Exhibitor’s Manual Issued 29/08/2013 Content Enquiries Exhibition Timetable Advertising Car Parking Catering Cleaning Damage & Loss Delivery of Goods Dismantling & Removal of Exhibits Electrical Installations Erection & Completion of Stands Exhibition Organiser’s Office Fascia Name Fire Precaution First Aid Furniture Hire Insurance Maintenance Microphones Noise Levels Press Information Public Address System Security Stand Fittings Storage Allocation of Space Payment Cancellation of Space Revisions of Floor Plans Prohibition of Transfer Conduct of Exhibitors & Representatives Health & Safety Regulations Risk Assessment Damage to Shell Scheme Sale of Goods Passes & Tickets Exhibitor’s Action List Exhibitor Booking Form Exhibitor Risk Assessment Paragraph 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 Onlyinscotland.com Ltd | Company No: SC315993 | VAT Reg No: 111 0108 01 Registered Office: 39 Dee Street, Aberdeen, AB11 6DY Exhibitor’s Manual Issued 29/08/2013 1 ENQUIRIES Pre-show enquiries can be made to · Morag Thomas (07715 102820 / [email protected]) · Paul Thomas (07940 498985 / [email protected]) During build-up, open times and breakdown, please contact the exhibition organiser’s office, which is situated within the main hall and will be open 9am-5pm on 28th-30th March 2014. 2 EXHIBITION TIMETABLE Build-Up o o Contractors – 27th & 28th March 2014 Exhibitors – 28th March 2014 0800hrs – 1700hrs 0800hrs – 1700hrs Show Open Hours o The show will open at 0930hrs on 29th and 30th March 2014, finishing at 1700hrs on both days. Breakdown o 3 Exhibitors may commence dismantling once the official show closure announcement has been made and members of the public have departed. It must be completed by 1200hrs on Monday 31st March 2014. ADVERTISING Your company name and website details will be advertised on www.scotlandsbestoutdoors.com. Any further advertising requirements can be discussed with the event organiser, Morag Thomas, 07715 102820, [email protected]. 4 CAR PARKING There will be a charge for parking at the Centre during the day between 0930hrs and 1800hrs of a flat fee of £3.00 per car. The fee for parking from 1800hrs – 2330hrs will remain at £5.00 per car. All day parking (0930–2330) will be £5.00. Parking between the hours of 0630hrs – 0930hrs will be free of charge. 5 CATERING A small snack-bar will be in operation during exhibitor build-up day. During open hours there will be food and beverage options available in the “Food Hall” as per the floor plan All caterers will be required to hold a food and/or beverage permit. This is an environmental health requirement and will be monitored /approved through the AECC catering department. 6 CLEANING Stands will be cleaned prior to opening each day. Exhibitors requiring any special cleaning services should contact the event organiser: Morag Thomas, 07715 102820, [email protected]. Onlyinscotland.com Ltd | Company No: SC315993 | VAT Reg No: 111 0108 01 Registered Office: 39 Dee Street, Aberdeen, AB11 6DY Exhibitor’s Manual Issued 29/08/2013 7 DAMAGE & LOSS The organisers accept no responsibility for damage or loss of any properties introduced by exhibitors or their contractors. Exhibitors are especially warned that all exhibits are the sole responsibility of the exhibitor to whom they belong. Exhibitors should have their own insurance against all risks. 8 DELIVERY OF GOODS We would appreciate that all deliveries, where possible, be made between 0800hrs & 1700hrs: Please ensure that any packages have your COMPANY NAME and STAND NUMBER clearly marked. 9 DISMANTLING & REMOVING EXHIBITS Exhibitors may commence dismantling once the official show closure announcement has been made and members of the public have departed. UNDER NO CIRCUMSTANCES will exhibitors be permitted to commence breakdown of their stand before this time. 10 ELECTRICAL INSTALLATIONS An official contractor has been appointed and all electrical work must be carried out by this company. The installation or alteration of any electrical work by persons, other than a member of the contractor’s staff, is strictly prohibited. In accordance with current health and safety regulations, all electrical equipment and fittings should comply with test regulations. Anyone in need of additional electrical requirements, such as a socket, should contact the event organiser: Morag Thomas, 07715 102820, [email protected]. 