1. art and entertainment
2. shows and events
3. exhibition

Exhibitor Manual
TVS 2014 - The Conference
The Exhibition Centre, York University, York
1st-2nd April 2014
This manual is designed to provide you with all the information that you will need when
planning your participation at TVS 2014 The Conference.
It has been compiled with the intention of removing the majority of pre-exhibition problems
and to help you enjoy a smooth and trouble free run-up to the event.
Please read it carefully and complete the necessary forms by the deadlines stated.
If you follow our advice now it could save you last minute inconvenience and expense.
However, this manual does not replace our personal service. If you need any advice or
assistance, do not hesitate to contact a member of the exhibition team whose names and
telephone numbers are listed on page 3.
Please remember, we are here to help you!
We hope that exhibiting at TVS 2014 - The Conference is both successful and enjoyable for
you and your company.
We look forward to meeting you all!
Sue, Kerry & Roland
PINK & Opencity
Sue Simmonds, Pink@Pink Ltd
E: [email protected]
T: 0845 527 6651
M: 07980 009 940
Kerry Wiles, Pink@Pink Ltd
E: [email protected]
T: 0845 527 6651
M: 07585 024 678
Roland Renyi, OpenCity Ltd
E: [email protected]
M: 07760 166 982
A: Pink@Pink Ltd, Cherry Hill, South End, Roos, HU12 0HJ
F: 01482 280 185
1
CONTENTS... AND DEADLINES!
INFORMATION
PAGE
No.
CONTENT
ACTION REQUIRED
Organisers Details
3
Information for all
Exhibition & Conference Timetable for Exhibitors
3
Information for all
4-5
Information for all
Venue & Directions
6
Information for all
Stand Plan
7
Information for all
General Information & Instructions
8-12
Information for all
Shell Scheme Specification
13-14
Information for Shell Scheme Stands
Space Only Stands - Stand Fitting Regulations
15-17
Information for Space Only Stands
Health & Safety
18-20
Information for all
Conference Programme
FORMS
PAGE
No.
CONTENT
ACTION REQUIRED
FORM 1 - Exhibitor Profile & Company Logo
21
Return logo immediately and profile by
14th March to PINK - ALL
FORM 2 - Exhibitor Badges, Delegates & Conference Dinner
22
Return by 14th March to PINK - ALL
FORM 3 - Risk Assessment Form - EXAMPLE
23
Information for all
FORM 3A - Risk Assessment Form
24
Return by 14th March to PINK - ALL
FORM 4 - Stand Contractor Details
25
COMPLETE THIS FORM IF YOU ARE TAKING
A SPACE ONLY STAND OR ARE ALTERING
THE SHELL SCHEME IN A MAJOR WAY
Return by 14th March to PINK
FORM 5 - Insurance
26
Information for all
FORM 6 - Extras (Furniture, display equipment, A/V, electrics and
graphics etc)
There is no extra cost for the name board but you need to email
[email protected] and specify exactly how your company
name should appear
FORM 7 - Extras Payment
27-31
32
2
COMPLETE THESE FORMS IF YOU ARE
SHELL SCHEME ONLY
Return by 14th March to contractor
detailed on the form
Contact Total Event - see forms for details
ORGANISERS
Sue Simmonds, Pink@Pink Ltd
E: [email protected]
T: 0845 527 6651 M: 07980 009 940
Kerry Wiles, Pink@Pink Ltd
E: [email protected]
T: 0845 527 6651 M: 07585 024 678
Roland Renyi, OpenCity Ltd
E: [email protected]
M: 07760 166 982
A: Pink@Pink Ltd, Cherry Hill, South End, Roos, HU12 0HJ
F: 01482 280 185
Stand
Contractors
The Total Event Company Limited,
Unit 2, Station Industrial Estate,
Bromyard,
Herefordshire,
HR7 4HP
Tel - 08454 810881 / Fax 08454 810885 / Email - [email protected] / Website - www.totalevent.co.uk
EXHIBITION & CONFERENCE TIMETABLE FOR
EXHIBITORS
EXHIBITION BUILD & BREAK DOWN TIMES
Build Up - Space only Contractors
Monday 31st March 12.00pm - 6.00pm
Build Up - Shell Scheme Exhibitors
Monday 31 March 2.00pm - 7.00pm
Final dressing of all stands
Tuesday 1st April 7.45am - 8.15am
Break down of all stands
Wednesday 2 April 2.00pm - 5.30pm
st
nd
Please note: Breakdown will commence at the discretion of the organisers and the venue duty manager and under no
circumstances until all visitors have left the Hall.
Any exhibits, stand equipment, fixtures and fittings left in the hall after 6pm on 2nd April 2014 will be discarded and any
removal costs passed to the relevant exhibitor.
EXHIBITION OPEN TIMES
Tuesday 1st April Wednesday 2nd April 8.30am - 4.20pm
8.15am - 2pm
7 - 8pm (pre-dinner drinks)
CONFERENCE OPEN TIMES
Tuesday 1st April Wednesday 2nd April 10am - 5.35pm
9am - 4pm
3
PROGRAMME - DAY 1, 1st APRIL
TVS 2014 – The Conference Programme
Day 1 - 1st April 2014
This is the latest version but is subject to change
Time
Theme
Talk
Speaker
08:30
Exhibition viewing
10.00
Conference Opening and Welcome
Introduction to TVS2014
Tina Chambers
10:30
Concurrent Session
RESEARCH & INNOVATION
What’s New in Research?
New developments in dressings for surgical wounds
Prof Jane Blazeby
Open Surgical Wounds: NIHR Programme Grant
Prof Ian Chetter
10.30
Concurrent Session
CLINICAL PRACTICE
11:15
Break – Exhibition and Poster Viewing
12:00
Workshop 1
Diabetic Foot Ulcers or Pressure Ulcers on the foot? Spotting
the difference.
Prof Carol Dealey and
Gill Sykes
How to write a great conference abstract
Prof Andrea Nelson
The use and significance of soft casting
Gill Sykes & Nikki Stubbs
The PURPOSE T risk profile tool
Susanne Coleman
Mixed oral abstracts
Chair: Ruth May
LEADERSHIP
12.00
Workshop 2
12.00
Workshop 3
12.00
Free Papers
RESEARCH & INNOVATION
12.45
Lunch and exhibition viewing
14:00
Free Papers
RESEARCH & INNOVATION
Mixed oral abstracts
Chair: Ruth May
14.00
Workshop 3
The use and significance of soft casting
Gill Sykes & Nikki Stubbs
CLINICAL PRACTICE
CLINICAL PRACTICE
CLINICAL PRACTICE
14.45
Keynote Session
RESEARCH & INNOVATION &
MULTIDISCIPLINARY WORKING
15.55
Break and exhibition viewing
16:20
Keynote Session
RESEARCH & INNOVATION
Finding solutions to complex proglems - the Diabetic Foot
The challenges of managing Diabetic Foot Ulcers –
epidemiology, off-loading, recognising infection etc
Prof William Jeffcoate
An update on the HEELS Study
Alison Musgrove
What have we learnt from the CODIFI study?
Prof Andrea Nelson
Biofilms: fact or fiction?
What are biofilms and how are they diagnosed?
Prof Val Edwards Jones
How do biofilms affect my clinical practice?
Prof Keith Cutting
17.35
Close - AGM for those who wish to attend
19.00
Drinks Reception - to be held in the Exhibition Area
20.00
Dinner & Entertainment - Italian Evening!
All
4
PROGRAMME - DAY 2, 2nd APRIL
TVS 2014 – The Conference Programme
Day 2 -2nd April 2014
This is the latest version but is subject to change
Time
Theme
08:15
Exhibition viewing
09:00
Keynote Session
LEADERSHIP &
MULTIDISCIPLINARY WORKING
09.45
Keynote Session
POLITICS & LEADERSHIP
10.30
Break and exhibition viewing
11:05
Keynote Session
POLITICS, LEADERSHIP &
INNOVATION
12.00
Seminar 1
12.00
Seminar 2
Talk
Speaker
Leg Ulcers: Impact on Quality of Life and Wellbeing
Patient Voices
Alison Hopkins
Is there a difference between quality of life and well-being?
Dr Penney Upton
Improving outcomes through Evidence Based Practice –
Perspectives from Canada
Prof Margaret Harrison
Developing guidelines in Tissue Viability
International Guidelines
Dr Lisette Schoonhoven
NICE Guidelines update
Dr Liz McGinnis
New ways of delivering wound care
Alison Hopkins
Device related injuries
Portsmouth team
CLINICAL PRACTICE
CLINICAL PRACTICE
12.45
Lunch and exhibition viewing
14.00
Keynote Session
POLITICS, LEADERSHIP &
INNOVATION
Pressure Ulcer Classification – getting the reporting
mechanisms right
Prof Jane Nixon &
What should we be reporting? An update from NHS England Caroline Lecko
Improving the quality of classification – PUCLAS 3
Dr Dimitri Beeckman
15.00
Keynote Session
RESEARCH & INNOVATION
Are unstageable Pressure Ulcers really category 3? – launch Prof Carol Dealey
of a new TVS project
15:30
Conference Close
Summary and close - preparing for TVS2015
16.00
5
Tina Chambers
VENUE
Exhibition Centre, Heslington Campus West, University of York, Heslington, York, YO10 5DD
T: 01904 328 431 W: www.yorkconferences.com
DIRECTIONS TO YORK UNIVERSITY
By Car:
By Bus/Coach:
We recommend drivers approach the University from the
junction of the A64 and A1079 on the east of the city, from
where the University is signposted. See the maps below for
an overview of our location. The Exhibition Centre is located
at Campus West - follow signs for Campus South & West
and you do actually enter the Campus at Campus South
before reaching your destination of Campus West.
