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Exhibitor
Manual
Remember: IGTM show dates are now 2 weeks earlier in 2014
International Golf Travel Market 2014 and Reed Exhibitions have set up a new online
system for the submission and management of stand designs.
This new system is a tool for you and your contractor to access and upload stand plans,
stand visuals, risk assessment and method statements. Important show related information
can also be accessed and you can see the status of your stand plan submission.
For more details please refer to the Stand Plan Submissions – New System.
The new stand plan system for IGTM is now live for you to access.
Stand Plan
following:•
•
•
•
•
•
submissions must be made by Friday 12th September 2014 and include the
Elevation plan
Electrical layout
Perspective & Dimensional Drawings
Details of materials used for stand (Fire Retardant Certificates)
Risk Assessment
Method Statement
Permission to Start Build will be granted once the above are sent and approved.
Welcome
Welcome to the IGTM Exhibitor Manual. This document is not designed to replace our
personal service. The team is happy to answer any questions, explain building design rules,
discuss a procedure or offer any guidance you may require for a successful Show.
Below is a brief explanation of each of the NAVIGATION items you will find at the top of the
page:
•
Checklist - All the tasks you need to perform to ensure a smooth exhibiting
experience are placed in here with deadlines and supplier details. You can order
products and keep track of their progress.
•
Show Contractors & Information - A useful list to quickly view Official suppliers.
•
Where to Start? - A quick and simple overview of what Shell Scheme & Space Only
Exhibitors need to do in this manual to have a successful exhibition. We urge you to
give this section a couple of minutes of your time.
•
Space Only Stand Plan Submissions – NEW SYSTEM: Please take time to read
this section carefully.
•
Exhibition Timetable - Build-up, Show Open and Breakdown dates and times.
•
Deliveries, Storage & Lifting - Information on deliveries to and from IGTM.
•
Venue & General Information - Venue address and other valuable details.
•
Stand Build Regulation – Read these to ensure you comply with Venue Regulations
and Organiser Stand Build Regulations if you intend to have a space only stand.
•
Health & Safety - Please read this section to understand and appreciate risks involved
in the activity you plan onsite. This section also provides general rules and regulations
enforced by the venue. This page is also placed within your Checklist.
•
Security – Good tips on keeping your stand and other items safe during build-up, the
show itself and breakdown times.
If you have any queries, please contact:
IGTM Customer Services
Customer Services
T: +44 (0) 208 271 2150
E: [email protected]
Operations Manager
Georgina Coles
T: +44 (0) 20 8910 7997
E: [email protected]
Services Deadline Dates & Checklist
Order Form
Space Only Stand Approval
Audio Visual Requirements
Shell Fascia Nameboard
Stand Package Requirements Form
Furniture - Extra Stand Elements
Electrics - Extra Stand Elements
Carpet & Shell Additions
Cleaning (Space only stands)
Stand Catering
Graphics
Freight Forwarding/ Shipping
Temporary Staff
Deadline Date
10th October 2014
3rd October 2014
10th October 2014
3rd October 2014
3rd October 2014
3rd October 2014
3rd October 2014
3rd October 2014
Various dates
3rd October 2014
10th October 2014
10th October 2014
Supplier
Reed, Operations
Servis Group
Servis Group
Reed, Operations
Servis Group
Servis Group
Servis Group
Servis Group
Villa Erba - Venue
InSite Graphics
DB Schenkers
Villa Erba - Venue
If you have any queries, please contact:
IGTM Customer Services
Customer Services
T: +44 (0) 208 271 2150
E: [email protected]
Operations Manager
Georgina Coles
T: +44 (0) 20 8910 7997
E: [email protected]
ORDER FORMS by website: SERVIS GROUP – BOUTIQUE
Please use the Servis Group website to order and pay for the following services:
https://servisboutique.com/igtm
•
AV Equipment and laptops etc
•
Electrics – Mains and extra fittings
•
Furniture – Additional Fittings
•
Shell Scheme – Additional Fittings
•
Carpet – including changing colour
•
Cleaning – space only stands
•
Fascia Nameboard – changing Exhibitor name
•
Floral
Servis Group
Servis Boutique website – click here
Contact: Miriam Izquierdo.
E: [email protected]
OFFICIAL CONTRACTORS
Accommodation
Book directly Click on to the Exhibitor Portal for the official hotel booking website:
http://www.igtm.co.uk/
Audio Visual & Computer Hire
Servis Group
Servis Boutique website – click here
Contact: Miriam Izquierdo.
E: [email protected]
Carpet
Servis Group
Servis Boutique website – click here
Contact: Miriam Izquierdo.
E: [email protected]
Catering
Villa Erba S.p.A.
Contact: Elena Atzeni
T: +39 (0)31 349 391
E: [email protected]
Deliveries & Freight Forwarding
Schenker DB
Contact: Michelle Bird
T: +44 (0)1268 632209
F: +44 (0)1268 416490
E: [email protected]
Electrics & Lighting
Servis Group
Servis Boutique website – click here
Contact: Miriam Izquierdo.
E: [email protected]
Floral
Servis Group
Servis Boutique website – click here
Contact: Miriam Izquierdo.
E: [email protected]
Furniture
Servis Group
Servis Boutique website – click here
Contact: Miriam Izquierdo.
E: [email protected]
Graphics for Stands
Insite Graphics
Contact: Hannah Logan
T: +44 (0)7970 568042
E: [email protected]
W: http://www.insitegraphics.co.uk/igtm/
Health & Safety
Reed Exhibitions Ltd
Contact: Operations Manager Georgina Coles
T: +44 (0)20 8910 7997
E: [email protected]
Internet Services
Villa Erba S.p.A.
Contact: Ornella Murgia
T: +39 (0)31 349 390
E: [email protected]
Nameboard/Fascia/Labelling - Shell Scheme Only
Servis Group
Servis Boutique website – click here
Contact: Miriam Izquierdo.
E: [email protected]
Storage
Schenker DB
Contact: Michelle Bird
T: +44 (0)1268 632209
F: +44 (0)1268 416490
E: [email protected]
Stand Extras – Shell Scheme Only
Servis Group
Servis Boutique website – click here
Contact: Miriam Izquierdo.
E: [email protected]
Temporary Staff
Villa Erba S.p.A.
Contact: Ornella Murgia
T: +39 (0)31 349 390
E: [email protected]
Venue – Layout & How to Get There
Villa Erba S.p.A.
Largo Luchino Visconti, 4
22012 Cernobbio (Co) - ITALY
Tel: +39 (0) 31 3491
E: [email protected]
Website: www.villaerba.it
Directors by road, train and air canbe found on this website.
Also see details in the Venue & General Information Section of the Manual for a Plan
showing Contractor Access to Venue – Click Here.
Contractor Access Gate
Shuttle Bus drop off outside venue.
Entrance for Exhibitors & Visitors
Where to Start – Stand Information
Your Stand and Ordering:
There are 2 types of stand contracts – Shell and Space only.
Please check your contract to find out which one is booked.
The permitted access times are in the Exhibition Timetable – Click Here.
Shell Stand Exhibitors - Standard 2m x 2m (4 m² booth)
The diagram below shows 4 x shell scheme units in a row, with a furniture package each.
Servis Group is the shell stand contractor:
Contact: Miriam Izquierdo. E: [email protected]
Dimensions for 2000m x 2000m, with back wall 2500m high
(Note: Fascia height is higher at 2930mm)
Your stand will include partition walls of the stand, and a furniture package:
• 1 x table (800mm wide)
• 3 x chairs (500mm x 800mm x 550mm)
• 1 x waste bin
• Green carpet
• 1 x electrical socket (at least 300 watts)
• 2 x spotlights (at least 50 watts each),
• A Fascia board with company name and stand number (green board with white text).
The stands are sold as booths measuring 2m x 2m which is a 4m2 units - the furniture and
electrical package details are for each individual unit.
Please complete the Standard Package Requirements Form and return as soon as
possible to confirm your package and delivery on site.
If you are constructing your own stand, please contact the Operations Manager immediately
with the contact details of your appointed stand contractor.
Walls & Wall Heights
These are constructed from a modular shell scheme structure. The back and side walls are
white. Each stand is 2m (wide) x 2m (front). See the diagram above for dimensions.
A 1m x 1m divide/side wall panel will divide you and neighbouring stands.
This dividing panel cannot be changed or covered with a full height graphics until approval is
obtained from the neighbouring exhibitor. Please contact the Operations Manager if you
wish to do this to seek agreement from your neighbour.
Graphics for your Stand:
The dimensions of the panels between the poles are different from the overall measurements.
For posters - each back wall panel is 945mm wide between the poles and 2350mm high
between the metal frame. If producing your own graphics, please contact Servis Group if you
have further queries regarding the technical dimensions of your stand.
Insite Graphics, the official graphics supplier is aware of all technical aspects of the shell
stand build and will adapt your artwork to accommodate the build elements of the stand.
Company Name Fascia Board (Label)
Please complete the Shell Fascia Name Board Form to confirm the company name to appear
on the fascia board and return this form to Servis Group.
Contact: Miriam Izquierdo. E: [email protected]
If this form is not returned, IGTM will use the company name registered on the IGTM
Exhibitor Zone. Only the Main standholder’s company name and stand number will be shown
on the Fascia Nameboard unless we are advised differently.
If you manage multiple stands and they require different company names, please produce a
layout plan showing the positions and the different text required for each booth.
