EXHIBITOR MANUAL 12-14 September 2014 Eat Drink Discover Scotland A RHASS event Royal Highland and Agricultural Society of Scotland Ingliston House Royal Highland Centre Edinburgh EH28 8NB Tel 0131 335 6255 www.eatdrinkdiscoverscotland.co.uk 1 CONTENTS About Eat Drink Discover Scotland Exhibitor Information o Show Timetable including build up and break down o Risk Assessments & Method Statements o PAT Testing o Food Hygiene & Trading Standards o Alcohol o Cleaning o Security o Children o Dogs o Wi-Fi o Hall Management o Fire Evacuation o First Aid Terms and Conditions Business Seminar Programme Additional Services Official Contractors and Suppliers Getting Here Accommodation Show Promotion & Marketing 2 ABOUT EAT DRINK DISCOVER SCOTLAND Thank you for exhibiting at the inaugural Eat Drink Discover Scotland show. It’s Scotland’s ultimate food and drink show – the only event on a national stage to showcase exclusively produce made in Scotland. What makes Eat, Drink, Discover Scotland different from other food events is the way we are focusing on Scotland’s regional specialities. This approach will allow all areas of Scotland to showcase their local delicacies and hidden gems, as well as promoting the wider tourism offering. The show will be largely structured by region, mixing food, drink and related businesses in regional zones. By doing this we will be helping you tell a strong story about provenance, heritage and quality. The show zones are as follows: • • • • • • • • • • • • Ayrshire, Arran and Argyll Dumfries and Galloway Dundee and Angus Edinburgh and the Lothians Grampian Greater Glasgow and the Clyde Valley Highlands and Islands Kingdom of Fife Loch Lomond, Trossachs and Forth Valley Perthshire Scottish Borders and a special zone for “Chocolate” Feature Programme The show has four demonstration theatres/stages: • • • • Main stage – celebrity chef demonstrations Master class – public have hands-on cooking experiences led by the celebrity chefs Skills theatre – exhibitors lead or participate in demonstrations of their skills and techniques Talks and tastings – exhibitors host sampling sessions and talk about their products or brands For more information on our chefs, and the demo timetables when released, visit our website at www.eatdrinkdiscoverscotland.co.uk. 3 EXHIBITOR INFORMATION Please read the following information carefully, and ensure your staff are familiar with its contents. SHOW TIMETABLE Date Mon 8 Sept Tues 9 Sept Weds 10 Sept Thurs 11 Sept Fri 12 Sept Sat 13 Sept Notes Access for CONTRACTORS ONLY CONTRACTORS only -‐ OPEN SPACE exhibitors by prior arrangement Shell Scheme & Open Space Exhibitors NB Chalets available from 13.00 All Exhibitors NB Market Stalls available from 13.00 Show Day 1 Show Day 2 Sun 14 Sept Show Day 3 Mon 15 Sept NB all exhibitor materials must be cleared from the Hall by 17.00 unless by prior arrangement Tues 16 Sept CONTRACTORS ONLY Hall Open 07.00 Show Open n/a Show Closes n/a Hall Closes 19.00 07.00 n/a n/a 19.00 07.00 n/a n/a 19.00 07.00 n/a n/a 21.00 06.00 Business Growth Seminars for Exhibitors 09.00 – 11.45 07.30 12.00 20.00 Friday Night Feast! 17.00 – 20.00 21.00 10.00 20.00 07.30 07.00 10.00 n/a 18.00 Exhibitor drinks reception 18.00 – 19.00 17.00 n/a 07.00 n/a n/a 17.00 20.00 19.00 4 RISK ASSESSMENT AND METHOD STATEMENT ALL exhibitors are required to complete and submit a risk assessment and method statement to the organisers covering the build, operation and breakdown of their stand. A risk assessment form is attached to this exhibitor manual. All risk assessments should be submitted to the organisers by 22 August 2014. Any exhibitors not conforming to safety standards will be required to take remedial action, or, in extreme cases, may be shut down by the Society’s safety representatives. No refund on any costs will be given in this circumstance. Exhibitors with Open Space stands should also include a layout plan for your space, also to be submitted by 22 August. PAT TESTING All electrical equipment on stands must carry a valid PAT test sticker, and certificates must be available for inspection. FOOD SAFETY & TRADING STANDARDS Exhibitors must accept full responsibility for complying with the requirements of Environmental and Consumer Services, City of Edinburgh Council, Chesser House, 500 Gorgie Road, Edinburgh, EH11 3YJ (Tel 0131 529 3030) in respect of all foodstuffs and drinks displayed, offered for sale or otherwise provided at their stand. Queries regarding food safety and hygiene issues can be directed to the EHO who is happy to advise exhibitors on individual queries: [email protected]. Guidance provided by the Council is attached as an appendix, and is also available on our website. Likewise all relevant Trading Standards legislation should be adhered to. Exhibitors should be aware that environmental health and trading standards officers may be present at the show. ALCOHOL The site does not have a licence to sell alcohol – exhibitors wishing to do so must ensure they have their own licences in place. The organisers will require evidence of this before trading commences. 