1. No category

Airmic Conference 2014
th
th
16 - 18 June
The ICC, Birmingham
Exhibitor Manual
www.AirmicConference2014.com/Exhibition
Page 1
Checklist
Form Name/Task:
Location /details
Completed by:
Phone App profile
All exhibitors to submit profile and logo for phone
app
14th Feb
Stand designs
For space only stands. Please send stand plans
for approval to [email protected]
25th April
PPT Slide
All exhibitors to submit 1 PPT slide in your own
design to promote your presence at the
conference, less text more graphics is better
25th April
Strategic Risk
Dailies
S R will be running conference dailies. If you want 2nd May
extra FREE advertising,
send [email protected] a paragraph of
text about what is happening on your stand
Furniture Order
Form
(Showlite)
http://airmicconference2014.com/assets/furnitureorder-form-2014-pdf.pdf
16th May
Electrics & Lighting
Order Form
(Showlite)
http://airmicconference2014.com/assets/electrical
-order-form-2014.pdf
16th May
Register all your
staff
register all your delegates and exhibitor passes
16th May
Risk Assessment
Form
(Airmic)
http://airmicconference2014.com/assets/riskassessment-for-exhibitors-.docx
23rd May
www.AirmicConference2014.com/Exhibition
Page 2
Internet Access
Order Form
(The ICC)
To start ordering visit: http://www.theicc.co.uk/theexhibitor/online-ordering
Select: ‘The Exhibitor’ – ‘Online Ordering’ –
‘Order Exhibitor Services’ – ‘Place Orders’
Enter Passcode: 45052
Early bird prices close
23/5/14 and revert to
standard prices.
Standard prices and
last option to order
closes 13/06/14
AV Order Form
(The ICC)
To start ordering visit: http://www.theicc.co.uk/theexhibitor/online-ordering
Select: ‘The Exhibitor’ – ‘Online Ordering’ –
‘Order Exhibitor Services’ – ‘Place Orders’
Enter Passcode: 45052
Early bird prices close
23/5/14 and revert to
standard prices, close
before 13th June
Shell Scheme
Extras/Accessories
(Showlite)
30th May
http://airmicconference2014.com/assets/shellscheme-extras-form-2014.pdf
30th May
Barcode Scanner
Order Form
(Reftech)
http://www.airmicconference2014.com/assets/reft
ech_exhibitor_scanner_hire_form.pdf
Stand Catering
Order Form
(The ICC)
To start ordering visit: http://www.theicc.co.uk/theexhibitor/online-ordering
9th June
Select: ‘The Exhibitor’ – ‘Online Ordering’ –
‘Order Exhibitor Services’ – ‘Place Orders’
Enter Passcode: 45052
Rigging request
Contact the ICC Technical Manager on 0121 644
5182, [email protected]
Florist
(The ICC)
9th June
To start ordering visit: http://www.theicc.co.uk/the- 9th June
exhibitor/online-ordering
Select: ‘The Exhibitor’ – ‘Online Ordering’ –
‘Order Exhibitor Services’ – ‘Place Orders’
Enter Passcode: 45052
www.AirmicConference2014.com/Exhibition
Page 3
Forms: for your information
http://airmicconference2014.com/exhibition.html#ex_manual
Airmic Terms &
Conditions
Shell Scheme spec
form
http://airmicconference2014.com/assets/octanormspecification-2014.pdf
http://www.theicc.co.uk/locationtravel
Travel Information
www.AirmicConference2014.com/Exhibition
Page 4
Contents
Page 5
• Access for setup
• Accommodation
• Breakdown
• Business Centre
• Carpets
Page 10
• Height Limit
• Internet Access
• Lost Property
• Medical Emergencies
• Microphones
Page 6
• Cashpoint
• Catering
• Children
• Cleaning
Page 11
• Music
• Noise
• Online Ordering
• Opening Times (exhibition hall)
• Parking
Page 7
• Damage & Loss
• Deliveries & Collections
• Demonstrations
Page 12
• Power
• Refreshments
• Security
• Security Advice
Page 8
• Dilapidation
• Drinks Reception
• Evacuation Procedures
• Exhibition Hall
• Exhibitor Badges
• Exhibitor Events
• Exhibitor Delegates
Page 13
• ‘Shell Scheme’ stands
• Smoking
• Stand Plans (space only)
• Storage
• Trolleys
• Venue
• Waste & Recycling
• Workshop Sessions
Page 9
• Fabric
• Fire Precautions
• Forklifts
• Furniture
• Gangways
• Graphics & Signage
• Health & Safety
www.AirmicConference2014.com/Exhibition
Page 14
• Important Contacts
Page 5
Exhibitor Information
Access for Set-up
Access to Hall 3 is via Bay A, The entrance to loading bays are on Cambridge Street.
Access will be available on the below dates:
Sunday 15th June: ‘Space Only’ stands 9am - 6.00pm
Monday 16h June: All stands, 7am – 4pm
Please note that traffic wardens operate along Cambridge Street.
All Stands must be complete by 4.00pm on Monday 16th June. Stands must be ready and exhibitors at
their stands by 5.00pm ready for the drinks reception and opening of the exhibition hall on Monday 16th
June.
Accommodation
Reservation Highway has on hold a selection of rooms at various hotels with discounted rates in the city
centre. To book accommodation for this event, please click below:
www.AirmicConference2014.com/Accommodation
Breakdown
This will happen from 2.30pm on Wednesday 18th June and must be clear of the exhibition area by 7pm on
that day. Please ensure all couriers collect stands and any stand materials by the stated time. Airmic cannot
take responsibility for left articles. All items must be collected by end of tenancy Wednesday 18th June.
Business Centre
The Business Centre is located on Level 3 of the ICC near the Centenary Square entrance. The centre can
provide photocopying, fax facilities and secretarial services. Opening hours are 09:00 to 16:30 Monday to
Friday.
Carpets
There are carpet tiles throughout the exhibition hall; these are dark blue in colour. Carpet Tape - Please
note that exhibitors and contractors must use the NEC approved Stikatak B3/A5 exhibition tape and ensure
that it is lifted before they leave the hall at the end of the show. Any exhibitors who leave tape on the floor
after the show will be subject to a dilapidation charge of at least £7.50 per linear metre of tape depending
on the amount of damage caused to the floor. Damaged carpet tiles will be charged at £20 + VAT per tile.
www.AirmicConference2014.com/Exhibition
Page 6
Cashpoint
There is a cash point located within the ICC’s main mall, next to the cloakroom. Please note that a small
charge is made for withdrawals.
Catering
ICC Catering have the sole rights to all food and beverage consumed at the ICC and all food and
beverages, and associated catering equipment, must therefore be ordered through them.
Should any company attempt to provide their own food, beverages or catering equipment in the venue, they
will be asked to remove it or pay a “corkage/facilities” fee for it. Any breach of the agreed contract could put
the exhibition tenancy in jeopardy, so I would ask you to comply with these instructions.