Insite Graphics offer a package which includes covering the standard fascia/nameboard
please
contact
Hannah
Logan
for
more
information
of
go
to:
http://www.insitegraphics.co.uk/igtm/
If using an alternative signage company, please remember the stand number must be
incorporated into the design of your fascia, so delegates and easily find you for their
appointment.
Furniture Package
For each 4m2 of stand space, the stand receives 1x round table (800mm diameter) & 3x
chairs.
Additional or alternative furniture can be ordered using the Servis Boutique website – click
here
Contact: Miriam Izquierdo. E: [email protected]
Please be aware that space is limited on the stand (4m²) and no items may be placed in the
surrounding aisle ways.
If the standard furniture package is not required, a different furniture supplier is used, please
contact the Operations Manager to update your stand requirements or amend the Stand
Package Order Form to show this change.
Lighting & Electrics
Each stand will be provided with a European electrical socket (approx. 500w/ 2amps) and 2
spotlights per 4m2.
Please note: space only stands will not be provided with any electrics or lighting.
If additional lighting or electrical sockets are required, please order using Servis Boutique
website – click here
Contact: Miriam Izquierdo. E: [email protected]
Distribution Boxes
Where possible electrical distribution boxes will be positioned out of sight. It may sometimes
be necessary to accommodate electrical distribution boxes within stands.
Green Carpet
Green carpet will be laid in each booth. If an alternative colour carpet is required, there is an
additional cost. Please order using the Servis Boutique website – click here
Contact Servis Group: Miriam Izquierdo E: [email protected]
Cleaning and Waste
It is your responsibility to maintain your stand in a clean condition at all times and for
contractors to remove any waste during build up & breakdown.
Basic stand cleaning is carried out prior to the opening of IGTM and each evening after the
Show. This cost is included in the price of a shell stand booth.
Please note: cleaning of exhibits and additional furniture and/ or the removal of excess waste
remains your responsibility. Any excess should be placed in the aisles the night before for the
early morning cleaning schedule.
Contact us
If you have any questions please feel free to contact the Customer Services Team or the
Operations Manager:
Customer Services
T: +44 (0) 208 271 2150
E: [email protected]
Servis Group Group – Show Contractor
Contact: Miriam Izquierdo.
E: [email protected]
Georgina Coles, Operations Manager
T: +44 (0) 20 8910 7997
E: [email protected]
Space Only Exhibitors/Contractors Building Stands
Please check the contract details. If the contract says ‘Space’ only, then you must design and
build the stand and ensure it is possible within the time frame permitted and stated in this
Manual. This also includes organising partition walling (minimum of 2.5m high), floor covering
(carpet), electrics/ lighting, cleaning and furniture.
Floorplan – What is this?
Below is an illustration showing what is on the floor plan to help you identify walls, electrical
boxes, sliding doors etc.
Sliding Doors – Measurements
The general rule is if your stand backs onto a sliding door, the back wall of the stand will go
against this door and the door will be locked.
•
Double Sliding Doors on side aisle consisting of 2 sliding doors
o each door 117 cm (w) x 355 cm (h). If at back of stand they will be locked.
• Fixed glazed panel – will be removed to make entrance larger into rooms
• Front Aisle Sliding Doors consisting of 2 saloon doors
o each door 65 cm (w) x 250 cm (h). These will be open.
• Single Sliding Door (next to Fixed Glazed door only.
o Door is 130 cm (w) x 247 cm (h) will be open to increase entrance.
See below for examples on the floor plan for Sliding Door Measurements.
Electrical Control Box
See below how these are shown on the plan. At least 500cm space must be kept clear to the
front to allow access to the electrical control box built into the wall in each room.
Access Times to Venue – IMPORTANT INFORMATION for 2014
The permitted access times are in the Exhibition Timetable – Click Here.
Build Up:
Check the stand design submitted can be built and dismantled within the given times shown
in the Exhibition Timetable.
Breakdown/Dismantling:
From 4.30pm on Thursday 30th October
Cernobbio Wing:
Access to dismantle stands is only allowed to stand contractors as stands MUST be removed
completely by 8pm (NB: No extension on time is allowed).
A Special Access Pass will be issued to contractors to dismantle in Cernobbio. This will be
issued during Build Up on site.
Lario & Regina Wings:
Access to pick up only hand carry-able stand products and remove graphics is allowed until
7pm. The reasons for this are:
1. The Central Piazza/Pavilion is setting up for the IAGTO Awards from 3.30pm onwards
ready for visitor arrivals from 7pm. Other contractor traffic and noise from equipment
must be kept to a minimum (e.g. Cernobbio only) to allow the event to happen.
2. Cernobbio Wing must be cleared by 8pm for the set up of another Event opening at
12pm on Friday 31st October. Only Cernobbio exhibitors and the official stand
contractors will continue work until 8pm Thursday 30th October.
From 8am to 6pm on Friday 31st October:
Access to dismantle stands in Lario & Regina Wings is allowed.
Late working (strict new rules):
Late working outside the published build up and breakdown timetable may be permitted at the
Organiser's discretion & will be subject to a €300 per hour (plus VAT) charge and requested
at the latest by 1.30pm on the same day.
Contractor Access – vehicles, equipment & personnel:
The access gate is shown the Venue & General Information Section of the Manual for Plan
showing Contractor Access to Venue.
To prevent traffic jams on local roads, logistics must be carefully managed. Drivers are
requested to respect the Build Up Schedule, limit parking to the loading and unloading and
kindly requested to avoid parking out of the assigned areas.
Vehicle Access dimensions to enter Venue grounds & building:
Only vehicles below the following dimensions can access the site:
Width – 2.50m
Length – 12.00m
Height – 4.00m
Doors at the back of the Venue building are numbered for loading and have slopes ramps for
trolleys. The Traffic Marshall will direct you to the nearest door to your stand.
The doors are:
Width 1.70m
Height 2.35m
Your own hand pump trucks and trolleys can be used with care, but no forklifts are
allowed in the venue or on site.
If you require a forklift service please contact DB Schenker. Go to Deliveries, Storage &
Lifting detailed in the Manual for more information.
Typical Photo of Door Access to Cernobbio & Lario Wings
Typical Door Access to Regina Wing
Flooring & Columns
There is no carpet in the venue.
It is solid concrete flooring laid with hard wearing tiles with small service boxes for electrics.
There are some columns in the venue and they all look like the one in the picture
Height Limits & Walling
The stand height build limit is 3m high maximum.
The venue ceiling height is 3.30m high.
Great care must be taken during build and dismantling periods to not damage the venue
ceiling. Any damage will result in the Exhibitor/contractor being invoiced for the necessary
repairs to the damaged area.
Please note:
If a Space only stand is next to shell stands, the dividing walls separating the stands must be
2.5m in height, and the side and back walls decorated to a minimum height of 2.5m.
If wall build above this height is approved, it must be clad and decorated on both sides, and
the reverse side decorated from 2.4m upwards by the Exhibitor who is erecting the higher
wall. Walls overlooking adjoining stands must be finished in a neutral plain colour only (no
logos; no lighting).
Please do not build walls along aisles as this obstructs views and sight lines.
Services to stands
To organise your electrical mains and any wiring, carpet or furniture items, please use Servis
Boutique website – click here
Or, contact Servis Group: Miriam Izquierdo. E: [email protected]
General
Confirmation of your appointed contractor should go to the Operations Manager no later
than Monday 8th September 2014.
Please read below about how to send your Stand Plan Submissions – or Click Here.
Stand drawings, technical and illustrative, Risk Assessment and Method Statement are all to
be submitted to the Operations Manager no later than Friday 12th September 2014.
If these papers are in order, Permission to Build will be granted.
Remember to advise your appointed stand designer of the time available for construction and
dismantling as there is no additional time available.
See the Exhibition Timetable for information.
The Organisers reserve the right to prevent work being carried out by, or on behalf of, any
Exhibitor who has not submitted stand design drawings in accordance with the regulations.
Please see the Build Rules and Regulations for details of build restrictions and other
important information on the venue and Build Up/Breakdown periods to ensure a smooth
operation for all.
New System - Stand Plan Submissions
If you have booked a Space only stand you are required to submit the following:1. Stand Plan showing full dimensional and elevation detail.
2. Stand Visual
3. Risk Assessment
4. Method Statement
The deadline date for the receipt of the above information is Friday 12th September 2014.
In order to help our exhibitors and contractors, International Golf Travel Market 2014
and Reed Exhibitions have set up a new online system for the submission and management
of stand plans.
This new system is an online tool which you and your contractor can access to upload
stand plans, stand visuals, risk assessments and method statements. You are also able to
obtain important show related information and see the status of your stand plan submission.
You are also able to upload by replying to any emails received from
[email protected].
The new stand plan system for IGTM is now live.
IMPORTANT If you have a stand contractor who is managing your stand build then please ensure once you have
logged into the system you add them as a primary contact under the contact section. This will then send a link
directly to them to access the online stand check system and they can therefore manage the upload of information
for us.
To help you navigate the system please find below a summary of the pages you will find within
the website:1. My Stands – This lists all the stands that you are associated with. To manage a
specific stand, just select it from the list shown on the screen.
2. Status - Summary of the status of the stand checking process.
The stand checks conducted are colour coded as follows:a. Red - No information has been received or information provided is not sufficient
for approval.
b . Amber - Information has been received but is not sufficient, or is subject to an
onsite check.
c. Green - Check is completed.
d. Permission to Start Build will only be issued once we are happy with the
information received.