5 CLEANING The exhibition hall, including stand floors, will be cleaned each day. If you do not wish your stand to be cleaned, please tape your area off or leave clear signage to that effect. SECURITY Overnight security will be in place in the Highland Hall on Thursday 11th, Friday 12th, Saturday 13th and Sunday 14th September. However stand holders should be aware that valuables are left on your stand at your own risk. Be vigilant at all times, particularly during build up and break down. CHILDREN Exhibitors should note that children (15 or under) are not permitted in the Hall during build up and break down periods. DOGS Dogs (with the exception of assistance dogs) are not permitted in the Hall at any time. WIFI Wireless internet is available in the Hall to exhibitors, free of charge. The password will be notified to you on arrival for set up. Please note that as with all wireless services, connectivity can fluctuate at busy times. HALL MANAGEMENT On arrival for set-up, please notify the duty Hall Manager, who will be found at the Exhibitor Helpdesk in the Highland Hall foyer. The Helpdesk will be manned throughout the build up, show open and break down phases of the Show, and will assist you in the event of any queries onsite. FIRE EVACUATION PROCEDURES A note of Fire Evacuation procedures will be handed to you on your stand. Please ensure you and your staff are aware of the procedures. FIRST AID Qualified First Aid personnel provided by the British Red Cross will be on duty in the hall throughout the Show Open period. 6 TERMS & CONDITIONS Payment of Stand Fees Payment of stand fees must be paid within 28 days of receipt of invoice, and prior to the show starting, whichever is sooner. Exhibitors with stand fees remaining unpaid will be denied access to the show. Cancellation by the Exhibitor Where an exhibitor cancels a space booked for any reason, written notification must be sent to the Event Coordinator. On or after the 1st of August there will be no refund. Cancellation of additional services e.g. power, refrigeration, must be notified in writing to the relevant contractor and will be subject to that contractor’s own terms and conditions. Cancellation by the Organiser If the event is cancelled as a result of any circumstance out with the Society’s reasonable control, the Society will make a full refund of all paid stand rentals and additional staff passes. Staff Passes Every member of staff working on your stand will need a pass to access the show each day. The number of passes allocated to your stand has been calculated on the basis of the size of stand booked. Your staff passes will be emailed to you by Friday, 5th September. 7 BUSINESS SEMINAR PROGRAMME Exhibitors will be able to attend a range of FREE business seminars, workshops and one-to-one sessions, specially designed for food and drink businesses. Topics will be wide-ranging and led by industry experts. The seminar programme will take place on Friday, 12th September from 9.00 am. Make sure you make time to attend these valuable and informative sessions. - Market Overview, presented by Scotland Food & Drink Insights Team Building a Business Building a Brand Exporting Securing Finance Being part of a Supply Chain Buyer Briefing – supplying the Multiples Buyer Briefing – supplying the independent sector Buyer Briefing – supplying the food service sector Booking information and timings will be advised separately. There will also be a marketplace of suppliers who may be useful to you as your business grows. EXHIBITOR LOUNGE AND DRINKS RECEPTION A quiet space has been set aside for you to enjoy a break from the hubbub of the show. We’d also like to invite you to join us for a drink on Saturday night as the show closes at 6pm. 8 ADDITIONAL SERVICES A range of additional services will be available to support exhibitors at the show: Vehicles Parking is free for visitors and exhibitors alike. Vehicles for unloading will be directed to the Highland Hall by stewards and should be unloaded and then moved to the car park promptly. Water and Drainage Mains water and drainage is available within the Highland Hall and MUST be booked well in advance. Mains water is £117 + VAT and waste is £117 + VAT. Stand organisers should bear in mind that they may need to build a platform floor to conceal pipes and connections. Drainage availability is subject to positioning within the Hall. Refrigeration Display and storage fridges and freezers are available to hire from our official contractors. Sinks & Hand wash Units These are available to hire from our recommended contractors. Electrics Shell scheme stands come with a basic provision for electrics. Any other electrical requirements should be booked through our official contractors. Show guide and Exhibitor Listings All exhibitors at the show will receive a basic listing in the Exhibitor Guide on the Eat, Drink, Discover Scotland website and in the Show guide, an A5 publication issued free to visitors at the event. The show guide will be packed with articles, recipes and other features in addition to the exhibitor listing. A basic listing includes short description and contact details but exhibitors can upgrade to a display listing which includes colour photograph for enhanced visibility. There are also opportunities to advertise in the show guide. Exhibitors will be contacted by our Show guide publishers Geerings Print Ltd. Please note no other publisher is authorised to contact you on our behalf. 