrics 2014 to benefit from the Group Booking rate.
Audio Visual Equipment
The QEII Conference Centre's Information Communications Technology Dept (ICT) is the
official audio visual supplier for Biometrics 2014. For further information and to place an
order, please visit the QEII Conference Centre website or use the following link:
http://www.qeiicc.co.uk/services/information-technology/order-it
Alternatively, to speak to an ICT Support Engineer, please contact:
Contact: James Morris
Tel: +44 (0) 20 7798 4079
Email: [email protected]
Audio Visual presentations/demonstrations must not exceed a ‘reasonable volume’
or cause gangways to be obstructed.
If any presentation/demonstration causes an obstruction within the gangway
and/or nuisance to any other Exhibitor, we reserve the right to restrict the
frequency and/or cancel the presentation/demonstration.
Business Centre
The Business Centre is located on the Ground Floor and provides a comprehensive support
service, including email/internet facilities, faxing, colour photocopying and word processing &
administrative support. A tariff is available upon request from the Business Centre. Gifts,
stamps and Phonecards are also sold here.
Should you wish to receive faxes during the exhibition, then the Business Centre Fax number
of +44 (0)20 7798 4123 should be given. Please inform the Business Centre in advance, if
you wish to use this service.
15
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
Car Parking
It is recommended that you travel to the Conference Centre via public transport. There is no public
parking available at the Conference Centre, however there are public car parks nearby.
The nearest Car Parks to the Centre are as follows:
Q-Park, Westminster, London SW1P 3RX
Q-Park, Spring Gardens, Trafalgar Square, London SW1A 2TS
National Car Park, Semley Place, London SW1 9QL
The Conference Centre is pleased to be able to offer a 10% discount when prebooking parking with our preferred parking partner Q-Park. The Q-Park
Westminster car park is located just a short distance from the Centre in Great
College Street, SW1P 3RX. To receive your discount please visit www.q-park.co.uk
and enter the promotional code ‘QEII’ when making your booking. Alternatively
please click on the following link:
https://bookings.parkmagic.net/cpreservations/booking.aspx?mi=140&cp=73&pc=QE11&ds=1
NB. The Venue is within the London Congestion Charge Zone - you will be required to pay this
charge when accessing the venue by car. Please visit http://www.cclondon.com for full details.
Carpets/Floor Covering
The Exhibition Halls are permanently covered with charcoal grey carpet that cannot be
removed. Please remember that alternative floor coverings cannot be affixed directly to the
hall carpet and that floor flats or a platform must be used.
Catering
Form 1 - Deadline Date: 3 October 2014
Leith's are the sole hospitality caterers for the Queen Elizabeth II Conference Centre. It is not
possible to bring any food or beverages into the venue for consumption on stands during the
exhibition. All stand-catering requirements must be ordered directly from Leith's.
All stand orders must be made in advance of your arrival on site as onsite requests may not be
possible. An order form is available to download on the Biometrics 2014 website.
A refreshment area for Exhibitors and Visitors will be located within the halls and will sell a range of
hot and cold drinks and sandwiches.
All Exhibitors will be provided with complimentary Lunch Vouchers that may be exchanged at the
cash catering points within the Exhibition. The number of vouchers issued will be pro-rata to the
overall sqm of your stand.
Children
Children under the age of 16 will not be granted permission to enter the hall during the build
up and break-down of the event. Security Officers have instructions not to allow children
under 16 on site.
In general, children under 16 years of age will not be admitted to the exhibition during the
Open Days – however, school and student groups may be admitted following prior agreement
with the Organisers.
Code of Practice
Please ensure that your stand is staffed at all times during the open period of the exhibition
and that all exhibits remain displayed during the open hours. In order that no discourtesy
is shown to last-minute visitors to the exhibition or to other exhibitors around you,
we ask that no dismantling of displays or exhibits commence before 16.00 hours, or
until visitors are clear from the building on Thursday 23 October 2014.
16
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
Contractors
Contractors Passes will be issued directly to your Contractors upon receipt of your stand
design drawings.
Please ensure that passes are worn at all times in order to conform with the Venue’s
Security procedures.
Please do not order Exhibitor Badges on behalf of your stand contractors.
If you need help appointing a suitable contractor, please contact:
The Event Supplier & Services Association Limited (ESSA)
119 High Street
Berkhamsted
Herts HP4 2DJ
Tel:
0845 1221 880
Email: [email protected]
Web: http://www.essa.uk.com
ESSA Members must observe a strict Code of Conduct, which covers workmanship, service and
business practice. All who commission work from them are assured of proper levels of ability
and experience, and the ESSA Association Guarantee Bond assures Exhibitors that, in the
event of insolvency, a Member’s contractual obligations will be fulfilled, ie in the event of a full
ESSA Member employed by you going bankrupt and there was work outstanding, ESSA would
appoint another Member to meet the terms of the contract. The Association Guarantee covers
the period of seven days prior to the Exhibition build-up, through to the Exhibition itself.
Customs Arrangements
Exhibitors requiring customs clearance should employ the services of Agility Fairs & Events or
your own official freight forwarder in advance of freight arriving in the UK. Please note that all
exhibition goods must be cleared at the point of entry into the UK as HM Customs & Excise no
longer attend UK exhibition sites.
For further information or advice please contact our official Freight Forwarding Contractor for
this event:
Agility Fairs & Events
Unit 18, 3rd Exhibition Avenue
The NEC
Birmingham B40 1PJ
Tel:
+44 (0) 121 780 2627
Fax:
+44 (0) 121 780 2329
Email: [email protected]
Contact: Tim Marchant
Deliveries
The timetable for the Build-Up and Breakdown of the Exhibition is detailed in Section 1 of this
Manual.
All deliveries to the exhibition must be made within the tenancy dates, during hall operating
hours, and be clearly marked with the following:
Contents of Delivery
Company Name / Stand Number
Biometrics 2014
Level 3 Queen Elizabeth II Conference Centre
Broad Sanctuary, Westminster
London SW1P 3EE
17
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
Please ensure that you have a representative on your stand to accept any deliveries as the
Organisers are unable to accept deliveries on your behalf. Deliveries must arrive no
earlier than Tuesday 21 October 2014.
Where there is no representative from the exhibiting company present to sign for the delivery,
