Exhibitor Manual 1
Exhibitor Manual 1 CONTENTS Accommodation Audio visual equipment Build up and breakdown Carpet Cleaning Collections Complex structures (space only stands) Compulsory actions and deadlines Congress guide advertising Congress guide entry Delegate bag inserts Deliveries Education on the stands Electrics and lighting Exhibition plan Exhibition timetable Exhibitor name badges and event entry Fascia name board Floral arrangements Freight forwarding Frequently asked questions Furniture Health and safety Ionising radiation 13 14 3 5 14 9 6 2 10 10 10 9 12 6 4 3 11 5 14 9 16 9 8 12 Insurance Internet access Lead retrieval/scanner hire Organiser details Overseas exhibitors Parking Refreshments and lunch Rigging Risk assessment and method statement Satellite symposia Security Shell scheme information Social programme Space only stands Stand catering Stand height Storage Sustainability Tips for a successful exhibition Travel information Trolleys and forklifts Venue information Water/waste supplies Welding/brazing 8 12 11 2 13 14 12 10 8 11 15 4 11 5 14 6 10 15 15 13 9 2 14 14 Appendices Shell scheme extras/upgrade order form Health and safety and insurance declaration Risk assessment template (shell scheme exhibitors) Electrics order forms Parking voucher order form 21 18 17 22 19 1 ORGANISER DETAILS This manual is intended to make your participation at the event as smooth and productive as possible. If you have any questions or require further assistance please do not hesitate to contact us on +44(0)20 3725 5840 or email the Exhibition Manager at [email protected] There will be an exhibition enquiry desk in the registration area. It will be open during the following hours: Monday 9 June Tuesday 10 June Wednesday 11 June 08.00 – 19.00 08.00 – 18.00 08.00 – 17.00 COMPULSORY ACTIONS DEADLINE 2 May 2014 2 May 2014 2 May 2014 2 May 2014 2 May 2014 2 May 2014 16 May 2014 16 May 2014 30 May 2014 Send design plans, risk assessment and method statement for space only stands Email your 100 word congress guide entry and logo* Email artwork for advertising (if booked) in the congress guide* Email exact wording for your stand name board (shell scheme exhibitors only)* Complete and return your risk assessment (shell scheme stands) Complete and return the health and safety and insurance declaration form (all exhibitors) Email the names and job titles of stand personnel Send 1000 copies of inserts for delegate bags* (if booked) Pay any outstanding balances. Exhibitors that have not made full payment before the congress commences will not be allowed to exhibit OPTIONAL ACTIONS DEADLINE 27 March 2014 11 April 2014 25 April 2014 25 April 2014 1 May 2014 1 May 2014 9 May 2014 16 May 2014 16 May 2014 30 May 2014 30 May 2014 30 May 2014 Confirm your education on the stand programme Book a symposium slot Book conference handbook advertising Upgrade your congress guide entry to 200 words Order electrical and lighting requirements Book an insert in delegate bags Order internet access for your stand Book shell scheme stand extras Order rigging requirements Book furniture for your stand Order stand catering Organise water/waste connection Book accommodation (early booking strongly recommended) Check that you have adequate insurance in place *failure to provide information by the deadline indicated will result in your details being omitted from Congress materials VENUE INFORMATION Manchester Central is situated in the heart of Manchester and offers a wide spectrum of flexible exhibition halls and conference suites with state-of-the-art meeting facilities. The versatility of these facilities enables Manchester Central to host a wide mix of events from high profile, large-scale international and national conferences to trade and public exhibitions. The venue is easily accessible from all major UK transport links and is adjacent to a wide range of accommodation options. For further information please visit www.manchestercentral.co.uk 2 EXHIBITION TIMETABLE Stand build Saturday 7 June Sunday 8 June Monday 9 June 07.00 – 22.00 (space only exhibitors) 07.00 – 22.00 (all exhibitors) 07.00 – 09.30 (all exhibitors – no unloading, stand dressing only) STAND BUILD MUST BE COMPLETE WHEN THE EXHIBITION OPENS AT 09.30 ON MONDAY 10 JUNE Exhibition opening times Monday 9 June Tuesday 10 June Wednesday 11 June 09.30 – 18.00 09.30 – 17.30 09.30 – 15.00 Stand breakdown From 15.00 on Wednesday 11 June until 22.00 on Thursday 12 June PLEASE NOTE: All stands MUST remain intact until the exhibition has closed at 15.00 on Wednesday 11 June. The exhibition is open for the full three days and breaking down or packing up early not only impinges on venue health and safety regulations, but is detrimental to the quality of the event for other exhibitors and delegates. Exhibitors who do breakdown early may not be permitted to exhibit at future events and could be fined. BUILD AND BREAKDOWN – ACCESS FOR UNLOADING On arrival at Manchester Central, drivers should report to the loading bay of Central Hall which is accessible via the rear car park on Albion Street. The Manchester Central traffic management team will issue vehicle passes onsite. This pass must be displayed in the vehicle window throughout the unloading and loading process. Passes and/or wristbands, valid for the build-up and break-down periods, will be issued to all persons requiring admission to the exhibition hall and must be worn at all times. Vehicles must be unloaded as quickly as possible and then immediately removed from the loading area. The admission of vehicles to the hall will be entirely at the discretion of Manchester Central authorised personnel. Vehicles are not permitted to remain in the halls overnight or during show days. Personnel present in Central Hall during build and breakdown, when dangerous construction and vehicle movement is taking place, are required to wear a hi-vis waistcoat or jacket and appropriate footwear. Wearing of hard hats will be required when rigging is taking place. Vehicles will be parked on the venue premises as instructed by Manchester Central’s traffic management team until access is allowed. Contractors who arrive in advance of the specified breakdown time will have to wait until the venue staff allow breakdown to commence. 