Exhibitor Manual - Convergence Summit North
Table of Contents Introduction 10 Commandments Points of Contact Event Schedule Directions to Harrogate International Centre NEW – Vehicle Access Procedure Shell Scheme Packages Electrics & Lighting 2 3 4 6 7 10 11 20 Stand Planning Audio-Visual Equipment Balloons Banners/Drop Wires Broadband Carpet Code of Practice Exhibitor Badges Furniture Goods Pass Out System Literature Distribution Music on Stands Patent and Copyright Marketing & Sponsorship Opportunities Personnel / Employment of Labour Shipping / Freight Forwarding Stand Catering Stand Cleaning Stand Dressing Stand Insurance 24 24 24 24 24 24 24 25 25 25 25 25 25 25 26 26 26 26 26 Logistics Accommodation Build Up and Breakdown Build Up Security Passes Car Parking Cash Points/Banking Facilities Children Deliveries Exhibitor and Contractor Admission Exhibitor Passes First Aid Fire Extinguishers Goods Pass Out System Lost Property Security Storage and Porterage Vehicle Passes 28 28 28 29 29 29 29 30 30 30 30 30 30 30 31 31 Compulsory Regulations & Emergency Procedures Disability & Equality Act 2010 Workplace Health & Safety: Emergency Procedures Compulsory Show Venue Regulations Manual Handling Guidelines UNDERTAKING YOUR RISK ASSESSMENT 32 33 35 37 39 42 Schedule of Forms & Marketing Information 46 Introduction Thank you for your valued support. This manual contains all the essential information you require to prepare your stand and maximise your participation at the Convergence Summit North 2015 Exhibition. Please read through the manual at your earliest opportunity to ensure that you are aware of all details and that all deadlines are met. We ask that all exhibitors bring this Exhibitor Manual with them on site for quick reference. It is an Event Management requirement that you, and any contractors employed by you, pay special attention to Section C ~ Workplace Health & Safety and Risk Assessment and the forms related to this. Please note these requirements will be strictly enforced at all times. You will find Order Forms for official contractors and services at the back of this manual in Section D. Please ensure that all deadlines are adhered to so that the relevant contractors and we can carry out your instructions. The Organiser’s Office will be open for the duration of the event from 1500hrs on Monday 16th March – please come to the office if you have any queries or need assistance. Please remember that as part of your exhibition package you may be entitled to a fullpage advertisement in the event Show Guide. The copy deadline for this is Friday 27th February. Your stand package for Harrogate does NOT include tickets to the St Patrick’s Night Party on the 17th March after the first day of the show. Tables of 10 and individual seats in the Royal Hall just next to the exhibition hall can be booked by calling Kate on 01892 538 348. Please also find included information on the marketing opportunities of which you can take advantage as well as our Exhibitor Microsite (Connect) which allows you to search and make contact with our pre-registered visitors. We are here to assist you in any matters relating to the event so please help us to help you by reading this Exhibitor Manual thoroughly. Should you require any further assistance please direct your enquiries to the relevant person listed under ‘Points of Contact’. 2 10 Commandments 1. No free-build stands 2. No exhibitors’ own flooring 3. No building above shell scheme height 4. No complete blocking of open sides of stands by full length, full height displays 5. NO dismantling of stand structure or packing BEFORE end of the show – 4pm on Wednesday 18th March 6. NO removal of stand panels BEFORE power is terminated to the stand 7. Return MANDATORY Health & Safety & Risk Assessment forms 8. No working the aisles – No distribution of leaflets unless agreed by us 9. Remember to book your table or individual seats at the St Patricks Night Party and don’t forget to invite your guests – it’s not just for exhibitors. 10. This is YOUR event – work with us to market the show 3 Points of Contact Accommodation Trinity Conferences Ltd List of hotels: 6 Southview Business Centre Tinwell Road, Stamford Lincolnshire PE9 2JL Contact: Nicola Kettleborough Tel No: 01780 484 052 Fax No: 01780 762 809 E-mail: [email protected] List of Hotels: http://www.trinityconferences.co.uk/ratecard.a spx?event=MPL23 Audio Visual Equipment & Business Equipment DB Systems 64 Hundred Tewkesbury Business Park Tewkesbury Gloucestershire GL20 8SF Contact: Luke Fishlock Tel No: 0845 226 3083 Ext: 224 Fax No: 0845 120 5552 E-mail: [email protected] Broadband HIC Yorkshire Harrogate International Centre Kings Road Harrogate North Yorkshire HG1 5LA Harrogate International Centre Kings Road Harrogate North Yorkshire HG1 5LA The Coach House Turners Drive Thatcham Berkshire, RG19 4QB Contact: Jane Blackburn Tel No: 01423 537 223 Fax No: 01423 537 261 Email: [email protected] Furniture Hire Inspire Furniture Hire PO Box 14298 Birmingham B46 9AZ Contact: Sue Duffield Tel No: 01455 234 919 Fax No: 01675 482 917 Email: [email protected] Web: www.inspirehire.co.uk Login Password ‘Hire11’ Insurance Hiscox Hiscox House Sheepen Place Colchester Essex CO3 3XL Tel: 0845 213 8448 Fax: 0845 213 8438 Email: [email protected] https://www.hiscox.co.uk/events/3054 Electrical Installations HIC Yorkshire Exhibitor Badges CIRCDATA 4 Contact: Jane Blackburn Tel No: 01423 537 223 Fax No: 01423 537 261 E-mail: [email protected] Contact: Elen Phillips Tel No: 01635 869 868 Fax No: 01635 868 594 Email: [email protected] Light Pen Hire CIRCDATA The Coach House Turners Drive Thatcham Berkshire, RG19 4QB Contact: Elen Phillips Tel No: 01635 869 868 Fax No: 01635 868 594 Email: [email protected] Shipping, Lifting, Freight Forwarding & Storage WES Logistics Unit 9 Stort Valley Industrial Estate Stanstead Road Bishop’s Stortford Hertfordshire CM23 2TU Contact: Danielle Potter Tel No: 0208 508 2224 Fax No: 01223 367 618 Email: [email protected] Shell Scheme HIC Yorkshire Harrogate International Centre Kings Road Harrogate North Yorkshire HG1 5LA Harrogate International Centre Kings Road Harrogate North Yorkshire HG1 5LA Contact: Jane Blackburn Tel No: 01423 537 223 Fax No: 01423 537 261 E-mail: [email protected] Event Operations Logistical Enquiries 32 Kings Road Chalfont Saint Giles Buckinghamshire HP8 4HS Contact: Nika Czoch Tel No: 020 8998 1053 Fax No: 020 8181 4910 Email: [email protected] Managing Director Swink Events LLP The White House Commercial Road Tunbridge Wells Kent TN1 2RR Contact: Paul Johnson Tel No: 01892 559 393 Mobile: 07887 944 433 Fax No: 01892 515 724 E-mail: [email protected] Event Coordinator Swink Events LLP The White House Commercial Road Tunbridge Wells Kent TN1 2RR Contact: Susannah Johnson Tel No: 01892 583 348 Mobile: 07535 513 850 Fax No: 01892 515 724 E-mail: [email protected] CEO Swink Events LLP The White House Commercial Road Tunbridge Wells Kent TN1 2RR Contact: Miles Bossom Tel No: 01892 538 348 Fax No:01892 515 724 E-mail: [email protected] Stand Catering & Hospitality HIC Yorkshire 5 Contact: Kirsten Rolph Tel No: 01423 537 334 Fax: 01423 537 261 Email: [email protected] Event Schedule Date Monday 16th March Monday 16th March BUILD UP Time Instructions 0800-1500hrs Official Contractors ONLY 1500-2000hrs Exhibitors Access Permitted. Delivery of exhibits into the hall commences at 1500hrs. Offloading from vehicles needs to be completed by 1800hrs. Exhibitors are advised to inspect their stands prior to 1800hrs to ensure that their contractor orders are correct. The hall will remain open until 2000hrs for stand dressing. EXHIBITION OPEN PERIOD Tuesday 17th March 1000 – 1630hrs Wednesday 18th March 1000 – 1600hrs Exhibitors may access the Exhibition Hall on Tuesday from 0800hrs and on Wednesday from 0900hrs with the appropriate entry badge. Power to stands will terminate half an hour after the exhibition closes during the Open Period. 24 hr power supply must be ordered directly with HIC Yorkshire. Power will also be terminated half an hour after build up ends on the build up day and half an hour after the show closes on the final day. BREAK – DOWN Date Wednesday 18th March Time Instructions 1600 – 2200hrs All exhibitors’ goods must be cleared from the hall by 2000hrs. In case of difficulty you are advised to liaise with the Organiser’s Office. ALL Contractors must be clear of the hall by 2200hrs. NO EXHIBITS MAY BE DISMANTLED BEFORE THE EXHIBITION CLOSES AT 1600HRS ON WEDNESDAY 18th MARCH 2015 and NO CONTRACTORS WILL BE ALLOWED ENTRY INTO THE HALL UNTIL CLEAR OF ALL VISITORS. 6 Directions to Harrogate Harrogate is located centrally on the UK map with ready access to London and Edinburgh. A first-class motorway network, mainline rail, sea and 24-hour air links ensure that Harrogate is able to offer all the benefits of a truly global location. Harrogate has excellent rail and air links with regular train services to and from London King’s Cross via York and Leeds (www.nationalrail.co.uk) and Leeds Bradford International Airport is only 20 minutes from Harrogate with a regular bus service into Harrogate. For details about travelling to Harrogate by public transport visit www.transportdirect.info By road From London: M1 – A1(M) – J47 signposted Knaresborough and then follow the Harrogate signs. From the North: A1 – J47 signposted Knaresborough and then follow the Harrogate signs. From the East: M621 – A1(M) – J47 signposted Knaresborough and then follow the Harrogate signs. From the West: M56 – M62 – A1(M) – J47 signposted Knaresborough and then follow the Harrogate signs. 7 EXHI BI TI ONHALL ROYALHALL DRAGONROADCARPARK Exhibitor Holding Area A59 Skipton A61 Ripon Route from Dragon Road Park to HIC to Skip Approach routes to Dragon Road Park n Ro Kin gs Ro ad ad Roa d A61 Ripon Dr a gon WHEN LEAVING VEHICLE PARK TURN LEFT Entrance to underground Car Park Dragon Road Vehicle Park ield Avenue ingf Spr M am e Mount Bower Ro ad Ch elte nha mR oad Bus & Train Station rl Pa en iam e tre tS t A61 Leeds M1 and M62 on Pa ra d Dr ASDA C Ch el te nh B A QS ag ad Ro Royal Hall & Hall M HG1 2SY D Ki ng s on ROYAL HALL Entrance for shoppers only Ro Rip CENTRE Dragon Road Vehicle Park HG1 5DB ad PREMIER INN HOLIDAY I NN A1 (M) A59 Knaresborough and York A661 Wetherby Important Procedures for Vehicle Access to the Exhibition (see map on page 9) 1. Upon arrival in Harrogate you are required to report to the Dragon Road Vehicle Park, entrance on Dragon Road. ‘Exhibitor Holding Area’ is signposted from the edge of town and then Dragon Road Vehicle Park signs are picked up. 2. You will be met by a Traffic Marshall who will advise you where to park up at Dragon Road Vehicle Park. 3. You will be issued with a ‘Delivery’ or ‘Collection Pass’ by the Traffic Marshalls upon space becoming available at the loading doors of Hall M at the Exhibition Centre. This Pass must be clearly displayed in the windscreen of your vehicle. 4. Only on authority of the Traffic Marshalls will your vehicle be allowed to leave the Dragon Road Vehicle Park and approach the Exhibition Centre. 5. IMPORTANT: Only vehicles displaying the appropriate Pass will be allowed to park at the Exhibition Centre for the purpose of delivery or collection. 6. As soon as the delivery or collection has been completed, the vehicle is to be removed from the vicinity of the Exhibition Centre as soon as possible. 7. Vehicles requiring parking facilities for the duration of the Exhibition may return to the Dragon Road Vehicle Park but may not return to the Exhibition Centre for break down without the appropriate ‘Collection Pass’ issued by the Traffic Marshalls. 8. IMPORTANT: Vehicles are not permitted to enter the Dragon Road Vehicle Park earlier than 7:00am or later than 9:00pm. 9. Upon departure from the Dragon Road Vehicle Park, ALL vehicles must turn left and follow a designated one way approach route to the Exhibition Centre: Turn left at Dragon Road Turn left at junction with Skipton Road Turn left at junction with Kings Road Up Springfield Avenue Turn left at junction with Ripon Road Hall M is located on the left at the bottom of the hill. 10 Shell Scheme Package Please note this is a Shell Scheme ONLY exhibition. Should you have any queries about this, please put them in writing to Paul Johnson, Managing Director – see ‘Points of Contact’. No graphic, pop-ups or self-build stand items should exceed the 2.5m height restriction. Raised flooring is prohibited unless prior consent has been given by the event Organiser. There are a number of shell scheme stand packages at the event. Please ensure you look at the correct package details for your stand booking: Basic Packages – see details below Graphics Packages – see details below Lounge Package – see details below BASIC PACKAGES 11 12 Basic Packages SIZE: (2m x 1m) – Each stand will receive the following as part of their exhibiting package: Shell Scheme White melamine system with fascia and ceiling grid Name Board Red Fascia Board with White vinyl text: Company Name & Stand No. Only (No individual company logos are permitted) Carpet Stand Black, Gangways Red Lighting 2 x Spots on track Power 1 x single 500w Socket SIZE: (3m x 3m) & (3m x 6m) - Each stand will receive the following as part of their exhibiting package: Shell Scheme White melamine system with fascia and ceiling grid Name Board Red Fascia Board with White vinyl text: Company Name & Stand No. (No individual company logos permitted) Carpet Stand Black, Gangways Red Lighting Spots on track: - 3 x spots for (3m x 3m) - 6 x spots for (3m x 6m) Power 1kW Socket: -1 x double 1kW socket for (3m x 3m) -2 x double 1kW socket for (3m x 6m) For all exhibitors and all packages there is a range of optional extras that can be used to customise the stand at an additional cost to the exhibitor. A list of shell scheme extras with prices can be found in section D. 13 See the shell schematic on pages 18 and 19 for exact dimensions of your stand package. GRAPHICS PACKAGES SIZE: (2m x 1m) – up to 2 x graphic infill panels plus everything in basic shell package. SIZE: (3m x 3m) – up to 6 x graphic infill panels plus everything in basic shell package. SIZE: (3m x 6m) – up to 9 x graphic infill panels plus everything in basic shell package. Please note: the number of graphic infills depends on the number of open sides your stand has – see under ‘Walling’ section below. Walling – for basic and graphic stands Each