Agility Fairs & Events can take responsibility for the incoming items and store them until the
arrival of the exhibitor. Agility Fairs & Events will charge a handling fee for this service, which
is payable on collection.
For further information, please refer to Form 3 or contact Agility direct on:
Tel:
+44 (0) 121 780 2627
Fax:
+44 (0) 121 780 2329
Email: [email protected]
Dilapidations
Please remember that you are responsible for making good any damage caused to
the fabric of the Exhibition Buildings, by you, your agents or contractors. In your
own interests you should satisfy yourselves as to the condition of your stand site
before the building of your stand and after its clearance.
The use of cable clips and other fixings are strictly prohibited.
Disabled Facilities
Facilities for disabled people are available at the Conference Centre. These include toilets on
the ground, first, second, third, fourth and fifth floors, and pay phones on the ground floor. All
rooms in the Conference centre can be accessed without the need to use stairs
Electrical Installations
Form 2 - Deadline Date: 19 September 2014
Global Experience Specialists (GES) will carry out all electrical work in the hall. For your
convenience, a service desk will be set up on-site during the build-up of the Exhibition.
Electrical fittings may be ordered by completing the Electrical Price List and Order
Form at the rear of this manual. A sketch indicating the position of your
requirements should be made on the reverse of this form.
Alternatively,
you
may
www.gesdashboard.co.uk
order
online
via
the
GES
dashboard
on
If you require any further information, please contact GES Electrics:
Global
T:
F:
E:
Experience Specialists
+44 (0) 2476 380 362
+44 (0) 2476 380 409
[email protected]
Supplies will be switched off at source 30 minutes after the Exhibition closes each
evening. If you require an electrical supply at times other than those stated (e.g. for
maintenance purposes), you must apply to the Organising Office on site by no later
than 12.00 hours on the day that the supply is required.
Electrical Installation Regulations
All electrical work must comply with the Regulations of the "Association of Exhibition Venues"
(AEV), the Hall Owner, and the Exhibition Organiser.
It is hoped that the following precis will enable you to fully understand the implications of the
Regulations and ensure that safety is maintained by their implementation.
18
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
1. All wiring must be carried out in PVC, Elastomeric or other plastic sheathed cables, not less
than 1.5mm2 and 300/500 volt grade, complying with the appropriate British Standard
specification and with a current density not exceeding that recommended by the Institute
of Electrical Engineers. All wiring must be physically protected to the satisfaction of the
venue and all circuits must be separately protected for excess current with appropriate
fuses.
2. Prefabricated, pre-wired units may be used, provided that the electrical contractor is
informed in advance of the electrical loading of the unit, and that the wiring of the unit is
to the required standards and also that any electrical work on site relevant to the unit is
carried out by the contractor appointed for the stand on which the unit is to be displayed.
A lighting final sub-circuit is limited to a maximum of 1200 watts. A 30mA RCD must be
fitted at the installation source in an accessible position.
3. All installations will be tested for compliance with the Regulations and will NOT be
energised if found to be unsafe.
4. Appliances supplied and used by stand-holders must be tested before being used and
proof of this will be required. Stand holders own equipment must also comply with the
Regulations and will be subject to spot checks.
5. Stand switch fuses and distribution boards must be accessible at all times.
6. No exposed means of cable joints will be permitted.
7. Socket outlets must never be closer than 2 metres to a sink unit (Unless protected by an
RCD) and floor sockets must be waterproof.
8. Adaptors - Multi-way plug-in type and bayonet adaptors are not allowed. The use of
Trailing-Block type 4-way fused sockets is restricted to one 4-way unit per fixed socket
outlet, subject to a maximum loading of 500 watts total. The plug must be fused
accordingly and the maximum flex length from plug to Trailing Block Unit is 2 metres.
9. All electrical equipment must be suitably guarded with proper consideration for its use.
10 Lamps and appliances with high temperature surfaces should be guarded and used well
away from combustible materials.
11. All appliances for heating purposes (including kettles, cookers or heaters) must be
thermostatically controlled.
12. The wiring of stands in flexible cords is not allowed. The maximum length of flexible cord
to an appliance is 2 metres. Extension leads on reels/drums or in coils of flexible cord are
not permitted.
13. Plug tops must comply with the appropriate British Standard and be suitably fused. Not
more than one flexible cord shall be connected to one plug.
14. No flashing lights or signs will be permitted, but sequence lit displays may be used subject
to our approval. Where a fascia or display is illuminated, the strength and colour of
lighting must not interfere with other stands.
15. NO ITEM MAY BE SUSPENDED FROM THE HALL CEILING.
16. The use of laser equipment can be permitted only with our written consent. This consent is
subject to Local Authority approval and any inspection charges incurred may be passed on
to the Exhibitor.
17. All electrical installations must conform to BS 7671:1992 Requirements for Electrical
Installations (formerly the IEE Wiring regulations Sixteenth edition).
19
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
Regulations for the installation of luminous tube signs or lamps
18. Any installation below 2.5m must be totally enclosed in a non-combustible case with a
transparent front. Installations above 2.5m do not require enclosure. Signs or lamps
erected on metal framed stands must be adequately insulated. The electric circuit
supplying such installations must be totally separate and controlled by an easily accessible
FIREMANS EMERGENCY SWITCH to an approved pattern.
19. All installations must be approved by the Local Authority in writing prior to the ‘build-up’
period.
20. Particular attention should be paid to the Regulations relating to extra low voltage lighting
(SELV). Bare conductor catenary bar/rod type low voltage systems are not permitted.
21. We reserve the right to disconnect the electrical supply to any installation which in our
opinion or the opinion of the Electrical Contractor, is dangerous or likely to cause
annoyance to visitors or other Exhibitors.
Please note: A full copy of the “AEV” Rules and Regulations is available from the Organiser.
These regulations are subject to revision or addition at any time, details can be obtained from
the Organiser.
Employment of Labour
In order to prevent any misunderstanding in respect of labour employed in connection with