3 EXHIBITION PLAN SHELL SCHEME EXHIBITORS JNM Exhibition Services are supplying the shell scheme. Each shell scheme stand comes with the following: Velcro compatible walling Fascia name board Carpet The shell scheme is constructed of light grey loop nylon covered panels fixed in an aluminium post and rail system. Red laminate fascia name boards with aluminium rails will be fitted to open sides. Shell scheme panels should be carefully treated to avoid damage and care should be taken when mounting display panels. Light material may be attached by the use of Velcro pads. If you need to fix heavy items to the walls, a pendant panel fitted with a plywood infill should be used – this will accept most kinds of fixing. Should you require any additional stand accessories such as alternative flooring, shelving, built-in cupboard, graphics, alternative colour panels etc. please complete and return the Shell Scheme Order Form on page 21 by 16 May 2014. 4 FASCIA NAME BOARD Shell scheme exhibitors must confirm the exact wording for their stand name board. Please email the text to [email protected] Failure to do so by 2 May 2014 may result in the name board and listing in the congress guide being incorrect. SPACE ONLY EXHIBITORS Space only stands must only occupy the space purchased. Materials used in the construction of stands, features and displays, including signs and fascias must be: Of a suitable nature and quality for the purposes and conditions of their intended use. Adequately prepared and fixed in order to efficiently 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. Any exhibit, process or feature that is likely to generate and/or emit gases, vapours, liquids, fumes or dust shall be constructed so as not to be prejudicial to health or a nuisance and shall comply with the requirements of the Control of Substances Hazardous to Health Regulations 2002. Stands should be designed to ensure that it is not unreasonably difficult for a disabled person to access the stand as required by The Equality Act. Lockable store cupboard doors should have a small window, otherwise the door cannot be locked at any time. Floor coverings must be secured and maintained so that they do not cause a hazard. Fixing of floor coverings to the hall floor may only be carried out using venue approved tape. The venue will only approve exhibition tape which has a low tack bottom, high tack grab top and does not leave any residue or cause any damage to the floor when removed. Other forms of fixing to the hall floor, such as cable clips, nails and bolts are prohibited. Space only exhibitors are required to submit design plans, a risk assessment and method statement to [email protected] by 2 May 2014. 5 STAND HEIGHT AND WALLS The maximum build height in Central Hall is 6.5m. Exhibitors building over 4m high (including the height of any additional flooring), will need to submit structural calculations with design plans for approval. Please refer to the complex structures section below. Exhibitors must not construct a continuous opaque wall which may obstruct vision or delegate traffic to surrounding stands, or where the stand wall faces a gangway. Where a wall abuts an adjoining stand and projects above the partition, it must be clad and decorated on both sides. Branding must not be included on the side that projects on to other stands. COMPLEX STRUCTURES Any stand that includes any of the following will require structural calculations to be submitted in advance of the congress and a structural engineer will sign off the build once complete onsite: Any stand, over 4 metres in height, which requires structural calculations. Any structure, regardless of its height which requires structural calculations. Any part of a stand or exhibit which exceeds four metres. Multi-storey stands Platforms and stages over 600mm high and all platforms and stages which are accessed by the public for viewing purposes (not including stand floor flats and platforms) will need to be signed off by an independent structural engineer Temporary raised or tiered seating. A stand requiring foundations. Sound/lighting towers. Suspended items e.g. lighting rigs. Travel distance of over 12 metres Permission to build any complex structure will not be granted without prior submission of the following documentation: 1. Detailed, scaled drawings showing: Plan views of each storey of the stand. Sections through each storey of the stand. Elevations including full steelwork and staircase details. Width position of gangways within the stand. Floor and / or roof loadings. Specifications of materials used. 2. Structural calculations 3. Risk assessment (to include fire hazards) and method statement 4. Written confirmation from an independent structural engineer, with adequate professional indemnity cover, that the design is safe for its purpose. The inspection certificate must be completed and submitted once the structure has been built. Exhibitors should submit 1:200 scaled drawings, structural calculations, risk assessment and method statement to [email protected] by 2 May 2014. ELECTRICS AND LIGHTING Electrics and lighting is not included in the stand price so all electrical work must be carried out and/or connected via our official electrical supplier, Electrotechnik (UK) Limited. 6 1. It is not permissible for exhibitors own lights to be powered from a socket, except for bespoke fittings made for ‘pop up’ style displays, when there must be a separate socket for lighting and power. 2. No electrical wiring shall be permitted to cross aisles, walk areas on stands, or run to adjoining stands. 