stand will have a minimum of a solid back wall. Depending upon the position of your stand on the floorplan, it will also have 3, 2 or 1 open side(s). Open sides must remain open and unblocked by a full height run of solid graphic display. PLEASE CHECK YOUR STAND POSITION CAREFULLY ON THE FLOORPLAN - TO HELP YOU WE HAVE INDICATED ALL OPEN SIDES AS BLUE DASHED. PLEASE CHECK THAT YOU HAVE BOOKED THE CORRECT STAND LOCATION WITH THE CORRECT NUMBER OF SOLID WALLS FOR YOUR DISPLAY REQUIREMENTS. A solid walling effect created by pop up displays etc. on an open side will NOT be allowed if deemed by the Organisers to have a detrimental effect on the show or surrounding stands. An open side can be partially blocked; however some transparent 'vision panels' MUST be incorporated. The vision breaks do not have to be full height of the wall. However, the overall effect must to be to allow visitors to see through the stand and assist an open feel of the exhibition. If you have any doubts as to the design of your stand please contact Nika Czoch on 0208 998 1053 to avoid unnecessary alternations on site. 14 Customised shell panels Other than graphic infills, there are further options for bespoke customising of your shell stand with graphics such as a full graphic clad walling. For more options and costs, please contact Jane Blackburn on Tel No: 01423 537 223, E-mail: [email protected] Please note: If your stand has customised panels with digitally printed graphics and you wish them removed during the breakdown process, this will only be permitted once power has been terminated to your stand half an hour after the show closes and by authorised HIC personnel only. Removal of any shell scheme panels before power is shut off to your stand is strictly forbidden. LOUNGE PACKAGE 15 LOUNGE PACKAGE Shell Scheme Bespoke Graphic panels Name Board Bespoke Graphic Fascia Board Carpet Standard Black or Carpet colour of own choice Furniture 8 x lounge unit chairs, 2 x square coffee tables, 3 x cabinets Lighting Long arm floods Power 3 x double 1kW socket 16 ALL STANDS Fixing Extra display fittings and wall panels for subdivision of your stand are available to order. Please see Section D in the manual. Please note that the only fixing method which may be used directly on wall panels is Bloat, Velcro hook/loop dots and strips or pendant displays for heavy exhibits; no pins, staples, screws or other intrusive fixings are allowed. If a wall panel is damaged in any way, then an extra charge for replacement will be made. Fixtures and Fittings The suspension of stand or light fittings for ALL stands from the hall roof or other stands is strictly prohibited. NOTE: Stands MUST be manned by a least one member of your team throughout the show opening times. Stands are to be kept neat and tidy at all times. 17 Fascia board - exposed height 170mm Central ceiling beam - 65mm deep (on stands over 4.0m wide) Additional support required on fascia spans over 4.0m Wall panels Corner support upright The basic Shell Scheme Fascia board - exposed height 170mm Wall panels Corner support upright Corner support upright Elevation Plan Panel dimension detail IMPORTANT: Electrical Regulations – ALL Stands Harrogate International Centre (HIC) will carry out ALL electrical work in the halls. All electrical work must comply with the Regulations of the Exhibition Venue Association (EVA), the Hall Owners and the Exhibition Organisers. Please refer to the eGuide (Guidance for Working at UK Exhibition Venues) which includes Electrical Installations and Testing. The eGuide came into force with the intention of providing a consistent set of regulations for working within UK venues and can be found online at www.aeo.org.uk/eguide. It should be fully adhered to. Harrogate International Centre (HIC) is the official electrical contractor for the Show and they can answer questions on Tel: 01423 537223 or email [email protected] For your convenience, a service desk for HIC will be set up on-site adjacent to the hall entrance during build-up. ELECTRICAL RULES & REGULATIONS As of 1st July 2012 a new set of electrical regulations became applicable within the UK event industry and is now being adopted throughout all UK venues. A revised minimum standard of electrical installation and testing has been developed to raise official exhibition hall practices close to the requirements of BS7671 17th edition and therefore more likely to be viewed by a court as compliant with the law. This minimum standard is now expected by venues. Further information is available via the eGuide at www.aeo.org.uk How will this affect you? Shell Scheme exhibitors Swink Events has made arrangements with the official electrical contractor for the show, HIC, to ensure that all relevant testing is conducted to meet the new standards. You do not therefore need to do anything differently – simply place your order for power sockets or lighting using the electrical order form at the rear of the manual and the rest will be taken care of on your behalf. The additional costs will be covered by Swink Events. ELECTRICS FOR SHELL SCHEME PACKAGES Shell scheme packages will receive: 1x 500w socket and 2x spotlights if a (2m x 1m) 1x1kW socket and 3x spotlights if a (3m x 3m) 2 x 1kW sockets and 6x spotlights if a (3m x 6m) as part of the package price – further details can be found listed under the ‘Shell Scheme Packages’ heading in this manual. Inclusive within the shell scheme package provided is an allocation of spotlights, dependant on stand size. Fittings provided within the standard stand packages cannot be exchanged; all spotlights provided on this basis will be fitted to the rear of the stand fascia. Spotlights provided with the standard packages cannot be relocated within the stand area. Additional items may be ordered by 20 completing the HIC electrical order form found in Section D. If these are positioned away from the stand walls or fascia, it will be necessary to order lighting tracks. Quick reference guide to planning your power requirements: Important Note! If you intend using a large quantity of electrical and computer equipment on your stand a single 1kW socket may not suffice and lead to fuses blowing resulting in your and your neighbouring exhibitors’ stands being without lights or power. This may result in additional charges and cause frustration and delays on site. To prevent this from happening: Make sure you order additional sockets for large quantities of electrical equipment bearing in mind that all appliances have varying power requirements. Ensure you order the correct socket by checking the reference tag fitted to all appliances. The use of 4-way units is permitted, provided that only ONE 4-way unit is used per socket and is subject to a maximum loading of 500w. Linking one 4-way unit to another (‘Daisy chaining’) is strictly prohibited. If you have any queries, please do not hesitate to discuss your requirements with HIC who will be happy to advise on 01423 537223. USE OF EXHIBITOR’S OWN ELECTRICAL LIGHT FITTINGS We recommend that exhibitors use the official contractor HIC to supply any additional lights (spotlights, fluorescents etc.) or sockets that you may require. However we understand that exhibitors may wish to use their own light fittings that you regularly use at other events. Sockets or Connections to Your Own Light Fittings If you are intending on using your own light fittings systems such as on pop-up displays, it is your responsibility to ensure that the system, or any pre-fabricated wiring, complies with the EVA regulations, the eGuide and has been inspected and tested by a competent electrician prior to use. IT SHOULD BE NOTED THAT ALL CONNECTIONS TO YOUR OWN FITTINGS MUST BE CARRIED OUT BY HIC YORKSHIRE. You should also carry a quantity of spare lamps/bulbs, as maintenance to your own light fittings is NOT included in any socket or connection costs. All your own fittings must have a short tail (1.5mm2 cable or flex), together with a connector block and insulated enclosure box to each connection. Failure to comply with these requirements will result in additional charges on site. Before ordering the socket or connection for your own lights, please consider the following, to ensure that you order the correct supply: When using lights on a track, add the total wattage of all the lamps together to give you the correct rated socket or connection. Individual light fittings can be pre-wired together prior to arriving at HIC, provided a qualified electrician carries it out. However, you should give careful consideration as to how you fix your fittings to your stand once they have been pre-wired. Again, add the total wattage of all the lamps together to give you the correct rated socket or connection. 21 If your light fittings cannot be pre-wired, you will need to order an individual socket or connection for each fitting. Exhibitor’s Own Lights Please ensure that your lights are tested prior to bringing them on site, together with documentary proof as spot checks may be carried out on site. Spare lamps should be supplied, as maintenance is not included with client’s own lights. Lighting connections must not exceed 1000w. The maximum load of 1kw is permitted on each lighting circuit – multiple light fittings &/or 4-way extension leads must not be plugged into 2kw or 3kw sockets. You need to order sufficient individual sockets for your lights. Lamps and appliances with high surface temperatures should be guarded and used a minimum of 300m away from combustible materials. Cables and Wiring All wiring must be carried out in PVC Twin and Earth cable, not less than 1.5mm2. All wiring below 2.5m must be mechanically protected by high impact conduit. The maximum length of the flexible cord on an appliance or 4-way trailing lead is 2m. Do not coil up long cables: unroll them to ensure they do not heat up or have them cut to the correct length (the maximum length for a cable is 2m). To avoid these problems, ensure that the location of the socket/s is are required for your stand layout by sending a plan IN ADVANCE (using the reverse of Electrics Form) so that HIC can fit socket/s in the required location to avoid the need for daisy chaining or long-lead lengths. Multi-way plug-in type and bayonet adaptors are not permitted. Plug tops must comply with British Standard BS1363 and be suitably fused. Not more than one flexible cord should be connected to one plug top. All truss and metal framing shall have an independent earth bond and back to the main earth supply on the fuse board. 4-way trailing leads Only one 4-way unit can be used per socket and is subject to a maximum loading of 500w. Halogens The use of halogens can cause overloading issues and fire safety risks as these lights become very hot. It is imperative that if you wish to use your own light fittings, you contact HIC in advance to discuss your power requirements and that you carefully arrange lights so that they cannot cause a fire risk. We recommend avoiding halogen lights and using low-power alternatives instead. Low Voltage Lighting Transformers must be fused on both the primary and secondary sides. Consideration should be given to the sitting of your transformers, to avoid volt drop and they must be well ventilated and easily accessible. 22 Sockets Sockets used for clients own lights must not exceed 1000w. Ensure that you order the correct socket by checking the reference tag fitted to all appliances. Specifying incorrect sockets will result in additional costs and delays on site. All sockets are single conventional British metal clad outlets. 23 SECTION A - STAND PLANNING Audio-Visual Equipment DB Systems is Convergence Summit’s preferred Audio Visual supplier. Please refer to their order form for details and pricing, which can be located in Section D of this manual or live on their website at: http://www.dbsystems.co.uk/where_we_will_be Password: csn2015 Balloons All balloons must be tethered securely as a substantial charge will be passed on to the exhibitor if balloons need to be retrieved from the roof voids. Banners / Drop Wires Rigging of banners is ONLY permitted where it has been previously arranged through the Organisers. If you are interested in booking a banner site, please contact the Events Coordinator listed in the contacts section at the front of the manual. Broadband Harrogate International Centre (HIC) offers free Wi-Fi to exhibitors and visitors at the event. It is recommended that if you require a dedicated stable internet connection that you order a hardwired internet solution from HIC’s IT Department. Please refer to the internet order form at the back of the manual for more details and cost. IMPORTANT: Wireless routers must not be used without contacting HIC’s IT department prior to the event. Please contact the Events IT department at HIC on 01423 537223 or email [email protected] for more information. Carpet Stand carpet will be Black (other than a lounge package if a bespoke colour option is chosen) Gangway carpet will be Red Code of Practice Please ensure that your stand is always staffed and that all exhibits remain displayed while the exhibition is open. In order that no discourtesy is shown to last minute visitors and in the interests of health and safety, dismantling of any displays or exhibits will be prohibited before 1600 hrs on Wednesday 18th March. Electrics and Lighting Please see the important section on electrical rules and regulations as to what is permissible regarding lighting and power to stands – including new compulsory testing regulations in forced on pages 20 to 23. Exhibitor Badges Please order your badges online at http://milespub.circdatasolutions.co.uk/Exhibitors/CSN15/LogIn.aspx as soon as you can as this will give you and your staff access to the Connect Networking Site and the ability to contact all pre registered visitors prior to the event. Exhibitor badges will be sent to you approximately 24 two weeks prior to the event. For security reasons, your staff must wear the badges at all times to gain access to the exhibition area. Exhibitor badges remain valid for the duration of the show, including build-up and breakdown periods. Furniture Inspire Furniture offers a wide range of exhibition stand furniture; please refer to their price list in the Forms section or their website www.inspirehire.co.uk Login Password ‘Hire11’. Goods Pass-Out System Once the exhibition is open to visitors, no stand equipment or display items from