3. Show Info - Useful show related information i.e. contractors manual, exhibition
timetable, official suppliers details etc.
4. History - View all documents uploaded and emails sent
5. Upload (new file) - Upload new documents relating to the stand design. Complete
the description and select the file. If there is any important information to go with the
document please include this in the message section. Once the file is uploaded this
will be displayed in the history section. Remember to title your document with the right
title before uploading.
6. Contact - All stand contact details. Please note that the Primary Contact will receive
all the direct communications from the Stand Check System. If you know who your
stand contractor is then add their details here and change them to the Primary Contact
If you have any questions or queries then please do not hesitate to contact:
[email protected]
Recommended Stand Builders for IGTM 2014:
If you require assistance with design and build of your stand, the following are recommended,
so please contact either:
Evention:
Evention Design and Build – contact Gareth Hall, with your stand details and requirements
T: +44 (0) 2920 888 333.
E: [email protected]
Smartspace:
SmartSpace is the design & build service provided by Reed Exhibitions to help exhibitors
maximise their presence at the show. SmartSpace provides a full turnkey service, which
means that everything you need for the stand is taken care of, so when you arrive on the
stand, all you need to do is put out your products and brochures.
How SmartSpace Benefits You
•
•
•
•
•
•
Single invoice for all stand services
Designs tailored to your specific needs
Competitive package prices
Saves you time
Order forms completed on your behalf
Project management by Reed pre-show and onsite
Contact SmartSpace on
Email: [email protected]
Phone: +44 (0)20 8910 7834
Exhibition Timetable – IGTM 2014
Build Up/Construction Time
Saturday 25 October
0800 – 1800
Space only access
Sunday 26 October
0800 – 1800
1200 – 1800
Space only access
Shell scheme Exhibitor access
Monday 27 October
0800 – 1800
All exhibitors access
No early access to the venue is permitted on Saturday 25 October 2014.
Complete stand construction by 1400 on Monday 27th October, and remove all building and packaging
materials by 1600.
Stand display set up and exhibits must be completed by 1800 on Monday 27th October.
Exhibitor Registration
Sunday 26 October
Monday 27 October
1200 – 1800
1000 – 1800
Show Open Days & Times
Monday 27 October
2000 – 2300
IGTM Welcome Reception
Tuesday 28 October
Wednesday 29 October
Thursday 30 October
Halls Open
0800 – 1830
0830 – 1830
0830 – 2000
Registration
0900 – 1800
0900 – 1800
0900 – 1600
Exhibition Times
1000 – 1815
1000 – 1800
1000 – 1600
Breakdown Time/Dismantle:
From 4.30pm to 8pm (only) on Thursday 30th October
Cernobbio Wing :
Stands MUST be completely removed and cleared by 2000 on 30 October.
Access to dismantle stands is only allowed to stand contractors as stands MUST be removed
completely by 8pm (NB: No extension on time is allowed).
A Special Access Pass will be issued to contractors to dismantle in Cernobbio. This will be
issued during Build Up on site.
Anything left on the stand space after 1900 will be removed by the Organisers (at their
discretion) and stored for 12 hours only. After 12 hours the items it will be placed in the
waste.
No contractors or trolleys are allowed in the halls until they are clear – approximately 1615.
Lario & Regina Wings :
Strictly NO dismantling of stands is allowed in Lario & Regina Wings. Only valuables and
products can be removed from stands in Lario & Regina Wings. The reason is the IAGTO
Awards set up from 3.30pm and start at 7.30pm in the Venue Central Piazza/Pavilion.
The reasons for limited access in Lario & Regina Wings are as follows:
7. The Central Piazza/Pavilion is setting up for the IAGTO Awards from 3.30pm onwards
ready for visitor arrivals from 7pm. Other contractor traffic and noise from equipment
must be kept to a minimum (e.g. Cernobbio only) to allow the event to happen.
8. Cernobbio Wing must be cleared by 8pm for the set up of another Event opening at
12pm on Friday 31st October. Only Cernobbio exhibitors and the official stand
contractors will continue work until 8pm Thursday 30th October.
From 8am to 6pm on Friday 31st October:
Access to dismantle stands in Lario & Regina Wings is allowed.
For reasons of security, exhibitors should remove all carry items and valuables as soon as
the show closes and do not leave their stand unattended until all items are clear.
Any waste, materials left or damage caused in the venue will be charged back to the relevant
exhibitor/ contractor.
If you are building a stand, please email [email protected] (IGTM
Operations Manager) immediately.
All detail contained above is subject to change by the Organiser for the benefit of the Event.
Deliveries, Storage, Lifting
Here is information on how to deliver goods to the venue, how to store them (if there is no
room on your stand) and how to order forklifts to move heavy items and have them delivered
and moved to and around the exhibition site.
DB Schenker is the official freight, forwarding, lifting and courier contractor for IGTM.
Contact is Michelle Bird.
E: [email protected]
T: +44 (0)1268 632209
Courier & Deliveries if not Using Official Logistics Supplier
Direct deliveries will not be accepted by the Venue before 25th October 2014, and will be
returned to your local logistics/carriers depot.
Please use DB Schenker for a smooth operation, however if sending deliveries through a
different courier company, please ensure:
• Goods do not arrive before 25th October at the Venue. They will be returned to your
local logistics/courier depot.
• Do they have your stand number?
• Do they have your exhibiting company name?
• Do they have the name and telephone number of the person receiving onsite?
If there is no one to receive your courier, your shipment will be received by DB Schenker from
24th October and a service charge will apply.
All deliveries going directly to the venue for the show must be addressed to:
Contact Name and Mobile Number
Company Name and Stand Number
IGTM 2014
Villa Erba S.p.A
Lake Como
Largo Luchino Visconti, 4
22012 Cernobbio (Co)
Italy
PLEASE NOTE: The Venue and Organisers will NOT accept or sign for any deliveries.
Someone must be present on your stand to accept deliveries. Alternatively contact our official
courier contractor, DB Schenker who will accept deliveries and deliver them to your stand on
your arrival for a charge.
Customs Arrangements
If sending goods from outside of the EU, the shipment will need to go through the customs
clearance process at both origin and destination.
If sending goods from within the EU (some exceptions apply) then no customs clearance is
required. To find out more regarding Customs please contact Michelle Bird.
Direct Deliveries to Villa Erba, Italy using DB Schenker
If sending shipments, contact DB Schenker who have an agreement with a local company
and they will accept, trace, hold and deliver the items to your stand upon your arrival for a
charge/cost.
Courier shipments must arrive at the address given below at least 3 working days prior to
their required delivery to the exhibition stand. Please send your shipment with the following
details clearly printed to:
Schenker Italiana Spa
Via F.lli Bandiera 30
20068 Peschiera Borromeo (Mi)
sea warehouse k.a. fairs & exhibition dpt
Attn Michelle Bird / Emiliano Lamanna
IGTM 2014
Exhibitor name:
Stand number:
On-site contact:
Empty Case & Storage - Removal and Return
Packing cases must be removed from the exhibition halls.
DB Schenker can arrange in advance the safe-keeping of use items.
Packing should include internal padding & battens, suitable to the good and the intended
mode of transport, and ensure to withstand both outward and return journeys. It should be
capable of easy unpacking and repacking.
Cases should be clearly marked on at least 2 sides as follows:
Name of Exhibitor
IGTM 2014
Stand Number
Case Number (e.g. 1 of 5, 2 of 5, 3 of 5 etc where consignment is 5 cases)
Gross weight (in KGS)
Net weight (in KGS)
Dimensions (in CMS)
Freight Arrival Dates – If No Customs Clearance required
The following deadlines are based on goods which have cleared customs or do not require
customs clearance.
Advance Warehouse latest arrival date: 22rd October 2014
Road Groupage:
Courier Shipments:
3 working day prior to goods required on the stand
3 working day prior to goods required on the stand
Freight Arrival Dates – If Customs Clearance required
The following deadlines are based on goods which require customs clearance upon arrival.
LCL Sea freight
FCL Sea Freight
15 working days at the Port of Genoa
15 working days at the Port of Genoa
Documents are needed 5 working days prior to departure date
Air freight
10 working days at Malpensa Airport
Documents are needed 3 working days prior to departure date
Road Groupage
Courier Shipments
3 working days prior to goods required on the stand
3 working days prior to goods required on the stand
Freight Forwarding – European Road/ Air/ Sea
If you are an exhibitor or stand constructor outside of the UK and require assistance to move
your goods to IGTM 2014, contact DB Schenker direct for information on their local agent
that can assist with your shipment requirements.
Deliveries during the Exhibition
If a delivery is required during the open period of the event, please make this 30 minutes
before the show opens. Trolleys are not permitted on the show floor once the event is open
and therefore any deliveries will have to be hand carried after Show open.
Removal of Items at the End of the Exhibition
Do not start removing goods until the event has closed (1600 hours) and all visitors have
departed for safety reasons.
Trolleys are not permitted on the show floor until 1630 hours.
If you have arranged a courier service via Schenker DB, they will deliver your empty boxes
to your stand and collect your goods once they are packaged, labeled and ready to go.
If you require any literature or exhibits to be packaged and boxed on your behalf, Schenker
DB offers a limited packaging service.