3. Socket load must not exceed the ordered rating. 4. Socket outlets must never be closer than 2m from a sink. 5. 4-Gang extension sockets may not exceed 2m length and 500w load. No more than one per socket. No multi-way adaptors may be used. 6. Extension leads on reels/drums/coils of flexible cable are not permitted. 7. Plug tops must comply with British Standards and be suitably fused. 8. The maximum length of flexible cable to an appliance is 2m. 9. It is a legal requirement that all plug-in items and associated wiring are PAT tested and test labels attached with certificates available for inspection. 10. All cable joints must be protected. 11. Light fittings must comply with all regulations and be suitable for their use. 12. Long arm lights must not encroach on the gangway. All equipment will be subject to spot checks. Failure to adhere will result in electrical supplies being withheld. Any 24 hour supplies must be pre-ordered and cannot be arranged at short notice. Please order your lighting and electrical requirements by filling in the order form on page 22 or you can order online at www.etuk.co.uk using password medlock. Orders should be placed by 1 May 2014 – a 25% surcharge will apply for orders received after 1 May 2014. Exhibitors can carry out their own electrical work but final circuit connections and power circuits must be wired and supplied via Electrotechnik. Only fully qualified/competent electricians are to be used and must adhere to: IEE 17th Edition Electrical Regulations The Health & Safety at Work etc Act 1974 Electricity at Work Regulations 1989 Local Authorities and applicable Acts Venue regulations Light fittings supplied by exhibitors’ stand builders must be suitable for purpose and comply with all current regulations. Any fittings or equipment that do not comply with Health & Safety requirements or are a possible fire risk will not be energised. The contractor must use a suitable mains board (BS 7671) with a 30mA RCD, providing separate power and lighting circuits. The mains board must be accessible at all times and, if locked in a cupboard, Electrotechnik must be given a key. The electrical installation must be tested and recorded on test sheets supplied by Electrotechnik. The venue inspector will then check results and test installations prior to the stand being energised. Testing is a venue requirement and, if not met, the stand will not be energised. Contractors requiring power for tools/testing purposes during build up should liaise with Electrotechnik to order a temporary supply (chargeable), or ascertain the nearest supply and length of extension lead needed. Mains power will only be energised after all work has been finished, inspected and tested by the Mains Contractor. For the remainder of the build-up the power will be turned off at 18.00. If electrical supply is required after 18.00 please inform Electrotechnik at the time of order. If power is required on Wednesday 11 June after 15.00 a temporary main will have to be ordered. To order mains only supply, stand builders must forward proof of qualifications with names and addresses to [email protected] Please see order forms on page 22. A 25% surcharge will apply for orders received after 1 May 2014. Should you need any further information please contact Electrotechnik on +44(0)117 2300050 or email [email protected] 7 HEALTH AND SAFETY Manchester Central has adopted the industry wide Health and Safety Venue E-guide at http://www.aeo.org.uk/files/eguide_2011_version1.pdf. It is the exhibitors’ responsibility to ensure that their staff and contractors are fully compliant with the mandatory requirements: The Health and Safety at Work Act, etc, 1974 (HASAWA74) The Management of Health and Safety at Work Regulations 1992 The Manual Handling Operations Regulations 1992 The Personal Protective Equipment at Work Regulations 1992 The Workplace (Health, Safety and Welfare) Regulations 1992 The Provision and Use of Work Equipment Regulations 1998 The Control of Substances Hazardous to Health Regulations (COSHH) 1999 Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 1995 The Building Regulations 1991 (England & Scotland) Environmental Protection Act 1990 Greater Manchester Act 1981 Cinematography Acts 1909 – 1982 Food safety act 1990 and relevant statutory provisions Food safety (general food hygiene) regulations 1995 Food safety (temperature control) regulations 1995 Health and safety display screen equipment regulations 1992 Personal protective equipment at work regulations 1992 Lifting operations and lifting equipment regulations 1998 Electricity at work regulations 1989 Personnel present in Central Hall during build and breakdown, when dangerous construction and vehicle movement is taking place, are required to wear a hi-vis waistcoat or jacket and appropriate footwear. Wearing of hard hats will be required when rigging is taking place. All portable power equipment must be used only for the purpose for which it was designed and the correct safety guards and devices must be fitted and used. Trailing power leads must be kept to a minimum and not run across gangways. Petrol powered equipment must not be used onsite. Fire exits and gangways should be kept free of obstruction at all times. Display of heaters, heat producing apparatus, naked flames, toxic and flammable substances is prohibited. The Health and Safety and Insurance Declaration Form on page 18 must be completed by ALL exhibitors and returned by 2 May 2014. RISK ASSESSMENT AND METHOD STATEMENT All exhibitors are required to complete a risk assessment. A risk assessment template for shell scheme exhibitors can be found on page 17. Even if no risks are involved, exhibitors will need to confirm this in writing to the organisers. Space only exhibitors should ask their stand builders to submit this along with stand design plans and a method statement and return to [email protected] or fax to +44(0)844 507 0578 by 2 May 2014. INSURANCE The Organisers and Manchester Central cannot be held responsible for any loss or damage to stands, exhibits, property or equipment. Exhibitors are responsible for insuring against any legal liability incurred in respect of injury or damage to persons or property belonging to themselves or third parties. In addition to this, exhibitors should protect expenditures against abandonment and cancellation or curtailment of the event due to reasons beyond our control. If you do not have insurance in place, Heartland Event Insurance will be able to help on +44 (0)1926 420 555. 