your stand will be permitted to be removed from the exhibition hall until official break-down of the show has commenced. If you intend to remove any such items during the event, you will be asked to complete a Goods Pass-Out form showing personal identification at the Organisers Office. Literature Distribution The distribution of leaflets and other promotional materials should be confined to your stand area at all times and is not permitted in the gangways or elsewhere in the exhibition grounds. The Organisers reserve the right to prohibit the display or distribution of advertising matter that could give rise to offence and to confiscate the supplies thereof for the duration of the event. For further information on Marketing & Sponsorship opportunities please contact the Events Coordinator listed under ‘Points of Contact’. Music on Stands If you intend to play recorded background music that is copyrighted on your stand during the course of the exhibition you are required by law to obtain music licenses. For further information and pricing please email [email protected]. The sound of any audiovisual equipment must be kept to an acceptable level and not exceed 50db. The Organisers reserve the right to curtail or ban demonstrations if complaints are received. Patent and Copyright The exhibitor must make sure of protection of patent rights for equipment or products on display following the legal regulations in force. These formalities must be made before exhibiting these products or equipment, as the organisers Swink Events LLP, cannot be held responsible in this particular field. For any further queries please contact: The Patents Office, Concept House, Cardiff Road, Newport, NP9 1RH. Marketing & Sponsorship Opportunities The Convergence Summit offers its exhibitors a wide range of opportunities with our farreaching marketing campaign aimed at attracting resellers from the Comms, IT and Mobile market. We offer a range of free marketing opportunities as well as paid-for promotional and sponsorship activities to help maximise your investment at the Summit. For details, please contact the Event Coordinator as named under “Points of Contact”. Personnel / Employment of Labour In order to prevent any misunderstanding in respect of labour employed in connection with stand construction and display work, exhibitors are strongly recommended to use a contractor who is a member of the British Exhibition Contractors Association – BECA. 25 In the interests of the exhibition as a whole, which must be the primary concern at all times, the Organiser’s decision on any dispute concerning labour being employed must be taken as final. Shipping / Freight Forwarding Shipping, freight forwarding, lifting services and storage of empty cartons and packaging can be arranged through WES Logistics. Please contact WES Logistics using the details in the contacts section or refer to the form in section D to place your order. Stand Catering HIC hospitality, Kudos has the sole right to supply all food and drinks consumed on site. All alcohol, beverages, consumables and catering equipment must only be obtained from them. Please refer to the order form in Section D to place your order now. Stand Cleaning The exhibition hall, gangways and all stands will be cleaned each morning of the show open days, prior to exhibitors arriving. However exhibitors producing an excessive amount of waste during build-up, show open & breakdown or who have special cleaning requirements should contact Nika in Event Operations (see “Points of Contact”) for further details and costs. Stand Dressing Important: If you intend to use Pop-ups as part of your stand display, these must fit within the confines of your shell scheme stand. Please be aware that you will need to obtain prior approval from the Organisers for the fascia and grid ceiling to be removed from your stand and therefore any pop-ups forming part of your display must be within the 2.5m height confines of your ceiling grid. Any unsightly cabling or wiring at the back of any pop up wall or display, especially the side-on view between the pop-up and the shell wall must be neat or hidden from view. Open sides must remain open and unblocked by a full height run of solid graphic display. PLEASE CHECK YOUR STAND POSITION CAREFULLY ON THE FLOORPLAN - TO HELP YOU WE HAVE INDICATED ALL OPEN SIDES AS BLUE DASHED. PLEASE CHECK THAT YOU HAVE BOOKED THE CORRECT STAND LOCATION WITH THE CORRECT NUMBER OF SOLID WALLS FOR YOUR DISPLAY REQUIREMENTS. A solid walling effect created by pop up displays etc. on an open side will NOT be allowed if deemed by the Organisers to have a detrimental effect on the show or surrounding stands. An open side can be partially blocked, however some transparent 'vision panels' MUST be incorporated. The vision breaks do not have to be full height of the wall. However, the overall effect must to be to allow visitors to see through the stand and assist an open feel of the exhibition. Stand Insurance Whilst the Organisers will take every precaution to protect property during the event, they will not be held responsible for any loss or damage caused directly or indirectly by the exhibitor or any contractor, sub-contractor, servant, agent or invitee of his, or the act, omission or neglect of any such person or by any exhibit, machinery etc. 26 Each exhibitor is also responsible for all claims arising from personal injury or damage to property during the periods of build-up, show open and break-down. Please be warned that standard company policies are often not valid when participating at an exhibition. We strongly recommend that you ensure your insurance cover is sufficient and covers you fully in the event of a claim. IMPORTANT: Exhibitors and their contractors shall take out and maintain at all times public liability and employee liability insurance against personal injury, death and damage to or loss of property for a limit of indemnity not less than £2,000,000 sterling (or its equivalent). The organiser shall be entitled to inspect the exhibitor’s public liability policy, which the exhibitor shall make available upon request. In addition to the above insurance requirement, exhibitors and their contractors in the show must carry: Loss of expenses resulting from cancellation, abandonment, control of the organiser and/or exhibitor Loss or damage to property of the exhibitor whilst at the exhibition centre including transit to and from the exhibition Contingent public liability (in excess of that already held by the exhibitor) whilst at the exhibition centre Exhibitors must ensure that any appointed contractor has adequate and comprehensive employee and public liability insurance cover for the event. The Financial Services Authority regulations do not permit us to advise you directly on any insurance matter. However we wish to draw to your attention to insurance for Exhibitors offered by Hiscox. Please contact Hiscox to discuss Exhibitors Insurance. You are under no obligation to purchase such insurance from Hiscox and may therefore choose to seek insurance from other providers; however it is a compulsory requirement under our terms and conditions for an exhibitor to have sufficient and adequate public and employee liability cover for their attendance at the event. Details can be found in the rear of the manual in Section D. For more details, click on https://www.hiscox.co.uk/events/3054 27 SECTION B ~ LOGISTICS Accommodation The Convergence Summit North 2015 has negotiated special rates through Trinity Event Solutions for the Majestic Hotel which will be the headquarters hotel for this event. The Majestic is a 2 minute walk from the venue and with many exhibitors and visitors staying at the hotel, it will be a networking hub throughout the event. After-party drinks on the Exhibitor Party night will also be hosted at the Majestic. Residents exhibiting at the Convergence Summit will receive free parking and free Wi-Fi for the duration of their stay. For further information and to make a reservation please refer to the booking form in Section D or go to http://www.trinityconferences.co.uk/ratecard.aspx?event=MPL23 Build up and Breakdown Build up is between 1500hrs – 2000hrs on Monday 16th March. Venue access directions – please refer to street map and Exhibitor Holding Vehicle Park map on pages 8 and 9. Vehicle access to the venue is strictly via the Dragon Road Vehicle Park Exhibitor Holding Area only. A queuing system will be in operation and traffic marshals will issue you with an entry pass for an allotted time to gain access in/out of the venue when space becomes available. The route from the holding park to the venue will be clearly signed. See page 10 for detailed information on the procedure. All vehicles delivering exhibits or stand-fittings must clearly display a Vehicle Delivery or Collection Pass in their windscreen. Please be aware that vehicle marshalling around the loading bay area will be in operation throughout build up and breakdown. Once goods vehicles are unloaded they must be removed from the loading area immediately. Exhibitors can park either back in the Dragon Road Vehicle Park or at HIC or Jubilee Car Parks adjacent to the venue – see information on page 10. Please be aware that pay and display costs apply and height restrictions apply in the HIC and Jubilee parks. No height restrictions apply in the Dragon Road Vehicle Park and it is free to exhibitors. All Vehicle Delivery and Collection Passes will be issued by the Traffic Marshalls at the Dragon Road Vehicle Park. Build Up Security Passes For security purposes ALL contractors and exhibitors entering the hall during Build-Up will be required to wear a Contractor Pass wristband at all times, these will be issued two weeks prior to the event with the Final Exhibitor Communication and at the entrance doors. No exhibits may be removed before the exhibition closes at 1600hrs on Wednesday 18th March, unless via a Goods Pass-Out Pass issued by the Organiser’s Office. No stand dismantling is permitted to take place whatsoever until all visitors have left the hall, nor will any contractors be allowed into the hall until this time. Please ensure you have 28 briefed any contractors or couriers accordingly. All stands must be clear of stand fittings by 2000hrs on Wednesday 18th March. Car Parking Exhibitors staying at the Majestic Hotel can park free of charge for the duration of the event which is a 2 minute walk from the hotel. Exhibitors can also park for the duration of the event at Dragon Road Vehicle Park (the Exhibitor Holding Area). Please be aware, however, that this is open to the public and as such not a secure car park. The nearest car park adjacent to HIC is the underground HIC Car Park followed by the Jubilee Car Park on Parliament Street. However, please be aware that 6’ 6” height restrictions apply in both of these. Pay and display costs apply of £13 for 24 hours. If you intend to park up a lorry or tall Luton van, please use the Dragon Road Vehicle Park. Cash Points/Banking Facilities There is an ATM located outside the main entrance to Hall M and there are branches of all major banks in Harrogate town centre. Children Convergence Summit North is a business event and as such no children under the age of 16 will be allowed to access the event. Access for children under the age of 16 is also strictly forbidden during the high risk periods of build-up and breakdown on the grounds of health and safety. Deliveries Courier deliveries of exhibits to the venue before 1500hrs on Monday 16th March will NOT be accepted. Exhibitors are advised not to deliver exhibits until 1500hrs on Monday 16th March. Please note that a representative of your company MUST be present to sign for any deliveries. The Organisers will NOT sign for deliveries on your behalf or accept any goods on behalf of exhibitors, nor are they insured for any loss or damage of goods. If a representative of the company is not present, WES Logistics, the official freight forwarding company, will take delivery of the consignment and a handling fee will be charged for this. All deliveries to the exhibition must be clearly marked with the following: Exhibitor Contact Name, Exhibitor Stand Name, Stand number, Convergence Summit North, Harrogate International Centre, Hall M, Ripon Road, Harrogate, HG1 5LA WES Logistics, the official freight forwarder, offers a courier service to and from the show, as well as onsite lifting, handling and storage. Please refer to the order form in Section D for further information and pricing. IMPORTANT: There is a very limited facility for re-stocking onsite once the show is opened. On show open days, goods must be hand-carried only into the show via the main entrance from 8am – 9.30am. Please note that the loading door will NOT be accessible or in operation at all during the show open days. This includes the pre-show morning on both exhibition open days. No trolleys will be permitted during the open period. 29 Exhibitor and Contractor Admission In the interests of security, all exhibitors and contractors must wear identity passes/wristbands provided at all times during the Build-Up, Break-down and Open periods of the show. Security staff will not allow you or your staff to enter the exhibition without a valid pass or wristband. Exhibitor Passes On completion of the enclosed exhibitor badge order form exhibitor passes will be sent to you approximately two weeks prior to the event. These must be worn at all times during the event. Alternatively order online http://milespub.circdata-solutions.co.uk/Exhibitors/CSN15/LogIn.aspx First Aid There is a First Aid station located inside the venue up the stairs off the entrance foyer. In the first instance please contact an HIC steward or security official. Contact with First Aid can be made via Tel: 07525 987 943 or via the Organisers Office. Fire Extinguishers Fire extinguishers will be set out throughout the hall. Please ensure that your stand personnel are conversant with their use and are aware of the position of the nearest fire alarm point. Goods Pass-Out System Once the exhibition is open to visitors, no stand equipment or display items from your stand will be permitted to be removed from the exhibition hall until official break-down of the show has commenced. If you intend to remove any such items during the event, you will be asked to complete a Goods Pass-Out form showing personal identification at the Organisers Office. Lost Property Any lost property found must be handed in to the Organisers Office in Hall C. Lost property will be taken to the concierge team at HIC. If after 6 weeks, no claim has been made for the property, HIC shall consider that title to that property has been abandoned and shall pass on the property to the local police station. Security The Organisers will provide general security within the exhibition halls. However individual security of the stands and exhibits lies within the responsibility of each exhibitor. The Organisers of the event expressly disclaim responsibility for any loss or damage to property of any exhibitor from any cause. It is essential that you report any loss sustained from your stand to the Security or Organiser’s Office. To help ensure good security at the show, please follow these points: Appoint one member of your team to be responsible for your company’s safety and security at the exhibition. Do not leave cash, laptops, handbags, mobile phones, valuables etc. in unlocked drawers, cupboards or on exhibits on your stand. Do not leave wallets or mobile phones in unattended clothing. Check all lockable desks and cupboards are locked before leaving your stand. 