11 ERECTION & COMPLETION OF STANDS All stands and stand interiors must be completed, clean and in good working order, with surrounding area free from obstruction or rubbish and with exhibits in position by 0900hrs each day. Stands must be manned throughout the open period of the exhibition. NO DISPLAY MAY BE DISMANTLED UNTIL THE OFFICIAL SHOW CLOSURE ANNOUNCEMENT HAS BEEN MADE. 12 EXHIBITION ORGANISER’S OFFICE The exhibition organiser’s office is situated within the exhibition hall and will be clearly sign-posted. The office will be open 9am-5pm on 28th-30th March 2014. 13 FASCIA NAME Your company name will appear on your stand fascia name board as it appears in your application for space form. This only applies for shell scheme stands. Those with space only will not receive a name board. 14 FIRE PRECAUTIONS The use of naked flame, volatile or any other items that could be considered a fire hazard is prohibited unless special written permission has been obtained from the organisers. ANY PERSON DISCOVERING AN OUTBREAK OF FIRE SHOULD IMMEDIATELY NOTIFY THE ORGANISER'S OFFICE, A MEMBER OF SECURITY, OR AN OFFICIAL OF THE EXHIBITION CENTRE. SMOKING IS NOT PERMITTED WITHIN THE ABERDEEN EXHIBITION AND CONFERENCE CENTRE Onlyinscotland.com Ltd | Company No: SC315993 | VAT Reg No: 111 0108 01 Registered Office: 39 Dee Street, Aberdeen, AB11 6DY Exhibitor’s Manual Issued 29/08/2013 15 FIRST AID Any person requiring First Aid treatment should contact the event organiser's office. 16 FURNITURE HIRE Exhibitors requiring furniture for their stand should contact the event organiser: Morag Thomas, 07715 102820, [email protected]. 17 INSURANCE The organisers do not accept any responsibility for damage to stands or damage or loss of any property on any stand or anywhere else in the exhibition or in the course of its delivery thereto or removal there from any cause whatsoever, nor are the organisers responsible for any loss sustained by exhibitors from fire, theft, damage or any other reason or for personal injury or loss to or by any person employed by the exhibitor or third party. All exhibitors must hold public liability insurance as a minimum and may be required to hold insurance for their specific activities if deemed necessary by the event organisers or the Aberdeen Exhibition & Conference Centre. EXHIBITORS MUST INSURE THEMSELVES AGAINST ALL RISKS. 18 MAINTENANCE It is the exhibitor’s responsibility to ensure that their stand attains a high standard of presentation at all times. Stand maintenance/stocking should be carried out before or after show opening times. In the case of special circumstances/emergencies, please contact Morag Thomas, 07715 102820. 19 MICROPHONES The use of microphones on stands is not permitted unless written permission is obtained from the organisers. 20 NOISE LEVELS Where videos, films or other audio equipment is used, the level of noise must not be such as to cause annoyance to other exhibitors. The organisers reserve the right to prohibit the use, if, in the organisers’ opinion, an annoyance is being caused. 21 PRESS INFORMATION Exhibitors are welcome to leave details about their product or service in the exhibition organiser's office for visiting press. 22 PUBLIC ADDRESS SYSTEM The public address system is for official announcements only. It is not available to exhibitors or visitors. 23 SECURITY CCTV and alarm system ensure a high standard of security is provided 24 hours a day throughout build-up, opening times and breakdown, however, WE RECOMMEND THAT EXHIBITORS ENSURE THAT THEY ARE ADEQUATELY INSURED AGAINST ALL RISKS. Onlyinscotland.com Ltd | Company No: SC315993 | VAT Reg No: 111 0108 01 Registered Office: 39 Dee Street, Aberdeen, AB11 6DY Exhibitor’s Manual Issued 29/08/2013 24 STAND FITTINGS For enquiries regarding shell scheme stands (including design, build and/or project management) please contact the event organiser: Paul Thomas, 01261 831628 / 07940 498985, [email protected]. 25 STORAGE Storing exhibits or packing materials behind or between stands is prohibited, as this constitutes a fire hazard. For storage options, please contact the event organiser, Morag Thomas, 07715 102820, [email protected]. 