There are buses from the city centre approximately every 10
minutes during the day, and it takes around 20 minutes to
reach the campus.
The 44 Unibus service starts from Heslington East running
through campus and stopping at the railway station and
in the city centre. The FirstYork 4 runs from Heslington Hall
and the Science Park to Acomb through the city centre. This
service runs every 7.5 minutes.
You can reach York by coach from many destinations
around the country. National Express coaches stop at the
railway station.
For Sat Nav users, the main University post code is
YO10 5DD.
Parking:
Parking is on a pay and display basis. The machines only
accept coins. Parking is charged at a rate of £1 per hour
or £6 per day, and is free at weekends and between 6pm
and 8am.
By Air:
There are disabled parking spaces in all University car
parks.
There is a frequent, fast train service to York on the main
East Coast Line from London King’s Cross to Edinburgh.
There is also a direct service between York, Leeds and
Manchester Airport. The University is a short bus or taxi
ride direct from the Railway station, ask for The Exhibition
Centre, Campus West.
Visit National Rail for train times and fares www.
nationalrail.co.uk
National Rail enquiries 08457 484950
York University is 32 miles from Leeds/Bradford Airport.
By Train:
By Taxi:
A taxi from the railway station to the University will take
approximately 15 minutes. There is a taxi rank just outside
the Station. It can often be just as quick, and significantly
cheaper, to take a bus. The bus stop is located outside the
main station entrance.
Exhibition
Centre
6
CURRENT STAND PLAN
ROOM P/L/005
B5
B6
B7
B2
POSTERS
POSTERS
B3
3
B8
B9
2
B10
1
4
6
Frontier
B4
VENDING
5
7
B11
Linet Linet
BREAK OUTS, POSTERS &
FURTHER EXHIBITION THIS WAY
B1
TVS STAND
8
9
Notes
REGISTRATION
& HELP DESK
SECURITY
10
10
Walkway
11 Invacare 12
Column
Karomed
Fire exit
Ultimate
1
23
24
25
2
2m x 2m stand 3m x 2m stand 4m x 2m stand
27
H&R
28
29
41
40
Vemotion Advancis Almirall
42
26
3M
CliniMed 39
15
14
16
13
Medi Mela Hygiene
Nursing
21
22
31
38
37
32
Advanced
MedSol
36
Synergy
35
Urgo
50
51 (4m x 1m)
Rocialle
BSN
19
Gerald
Symonds
Crawford Heelift
Talley
17
Activa
20
30
49
18
Stryker
33
Smith&N
34
Molnlycke
3
1m x 4m stand
3m x 3m stand
43
44
Parkhouse
45
47
46
Hadd Hlth
48
ArjoHuntleigh
EXHIBITORS
3M42
Activa16
Advanced Medical Solutions 32
Advancis28
Almirall29
ArjoHuntleigh
47 & 48
BSN17
Clinimed40
Crawford Healthcare
21
Frontier Medical Group
1&2
Gerald Symonds
19
H&R Healthcare
23
Haddenham Healthcare
46
Heelift20
Invacare
11 7 12
Karomed24
Linet
8, 9 & 10
Medi UK
13 & 22
Mela14
Molnlycke34
Nursing Hygiene Group
15
Park House
44
Rocialle51
Smith & Nephew
33
Stryker18
Synergy36
Talley
10, 31, 37 & 38
Ultimate25
Urgo35
The latest stand plan can always be found at
www.tvs.org.uk/2014-conference
7
MAIN
PLENARY
ROOM
GENERAL INFORMATION & INSTRUCTIONS
AUDIO VISUAL/EQUIPMENT HIRE
CLEANING
See list of contractors/services and complete appropriate
form.
The gangways and passages will be cleaned daily.
During set up and on departure, please leave all rubbish
in the designated area separating it accordingly to comply
with our environmental policy. Please note that exhibits will
not be cleaned, this remains the exhibitor’s responsibility.
Any exhibitors or their contractors leaving excessive
amounts of rubbish or materials behind at the end of the
show are liable for any costs associated with their disposal.
BALLOONS
Helium balloons are NOT permitted in the Exhibition Hall.
BUILD UP AND BREAKDOWN
Please see the Exhibition Timetable at the front of this
manual.
Whilst every endeavour is made to secure the halls during
build up and breakdown we would ask that all exhibitors
are extremely vigilant whilst the access doors are open
and always ensure that someone is on the stand at all
times. Neither PINK nor York University can accept any
responsibility for any loss or damage.
For safety reasons, breakdown cannot commence until
all visitors have left the hall. Please assist us by asking all
visitors to leave the hall as soon as the ‘close of show’ has
been announced. Under no circumstances may any goods
be removed from your stand before this time.
Power will not be switched on to stands during build up
until it is considered absolutely safe to do so.
Power to stands is switched on 60 minutes before the
exhibition opens and 30 minutes after it closes each day. It
is the responsibility of the exhibitors to advise and pre-book
a continuous power supply if needed.
CONTRACTORS
Any exhibitor using a contractor to build or set up the stand
will need to inform the organisers of their contact details
using the appropriate form in this manual. All personnel
must wear ID passes during the build up and contractors
can apply for these using the appropriate form in this
manual.
DELIVERIES
If you need to have something delivered to your stand e.g.
stand brochures etc, or you are using a courier to make a
delivery, please arrange to have your packages addressed
as follows:
Contact name
Exhibitors company name, stand number
Tissue Viability Conference 2014, 1-2 April
c/o Room P/T003
The Exhibition Centre
University of York
York YO10 5NA
Please arrange for deliveries to arrive Friday 28th March
or Monday 31st March.
Please ensure the delivery company/courier has made the
necessary lifting arrangements to unload your consignment
as the organisers will not be responsible for this and the
University has no pallet handling equipment. Total Event
are the only company permitted to operate heavy lifting
equipment onsite for exhibitors so please contact them if
you have any lifting requirements.
A charge maybe levied for any items left behind on campus
by the exhibitors once the event has ended, due to lack of
storage space.
Please ensure your couriers are aware that they may
need to enter the building, handle collections etc. as our
portering staff are not always available to assist.
CAR PARKING
Parking is available very close to the Exhibition Centre and
accommodation. The charge is £6 per day on a pay and
display basis. Please ensure you refer to the map on page
6 as there are several car parks at the University. Campus
West car park is the very nearest and then Campus South.
CARPET
The Exhibition Hall is carpeted. If you have additional
requirements, please complete appropriate form.
If you intend to lay a platform before laying carpet, it must
be of natural timber, with a minimum thickness of 25mm
nominal, or chipboard, blockboard, etc. with a minimum
thickness of 18mm. Platforms and floor flats are available
- see list of contractors/services and complete appropriate
form.
CHILDREN
Under no circumstances will individuals under the age of 16
be allowed into the exhibition area during the build up and
breakdown periods. All visitors under the age of 16 must be
accompanied by an adult.
However, as organisers, we do not encourage children to
attend a trade show and to this end we have no childcare
facilities available.
8
GENERAL INFORMATION & INSTRUCTIONS
Please keep clear of the roadway and walkways in front
of the Exhibition Centre, as this area will be used by the
responding services. The pink circles represent the Fire
Assembly points
DILAPIDATION CHARGES
Please remember that you are responsible for charges
incurred for any waste that requires special removal (eg.
Carpet tape) and for making good any damage caused to
the fabric of the exhibition buildings by you, your agents or
contractors. It is in your own interest to satisfy yourself as to
the condition of your site before commencing the building
(space only) or dressing (shell scheme) of your stand and
again after its clearance. The organisers will pass to the
exhibitor any charges for damage to the exhibition halls
caused by exhibitors, their staff or their contractors.
DISABLED VISITORS
The Disability Discrimination Act (DDA) states that all service
providers have to make it possible for all customers,
no matter what their disability, have equal access to all
services and locations. Failure to comply with the DDA can
lead to a fine up to £50,000. This relates not only to the
Venue but also to all service providers including exhibitors.
It is in your own interests to ensure that your stand is
accessible for all customers.
Please remember that not all disabilities mean that the
person has to have wheelchair access. A significant
number of disabled persons have other disabilities such as
arthritis or hearing difficulties.
EXHIBITION GUIDE
The exhibition guide will be available free of charge to
every visitor at the TVS 2014 - The Conference. Exhibitors are
entitled to their address and contact details, a logo and 50
word profile in the guide. PLEASE SEND BY EMAIL to sue@
pinkatpink.com.