8 FURNITURE JMT Indisplay Ltd is the official furniture contractor. JMT has a comprehensive selection of furniture and display products available for exhibitors to hire. You can view their full range and order online using their secure website at www.jmtindisplay.co.uk If you would like to receive a copy of their brochure and an order form please either phone their sales office on +44 (0)1923 851 580 or email [email protected] Orders must be placed by 30 May 2014 to guarantee delivery. Onsite orders will be subject to availability and a surcharge. DELIVERIES There is no storage available at Manchester Central therefore deliveries will only be accepted from Saturday 7 June until Wednesday 11 June only. DELIVERIES THAT ARRIVE BEFORE SATURDAY 7 JUNE WILL BE TURNED AWAY. Deliveries can take place between the hours of 08.00 to 18.00. On arrival, drivers should report to the loading bay at the side of Central Hall. All deliveries must be clearly marked with the following information: <Exhibitor name> and <stand number> UKRC2014, 9-11 June C/O Sarah Bickerton Central Hall, Manchester Central Windmill Street Manchester M2 3GX Owing to the very high volume of deliveries, the organisers and the venue cannot be held responsible for loss or damage of items. We advise exhibitors to be onsite to receive their goods themselves to ensure safe delivery. COLLECTIONS Please ensure that any left items are taken with you or collected no later than 22.00 on Thursday 12 June 2014. Any items not collected will be deemed as waste and disposed of. Please leave items for collection clearly labelled with the delivery name and address, the name, company and stand number of the sender, and also the name and telephone number of the courier company instructed to collect. FREIGHT FORWARDING, STORAGE AND LIFTING LCE UK/Lupprians are the approved logistics supplier for UKRC and specialise in freight forwarding, storage and lifting. There is no storage available at Manchester Central so please contact LCE UK to arrange offsite storage. LCE UK can also provide forklifts and drivers and unloading services. Tel: +44 (0) 1784 422900/+44 (0)161 876 4488 Email: [email protected] or [email protected] Website: www.lupprians.co.uk 9 RIGGING Outback Rigging is the official rigging contractor at Manchester Central. Prices are on request only and orders must be made by 16 May 2014; otherwise, a 20% surcharge may be incurred. Before contacting Outback Rigging, please ensure that the following information has been passed to your stand designers: Motor points are sufficient to take a 1 tonne suspended load. All drops other than catenery drops are sufficient to take a 250kg load Short catenery drops are sufficient to take a 25kg load If you need to suspend lighting trusses, specially designed flown items or any item over 250kgs, you must supply drawings and load information to enable outback and Manchester Central to complete health and safety documentation. Stand contractors performing hoist and fix operations must complete risk assessment and method statement For further information please contact Outback Rigging on +44(0)121 781 0272 or email [email protected] CONGRESS GUIDE AND WEBSITE ENTRY Please send your 100 word company profile and logo to [email protected] by 2 May 2014. Contact details will not be included unless specified in the copy you send. CONGRESS GUIDE ADVERTISING If you have booked an advert in the congress guide you must submit artwork as a high resolution pdf by 2 May 2014 to [email protected] in the following format: A4 portrait in full colour Full page: 210x297mm portrait with 3mm bleed Half page: 148.5x210mm landscape with 3mm bleed Failure to provide copy or artwork by 2 May 2014 may result in your details being omitted. DELEGATE BAG INSERTS If you have booked inserts in delegate bags, please forward 1000 copies to the address below and clearly mark each box with your company name. Inserts must be received by 16 May 2014: UKRC2014 Inserts from <Company Name> c/o Profile Productions Ltd Exchange Plaza 58 Uxbridge Road London W5 2ST Box ___ out of ____ Failure to provide inserts by 16 May 2014 may result in your items being omitted. 10 EXHIBITOR NAME BADGES AND EVENT ENTRY Exhibitors will be issued with official UKRC2014 name badges that will allow them access to the exhibition. These badges should be worn at all times as they are the only proof that you are entitled to be in the exhibition hall. Individual company badges will not be accepted. Exhibitors will be able to register and collect their badges onsite from 09.00 on Sunday 8 June 2014. Exhibitor badges allow entry into the exhibition, eponymous lectures and satellite symposia only - they do not give access to other conference sessions. Each exhibiting company is entitled to 1 free conference registration per 6sqm booked, up to a maximum of six. These allow access to every conference session. The pass/es will be in your company name so can be used amongst your staff as desired. Please email names and job titles of all stand personnel to [email protected] by 16 May 2014 SOCIAL PROGRAMME Welcome reception, Monday 9 June The wine reception will take place in the exhibition hall on Monday evening. All attendees are invited to attend free of