30 Please note that build-up and break-down are high-risk periods. We recommended you work in pairs so that the stand is manned at all times. Make sure you arrive prior to the official opening time and do not leave your stand at night before the hall is clear of visitors. Should you have small valuables that you wish to leave on your stand, you are advised to provide yourself with lockable steel cabinets or other safe storage areas. Should you require additional security cover for your stand then please contact Nika in Event Operations (see “Points of Contact”). Storage and Porterage Please note that there are no onsite storage facilities. All arrangements for storage during the show must be made through WES Logistics. Any boxes left unattended overnight will be removed from the hall and treated as rubbish. Storing empty boxes etc, behind your stand is expressly forbidden. It may be some way from your delivery vehicle to your stand so you are strongly advised to bring a trolley with you. Unfortunately, the Organisers do not have a trolley to loan to exhibitors. You will need to make your own arrangements for the removal and storage of boxes, packaging etc. prior to the opening of the event. There are no porterage services available at the show. Vehicle Passes Vehicle Passes for the build-up and break-down periods will be issued to you by the Traffic Marshalls at the Dragon Road Exhibitor Holding Park (see page 9). These must be displayed in the windscreen of your vehicle at all times whilst your vehicle is parked up for unloading and loading of exhibits. 31 SECTION C ~ COMPULSORY REGULATIONS & EMERGENCY PROCEDURES Disability and Equality Act 2010 Exhibitors participating at Convergence Summit North 2015 are required to meet their legal responsibilities under the Equality Act 2012 (replacing the former DDA – Disability Discrimination Act 1995). There are about 10m disabled people in the UK. Many of their disabilities are hidden – for example epilepsy, diabetes and mental ill health - so it is best to plan to meet the needs of a broad community. Reasonable adjustments for, and a positive attitude towards disabled people from our exhibitors will enhance the overall shared Convergence Summit North experience and benefit everyone. Access for disabled people is not only about physical access to buildings for wheelchair users but also includes access to written information for people with visual impairments and access to the same standard of service for all. It is important to take account of health and safety legislation, which has primacy over the disability regulations. For more information and industry best practice guidelines visit http://www.aeo.org.uk/files/eguide_july_14.pdf EXHIBITORS AND THE EQUALITY ACT Under the provisions of the Equality Act, exhibitors are required: 1) Not to treat a disabled person less favourably than someone who is not disabled. 2) To make reasonable adjustments to their services to take account of disabled people. “Reasonable adjustments” can be physical changes to your exhibition stand, providing equipment or changing practices and procedures to be more inclusive. For industry best practice guidelines go to http://www.aeo.org.uk/files/eguide_july_14.pdf When applied to events, compliance with the Act, to ensure that disabled people are not treated less favourably than people who are not disabled, can be broken down into the following objectives: Reasonable adjustments must be made to services and environments so that disabled people can access them. Inaccessible features must be removed or altered. A reasonable alternative, or means of avoiding inaccessible features, must be provided. Delivery of services by a reasonable alternative means must be provided. 32 Accessible Stand Design All stands or structures erected and/or installed should comply with the guidance contained in The Accessible Exhibition Stand Handbook issued to its members by ESSA www.essa.uk.com. The Handbook provides guidelines on how best to present and arrange an exhibition stand to ensure everybody can gain access to the information and products promoted. Workplace Health & Safety: Important Regulations & Requirements Please note the following Health & Safety section as well as the Risk Assessment and Health & Safety forms at the rear of the manual. These forms are compulsory for all exhibitors & must be completed and returned to the Organisers as soon as possible. This section has been produced to provide exhibitors and contractors with simple guidance for complying with Health & Safety procedures onsite. It is a policy of Swink Events that all operations taking place at Swink Events shows are governed by the Health & Safety at Work etc. Act 1974 (HASAWA 74) and the various legislation and regulations derived from it. Although this is not an exhaustive list, the following current regulations must be adhered to:The Management of Health and Safety at Work Regulations The Manual Handling Operations Regulations The Personal Protective Equipment at Work Regulations The Provision and Use of Work Equipment Regulations The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations The Guide to Fire Precautions in Places of Entertainment & Like Premises Harrogate International Centre Rules and Regulations The AEO Guide to Managing Safety at Exhibitions STATEMENT It is the policy of Swink Events to endeavour to seek the co-operation of all concerned in order to achieve the highest standards, in all aspects of health & safety. Swink Events and Harrogate International Centre, within the scope of their own laid down Policies, have a responsibility to ensure that safe working practices are maintained at all times, which includes ensuring that provision is made whereby persons other than Swink Events and Harrogate International Centre employees are reminded of their responsibilities whilst working at the exhibition centre. As an Exhibitor or Contractor you have a duty under The Health & Safety at Work etc., 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 their employees are provided with suitable and sufficient information, instruction, training and supervision to ensure not only their own health and safety but also that of others working or attending the vicinity. 33 Exhibition stands are considered to be a workplace and it is therefore your responsibility to ensure that all 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 HASAWA 74. You are also required to have in your possession a copy of your own Health and Safety Policy and Risk Assessment as well as a copy of the Health and Safety Policy document of each contractor employed by you, which may be requested during the exhibition. You must also ensure that you have a copy of the Health and Safety Policy for each subcontractor employed by you excluding those appointed by the Organisers. The prior submission to the Organisers of a Health and Safety Declaration form and a detailed Risk Assessment is a compulsory requirement of exhibiting at Convergence Summit North. See pages 42 - 45 for important information regarding completion of your Risk Assessment. HEALTH & SAFETY/TRADE DESCRIPTION Exhibitors are advised that the Health & Safety at Work Act 1974 requires that any equipment being operated or demonstrated shall be inherently safe or not create a hazard to the demonstrator or audience. Under the current Reporting of Injuries, Diseases, or Dangerous Occurrences Regulations, an employer will be required to notify the enforcing authority when there is an accident resulting in death or major injury, or any notifiable dangerous occurrence. The organiser or venue may choose to do this in some circumstances. False claims to the suitability or safety of the equipment, or to the performance quality, strength etc, may be subject to action under the current Trade Description Act. GENERAL REGULATIONS Most regulations are covered within the pages of this section – Please note below other general regulations: The exhibitor responsible for the stand should ensure that a suitable & sufficient Risk Assessment for the exhibition build-up, open days and breakdown is carried out. A person must be appointed who is responsible for health and safety matters on the stand. (NB It may be more than one person). Your contractors should wear suitable protective clothing relevant to their job, which includes eye, hearing, foot and hand protection. Notify your staff and contractors of the need for vigilance regarding the health and safety of themselves and those working in their vicinity and monitor them at regular intervals. Any concerns regarding HASAWA 74 or any of the points raised in this section should be reported to the Hall/Floor Managers or to the main Organisers Office. Emergency security and fire procedures will be circulated to exhibitors prior to the event. There will also be an Operations Team around that can be approached to contact the emergency services. 34 All parking restrictions and speed limits must be adhered to. You must ensure that portable power equipment is used for the purpose for which it was designed and that the safety guards and dust collection bags are correctly fitted and used. You must ensure that portable electric tools are used with a minimum length of trailing leads and that such equipment is not left unattended with a live power supply to it. It is your responsibility to ensure that any equipment or pre-wired units comply with Harrogate International Centre regulations before they are installed on site. No electrical cables must be allowed to cross gangways, passageways and fire exits. If unavoidable they must be taped down securely so as to avoid a trip hazard. Any work area must be maintained free from general waste materials, which could hazard operatives. That all contractors, particularly from abroad, are aware of the need to identify suitable and sufficient tools and equipment required for the job before coming onto site (with special consideration to general and Harrogate International Centre requirements). Emergency Procedures It is of the utmost importance that exhibitors and their staff are aware of security and fire procedures. Exhibitors should nominate a sufficient number of staff to ensure the observance of safety procedures at all times. It is important that your staff are familiar with the following routines, and the location of the nearest hand fire extinguisher, and emergency exit from the hall. Be prepared – please brief staff and display the emergency procedures notice that will be stand dropped on your stand for their reference. BOMB THREAT PROCECURE Make constant checks of your stand to ensure that no unidentifiable packages, cases or bags have been deposited. If you discover a suspicious package, or it is reported to you:1. Do not touch it. 2. Ensure that the package does not belong to anyone in the vicinity. 3. If not owned, report it immediately, giving the exact location of the object to a member of the HIC Management and Event Organisers. Please do not cause undue concern to visitors at this stage. 4. Do not activate fire alarms. 35 5. If you receive a bomb threat by telephone, please obtain as many details as possible, and then inform HIC Management and Event Organisers and follow same procedures. FIRE EVACUATION PROCEDURE If you discover a fire or suspect there is a fire, for whatever reason (i.e. you see smoke):RAISE THE ALARM - operate the nearest glass fronted fire alarm call point (located near fire exits, main doors, linkways etc.) - this will call the Fire Brigade and sound the alarms. The sounding of loud alarms/ sirens indicates a fire alarm. In The Royal Hall there is a taped voice evacuation statement that asks you leave the building. Attack the fire with the equipment provided - only if there is no immediate danger to yourself. Be aware of the type of fire you are fighting, i.e. electrical fires must only be fought with green/ black/ blue extinguishers, or those displaying the appropriate markings. If possible inform a member of HIC Staff/Duty Manager of the area the fire is in. EVACUATION If you should hear the alarm, evacuate immediately by the nearest exit and make your way to the appropriate assembly point:Exhibition Halls C, M, Crescent Gardens opposite the front of the Royal Hall, adjacent to the St George Hotel. Royal Hall Crescent Gardens opposite the front of the Royal Hall, adjacent to the St George Hotel. If you are a stand holder, do not try to remove your goods from the halls. Leave the halls immediately by the nearest emergency exit. Do not use lifts if fire alarm sounds. You will be informed of the situation at your assembly point. Permission to re-enter the halls may only be given by the Fire Officer in charge. MEDICAL EMERGENCIES In the event of urgent medical assistance being required, notify First Aid immediately without delay by notifying the Organisers or a HIC steward or security officer, giving the exact location of the casualty and details on injuries sustained e.g. obvious bleeding, unconsciousness. In the event of an accident the location should be left as found except for necessary movements of items, or isolation of any power supply to ensure the safety of an injured party or those attending to render First Aid, until authorised by the Health & Safety Officer or a member of the fire division. 