Do not leave any goods unattended on your stand. Breakdown is a busy and goods are
vulnerable to theft and damage. Please remain on your stand until your Courier arrives and
you can hand them over. The Organisers will not be held responsible for any loss or damage
to your goods.
All portable and valuable items must be removed as soon as possible after the exhibition
closes. All materials, packaging and waste must be removed by 1600 on Friday 31st October.
Any items left after this time, will be treated as rubbish and you will be charged for the
disposal.
Fork Lifting & Unloading of Equipment
Schenker DB is the official lifting contractor for IGTM. Please note that no other forklift
operators are permitted within the venue without authorisation of the venue and the IGTM
Operations Manager.
If a forklift is required for the offloading and reloading of stand fitting or exhibits we
recommend that you contact them directly to discuss your requirements:
Contact: Michelle Bird
E: [email protected]
T: +44 (0)1268 632209
If you have a abnormally large or heavy exhibit, please notify the Organisers as soon as
possible so it can be positioned in the early part of the Build up as it may require special
handling. Only DB Schenker and their direct agents are permitted operate all lifting/
unloading equipment onsite.
You must follow the direction from Villa Erba Traffic Marshalls. Guidance is detailed in the
Venue & General Information Section under Access to Venue for Build & Breakdown and
under Parking.
The space around the venue for delivery and collection is limited. Vehicles must leave the site
immediately after unloading/loading is complete. There is no parking available on site.
If you have any enquiries on access requirements, please contact the Operations Manager
on E: [email protected]
Insurance
The exhibitor must ensure they have adequate insurance for all goods whilst in transit to and
from the exhibition, and whilst in storage and in transit to other destinations. DB Schenker
can obtain a quotation to insure your goods for you but this is on a request basis.
Tariff
Comprehensive quotations will be supplied upon receipt of consignment details where
requested. Or a copy of the basic tariff can be sent.
Please contact Michelle Bird
E: [email protected] T: +44 (0)1268 632209 for details.
Other Requirements & Onsite Assistance
Schenker DB offer many other services to help ensure that your build-up and breakdown runs
as smoothly as possible. To find out more about how they can help, please contact Michelle
Bird.
If you have any queries or require assistance, Schenker DB will have a service desk in the
Organisers Office throughout the duration of the show.
Worldwide Shipping Agents
Click Here to download the Worldwide Listing of Schenker DB Offices.
VENUE & GENERAL INFORMATION
Access to Venue & Layout
The Venue Address is:
Villa Erba SpA
Lake Como
Largo Luchino Visconti, 4
22012 Cernobbio (CO)
Italy
Click here to get Directions to Villa Erba
Check the Exhibition Timetable for access, delivery and collection times.
Contractor Venue Access:
Access to the venue will be via the Contractor/Exhibitor Gate, along the road Via Regina. Do
not enter via the Main Gate unless instructed to do so by a Marshall. There is restricted
turning for vehicles inside the venue grounds. See Google Maps below. More detail on
vehicle restrictions are given at the Contractor Access page. Click Here to find out more.
At the Exhibitor/Contractor Gate, please wait patiently for the Marshall to direct you on.
Exhibitor/Contractor Gate
Vehicle Access Restricted to:
Width 2.50m
Length 12.00m
Height 4.0m
Shuttle Bus drop off and Visitor
Entrance to Villa Erba
Villa Antica
Villa Erba - Venue
Car Park (P1 Autosilo)
Open 0800 – 2000 each day
Gate Height 3.05m
Width 5.20m
Only use for small vans & cars
during Build up & Breakdown.
No lorries allowed due to weight
loading .
Accommodation
The official hotels can be booked directly through the IGTM 2014 website, by going to the
Exhibitor Portal. https://www.igtm.co.uk/Pages/ExhibitorPortal/Login.aspx
Admission Policy
1. Only pre-registered International Golf Travel Market visitors who are badge holders,
visitors who register on the day and exhibitor badge holders will be able to attend
International Golf Travel Market.
2. Visitors should be involved in, or have a suitable connection or interest in the
International Golf Travel Market and associated industries.
3. Badge holders must not allow their badges to be worn by anyone else. Any failure is
likely to lead to the badge holder and the person wearing the badge being removed
from International Golf Travel Market.
4. Anyone obtaining an International Golf Travel Market visitor or exhibitor badge by theft,
deception or other illegal means may be asked to leave International Golf Travel
Market.
5. Anyone attending International Golf Travel Market should carry some form of photo-ID
(passport, photo-ID driving licence, national identity card) or other identification
acceptable to the Organisers which the Organisers may ask to see.
6. No one under the age of 16 will be able to attend International Golf Travel Market.
7. Anyone attending International Golf Travel Market must not take part in any
canvassing, leafleting, demonstrations, objectionable behaviour or any activity which
may disrupt International Golf Travel Market.
8. The Organisers reserve the right to exclude or remove anyone from International Golf
Travel Market and the venue, either if they do not comply with this policy or it is
reasonably considered they are likely to break these rules.
ATM - Banking Services
There are no cash machines located at Villa Erba.
Audio Visual Equipment & Presentations
Servis Group offer a full range of Audio Visual and Video Equipment for your stand. To view
and order a full range of services, please view Servis Boutique website – click here
The noise from audio visual presentations/demonstrations must not exceed a “reasonable
volume”. If a presentations/demonstrations causes obstructions within the aisles, and/or
causes a nuisance to neighbouring stands, the Organisers reserves the right to restrict the
number of, or cancel such presentations/demonstrations.
Please remember that audio visual equipment, amplifiers or live music may not be used
without our written consent. Please apply in writing to see permission from the Operations
Manager.
Business Services/Internet Zone
In Villa Erba Centre, there will be 4 computers and a printing facility located in the Internet
Zone (Cernobbio Wing).
There will be free WIFI throughout the venue but this is not suitable to support business,
demonstrations or presentations. It is only suitable for light web browsing and light email use.
Diary reprints will be available from a desk near the IGTM Registration in the main entrance.
Catering (General and Stand Hospitality)
The official stand caterer for IGTM is Villa Erba.
Villa Erba provide a high standard of catering for a diverse range of occasions on a day to
day basis. Villa Erba require that all food and drink for consumption during IGTM 2014 be
purchased from the official caterer. However, they recognise that some companies prefer to
bring their own local and specialised food and beverages to represent the offering in their
region.
Stand Hospitality
If you wish to host stand hospitaility using your own regional produce, please contact
Georgina Coles, the Operations Manager, and Elena Atzeni, the Catering Manager for Villa
Erba to discuss your requirements for food storage, service and disposal etc
Villa Erba can cater for any stand hospitality, and offer a range of alcoholic and soft
beverages, teas and coffees, pastries, sandwiches and fruit.
Set Lunch Menus at IGTM Restaurants:
There will be various offerings are available during Lunch time each show day.
Vouchers will be sold at the Venue to help speed up payment on site within the short lunch
period. Cash is quick, but card payments will be accepted but take longer to transact.
A choice of food types are available and include:
• Packed Lunch – served at Café/Bars in venue
o Sandwich/Baguette/Muffin
o Dessert
o ½ bottle of water (still or sparkling)
•
Express Buffet – self-service in the Central Piazza (Café style):
o Choice of 2 pasta dishes (plus vegetarian option),
o Dessert
o A drink (wine, beer, water). A soft drink has an extra charge.
•
Buffet Restaurant – self-service in Villa Antica (Restaurant style)
o Greater choice of main hot dish
o Salad Bar
o Choice of Dessert
o Seasonal Fruit
o Wine (red & white) or Water included
Voucher tickets will be sold at the Venue.
Children
Health and Safety regulations prohibit the presence of under 16s in the halls during the build
and breakdown. Children will be refused access under all circumstances.
IGTM is a trade event, and during the open period is not a suitable environment for children
and as all children will be refused entry.
Cleaning
It is your responsibility to maintain your stand in a clean condition at all times. Exhibitors and
Contractors are required to put all waste materials resulting from the stands build-up into
containers located in the aisles.
For Shell stands - basic cleaning will be carried out at no charge. This includes vacuuming
the stand floor and emptying bins each night before the show opens.
For Space only stand – please organise cleaning through Servis Group using Servis
Boutique website – click here
It is the responsibility of exhibitors and/ or their contractors to maintain their stands in a clean
condition at all times, as will any special services that may be required such as the removal of
bulk rubbish.
Should you require additional cleaning for your stand, please complete contact Servis Group
directly to discuss your requirements.
Contact: Miriam Izquierdo. E: [email protected]
Contractor Passes & Access
Contractor wristbands will be issued by security on arrival at the venue.
Please read the Exhibition Timetable & Access Times to Venue Section – click here
Exhibitor Badges
For security reasons every member of your stand staff must wear an Exhibitor badge in order
to gain admission into the exhibition rooms. Badges are valid for each day of the exhibition
tenancy period.
If you are an Exhibitor but will be working through the build up or breakdown period, please
wear your badge.
Registration will be in the main entrance of the Central Piazza at Villa Erba. It will be open –
Sunday 26th October
Monday 27th October
Tuesday 28th October
Wednesday 29th October
Thursday 30th October
1200 – 1800
1000 – 1800
0900 – 1800
0900 – 1800
0900 – 1600
2000 – 23000 IGTM Welcome Reception
Please note that you will need your badge to attend the Welcome Reception on the evening
of Monday 27th October.