charge. This event will offer exhibitors an excellent networking opportunity to meet with delegates over a glass of wine. UKRC Congress Dinner, hosted by AXrEM, Tuesday 10 June The 2014 Congress Dinner, hosted by AXrEM will be held at Manchester’s magnificent gothic Monastery which is Pugin’s architectural masterpiece and offers a unique and stunning venue. On arrival, guests will enter 'A Midsummers Night Dream' to enjoy a champagne reception and dinner, followed by exciting music and unique entertainment. A complimentary coach service will transfer guests to and from Manchester Central Convention Complex. Dresscode: Lounge suits/cocktail dresses. Tickets are £60 for AXrEM member companies and £100 for non-member companies. To book please call +44(0)20 3725 5840 or email [email protected] LEAD RETRIEVAL AND SCANNER HIRE Reftech are the official badge and scanner supplier this year. On completion of your order, Reftech will be provide you with an online account where you can set up your lead qualification sheet in advance of the event. To order, or for further information, please contact Reftech on [email protected] or call +44 (0)1827 61666. SATELLITE SYMPOSIA Two lecture theatres within the exhibition are available to hire. Symposia will be promoted to delegates ahead of the congress via the congress website, the congress newsletter and other marketing communications, targeted at over 22,000 radiological professionals. Costs are £795 + VAT for a 30 minute session and £1295 + VAT for a 60 minute session. If you are interested in hosting a symposium, please contact [email protected]. Early booking is advised to secure your preferred timeslot. 11 EDUCATION ON THE STAND AND CPD ENDORSEMENT Exhibitors are reminded of the unique opportunity to attract more delegates by hosting educational sessions on their stands. This initiative is to enable exhibitors to deliver CPD in short ‘bite-size’ lectures, demonstrations or presentations from their stand. The sessions should have some scientific content and be linked to clinical practice or techniques. CPD endorsement can greatly improve the attractiveness of sessions to delegates. If you received endorsement in 2012, your programme will need to be resubmitted as endorsement only lasts for two years. Reendorsement is also required if the programme has changed in any fundamental way. Members of the College of Radiographers Industry Partnership Scheme (CoRIPS) receive CPD Now for their 'Education on the Stand' initiatives free of charge. For non-CoRIPS partners, the cost is £200 plus VAT per programme item. For further details please visit https://www.sor.org/learning/cpd/cpd-endorsement. Please note that a minimum of 6 weeks is required to process applications. ‘Education on the stands’ will be promoted via email to all 24,000 members of the SCOR and also covered in the Society’s TopTalk and Student Talk e-zones which are distributed to over 2000 radiology managers and student members. Details will also be repeated in the May issue of Synergy News. If you would like your Education on the Stand events included, please send details to [email protected] by 27 March 2014. When submitting your programme of events please ensure you include: The title of the session and a brief description of what it will involve When and where they are taking place, including your stand number If you want attendees to pre-book to attend your 'Education on the Stand' events and advice on how they can do this If the session is CPD Now endorsed or if this has been applied for Any relevant images in jpeg format INTERNET ACCESS Free wi-fi is available throughout Manchester Central which is sufficient for checking emails or low level browsing. Exhibitors are strongly advised to order a secure line for a faster, more reliable connection. If intending to download large amounts of data or stream video and audio a secure line will be essential. To order a secure line please call +44(0)161 827 8762 or email: [email protected]. Please allow 21 working days in advance of the event. Late orders will be subject to a surcharge. REFRESHMENTS AND LUNCH Complimentary tea and coffee will be served from the catering points in the exhibition halls. Lunch will be available to purchase. IONISING RADIATION Exhibitors are reminded that the demonstration of equipment in the exhibition containing any ionising radiation is not permitted. ULTRASOUND SCANNING OF LIVE MODELS takes into account the 1988 statement of the American Institute of Ultrasound in Medicine (AIUM) and 34 the 1992 European Federation of Societies of Ultrasound in Medicine and Biology (EFSUMB) on the clinical safety of ultrasound. 12 Specifically, therefore, ultrasound scanning of live models is permitted subject to the following conditions: Live models must be discreetly and properly attired at all times, and must not be used as advertising/marketing attractions. Live models must have given their full informed consent. Pregnant women must not be used. Children under the age of 16 years must not be used. Endoscopic, intracavity and intravascular scanning is not permitted. Pulsed Doppler examinations of both male and female reproductive organs, including the breast, are not permitted. Subject to the preceding restrictions pulsed Doppler examinations may be carried out provided that overall exposure times are kept to a minimum and that the time to obtain and demonstrate Doppler information from any single point in tissue is less than 30 seconds. Further advice regarding the use of live models may be obtained from the Society & College of Radiographers on +44 (0)20 7740 7200. OVERSEAS EXHIBITORS Exhibits from non EU countries consigned to the exhibition hall will need clearance by the local Customs Inspector. Please ring the Advice Service on +44(0) 845 010 9000 or visit www.hmrc.gov.uk Exhibitors from overseas are entitled to reclaim the VAT paid on many costs. To get the