stand construction and display work, exhibitors are strongly recommended to use a contractor
who is a member of the Event Supplier and Services Association – ESSA.
In the interest of the exhibition as a whole, which must be the primary concern at all times,
the Organiser’s decision on any dispute concerning labour being employed must be taken as
final.
Exhibitor Badges
For Security reasons, Exhibitor Badges must be worn at all times even if you have a company
name badge.
Exhibitor Badges may be requested by completing the order form on the following
link:
http://www.speeddata.co.uk/Exhibitor/Biometrics.aspx
Exhibitors' Lounge
The Exhibitors' Lounge will be situated adjacent to the Exhibition Hall and will be clearly
signed. The room will be furnished with tables and chairs and all Exhibitors are welcome to use
it during the open hours of the Exhibition.
Exhibition Hall
The Exhibition is located in the Whittle & Fleming Rooms and the Benjamin Britten Lounge
located on the 3rd Floor of the Queen Elizabeth II Conference Centre.
First Aid
A fully equipped First Aid room is situated on the ground floor of the Conference Centre. The Centre
has First Aid trained staff onsite, who are available on request.
Fixtures and Fittings
The suspension of stand or light fittings for stands (shell or space) from the hall roof or other
stands is strictly prohibited.
20
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
Floral
The QEII Conference Centre's official Floral supplier is PLANTERIA. For further information,
please contact PLANTERIA directly on:
Tel:
0845 505 3333
Email: [email protected]
Freight Forwarding, Lifting & Storage
Form 3 - Deadline Date: 19 September 2014
The Venue is located in Central London, close to the Houses of Parliament and other major
Government buildings. It is also within the Congestion Charge Zone. As such, there are no
facilities for vehicles to be left unattended outside the venue. Unattended vehicles are
liable to be fined, clamped and/or removed by the police without notice.
We therefore strongly recommend that you ship your goods via our official contractor, Agility
Fairs & Events. No other Lifting and Storage Contractors will be permitted to work within the
Halls during the tenancy of the event
Agility Fairs & Events can arrange for delivery and collection of goods to and from the
exhibition, and handle customs arrangements and storage of packaging / crates during the
event.
Exhibitors can also arrange for goods to be delivered to Agility’s Pre-Event Warehouse prior to
the event and be confident that the goods will be delivered to the stand during the build up.
The receiving depot for such consignments is:
Biometrics 2014 Pre-Event Warehouse
c/o Agility Fairs and Events
Unit 18, Third Exhibition Avenue
The NEC
Birmingham
B40 1PJ. UK
Consignments will be accepted from Monday 6 October until Friday 17 October 2014.
Please ensure that you contact Agility before making any deliveries to the pre-event
warehouse.
For further information, please refer to the form included with this manual or contact Agility
direct on:
Tel:
+44 (0) 121 780 2627
Fax:
+44 (0) 121 780 2329
Email: [email protected]
Furniture
Global Experience Specialists (GES) have been appointed as the official furniture contractor for
this event. For further information and to download a copy of their catalogue, please visit the
GES website www.ges.com. Alternatively, you may order online via the GES Dashboard on
www.gesdashboard.co.uk
Gangways
The gangways within the exhibition are the minimum permissible by law and have been
subject to approval by the Local Authority. Under no circumstances can any part of your
stand, furniture or exhibits project beyond the boundary of your stand.
All gangways must remain unobstructed and accessible at all times.
21
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
Health & Safety
Forms 4 & 5 - Deadline Date: 19 September 2014
Please refer to Health & Safety section and Forms 4 & 5 at the rear of this manual.
These forms must be completed and returned to the Operations Team by
19 September 2014.
Insurance
Exhibitors are advised to insure against loss or damage to their property and against legal
liability incurred in respect of injury or damage to property belonging to third parties at the
Venue. Protection can be provided (if required) to include recovery of all related expenditures
in the event of cancellation or abandonment for reasons beyond your control or the
Organiser’s control, and also risk of costs from "Failure to vacate".
For advice on this, and other insurances that would be of value, please talk to your insurance
broker regulated by the FSA (Financial Services Authority) for professional advice.
Insurance Do’s and Don’ts
Once you have purchased your insurance package, check regularly that the limits obtained are
sufficient to cover all the equipment on your stand or you may be under insured. Bring your
certificate of Insurance with you to the event, keeping contact numbers available.
If an incident occurs, make sure you report it. Full details of any accident should be recorded
on an Incident Report Form obtainable from the Venue Security. Please make special note of
causes where any injury occurs. In cases of theft the incident must be reported to the police
in order to make a valid claim.
Lead Recording – Two-Way Lead-Recording
For this year’s event, Lead Recording has been upgraded to not only give you the full details
on every visitor that you see at the event each day, but also to pass on your details directly to
every visitor you scan.
When registering, every visitor will be told that they can now use their badges to receive your
details as well as leave theirs with you. So expect visitors to ask you to scan their badge.
What do I have to do before the event?
After completing the form on the link below and returning it to Interchange Communications,
they will set up your account. Once this is done you need to provide a few more details,
including a logo and a short description of yourselves, as well as a website address and the
contact details that you would like every visitor you see to have. Interchange Communications
will then set up an online ‘advert’ which will be available to every visitor that you scan.
What do I do at the event?
Just make sure that you scan the badges of everyone you see on your stand/over coffee/at
the refreshment areas, after asking permission of course. If you don’t have your scanner to
hand, you can take a note of their VISITOR ID as printed on their badge and hand it in at the
registration desk at the end of the event so they can be added to your leads.
What does the visitor do?
Every visitor that has been scanned by someone in the hall will receive an e-mail from the
event, thanking them for their attendance and pointing them at an online directory. It
contains extended details on everyone that they were scanned by at the event. Each company
will have a page that looks something like this:
22
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
This is all in addition to Interchange’s usual service, which includes:

A simple, easy to use handheld barcode scanner, for use throughout the event.

The option to download your data at the end of each day so your office can start work on
your leads before the event ends to get a head start on your competitors

P-code sheets so you can qualify your leads as you collect them. Simply set up your
products or areas of interest online prior to the show.

Onsite training and guidance from one of our members of staff.

We are also able to send a personalised email to all your contacts after the event for a
small additional cost.
Please use the following link to order your Two-Way Lead-Recording Device:
www.eventcommunity.co.uk/registration/ic0000_lrd_order.asp?show_code=BIOA4
or, should you have any further questions, please contact Interchange directly at:
Interchange Communications Ltd
Unit 2, The Quadrangle
Cranmore Avenue
Solihull B90 4LE
Tel:
+ 44 (0) 1926 513 600
Email: [email protected]
Lifts
The dimensions of the Mews goods lift on the East side of the building are as follows:
Width:
Depth:
Height:
Loading:
5m (door opening also 5m)
2.5m
2.5m (door opening 2m)
2,500 kilos
If you wish to have access to this lift to unload your exhibits, please contact the Official Freight
Forwarding and Lifting Contractor, Agility Fairs & Events, who will be able to schedule in your
delivery.
23
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
Literature
With the exception of agreed sponsors, the distribution of leaflets and other promotional
materials is confined to your stand and is not permitted in the gangways or elsewhere in the
exhibition area.
The Organisers reserve the right to prohibit the display or distribution of advertising matter
that could give rise to offence and to confiscate the supplies thereof for the duration of the
event.
Music on Stands
If you intend to play recorded background music or live music on your stand during the course of
the exhibition, you are required by law to obtain music licences.


The Performing Rights Society (PRS) is the Organisation in the UK that represents the
right of songwriters and Publishers.
Phonographic Performance Ltd (PPL) is the Organisation in the UK that represents the
rights of record companies, recording artists and musicians.
Elsevier Ltd has a responsibility to establish whether you are planning to play music on your
stand during the event and to pass this information on to PPL/PRS.
An application form for PPL can be requested from: Proj-x4 Exhibitions & Events; email
[email protected]
PPL charge a basic licence fee (+ VAT) per stand per day that will be charged to the
Organisers. In return, we will charge this fee on-to you. Failure to inform us could result in
legal action by PPL. Any resultant legal costs incurred would be passed back to the exhibitor
concerned.
A permit for PRS can be obtained by calling PRS for Music directly on: T: 0800 068 4828 or
E: [email protected]
Please note that these licences do not cover musicians or singers on the exhibition stands, nor
any featured use of recorded music (eg fashion shows, demonstrations, disco type
presentations), if you intend to have live or featured recorded musical performances please
contact PPL/PRS directly.
Performing Right Society
29-33 Berners Street
London W1T 3AB
Tel FREEPHONE:
Internet:
0800 068 4828
www.prs.co.uk
or
Phonographic Performance Ltd
1 Upper James Street
London W1F 9DE
Tel:
+44 (0)20 7534 1000
Internet: www.ppluk.com
The sound of any audio visual equipment must be kept to an acceptable level and not exceed
60db. The Organisers reserve the right to curtail or ban demonstrations if complaints are
received.
Organiser’s Office
The Organiser’s Office will be operational throughout the tenancy period from 08.00hrs each
day. This will be located on the third floor, in the East Long Room and will be clearly
signposted. If you have any queries prior to this, please contact Geoff Pugh/Stephanie Smith
at Proj-x4 Exhibitions & Events, Central Boulevard, Blythe Valley Business Park, Solihull,
B90 8AG: Telephone +44 (0)1564 711 740 / 741, quoting “Biometrics 2014”.
24
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
Patents and Copyright
The exhibitor must make sure of protection of patent rights for equipment or products on
display following the legal regulations in force. These formalities must be made before
exhibiting these products or equipment, as the Organisers of Biometrics 2014 cannot be held
responsible in this particular field. For any further queries please contact:
The Patents Office
Concept House
Cardiff Road
Newport
NP9 1RH.
Tel: +44 (0) 1633 814000
Fax: +44 (0) 1633 814563
Public Address System
A public address system will be in operation during the build up and breakdown. During the
show open days the system will only be used for official announcements and emergencies. It is
not available for exhibitor usage.
Security
The Queen Elizabeth II Conference Centre provides general security within the building.
However, please note that the individual security of the stands and exhibits lies within the
responsibility of each exhibitor. The Exhibition areas will be secured outside of event hours
and no admittance to these areas will be possible.
Please do not leave valuable items on your stand unattended at any time,
particularly during the build and breakdown periods.
Please ensure all personnel are in possession of a valid Exhibitor or Contractor
Badge at all times.
Smoking
Please note that Biometrics 2014 in accordance with UK Law and the Venue operates a no
smoking policy at all times.
Stand Cleaning
The Exhibition public areas will be cleaned prior to the opening of the exhibition and at the
close daily thereafter. It is your responsibility to maintain your stand in a clean condition at all
times and that all unwanted packaging and display materials are properly disposed of both
before and after the event in accordance with the Organiser’s Terms & Conditions.
Stand Cleaning may be booked in advance by completing the form on the following link:
http://www.qeiicc.co.uk/services/information-technology/order-it
Storage - Packaging and Removal
Form 3 - Deadline Date: 19 September 2014
Packing cases must be removed from the Exhibition Halls. You should therefore make prior
arrangements for the safe-keeping of such items with the appointed lifting contractor, Agility
Fairs & Events, or with your shipping and forwarding agent.
25
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
Telephone Lines / Fax / Internet
The Queen Elizabeth II Conference Centre is able to offer a variety of connections. For further
information and to place an order, please visit their official website or use the following link:
http://www.qeiicc.co.uk/organising-an-event/information-technology/order-it-online
To guarantee delivery of service and equipment all orders must be received at least 5 working
days prior to the Event and are subject to availability. Any late orders are subject to a 10%
surcharge per order.
Temporary/Support Staff
The following agency has over 500 exhibition and promotions staff for you to select from.
They can staff entire stands, or just selectively provide staff for essential roles in such areas as
sales, demonstration, hospitality, presentation, reception, leafleting, linguistics (all major
European languages) etc.
For further information please contact Maria Martin at Alexi Promotions directly on:
Tel:
+44 (0) 24 7639 9127
Email: [email protected]
Web: www.alexipromotions.co.uk
26
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
SECTION 3
HEALTH & SAFETY
27
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
Health & Safety - General
Elsevier Ltd take their responsibilities, as laid out in accordance with the Health & Safety at
Work Act 1974 (HASAWA) very seriously and it is vital that Exhibitors and their Contractors do
likewise. The Health & Safety at Work Act embraces exhibition and conference venues as
places of work and as such the build up, open and breakdown periods are covered by these
and other mandatory requirements.

