26 ALLOCATION OF SPACE Space will be allocated on a first come, first serve basis. If you have any specific requirements, please discuss this with the event organisers when making your booking. 27 PAYMENT A 50% deposit is required immediately after booking. When your booking form is submitted, we will send you a confirmation/invoice requesting this payment. The remaining 50% is required by no later than 31/12/13. Any exhibitors booking after this date (subject to space still being available) will be required to make payment in full upon issue of confirmation/invoice. 28 CANCELLATION OF SPACE If you wish to cancel your booked space, cancellation charges apply. These are as follows: o o o Cancel before 31/12/13: Cancel on or after 31/12/13: Cancel on or after 01/02/14: 50% of total booking fee is due 75% of total booking fee is due 100% of total booking fee is due 29 REVISIONS OF FLOOR PLANS The floor plan is subject to change to allow for any unforeseen circumstances. We will endeavour to ensure your stand is not affected and will advise you in the unlikely event that we need to move your stand significantly out with your booked area. 30 PROHIBITION OF TRANSFER The space/stand booked must only be occupied by your company and its representatives'. It is prohibited to transfer your booking to a third party. 31 CONDUCT OF EXHIBITORS & REPRESENTITIVES All exhibitors and their representatives' are expected to behave respectfully towards the visitors to the exhibition, the Aberdeen Exhibition & Conference Centre staff, the Onlyinscotland.com Ltd staff and other exhibitors. Anyone in breach of this will be asked to leave the exhibition hall and no refund on their stand/space will be given. Onlyinscotland.com Ltd | Company No: SC315993 | VAT Reg No: 111 0108 01 Registered Office: 39 Dee Street, Aberdeen, AB11 6DY Exhibitor’s Manual Issued 29/08/2013 32 HEALTH & SAFETY REGULATIONS All exhibitors and their representatives' are expected to conform to health and safety regulations of the workplace and they are expected to make themselves familiar with the health and safety requirements of the Aberdeen Exhibition & Conference Centre during set-up, show-time and breakdown periods. Additional details are available on request. 33 RISK ASSESSMENT All exhibitors, demonstrators and performers will be required to complete their own risk assessment before attending Scotland’s Best Outdoors. The deadline for submission to the exhibition organiser, where possible, is 1st February 2014. Please submit all risk assessments to Morag Thomas, [email protected]. 34 DAMAGE TO SHELL SCHEME Please take care when using the shell scheme on your stand. You will be liable to pay for any damage caused. If the shell scheme is irreparable, you will be liable for the cost of replacing the shell scheme panel or edging damaged. 35 SALE OF GOODS All exhibitors who offer goods for sale are expected to do so in accordance with the Sales of Goods Act 1979. 36 PASSES & TICKETS Exhibitors will be required to give the name of each representative that will be on their stand in advance of the exhibition. Any further attendees will be required to purchase tickets. The number of staff passes per stand is limited to 5. Photographic ID will be required on the day to collect your staff passes. 37 EXHIBITOR ACTION LIST A list of useful dates and reminders is available for all to view at: http://scotlandsbestoutdoors.com/wpcontent/uploads/2013/08/action-list-2014.pdf 38 EXHIBITOR BOOKING FORM The exhibitor booking form is available to download as a PDF or a MS Excel file at: http://scotlandsbestoutdoors.com/prices 39 EXHIBITOR RISK ASSESSMENT All exhibitors are required to complete a risk assessment in advance of the exhibition. Failure to complete this document will result in the exhibitor not being allowed on site to set up their stand. You may use your own risk assessment document for attendance at shows and events (please ensure that Scotland’s Best Outdoors is referenced on it) or you may download and complete our standard template available here: http://scotlandsbestoutdoors.com/wp-content/uploads/2013/07/SBO2014_riskassessment.pdf Onlyinscotland.com Ltd | Company No: SC315993 | VAT Reg No: 111 0108 01 Registered Office: 39 Dee Street, Aberdeen, AB11 6DY