DISTRIBUTION OF PROMOTIONAL MATERIAL
All business including the dispensing of literature and
promotional material must be conducted from your stand.
Exhibitors or their representatives are forbidden to hand out
leaflets, put up posters etc, at the entrance to the event, on
the walls, in the gangways or in any part of the exhibition
hall or venue.
EXHIBITOR BADGES
Every member of your staff who will be entering or working
at The Exhibition Centre during the exhibition requires a
pass to obtain access. Please see the form in this manual
and purchase any extras required. Build Up Passes are
required for all contractors for the build up and break down
period.
Please note that exhibitor passes do not allow access
to the main conference agenda sessions, you must be
registered as a delegate to be allowed access.
ELECTRICS
All electrical installations must be carried out by TTEC. They
are the official electrical operatives and therefore comply
with current EVA regulations - see order form for a list of
services and products. There is a summary of installation
regulations included with this manual for any space only
stand contractors. All electrical items must carry a valid PAT
Test sticker.
Shell scheme stands will be provided with 1 x 500 watt
power socket, space only stands will need to source their
own electrics.
FIRST AID
Please address any first aid issues to the TVS Helpdesk
and/or call the emergency services (via Security).
Emergency Number is 01904 323 333.
EMERGENCY PROCEDURES
FIXING EXHIBITS
On the sounding of the Fire Alarm or when directed to
evacuate the Exhibition Area, the Organiser and Exhibitors
are to direct people towards exits adn the Exhibition Area
Assembly point show in the following diagram.
In inclement weather, you may use the Roger Kirk building
or its quadrangles.
Responding emergency vehicles will travel quickly down
and around Newton Way, so it is essential that you must
clear the roadways quickly and ask others to do so.
Hook velcro or similar must be used to attach light exhibits
to the shell scheme panels. Under no circumstances must
nails, screws, staples etc be used. Advice and fixings
for heavy exhibits can be obtained from TTEC on 08454
810881.
Exhibitors are liable for any damage caused to shell
scheme by using unsuitable fixings, or failure to remove
fixings from shell scheme post show.
9
GENERAL INFORMATION & INSTRUCTIONS
FLOOR LOADING
INSURANCE
There is 400kg/m floor loading capacity in the Exhibition
Centre. Loads to be equally distributed and must not be
placed over Service voids.
Please notify the Organisers immediately if you are
intending to bring any items where floor loading may be a
consideration.
Exhibitors are liable for any charges incurred due to over
weight items.
Exhibitors are responsible for insuring against any legal
liability incurred in the respect of injury and loss or damage
to property belonging to third parties if your corporate
insurances do not already provide cover. In addition, you
should insure against abandonment or curtailment of the
event.
2
INTERNET
Gangways must remain clear at all times including build-up
and breakdown. Exhibits and standfitting, including doors
or windows that open, must not project into the gangways.
The Exhibition Centre has a WIFI point on the roof and the
connection there is very good. There are wired connections
available in some of the pillars in the Exhibition Centre so
this may be available to you if required.
You will need a user name and password to use the WIFI these will be available at the Helpdesk.
If you are staying in University accommodation, coverage
is patchy. Please bring an internet cable if you have one for
use with the socket in your bedroom. These cables can also
be borrowed from College Receptions if necessary.
GRAPHICS
LIFTING
Graphics will not be permitted if affixed to towers
and walls that overlook other stands where the logo/
message is considered by the organisers to intrude on the
neighbouring stand.
Total Event can supply Shell Scheme Graphics, please
contact [email protected] for artwork sizes.
See list of contractors/services and complete appropriate
form.
FURNITURE
See order form, brochure etc and complete appropriate
form. A full range of available items can be viewed at
www.totalevent.co.uk.
GANGWAYS
HEALTH & SAFETY
Health & Safety has become one of the most important
issues within the Exhibition Industry. It is an issue which no
one can afford to ignore and it is PINK’s aim to promote
industry standards by adopting a responsible attitude
towards health and safety. Please refer to the Health and
Safety section of this manual for further information and
ensure you complete the Health and Safety form at the
back of this manual.
HOTEL ACCOMMODATION
Visit this website to make your booking https://www.
yorkconferences.com/secure/york-conferences/bed-andbreakfast.aspx, it leads to the University bed and breakfast
accommodation page. The link is also available in the
conference section of www.tvs.org.uk.
Bookers should then enter the code TISSUE2014 in the box
which will give them the correct rate of £44.10 +VAT. They
will then be able to identify the bookers and will allocate
them bedrooms within the same block near the Exhibition
Centre.
LIGHTING
General hall lighting is provided but it is strongly
recommended that you also have additional lighting on
your stand to highlight your exhibits. All lighting installations
must be carried out by the official electrical contractor,
TTEC and comply with current EVA regulations. TTEC will be
happy to give you advice on your lighting requirements. For
further information and to place your order please see the
order form further along in this manual.
Shell scheme stands will include 2 spot lights, space only
stands will have no lighting provided.
LONG RUNS OF WALLING
Long runs of walling are not permitted. All stands must
have at least one third of each frontage open or fitted with
approved transparent material. Walls exceeding 2.5 metres
in height must be set back 0.5 meters from the perimeter of
the stand except with permission from the organisers.
LOST PROPERTY
Lost property should be handed into the PINK Help Desk
without delay. This is located in the Exhibition area.
Exhibitors and visitors can telephone to enquire about lost
property on 07980 009940
MAINTENANCE AND RE-STOCKING OF
STANDS
All necessary maintenance and re-stocking of stands
should be carried out each morning between 8.00am and
8.15am as it is not possible to do this during the show open
hours.
10
GENERAL INFORMATION & INSTRUCTIONS
MATERIALS
RISK ASSESSMENT
All stand construction materials must be non-flammable
and may be subject to spot checks by the Venue fire
and safety officers. Further information can be found in
the Standfitting and Electrical Regulations section of this
manual.
Every exhibitor MUST submit a risk assessment to PINK by
15th March 2014. Please see form 3 and 3A at the back of
this manual for an example.
SECURITY
The organisers will take all reasonable security precautions
during the build-up, open and breakdown periods.
However, all exhibitors are advised that they should take
sensible steps to protect their property. Please remove or
lock away valuable items overnight or when unattended.
Any precautions you take are in your best interest as
neither PINK nor any appointed contractors are responsible
for any loss or damage to any goods at any time during the
exhibition.
It is essential that you report any loss sustained from your
stand to the organisers/security immediately.
To help ensure effective security at the show, please follow
these guidelines:
• Delegate one member of your stand personnel to be
responsible for your company’s safety and security at
the exhibition.
• Do not leave cash, handbags, phones, valuables etc.,
in drawers, cupboards or on open exhibits on your
stand. Do not leave wallets in unattended clothing.
• Check all lockable desks and cupboards before leaving
your stand.
• Please note that build-up and breakdown days are
high risk periods.
• You are recommended to work in pairs so that the
stand is manned at all times.
• On show open days make sure your stand is manned
prior to the official opening time and do not leave your
stand at night before the hall is clear of all visitors.
• Should you have small valuables which you wish
to leave on your stand, you are advised to provide
yourself with lockable steel cabinets or other safe
storage areas.
MODULAR SYSTEMS/POP UP STANDS
Exhibitors may dress their shell scheme stands with
their own modular display system, but should check the
dimensions as shown in the shell scheme specification
leaflet included with this manual. PLEASE NOTE modular
or “pop up” displays (unless expressly designed to do so)
cannot be used as the only stand construction on a space
only site. Appropriate walling must be provided to separate
the stand from its neighbour(s) and to give an acceptable
level of dressing.
MUSIC/ENTERTAINMENT
If you intend to play pre-recorded music on your stand
you need both Phonographic Performance Ltd (PPL) and
Performing Rights Society (PRS). If you intend to have live
music performed on your stand, you need a Performing
Rights Society (PRS) licence only.
NAME BOARDS
A name board will be supplied to all shell scheme stands.
However, it is necessary for you to let us know how you
would like your name to appear. In the event that you don’t
inform us, the name board will be supplied using the name
given on your original Booking Form and any alterations
requested on-site will incur a charge. It is helpful for visitors
if the company name on your stand is the same as on your
show guide entry.
Space only exhibitors are strongly advised to make sure
that their company name and stand number is clearly
visible on their stand.
Please note: The shell scheme cost includes standard
lettering only on name boards.
NOISE AND ODOURS
SHELL SCHEME SPECIFICATION
No noisy work or work producing objectionable odours will
be permitted during the open hours of the exhibition.
Noise/odours must be kept at a level that is not a nuisance
to neighbouring stands.
The shell scheme package consists of the following:
Velcro-compatible walling panels with aluminium support
poles plus fascia to open sides. Nameboards are on each
open side. (See the brochure in with the order forms for full
technical specifications, dimensions etc at the back of the
manual).
IT IS ESSENTIAL that when designing graphics for your
stand, you make sure that they are no more than 92cm in
width. For your information, the supporting poles protrude
by 20mm. Plans are not generally required from Exhibitors
using the stand shell scheme unless it is intended to build
within the standard shell scheme unit, or to alter it in any
way. You will be liable for any damage/dilapidations you
may cause to your shell scheme.