Accessible Exhibition Stand Handbook
Animal Welfare Act 2006
Control of Substances Hazardous to Health Regulations 2002
Cosmetic Products (Safety) Regulations 2004
Dangerous Substances & Explosive Atmospheres Regulations 2002
Environment Protection Act 1990
Hazardous Waste Regulations 2005
Health & Safety at Work Act 1974
HSE Controlling the Radiation Safety of Display Laser Installations HS (G) 95
HSE Control of Legionella: Revised Approved Code of Practice
Licensing Act 2003
Lifting Operations & Lifting Equipment Regulations 1998 (LOLER)
Management of Health and Safety at Work Regulations 1999
NAA Rigging Guidance
Noise at Work Regulations 2005
Provision & Use of Work Equipment Regulations 1998 (PUWER)
Work at Height Regulations 2005
Recognised as the Event industry’s best practice document, the Association of Event
Organiser’s eGuide provides guidance on achieving common regulative standards for events at
participating AEV member venues. The eGuide can be viewed/downloaded at
www.aev.org.uk/eguide
As Organisers, it is Elsevier's policy to manage Biometrics 2014 in accordance with the
above and make the exhibition a safe environment so far as is reasonably practicable. This
section of the manual has been produced to provide Exhibitors with clear, simple suggestions
for understanding and implementing a suitable and sufficient safety management programme
to comply with Health and Safety procedures.
As an Exhibitor you have a duty under HASAWA to ensure that all personnel contracted by you
are aware that they have a responsibility, so far as is reasonably practical, for the health,
safety and welfare of all employees, and that any plant or systems of work which may be used
are so far as reasonably practical, safe and without risks to health. This includes, that all
employees are provided with information, instruction, training and supervision to ensure not
only their own health and safety but, also that of others working or attending the vicinity.
The following are principle areas to which you must give due thought and consideration,
before and during your time on site.

Understanding the Fire and Emergency Procedures contained within this section and the
location of the First Aid Centre. (All staff should be notified of these procedures).

The need to keep emergency exits and gangways clear during build up / breakdown and
throughout the open period. All emergency exits will be suitably signed.

All staff are trained to ensure that good housekeeping is maintained in their work areas,
thereby minimising hazards and allowing any remaining hazards to be easily identified.

The consumption of alcohol is not permitted on the Exhibition Floor at any time during the
build up / breakdown periods.

Operatives must wear suitable protective clothing relevant to their job, which includes
head, eye, hearing, foot and hand protection.
28
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014

Working at height must be done in a safe manner, using suitable equipment in the
approved way eg. steps, mobile scaffold towers, personal protective equipment.

That all powered access equipment is only operated by fully trained and certificated Agility
Fairs & Events personnel.

That only acceptable substances be allowed on-site, and full compliance with the COSHH
regulations is required.

That Personal Protective Equipment (PPE) is used only where other protective measures
have been considered unrealistic and that such PPE is suitable and sufficient for the job
and all employees are trained in its use and limitations.

That all portable power equipment is only used for the purpose for which it was intended
and the correct safety guards and devices are fitted and used. Trailing power leads must
be kept to a minimum and should not cross gangways. Power requirements must not
overload the system ordered and such equipment must not be left unattended with the
power supply connected.

Please ensure that all contractors employed by you are aware of their Health & Safety
responsibilities. At all times, exhibitors must obtain the contractors Health & Safety Policy,
details of specific safety procedures, competence and training of staff, and the named
individual safety officer responsible for the company.
NB
May we remind exhibitors that you are obliged to report any accidents that
occur onsite to the First Aid Centre - located on the Ground Floor.
Health & Safety Declaration
Form 4 - Deadline Date: 19 September 2014
The Management of Health & Safety at Work Regulations 1999 requires co-operation and coordination with all parties whilst sharing a workplace. It is a condition of entry into the
exhibition that every exhibitor, contractor, supplier and their agents comply with the Health &
Safety at Work Act 1974 (HASAWA) and all other legislation covering the Venue. The
Exhibitor accepts that it is their legal and moral responsibility to ensure that their own and
others health and safety is not put at risk by their actions (or inactions) during Biometrics
2014. Please complete this form affirming your commitment to co-operation and coordination with the Organisers and the Venue.
Risk Assessment & Fire Risk Assessment
Form 5 - Deadline Date: 19 September 2014
All exhibitors must complete a Risk Assessment prior to exhibiting.
A Risk Assessment Form for Shell Scheme Exhibitors is included within the Forms Section of
this manual and is very straightforward to complete.
All Space Only Exhibitors must undertake a risk assessment suitable and sufficient to their
activities prior to the event. It should identify the hazards present on-site and the ways in
which you will minimise and control these hazards. The risk assessment should be made
available for inspection onsite, together with a copy of your company's Health &
Safety Policy.
Exhibitors must also complete a Fire Risk Assessment. For simple shell scheme stands, this
may be included within the Risk Assessment Form contained within this manual.
Any stand which is a complex structure or space only stand on which large numbers of people
could gather will need a fire risk assessment simply because of the escape issue.
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Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
5 Steps to Risk Assessment
There are two key definitions which are an important part of the risk assessment vocabulary.
A “hazard” is something with the potential to cause harm (injury loss or damage).
A “risk” is the potential for harm to be realised. This is usually seen as a combination of
likelihood and severity.
The key is recognising that whereas there are a great many things which are hazardous, it is
the context in which they arise which dictates whether or not they are actually a risk.
The most widely accepted approach in the events industry is the five steps approach as
follows:
Step 1: Identify the Hazard and who could be harmed
This is the hardest part as it involves predicting what could reasonably foreseeably go wrong.
There are various approaches to this based on the type of hazard or the type of harm as
follows:
Types of Harm

Hazards that cause injury, such as a broken bone

Hazards to health, such as noise
Types of Hazards

Physical e.g. a vehicle

Chemical e.g. ozone in U.V fumes

Biological e.g. food poisoning

Ergonomic e.g. upper limb disorders from working at a key board

Psychosocial e.g. violence
It is important to consider the potential consequences and who could be harmed.
Step 2: Access the Risk
This depends on the complexity of the operation. For simple processes it is often sufficient to
award a straightforward:

Low

Medium

High
Most Risk Assessments require more detail. It is necessary to assess both the potential
likelihood of an incident or accident and potential severity if it does happen. A widely used
format is shown below.
Likelihood
Severity
1. Very Unlikely
1. Minor / First Aid
2. Unlikely
2. RIDDOR 3-Day
3. Likely
3. RIDDOR Major Injury
4. Very Likely
4. Death or very serious injury to one person
5. Almost Inevitable
5. Death or serious injury to many persons
The template shows that we assess risk both before and after controls are put into place.
Before controls, we are assessing what would happen if there were no controls. It is important
when considering severity to asses the most likely outcome.
30
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
Step 3: Develop Controls
Having determined what the hazards are, and to what extent they pose a risk we now need to
do something about it. We are required by MHSWR to take a methodical approach which
attempts to reduce risk at source. This can be considered under the following heading:

Eliminate the risk at source. There is a point at which any operation is simply to risky
and you must consider this. An alternative is to find a different approach.