36 Compulsory Show & Venue Regulations DRINK & DRUGS The abuse of alcohol, drugs and other substances can affect work performance and safety. Any person found to be under the influence of alcohol, drugs or other substances, which in the opinion of the Organisers and their representatives constitutes a danger to themselves or any other person using the venue, will be removed from the venue by security and if necessary further action will be taken to remedy the situation. ELECTRICAL REGULATIONS See pages 20 - 23 for important guidance on rules and regulations governing electrical installations, power and lighting on your stand. FIRE RESISTANT MATERIALS All work must be carried out using non-flammable materials. The use of softwood board is prohibited except for platforms and counter tops, in which instances it must be impregnated to render them fireproof. In particular we would like to draw attention to pegboards, which should be supplied as Class 1 flame retardant board or treated with an acceptable Class 1 paint. The use of polystyrene and Perspex is prohibited. FOOD & HYGIENE REGULATIONS It is essential that any stand providing refreshments to persons visiting exhibitions comply with the provision of the Food Safety Act 1990 and Food Hygiene (Amendment) Regs 1990. If you intend to provide corporate hospitality on your stand, there are various legally obliging and stringent health and safety rules and regulations that need to be adhered to when serving food and drink for public consumption. This includes completing and returning a HACCP (Hazard Critical Control Points) Form to the Organisers along with a detailed Risk Assessment. For these reasons, if you intend serving perishable food we advise you use the official venue caterers only. Furthermore, as the in-house venue caterers have sole right to supply all food and drinks consumed on site, permission will need to be obtained from the Organisers to bring in any outside catering and a corkage fee will apply. Law requires the following facilities: A wash hand basin, together with a supply of hot and cold water at a suitable controlled temperature, a supply of soap, clean towels and a nail brush. A sink together with a supply of hot water and cold water. Arrangements may be made to use the facilities on site; by prior arrangement and only if these facilities are accessible. In food preparation areas the floor covering must be smooth, impervious and easy to clean. In this instance carpet is not satisfactory. Hot water for sinks and basins must be provided from an immersion heater or instantaneous heater. A first Aid Kit containing sufficient supply of suitable bandages, dressing, including waterproof adhesive dressings, must be provided. 37 All persons engaged in the handling of open food must wear clean, washable over clothing. Open food displayed for human consumption must be adequately screened against the risk of contamination by persons visiting the stand. It is essential that all raw and cooked foods are separately handled, stored and prepared, so as to avoid any risk of cross contamination. Certain foods must be kept at a controlled temperature if the product contains cooked products such as meat, fish, eggs, cheese or vegetables. The Food Hygiene (amendment) Regulations 1990 require foods such as soft cheese, sandwiches and cream cakes to be stored at temperatures not exceeding 8°c, unless stated otherwise by the manufacturer. Other cooked foods, like pies, pasties, and sausage rolls and smoked or cured fish, if being served hot that day, must be kept at a temperature of not less than 63°c. Sandwiches, which contain any of the relevant foods, must be kept at or below 8°c unless they are served within 4 hours or completion of preparation. GANGWAYS All gangways at the exhibition must remain unobstructed and accessible at all times. Under no circumstances will any part of your stand, furniture or exhibits etc. be allowed to project beyond the boundary of your stand, with the exception of the organiser’s shell scheme name boards which may project into the gangways. Exhibitors should only work within the confines of their stand. The exhibitor should not engage in any activity or employ any person, liable to create unreasonable congestion in the aisles in the opinion of the Organisers. No doors or windows shall open outwards directly onto a gangway. Freedom of all main and cross gangways is essential for the build-up and breakdown of the exhibition. These gangways should remain as free as possible from any sort of equipment or materials during these periods. Additionally, emergency gangways will be in operation during the build-up and breakdown, which must remain completely clear. HAZARDOUS SUBSTANCES The control of substances hazardous to Health regulations (COSHH) is intended to address 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. 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 the Organisers at least 30 days prior to the substance being used on site. HEALTH & SAFETY DECLARATION The current Management of Health & Safety at Work Regulations (reg.9) requires cooperation and co-ordination with all parties whilst sharing a workplace. In order to assist this process, please complete the form at the back of this manual. The form will provide Swink Events with the contact details for the person responsible for Health & Safety on your stand, as well as the details of your principal stand contractor and help show that you have complied with the law with regard to appointing a contractor. Please also indicate on the form if any aspects of your participation require 38 special monitoring or consideration in order for Swink Events to provide you with any relevant information. Exhibitors are advised that the Health & Safety at Work Act 1974 requires that any equipment being operated or demonstrated shall be inherently safe or not create a hazard to the demonstrator or audience. HEAVY LIFTING In the interest of health and safety, the officially appointed lifting contractor (WES Logistics) is the only company permitted to operate mechanical and other cargo handling equipment in the halls and outside the unloading areas. The self-drive use of lorry mounted “HIAB” type cranes and lifting equipment will not be permitted within the halls. LADDERS Ladders must be used safely in the halls at all times and may need securing at the top to avoid falls. LIFTING/PACKING CASES There are numerous guidelines involved with the movement of packing cases: Forklift trucks must be used safely at all times and only by the approved lifting contractor (WES Logistics). Work areas should be maintained free from general waste and packaging materials, which could hazard operatives. Packing cases must not be allowed to obstruct gangways, passageways and fire exits. Nails etc must not be left protruding from any packing case or material. All packing cases and material must be removed from the exhibition halls as soon as possible. MANUAL HANDLING GUIDELINES During your participation at Convergence Summit North 2015, especially during the build up of the event, you or a member of your staff may need to lift or move items. The Manual Handling Operations Regulations 1992 (as amended) establish a clear hierarchy of measures for dealing with risks from manual handling, as outlined below. Please read carefully and circulate this information to your staff prior to the event. 1. Avoid hazardous manual handling operations so far as reasonably practicable; 2. Assess any hazardous manual handling operations that cannot be avoided; and 3. Reduce the risk of injury so far as reasonably practicable 39 Before you start Think about the job Does it need carrying, or can a trolley or other equipment be used instead Think about what you are going to do before you do it: Where is the load going? Does it need more than one person to lift it safely? Is there enough room? How can you avoid having to twist when lifting or putting the load down? Think about you Are you dressed for the job? Tight clothing can restrict movement. High heels are never suitable. Do you have a health problem that might make you vulnerable to injury If you are not sure of how heavy a load is, test it out before you try to lift it. Gently rock the load to test the weight and its distribution If you have not been trained, you should not lift >15Kg without advice from your local Manual Handling Assessor Remove any obstructions/tripping hazards from the route Work out where and how to take a rest if moving a heavy load over a long distance Are there any sharp edges? If so, then you may need to wear gloves to protect yourself If load is too bulky, look at ways in which to break it down Lifting technique Place you feet apart to make a stable base for lifting Placing one leg forward in front of the other will help improve balance and control If you have to reach out to the load, try sliding it towards you before attempting to lift it If lifting from a low height, bend your knees, NOT your back Stand correctly, keeping your back straight and your chin tucked in Keep your shoulders level and facing the same direction as your hips Lift smoothly, avoiding jerking movements Lift your head first – your back then straightens automatically Grip the load with your palms, rather than just your fingers – If you need to change your grip, rest the load first. Keep your arms close to your body to help support the load Do not allow the load to obstruct your view – seek assistance if it is too large. 40 Moving the load When carrying, keep the load as close to the body as possible Keep the heaviest side of the load closest to your body When pulling or pushing, use your body weight to move the load – if possible, let the momentum of the load do some of the work e.g. when pushing trolleys When pulling, keep your back straight and your arms as close to your body centre line as possible Avoid twisting your body when turning RISK AREAS Below are listed some areas that have been shown to cause hazards in the past. It is by no means an exhaustive list, but it should assist in the preparation of your Risk Assessment. All the below points should be drawn to the attention of your staff and contractors. Please give the following your due thought and consideration whilst onsite, and incorporate them in your main Risk Assessment. Understand the Fire and Emergency Procedures and notify your staff of the location of the First Aid Centre. Lifting operations must only be carried out by the appointed show contractor (WES Logistics). All portable tools are to be PAT tested prior to coming onsite. Only use machinery, especially bench saws, with correct guards fitted. Portable power tools and equipment must have the minimum length of trailing lead if fitted, which must be protected from damage and not left so as to cause a floor hazard. Tape down trailing cables. Children under the age of 16 are not allowed onsite during build-up and breakdown under any circumstances (please note that they are also not allowed during the open hours as it is a business event). Schedule a working rota to prevent tiredness and accidents. Take note of the COSHH precautions required for certain solvents e.g. adhesives, paints and cleaners. During the construction of any stand structures, any work at height must be carried out using the appropriate equipment, properly stabilised in accordance with HSE guidelines – such as the use of stepladders. 41 Contractors must wear suitable protective clothing relevant to their job, which includes head, eye, hearing, foot and hand protection. The safe use or storage of flammable liquids and substances, and isolation from waste and other risk areas is important. Chemicals and flammable liquids must be safely removed after use by the user and not placed in general rubbish bins or skips. The work area must be maintained free from general waste materials, which could pose a hazard to operatives. All waste should be disposed of in the proper manner. Do not block any of the halls doors, emergency gangways or emergency exits. Any fire extinguisher placed on your stand by the Fire Officer shall be under the full control of your stand safety representative(s), and must not be obstructed. Be aware of vehicle movements within the halls during build-up and breakdown. Forklift trucks and trolleys will be operating within the halls. All materials used in construction of your stand must be flameproof to BS 478 as relevant. SMOKE MACHINES Please be aware that the use of smoke machines is prohibited at the venue. STAND CONSTRUCTION Exhibitors are reminded that it is their responsibility to ensure that nominated contractors abide by all the regulations as contained in this section together with all requirements that are relevant to their operation. STAND DRESSING Artificial plants and flowers are often combustible and can give off poisonous fumes: they must not be used as stand dressing. Silk flowers are acceptable, providing they have been fireproofed to the appropriate standards and are marked as such. Cellulose paints are flammable and must not be used in stand dressing. Textile fabrics used for any stand dressing must be flameproof, or already treated with an approved chemical when purchased, in accordance with BS 5438 (1976). Certain fabrics such as wool, twill or felt need not be proofed. STROBE LIGHTING & LASERS The use of strobe type fittings for effect lighting and lasers is prohibited. UNDERTAKING YOUR RISK ASSESSMENT It is a legal requirement that every exhibitor undertakes their own suitable and sufficient assessment of the significant risk to health and safety to their employees and persons 42 not in their employment arising out of or in connection with the conduct or undertakings at Harrogate International Centre. The Risk Assessment shall cover as a minimum (but not limited to) the build-up, the open period and break down of their event. Take into account the work practices and exhibits – you need to include the open period of the show, taking into account the activities you and your staff will be doing on the stand and any potential risk to visitors e.g. using and displaying electronic equipment and ensuring all trailing cabling is hidden or suitably strapped down so as not to pose a trip hazard. A template Risk Assessment form has been included at the rear of the manual. See below for guidelines in helping you carry out your assessment. IMPORTANT - PLEASE NOTE: A risk assessment form completed with the blanket wording 'no risks' throughout will NOT be accepted as an adequate and accurate assessment of the potential hazards that may be involved in erecting your stand and you will be required to re-submit your form. However simple your stand erection is and the perceived risks insignificant, we require something in writing from you that shows that you have given due thought to the construction process of your stand and the activities carried out on your stand during the event and any possible risks involved - be they very minimal or highly unlikely. For any possible future reference, this is as much for your benefit as ours. We ask for nothing complicated, just some common sense listing of obvious things such as trip hazard from boxes, loose cabling, and secure panel erection etc. If you have any queries as to what is required please contact Nika Czoch on Tel: 0208 998 1053 or email [email protected]. AS AN EXHIBITOR YOU HAVE A LEGAL REQUIREMENT TO ASSESS RISKS APPERTAINING TO YOUR PARTICIPATION IN ANY EXHIBITION. THE RISK ASSESSMENT FORM IS INTENDED AS GUIDANCE ONLY AND COMPLETION DOES NOT ABSOLVE YOU FROM YOUR LEGAL RESPONSIBILITIES OR TRANSFER THEM TO SWINK EVENTS. Assessment and Control of Risk Areas The vast majority of activities carried out are of low risk and a general common sense approach to safety will be sufficient to control this risk. Please refer to the Risk Assessment form in the forms section. Risk Assessment Procedure An assessment of risk is nothing more than a careful examination of all works associated items, which could cause harm to people. The aim is to make sure that no one gets hurt or becomes ill by taking all practicable, foreseeable precautions to prevent them. ‘Hazard’ means anything that can cause harm (e.g. chemicals, electricity). ‘Risk’ is the chance, great or small, that someone will be harmed by the hazard. The important things to be decided are whether the hazard has the potential to cause harm, and whether it is covered by satisfactory precautions so that the risk of causing harm is adequately controlled. 