PATENTS AND COPYRIGHTS
The organisers reserve the right to exclude or reject from
the exhibition hall, any exhibitor who in the opinion of
the show owners is promoting, selling, marketing or
exhibiting items or products that are in any way copies or
reproductions of any other product or item already being
produced by any other exhibitor or manufacturer.
Information about applications for patents and copyrights
can be obtained from The Patent Office Tel: 08459 500 505.
11
GENERAL INFORMATION & INSTRUCTIONS
SPACE ONLY SPECIFICATION
TERMS AND CONDITIONS
See the Space Only Stands section of the manual for full
details. Please note that stand plans, risk assessments
and method statements must be submitted to PINK by 15th
March 2014.
This Exhibitor Manual forms part of the Terms and
Conditions that you have agreed to on signing your
Contract for Stand Space.
Please note that you may be excluded from occupying your
stand if full payment has not been made in accordance
with the payment structure as laid down in your Contract
for Stand Space.
STICKERS
Due to hall regulations, self-adhesive advertising stickers
cannot be allowed in the exhibition hall.
STORAGE
There are no onsite storage facilities for packing cases or
other materials at the TVS 2014 - The Conference.
Offending items are liable to be removed without warning
by the fire and safety officers.
WHEELCHAIR FACILITIES
Under the exhibition licence, the admission of wheelchairs
for disabled visitors is permitted. They can be either battery
or manually operated and, for safety reasons, must be
accompanied by an able-bodied adult.
12
SHELL SCHEME STAND PACKAGE
INCLUDES:
GRAPHIC SIZES
1 x Shell scheme stand with grey walls*
1 x 500 watt power socket & 2 x spot track light
1 x Fascia graphic name board
*The number of stand walls are dependent on your
position, so please check your booked stand area on the
floor plan provided.
2390mm high wall panels x 3930mm wide (4m wall)
2390mm high wall panels x 2930mm wide (3m wall)
2390mm high wall panels x 1930mm wide (2m wall)
2390mm high wall panels x 930mm wide (1m wall)
GRAPHIC FASCIA SIZES
- Aluminium framed shell scheme system with grey
material covered infill panels.
- May be open on one side or both with fascia around open
sides.
- Can incorporate built in storage cupboards.
- No cross bracing to restrict any height within the shell
scheme booth
- Velcro friendly’ walls for attaching graphics
- Continuous walls up to 4m allows for seamless graphic
area.
- Wall panels reduce background noise.
235mm high fascia x 3930mm wide (4m fascia)
235mm high fascia x 2930mm wide (3m fascia)
235mm high fascia x 1930mm wide (2m fascia)
235mm high fascia x 930mm wide (1m fascia)
13
SHELL SCHEME SPECIFICATION
Shell Scheme Stand
ttec
2396 mm
2500 mm
930 mm
1930 mm
2930 mm
3930 mm
Our Shell Scheme has the option to create 1m, 2 m, 3m or 4m lengths of seamless wall without an upright,
therefore our system is ideal to display graphics.
nearest metre.
exactly and you will not incur any additional charges.
3 x 2 metre Stand with Fascia on 2 sides
Upright Section
35 mm
340 mm
53 mm
2930 mm
Our stand uses a clamp system allowing
for quick and simple installation.
3
14
SPACE ONLY STANDS
All Space only sites are just that; a carpeted area marked to the correct dimensions which should not be exceeded. The
design of the stand must be such that the stand can be erected and dismantled within the time that is available. Stands
should comply with the general standfitting regulations and other relevant regulations as detailed in this manual.
Please note the following measurements:
• 3m – minimum clearance in Exhibition Centre
• 2.8m – maximum height of stand/equipment/display material
• 2.5m width; 2.38 height – dimensions of main access doors to Exhibition Centre
All work must be carried out in conformity with the requirements of the Rules and Regulations of the Exhibition Centre,
York University, the Local Authority & PINK. A summary of these regulations follows. Should you have any queries, please
contact PINK. Failure to observe these regulations may result in delays, restrictions and criminal proceedings against the
Exhibitor.
Exhibitors must notify PINK as soon as possible of the names of their stand contractors using the relevant form at the back
of this manual.
PLAN SUBMISSION
Two copies of technical drawings for every open space site must be submitted to PINK by 14th March 2014. The drawings
must include all dimensions of both the layout and elevation to a scale of no less than 1:50, and details of all building
materials used. Photographs, emails or faxed copies will not be acceptable. Plans must be accompanied with the relevant
Risk Assessment and Method Statement.
Receipt of plans will be acknowledged, and agreement of proposals must not be assumed until such acknowledgement is
received.
Please note that if stand plans are not received, construction will not be permitted until the organisers and where
necessary, the Local Authority has checked them. Late submissions of plans can result in the council not approving stand
plans and the desired stand being unable to operate. In which case an exhibitor would have to bear the cost of changing
to shell scheme
STANDFITTING REGULATIONS
BRANDING
HAZARDOUS ITEMS
All company logos and sign writing must be within the
specific height limits (see ‘height restrictions’ above) and not
be sited on the reverse of dividing walls/towers, especially
where they overhang an adjoining stand.
All stands are recommended to clearly show the exhibiting
company name and stand number.
If any hazardous substance, object or process is to be
used, exhibited or stored within the immediate confines of
the Exhibition Centre, prior approval must be obtained from
the Venue and Organisers. Examples of hazardous items
are (this list is not exhaustive):
• Real flame (including lighted candles)
• Pyrotechnics
• Laser beams
• Dangerous animals etc.
• Moving displays
• Flammable materials, including petroleum spirit,
paraffin, diesel
• Flammable gasses including LPG
• Toxic substances
• Fats and Oils
• Boilers, stoves & furnaces
• Dust, fumes, exhaust gases and smoke
• Working machinery
DIVIDING WALLS
Where space only sites adjoin and the dividing walls are
of different heights, the exhibitor with the higher wall must
ensure that the reverse is finished wherever visible in a
neutral colour and to the satisfaction of the organisers.
DOCUMENTATION
All space only plans must be accompanied by a risk
assessment and method statement. (Please refer to
the Health & Safety section of this manual) Additional
information may be requested at PINK’s discretion.
DOORS AND WINDOWS
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. All doors must incorporate vision panels.
15
SPACE ONLY STANDS Cont’d
LONG RUNS OF WALLING
OPEN FRONTAGES
All stands should have at least one third of each frontage
open or fitted with approved transparent material other
than with express permission from PINK. Walls on open
frontages exceeding 2.5 metres in height must be set back
0.5 meters from the perimeter of the stand except with the
permission of PINK.
All visible areas of the stand must be made good including
the tops of storage areas, offices or other voids when
visible from above. When making good the reverse of a
wall adjoining another stand, this must be done in a neutral
colour.
Solid runs of stand walls along gangway edges are
forbidden, without the permission of the Organisers. Walls
should either have natural breaks or glazed panels; these
should be placed at regular intervals to ensure that there
are no continuous runs of solid walling. At least one third
of each open side must be kept open. Large exhibits and
lengthy runs of walling should also be set back ½ m from
the gangway edges.
All space only Exhibitors should display their company
name & stand number prominently on their stand so that
they can be viewed from each approaching gangway. This
will help visitors in locating their position within the hall and
finding stands they wish to visit.
MATERIALS
PARTITION WALLS
Construction Materials: In order to inhibit the spread of fire
within the building, all materials used in the construction of
stands should adequately resist the spread of flame over
their surface and should not, if ignited have an excessive
rate of heat release nor produce toxic fumes.
Please note: exhibition stands of Composite Construction
containing expanded polystyrene foam are not considered
suitable due to the toxic fumes which are produced when
the material is ignited.
Decorative materials/drapes etc: In order to inhibit the
spread of fire within the building, textiles, fabrics and any
other materials used for interior decoration or display
purpose, including artificial floral decorations, should resist
the spread of flame over their surface and should not, if
ignited, have an excessive rate of heat release nor give
off toxic fumes. When tested, combustion should cease
immediately after the pilot flame has been removed.
Samples of such materials for testing purposes and
appropriate test certificates may be requested.
All space only Exhibitors are required to construct straight*
free standing partition walls between their own and
adjoining stands. Adjoining shell scheme walls cannot be
used in any way by space only exhibitors. The minimum
height of the partitioning walls must be 2.5m with a
maximum height of 2.8m of which the area above 2.5m
must be made good wherever visible in a neutral colour.
*Please note: Exhibitors wishing to utilise their own ‘popup’ stand on a space only site, must still provide straight
walling which conform to the rules and regulations.
MAKING GOOD
OBSTRUCTING GANGWAYS
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
unless agreement has been given in advance.
POWER TO STANDS
Power will not be switched on to stands during build-up
until it is considered absolutely safe to do so. Power to
stands is switched off 30 minutes after the show closes
each day.
STAND AREA
All stand structures, signs, etc must be confined within
the area allotted and may not project into or over the
gangways unless permission is specifically sought in
advance.