Substitute for a safer method or product.

Reduce the risk in a quantifiable way.

Isolate the hazard.

Control the risk. All too often this is the start point in many poor risk assessments.
Notice how far down the order this is.

Personal Protective Equipment (PPE) are items such as hard hat and safety shoes.
They are only effective if something goes wrong. A hard hat is only of use if
something falls on your head. It also only protects you and not the person next to you
unless they are wearing one too. Far better to prevent the object from falling in the
first place.

Discipline is also a method on which there is far too much reliance. It is fairly self
evident that simply telling people not to do things that are unsafe and then punishing
them when they do, is not an effective way of controlling risk.
The MHSWR and associated guidance also requires that risks should be mitigated with a view
to achieving maximum reduction in the level of risk within the bounds of what is reasonably
practicable. This means that the employer should do what is reasonable within the constraints
of the available recourses in terms of time, money and personnel. This is not a licence to do
nothing on the basis that it is too expensive, but should be the result of careful consideration.
The key word here is “reasonable”. The question to be asked is have you made reasonable
provision to control the risks relative to the costs of controlling them?
Step 4: Implement Controls
This is the business of implementing controls at the event itself. It is worthwhile considering
all the practical implications of control measures before they are put into place.
Step 5: Monitor and Review
It is important to monitor your participation at the event to ensure that prescribed controls are
actually in place.
You also need a system of reviewing risk assessments. For routine operations every risk
assessment should have a review date. Other times when risk assessments need to be
reviewed:




When
When
When
When
there has been an accident or incident
there is a significant change in personnel or process
there is a change in Law
monitoring reveals problems
Finally, ensure your Risk Assessment is honest and realistic. Remember, if it goes wrong and
somebody is injured, you may well be held responsible.
If you require any further information, please contact Proj-x4 Exhibitions & Events
on: Tel: +44(0)1564 711 740 / 741.
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Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
QEII Conference Centre Emergency Procedures
The Queen Elizabeth II Conference Centre is committed to the safety of all its staff, clients and
visitors.
There is a 24-hour manned emergency number in the building, which is 4444. This can be
dialled from the house phones, located throughout the building, or any phone provided to you
by the Centre. This number should be used for emergencies ONLY, such as to report a fire, a
first aid situation or a security incident. DO NOT dial 999 on a mobile phone, as this will cause
confusion to the emergency services that have approved our system, and will therefore also
cause a delay.
FIRE
Familiarise yourself with the FIRE EXITS and FIRE ESCAPE ROUTES from the floors you will
be using, and brief any staff/stewards to do so also. There are four fire exit staircases in the
building.
- Fire Alarm
To raise the alarm, either operate the nearest alarm by breaking the glass, or dial 4444 and
report verbally.
Once an alarm is raised, a two-tone general alert will sound briefly, followed by an automated
PA announcement stating that the alarm is being investigated. During this time, Floor Wardens
who are trained members of QEII staff will make their way to their designated floors to
reassure people that the situation is under control. Unless there is obvious evidence of a fire
no immediate action is necessary.
Once the cause of the alarm has been established, this may take a while, an announcement
will be made stating whether the alarm is false, no action need be taken, or a real emergency,
in which case further instructions will be given. All instructions will be repeated, and the
designated Floor Wardens will control any evacuation, which may be necessary. The assembly
point in an evacuation is normally the column opposite the Centre’s main entrance (by
Westminster Abbey); any alternative will be announced by Security Control.
- Automatic Actions
When the alarm sounds, the following automatic actions will occur:
1. All electronically locked doors will be freed; this includes any doors, including Fire Exit
doors, which may have been secured to restrict access. Doors, which are magnetically
retained in the open position, will close automatically and it is for this reason that no door
should be wedged open.
2. All lifts will be grounded automatically, and cannot be used once an alarm sounds.
3. The emergency lighting will come on, but other lights may go out. The emergency lighting
lights the way to your nearest fire escape route.
- Disabled Personnel
Please inform us of any visitor that may need assistance in an emergency situation. Preferably prior
to the actual event day in order that a Personal Evacuation Plan (PEP) can be made.
MEDICAL
Qualified First Aiders are on site during all events. Should you have a medical emergency
notify Security Control on 4444, and a First Aider will be despatched. There is a First Aid Room
on the ground floor to which First Aiders have access. The First Aider will arrange for an
ambulance should this become necessary.
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Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
SECURITY
Other incidents, such as a terrorist attack or structural disaster will be acted upon following an
assessment of the specific occurrence. For example the evacuation of delegates from the
building following an assessment that there may be a car bomb in an adjacent street may be
counter productive. It may be more appropriate to move delegates to a safe area within the
building.
Similarly to remain within the building following an assessment that explosive devices are
likely to be on site could be catastrophic.
When possible Centre management will make assessments with the cooperation of the police
and where time permits event organisers will be included in the process.
An announcement to evacuate will be made via the PA system stating staircases to be used
and the designated assembly point. Centre staff will act as floor wardens to assist the process.
Event organisers their delegates and staff are encouraged to notify Security Control on
extension 4444 should they become suspicious of any activity, bag or package.
Centre security staff would appreciate assistance from event organisers and their staff in
establishing a cordon around any suspect item and beginning initial enquires into the identity
of the possible owner.
If you have any queries regarding these instructions, please telephone the Security Section:
Dan Blyghton Security Inspector on 020 7798 4053.
33
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
SECTION 4
STAND CONSTRUCTION
34
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
Stand Construction- Stand Space
It is your responsibility to examine, or cause to be examined, the site allotted to you
in order to avoid costly adjustments to stand structures, as minor obstructions or
reduced headrooms, for which we can accept no responsibility, cannot always be
indicated on the plans of the exhibition.
Stand fitting regulations contained within this section must be observed by you
when planning your presentation.
No stand fitting, electrics or walling is provided by us on Space-Only Sites.
Recognised as the Event industry’s best practice document, the Association of Event
Organiser’s eGuide provides guidance on achieving common regulative standards for events at
participating AEV member venues. The eGuide can be viewed/downloaded at
www.aev.org.uk/eguide
You may use a contractor of your choice for the construction of complete stands on SpaceOnly sites and interior fitments for Shell Stands. It is strongly recommended that any
contractor appointed is a member of the Event Supplier & Services Association "ESSA". ESSA
Members must observe a strict Code of Conduct, which covers workmanship, service and
business practice. All who commission work from them are assured of proper levels of ability
and experience, and the ESSA Association Guarantee Bond assures Exhibitors that, in the
event of insolvency, a Members contractual obligations will be fulfilled, ie. in the event of a full
ESSA Member being employed by you going bankrupt and there was work outstanding, ESSA
would appoint another Member to meet the terms of the contract. The Association Guarantee
covers a period of seven days prior to the Exhibition Build-Up, through to the Exhibition itself.
DDA: Accessible Stand Design
All stands or structures erected and/or installed should comply with the guidance contained in
The Accessible Exhibition Stand Handbook issued by ESSA. The Handbook provides guidelines
on how best to present and arrange an exhibition stand to ensure everybody can gain access
to the information and products promoted.
ESSA can be contacted at:
Event Supplier and Services Association Limited
119 High Street,
Berkhamsted,
Herts, HP4 2DJ
Tel:
0845 122 1880
Fax:
+44 (0)01442 875551
Email: [email protected]
35
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
Shell Scheme Package Stands
Forms 6/7 - Deadline Date: 19 September 2014
The official Shell Scheme Contractor for Biometrics 2014 is Global Experience Specialists
(GES). GES can be contacted directly at:
Global Experience Specialists (GES) Ltd
Silverstone Drive
Gallagher Business Park
Coventry
West Midlands CV6 6PA
Tel:
+ 44 (0) 2476 380 180
Fax:
+ 44 (0) 2476 380 220
Email: [email protected]
If you have opted for a Shell Scheme Package Stand it will be specified as shown
below:
Walling
2.5m high beech wall panels supported at 992mm centres by
aluminium uprights. No permanent fixings may be made to the panels,
however a range of brackets and clips are available to carry panels,
shelves, signs etc off the aluminium uprights "see additional fitments".
Graphics / posters may be attached to walls using double sided velcro,
sticky tabs, tape etc.
Name Panel
A Name Panel is provided on open sides and will display your Company
Name. Your stand number and logo are applied to a "protruding" finger
board sign. Details of the precise name required should be sent to the
shell scheme contractor by completing the Name Panel form included
with this manual.
Height
Floor to top of ceiling grid 2.5m. Floor to underside of ceiling grid
2.45m.
Carpet:
The Exhibition Halls are carpeted throughout.
Additional Fitments:
A comprehensive range of standard items, including wall panels to form office enclosures,
shelving, display or ceiling panels etc, can be hired from the Shell Scheme Contractor. Details
of available items are given on the order form included with this manual and further
information may be obtained direct from Global Experience Specialists (GES).
Electrics
The Electrical Package consists of spotlights and sockets (quantity as
defined in the table overleaf).
Furniture
None Included.
36
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
Electrical Package
Dimensions
of Stands
3m
4m
3m
3m
3m
4m
3m
4m
3m
4m
x
x
x
x
x
x
x
x
x
x
2m
2m
3m
4m
5m
4m
6m
5m
7m
6m
SQM
Quantity of
Sockets
Quantity of
Spotlights
6
8
9
12
15
16
18
20
21
24
1
1
1
1
1
1
2
2
2
2
2
2
3
4
5
5
6
6
7
8
For alternative stand sizes, please contact Steven Bot on Tel: +31 20 485 2145 or email:
[email protected].
Visual of a Typical Shell Scheme Stand
37
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
Space-Only Stands – Stand Fitting Regulations
Exhibitors who elect to take a space only site are responsible for, and must take note
of a number of areas:

Space-only exhibitors are responsible for their own stand design and construction.

Prior to build-up, your contractor must examine the site allotted to you, in order to avoid
costly adjustments to stand structures and minor obstructions. These cannot always be
indicated on the plans of the exhibition, and the Organiser can accept no responsibility for
these.

The maximum height for all stands is 4 metres (where permissible) and must not be
exceeded. This limit includes the overall height of the stand fitting, any branding and all
raised platforms. The minimum height for dividing walls is 2.4m and the maximum height
for dividing walls is 4m.

All solid stand fitting up to 4m in height must be set back 0.5 from the open perimeter of
the site.

Both sides of stand walling are to be decorated from a height of 2.4m to a height of 4.0m.
Such walls overlooking adjoining stands must be finished in a plain and neutral colour
only.

Please submit 2 copies of your stand plans, including all dimensions, building
materials used, plan and elevation drawings to Proj-x4 Exhibitions & Events,
Central Boulevard, Blythe Valley Business Park, Solihull, B90 8AG, UK for written
approval and before any work is started, by no later than:
19 September 2014
If these are not received we cannot guarantee that the stand design will be accepted
on site.
All plans should be hard copy only and drawn to scale.

Space-only sites which back onto shell scheme stands are not permitted to attach any
materials to the shell scheme, and must not assume that panels facing their stands will be
finished (i.e. covered with fabric etc.).

Long runs of walling must be avoided, particularly along open perimeters of
stands and are restricted to a maximum of 50% of the overall dimension.

Walls along open perimeters must be relieved with display items and not left in plain
colours. No item of display may project over the frontage of the space taken by the
Exhibitor.

Platforms should incorporate a ramp into their design for disabled access and corners
should be splayed, rounded or angled.

All doors and windows must open outwards but should not infringe onto the aisles.

All stand construction and displays must be made from fireproofed materials and installed
to the satisfaction of the authorities.

The rigging of banners, lighting rigs or any other items is prohibited.

All electrical installations must be carried out by the official contractor.
38
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014

Where illuminated fascia boards are used on stands, the lighting of them must be of
sufficient power to light the fascia board only, and must not cause any spill of light onto
neighboring stands. No flashing lights will be permitted. We reserve the right to
disconnect the electrical supply to any illuminated fascia which, in our opinion, is causing a
nuisance to any other Exhibitor.