Floral
Flowers and Plants can be ordered via Servis Boutique website – click here
Floor loading
The venue floor loading is a maximum weight of 500Kg per square metre.
Internet Access & Communication Services
The internet arrangement for IGTM 2014 includes complimentary wireless internet connection
for all at the venue. Villa Erba will enhance its internet capacity to facilitate IGTM.
When users select the venue network, no password will be required. This service is
complimentary. Therefore it is NOT supported by a IT Team to help with problems.
Please note this network is a basic service, and is suitable only for light internet use only e.g.
website browsing and emails. Users can expect a maximum rate limited bandwidth of 512
kbps.
The free wifi service is NOT designed for business purposes e.g. presentations and
demonstrations. If you use the service for heavy work purposes, you will be taken off the
internet system. This congests/blocks the system and cause problems for other users.
For heavy internet users, it is recommended to buy a hardwired cabled service connection
which is a supported service. Contact Ornella Murgia, Operations Villa Erba for more
information.
In the Wi Fi Zone there will be a limited number of laptops and a printer for you to access.
Loading Bays
The venue is at ground level and use of lifts is not required for stand contractors.
Lost Property
Any lost property should be handed into the Organiser's Office or Security.
Parking during Build up/Breakdown
It is prohibited to park on the pavements or paths around the external perimeter of the Venue.
The Autosilo (Car Park) is the designated area during Build Up & Breakdown am,d Show
open time.
There is no over-night parking facilities for lorries, coaches or vans belonging to
contractors/suppliers.
Public Address System
The Public Address system is for use by the Organiser and Authorities only. During IGTM
only official and emergency messages will be broadcast, any requests for information to be
announced will be refused.
Signage/Graphics
The official signage contractor Insite Graphics is aware of all the technical aspects of the
shell stand build and can adapt your artwork to accommodate the build elements of the stand.
Go to InSite Graphics website for more information:
W: http://www.insitegraphics.co.uk/igtm/
If you are producing your own graphics, please contact Servis Group or Georgina Coles,
IGTM Operations Manager, if you have queries regarding the technical dimensions of your
stand.
Smoking Policy
To provide a comfortable environment for IGTM, smoking is not allowed in any of the
exhibition areas inside the PortAventura Convention Centre. There will be designate smoking
area outside the building just beyond Alexandria Hall on the ground floor.
Temporary Staff and Translators
Temporary Staff/Hostess/Security and Translators can be organised with Ornella Murgia on
T: +39 (0)31 349 390
E: [email protected]
HEALTH & SAFETY
We appreciate that some of you may have limited experience on the legal and practical
aspects of Health and Safety management. This section is designed to give you sufficient
guidance to discharge your responsibilities. Guidance, however, can only go so far and you
have a legal duty to ensure that your operations do not compromise the safety of all
stakeholders. Failing to manage risk can lead to prosecution and other legal sanctions.
Please do not leave Health and Safety issues to the last minute. The earlier we have your
information the better the support we can give you. If you are unsure, please contact the
Operations Manager on E: [email protected]
Policy Statement
Reed Exhibitions aims to set the benchmark standard for managing Health and Safety in
exhibitions. This is not only our moral and legal duty, but it is commercially important for the
success of every event. We recognise that our exhibitors rely on us to provide a trading
environment on the exhibition floor that is safe and without risks to health. We also recognise
that running a public event places a special responsibility on Reed Exhibitions and extends
our duty of care not only to our staff, but also to exhibitors, contractors, venue staff and
visitors. The Exhibition Director is ultimately responsible for Health and Safety at the Show.
To ensure that all Reed’s health and safety obligations are met, the Exhibition Director
supported by the operations team will:
• Allocate sufficient resources to meet Health and Safety objectives
• Provide adequate control of health and safety risks arising from our work activities
• Consult with the venue, exhibitors and contractors on matters affecting Health and
Safety
• Provide relevant Health and Safety information to employees and others
• Ensure all employees are competent to do their tasks particularly with regard to health
and safety training
• Ensure so far as is reasonable that the contractors we engage for the show are
competent
• So far as is reasonably practicable prevent accidents and cases of work related ill
health and maintain safe and healthy working conditions.
Risk Assessment
Reed Exhibitions has carried out suitable and sufficient assessment of the risks associated
with this event, details of which can be obtained from the Organiser’s Office.
General risks associated with any exhibition are as follows:
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•
•
•
•
•
•
•
•
•
Multiple contractors working in a single workplace
Fall from working at heights and working on a live edge
Objects falling from height or loads falling from vehicles
Impact injury from moving vehicles
Structural collapse of seating or an exhibition stand
Outbreak of legionnaires disease from a water feature
Food poisoning incident from temporary catering outlet
Fire
Major incident and civil emergency
Excessive working hours
This is an overview and by no means a comprehensive account of the risks involved at this
event. It is the absolute duty of all parties to ensure that under the Management of Health and
Safety at Work Regulations and other legislation suitable and sufficient risk assessments are
conducted on all significant risks. The Management Regulations and associated guidance
also requires that risks should be mitigated with a view to achieving maximum reduction in
the level of risk within the bounds of what is reasonably practicable. In general terms,
emphasis should always be placed on eliminating or reducing risk at source. It must be
remembered that personal protective equipment is usually a control of last resort.
The following useful documents are available to help you with your Health & Safety:
1. A Risk Assessment template – Click Here. Or feel free to contact Georgina Coles for
guidance. Risk Assessment Guidance is also available in the following languages:
Dutch, French, German, and Italian & Spanish.
2. From the HSE website – A Form of the 5 Steps to Risk Assessment.
3. A template for a Method Statement – Click Here. and for an Example Click Here.
Duty of Care
As an exhibitor or contractor you have a legal duty of care for the safety of anyone who may
be affected by your activities. You are ultimately responsible for all aspects of safety on your
stand or work area during the build up, the open period of the show and during the break
down. Where exhibitors contract out the building and finishing of stands you are still
vicariously responsible for the activities of your contractors.
You can discharge your duties by ensuring that you do the following:
1. Appoint a Competent Person to be responsible for Health and Safety onsite.
2. You MUST carry out suitable and sufficient Risk Assessment of all your activities and
obtain relevant risk assessments from your contractors or sub-contractors. Exhibitors
must obtain supporting Method Statements for the building and demounting of your
stand. If you are using the standard Shell Scheme Stand the organiser has obtained
the Shell Scheme contractor’s risk assessment so you do not need to do this.
3. Ensure that your staff and sub contractors’ staff working onsite are informed of the site
rules and Health and Safety arrangements which are detailed below and ensure so far
as you reasonably can that they follow them.
4. Ensure that all your staff, contractors’ and sub contractors’ staff are familiar with the
venue’s emergency procedures which can be found in the Emergency Procedure
Section of this manual.
Legal Duties for Stand Contractor
Stand designers have a legal duty to ensure that the stands are designed to be fit for the
purpose intended, structurally sound and safe to build, use and demount without any undue
risks.
Items to be submitted to Reed Exhibitions by Exhibitors are listed on Space Only – Stand &
Access Approval Form, and include (but not excluding other requirements):
•
•
•
•
•
•
•
•
•
•
•
•
Exhibitor’s Health and Safety Declaration – please complete the form in the checklist
(required by all exhibitors)
Name of your nominated Health and Safety representative on site in the Method
Statement (not required for standard IGTM shell scheme stands)
A copy of Risk Assessments and Method Statements covering the build up and
breakdown of your stands (not required for standard IGTM shell scheme stands)
A copy of your stand plans (not required for standard IGTM shell scheme stands)
Notification and supporting risk assessments for any activity on your stand that
represents a significant risk. This includes but is not limited to the following:
Flammable substances or naked flame
Pressurised gases such as LPG (Liquefied Petroleum Gas)
Hazardous chemicals and substances
Ionising radiation
Water features
Demonstrations
Visitor treatments – e.g. massage
Items to be submitted to Reed Exhibitions by Organiser’s Contractors:
• A suitable and sufficient Risk Assessment of activities on site supported by relevant
documentation. Note this must be specific to the show, i.e. not generic, and specific to
the work activities performed by the contractor
• Name and contact details (including out of office telephone details) of the nominated
health and safety representative on site.
• Organiser’s contractors involved in stand construction activities such as feature
building should comply with the requirements for exhibitors with regards to stand
building.
The deadline for the submission of this information is Monday 14th October 2014. Please
send all information to Georgina Coles, Operations Manager.
Security
Every reasonable precaution is taken to ensure the safety and security of personnel and
equipment. However, we cannot accept any responsibility whatsoever for any injury, loss or
damage or any consequential losses which may befall your personnel and their property.
Although IGTM is an invitation only event, this year some of the stands are in a public access
area of the hotel, therefore we strongly recommend that you do not leave valuable items of a
portable nature unattended on your stand at any time (including lunch, coffee break periods
and overnight).
Please ensure that any incident involving loss of property is reported as soon as possible.
Failure to do so could result in insurance companies refusing to meet any subsequent claim.
For more information about security arrangements please contact the Operations Manager.
E: [email protected]
EMERGENCY PROCEDURES
Accidents
If you are involved in or witness an accident, however small, at any point during your time onsite, it is your responsibility to report it to the Organiser's Office.
Evacuation Procedure
You must evacuate the building when you hear the alarm sounded or are asked to do so by a
member of the exhibition or venue staff. You will be directed to an assembly point by security
staff. See Venue Emergency Procedures below – Click Here.