43 This must be checked when assessing the risks. For instance, electricity can kill but the risk of it doing so is remote, provided that ‘live’ components are insulated and metal casings properly earthed. Assessing Hazard Don’t be overcomplicated. The hazards are comparatively few and straightforward. Checking them is commonsense, but necessary. Some of them will have been assessed already – for example, if toxic or dangerous chemicals are used, an Assessment should already have been made of the risks to health and precautions to be taken under the Control of Substances Hazardous to Health Regulations (COSHH). If so, consider them ‘checked’, and write that down when making a written assessment. For other hazards, list machinery that could cause harm, or if there is an awkward entrance or stair where someone could be hurt etc. If so, check that all reasonable precautions have been taken to avoid injury. Step 1 – Look for the Hazards Walk around your stand and look afresh at what could reasonably be expected to cause harm. Ask your staff what they think; they may have noticed things, which are not immediately obvious. Manufacturers’ instructions or datasheets can also help identify hazards and put risks in their true perspective. Step 2 – Decide Who Might Be Harmed, and How Think about people who may not be aware of what equipment or activities are taking place on your stand, e.g., visitors (including children), cleaners, contractors, etc. is there is a chance they could be harmed? Step 3 – Evaluate the Risks Arising From the Hazards and Decide Whether Existing Precautions Are Adequate or More Should Be Done Even after all precautions have been taken, usually some risk remains. Decide whether the remaining risk is high, medium or low. First, ask have all the things that the law requires been done? For example, there are legal requirements on prevention of access to dangerous parts of machinery. Then ask whether generally accepted industry standards are in place? But don’t stop there – because the law also says that all that is reasonably practicable to keep the workplace safe must be done. The real aim is to make the risks as small as possible by adding to existing precautions as necessary. More information about legal requirements and standards can be found in the relevant HSE publication entitled Management of Health and Safety at Work: Approved Code of Practice and Essentials of Health and Safety. If something needs to be done, is it possible to:Get rid of the hazard altogether? Control the risks so that harm is unlikely? If you find a significant risk a more detailed Risk Assessment must be completed. 44 Step 4 – Record Your Findings The Risk Assessment must be duly completed and signed. Please turn to the forms section to complete this task. If you require any further assistance contact Nika Czoch on Tel: 020 8998 1053 or email [email protected]. 45 SECTION D ~ Schedule of Forms Please note that all deadlines should be strictly adhered to at all times in order to allow contractors adequate time to process orders. FORM FAX NO. & CONTACT DUE DATE Audio Visual for Stands +44 (0) 845 120 5552 DB Systems +44 (0) 1423 537 261 10th Mar Broadband 20th Feb HIC Electrical & Lighting Orders Fascia Name Panel Furniture Hire Health & Safety Declaration Hotel Booking Insurance Form Hiscox Laser Lead Scanners Lifting and Courier Risk Assessment Shell Scheme Extras Stand Catering +44 (0) 1423 537 261 HIC +44 (0) 1423 537 261 HIC www.inspire.hire.co.uk Login – hire11 +44 (0) 20 8181 4910 Nika Czoch Tel No: 01780 484 052 http://www.trinityconferences.co.uk/rateca rd.aspx?event=MPL23 Purchase cover online at https://www.hiscox.co.uk/events/?scheme =3054 20th Feb 20th Feb 24th Feb IMMEDIATE IMMEDIATE IMMEDIATE Order online at http://milespub.circdata- 28th Feb solutions.co.uk/Exhibitors/CSN15/LogIn.a spx 24th Feb +44 (0)1223 367 618 WES Logistics Ltd +44 (0) 20 8181 4910 Nika Czoch +44 (0) 1423 537 261 HIC Kudos – HIC hospitality Email: [email protected] IMMEDIATE 20th Feb 3rd March PLEASE NOTE THAT HEALTH & SAFETY AND RISK ASSESSMENT FORMS ARE COMPULSORY FOR ALL EXHIBITORS. Also note that some contractors impose surcharges on late orders; therefore it is in your interest to return orders before the deadlines listed. 46 Innovative Event Technology Audiovisual & IT Rental Order Form SAVE 20% To qualify for the Early Bird rate simply place your order before 3rd March 2015 Monitors Click here to find out more! All monitors are supplied with a wall fixing bracket and 2m cables Early Bird Rate Standard Rate GBP (£) GBP (£) SPECIAL OFFER! - 46” LED Monitor includes Flat Base Stand. Approx. saving of 15% if you order before 24th February 2015 203 22" LCD monitor - widescreen incl desk stand 36 40 27" LCD monitor - widescreen incl desk stand 81 90 32" LED monitor - 16:9 HD 1080p Super Slim Display 122 135 40" LED monitor - 16:9 True HD 1080p Super Slim Display 176 195 46" LED monitor - 16:9 True HD 1080p Super Slim Display 198 220 47” LED monitor - 16:9 True HD 1080p Super Slim Display 243 270 55" LED monitor - 16:9 True HD 1080p Super Slim Display 347 385 60" LED monitor - 16:9 True HD 1080p Super Slim Display 486 540 65” LED monitor - 16:9 Ultra HD 2160p Super Slim Display 540 600 65” 4K LED monitor - 16:9 Ultra HD 810 900 70" LED monitor - 16:9 True HD 1080p Super Slim Display 576 640 75” LED monitor - 16:9 True HD 1080p Super Slim Display 590 655 80” LED monitor - 16:9 True HD 1080p Super Slim Display 648 720 90” LED monitor - 16:9 True HD 1080p Super Slim Display 891 990 Video Walls Click here to find out more! LCD screen video wall (46’’ modules) Contact Us, Click Here LED screen video wall (wall mountable) Click here to find out more! All monitors are supplied with a wall fixing bracket and 2m cables Touchscreens iPad3 68 75 iPad Air 89 99 22” integrated touchscreen 16:9 135 150 32" integrated touchscreen 16:9 315 350 40" integrated touchscreen 16:9 True HD 1080p 378 420 46’’ integrated touchscreen 16:9 True HD 1080p 468 520 52" integrated touchscreen 16:9 True HD 1080p 531 590 55" integrated touchscreen 16:9 True HD 1080p 734 815 65" integrated touchscreen 16:9 True HD 1080p 900 1,000 80" integrated touchscreen 16:9 True HD 1080p 1,958 2,175 Flat base monitor stand (for use with 32" - 50" monitors) 41 45 Laptop or dvd shelf (attaches to flat base or k base stands only) 18 20 Parabella stand with glass shelf (for use with 32" - 63" monitors) 86 95 Monitor Accessories iPad accessories (desk stand, wall mount, floor stand) Contact Us, Click Here Quantity Total Interactive kiosks Click here to find out more! Early Bird Rate Contact Us, Click Here "the e-brochure distribution system" www.ecoxpress.eu 22’’ Smart window www.dbpixelhouse.co.uk/innovx Desktop, laptop, Mac Standard Rate Contact Us, Click Here Click here to find out more! i5 desktop PC, installed with Windows 7 45 50 i7 desktop PC, installed with Windows 7 90 100 i7 laptop, installed with Windows 131 145 Microsoft Office 2010 20 24 Apple Mac Mini, 2.53Ghz, 4G, 320, GeF9400 90 100 Apple iMac 21.5",Quad i5 2.7,4gb,1Tb,Radeon 512mb 189 210 Apple iMac 27" Core i5 2.7 Ghz, 4GB, 1TB 243 270 Standard QWERTY keyboard (other options available) 9 10 Notebook QWERTY keyboard (other options available) 14 15 Standard optical mouse 4 4 Hand held presentation mouse 15 17 Wireless keyboard & mice 23 25 Multimedia PC speakers 15 17 DVD player, auto loop, mult-region 18 20 BluRay player 45 50 Nintendo Wii 45 50 2000 ansi projector 180 200 5000 ansi projector 540 600 1,314 1,460 Desktop & laptop accessories Playback & Games Consoles LCD projectors & accessories Click here to find out more! 7000 ansi 1080p projector Wide angle & telephoto zoom lens Contact Us, Click Here 6' x 6' tripod projection screen 41 45 6' x 4' projection screen 108 120 Projector stand 18 20 Trilite lectern 36 40 Colour laserJet printer (£0.15 / copy) 22ppm 176 195 Mono laserJet printer (£0.05 / copy) 20ppm 108 120 Desktop combi 12ppm mono, 4ppm colour (£0.15 / copy) 113 125 A4 recycled paper 80g 500 sheets 9 12 Flip chart & coloured pens 27 30 PA system (amp, EQ, 2 speaker cabs, mixer, stands / wall mounts) 198 220 Audio Record (Marantz) 51 57 UHF hand held radio mic + receiver 135 150 UHF head set / Lavelier radio mic, belt pack + receiver 135 150 Lectern mic + clamp 36 40 Office equipment Audio & accessories Click here to find out more! Quantity Total Equipment Subtotal Cable Total Equipment assurance, all risks except negligence (not Tablets) add 12% of equipment subtotal Our full service covers pre show administration, delivery direct to your booth, full installation, empty case storage, daily switch on & off, dismantle and pack up. Technical assistance on site is available 08:00 - 18:00 daily add 10% of equipment subtotal Dedicated technician (excl hotel & per diems as required) £265.00 / day This is only a sample of the equipment we stock. For bespoke installations call +44(0) 845 226 3083 or email [email protected] All credit card transactions will be processed in GBP United Kingdom Pounds at the published rate on the day of processing. Rental payment is due in advance either by wire transfer or credit card. How to order equipment 1. 2. Services Available We supply up to 5m cable as standard - £1.00 per metre > 5m Dedicated Technician SUB TOTAL UK VAT 20% (if applicable) Complete this 4 page order form and email it to [email protected] Order online at www.dbsystems.co.uk/book password: csn2015 3. Alternatively call +44 (0) 845 226 3083 or email your technical brief to us and we will produce a bespoke quote for you. To help us produce an accurate quotation we may require a stand plan or visual. TOTAL Can’t find what you are looking for? This is only a sample of the services and equipment we can provide. For bespoke requirements please call +44 (0)845 226 3083 or email [email protected]. Exhibition details Exhibition: Convergence Summit North, Harrogate International Centre .................................................................................................................................. Stand / booth name: .................................................................................................................................. Stand / booth number: .................................................................................................................................. Stand managers name: On site mobile number: ................................................................................................................................. .................................................................................................................................. Company details Company name: .................................................................................................................................. Company telephone number: .................................................................................................................................. Company billing address: .................................................................................................................................. Post / Zip code: .................................................................................................................................. VAT (sales tax) no: .................................................................................................................................. Payment details Cardholder’s name: .................................................................................................................................. Your ref number (if applicable): .................................................................................................................................. Your email address: .................................................................................................................................. Total amount due: .................................................................................................................................. Credit / Debit Card Please debit my: Visa Mastercard Diners Amex* *Amex additional fee of 3% Card number: Expiry Date: Security code on card: Sign ....................................................... Date....................................................... DB Systems Ltd. Spectrum 