relevant forms, please contact Inland Revenue on +44 (0)1744 621002 ACCOMMODATION Manchester offers a wide range of accommodation to suit all budgets and requirements. Hotel reservations can be made via our dedicated accommodation agency, Reservation Highway who has negotiated special rates for the duration of the event. View hotels and book online at www.reservation-highway.co.uk/ukrc14 using access code “ukrc14” (all lowercase) or call +44 (0)1423 525599 or email [email protected] TRAVEL INFORMATION By air Manchester Airport is approximately 20 minutes from the city centre and is connected by a direct rail link to Manchester Piccadilly Station and many other UK destinations. Low cost UK airlines operate flights to Manchester from most major UK cities. Visit www.manchesterairport.co.uk for further information. By rail Manchester has direct rail connections to all major UK cities – London is just over two hours away by train. Services come into the city at either Piccadilly or Victoria stations, both of which connect to Manchester’s Metrolink light-rail system which provides easy access to all parts of the city centre. By road Manchester is at the heart of the Northwest’s motorway network, with easy access from all directions onto the M60, the city’s orbital motorway. Once on the M60, exit at Junction 12 and join the M602 signposted city centre. Follow the A57 straight on from the end of the M602, passing under a railway bridge before taking the left hand exit to merge onto the A56 Bridgewater Way. Turn right onto Whitworth Street West at Deansgate station and then turn left onto Albion Street. The entrance to the Manchester Central Car Park is through the next set of traffic lights on the left, opposite The Bridgewater Hall. Park and Ride Parking is free at local railway stations and Metrolink tram stops in Greater Manchester. 13 PARKING Manchester Central has a 24-hour NCP car park located directly below the building with 720 spaces. Access is from Lower Mosley Street. Please see page 19 for the discounted car park voucher application. Please note that tickets must be purchased a minimum of 10 days before the event. Refunds will not be issued for unused vouchers. The nearest lorry/van park is the Euro car park on Byrom Street which is approximately a 5 minute walk from the venue. For further details please call +44(0)161 832 9777. AUDIO VISUAL EQUIPMENT Should you require any audio-visual equipment for your stand, such as plasma screens, printers, projectors and laptops please contact [email protected] or call +44 02(0) 3725 5840. Please order 21 working days in advance of the event. CLEANING A full clean of the exhibition hall will take place on Sunday, Monday and Tuesday evenings and before the exhibition opens on Monday morning. Please note, cleaners will not clean any tables or exhibits on any of the stands but will vacuum the floor and remove waste which is clearly marked. STAND CATERING All food and beverages and any catering equipment on Manchester Central’s premises must be purchased through Manchester Central Hospitality. For a full menu please contact Manchester Central Hospitality at +44 (0)161 834 2700 (Ext 2223) or email [email protected] Please note, should any exhibitor attempt to provide their own food, beverages or catering equipment, they will be asked to remove it or pay a facility fee for it. FLORAL ARRANGEMENTS Manchester Central recommend Springbank Flowers who you can email at [email protected] or call on +44(0)161 272 8888 WELDING, BRAZING ETC Where welding, metal burning, brazing and other similar operations generating heat are carried out, either during the build-up or break-down periods, or as part of a demonstration, the exhibitor must ensure that adequate precautions are taken against damage to property or injury to persons by fire or hot metal. An appropriate competent person must carry out all cylinder connections and disconnections. The exhibitor shall advise the organisers in advance of the nature of the work or demonstrations and shall obtain a Hot Work Permit from the venue. WATER & WASTE SUPPLIES Exhibitors must contact Melville, Manchester Central’s appointed contractor for running supplies, waste connections and compressed air to stands. Please note your order must be accompanied with a scaled plan of your stand. Tel: +44 (0) 870 787 0990 Fax: +44 (0) 870 454 0991 14 SUSTAINABILITY The organisers ask you, and all exhibitors, to think about sustainability and environmental policies and how these can be implemented in relation to your attendance at the event. Can you minimise use of fliers and handouts? Are giveaways ethically sourced? Is your stand reusable? Can you collate emails and send details rather than distribute leaflets? SECURITY At the end of the day, when the exhibition areas are to be vacated, Manchester Central Security will be informed so that these areas can be secured. Please ensure that your stand personnel take all personal belongings with them at the end of each day. The organisers and the venue cannot accept responsibility for any damage to and/or loss of any property introduced by exhibitors or contractors. Please ensure that all electrical equipment has been turned off before leaving the exhibition hall at the end of each day. TIPS AND ADVICE FOR A SUCCESSFUL EXHIBITION Now that you have booked your stand, we would like to ensure that you get the most out of your investment in the exhibition and maximise the number of delegates you will meet, so you might like to consider some of the following points: Pre-event Ensure you have clear and achievable objectives Ensure you have fully briefed your onsite team and drawn up a staffing rota Have procedures in place for measuring your success against your objectives Allow plenty of time for designing your stand, particularly if you need to appoint a stand designer Tell clients, press, colleagues and guests that you are