Orders with full payment should reach ICC no later than one-week before the start of the event. No
accounts are sent out after the event for invoice payment.
Please note when providing your own food and beverage, the attached disclaimer form FOOD SAFETY
AGREEMENT – Customer Supplied Product must be completed and returned via fax or email.
If you require any catering on your stand, please email Catering Support on: [email protected]
to obtain a copy of our stand catering order form. Should you require anything over and above the form
content, please contact Catering Support on +44 (0)121 644 5132, who will be happy to assist you with your
requirements.
Alternatively, catering can be booked on-line via our web site www.theicc.co.uk . Simply click ‘The Exhibitor’
– ‘Online Ordering’ – ‘Order Exhibitor Services’ – ‘Place Orders’ and type in the pass code 45052
Children
For Health and Safety reasons, children aged 16 and under are not permitted in the hall during Build-up or
Pullout periods.
Cleaning
General cleaning of stands will be carried out prior to the exhibition opening on each morning. This service
is free of charge to all exhibitors and paper / packaging rubbish should be placed in the aisle at the end of
the day (any bagged waste left on stands will not be removed). The cleaning of exhibits, however, remains
the responsibility of the exhibitor. Any Exhibitors requiring extra cleaning should contact Fran Moore on T:
+44 (0)121 644 5150.
Please note that, with the exception of paper / packaging, exhibitors are expected to dispose of their own
rubbish. Should you need to dispose of a large quantity of rubbish following the event, please contact Tracy
Pickwell (The ICC) on 0121 644 5111.
The disposal of Medical waste (such as needles) needs to be pre-booked and will be charged for. Please
contact Tracy Pickwell 0121 644 5111.
www.AirmicConference2014.com/Exhibition
Page 7
Damage & Loss
Neither the Organisers, nor the ICC, accept any responsibility for damage or loss of any properties
introduced by the Exhibitors or their agents/contractors. Exhibitors are especially warned that the exhibits
are the sole responsibility of the exhibitors to whom they belong. Exhibitors should affect their own
insurance against all risks. The strongest possible precautions against pilferage should be taken at all
times.
Deliveries & Collections
Deliveries and collections may only be made during the tenancy of the exhibition. Access to Hall 3 for all
exhibits and stand fitting materials is via the rear of the Hall 3, loading bay A.
The organisers cannot accept deliveries on exhibitors' behalf. Arrangements must be made for a
representative to be available on the stand and drivers delivering exhibits must be supplied with full
information about which stand and to which hall the delivery is to be made. Please ensure that all materials
are appropriately labelled with your company name, the event name, date of the event, hall and stand
number. If this is not arranged, deliveries may be turned away.
Please be advised that there is no on-site storage available, and all tenancy areas must be clear at the end
of the event.
Exhibitors are reminded to ensure they provide sufficient staff and trolleys, etc., to transport goods from
their vehicles to their stands as The ICC have a very limited number on a first come, first served basis.
Unfortunately there will be no storage facilities available on-site and packing materials MUST NOT be
stored within the exhibition areas.
All goods should be addressed and clearly marked with the name of the representative and stand number
to:
Airmic Conference 2014 (16th – 18th June)
Hall 3, loading bay A.
Company Name, Stand number
C/O Tracey Pickwell (ICC Event Manager)
Tel: xxxxxx
The ICC
Broad Street
Birmingham, B1 2EA
Demonstrations
Exhibitors intending to use televisions or any other potentially loud appliances for stand demonstrations or
who wish to hold live demonstrations must contact the Organisers for approval at least one month prior to
the show to gain written permission.
www.AirmicConference2014.com/Exhibition
Page 8
Dilapidation
You are reminded that you will be charged for making good any damage to the hall or stand area, including
the floor, caused by your staff or contractors. All tape used to secure carpets must be removed at the end of
the exhibition. Under no circumstances can stand construction, graphics, displays, etc be attached to the
fabric of the building.
Drinks Reception (Airmic)
The first Airmic drinks reception will be on Monday 16th June from 5.00pm – 6.30pm in the exhibition hall.
Your stands must be complete by this time and manned for the drinks reception.
The second Airmic drinks reception will be at the ICC inside the Mall on Tuesday 16th June from 6.00pm 8.30pm. All exhibitors and delegates are welcome to attend. Badges must be worn at all times.
Evacuation Procedures
In the event of an emergency evacuation please follow the instructions of ICC Hosts and Fire Marshals
(identified by high visibility jackets). You will be directed to the assembly point in Centenary Square.
If it becomes necessary to evacuate the building, the following message will be broadcast:
“Ladies and Gentlemen, may I have your attention please. We must ask you to leave the building by the
nearest exit as quickly as possible. Do not use the lifts and do not stop to collect personal belongings”
Exhibition Hall
The Exhibition will be held in Hall 3, via Bay A, The entrances to loading bays are on Cambridge Street
Exhibitor Badges
Official badges will be issued to every exhibitor. The badge will act as a security pass and must be worn at
all times. Admission to the exhibition will not be permitted to personnel who are not wearing the appropriate
badge.
Exhibitor Events
Exhibitors should not organise any events which clash with the conference workshop timings or the
beginning of the Airmic Drinks Reception on Monday 10th June between 5pm – 6.30pm or Tuesday 11th
June between 5.30pm – 7.30pm.
Should you need any help or advice with booking any Birmingham venues, please contact Reservation
Highway on 01423 525577 or [email protected]
Exhibitors’ Delegates
You can register your delegates online at www.AirmicConference2014.com from February 2014.
www.AirmicConference2014.com/Exhibition
Page 9
Fabrics
Please ensure that all fabrics used on stands have the relevant fire proofing solutions. It is a requirement
that all drapes brought into the venue conform to BS 5867 Specification For Fabrics For Curtains And
Drapes
Fire Precaution
Fire extinguishers are located at convenient points around the Hall. All materials used for the interiors of
stands must be thoroughly fireproofed or be non-combustible to the satisfaction of the local authority.
Failure to do so may result in the removal of all offending fittings. Any person whether Exhibitor or
Contractor discovering a fire, should immediately notify a member of ICC staff or operate a break glass unit.
Forklifts
All forklifting requirements must be booked through the ICC Technical Event Manager.
Furniture
All exhibition stand furniture must be ordered via Showlite. Please see furniture order form for options and
prices.
Gangways
The gangways used in this venue are the minimum permissible by law and have been subject to approval
by the Local Authority. Under no circumstances will exhibits, stand dressing, tables and chairs, etc. be
allowed to encroach into the gangways. All exhibits must be kept inside your space at all times.
Graphics & Signage
The ICC has its own in-house graphics team who can produce any required signage. The Graphics Coordinator is Ya-Lai Tsang (0121 644 5108, [email protected] ). Please be aware that it is not
permitted to affix anything to the fabric of the building (no blu-tak, pins etc), and that any signage brought
onto site must be freestanding and of a professional quality.