Fire
To be safe in case of fire you should ensure that you know:
• How to raise the fire alarm if you discover a fire
• Where the fire escapes/evacuation points routes
• What the fire alarm / call sounds like
• The location of your fire assembly point
If you discover a fire:
• Operate the nearest fire alarm
• ONLY attempt to fight the fire if safe to do so
Suspect Packages
It is important to make regular checks of your stand to ensure that no unidentifiable
packages, cases or bags have been deposited. If you discover a suspect package you
should:
• Contact the security service via the Organisers Office
• Give a full description of the package and its location
• DO NOT approach, touch or move the package
• DO NOT use a mobile phone within 10 metre radius of the package
VENUE EMERGENCEY PROCEDURES –
See Details below to copy and send to people working on your stand throughout Build Up,
Show Open & Breakdown.
Evacuation Procedures
At the signal of alarm all staff, excluding people assigned to emergency management must
reach the safety exits as indicated on the emergency plan and go to the closest Meeting
Point.
All the staff must:
• Leave his own job activity to put all the equipment in use in a safe condition,
disconnectring the electrcal power, and stopping the supply of any fuel;
• Close the windows, get out as quickly as possible from the job place, closing the door
behind him;
• Leave the area immediately and without running, do not create panic and confusion;
• In case of smoke or flames should cover mouth and nose with towels, possibly very
wet, as much as possible to filter the air breathed;
• In presence of heat, protect on the head with heavy clothing of wool or cotton possibly
wet avoiding materials of synthetic origin.
All the staff must NOT:
• Smoke;
• Bring umbrellas, walking sticks ior big heavy;
• Go back for any reason (looking for other people, documents, own things, etc…)
• Standing along the escape ruotes by creating obstacles to transit, push, run, stop or
scream;
• Use the Elevator;face danger on his own (get into rooms flooded with smoke)
USEFUL PHONE NUMBER IN CASE OF EMERGENCY
MAIN Phone Number for Emergency: 112
Venue Rules & Regulations
STAND BUILD REGULATIONS
Please find below details of stand build regulations related to IGTM 2014. Failure to comply
with the regulations laid out below may lead to your permission to build being withdrawn.
Authorised Stand Build Materials
Stationary stand structures may be made of conventional building materials (of a normal
flammability class). Fireproof and slow burning materials shall be used for finishing the
interior of stands, offices, podiums, ceilings and fencing. All flammable materials must be
treated with a fireproofing compound and retardant at origin.
It is prohibited to use plastic materials (e.g. Foam polystyrene) that are not classified as Class
1; it is also prohibited to use fabric not made with fire –retardant synthetic fibres, paints,
varnishes and adhesives that are not compliant with class 1 or 2. Fore – retardant treatments
must be carried out on combustible materials. Fiore –retardant treatments on fitting material’s
(fabrics and structures) must be carried out before they are introduced and installed in the
exhibition area, since it is prohibited to carry out fire-retardant treatments inside the said
exhibition area.
Balloons
The use of Helium Balloons (Blimps) & Toy Balloons are not permitted.
Carpet
Shell stands in all areas will be provided with the standard green cord carpet, unless you
contact Georgina Coles to confirm it is not required and you order an alternative colour from
Servis Group using Servis Boutique website – click here
Carpet may only be fixed to the venue floor with approved carpet tape. All carpet tape must
be removed and any charges for the removal of carpet tape left on the floor at the end of
breakdown will be passed direct to exhibitors.
Carpet cannot be installed over the existing venue carpet unless you are using floor flats
which can be ordered from
Dilapidation Inspection
Exhibitors will be held responsible for any defacement or damage caused to the building by
either themselves or any firms working for them during transport, installation or operation of
equipment during build up and breakdown. Photographic evidence will be taken of any
damage caused during construction.
Please take particular care of the existing venue carpet during Build Up & Breakdown by
protecting your working area appropriately and the stand area.
Any charges levied by the venue will be payable by the Exhibitor and NOT the Organiser.
Display Materials
Display Materials (posters, brochures etc) may be used on stands without fire safety
certification.
Dividing Walls
Shell Stands:
On the standard shell stands there is a 1m x 1m dividing panel between stands (when
adjoining a neighbour).
Dividing side walls cannot be enclosed without the approval of the neighbouring exhibitor.
The exhibitor requesting the dividing wall to be increased in height or other changes will be
required to pay the Show Contractor for any additional costs involved in the extra walling
panels.
Top Tip: Do not arrange graphics or display items for full side walls until you have received
the appropriate approval.
Please contact the Operations Manager if you would like confirmation of your wall panel
dimensions and/ or if you wish to make this request.
Space Only Stands:
You are responsible for erecting and decorating the side and back walls facing onto your
stand area to a minimum height of 2.5m.
If there are walls above this height (and within the maximum wall build height), they must be
clad and decorated on both sides, with the reverse side being decorated from 2.4m upwards
by the Exhibitor who erected them. Such walls overlooking adjoining stands must be finished
in a neutral plain colour only (no logos; no lighting).
Please contact the Operations Manager for confirmation the specific divide walling
requirements for your stand position. E: [email protected]
Early/Late Working
Please refer to the Exhibition Timetable for the build-up and breakdown schedule.
Ensure the construction and de-construction of the stand is possible within the published
build up and breakdown periods. Working outside of the published timetable will not be
permitted. If you foresee any problems, please contact the Operations Manager urgently.
E: [email protected]
Late working outside the published build up and breakdown timetable may be permitted at the
Organiser's discretion & will be subject to a €300 per hour (plus VAT) charge and requested
at the latest by 1.30pm on the same day.
It is the responsibility of the exhibitor or their appointed contractor to ensure the stand is
being built to the correct floor markings. Please check with the IGTM Organiser's Office if you
are in any doubt regarding your allotted floor space.
Electrical Installations
Only Servis Group can carry out electrical connections to all stands. They have the exclusive
right for electrical connections. Contact: Miriam Izquierdo. E: [email protected]
Servis Boutique website – click here
All electricians fitting your stand must have a locally recognised electrician certificate. If
temporary power is required during the stand build up, it must be applied for through Servis
Group when making your order for electrics.
Enclosed Stands
Enclosed stands are not permitted at IGTM. Any exception will require written permission
from the IGTM Operations Manager. E: [email protected]
Flooring
Carpet cannot be installed directly over the existing venue carpet. Floor flats must be used to
lay alternative carpet on top of the existing carpet tiles and can be ordered from Servis
Boutique website – click here
Please see the Carpet section for full details and to order carpet, floor flats. Contact: Miriam
Izquierdo. E: [email protected]
Strictly nothing may be structurally attached to the floor of the Exhibition premises.
Carpet may only be fixed to the venue floor with approved carpet tape. All carpet tape must
be removed and any charges for the removal of carpet tape left on the floor at the end of
breakdown will be passed direct to exhibitors.
Furniture
Only shell stands are provided with the standard furniture package of 1x round table (800mm
diameter) and 3 x chairs per 4m2, and a waste bin.
If you do not require the standard furniture package, please contact Georgina Coles
immediately confirming this or return the Stand Package Requirements Form.
Any extra or alternative furniture can be ordered through Servis Group using the Servis
Boutique website – click here
If you require further information on furniture, please contact Servis Group directly to discuss
your requirements.Contact: Miriam Izquierdo. E: [email protected]
Gangways and Emergency Exits
No part of any stand or exhibit, including fascia, signs, lighting, corner posts, etc, shall project
into or over the gangway or obscure any fire or exit signs and the Organisers reserve the right
to remove any such item.
To avoid accidents, all doors and windows along gangway edges must open inwards. Other
doors and windows, which open outwards, should not exceed beyond the site boundaries and
should have a vision panel.
Height Limit
The stand build height maximum height is 3m high.
The venue ceiling is 3.20m high.
Lifting and Logistics
For information on logistics, please see the Deliveries, Lifting & Storage section of this
manual. The official Freight and Storage contractor is Schenker DB.
For all enquiries, contact Michelle Bird
E: [email protected]
T: +44 (0)1268 632209
Liquefied Petroleum Gas & Compressed Gases
Installations operating with butane or propane gas are formally prohibited, as is the use of
flame generating machines, both during build up and breakdown.
Maintenance
Under no circumstances will maintenance work be permitted on stands during the exhibition
open hours.
If at any time during the exhibition open days you need to carry out maintenance work on
your stand please submit a request to the Organisers Office.
Platform Floors/ Floor flats
Platforms are not essential but where they are incorporated into the stand design, platforms
must be of a strength and stability sufficient to carry and distribute the weight of the stand
fitting, stand personnel, visitors and exhibits, taking into account the loading limits of floors.
Floor flats are essential if there is existing carpet in the venue, and you wish to over lay the
existing floorcovering with carpet. Floor flats must cover the existing carpet so you can lay
your chosen carpet on top. Carpet laid directly on top of carpet is dangerous as it slips.
Rigging
No rigging is allowed in the venue.
Risk Assessment & Method Statement
Stands that are NOT standard shell MUST submit a full Risk Assessment and Method
Statement for the design, construction and arrangement of their stand.
This risk assessment and method statement is to be submitted along with stand plans to
Georgina Coles by Friday 12th September 2014.
Read the Health & Safety Section for more information and guidance to do this. Contact the
Operations Manager if you have any enquiries on this on [email protected]
International Golf Travel Market 2014 and Reed Exhibitions have set up a new online
system for the submission and management of stand designs.