Stand Dressing - Artificial flowers are highly flammable and give off toxic fumes. These
must not be used for stand dressing.

ALL DOORS ON STANDS MUST HAVE VISION PANELS WITH A ZONE OF
VISIBILITY OF BETWEEN 500MM AND 1500MM ABOVE THE FLOOR.
Should you have any further queries regarding your stand drawing requirements then please
contact the Operations Team at Proj-x4 Exhibitions & Events.
General Regulations for all Exhibitors
ALL EXHIBITORS MUST COMPLETE THE "HEALTH & SAFETY DECLARATION FORM". SHELL
SCHEME EXHIBITORS MUST COMPLETE THE RISK ASSESSMENT FORM INCLUDED WITH THIS
MANUAL.
Exhibitors are not permitted to make alterations to the structure or positioning of the stands,
to remove any integral parts or to extend beyond the boundaries of the stand structure. (this
includes exceeding the height of 2.5m on shell scheme stands).
The Organisers, their Official Stand Contractors and the Venue Management will not
be responsible for any damage caused to exhibitor's stands, fixtures and fittings.
Stand Construction - Materials
Construction Materials
All materials used in the construction of stands and displays, including signs and fascias, shall
be:
1.
2.
3.
4.
of a suitable nature and quality for the purposes and conditions of their intended use.
adequately prepared and fixed in order adequately to perform the functions for which
they are designed.
non-combustible, inherently non-flammable or durably flameproof in accordance with
BS476-Part 7.
water-based, where applicable, e.g. adhesives and paint.
British Standards are the minimum acceptable standards for construction materials. Suitable
samples of materials may be submitted to the venue for approval. Materials may be tested on
site to ensure that they comply.
Decorative Materials
Decorative materials used for stand dressing must be flame proofed or purchased already
treated by use of the appropriate chemical.
Untreated wallpaper and similar thin surface finishes, not exceeding 1mm in thickness, may be
accepted, provided they are firmly fixed.
Artificial plants and flowers are combustible and give off toxic fumes. Therefore they must not
be used for stand dressing. Silk-type flowers are acceptable, providing they are fireproof or
have been treated and marked as such.
39
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
Fabrics, drapes, curtains and hangings
Drapes, curtains, hangings etc, must be inherently or durably flame-proofed. Otherwise they
may be treated with a proprietary flame retardant. Test certificates must be available for
inspection for any materials intended to be used.
Fabrics used for interior stand decoration must be fixed taut and/or in tight pleats (not loosely
draped) to a solid backing, secured above floor level and not touching light fittings.
Curtains on exit routes should hang 75mm clear of the floor, be parted in the centre and not
conceal any exit signs.
Glazing
All glazing used in the construction of stands must consist of safety glass (laminated or
tempered) a minimum of 6mm thick. Areas of glazing within 800mm of floor level and over
0.5m2, where the smaller dimension of the pane is greater than 250mm, must conform to the
thicknesses shown below (in order to comply with the ‘Code of practice for safety related to
human impact’:
Nominal Thickness
Maximum pane size dimensions
8mm
1100mm x 1100mm
10mm
2250mm x 2250mm
12mm
4500mm x 4500mm
15mm or thicker
No limits
Any uninterrupted, large areas of clear glazing shall be indicated with warning stripes, dots,
logo’s etc. Overhead glazing shall be of wire or laminated glass, or be otherwise adequately
protected from shattering.
Night Sheets
Night sheets must be made of inherently non-flammable material or of material satisfactorily
treated to render it non-flammable. They shall be stored rolled-up and firmly secured and not
cause any obstruction while not in use.
Paint
Only water-based paint may be used on site. If paint-spraying equipment is to be used, the
method must be approved by the venue and not cause a nuisance to others, Protective
measures shall be taken to ensure that no paint is split or sprayed on to the fabric of the
building.
Timber
Timber under 25mm thick must be impregnated to Class 1 Standard.
should have ‘BS476-Part 7, Class 1’ marked on them.
Treated materials
Boards, plywood, chipboard, etc, must be treated if under 18mm thick. The exception to this
is MDF, which is acceptable for use due to its density. MDF may not be machined on site, as
its dust is hazardous to health.
Upholstery
Upholstered seating must be non-combustible and marked with the appropriate standard.
40
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
SECTION 5
MARKETING
41
Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
Electronic Visitor Tickets
A customised electronic Visitor ticket will be emailed to you one month before the Exhibition,
enabling you to email a personal invitation to your customers to visit your stand.
Distribution of Press Releases
Press releases will be added to the conference website press area if provided. Please send to
[email protected] for uploading.
Additional materials may be provided for distribution in the Press Room at the event. Please
deposit materials in the Press Room by 5:30 pm on Tuesday 21 September 2014.
Queries regarding press attendance should be directed to:
Karen Purvis
Blue Zulu Marketing
Tel/Fax:+44 (0) 1993 831859
Email: [email protected]
Special Registration Rates for Exhibitor
Deadline Date: 3 October 2014
Exhibitors wishing to attend the conference sessions can benefit from the reduced rate of £880
per delegate for bookings made before 3 October 2014. After this time the full delegate rate
will apply.
Exhibitor Registration: £700 plus VAT @20% = £840.00
The conference registration fee includes:




Access to all conference sessions;
Conference materials for Biometrics 2014;
Full Video and Audio footage of all conference sessions;
An evening reception, lunch and mid-session refreshments as scheduled in the conference
programme.
To reserve your place please register via the online registration system link below:
https://conferences.elsevier.com/index.cfm
It is possible to purchase delegate places at this rate for your customers with further discounts
available for multiple bookings.
For further information please contact:
Robyn-Marie Towle
Senior Conference Project Lead
Biometrics 2014 Exhibition & Conference
Email: [email protected]
Tel:
+44 (0) 1865 843122
Sponsorship
A variety of Sponsorship opportunities are available to promote your company before, during
and after the event. Packages can be tailored to suit your company's requirements - for
further information please contact:
Steven Bot
Exhibition & Sponsorship Manager
Biometrics 2014
Tel: +31 20 48 52 145
Email: [email protected]
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Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014