Health & Safety
In accordance with the Health & Safety at Work Act 1974, and the Management of Health & Safety at Work
Regulations 1999, the event organiser and exhibition contractor must supply the Event Manager with:
i.
A copy of their organization’s H&S policy statement
ii.
A Method Statement for work being undertaken as well as a Safe Systems of Work document to
highlight the control measures being put in place in a written format
A suitable and sufficient risk assessment/s to cover the event as a whole
iii.
www.AirmicConference2014.com/Exhibition
Page 10
These documents should be made available at least 14 days prior to the start of the event, in case of any
query, and should examine all potential risks to exhibitors, staff, ICC staff & delegates. In addition, the event
organiser should obtain a risk assessment from each exhibitor plus any additional contractor/s, which must
be brought onto site and be available for viewing in case of any query from H&S advisors or local authority
inspectors. For further assistance with the completion of risk assessments, please
visit http://www.hse.gov.uk/risk/index.htm
Specific Items of Risk:
For all relevant documentation and guidelines about specific items of risk visit:
http://www.thenec.co.uk/exhibitions/information/legal/rulesandregulations/processforms?utm_source=thenia
&utm_medium=referral&utm_campaign=(referral)
Height Limit
A height limit of 4 metres must not be exceeded at the ICC. This limit includes the overall height of the
standfitting, any branding and all raised platforms as measured from the hall floor. Stands wishing to
exceed this height or to erect a double decker stand must supply the ICC with full drawings and structural
calculations by a minimum of one month prior to the event, for approval by Birmingham City Council.
Stands over 4m coming onto site without approval will not be permitted to be built. The minimum height for
dividing walls is 2.5m.
The height from floor to ceiling under the gallery of Hall 3 is 3.4m (this is stands 1 -9, 24-26, 27-31.
Internet access
Internet Access for exhibitors must be ordered in advance from the ICC website. Wi-Fi broadband is not
available for exhibitor use.
Lost Property
Lost property should be handed in to ICC Hosting staff. Should you lose any of your possessions please
ask a Steward who will check with the security office to find out if it has been found. Alternatively, please
call our Security Department direct on 0121 644 5151.
Medical Emergencies
Medical Emergencies - In cases of medical emergencies call Security Control (0121 644 5151, dial. 2222
from internal phones) giving the exact location of the casualty and details of injuries sustained. Security
Control will then arrange for all necessary assistance. Alternatively find the nearest security guard at the
entrance or at an emergency exit as they are all in radio contact with control.
www.AirmicConference2014.com/Exhibition
Page 11
Music
Exhibitors wishing to play any recorded material (including CD/Record/Cassette/Video) must obtain a
licence from the Phonographic Performance Limited (PPL) and Performing Rights Society (PRS). Exhibitors
are solely responsible for obtaining any licence required to play music on their stand.
Noise
The use of microphones, videos or music is permitted, but the volume must not be such as to cause any
annoyance to other exhibitors. The organisers reserve the right to prohibit their use if, in the organisers’
opinion, any annoyance is being caused and remove the offending equipment and/or exhibitor from the
Hall.
Online Ordering
The quick and easy way to place all of your advance orders, with 24/7 access to browse and order from our
online catalogue of products and services.
Products include:
• Telecommunications & Networks, Audio Visual
• Floral arrangements
• Stand Catering - Food, Drink & Equipment
• Additional Services
Ordering products is both quick and easy, with payment being made via a secure card payment system.
To start ordering visit: http://www.theicc.co.uk/the-exhibitor/online-ordering
Select: ‘The Exhibitor’ – ‘Online Ordering’ – ‘Order Exhibitor Services’ – ‘Place Orders’ . Enter Passcode:
45052
Opening Times (exhibition hall)
Monday 16th June:
Tuesday 17th June:
Wednesday 18th June:
5.00pm – 6.30pm
8.30am – 5.45pm
9.00am – 2.30pm
Parking
Pay and display parking for visitors and exhibitors is available at the National Indoor Arena, a few minutes’
walk from the ICC. The car parks operate under the pay and display system and tickets may be purchased
either from the machines situated in the car parks or booked prior to the event by using a pre-booking
application form (pre-bookings only apply to orders of 10 tickets or more). For more information, please call
+44 (0) 121 644 7178. A change machine is located at the NIA Stage Door at North car park.
Car Parking costs:
• Up to 2 hours £2.30
• 2 – 4 hours £3.50
www.AirmicConference2014.com/Exhibition
Page 12
•
•
4 – 8 hours £6.80
24 hours £8.00
Disabled access parking spaces can be pre-booked by calling 0121 780 4949 with the blue badge details.
Power
Power requirements should be confirmed to the Exhibition Organiser prior to the event. Additional power
will not be available once the Exhibition has been built. Any requirements for 24-hour power should be
made clear to the Event Organiser.
Refreshments
Lunch will be provided on both Tuesday and Wednesday in designated catering areas inside the exhibition
hall. Exhibitor lunches are available 30 minutes prior to the stated times for delegate lunches.
Scanners
Exhibitors can hire barcode scanners from RefTech which can be used to scan barcodes on delegate
badges in order to obtain delegate contact information.
To order one, please complete the bar code scanner order form.
Security
The Organisers will provide general security within the exhibition halls. However, the individual security of
the stands and exhibits lies within the responsibility of each exhibitor. Valuables should be locked away
overnight and additional care should be taken during exhibition build & breakdown. During the Pull out
period extra care must be taken, as this is a vulnerable time. In the unlikely event of a theft, please report to
the Organisers’ office immediately.
Security Advice
Exhibitors are warned not to leave valuables unattended on their stands whether during the build-up, open
or breakdown periods. Special care should be taken of mobile phones as these can be easily misplaced or
stolen. Do not leave your stand unattended at any time. No exhibits may be removed from the hall during
Build-up or the Open days of the show without obtaining a pass out authorisation from the Organisers
Office. Passes should be worn at all times by both exhibitors and contractors.
‘Shell Scheme’ Stands
If required, this must be purchased from Airmic before the event. (Price is £400 plus VAT). Octanorm shell
scheme to include grey velcro compatible walling, power supply and spot lights, a name board including
stand number to each open side.
Please indicate where you want your spot lights and power supply by downloading the relevant form.
www.AirmicConference2014.com/Exhibition
Page 13
Smoking
If exhibitors or contractors wish to smoke they may do so outside of the venue in the designated smoking
areas.
Stand Plans (Space only stands)
All ‘space only stands’ must send their stand plans in for approval by Friday 26th April.
Please email plans to Alan Knight-Dewery of Premises Management
Services: [email protected]
Storage
All exhibitors can store items in an allocated room for exhibitor storage. The exact location will be confirmed
near the time. Your stand builders must take all materials away with them which are not being used during
the event.