9 OFFICIAL CONTRACTORS & SUPPLIERS Mains Water and Drainage Orders for mains water and drainage connections to a point on the stand should be made on the application form. Plumbing All onsite plumbing (eg connecting the mains water and drainage to your own equipment on the stand) must be carried out by our official contractors, J & C Cowe, 1a Craig’s Avenue, Edinburgh, EH12 8HP. Contact them on 0131 334 9370 for prices. Electrical Supply All onsite electrical work must be carried out by our official contractors, Pratt Bros (Edinburgh) Ltd, East Gate, Royal Highland Centre, Ingliston, Edinburgh EH28 8NF. Electrical bookings should be made direct with Pratt’s as soon as possible. Tel: 0131 333 3665. Shell scheme stands come with a twin socket and spotlight included, and a price list for all other work is available in the downloads section of our website. Refrigeration* The official contractor for Display (on-stand) and Storage (off-stand) fridge and freezer units can be booked through: Display Refrigeration Hire Ltd, IMD Marketing, 1 Sandilands Crescent, Motherwell, ML1 3AX Tel: 01698252613 e-mail: [email protected] On-stand display refrigeration is also available from: Lowe Refrigeration, Unit J, Knockmore Industrial Estate, Lisburn, Co Antrim, Northern Ireland, Tel: 01283 820717. City Refrigeration Rentals Ltd, Tel: 0800 833371. Handwash Units* Self-contained units (not requiring mains water connections) can be arranged from: John Brown Caterhire, 0845 606 1125 The Mobile Sink Company Ltd, 0121 747 1179 *Remember to allow enough power supply for these units! 10 Gas – LPG The use of LPG may only be permitted by prior arrangement with the organisers and under strictly controlled conditions. Exhibitors wishing to use LPG must have permission from the organisers and include details in their risk assessment documentation. Any appliances using gas must be accompanied by Gas Safe certificates issued by an engineer/business that is registered with Gas Safe to do the following: 1. Work with LPG operated appliances 2. Work on Non-Domestic appliances 3. Work on catering equipment Furniture Hire Trestle tables and chairs are available to hire from the organisers. Other furniture and other stand extras are available from our shell scheme providers, GES. Order forms are in the downloads section of our website. Other contractors Need a supplier for a service not listed? Let us know and we may be able to suggest someone. 11 GETTING HERE The Royal Highland Centre is easily found off the A8, adjacent to Edinburgh Airport. We encourage visitors to come by public transport, with regular bus routes servicing the A8 and the airport. The new tram stops at Edinburgh Airport and Ingliston Park and Ride are approx. 15 mins walk away. If you prefer to come by car, the Centre is easily accessible by the motorway network (M8, M9), and there will be free parking at Eat, Drink, Discover Scotland, EH28 8NB. Exhibitors should follow the AA signs for car parking. If you have materials or stock to unload, follow the directions of the stewards. Your vehicle should then be unloaded and removed to the car park as soon as possible. ACCOMMODATION Discounted rates may be available at the nearby Holiday Inn Express and at the Hilton Edinburgh Airport (depending on time of booking). When booking, call the hotel reception directly and state that you are an exhibitor at Eat, Drink, Discover Scotland. Other nearby hotels include the Travelodge Edinburgh Airport, the Ibis Edinburgh Park, Premier Inn at Newbridge or Norton House Hotel & Spa. 12 SHOW PROMOTION AND MARKETING CAMPAIGN - Radio campaign on Forth 1 and Classic FM Scotland Posters on all Scotrail inter-urban trains throughout Scotland Extensive direct mail campaign via Tesco “Clubcard” to over 10,000 selected customers Promotion through itison.com – 700,000 database of consumers Campaign & Competition in Scottish Field Promotions in over 30 Scottish local and regional newspapers 2 for1 ticket offer in Daily Mail Digital campaign on websites such as bbcgoodfood.com, timeout.co.uk, the list.co.uk and the National Trust for Scotland Targeted marketing to businesses around Gyle/Gogarburn/Edinburgh Park to promote “Friday Night Feast” Extensive social media campaign including “the search for Scotland’s best kept secret ingredient” spearheaded by celebrity chef Mark Greenaway on Facebook, Twitter etc and promotion Extensive media relations campaign to support the above activity Exhibitors are also encouraged to promote the show to their customer databases with special discount codes – please circulate this to all your customers! FURTHER INFORMATION We hope the contents of this document answer any remaining questions you might have. If not, please do not hesitate to contact the organisers at: [email protected] 0131 335 6255 13