It is not permissible to use the back/side of neighbouring
stand walls or venue walls.
16
SPACE ONLY STANDS Cont’d
ELECTRICAL REGULATIONS
PINK have appointed TTEC as the official electrical Contractor for the exhibition and as such they are responsible for and will
carry out all electrical work on space only sites and shell scheme stands within the exhibition halls.
Exhibitors who wish to pre-fabricate any of their installation must ensure that it complies fully with the electrical regulations of
the Institution of Electrical Engineers and the Exhibition Venues Association “Regulations for Stand Electrical Installations” and
that all site work is carried out by the official electrical Contractor. Although you and your contractor should be conversant with
the complete document, we feel you should be more aware of the most important issues for which you are responsible:
1. You must ensure that your contractor and exhibitors
are aware of all the current regulations that apply to
exhibition electrical installations and that they adhere
to them.
2. All installations will be tested for compliance with the
regulations and will not be energised if found to be
unsafe.
3. Appliances supplied and used by stand holders must
be tested before being used and proof of this will be
required. Stand holders own equipment must also
comply with the regulations and will be subject to spot
checks.
4. All electrical work must be carried out by suitably
qualified and experienced electrical personnel and
documentary proof of competence may be required.
5. Every stand shall have its own means of electrical
isolation, which must be easily accessible.
6. External installations must be protected by a safety
devise known as residual current device (RCD).
7. Particular attention must be given to the earthing
regulations.
8. No exposed means of cable joints will be permitted.
9. No lampholders using spikes for connections will be
permitted.
10. Particular attention should be paid to the regulations
relating to extra low voltage lighting (SELV).
11. Socket outlets must never be closer than 2 metres
from a sink unit (unless protected by an (RCD) and floor
sockets must be protected against ingress of water.
12. No multi-way adapters are to be used.
13. All electrical equipment is to be suitably guarded with
proper consideration for its use.
14. Lamps and appliances with high temperature
surfaces should be guarded and used well away from
combustible materials.
15. Permission will be needed before using step-up
transformers or any form of H.T. lighting.
16. All appliances for heating purposes (inc. kettles,
cookers or heaters) must be thermostatically controlled.
17. The wiring of stands in flexible cords is not allowed.
The maximum length of flexible cord to an appliance is
2 metres. Extension leads on reels/drums or in coils of
flexible cord are not permitted.
18. Plug tops must comply with the appropriate British
Standard and be suitably fused.
We would hope that the above prècis will enable you to
fully understand the implications of the Regulations and
ensure that safety is maintained by their implementation.
17
HEALTH & SAFETY
STATEMENT
It is the policy of PINK to endeavour to seek the co-operation of all concerned in order to achieve the highest standards, in
all aspects of Health and Safety.
It is our responsibility to ensure that safe working practices are maintained at all times, which includes ensuring that
everyone is reminded of their responsibilities whilst working at the exhibition. As an exhibitor it is essential that you are
aware of your obligations within the act.
As an Exhibitor, Contractor or Agency you have a duty under the Health and Safety at Work Act 1974 to ensure that
all personnel, contracted by you are aware that they have a responsibility, so far as is reasonably practicable, for the
health, safety and welfare of all employees, and that any plant or systems of work which may be used are, so far as is
reasonably practicable, safe and without risks to health. This includes that all employees are provided with information,
instruction, training and supervision to ensure not only their own health and safety but also that of others working or
attending the vicinity.
Under the COSHH Regulations 1988 (Control of Substances Hazardous to Health), exhibition stands are considered to be
a workplace. It is therefore your responsibility to ensure that all of your staff and subcontractors have received sufficient
Health and Safety training and are provided with the correct protective clothing and equipment to enable them to carry out
their work in a safe manner in accordance with COSHH and the Act.
You are also required to have in your possession a copy of your own Health and Safety policy and a copy of the Health
and Safety policy document for each contractor employed by you which may be requested during the exhibition.
If you have any queries regarding health and safety issues please contact PINK on 07980 009940.
GENERAL GUIDELINES
•
As an exhibitor/contractor you must:
• Nominate a health and safety representative for your
stand who is aware of your company’s health and
safety policy.
• Have a copy of your health and safety policy available
(and of any sub-contractors you are employing) in the
event of the relevant authorities asking to see it.
• Make sure you and anyone manning your stand
understands the fire and evacuation procedures and
locations of the hall’s emergency exits.
• Ensure that any contractor working for you has a health
and safety policy statement and good safety practices.
Details of the regulations can be obtained from the
Organisers.
• Make sure that your contractors are working safely.
You can seek permission to work late. Working at
height on ladders and scaffolding must done in a
controlled and safe manner. Time constraints are no
excuse for not adhering to safety standards.
• Drive with due care and attention inside and around
the exhibition hall. Do ensure that operators are fully
trained and properly certified on the equipment being
used.
• Ensure that all rubbish and packing from your stand
is removed from the site. It must not be stored on or
behind your stand during the show.
• Ensure that measures are taken to minimise the impact
of your operations on the environment.
• Make sure that hazardous waste is disposed of safely.
Please note that fluorescent tubes contain hazardous
materials.
•
•
•
•
•
•
•
•
•
•
18
Make sure that you are properly insured for the
exhibition.
Treat all electrical cables as though they were live.
During the build-up and breakdown periods your staff
and sub-contractors should be constantly reminded by
you of the need for vigilance regarding the health and
safety of themselves and those working in their vicinity.
Be aware of others working around you and report any
concerns you may have about unsafe work practices or
violation of the health and safety procedures outlined.
All exhibitors must enforce a no-smoking policy on their
stands.
You must ensure that portable electric tools are used
with the minimum length of trailing leads and that such
equipment is not left unattended with a live power
supply to it.
No electrical cables must be allowed to cross
gangways, passageways and fire exits
Operatives should wear suitable protective clothing
relevant to their job, which includes eye, hearing, foot
and hand protection.
Work areas should be maintained free from general
waste and packaging materials which may cause a
hazard to operatives
Packing cases and other materials must not be
allowed to obstruct gangways, passageways and fire
exits and must be removed from the Exhibition Hall as
soon as possible
Nails etc must not be left protruding from any packing
case or material
HEALTH & SAFETY Cont’d...
•
•
•
•
Exhibitors are responsible for the safe use and storage
of flammable liquids and substances and segregation
from waste and other risk area. Only one day’s supply
can be kept on your stand.
Demonstrations of exhibits must be carried out in a
safe manner using the appropriate materials and
where necessary protective guards and clothing must
be used.
All electrical installations must be carried out within
the regulations outlined by the Exhibition Venues
Association, Institute of Electrical Engineers and
Local Authority. Installations must be carried out by a
competent and appropriately qualified contractor.
All stand building must be carried out using the
approved fire retardant materials
As an exhibitor/contractor you
must not:
•
Use flammable materials as part of your displays.
This includes plastic flowers, polystyrene etc. Some
combustible materials may be acceptable if treated
correctly.
• Have overloaded or insecure displays. Stands and
displays can be knocked by visitors and must be safe
and secure.
• Bring children into the halls particularly during build‐
up and breakdown. The halls are regarded as a
potentially dangerous place of work during these
periods.
• Overload trolleys – not only does this damage your
exhibits but it will make it much harder to manoeuvre
your way to your stand through crowded aisles and
may cause injury to you or other people. block the
aisles with your rubbish or equipment.
The above lists are by no means exhaustive, but are
intended as an aid toward ensuring that a safe workplace
is maintained. If you have any queries please contact PINK
on 07980 009940.
DRUGS AND ALCOHOL
The abuse of alcohol, drugs and other addictive substances
can affect work performance and impair safety. Therefore,
any person found to be under the influence of alcohol,
drugs or other substances which in the opinion of the
organisers constitutes a danger to themselves or any other
person using the venue, will be asked to leave the halls
and if necessary will be removed by security or indeed the
police.
EMERGENCY PROCEDURES & EVACUATION
It is the responsibility of every exhibitor and contractor to
ensure that all employees working at The Exhibition Centre,
York University during TVS 2014 - The Conference are
familiar with the emergency procedures.
FIRE PROCEDURES
In the event of any outbreak of fire, however small, the fire
alarm should be activated and the area evacuated. Only
trained, competent staff should attempt to fight the fire with
extinguishers if it is safe to do so. Central control should be
contacted either via the organisers or security.
FIRST AID
See General Information section.
HAZARDOUS SUBSTANCES
The Control of Substances Hazardous to Health Regulations
1994 (COSHH) is intended to attack the problem of ill health
caused by exposure to hazardous substances at work.
The definition of a substance that is hazardous to health
is any substances, that have by law, to be labelled as
‘very toxic’, ‘toxic’, ‘harmful’, irritant’ or ‘corrosive’. Also,
substances for which a maximum exposure limit (MEL) or
an occupational exposure standard (OES) has been set and
harmful micro-organisms, substantial quantities of airborne
dust or other substances which create comparable health
hazards.