Trolleys
Exhibitors are reminded to bring trolleys for use during the build-up and breakdown of the Exhibition, as
there are limited numbers available on site (on a first come / first served basis).
Venue
The ICC, Broad Street, Birmingham, B1 2EA, http://www.theicc.co.uk/ Tel: 0121 644 5025
Waste & Recycling
The ICC has facilities for the recycling of paper only. EXHIBITORS MUST ENSURE THAT ALL OTHER
WASTE MATERIAL IS REMOVED OTHERWISE A CHARGE WILL BE INCURRED.
Workshop Sessions
Exhibitors may not attend workshops. However, exhibitors may attend keynote speeches and do not have
to book in advance.
www.AirmicConference2014.com/Exhibition
Page 14
Important Contacts
Airmic Event Manager
Susi Ozkurt, 020 7680 3084, [email protected]
The ICC, Event Manager
Tracy Pickwell, Event Manager, 0121 644 5111, [email protected]
The ICC, Technical Manager
Gino Spolverino, Technical Event Manager, 0121 644 5182, [email protected]
The ICC, Catering Manager
Mark Charlampowicz, Catering Manager, 0121 644 7040, [email protected]
Shell Scheme/Electrics/Lighting/Stand Furniture - Showlite
Jenni Green, Operations Manager, Showlite, 01264 365550, [email protected]
Stand Plans/Health & Safety - PMS
PMS Ltd, Alan Knight-Drewery, 01323 638636, Fax: 01323 645269, [email protected]
Barcode Name Badge Scanners - RefTech
RefTech, T: 01827 61666 Email: [email protected]
Accommodation & external venue booking enquires
Reservation Highway, 01423 525577, [email protected]
www.AirmicConference2014.com/Exhibition
Page 15
Servery
Catering
Emergency
Exit
FH
23
3
26
3
2
35
48
49
50
51
3
60
61
62
63
76
3
77
78
2
Ca Get-In
te
rin
g
3
79
2.25
2.25
36 37
2
2
3
3
28
3
3.2
3
3
3
3
3
3
3
8
2
4
27
3
Seating
5
2.25
2.25
3
30
40 41
2.25
2.25
4
52
53
54
2.25
4
42 43
4
3
2.25
2.25
68 69
70 71
Seating
80
4
81
82
4
3
3
4
3
2.25
2.25
92 93
4
8
3
18
4
17
4
94 95
Seating
5
4
19
4
4
83
2.25
4
8
5
2.25
2.25
2.25
90 91
2.25
2
Main
Entrance
2.25
88 89
2
Seating
5
4
55
2.25
4
31
8
3
66 67
4
29
2.25
2.25
64 65
3
38 39
3.2
Emergency
Exit
2
3
4
3
4
2
3
2.5
3
7
2.5
3
44
46
3
3
45
47
3
56
57
58
59
2
8
3
3
3
72
73
74
75
2
84
86
3
3
85
87
2
3.7
9
3
2
10
3
6
3 3
2
Emergency
Exit
16
2
3
3
11
Emergency
Exit
Perimeter Stands: 28
4mx2.25m Stands: 35
3mx2.5m Stands: 32
Total Stands: 95
3
3
5
33
3
15
4
34
3
3
3
3
2.5
3
3
12
3
13
14
2
32
3
FH
20
2
Main
Entrance
1
2.5
3
21
Seating
25
22
3
24
3
Emergency
Exit
12
3
Servery
12
Catering
FH
Emergency
Exit
Airmic Conference 2014
16 - 18 June
The dimensions on this plan have not been verified by Showlite
Ltd and no responsibility can be accepted for any discrepencies.
0
1
2
3
4
5
6
7
8
9
Airmic Exhibition 2014
Terms & Conditions
1. Definitions:
In these Terms and Conditions, ‘organisers’ means Airmic Limited; ‘exhibitor’ means any person,
company or organisation and the staff or agents of that company or organisation reserving or taking
stand space; ‘event’ means the Airmic Annual Conference and Exhibition 2014 ; and ‘venue’ means
The ICC.
2. Applications for Space:
Applications for space must be made online at the exhibition website. The organisers reserve the
right to accept or refuse any application without assigning any reason.
3. . Payment and Cancellation Terms
Stands will be shown on the Stand Plan as ‘green’ when available for purchase, ‘amber’ when in the
process of being booked and ‘red’ when a stand has been booked. Stands for which payment is not
received by the due date will be released for sale to other customers, reverting to ‘green’ on the
stand plan. Stands may be reserved subject to the following terms and conditions:
Prior to 31st January 2014: Stands will be reserved on payment of a non-refundable 50% deposit.
Deposits will be payable within 21 days of invoice or by 31st January 2014, whichever is the sooner.
The remaining balance of 50% will be payable no later than 31st January 2014.
From 31st January 2014 onwards: Stands will only be reserved on payment of 100% of the stand
price. Invoices will be due for payment in full within 14 days.
Cancellations must be notified by email to [email protected] . Cancellations submitted by
midnight on 31st January 2014 will be granted a full refund less the non-refundable 50% deposit.
After this date no refunds will be given.
4. Reduction of Space
Should an exhibitor wish to reduce the amount of stand space booked, this must be notified by
email to [email protected] . The organisers reserve the right to apply the scale of
cancellation charges set out in clause 3 to the value of the space by which the stand is being
reduced.
5. Contract:
5.1 Completion of the online registration process by or on behalf of the exhibitor is binding
confirmation of the exhibitor’s commitment to take the stand booked and of the exhibitor’s
acceptance of these booking terms and conditions including the cancellation policy.
5.2 By reserving a stand the exhibitor accepts without reservation the following:
5.2.1 all regulations contained in these terms and conditions, the exhibitors’ manual and any
reasonable instructions subsequently issued by the organisers;
5.2.2 all regulations laid down by the venue including but not limited to security, health and safety,
fire and traffic;
5.2.3 all regulations laid down by the local authority applicable to the event
5.2.4 all current Health & Safety regulations.
1
6. Exhibition Floor plan:
Should it be necessary to revise the layout of the exhibition, the organisers reserve the right to
transfer an exhibitor to an alternative mutually agreeable site.
7. Completion and Breakdown
All stands and their exhibits must be completed by the opening time on the first day of the
exhibition. No items may be removed or stand breakdown commenced before the official closing
time of the exhibition. Any exhibitor failing to vacate the venue of his stand and all other items by the
prescribed times will be held liable to pay any penalties that may be imposed by the venue.
8. Unoccupied Space
Where space reserved and paid for is not occupied by the exhibitor, the organisers reserve the right
to re-allocate this space as they so decide. The exhibitor shall pay to the organisers a sum in
liquidated damages equal to the full price of the stand.
9. Prohibition of Transfer
Exhibitors may not assign, sublet or grant licences in respect of the whole or any part of the space
allotted to them without the express permission of the organisers.