800, Ashchurch Business Park, Alexandra Way, Tewkesbury, Gloucestershire, GL20 8TD Submit Order Form PLEASE RETURN TO: EXHBITION SERVICES Harrogate International Centre Kings Road, Harrogate North Yorkshire HG1 5LA England Tel: +44 (0)1423 537223 Email: [email protected] IT Services - Order Form 2015 Please contact us if you have not received confirmation of your order within 7 days. A late booking charge of 20% of the total order will apply to orders placed within 14 days of the tenancy date. Event Name: Start Day: Today's Date: Exhibitor Contact Details Stand Name / No.: Contact Name: Company Name: Company Address: Company Tel.: Company Fax: Postcode: Company Email: INTERNET ACCESS Wired Broadband Internet Connection for 1 PC Wireless Broadband Access (for up to 2 PC's) Standard Prices Late Booking Prices (+20%) £75.00 £250.00 £90.00 £300.00 QTY TOTAL £0.00 DAILY £95.00 £0.00 EVENT £250.00 £0.00 Additonal IP Address (to connect extra PC's/Laptops). APPLIES ONLY TO WIRED CONNECTION £50.00 £75.00 £90.00 £60.00 £0.00 Network Switch £60.00 £72.00 £0.00 PC's & PERIPHERALS QTY TOTAL Connection of hubs, switches, ISA servers, routers or any other devices that are connected with the aim of £0.00 DAILY £75.00 £90.00 PC or Laptop Hire sharing the internet link amongst multiple hosts EVENT is not permitted unless this has been expressly agreed with the £225.00 £270.00 £0.00 Harrogate International Centre, in writing, whenDAILY placing order. £35.00 £42.00 £0.00 Laser Printer 42" Plasma Screen (inc. floorstand) DVD Player EVENT £105.00 £126.00 £0.00 EVENT £350.00 £420.00 £0.00 DAILY £30.00 £36.00 £0.00 EVENT £90.00 £108.00 £0.00 TECHNICIAN SUPPORT IT Technician / 4 hrs £140.00 QTY TOTAL QTY TOTAL £168.00 TELEPHONY £0.00 Telephone Line with Handset (inc £5 of calls) £150.00 £180.00 £0.00 Telephone Line with Fax machine (inc £5 of calls) £180.00 £216.00 £0.00 For any additional Information,advice or assistance please contact Exhibition Services on 01423-537223 or email: [email protected] [email protected] Sub Total £0.00 VAT @ 20.0% £0.00 1.5% Surcharge for Credit Card Total £0.00 ---------------------------------------------------------------------------------------------------------------------------------------------------------------PAYMENT If you wish to pay by Credit / Debit Card, please tick the box and we will contact you for the card details. Credit Card payments incur a 1.5% processing fee surcharge, which will be added to your payment CREDIT CARD DEBIT CARD Name : CHEQUE Amount: Contact number : Please find enclosed a cheque totalling £ payable in Sterling drawn on a UK Bank made payable to Harrogate Borough Council. PLEASE ENCLOSE PAYMENT WITH ORDER & RETAIN A COPY OF THIS FORM FOR YOUR RECORDS. Harrogate International Centre does not store any card payment details, therefore any card information will be destroyed after processing the payment PLEASE RETURN TO: EXHBITION SERVICES Harrogate International Centre Kings Road, Harrogate North Yorkshire HG1 5LA England Tel: +44 (0)1423 537223 Email: [email protected] ELECTRICAL ORDER FORM COMPLETE AND RETURN THIS ORDER FORM TO HARROGATE NO LATER 20/02/15 COMPANY & CONTACT STAND EARLY BOOKING PRICES (BELOW) ARE AVAILABLE ONLY ON ORDERS RECEIVED BY STANDARD PRICES WILL APPLY TO ORDERS AFTER THIS DATE - THESE PRICES MAY BE UP TO Early booking 500W SOCKET OUTLET £53.55 £64.26 1000W SOCKET OUTLET £68.35 £82.02 2000W SOCKET OUTLET £128.49 £154.20 3000W SOCKET OUTLET £174.19 £209.04 500W SOCKET OUTLET (24hr FRIDGE) £97.24 £116.69 6ft FLUORESCENT FITTING £44.31 £53.17 8ft FLUORESCENT FITTING £45.64 £54.77 GENERAL PURPOSE SPOTLIGHT 50W (PAR16) £29.44 £35.33 GENERAL PURPOSE SPOTLIGHT 100W (PAR38) £32.19 £38.63 CONNECTION TO CLIENTS OWN FITTING (PER CONNECTION UP TO 150W) £57.55 £69.06 CONNECTION TO CLIENTS OWN FITTING (PER CONNECTION UP TO 500W) £63.82 £76.59 £76.56 £91.88 £9.98/m £11.97/m SINGLE PHASE SUPPLY (MACHINERY ONLY) £poa £poa THREE PHASE SUPPLY (MACHINERY ONLY) £poa £poa CONNECTION TO CLIENTS OWN FITTING (PER CONNECTION UP TO 1000W) CEILING BATTENS VAT will be charged at the prevailing rate SUB TOTAL VAT TOTAL Before clients own equipment is connected into HIC electrical systems it must have a current up to date P.A.T. certificate. This service can be provided by HIC @ £10 + VAT per item. IF STANDS ARE WIRED BY CLIENTS OWN CONTRACTORS THE STAND ELECTRICAL SYSTEM MUST BE TESTED AS REQUIRED BY THE REQUIREMENTS FOR ELECTRICAL INSTALLATIONS AND TEST RESULTS PROVIDED TO HIC TECHNICAL DEPARTMENT BEFORE CONNECTION INTO HIC ELECTRICAL SYSTEM PLEASE RETURN TO: EXHBITION SERVICES Harrogate International Centre Kings Road, Harrogate North Yorkshire HG1 5LA England Tel: +44 (0)1423 537223 Email: [email protected] ELECTRICAL FITTING ORDER FORM Scale Used. IF SPOTLIGHTS/FLUORESCENTS ARE LOCATED AWAY FROM THE SIDES OF STAND, LIGHTING BATTEN WILL BE REQUIRED. * MAINTENANCE TO CLIENTS’ OWN FITTINGS IS NOT INCLUDED IN THESE PRICES * ALL WIRING MUST CONFORM TO NAEH REGULATIONS PLEASE RETURN TO: EXHBITION SERVICES Harrogate International Centre Kings Road, Harrogate North Yorkshire HG1 5LA England Tel: +44 (0)1423 537223 Email: [email protected] COMPLETE AND RETURN THIS ORDER FORM TO HARROGATE INTERNATIONAL CENTRE NO LATER THAN 20/02/15 EXHIBITION COMPANY NAME & ADDRESS POSTCODE TELEPHONE NUMBER CONTACT NAME FAX NUMBER SIGNATURE STAND NUMBER DATE Full payment is required by 06/03/2015 If you wish to pay by either Credit or Debit Card, please tick the following box and we will contact you for the card details Credit Card Debit Card To cover processing fees Credit Card payments attract a surcharge of 1.5% which will be added to your payment Card holder contact number:............................................................................................. Enclosed is a cheque totalling £ ……………….… payable in Sterling drawn on a UK Bank made payable to Harrogate Borough Council. VAT is applicable on all services provided by Harrogate International Centre PLEASE ENCLOSE PAYMENT WITH ORDER AND RETAIN A COPY OF THIS FORM FOR YOUR RECORDS PLEASE RETURN TO: EXHBITION SERVICES Harrogate International Centre Kings Road, Harrogate North Yorkshire HG1 5LA England Tel: +44 (0)1423 537223 Email: [email protected] FASCIA NAME BOARD ORDER FORM (Shell Stands Only) PLEASE TICK AS APPROPIATE: YES, we will be requiring a front fascia with company name and spotlights NO, we will NOT be requiring a front fascia with company name and spotlights IMPORTANT: All stands are required to have shell walls. The Organisers will do their best to accommodate requests not to have a front fascia; however in certain stand locations this may not be possible on the grounds of structural safety. The Organiser’s decision and discretion in this matter is final. COMPLETE AND RETURN THIS ORDER FORM TO HARROGATE NO LATER 20/02/15 COMPANY & CONTACT STAND IMPORTANT Please fill in below your company name as you wish it to appear on the fascia board attached to your stand. All fascia name boards will be printed in UPPER case, please make clear any requirement for dots …. or dashes -----. Call HIC Exhibition Services on 01423 537223 for more details One fascia name board is provided to each open side of your stand (minimum length of 2m). Stands with an open side over 10m in length will have an additional nameboard PLEASE RETAIN A COPY OF THIS FORM FOR YOUR RECORDS We want to inspire you to exhibit in style! Terms & Conditions of Hire We are constantly adding to our range of quality hire furniture so if you don’t see what you want – please view our web site or call us. www.inspirehire.co.uk login: hire11 Inspire Furniture Hire, PO Box 14298, Birmingham B46 9AZ Inspire Furniture Hire, PO Box 14298, Birmingham B46 9AZ Tables 1. Inspire Furniture Hire Limited (hereinafter called ‘the Company’) supply goods on hire only on the following terms and conditions and will not accept or be bound by other conditions. 2. It is the hirer’s responsibility to keep the hired furnishings in good repair and condition during the hire period. 3. The hire period shall commence from the time of delivery until the time of collection from the stand regardless of the opening and closing times of the stated exhibition. 4. Any losses or damage occurred during the hire period will be charged accordingly, normally five times the hire cost to enable any possible insurance claim to be made. 5. It is the hirer’s responsibility to arrange the necessary insurance for any losses or damage to hired stock. 6. No liability shall be attached to Inspire Furniture Hire in the unlikely event of failure to deliver or collect due to circumstances beyond their control. 7. All hirer’s must empty all belongings from the hired item(s) prior to collection, as no responsibility can be attached to ‘the Company’ for any losses or damage of the exhibitor goods. 10. There may be a surcharge where delivery is required to a venue where ‘the company’ would not normally attend. Any charge to be at the company’s discretion at that time and to be mutually agreed. 11. A 35% cancellation charge will be invoked against any cancelled orders after delivery has been made. 12. All sizes are in cm and are an approximation only. 13. The Company reserve the right without prior warning to make a reasonable substitute of similar quality should any item not be available. Reasonable contact will be endeavoured to discuss an alternative. 14. All colours shown are a representation only and may vary slightly, therefore the company will not be held responsible for any inaccuracies. 15. Full payment is required prior to delivery for all non-account customers. 16. Overseas cheques will incur an additional charge of £12.00 as part payment towards Bank charges incurred. 8. All prices quoted are subject to VAT at the prevailing rate and are for the duration of the exhibition/event providing the hire period does not exceed 14 days. Fax: 01675 482917 Product Description Oblong table Square table Square table Round table Round table Round table Bistro table Louve table Louve table Milan table Trestle table Trestle table Square table Round table Boardroom table Conference table Poly table Table drape (for TB12) Table drape (for TB13) Square table Planked Trestle table Colour Black, White, Beech Black, White, Beech Beech Black, White, Beech Black, White, Beech Black, White, Beech Black, White, Beech Black, White, Beech Black, White, Beech Black, White, Beech Aluminium Aluminium Black Beech Dark Blue Dark Blue White H 73 73 73 74 74 74 74 74 74 73 73 73 73 73 73 73 73 74 73 W 120 61 70 80 dia 90 dia 100 dia 60 dia 80 dia 90 dia 61 180 120 70 70 dia 200 110 180 75 180 D 61 61 70 61 76 76 70 80 160 76 75 61 SH Hire Cost (£) 36.00 30.00 32.00 40.00 43.00 46.00 38.50 40.00 43.00 38.50 24.00 21.00 38.00 36.00 170.00 82.50 26.00 17.00 19.00 40.00 24.00 Apollo chair White, Black, Red Side chair Blue, Black Side chair White, Blue, Black, Red, Grey Milano chair White, Black, Beech Fan Back chair Blue, Black, Red Cantilever chair with arms Black Fiesta chair Red, Blue Keeler chair Tomato, Lime, White, Beech Bistro chair Aluminium Lunar chair Silver Chrome back chair White, Black, Red, Royal Blue, Lime Green, Turquoise, Magenta Pink or Light Grey Cantilever chair Blue Poly stacking chair Dark Grey Managers Chair Black leatherette Draughtsmans chair Blue, Grey Linking chair Blue, Black Executive leatherette chair Black Typist chair Blue, Grey, Black Firenza chair 83 81 75 78 80 75 84 74 80 85 53 40 53 56 60 52 46 55 43 41 46 39 53 56 55 52 42 55 45 41 47 45 47 47 47 48 48 46 46 46 30.00 18.50 23.50 29.50 29.50 26.50 29.50 25.00 24.00 24.00 25.00 92 74 80-122 83 90 79-82 49 60 50 53 57 47 49 60 50 46 57 42 47 46 63-89 47 46 40-57 25.00 6.50 52.50 36.00 19.00 42.00 30.00 29.50 140 76-98 83 90 88 98 90 90 53 50 36 46 37 45 46 46 52 47 36 48 37 46 38 38 79 52-74 83 87 60-80 80 76 76 30.00 32.00 29.50 32.00 30.00 32.00 32.00 32.00 84-106 60 48 52-74 33.00 30.00 32.00 33.00 30.00 30.00 35.00 Standard Chairs SC01 SC02 SC03 SC04 SC05 SC06 SC07 SC08 SC09 SC10 SC11 SC12 SC13 SC15 SC16 SC17 SC18 SC19 SC20 Bar Stools BS01 BS02 BS03 BS04 BS05 BS06 BS07 BS08 BS09 BS10 BS11 BS12 BS13 BS14 BS15 9. Where ‘the company’ is the appointed contractor, there will be no delivery charge, unless the venue is overseas or outside our normal delivery area when there may be a surcharge subject to the company’s discretion at that time. Tel: 01455 234919 Code TB01 TB02 TB03 TB04 TB05 TB06 TB07 TB08 TB09 TB10 TB12 TB13 TB14 TB15 TB16 TB17 TB18 TB19 TB20 TB21 TB22 Email: [email protected] Bar stool Aluminium Oxford Bar stool Black Bar seat White, Lime, Black, Red, Blue Esta Bar stool Beech Chicago Bar stool Black, White Leatherette Bar stool Black,White Bar Stool Beech Sophie Bar stool Black, Blue, Red, Turquoise, Grey, White, Lime, Pink Wave Bar stool Black, Red, White Jay Bar seat Black,White,Blue,Red Bar stool Blue seat Zenith Bar stool White, Black Chrome surround bar stool Black Button bar stool White Liquorice bar stool White/Black seat, Black/White seat Tel: 01455 234919 Fax: 01675 482917 Email: [email protected] Bar Tables Code BT01 BT02 BT03 BT04 BT05 Product Description Colour Square Bar Table Black, White, Beech Round Bar Table Black, White, Beech, Aluminium Bar 1.8 metre length Chrome surround bar table Bar table Glass H 115 115 W 61 61 dia D 61 SH Hire Cost (£) 55.00 55.00 95.00 55.00 68.00 74 109 143 100 450 100 450 100 180 180 80 80 46 100 550 60 550 50 30 30 47 47 62 50 100 60 100 100 45 45 55.00 60.00 60.00 65.00 55.00 76.00 70.00 60.00 70.00 70.00 33 33 33 43 61 61 dia 61 90 61 61 43 29.00 29.00 31.00 55.00 100 100 198 198 198 100 80 60 100 98 50 50 98 50 50-61 50-61 50 50 50 50 50 61 dia 61 dia 61 dia 142.50 145.00 154.00 158.00 170.00 55.00 50.00 45.00 Order Form Cabinets CB01 CB02 CB03 CB04 CB05 CB06 CB08 CB09 CB11 CB12 Low cabinet Medium cabinet 4 drawer filing cabinet High Cabinet Square cabinet Computer cabinet Computer workstation Registration counter 2 door locker 4 door locker Beech/Grey sides Beech/Grey sides Grey Black, Grey, Beech Black,Beech Grey Black,Beech Black, White, Beech tops Inspire Furniture Hire, PO Box 14298, Birmingham B46 9AZ Company Name: Invoice Address: Coffee tables CT01 CT02 CT03 CT04 Square coffee table Round Coffee table Upholstered coffee table Glass coffee table Black, Beech, White Black, Beech, White Blue, Red, Dark Grey Display cases (all lockable and with lights) DC01 DC02 DC03 DC04 DC05 DC07 DC08 DC09 Jewel Display Case Counter Display case Slim Tallboy case Slim Tallboy case with cupboard Wide Tallboy case High Display Plinth Blue, Black, Red, Grey Medium Display Plinth Blue, Black, Red, Grey Low Display Plinth Blue, Black, Red, Grey Tel no: Fax no: Email: Purchase order no: Contact name: Exhibition Name: Venue: Qty Office DK01 DK03 Desk with pedestal Mobile pedestal Beech Beech 72 60 120 44 72 60 Verona Leatherette 2 seat settee Black Cushions Red, Dark Blue Verona Leatherette chair Black Hug Lounger Black, Blue, Grey, Dark Red Unit Lounger Blue, Dark Grey, Red Square seat White, Black Pedro leatherette settee Pedro leatherette chair Padded bench seat Black, White Smartie bench seat 74 74 84 68 50 48 144 76 70 56 42 142 67 67 61 64 42 46 44 44 43 33 50 Hall no (if app): Code Description Stand no: Colour Price ea Total 68.00 39.50 Loungers LC01 LC02 LC03 LC05 LC06 LC07 LC08 LC09 LC10 LC11 270.00 5.25 135.00 40.00 38.00 32.00 150.00 75.00 85.00 98.00 Miscellaneous MC01 MC05 MC06 MC07 MC08 MC10 MC11 MC12 MC13 MC14 MC15 MC16 MC17 MC18 MC19 MC20 MC21 MC22 MC23 MC24 MC25 MC26 MC27 MC29 MC30 MC31 MC32 MC33 Standard Refrigerator Wastebin Gown rail Coat hanger (pack of 15) Cheval mirror Landscape Sign Holder - Display size 395 x 275 Portrait Sign Holder - Display size 275 x 395 1m Chrome post 1.4 m length Rope Red, Blue Table Fan Kettle Coffee Maker Hat & Coat stand Chrome shelving - 4 shelves Chrome shelving - 5 shelves Flip top bin Double A4 Zig Zag rack Grey, Black A4 Zig Zag rack Grey, Black A4 Perspex holder (sale only) Carrier bag holder Velcro Hoop 3metre pack Velcro Loop 3 metre pack Sloping Shelf Rack Aluminium Revolving literature rack Black Lipstick mirror Divider screen Tensator barriers Garden bench 150 110 110 180 180 160 160 100 180 1400 74 150 91 91 56 28 90 800 127 SH - Seat Height Tel: 01455 234919 Fax: 01675 482917 35 35 28 28 35 34 42 68.00 6.00 26.50 9.00 36.00 31.00 31.00 15.00 14.00 25.00 18.50 26.00 20.00 67.50 72.50 20.00 65.00 50.00 8.00 34.00 8.00 8.00 92.50 45.00 32.00 40.00 30.00 30.00 All dimensions in cm Email: [email protected] Sub total 1. Please note terms and conditions of hire overleaf. 