If you, or any of your contractors intend to use any
substance which is covered by the above criteria we require
that you carry out an assessment in writing under the
regulations and submit the assessment to PINK at least
30 days prior to the substance being used on site. Use is
subject to permission from York University.
HEAVY LIFTING
In the interest of health & safety, the officially appointed
contractor, is the only company permitted to operate
mechanical and other cargo handling equipment in the
halls and outside in the unloading areas.
LADDERS
Ensure that all access equipment you use is of sound
construction and adequate strength, and has been
inspected for defects before use. Straight ladders should be
fixed either at the top or bottom at a 1:4 angle. The ladder
should safely reach 1.5m past the point on which it leans.
Stepladders should be erected correctly, and should never
be moved while anyone is on them. Trestle type supports
are not to be used as ladders under any circumstances.
LIFTING MACHINERY
Fork and Stacker trucks, hoists, MEWPs, cranes etc., are not
to be used by anyone other than the officially appointed
lifting contractor(s) who are fully trained and qualified in
accordance to all relevant rules and regulations.
LOW LEVEL SPOTLIGHTS
These have caused burns in the past and have had to
be removed or switched off to the detriment of the stand.
Please ensure that adequate guarding is provided should
you wish to install or use any spotlights on your stand that
may be within easy reach of the general public.
19
HEALTH & SAFETY Cont’d...
MANUAL HANDLING
The law requires that, as far as reasonably practicable,
you should avoid the need to undertake manual handling
operations which involve a risk of injury and appropriate
steps are taken following a risk assessment to reduce any
chance of injury to the lowest level reasonably practicable.
Staff should be trained in the appropriate manual handling
techniques, where it cannot be avoided.
MEDICAL EMERGENCY
In a first aid emergency, where an ambulance is
considered necessary, it is vital that the Help Desk is
contacted immediately either via the organisers/security or
by telephone.
PERSONAL PROTECTIVE EQUIPMENT
All contractors should wear suitable protective clothing
relevant to their job, which includes safety goggles or
glasses, gloves and safety shoes or boots. Ear defenders
should be worn if the job demands it but be aware that you
may not hear tannoy announcements. Please do not use
personal stereos within the halls.
PORTABLE POWER TOOLS AND EQUIPMENT
All such equipment must comply with British Standards.
Power equipment must be used with the minimum length
of trailing lead, and that trailing lead must be protected
from damage. Such equipment must not be left unattended
with power supplied to it. Ensure that all portable and static
power equipment is used for the purpose for which it was
designed and that safety guards are correctly fitted and
used.
REPORTING OF ACCIDENTS
It is a legal requirement that any accident sustained,
however small, should be reported in the first instance to
the organisers. Some accidents must be further reported to
the Local Authority in which case PINK will advise.
RESPONSIBILITIES (EXHIBITORS)
Exhibitors employ or contract out work on their stand,
making each stand (space or shell) it’s own separate
“workplace”, and under health & safety legislation they are
the “employer” and hence subject to all the relevant laws
and regulations.
Exhibitors have a wider Health & Safety responsibility than
that pertaining in their workplace. They also have a Duty
of Care to each contractor and sub-contractor, involved
with their stand, and to every person who may come into
contact with it.
Exhibitors are directly responsible for the safe use and
maintenance of every element on their stand and its
environs, this will usually include the general public/or
visitors.
These duties and responsibilities apply throughout the
entire build up, open period and break down.
It is the Exhibitors’ responsibility to define exact areas of
responsibility between themselves and their contractors
prior to coming on site. They must especially check that
their contractors are competent and have undertaken
a suitable and sufficient Risk Assessment, along with a
Method Statement for complex stands – usually undertaken
with the Exhibitor. It is the Exhibitor’s responsibility to ensure
such documents are accurate, valid and control measures
are in place throughout the tenancy of the show.
Exhibitors must take reasonable steps to ensure that
the contractors are operating to a safe system of work,
including access and egress from the stand.
The Exhibitor has a duty of care to inform contractors of
any specific risks associated with their activities that may
detrimentally affect the contractor’s employees whilst
working on the stand.
RESPONSIBILITIES (CONTRACTORS)
Contractors must ensure the health safety and welfare
of any persons who are affected by their (or their subcontractors) work practices. This includes persons who may
be on adjacent stands, aisles or public areas. Contractors
are also responsible for the health, safety and welfare of
their sub-contractors.
The condition, maintenance and correct use of tools, plant
and machinery, training, supervision and competence of
staff are also the responsibility of the individual contractors
as set out in HASAWA74.
Principal contractors must supply their client, the Exhibitor,
with suitable and sufficient Risk Assessments and
Method Statements whenever necessary. These should
be produced in pre-show meetings and may also need
the input of the stand designer and other specialists as
deemed necessary by the contractors.
SCAFFOLDING
Any scaffolding to be used during the construction of any
stand or stand display must comply with the appropriate
legislation. Any tower scaffold in use must be properly
stabilised and propped in accordance with HSE guidance
CIS10.
20
ORDER FORM 1 - EXHIBITOR PROFILE & COMPANY LOGO
Please note that all contact information provided will be printed alongside your guide entry. We prefer to receive the
information below by email please. A proof will then be emailed back to you before going to print.
Please return by 14th March latest. We would much prefer you to email your company profile and contact details as
you would like them to appear in the Exhibitor Manual if at all possible.
CONTACT DETAILS
Name of Organisation
Contact for the Event
Address
Postcode
Tel
Fax
Email
Website
COMPANY LOGO
Please send company logo (jpg min 300dpi) via email to [email protected].
GUIDE ENTRY - 50 WORDS
Please send profile text via email to [email protected]. Alternatively, please write neatly below and send by fax 01482
280 185.
21
ORDER FORM 2 - EXHIBITOR BADGES,
DELEGATES, CONFERENCE DINNER
Please return this form to [email protected] or Fax 01482 280 185 by 14th March unless you have made all your
arrangements directly by email. Alternatively, you can email your requirements to Sue at the above address giving
name, job title, place of work and email address.
COSTS
EXHIBITORS - N.B MAY NOT VISIT CONFERENCE SESSIONS
Exhibitor pass for full conference - includes refreshments, lunches & conference dinner£100 + VAT
Exhibitor pass for full conference without dinner
£80 + VAT
Exhibitor pass for 1 day with dinner (please specify which day)
£60 + VAT
Exhibitor pass for 1 day without dinner (please specify which day)
£40 + VAT
DELEGATES
Member£250 + VAT
Member one day pass£175 + VAT
Non-member£275 + VAT
Non-member one day pass£200 + VAT
Student (excluding dinner)£70 + VAT
Student one day pass (excluding dinner)
£35 + VAT
Dinner only£30 + VAT
10+ delegates registered together attracts a 10% discount
ENTITLEMENTS
Each exhibitor who has booked a stand is entitled to the following:
• 4 m2 – includes 2 x exhibitor places
• 6 - 9m2 - includes 2 x exhibitor places & 1 delegate place
• 10+ m2 - includes 3 x exhibitor places & 1 delegate place
These benefits are non-transferable and no refunds will be made if they are not used.
ORDER YOUR BADGES NOW - USE THIS FORM OR EMAIL [email protected]
Name of Organisation
Contact NameContact Number
Name
Job Title
Email Address
Badge
Requirement
TOTAL
22
Cost
ORDER FORM 3 - RISK ASSESSMENT
ALL STANDS ARE REQUIRED TO COMPLETE A RISK ASSESSMENT BY 14TH MARCH 2014
Please return this to Sue Simmonds, PINK, Cherry Hill, South End, Roos, HU12 0HJ
T: 0845 527 6651 M: 07980 009 940 E: [email protected]
Please assess potential risks on the form overleaf, using the guidelines below to help you.
SECTION A
SECTION B
SECTION C
HAZARDS
WHO MIGHT BE HARMED?
IS MORE NEEDED TO
CONTROL THE RISK?
Hazards which you could reasonably
expect to cause significant harm
under the conditions of your
workplace.
Such as:
Groups of people who are at risk from
the hazards listed in Section A.
For example:
List existing controls or note where the
information may be found. List risks,
which are not adequately controlled,
and the action needed.
•
• Contractors
• Exhibitors
• Organisers & venue staff
• Members of the public
• Maintenance personnel
• Operators
Pay particular attention to more
vulnerable groups such as
inexperienced staff or lone workers.
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Vehicles (exhibits or fork lift trucks
etc)
Layout of stands (e.g. Seating)
Complex structures
Slipping/tripping hazards
Poorly maintained floors or stairs
Fire (E.g. From flammable
,materials)
Chemicals (e.g. battery acid)
Moving parts of machinery (e.g.
blades)
Work at height
Electricity (e.g. poor wiring)
Dust (e.g. from building materials)
Fumes (e.g. from welding
Manual handling
Noise
Poor lighting
Low temperature
E
L
P
M
A
X
E
•
•
•
Comply with venue regulations
Meet the standards set by a legal
requirement?
Comply with a recognised industry
standard?
Represent good practice?
Reduce risk as far as reasonably
practicable?
Have you provided:
a) Adequate information, instruction or training?
b) Adequate systems or procedures?