10. Security/Insurance
10.1 Each exhibitor is responsible for the security and insurance of his own stand and its contents.
10.2 All exhibitors must have appropriate third party liability insurance cover for a minimum of
£2,000,000 at any one event and copies of insurance documentation must be available for
inspection on request.
11. Bankruptcy or Liquidation
In the event of an exhibitor becoming bankrupt or insolvent or entering into liquidation or having a
receiver, administrator, sequestrator or trustee appointed over any of his assets, the organisers
shall be at liberty to terminate forthwith the contract with the exhibitor and the terms and conditions
relating to cancellation of space set out in clause 3 shall apply.
12. Force Majeure
12.1 If the event is abandoned, cancelled or suspended in whole or in part by reason of war, fire,
national emergency, labour dispute, strike, lock-out, civil disturbance, pandemic, inevitable accident,
the non-availability of the venue or any other cause not within the control of the organisers, the
organisers may at their entire discretion rearrange or postpone the exhibition or repay the stand
rental paid by the exhibitor, or part thereof, but shall be under no obligation to do so. The
organisers shall be under no liability to the exhibitor in respect of any actions, claims, losses
(including consequential losses), costs or expenses whatsoever which may be brought against or
suffered or incurred by the exhibitor, as the result of the happening of such an event.
12.2 It is recommended that exhibitors take out appropriate insurance against cancellation.
13. General
Each exhibitor shall be deemed to have full knowledge of the Terms and Conditions and the
Exhibitor Manual and is bound by them in all respects.
14. Amendment
The organisers reserve the right to alter, add to or amend these Terms and Conditions and the
Exhibitor Manual. Should any question arise, whether provided for in these conditions or not the
decision of the organisers shall be final. No alteration addition amendment or waiver to or of these
Terms and Conditions shall operate to release any exhibitor from his contract.
2
Showlite Ltd
Suite 1, Fosse House
East Anton Court
Andover
Hampshire
SP10 5RG
T:
F:
E:
W:
01264 365550
01264 365 626
[email protected]
www.showlite.co.uk
Stand Electrics Form
AIRMIC 2014
ICC, Birmingham
16th – 18th June 2014
Stand Number:
Company Name:
Address:
Contact Name:
Post Code:
Tel No:
Fax No:
Email:
Date:
Please supply and install the following items on hire:
Electrics
Cost
Single Socket Outlet 2amp (500w)
£69.00
Single Socket Outlet 5amp (1000w)
£118.50
Single Socket Outlet 10amp (2000w)
£201.00
Single Socket Outlet 13amp (3000w)
£250.50
Connections
Clients Own Connections up to 500w Max
£74.00
Clients Own Connections up to 1000w Max
£123.50
Lighting
Fluorescent Fitting - 5ft
£43.00
Fluorescent Fitting - 6ft
£45.50
Spotlight - 120w
£40.50
Spotlight - 50w/LV
£46.50
Spotlight - 50w on 300mm Arm
£53.00
Floodlight - 300w
£59.00
Metal Halide Floodlight - 150w
£68.00
Track Lighting
1.2 Metre Track section including 3 Spotlights
£109.50
2.4 Metre Track section including 6 Spotlights
£219.00
Test and Inspection per stand (BS7671) MANDATORY
£15.00
The Mandatory order form testing charge is for above order form items only
Quantity
1
Total Cost
£15.00
All direct mains ordered will need to provide relevant information at the time of quotation, full details can be given upon request.
If a direct main Test and Inspect is required then this will be by quotation also.
th
Please return no later than 16 May 2014
A 20% surcharge will apply if not received by this date.
Sub Total
VAT @ 20%
Total:
Your VAT No:
Goods/Services will not be provided unless fully paid for in advance. If you wish to pay by Credit/Debit Card please tick here and we will
contact you for details (payments made via Credit Card will incur a 2.5% charge – Amex 3%)
Cheques made payable to Showlite Ltd. BACS details will be available on your invoice, alternatively please contact us for details.
By completing this order form you are agreeing to our Terms and Conditions. For a copy please contact us on 01264 365550.
AIRMIC 2014
ICC, Birmingham
16th – 18th June 2014
ADDITIONAL ELECTRICS INSTRUCTIONS
NOTES: IMPORTANT PLEASE READ
•
•
•
Only one four way trailing outlet (500w maximum) per socket can be used.
Flexible cord (Round cable) cannot be longer than 2 metres.
Examples of Power Requirements
2amp (500w) Socket
Laptops, Computers, TV’s, Spotlight up to 500w, Fridges
5amp (1000w) Socket
Domestic Coffee machine, Lighting up to 1000w
10amp (2000w) Socket Kettles, Machinery up to 2000w
13amp (3000w) Socket Hired Coffee machines, Machinery 2000w – 3000w
Note: Lighting circuits may not exceed 1000w
Please indicate the position of the electrical installations you have ordered
Example of a 3m x 5m Stand
5m
Back Wall
Side
Wall
3m
Fascia
Fascia
Socket
Light Track
Fluorescent
Front of Stand
Stand number: ………………………………………….
Company name: …………………………………………………………….
Unless supplied with drawing the installation will be fitted at the electrician’s discretion. Any complaints or faults
regarding the electrical installations must be reported in writing before the close of the exhibition.