exhibiting via your website, advertising or direct mail Provide your complimentary editorial as delegates will keep the congress guide for use after the event Put an incentive scheme in place for your onsite team as this can help encourage sales Consider sponsorship opportunities to increase your exposure and stand out from other exhibitors Literature in delegate bags or advertising in the congress guide are effective ways to highlight your products or services and draw delegates to your stand Consider including an office or demonstration area for a more relaxed space to talk to delegates A moving exhibit attracts attention so consider including lighting or audio-visual displays on your stand At the event Have free samples, branded gifts or literature on display and ensure you have enough copies Provide complimentary drinks or food from your stand Run competitions or free prize draws If you are launching a new product or service ensure that you label this on your stand – ‘new’ is a very powerful word for attracting attention Wear name badges at all times so delegates know who they are talking to Ask delegates to complete an enquiry form so you can collate contact details and follow up later Add ‘fluffies’ to your stand such as sweets, chocolates or flowers Ensure you have clear and consistent branding and keep messages brief Use lots of bold images, photos, logos and large text Post-event Collate new leads and follow up within two weeks of the show Draw up a report on any research carried out Report your experience to media, colleagues, staff and guests Evaluate your achievements against your objectives Consider booking for the following year as soon as possible as discounts will be available for early bookings 15 FREQUENTLY ASKED QUESTIONS Where can I hire furniture for my stand? Please contact JMT Indisplay at www.jmtindisplay.co.uk or call +44 (0)1923 851 580 Are electrics included in the stand price? Electrics and lighting are not included. You can order online at www.etuk.co.uk using password ‘medlock’ or call +44(0) 117 2300050, email [email protected] or complete the order form on page 22. Where can I book accommodation? Book at www.reservation-highway.co.uk/ukrc2014 using access code “ukrc14” or call +44 (0)1423 525599 or email [email protected] When is build up? Saturday 7 June Sunday 8 June Monday 9 June 07.00 – 22.00 (space only exhibitors) 07.00 – 22.00 (all exhibitors) 07.00 – 09.30 (all exhibitors – no unloading, stand dressing only) When is breakdown? From 15.00 on Wednesday 11 June until 22.00 on Thursday 12 June. When do I send deliveries? Deliveries will be accepted from Saturday 7 June until Wednesday 11 June. How do I book an insert in delegate packs? Please email [email protected] Cost is £695 + VAT for one insert per bag. How do I order catering for my stand? Please contact Manchester Central Hospitality on +44 (0)161 834 2700 (Ext 2223) or email [email protected] Is there internet access available at Manchester Central? There is free wi-fi which is sufficient for checking emails or low level browsing. Exhibitors are strongly advised to order a secure line for a faster, more reliable connection. To order call +44(0)161 827 8762 or email: [email protected]. Is lunch and coffee provided for exhibitors? Exhibitors will receive complimentary refreshments on each open day. Lunch will be available to purchase. Do I need to complete a risk assessment? All exhibitors must complete a risk assessment. Space only exhibitors should ask their stand builders to provide this. Shell scheme exhibitors can complete the risk assessment template on page 17. Do I need to submit design plans? Space only exhibitors must submit design plans, risk assessment and method statement by 2 May 2014 to [email protected] Please refer to page 5 for more details. Where do I get my name badges from? Please email names of stand personnel to [email protected] by 16 May 2014. Name badges will not be posted. Exhibitors can collect their badges onsite from 09.00 on Sunday 9 June. Is there any storage space at Manchester Central? There is storage space available for exhibitors. Offsite storage can be organised by contacting Lupprians on Tel: +44 (0) 1784 422900/+44 (0)161 876 4488 or Email: [email protected] or [email protected] 16 RISK ASSESSMENT TEMPLATE FOR SHELL SCHEME EXHIBITORS All exhibitors are required to complete a risk assessment. Even if you do not think there are any risks this must be confirmed in writing. This template is for use by shell scheme exhibitors only where no construction is required. Space only exhibitors must ask their stand builders to complete and submit a thorough risk assessment and method statement. Company name:_________________________________ Stand no: __________________________ Completed by (name):____________________________ Phone: ____________________________ Please describe below any tasks and potential hazards or risks entailed in setting up/breaking down your stand 1 2 3 Task Description of hazard (fire, injury etc) Products to be stored/displayed Consequence of hazard (*delete) Persons at risk Current control method Other relevant information Signature ____________________________________ Date __________________________ Please return to [email protected] or fax to +44(0)844 507 0578by 2 May 2014 17 HEALTH AND SAFETY AND INSURANCE DECLARATION TO BE COMPLETED BY ALL EXHIBITORS Company name _________________________________ Stand no __________________________ The Health and Safety at Work Act, etc, 1974 (HASAWA74) It is a condition of entry into the exhibition that every Exhibitor, Contractor, sub-Contractor, supplier and their agents comply with the HASAWA74 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) throughout tenancy. The exhibitor confirms that its staff will be sufficiently instructed and trained in relevant matters in order to carry out their tasks competently: a) WE ARE SHELL SCHEME AND ARE