If so, then the risks are adequately controlled, but you need to indicate the precautions you have in place. Where the risk is
n not adequately controlled, indicate what more you need to do.
Assessment made by:Tel No:
Company:Stand No:
Signed:Date:
23
ORDER FORM 3 - RISK ASSESSMENT
ALL STANDS ARE REQUIRED TO COMPLETE A RISK ASSESSMENT BY 14TH MARCH 2014
Please complete and return to Sue Simmonds, PINK, Cherry Hill, South End, Roos, HU12 0HJ
T: 0845 527 6651 M: 07980 009 940 E: [email protected]
Please assess potential risks:
SECTION A
SECTION B
SECTION C
HAZARDS
WHO MIGHT BE HARMED?
IS MORE NEEDED TO
CONTROL THE RISK?
Groups of people who are at risk from
the hazards listed in Section A.
List existing controls or note where the
information may be found. List risks,
which are not adequately controlled,
and the action needed.
Hazards which you could reasonably
expect to cause significant harm
under the conditions of your
workplace.
Have you provided:
a) Adequate information, instruction or training?
b) Adequate systems or procedures?
If so, then the risks are adequately controlled, but you need to indicate the precautions you have in place. Where the risk is
not adequately controlled, indicate what more you need to do.
Assessment made by:Tel No:
Company:Stand No:
Signed:Date:
24
ORDER FORM 4 - STAND CONTRACTOR DETAILS
PLEASE ONLY COMPLETE THIS FORM IF YOU ARE TAKING A SPACE ONLY STAND OR ARE
ALTERING THE SHELL SCHEME IN A MAJOR WAY
Company Name
Contact Name
Stand Number
Tel No.
Email
Please list below the name and address of the stand contractor appointed to fit and/or dress your stand, so that we can
forward to them this Exhibitor Manual and a copy of the Rules and Regulations.
Name Of Stand Contractor Appointed:
Address:
Tel. No. Fax. No.
Name Of Contact:
Email
Signed: Date:
Name: Position:
No of ID Badges required:
No of Vehicle Passes required:
PLEASE RETURN THIS FORM TOGETHER WITH TWO COPIES OF THE PLAN OF YOUR STAND
AND A RISK ASSESSMENT BY 14th March 2014 TO:
Sue Simmonds, PINK, Cherry Hill, South End, Roos, HU12 0HJ
T: 0845 527 6651 M: 07980 009 940 E: [email protected]
25
ORDER FORM 5 - INSURANCE
IMPORTANT NOTICE TO ALL EXHIBITORS
Exhibitors are responsible for obtaining Public Liability Insurance against any legal liability incurred in the respect of
injury and loss or damage to property belonging to third parties. In addition this would insure against abandonment or
curtailment of the event. You should note that this is not the same as Employers’ Liability insurance which is mandatory in
the UK. You may already have Public Liability cover, however it is important to note that not all business policies offer cover
for organised events taking place outside your business premises.
We wish to draw your attention to the event specific Insurance Package offered by Hiscox which includes the following
cover:
•
Legal Liabilities. This provides financial protection if you face a legal claim from a member of the public for injury or
property damage (public liability) or an employee for injury sustained at work (employers’ liability).
•
Cancellation and abandonment. This insures against the loss of both expenses and profit if the event has to be
cancelled, abandoned, postponed or relocated. This also insures against losses of up to £100,000 following a terrorist
act.
•
Property Damage. This insures against the physical loss or damage to your property including loss of property in
transit to or from the event.
If you decide to use the services of Hiscox simply go to their website at:
https://www.hiscox.co.uk/events/?scheme=2840 and choose the relevant option
UK Financial Services Authority regulations do not permit us to advise you on any insurance matter. You are under no
obligation to purchase such insurance from Hiscox and may choose to seek insurance from other providers.
Hiscox Underwriting Limited, a company authorised and regulated by the Financial Services Authority, have been
providing specialist event insurance for the conference, exhibition, events and hospitality market for over 30 years. The
products offered by Hiscox are underwritten by Hiscox Syndicate 33 at Lloyd’s of London which is managed by Hiscox
Syndicates Limited, and the quality of their products is recognised as one of the highest by event industry associations.
26
ORDER FORM 6 - EXTRAS
Please return your order forms and this completed page to - The Total Event
Company Limited, Unit Furniture
2, Station Industrial
Estate,Price
Bromyard,
Herefordshire, HR7 4HP.
& Accessories
List 2013.
Tel - 08454 810881 / Fax 08454 810881 Email - [email protected]
Sofas & Armchairs
Code
CH01
CH02
BC01
BC01
BC02
BC02
BC03
BC03
M15
M15
M15
Description
‘Chunky’ black faux leather armchair
‘Chunky’ black faux leather 2 seat sofa
Barcelona Chair - Black
Barcelona Chair - White
Barcelona Sofa - Black
Barcelona Sofa - White
Barcelona Stool – Black
Barcelona Stool - White
Tub fabric armchairs – Black
Tub fabric armchairs – Red
Tub fabric armchairs – Blue
Qty.
Unit Cost
£39.00
£89.00
£121.00
£121.00
£242.00
£242.00
£82.00
£82.00
£69.50
£69.50
£69.50
Total
Section Total (Excl VAT)
Stools & Chairs
Code
AL01
CL01
PS01
PS01
EL01
ZR01
EC03
EC03
JT01
BC01
CA02
JD32C
JD32C
JD32C
JD32C
JD32C
GC01
OC01
OC01
SU02
Description
Qty
Alicia Chair – black & chrome
‘Cream’ leather bar stool
Polo Stool - white
Polo Stool - black
‘Ella’ stool – Black faux leather seat pad
Zars stool – white faux leather seat pad
‘Jemma’ chair – Blue
‘Jemma’ chair – Clear
Jet Tub Chair - white
Bisou Chair - white
‘Café’ chair – beech and chrome
‘Jam’ chair – Red
‘Jam’ chair – White
‘Jam’ chair – Green
‘Jam’ chair – Orange
‘Jam’ chair – Black
Grey padded folding chair
Smart Office Chair - White
Smart Office Chair – Black
‘Surf’ bar stool – beech and chrome
Unit Cost
£29.00
£49.50
£45.00
£45.00
£43.50
£42.00
£51.50
£51.50
£41.00
£44.00
£27.50
£44.00
£44.00
£44.00
£44.00
£44.00
£20.00
£99.00
£99.00
£44.50
Section Total (Excl VAT)
27
Total
ORDER FORM 6 - EXTRAS
Please return your order forms and this completed page to - The Total Event
Furniture & Accessories Price List 2013.
Company Limited, Unit 2, Station Industrial Estate, Bromyard, Herefordshire, HR7 4HP.
Tel - 08454 810881 / Fax 08454 810881 Email - [email protected]
Tables & Table/Chair Packages
Code
Description
Qty.
GT01
SQ01
RCT01
RCT02
ST01
ST01
ST02
ST02
TR01
TR02
CA01
PT01
SU01
Dual Poseur Table – white top
Square beech coffee table
Square top coffee table - glass
Square top table - glass
Rectangular meeting table - black
Rectangular meeting table - white
Round meeting table - black
Round meeting table - black
4ft Trestle table
6ft Trestle table
Cafe Table - beech and chrome
Walnut poseur table ‘Surf’ high bar table – beech and chrome
Unit Cost
Total
£110.00
£25.00
£56.00
£68.00
£78.00
£78.00
£52.00
£52.00
£25.00
£30.00
£48.00
£44.00
£57.50
Section Total (Excl VAT)
Plinths & Reception Desks / Bar
Code
Description
Qty.
FU01
Small Fusion Reception desk including
graphic front panel (Logo / artwork etc to supplied
for graphic. Overall dimensions 1150mm high x 735mm
deep x 1750mm at widest point.)
Hollywood Bar Unit in white with mirrored
sides & under counter lighting effect.
HB01
Large Fusion Reception desk / bar as above
but with under-counter fridge and including
graphic front panel (Logo / artwork etc to supplied
FU02
Unit Cost
Total
£295.00
£395.00
£395.00
for graphic. Overall dimensions 1150mm high x 735mm
deep x 2350mm at widest point.)
CR02
PB01
PB01
CM03
CC01
CM01
CY01
CR01
CM02
1m high x 400mm diameter 5 tier crescent
plinth - silver
Panel cupboard plinth with black top – 1m
high x 750mm x 750mm – Blue
Panel cupboard plinth with black top – 1m
high x 750mm x 750mm – Grey
Lockable computer plinth - beech
Curved counter unit with graphic and internal
shelf
Computer plinth with keyboard shelf - beech
1m high 400/600mm dia circular plinth beech
1m high x 800mm diameter 3 tier crescent
plinth - beech
Computer plinth with keyboard shelf - silver
£85.00
£45.00
£45.00
£85.00
£175.00
£60.00
£40.00
£90.00
£60.00
Section Total (Excl VAT)
28
The Total Event CompanyLimited, Unit 2, Station Industrial Estate, Bromyard, Herefordshire, HR7 4HP.