Showlite 2014 Furniture Hire Price List
TO VIEW OUR BROCHURE PLEASE USE THIS LINK: http://www.showlite.co.uk/pdf/furniturebrochure.pdf
Hire Cost
Item Code
BS-Barstools
BS01
BS02
BS03
BS04
BS06
BS07
BS08
BS09
BS10
BS11
BS12
BS13
BS14
BS15
BS16
BS17
BS18
BS19
BS20
BS21
BS26
BS27
BS28
BS29
BS30
BS31
BS32
BS33
£
23.00
£
31.00
£
23.00
£
30.00
£
28.00
A:£38 / B:£39
£
42.00
£
31.00
£
36.00
£
29.00
£
39.00
£
32.00
£
35.00
£
58.00
£
49.00
£
39.00
£
45.00
£
48.00
£
39.00
£
44.00
£
39.00
£
39.00
£
39.00
£
41.00
£
35.00
£
40.00
£
58.00
£
47.00
CB-Cupboards
CB01
CB06
CB07
CB08
CB11
CB12
CB13
CB14
CB15
CB16
CB17
CB18
CB19
CB20
CB21
CB22
CB23
CB24
CB25
CB26
CB27
CB28
CB29
CB30
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
65.00
91.00
83.00
149.00
81.00
70.00
76.00
76.00
95.00
105.00
104.00
88.00
97.00
93.00
154.00
163.00
163.00
85.00
92.00
91.00
100.00
108.00
115.00
114.00
CT-Coffee Tables
CT01
CT02
CT03
CT04
CT05
CT09
CT10
CT11
CT12
CT13-GL
CT13-SS
CT14-GL
CT14-SS
CT15
CT16
CT17
CT18
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
34.00
40.00
29.00
31.00
26.00
36.00
42.00
38.00
45.00
53.00
41.00
57.00
44.00
87.00
74.00
72.00
45.00
Item Code
Hire Cost
DC-Display Cabinets
DC01
DC01S
DC02
DC03
DC04
DC05
DC06
DC07
DC07L
DC08
DC09
DC10
DC11
DC12
DC13
DC14
DC17
DC18
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
138.00
132.00
99.00
233.00
91.00
97.00
76.00
144.00
154.00
195.00
89.00
129.00
97.00
158.00
63.00
69.00
188.00
119.00
DT-Desks
DT01
DT02
DT03
DT04
DT05
DT14
DT15
DT16
DT17
DT18
DT19
DT20
DT21
DT22
DT23
DT24
DT25
DT26
DT27
DT28
DD02
DD07
DD08
DD09
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
59.00
68.00
54.00
52.00
121.00
63.00
73.00
59.00
57.00
129.00
75.00
88.00
70.00
68.00
144.00
75.00
89.00
71.00
68.00
145.00
52.00
55.00
60.00
60.00
EF- Boardroom & Exec
EF01
EF02
EF03
EF04
EF05
EF07-B
EF07-W
EF08-B
EF08-W
EF09
EF10
EF11
EF14
EF15
EF16
EF17
EF19
EF20
EF21
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
154.00
218.00
149.00
149.00
124.00
185.00
209.00
132.00
158.00
86.00
135.00
197.00
68.00
79.00
46.00
60.00
204.00
279.00
350.00
Hire Cost
Item Code
BT- Bar Tables
BT01
BT02
BT03
BT04
BT07-GL
BT07-SS
BT08
BT09
BT10
BT18
£
£
£
£
£
£
£
£
£
£
63.00
71.00
63.00
63.00
81.00
67.00
67.00
115.00
67.00
72.00
NT-Standard Hgt Tables
NT03
NT05
NT07
NT09
NT10
NT11
NT12
NT13
NT14
NT15
NT16
NT17
NT18
NT20
NT21
NT22
NT23-GL
NT23-SS
NT24
NT25-GL
NT25-SS
NT26
NT27
NT30
NT31
NT32
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
39.00
39.00
55.00
61.00
48.00
45.00
36.00
58.00
54.00
48.00
55.00
48.00
56.00
55.00
47.00
51.00
63.00
49.00
49.00
75.00
52.00
98.00
84.00
87.00
54.00
87.00
LC - Lounge Chairs
LC01
LC07
LC08
LC11
LC12
LC13
LC14
LC15
LC16
LC17
LC18
LC20
LC21
LC22
LC23
LC24
LC25
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
58.00
43.00
36.00
25.00
43.00
45.00
36.00
25.00
46.00
70.00
59.00
79.00
26.00
32.00
69.00
29.00
52.00
SU - Stands & Shelving
SU01
SU02
SU03
SU04
SU10
SU20
SU21
£
£
£
£
£
£
£
80.00
65.00
50.00
83.00
69.00
71.00
65.00
Bar & Reception
BC01
RC01
DC11
DC12
£
£
£
£
268.00
283.00
97.00
158.00
PL - Plinths
PL10
PL11
PL17
PL18
£
£
£
£
59.00
52.00
86.00
72.00
Hire Cost
Item Code
MS-Accessories
MS01
MS02 R or L
MS03
MS04
MS06
MS07
MS08
MS09
MS11
MS12
MS13
MS14
MS16
MS16A
MS18
MS19
MS20
MS21
MS22
MS23
MS26
MS27
MS28
MS29
MS30
MS31
MS32
MS33
MS34
MS35
MS36
MS37
MS38
MS42
MS43
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
23.00
74.00
24.00
6.00
88.00
17.00
5.00
20.00
15.00
51.00
51.00
73.00
13.00
13.00
36.00
44.00
17.00
27.00
79.00
5.00
29.00
96.00
185.00
36.00
30.00
38.00
38.00
18.00
28.00
56.00
14.00
93.00
86.00
125.00
149.00
Hire Cost
Item Code
SC - Chairs
SC01
SC02
SC03
SC04
SC05
SC08
SC09
SC10
SC10X
SC11
SC12
SC13
SC14
SC15
SC16
SC17
SC18
SC18-AL
SC19
SC20
SC21
SC22
SC23
SC24
SC25
SC26
SC27
SC28
SC30
SC31
SC32
SC34
SC38
SC39
SC40
SC40X
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
22.00
22.00
18.00
15.00
24.00
25.00
30.00
22.00
3.00
36.00
30.00
25.00
26.00
20.00
30.00
30.00
30.00
33.00
30.00
32.00
32.00
46.00
38.00
32.00
21.00
30.00
30.00
31.00
38.00
58.00
32.00
37.00
20.00
22.00
20.00
1.50
GF - Outdoor & Bistro
GF15
GF18
GF19
GF19A
GF20
GF21
GF22
GF23
GF24
GF25
GF26
GF27
GF28
£
£
£
£
£
£
£
£
£
£
£
£
£
19.00
20.00
36.00
38.00
63.00
63.00
39.00
38.00
22.00
42.00
21.00
34.00
17.50
UT - Catering/ Utility
UT01
UT02
UT03
UT04
UT05
UT05D
UT06
UT06D
UT07
UT07D
UT08
UT08D
£
£
£
£
£
£
£
£
£
£
£
£
25.00
31.00
38.00
22.00
29.00
54.50
38.00
65.00
30.00
57.00
25.00
50.00
OC - Exec & Office Chairs
OC01
OC06
OC07
OC08
OC09
OC10
OC11
OC12
OC13
OC14
OC15
OC16
£
£
£
£
£
£
£
£
£
£
£
£
31.00
38.00
86.00
38.00
59.00
57.00
39.00
31.00
36.00
38.00
103.00
86.00
BE - Benches
BE01
£
94.00
LD - Literature Units
LD02
LD03
LD04
LD05
LD06
LD07
LD08
LD09
LD10
£
£
£
£
£
£
£
£
£
62.00
72.00
93.00
109.00
76.00
73.00
72.00
77.00
77.00
Showlite 2014 Furniture Hire Order Form
AIRMIC 2014
ICC, Birmingham
16th – 18th June 2014
QTY
ITEM
CODE
COLOUR
DESCRIPTION
Please return no later than 30th May 2014
A 20% surcharge will apply if not received by this date
UNIT PRICE
TOTAL
Sub total
VAT @ 20%
TOTAL
Stand Number
Company details
Company name:
_____________________________________________________________
Company billing address:
_____________________________________________________________
_____________________________________________________________
Post /Zip code:
_____________________________________________________________
Company telephone no:
_____________________________________________________________
Email address:
_____________________________________________________________
VAT no:
_____________________________________________________________
Payment details
BACS / Cheque / Debit card / Credit card - (please circle)
PLEASE NOTE CREDIT CARDS ARE SUBJECT TO 2.5% SURCHARGE (AMEX 3%)
If you are paying by debit or credit card we will contact you for details.