USING THE UKRC RECOMMENDED CONTRACTORS. We have trained and made our stand staff aware of the potential risks present onsite and we will copy them in with any additional safety information. We will complete and return a risk assessment by 2 May 2014. Any significant risks caused by our exhibits, demonstrations and work practises to either ourselves or others onsite are detailed on the form OR if our exhibits, demonstrations and work practises cause NO HAZARD to either ourselves or others onsite our risk assessment form will be marked clearly ‘NO/ONLY LOW RISKS’ b) We are SPACE ONLY. My principal contractor(s) (named below) has undertaken a specific Risk Assessment and Method Statement for this event in accordance with the HASAWA74. They have trained and notified their staff and sub-contractors in all such areas identified as being of risk. A copy will be forwarded to the Organisers by 2 May 2014. Stand contractor 1 Company ____________________________________ Contact name __________________________________ Address _________________________________________________________________________________________ Tel _____________________________________ Email _______________________________________ Stand contractor 2 Company ____________________________________ Contact name __________________________________ Address _________________________________________________________________________________________ Tel _____________________________________ Email _______________________________________ Insurance and public liability I confirm that we have adequate public liability insurance in place to protect ourselves against any loss or damage to our stand, exhibits, property and personnel and for any legal liability incurred in respect of injury or damage to persons or property belonging to third parties. Health and Safety Representative on the stand will be _____________________________________________________ Position _____________________________________ Mobile No ________________________________ P Declaration Authorised by _____________________________________ Date ________________________________ Print Name _____________________________________ Position ________________________________ Please return to [email protected] or fax to +44(0)844 507 0578by 2 May 2014 18 Car Parking PARKING VOUCHER APPLICATION FORM Return this form to: The Administration Team National Car Parks, NML House, 61 High Street, Manchester, M4 1AZ Email: [email protected] EVENT TITLE: EVENT DATES: DEADLINE DATE: Manchester Central We require Parking Vouchers as follows: @ £12.00 per day including V.A.T. (1 voucher per day per car). Please tick dates when vehicles are using car park and ensure you include all your contact information. Also note that we will not be issuing any vouchers past the deadline date BREAKDOWN BUILD UP OPEN DATE/S Total Amount Due: £ Exhibiting Company: Contact Name: Telephone No: Address: Issue Number: (Switch or Solo) Start Date: Expiry Date: Post Code: Security Code: (The last 3 digits on the back of your card) Debit / Credit Card Number: Cheques made payable to National Car Parks M/cr Ltd. Please note we do not accept American Express Vouchers sent on receipt of payment. No later than the deadline date. Refunds are not available after the start of the event/exhibition/conference. No stock or valuables should be left unattended. Entry to, and use of the Car Parks is at your own risk. On arrival take parking ticket from entry barrier, when leaving place the same ticket in exit barrier followed by correctly dated pre-paid validation ticket to allow exit. Vouchers are valid for cars and small vans at Manchester Central only. There is a height restriction of 2 Meters on the Manchester Central Under croft Car Park. Please note that only 250 vouchers will be issued per day. CAR PARKING UNDERCROFT CAR PARK Access from Lower Mosley Street Open 7 days, 24 hours (manned) Fully Automatic Vouchers must be applied for in advance – there are a limited number Available (250 vouchers per day) and cannot be purchased “on the day”. Exhibitors / Delegates can obtain special Car Park vouchers at a reduced rate of £12.00 per day including VAT for the build up, breakdown and open days of the events. Tickets must be purchased before the deadline date (10 Days before an event) using the attached application form and paid for in advance by credit card or cheque made payable to NATIONAL CAR PARKS M/CR LTD. Tickets will be returned by post together with a full VAT receipt, NCP will not invoice for payments. Please note refunds will not be issued for unused/misused vouchers. PLEASE EMAIL COMPLETED APPLICATION FORM TO: [email protected] OR RETURN BY POST TO: Administration Team National Car Parks NML House 61 High Street Manchester M4 1AZ SHELL EXTRAS ORDER FORM UKRC 2014 MANCHESTER CENTRAL 9-11 JUNE 2014 COMPANY NAME EMAIL SIGNATURE BILLING ADDRESS ORDER DEADLINE: FRIDAY 16 MAY STAND No PHONE No DATE POSTCODE METHOD OF PAYMENT PLEASE CHECK BOX Payable to JNM Exhibition Services CHEQUES BACS TRANSFER HSBC Bank Account Number 5127 5739 Sort Code 40-12-28 IMAGE CODE LSD DESCRIPTION Lockable store door STANDARD £100.00 each WPC Wall panel colour change £60.00 pp FS Flat shelf £35.00 per m GP Additional grey panels @ 2.4m x 1m £15.00 each NB Additional nameboards £10.00 each SB Shelf brackets @ 210mm £9.00 each LH A4 literature holders £8.00 each VH/VL Velcro hook or loop £4.00 per m PLEASE EMAIL OR FAX TO [email protected] Fax 00 44 (0) 1423 320789 QTY TOTAL SUB TOTAL VAT (20%) GRAND TOTAL PLEASE NOTE: Items requested on site will be subject to availability and a 30% surcharge Orders received after the deadline will be subject to a 25% surcharge 9-11 JUNE 2014 medlock Manchester Central 0117 2300050 1 May 2014 CONDITIONS FOR THE SUPPLY OF ELECTRICITY AND MAINTENANCE DURING EXHIBITION @ UKRC 2014 MANCHESTER 0117 2300050
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