EXHIBITORS' OPERATIONS & MARKETING MANUAL
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. 29 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. 31 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. 32 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] 42 Biometrics 2014, The QEII Conference Centre, London 22 - 23 October 2014
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