Cheques are to be made payable to Showlite Ltd. BACS details will be on your invoice.
Goods/Services will not be provided unless full payment is received in advance.
By completing this order form you are agreeing to our Terms and Conditions. For a copy please contact us on +44 (0) 1264
365550.
Any complaints or faults regarding the installations must be reported in writing before the close of the exhibition.
SHOWLITE LTD, SUITE 1 FOSSE HOUSE, EAST ANTON COURT, ANDOVER, HANTS, SP10 5RG.
T: 01264 365550
F: 01264 365626
Website: www.showlite.co.uk
Email: [email protected]
Showlite Ltd
Suite 1 Fosse House
East Anton Court
Andover
Hants
SP10 5RG
t + 44 (0) 1264 365550
f + 44 (0) 1264 365626
[email protected]
www.showlite.co.uk
AIRMIC 2014
ICC, Birmingham
16th – 18th June 2014
NAME BOARD ORDER FORM
After completion please mail or fax this form to:
Tim Port
Showlite Ltd
Suite 1 Fosse House
East Anton Court
Andover
Hants
SP10 5RG
Tel: 01264 365550
Fax: 01264 365626
Email: [email protected]
TO BE COMPLETED BY ALL SHELL SCHEME EXHIBITORS AND RETURNED
BY 30th May 2014
Please indicate the exact name you wish to appear on your name board panel.
BLOCK LETTERS PLEASE – MAX 30 CHARACTERS INCLUDING SPACES
Company Name:
Stand Number:
Contact Name:
Telephone:
Fax:
OCTANORM
SHELL
SPECIFICATION
SOLAR POWER
UK 2011
26th –SCHEME
28th OCTOBER
2011 ICC, BIRMINGHAM
Airmic Conference
Exhibition Stand Risk Assessment
To be returned to [email protected] by the 1st June 2014
Event Name: Airmic Conference 2014
Company:
Stand Number:
Person responsible for health & safety on stand on the Contact No:
day:
Email:
Exhibitor’s Responsibilities
An exhibition stand is a workplace covered by health and safety legislation. As the exhibitor it
is your responsibility to ensure that a suitable and sufficient risk assessment is completed.
Failure to do so could lead to delays or ultimately the closure of your stand.
This template is for a simple shell scheme exhibition stand which does not require any
structural approval from the organiser or the venue.
More complex stands will require a more detailed risk assessment and if you are in any
doubt you should contact the organiser.
How to fill in this form: If you can answer yes to any of the following questions then
please complete the following page to provide us with more information:
Yes/No
1. Are you lifting heavy products during the build-up/breakdown?
2. Are you working at height (using ladders)?
3. Are you displaying anything containing liquid fuel or flammable and
explosive
?
4. b
Are you displaying
any sharp objects, weapons (even replica weapons)?
5. Are you doing any demonstrations of any kind i.e.: Therapies, massaging?
6. Do you have any working electrical appliances other than simple display
li7. hti
? any food service of any kind other than sweets, snacks and soft
Is there
d
k ?you using a heat source of any kind i.e.: cookery demonstrations,
8. iAre
naked
9. Do you have any working machinery of any kind even if static?
10. Are you using power tools during the build-up/breakdown?
11. Do you have any portable appliances on your stand which have not been
inspected or PAT tested?
12. Is there any other hazard not identified above which could be a risk?
Note this is not an exhaustive list. You are responsible for identifying any aspect of
your stand which could present a hazard
If you have answered NO to all of the above complete the form by signing below. If you
have answered YES to any of the above complete the risk assessment attached for further
information.
I declare that to the best of my knowledge there are no significant risks relating to this stand.
Signed:
Name:
Position:
Date:
36
Airmic Conference
Exhibition Stand Risk Assessment
If you have answered YES on the previous page, please detail further in the below
boxes below how these risks can be managed to an acceptable level.
Please see the example indicated:
Identify Risks
Example: Yes, I am lifting heavy objects during my build up and break down.
Who could be harmed
Example: I could be harmed.
Control Measures in Place
Example: I’ve been trained in manual handling and will lift boxes correctly to minimise
To the best of my knowledge the information provided is correct. The control measures
in place control risk to an acceptable degree.
Signed:
Name:
Position:
Date
PLEASE NOTE:
This is a very basic risk assessment format for simple risks only. Multiple or
complex risks will require a more detailed risk assessment.
37
Health & Safety Declaration for Exhibitors (compulsory)
To be returned to [email protected] by 1st June 2014
We have read and understood our responsibilities as laid out in the Health & Safety
at Work Act 1974 and taken note of the most common areas of risk. We accept our
responsibilities as laid out in this Act and all relevant legislation covering the Event.
Airmic Conference 2014
Stand No(s)
Company
Print
Name
Position
Signed
Date
1. Our Principle Health & Safety representative for the stand is:
Name & Position:
Contact No:
Please tick
D As principal Health & Safety representative for my stand, I understand
that we may need to produce a copy of our Health & Safety Policy and
the Health & Safety Policy of our principal stand contractor upon
request by the appropriate authorities whilst on site at the exhibition.
D
I am in possession of my company’s Health & Safety Policy
D
I have checked that our main standfitting contractor has a
suitable and sufficient Health & Safety Policy for the event
D
I have checked that our principal stand contractor has provided
sufficient training for his/her employees to carry out their tasks safely
and competently for the event
Please Note: Stand construction will not be allowed to commence until this form
has been returned.
38
Showlite Ltd
Suite 1, Fosse House
East Anton Court
Andover
Hampshire
SP10 5RG
T:
F:
E:
W:
01264 365550
01264 365 626
[email protected]
www.showlite.co.uk
Shell Scheme Extras Form
AIRMIC 2014
ICC, Birmingham
16th – 18th June 2014
Stand Number:
Company Name:
Address:
Contact Name:
Post Code:
Tel No:
Fax No:
Email:
Date:
Please supply and install the following items on hire:
Additional Wall Panel - 2.5m x 1m
Glass Wall Panel - 2.5m x 1m
Lockable Door with Keys - 2.5m x 1m
Curtained Entrance (Grey) - 2.5m x 1m, with header above
Cost
£68.00
£105.00
£129.50
£93.00
Quantity
Total Cost
For the following – Please specify positions and height on the following page:
Flat Shelf – 1m long, 300mm deep
£36.00
Angled Shelf – As above with an additional lip at front
£40.00
Night Sheet with padlocks - Per linear metre
Hat and Coat Rack
Muslin Ceiling - per sqm
A4 Leaflet Dispenser (Purchase only)
Panel Colour Change – standard panel colours – per sqm
Logo on Name board
th
Please return no later than 30 May 2014
A 20% surcharge will apply if not received by this date.