This new system is a tool which you and your contractor can access to upload stand plans,
stand visuals, risk assessment and method statements. You can also obtain important show
related information and see the status of your stand plan submission.
For more details please refer to the Stand Plan Submissions – New System.
The new stand plan system for IGTM is now live.
Stand & Floor Plan Layout
In the interests of the Exhibition as a whole, it may be necessary to remove or alter anything
in, or forming part of, any stand. If we feel this action must be taken, this will be at the
expense of the Exhibitor concerned.
The exhibition floor plan is subject to change at the discretion of the Organisers. Please
contact Georgina Coles to obtain the latest version of the exhibition floor plan at
[email protected]
Stand Number Panel
A stand number panel must be displayed on every stand to aid Buyers in their navigation of
the exhibition. It is recommended the text is no smaller than 100mm high to help visibility to
delegates.
Stand Plan Submission
All stand contractors must provide the following information to Georgina Coles by
Friday 12th September 2014.
A submission must include • Elevation plan
• Electrical layout
• Perspective drawing
• Dimensional drawing
• Details of materials used for stand
• Risk Assessment
• Method Statement
The Organisers reserve the right to prevent work being carried out by, or on behalf of, any
Exhibitor who has not submitted stand design drawings in accordance with the regulations.
Storage
No excess stock, literature or packing cases may be stored around or behind your stand. If
you need help with storing cases or large quantities of packing materials, please contact the
official Freight and Storage contractor, Schenker DB.
For all enquiries, contact Michelle Bird.
E: [email protected]
T: +44 (0)1268 632209
Signage
Signage and graphics are not permitted to overlook other stands if there is a dividing wall,
neither can they overhang gangways.
Where illuminated fascia boards are used on stands, the lighting of them must be of sufficient
power to light the fascia board only, and must not cause any spill of light onto neighbouring
stands. No flashing lights will be permitted. We reserve the right to disconnect the electrical
supply to any illuminated fascia which, in our opinion, is causing a nuisance to any other
Exhibitor.
IGTM is pleased to be working with Insite Graphics who can provide innovative signage
solutions for shell and space stands. They have a competitive package of €900 for a
standard 2m x 2m shell stand, which includes:
- Fascia/ Nameboard overlay
- Free installation
- Back wall panels
- Free Artwork/ design
- Free delivery
- Side wall panels
For more information on graphics and a quote for your requirements, please contact:
Hannah Logan
E: [email protected]
T: +44 (0)7970 568042
W: http://www.insitegraphics.co.uk/igtm
Walling in Open Sides
Stands must be kept as open as possible; any exceptions will require written permission from
Georgina Coles.
Water features
Water features that create mists and sprays such as fountains create the risk of the spread of
Legionella bacteria in the air. Any such feature is a special risk and should be identified in
your Risk Assessment detailing how the risk is controlled through water treatment and
testing.
If you are intending to have water as a feature on your stand, please confirm the details in
writing to Georgina Coles so that written approval can be given.
E: [email protected]
ORDER FORM SECTION
Summary
To order the following services go to Servis Boutique website – click here
• Carpet & Shell Panels – different colours
• Shell Fascia Nameboard – changing name
• Cleaning for Space only stands
• Electrics & Lighting
• Furniture & Extras
• Floral Arrangements
• Audio Visual Equipment e.g. plasmas and laptops
See attached for the following Service Order Forms or website links:
1. Stand Package Requirements Form
2. Audio Visual Requirements
3. Catering 1 – Lunch Time Menus
4. Catering 2 – Stand Catering – Menu Options
5. Catering 3 – Stand catering – Drinks & Hospitality
6. Temporary Staff – Hostess & Stewards
7. Graphics
8. Worldwide Shipping Agencies
1.Standard Package Confirmation Form
Exhibiting Company
Georgina Coles
Reed Travel Exhibitions
Gateway House
28 The Quadrant
Richmond
Surrey
TW9 1DN
UK
T: +44 (0)20 8910 7997
[email protected]
Stand Number
Contact Name
Contact Telephone
Contact Email
Stand Package Confirmation Form
As part of your shell stand package Reed Exhibitions will be providing the following elements.
Please could you confirm whether these elements are required so build schedules can be
updated.
Item
Description
Yes
()
Green
Carpet
Cord laid direct to
Hall floor
Table
Dia 800mm
Chair
1 x Round white
table per 4m2
Power
1 x European
Socket 300w
per 4m2
Lighting
2 x 50W Spot
lights per 4m2
Confirm
Quantity
No
()
Additional Information
3 x Plastic chair
per 4m2
Please don’t forget to return your Nameboard Form to Servis Group!
Please return this completed form by 9th October 2014 to:
Georgina Coles, Operations Manager
Reed Travel Exhibitions
F: +44 (0)20 8334 7997
E: [email protected]
2. Catering
Villa Erba S.p.A.
Contact: Elena Atzeni
T: +39 (0)31 349 391
E: [email protected]
3. Temporary Staff
Villa Erba S.p.A.
Contact: Ornella Murgia
T: +39 (0)31 349 390
E: [email protected]
4. Graphics
To go to Insite Graphics website : http://www.insitegraphics.co.uk/igtm/
Graphics packages can be designed for you, click on the link above to find out more.
5. Worldwide Shipping Agent Offices – DB Schenkers
INTERNATIONAL AGENTS
Please see below a list of our international recommended agents for shipping to IGTM 2014. Please contact the local
agent in your area for a door-to-stand freight forwarding service.
Please contact Schenker Ltd, Fairs & Events if you do not see an agent listed for your area.
Argentina
Trade Show Logistics SA, Ctc: Sergio Zenere, Tel: +54 11 4342 4254, Fax: +54 11 4331 7020, [email protected]
Australia + New Zealand
Schenker Australia Pty Ltd, Ctc: Fiona Ostoja, Tel: +61 2 9344 9580, Fax: +61 2 9344 4848, [email protected]
Austria
Schenker & Co AG, Ctc: Matthias Holek, Tel: +43 5 7686 211525, Fax: +43 5 7686 211529, [email protected]
Bahrain
Almoayed Wilhelmsen Ltd, Ctc: Pragna Menon, Tel: +973 1781 3000, Fax: +973 1781 0360, [email protected]
Belgium
Schenker, Ctc: Matthe Wouter, Tel: +32 3543 6492, Fax: +32 3543 6444, [email protected]
Brazil
Waiver Logistics, Ctc : Fabricio Coelho, Tel : +55 21 2209 2525, Fax : +55 21 2270 1741, [email protected]
Canada
Schenker of Canada Ltd, Ctc: Peter Elek, Tel: +1 905 293 8660, Fax: +1 905 678 9708, [email protected]
Airways Freight, Ctc : Bob Stinson, Tel +1 479 442 6301, Fax +1 479 442 6080, [email protected]
Chile
DECA Express SA, Ctc: Alicia Mayer, Tel: +56 2 4881100, Fax: +56 2 4881010, [email protected]
China, Hong Kong + Macau
Schenker (HK) Ltd, Ctc : Raymond Ho, Tel : +852 2585 9688, Fax : +852 2824 0328, [email protected]
Cyprus
GAP Vassilopoulos Limited, Ctc: Fairs and Exhibitions Dept, Tel: +357 2 710 000, Fax: +357 2 514 081, [email protected]
Czech Republic
Schenker spol s.r.o., Fairs and Exhibitions Dept, Ctc: Petr Slaby, Tel: +420 266 706 258, Fax: +420 266 710 290, [email protected]
Denmark
Schenker A/S, Fairs and Exhibitions Dept, Ctc: Anders Rishoj, Tel: +45 9630 2701, Fax: +45 7022 7572, [email protected]
Egypt
DB Schenker Egypt, Ctc: Marwa Ahmed, Tel: +20 2 2268 3214, Fax: +20 2 226 78217, [email protected]
Finland
Schenker Oy, Ctc: Irmeli Ikonen, Tel: +358 10 520 4226, Fax: +358 10 520 4230, [email protected]
France
Schenker France Events Department, Ctc: Marilyn Mouillard, Tel: +33 1 4184 3745, Fax: +33 1 4184 3751, [email protected]
Germany
Schenker Deutschland AG, Ctc: Martin Mueller, Tel : +49 6107 74 554, Fax : +49 6107 74 556, [email protected]
Greece
Schenker AE, Ctc: Dimitris Skafidas, Tel: +30 210 9494 253, Fax: +30 210 94 09 504, [email protected]
India
Schenker India Pvt Ltd, Ctc: Leena Chauhan, Tel: +91 124 464 5000, Fax: +91 124 464 5100, [email protected]
Indonesia
PT Schenker Petrolog Utama, Exhibitions Dept, Ctc: Ovilia Faratika, Tel: +62 21 788 43 788 (x416), Fax: +62 21 788 33 369, [email protected]
Italy
Schenker Italiana Spa, Ctc: Silvia Rosin, Tel: +39 02 5166 6223, Fax: +39 02 5166 6514, [email protected]
Japan
Schenker-Seino Co Ltd, Ctc: Takayuki Matsuzaki, Tel: +81 3 5769 7380, Fax: +81 3 5769 7381, [email protected]
Jordan
Global Logistics Freight Services, Ctc: Imran Hetavkar, Tel: +96 26 566 2836, Fax: +96 26 566 2830, [email protected]
Korea
Schenker Korea Limited, Ctc : Sangick Park, Tel : +82 32 744 0300, Fax : +82 32 744 0601, [email protected]
Kuwait
Alghanim Group & Shipping, Ctc: Tony Viegas, Tel: +965 2 421 1701, Fax: +965 2 428 678, [email protected]
Lebanon
Beirut Cargo Centre, Ctc: Imad Matta, Tel: +961 1 585 582, Fax: +961 1 585 580, [email protected]
Malaysia
Schenker Logistics (Malaysia) Sdn Bhd, Ctc : Veron Leong, Tel : +60 3 7949 7888, Fax : +60 3 7949 7987, [email protected]
Netherlands
Schenker International BV, Exhibitions Dept, Ctc: Sander van Bohemen, Tel: +31 20 50000 91, Fax: +31 20 5000595, [email protected]
Oman
Khimji Ramdas, Ctc: Shankar M, Tel: +968 99 330 176, [email protected]
Pakistan
Cargolink, Exhibitions Dept, Ctc: Naveed Khan, Tel: +92 321 3899 731, [email protected]
Portugal
Schenker Transitarios SA, Ctc : Carla Pinto, Tel : +351 2294 34359, Fax : +351 2294 34487, [email protected]
Continued over leaf…..