Tel: +44 (0) 8454 810881 Fax: +44 (0) 8454 810885
ORDER FORM 6Furniture
- EXTRAS
& Accessories Price List 2013.
Please return your order forms and this completed page to - The Total Event
Company Limited, Unit 2, Station Industrial Estate, Bromyard, Herefordshire, HR7 4HP.
Tel - 08454 810881 / Fax 08454 810881 Email - [email protected]
Showcases
Code
SC01
SC02
Description
Qty.
Tall boy showcase (Interior 347 x 363 mm, Height
Unit Cost
Total
£125.00
1850 mm)
Jewel counter case with cabinet under
£150.00
(Interior top 360 x 350 x 1120 mm, Height 1050 mm)
Section Total (Excl VAT)
Audio Visual
Description
Qty.
21” LCD screen, speakers and table stand (Please
specify – DVD or PC use)
32” LCD screen, speakers and floor stand / plinth
(Please specify – DVD or PC use)
DVD Player
MDF panel for allowing TV wall mounting on stand walls
(Excludes bracket)
Unit Cost
Total
£150.00
£250.00
£45.00
£70.00
Section Total (Excl VAT)
Accessories
Code
Description
LT01
Wooden Literature holder
10 x A4 Media 10 freestanding literature tower chrome
‘Z’ Literature stand – Black
‘Z’ Literature stand – Blue
1m wide grey ladder rack shelves with back
board
750mm wide grey ladder rack shelves with
backboard
Garment rail
Blue rope and post quideliner – per 1m
25m roll of hook velcro (for attaching
graphics)
Per 1m length of hook Velcro tape / dots (for
attaching graphics)
Undercounter size white fridge
Flavia drinks/coffee machine (exc ingredients
& cups)
Table top cold water dispenser (inc 1 bottle of
water & 1 sleeve of plastic cups)
Large plastic black bin with liner
Small metal black bin with liner
LT02
LT03
LT03
LT04
LT04
A09
GU01
VR1
VR2
A01
CO01
WD01
BN01
BN01
Qty.
Unit Cost
£39.95
£17.50
£37.50
£37.50
£40.00
£40.00
£19.95
£12.00
£17.00
£2.00
£65.00
£50.00
£60.00
£7.00
£5.00
Section Total (Excl VAT)
29
Total
ORDER FORM 6 - EXTRAS
Furniture & Accessories Price List 2013.
Please return your order forms and this completed page to - The Total Event
Company Limited, Unit 2, Station Industrial Estate, Bromyard, Herefordshire, HR7 4HP.
Tel - 08454 810881 / Fax 08454 810881 Email - [email protected]
Shell Scheme Extras
Code
Description
SS1
SW01
PW01
PW02
HKS
Qty.
1m x 1m full height panel walk-in storage
cupboard
Single slatwall panel inserted into stand wall beech
Peg boards infill panels – Please circle colour
required - black
Peg Board Metal hooks
Small metal hooks for hanging
paintings/pictures (no more than 5kg in weight)
Total
£100.00
£75.00
£70.00
£3.50
£1.95
Long metal hooks for hanging
paintings/pictures at 3 levels.(no more than 5kg in
HKL
Unit Cost
£5.00
weight)
Section Total (Excl VAT)
Pop – ups & Display Kits
Code
Description
POP01
POP01
POP01
POP01
POP01
POP01
POP01
POP01
TTK09
TT07
DP01
DP01
EP01
EP01
TT05
Qty.
3 x 3 Curved Pop-up stand inc grey fabric
panels and 50 watt low voltage lights
3 x 3 Curved Pop-up stand inc blue fabric
panels and 50 watt low voltage lights
3 x 3 Straight Pop-up stand inc grey fabric
panels and 50 watt low voltage lights
3 x 3 Straight Pop-up stand inc blue fabric
panels and 50 watt low voltage lights
3 x 4 Curved Pop-up stand inc grey fabric
panels and 50 watt low voltage lights
3 x 4 Curved Pop-up stand inc blue fabric
panels and 50 watt low voltage lights
3 x 4 Straight Pop-up stand inc grey fabric
panels and 50 watt low voltage lights
3 x 4 Straight Pop-up stand inc blue fabric
panels and 50 watt low voltage lights
3 panel table top folding kit – 900mm x
600mm panels plus header – blue / grey
1000mm x 700mm 8 panel folding kit – blue /
grey
2m high x 1m wide freestanding display
panels - blue
2m high x 1m wide freestanding display
panels - grey
1m high x 1m wide elevated freestanding
display panels - blue
1m high x 1m wide elevated freestanding
display panels - grey
900mm x 600mm 6 panel folding kit – blue /
grey
Unit Cost
Total
£95.00
£95.00
£95.00
£95.00
£115.00
£115.00
£115.00
£115.00
£25.00
£55.00
£20.00
£20.00
£20.00
£20.00
£40.00
Section Total (Excl VAT)
30
The Total Event CompanyLimited, Unit 2, Station Industrial Estate, Bromyard, Herefordshire, HR7 4HP.
ORDER FORM 6 - EXTRAS
Please return your orderFurniture
forms and
completedPrice
pageList
to -2013.
The Total Event
& this
Accessories
Company Limited, Unit 2, Station Industrial Estate, Bromyard, Herefordshire, HR7 4HP.
Tel - 08454 810881 / Fax 08454 810881 Email - [email protected]
Carpet & Platform floors
Code
PLAT01
CAR01
Description
Platform flooring – 25mm deep – per metre sq
(width x depth)
Furniture
Accessories
Recyclable Cord
Carpet –&per
metre sq –
please specify your colour -
Qty.
Unit Cost
Total
£15.00
Price List 2013.
£20.00
Section Total (Excl VAT)
Bannerstands
Code
Description
BS01
BS02
BS03
BS04
BS04
Grasshopper 800mm wide banner stand
Pacific 800mm wide banner stand
Barracuda 800mm wide banner stand
Breeze Desktop bannerstand – A4 graphic
Breeze Desktop bannerstand – A5 graphic
Qty.
Unit Cost
Total
£60.00
£90.00
£130.00
£15.00
£18.00
Section Total (Excl VAT)
Electrical Hire – if applicable
Code
Description
TR10
TR11
2 x 6 watt LED spot track light
2 x120 watt Halogen spot track light
Each additional 6 watt LED watt spotlight for
tracks
Each additional 120 watt Halogen spotlight for
tracks
500 watt power socket
1kw power socket
2kw power socket
3kw power socket
50 watt individual low voltage long arm
spotlights
1kw socket / 110 volt for US electrical
equipment inc adaptors.
TR12
TR13
PW01
PW02
PW03
PW04
PW05
PW06
Qty.
Unit Cost
Total
£45.00
£50.00
£20.00
£20.00
£75.00
£80.00
£90.00
£95.00
£25.00
£135.00
Section Total (Excl VAT)
& Power
guide
Info &Info
Power
guide
6 watt LED track lighting – Cool white light ideal for product lighting
6 watt LED track lighting – Cool white light ideal for product lighting
120 watt 120
Halogen
track lighting
– Powerful
lighting
of stand
areaof stand area
watt Halogen
track
lighting –general
Powerful
general
lighting
500 watt socket – a PC / laptop / TV / monitor or DVD player, small domestic fridge, mobile phone
watt socket
– alamp.
PC / laptop / TV / monitor or DVD player, small domestic
charger, 500
showcases
or table
fridge, mobile phone charger, showcases or table lamp.
1kw socket – Small coffee machine, small microwave, vacuum cleaner.
3kw socket
Kettle, catering
coffee
machine.
1kw– socket
– Smallsize
coffee
machine,
small microwave, vacuum cleaner.
Please note that any US / 110 volt electrical goods will need to order the PW06
3kw socket – Kettle, catering size coffee machine.
socket – see above.
Please note that any US / 110 volt electrical
31 goods will need to order the PW06
socket – see above.
ORDER FORM 7 - Payment
Furniture & Accessories Price List 2013.
Please return your order forms and this completed page to - The Total Event
Company Limited, Unit 2, Station Industrial Estate, Bromyard, Herefordshire, HR7 4HP.
Tel - 08454 810881 / Fax 08454 810881 Email - [email protected]
Address & payment page
Section
Section Total
Sub Total
£
VAT @ 20%
£
Grand Total
£
Please complete, sign and send back with your payment details by
Event Details
Stand No
Stand Contact
Mobile Number
Company Name
Company Address
Postcode
Email address
Telephone
Fax No.
Payment Details
I enclose a cheque made payable to The Total Event Company for
£
I will arrange a bank transfer to The Total Event Company for
£
Bank Details – A/C Name - The Total Event Company Limited,
Bank address – Lloyds TSB, 4 The Cross, Worcester, WR1 3PY, UK.
Sort Code – 30-99-90. A/C No – 68932960
BIC / Swift – LOYDGB21126. I BAN – GB43LOYD 30999068932960
Please charge my credit card for
£
Name of Card Holder
Credit Card Number
-
-
-
Maestro/Solo/Delta Card
Valid From
Expiry Date
Issue Number*
*If applicable
Security Number
(NB – Sorry, we do not accept American Express cards)
32