£25.00
£30.00
£17.00
£36.00
£79.00
£69.00
Sub Total
VAT @ 20%
Total:
Your VAT No:
Goods/Services will not be provided unless fully paid for in advance. If you wish to pay by Credit/Debit Card please tick here and we will
contact you for details (payments made via Credit Card will incur a 2.5% charge – Amex 3%)
Cheques made payable to Showlite Ltd. BACS details will be available on your invoice, alternatively please contact us for details.
By completing this order form you are agreeing to our Terms and Conditions. For a copy please contact us on 01264 365550.
AIRMIC 2014
ICC, Birmingham
16th – 18th June 2014
ADDITIONAL SHELL SCHEME INSTRUCTIONS
Please indicate on the grid below the positions of any items ordered and any height
measurements of shelves or rails ordered.
Front of Stand
Stand number: ………………………………………….
Company name: …………………………………………………………….
Unless supplied with drawing the installation will be fitted at the stand builder’s discretion.
Any complaints or faults regarding the installations must be reported in writing before the close of the exhibition.
Airmic Conference 2014
Exhibitor Scanner Hire
For The Exhibitor Lead Reference System
The exhibitor lead reference system for the Airmic Conference 2014 event includes:

A simple to use, 5000 scan capacity bar code scanner for use during the event

The ability to set up your own Lead Management for the event on-line, including
your own lead qualification sheet which you can print at the office or collect on site

Down-loads during the event, access to data 24 hours after the show closes

24 hours after the event you can (with a user name & password) log-on to the
web-site and see all your sales leads from the event - From each individual
scanner or all scanners together from your stand

You can filter the data to report on everyone who was interested in a particular
product or who is interested in purchasing in the next 3 months for example. Your
lead qualification settings are all that limits how many different ways you will be
able to analyse the data.

Provided the organiser authorises us to release it, visitor data will include
o Visitor name and Job title
o Visitor organization name and full postal address
o Organization telephone and e-mail
Early Booking Price: £160.00 Additional Scanners £80.00 each
Standard Price £185.00 Additional Scanners £80.00 each
All Prices Exclude VAT
Order deadline: 30 May 2014
Orders processed after this date will be charged at £185.00 + VAT
Onsite orders are subject to a further 20% surcharge (subject to availability)
Please complete the order form, sign the Terms & Conditions and either:E-mail it back to [email protected] or Fax it back on +44 (0)1827 61661
Post it, with your payment to: The address at the bottom of this page
An invoice will be sent and payment must be received before 07 June 2014 to ensure supply
of your bar code scanner(s).
Payment can be made by BACS / Credit / Debit Card or Cheque
(made payable to RefTech Services
Ltd)
No data will be accessible until full payment has been received.
Contact details: Airmic Conference 2014 1-3 The Pavilions,
Tamworth, Staffordshire, B77 4RP, United Kingdom
Telephone: +44 (0)1827 61666 Email: [email protected]
Airmic Conference 2014
Exhibitor Lead Reference System
(PLEASE USE BLOCK CAPITALS)
1. Exhibiting organisation name …………………………………………………………………………………….……….…………..
2. Exhibiting organisation address ……………………………………………………………………………………………………….
………………………………………………………………………………………………………………………………………………………
3. Exhibiting organisation telephone ……………………………………………………….
4. Stand number …………………………………….
5. Main contact name …………………………………………………………email address ……………………………………….
6. Stand name (if different from 1 above) ………………………………………………………………………….
7. Please supply ………. scanners for use at the event
8. Please indicate what the scanner will be used for (tick as appropriate):
Exhibitor lead retrieval

Workshop attendance
9. Authorised signatory …………………………………………………………………………………………………………
10. Name (please print) ………………………………………………………………………………………………………….
11. Date ………………………………….
12. VAT Number ……………………………………………………….
The cost of the service including downloads and up-loading of data to web-site for easy access is
detailed on page 1.
Order deadline: 30 May 2014 – to get early booking price
Please complete the order form, sign the Terms & Conditions and either:E-mail it back to [email protected] or Fax it back on +44 (0)1827 61661
Post it, with your payment to: The address at the bottom of this page
An invoice will be sent and payment must be received before 07 June 2014 to ensure supply
of your bar code scanner(s).
Payment can be made by BACS / Credit Card / Debit Card or Cheque
(made payable to RefTech
Services Ltd)
No data will be accessible until full payment has been received.
Contact details: Airmic Conference 2014 1-3 The Pavilions,
Tamworth, Staffordshire, B77 4RP, United Kingdom
Telephone: +44 (0)1827 61666 Email: [email protected]
Terms & Conditions
Company ……………………………………………………………………..
Stand Number……………………………
1. RefTech Services Ltd (‘RefTech’) agrees to hire a bar code scanner to the company named above as an exhibitor
(‘the Exhibitor’) at the Airmic Conference 2014
2. Should the Exhibitor choose to cancel the order, there will be no refund unless agreed in advance by RefTech.
3. The Exhibitor may collect the scanner from the designated area at the event during the following times:
Build up day
14:00 hrs to 18:00 hrs
Day 1
08:30 hrs to 17:00 hrs
Collection at other times is at the discretion of RefTech.
4. The Exhibitor agrees to take all reasonable care to prevent damage to or loss of the bar code scanner.
5. The Exhibitor must return the scanner to the designated area at the event by 18:00 hrs on the final day of the
event.
6. Should the bar code scanner become damaged or lost or is stolen while it is in the Exhibitor's possession, the
Exhibitor will be liable to a charge not exceeding £250.00, regardless of who is responsible for the loss, damage or
theft.
7. RefTech will download data from the bar code scanner hired to the Exhibitor and will provide the data for retrieval
from the web-site within 24 hours after the show closes.
8. RefTech will take all reasonable care to ensure that the data contained in the bar code scanner is delivered to the
web-site but cannot be held responsible for any loss of data nor for the accuracy of that data nor for any
consequential losses.
9. This agreement is subject to English Law. Any disputes arising out of the agreement are to be resolved by
recourse either to a UK based mediator acceptable to both parties or, failing that, action through the UK courts.
10. By maximising the use of the Lead Reference system – you will be able to get a fantastic return on your modest
investment renting the system. In fact, we are so confident that if you are not completely satisfied about how you
have benefited from the use of the system then we will offer a full money back guarantee*
*Companies who accept their money back as part of the money back scheme may not be permitted to rent the
system at other shows in future.
* Data provided subject to data protection and information provided by attendee.
Agreed for the exhibitor (signature) …………………………………………………………………
Please print your name …………………………………………………………………………………….
Date ………………………………..
Contact details: Airmic Conference 2014 1-3 The Pavilions,
Tamworth, Staffordshire, B77 4RP, United Kingdom
Telephone: +44 (0)1827 61666 Email: [email protected]