INTERNATIONAL AGENTS (continued)
Qatar
Overseas Cargo LLC, Ctc: Mohammad Matalka, Tel: +974 499 5755, Fax: +974 499 5756, [email protected]
Saudi Arabia
Schenker Saudi Arabia LLC, Fairs and Exhibitions, Ctc: Javed Qureshi, Tel: +966 1 217 6035, Fax: +966 1 466 0792, [email protected]
Singapore
Schenker Singapore (Pte) Ltd, Fairs and Exhibitions Dept, Ctc: Serena Chew, Tel: +65 6245 5395, Fax: +65 6245 5385, [email protected]
South Africa
Schenker (SA) (Pty) Ltd, Ctc : Alan Harris, Tel : +27 11 971 8696, [email protected]
Spain
Schenker Espana SA, Ctc: Silvia D Perez, Tel: +34 934 820 195, Fax: +34 934 820 173, [email protected]
Sweden
Schenker AB, Fairs and Exhibitions Dept, Ctc: Hanna Englund, Tel: +46 70 5204 006, Fax: +46 31 3370 507, [email protected]
Switzerland
Schenker Switzerland Ltd, Ctc: Hiu Qi Ma, Tel: +41 585 895 343, Fax: +41 585 895 973, [email protected]
Taiwan
Schenker Hong Kong (Taiwan Branch), Ctc: Terrie Chang, Tel: +886 2 2503 0101, Fax: +886 2 2503 3128, [email protected]
Thailand
DB Schenker Thailand, Ctc: Permduan Sookphan, Tel: +66 2 269 6500 (x 6571), Fax: +66 2 367 5351, [email protected]
Turkey
Schenker Arkas Nakliyat ve Tic AS, Fairs and Exhibitions, Ctc: Alper Dugun, Tel: +90 212 465 6145, Fax: +90 212 465 6135, [email protected]
UAE
Schenker LLC, Fairs and Exhibitions Dept, Ctc: Edwin Mathias, Tel: +971 4 294 2791, Fax: +971 4 294 2731, [email protected]
United Kingdom
Schenker Ltd, Fairs and Exhibitions, Ctc: Daniel Bird, Tel: +44 1268 632207, Fax: +44 1268 416490, [email protected]
USA
Schenker Inc, Fairs and Exhibitions Dept (New York Branch), Ctc: Richard Gambuzza, Tel: +1 516 377 3146, Fax: +1 516 377 3111,
[email protected]
Airways Freight, Ctc : Bob Stinson, Tel +1 479 442 6301, Fax +1 479 442 6080, [email protected]
HEALTH & SAFETY SECTION FORMS
METHOD STATEMENT – EXAMPLE
Guidance Notes/Sample Form to help complete your Method Statement.
CONTRACTORS/ EXHIBITORS MUST SUBMIT THEIR OWN VERSION USING THE BLANK
FORM.
Exhibition:
Venue:
Company Name:
Stand Number:
Completed By:
Date:
Responsible
Person:
Which employee is responsible for the construction and breakdown of
your stand on site?
What is their emergency number (mobile)?
Stand Details &
Location:
Provide details of the stand dimensions, loading of structures, location
and unusual stand features e.g. store areas, water features etc) include
orientation of stand in halls.
What is the highest part of the stand?
Access:
What vehicles will you bring on site? How will you unload / load your
vehicles?
Are there any abnormal heavy loads?
Erection and
timetable:
What is the sequence and schedule of the stand build, including:
The day you start build up and start dismantling?
How many hours work for safe build and dismantling?
Are you building platforms, alignment of walls/roof, electrical connections
etc), Do you require forklifting?
Stability:
What construction is used to stabilise the structure build and dismantle?
Is there cross bracing, with calculations and inspection certificate from an
independent structural engineer required?
Lifting:
DB Schenker are the appointed official logistics and fork lifting company
for IGTM.
What equipment is required on-site? Capacities, weight, locations and
floor loadings.
Scaffolding:
(Include details of temporary and mobile scaffolds, access towers and
other work at height which you intend to carry out)
COSHH:
Is there proposed use of hazardous and toxic substances?
Please advise to the Organisers and Venue.
Outline the protection provided for employees and workers on adjacent
stands)
There will be no hazardous or toxic substances used onsite.
Environment:
Will there be any abnormal noise on the stand?
Is there any work that may create dust or fumes? What ventilation and
other control measures will be provided?
Services:
Is there any electrical work and where? There is an appointed electrical
contractor for IGTM.
Is there any welding, gases, compresses air, water or waste services ?
Safety Features:
What safety equipment and precautions will be provided onsite?
Include protective measures that will be implemented, and areas of risk as
highlighted by your Risk Assessment.
Hard hats, Work boots, Gloves and Hi Vis Jackets are strongly
recommended at the venue.
Exhibits:
Provide details on any exhibits that may be a risk to the public and/or the
operator. How will this exhibit be delivered onto your stand? What
machine guarding or other special requirements are there? What
hazardous waste will be produced?)
3.METHOD STATEMENT – TEMPLATE
Exhibition:
Venue:
Company Name:
Stand Number:
Completed By:
Date:
Responsible Person:
Stand Details &
Location:
Access:
Erection and timetable:
Stability:
Lifting:
Scaffolding:
COSHH:
Environment:
Services:
Safety Features:
Exhibits:
4. RISK ASSESSMENT - TEMPLATE
Event:
Dates:
International Golf Travel Market 2014
Venue:
Company Name:
RA Completed by:
Stand Number:
Date RA Completed:
Hazards
Consequences
Who is at
Risk
PxS=R
Controls
PxS=R
Action
Level
Identify
Hazards
What could result
from the hazard?
Who might be
harmed?
Risk
Is the risk
adequately
controlled?
What is the
Residual
Risk?
Identify
hazards on
the stand
area during
the build up,
open and
breakdown
periods
First aid injury –
minor cuts sprains,
bruises
3 day injury – broken
fingers, toes, sprained
tendons or muscles,
illness (tiredness,
stress, gastric)
Major injury – head
injury, loss of
consciousness, broken
bones, dislocations,
respiratory problems
Single death
Death of one person
Multiple
death/serious injury
Death and or serious
injury to many people
-
Consider hierarchy
of controls
- Eliminate
- Substitute
- Reduce
- Isolate
- Control
- PPE
- Discipline
Risk level with
control
measures in
place
PxS=R
Probability (P)
Severity (S)
Exhibitors
Contractors
Organisers
Visitors
Staff
Young/new
inexperienced
staff
- Disabled
- Children
- New and
expectant
mothers
- Elderly
visitors
4
Probability
5-Multi death/ injury
4-Single death
3-RIDDOR major
injury
2-RIDDOR 3 day
1-Minor/First Aid
See table
below
Do the
controls…………
Comply with industry
standards?
Meet legal
requirements?
Represent best
practice?
Reduce risk as far as
is reasonably
practicable?
Calculation of Risk (R)
5
5 >75%
4
50 - 75%
3
25- 50%
2
1- 25%
1 < 1%
P=
Probability
S=
Severity
R = Risk
level
3
2
1
5–
High
4–
Low
3–
Low
2–
Low
1–
Low
1
10 –
High
8–
High
6Medium
4 - Low
2 – Low
2
15 –
High
12 –
High
9 - High
6Medium
3 – Low
3
Severity
Action Level
H = High,
Immediate
action required
M = Medium,
Justify and
review each
event day
L = Low, no
action required
See table
below
Action Level
20 –
High
16 –
High
12 –
High
8–
High
4–
Low
4
25 High
20 High
15 –
High
10 –
High
5–
High
5
LOW – no action required
MED – justify /review for
each event day
HIGH –immediate action/
further controls needed
Company Name:
IGTM, Villa Erba, Italy
Hazard
Consequences Who P S R Controls
is at
Risk
P S R Action Person
Level
FIVE STEPS TO A RISK ASSESSMENT – SEE PAGES BELOW
Risk Assessment Guidance is also available in the following languages:
Dutch, French, German, Italian & Spanish.
responsible
for action
Please contact Georgina Coles for a copy in the language you desire.
E: [email protected]