2. Please note payment is required prior to delivery by one of the following methods. VAT Total Payment Details Cheque To be made out to Inspire Furniture Hire Limited (Cheques to be drawn on UK Bank in sterling) By Bank Transfer To: Credit/Debit card Mastercard/Visa Card Number in boxes below: Lloyds TSB Bank Plc PO Box 1000, BX1 1LT Account Name: Inspire Furniture Hire Ltd Account No: 23702668 Sort Code: 30-84-33 IBAN No: GB26LOYD30843323702668 IBAN BIC: LOYDGB21752 Expiry date: / Security Code: Cardholder Name: Vat number GB 916 6642 09 Reminder: Has the VAT been included in your payment? VAT Invoice/Receipt will be supplied upon receipt of order. Terms and Conditions of hire - please see overleaf. Tel: 01455 234919 Fax: 01675 482917 Email: [email protected] Exhibitor Health & Safety Declaration Convergence Summit South 2015 1. THE HEALTH & SAFETY AT WORK ACT, ETC., 1974 (HASAWA74) It is a condition of entry into the exhibition that every Exhibitor, Contractor, sub-Contractor, supplier and their agents comply with the HASAWA74 and all other legislation covering the Venue. The Exhibitor accepts that it is their legal and moral responsibility to ensure that their own and others’ Health & Safety is not put at risk by their actions (or inactions) throughout tenancy. Our Health & Safety representative on the stand is: Position: Mobile No: Exhibitor Company Name: Stand Nº: Address: Postcode: Tel: Fax: Authorised: Date: Print: Position: TO BE SIGNED BY A SENIOR PERSON WITHIN THE EXHIBITING COMPANY Please tick the below where appropriate: We have trained and made our stand staff aware of the potential risks present on site and have completed a suitable Risk Assessment covering our exhibits, demonstrations and work practices on site: I have ensured that our principal stand Contractor(s) has a suitable and sufficient Method Statement and Risk Assessment prepared for the show - and he has satisfied me of his competence to undertake the tasks required of him: I will make available at Convergence Summit North a copy of our own company’s Health & Safety Policy and Risk Assessment. Our stand staff will be sufficiently instructed and trained in relevant matters in order to carry out their tasks competently: We also understand that we must remove all large items of rubbish and any stand fitting from the halls during the build up and pull out. Please read the Health & Safety section in the Exhibitor Manual THOROUGHLY PLEASE REMEMBER TO TAKE A COPY OF THIS FORM FOR YOUR FILES! Please return form IMMEDIATELY to: Nika Czoch, Swink Events LLP, 32 Kings Road, Chalfont Saint Giles, Buckinghamshire, HP8 4HS Tel: 0208 998 1053 Fax: 0208 181 4910 Email: [email protected] Convergence Summit North, Harrogate International Centre, Kings Road, Harrogate, HG1 5LA 17th and 18th March 2015 To assist you with your travel arrangements, Miles Publishing have arranged a free accommodation booking service with Trinity Event Solutions Ltd. We have secured allocations of rooms at hotels close to the venue. We recommend that bookings are made as early as possible to avoid disappointment. Special discounted rates have been negotiated for this event. To book, simply choose your preferred hotel and you can book online via the secure on-line booking form. All bookings are subject to availability and will be confirmed to you in writing. Please visit our website: http://www.trinityconferences.co.uk/ratecard.aspx?event=MPL23 Alternatively call on 01780 484052 and ask to speak to Nicola or Lesley or e-mail [email protected] We have handpicked hotels that are closest to the event venue, however if you have a preferred hotel, please let us know and we will negotiate the best rate for your stay. S = SINGLE OCCUPANCY D = DOUBLE OCCUPANCY All rates are inclusive of VAT and breakfast Hotel Name The Majestic Hotel Harrogate, Ripon Road, Harrogate, HG12HU Holiday Inn Harrogate – Kings Road, Harrogate, HG1 1XX The Old Swan, Aswan Road, Harrogate, HG1 2HU Star Rating Proximity to Harrogate International Centre 4 2 min walk 4 1 min walk £138.00 S/D £129.00 S £129.00 D 4 4 min walk £ 90.00 S/D £ 90.00 S £100.00 D Standard Rate Discounted Rate £120.00 S/D £105.00 S £115.00 D PUBLIC LIABILITY INSURANCE GUIDANCE FOR EXHIBITORS Please note that our terms and conditions require exhibitors to hold a minimum £2m limit of Public Liability insurance. This protects you against legal claims for accidental injury to third parties and/or for damage to third party property. This is not the same as Employers’ Liability insurance. You may already have Public Liability insurance, however not all business policies cover events taking place outside your business premises. If in doubt you should consult your insurance provider. Hiscox can provide Public Liability, Employers’ Liability, Cancellation and Abandonment and Property covers for both exhibitors and event organisers. To get a quote and buy online visit http://www.hiscox.co.uk/events/3054 and select buy online. Important Note - Hiscox can insure exhibitors located within European Union countries, Norway and Switzerland. Exhibitors from other countries must arrange insurance locally. We are not permitted to advise you on any insurance matter. You are under no obligation to purchase insurance from Hiscox and may choose to seek a quotation from other providers. Hiscox Underwriting Limited, a company authorised and regulated by the Financial Conduct 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 Syndicate 3624 at Lloyd's of London which is managed by Hiscox Syndicates. Record the contact details for all visitors to your stand Rent a small, lightweight laser scanner from the registration desk. Spend more time speaking with your visitors and let the scanner do the hard work for you. Your data is instantly ready for marketing campaigns. How they work Every visitor is allocated a badge with a unique barcode before entry to the exhibition. Simply scan each visitor that shows an interest in your products or services. This scanned data will then be emailed to you after the event as an Excel file. It will contain contact details such as address, telephone, fax and email data where available. If you require additional scanners, please specify on the reverse of this form and they will also be delivered to your stand. With multiple barcode scanners, you can spend more time speaking with your visitors and let the scanners do the hard work for you. See the registration desk for further details Circdata Ltd, The Coach House, Turners Drive, Thatcham, Berkshire, RG19 4QB Telephone: 01635 869868 Fax: 01635 868594 Email: [email protected] Web: www.circdata.com Barcode Scanner - Order Form Please complete in BLOCK CAPITALS and return to the registration desk Exhibition Name. Exhibition Dates. Exhibitor Company Name. Name of person to receive scanned data Email of person to receive scanned data Address for invoice City/Town State/County Country Tel No E-mail address. Hall No. Ordered by (Please print name) . Job Title. Zip code/Postcode. Fax No. . Stand No. Select your method of payment By cheque made payable to CIRCDATA By Visa / MasterCard / Amex (Circle as appropriate) Company VAT Number Card Number Start Date Issue No Holders name Signature Address City/Town State/County Country Expiry Date Security No Zip code/Postcode. Please fill in your requirements Price per unit VAT at 20% Total price Units Total to pay Service and Set-up - includes file output to disc or by email post show. First Scanner £199 £39.80 £238.80 1 £238.80 Rental fee per additional Scanner £109 £21.80 £130.80 General information and terms Payment for additional scanners must accompany your order. Purchase orders are not accepted. Overseas exhibitors must pay in pounds sterling drawn on a UK bank or Credit Card. Scanners must be picked up and returned at the show. All scanners not returned within one hour of the show closing (last day) will be considered not returned. No refund on advance orders will be given. Please make sure that you return your scanners to the registration desk each day to ensure that your data is backed up. A charge of £300 will be made for any scanner not returned or returned damaged. CIRCDATA can only supply as much information as provided by the visitor on their registration card. We cannot guarantee that visitors will supply full data. CIRCDATA cannot be held responsible for data loss in the unlikely event of hardware failure, corruption or viral infection. Grand total Circdata Ltd, The Coach House, Turners Drive, Thatcham, Berkshire, RG19 4QB Telephone: 01635 869868 Fax: 01635 868594 Email: [email protected] Web: www.circdata.com INSERT LOGO HERE 30 PANTON STREET CAMBRIDGE CB2 1HP UNITED KINGDOM TEL: +44 (0) 208 508 2224 EMAIL: [email protected] WEB: www.wes-group.com Order Form Exhibiting Company Name: Hall Number: Stand Number: Invoicing Company: Invoicing Address: Town / City: County / Post Code: Country Email: QUANTITY Telephone: VAT Number: DESCRIPTION L x W x H (CMS) WEIGHT (KGS) Number of vehicles expected: TRANSPORT REQUEST – Please indicate below Collection Address: Delivery Date To Stand: Return Delivery Required – Please indicate below YES NO CUSTOMS CLEARANCE - Please tick box if required Temporary Import Permanent Import METHOD OF TRANSPORT - Please tick box as appropriate Airfreight Sea Freight Road DELIVERY DATE - Please indicate date below Advanced Warehouse: Courier To Stand: ONSITE SERVICES – Please indicate below Forklift to Unload / Reload Vehicle Labour No. of Men: No. of Hours: Pallet Truck Hire INBOUND Date: Date: Date: STORAGE – Please indicate amount in CBM below Empty Case Storage: Time: Time: Time: OUTBOUND Date: Date: Date: Time: Time: Time: Full Goods Storage: YOU WILL BE ISSUED WITH A BOOKING REFERENCE AND ONSITE INSTRUCTIONS ONCE A COMPLETED ORDER FORM HAS BEEN SUBMITTED TO [email protected]. IF YOU REQUIRE INSURANCE PLEASE CONTACT US VIA EMAIL. □ MAESTRO Card Number: ________________/__________________/__________________/_________________ □ □ AMEX MASTERCARD Expiry Date: ________/________ □ VISA □ VISA DEBIT Cardholders Name: __________________________________________________________________ Three digit security code: _______________ Cardholder’s Signature:___________________________ Print Name: ________________________________ Date: ____/____/____ Payments will be taken in Pounds Sterling (GBP) at the UK rate of exchange applicable on date of processing. Credit Card payments are subject to a 5% service charge. All business is undertaken in accordance with our Conditions of Trade, copies of which are available upon request. GUIDANCE NOTES How to complete your Risk Assessment Form All Risk Assessments should be a careful and studied examination of your activities ensuring that your build-up, the open period and breakdown are achieved safely and nothing occurs, which could cause harm to any person. The following guidelines will assist you to make a basic Risk Assessment of your activities. If you are building a large or complicated stand, or are involved in unusual activities during the exhibition, you may need to seek the assistance of a qualified Health and Safety Adjudicator. Note 1 A hazard is anything that has the potential to cause harm, i.e., a workman falling from a ladder, dropping tools, moving large and heavy loads, etc. Note 2 In this section you must include everyone who could be injured as a result of such activities, i.e., the workman, other people working on the stand, other exhibitors, porters moving furniture, visitors, etc. Note 3 Your own assessment of the risks. A risk is the likelihood of harm arising from a hazard. Use the columns to judge the risk and tick the appropriate boxes. If both ticks are in the top boxes then you should not pursue the activity (it is too dangerous) and should seek an alternative way of completing the task. If both ticks are in the centre boxes you will need to implement some form of control. Note 4 You must record the steps you have taken to ensure nothing dangerous occurs. Your entry may read something like ‘Use of trained and qualified staff only, rope and post area to restrict area, ensure staff trained in manual handling, etc.,’ (these examples are guidelines only). Note 5 You carry some legal responsibility for any person working for you and acts or omissions. You must ensure that any contractors you use are competent and will work in a safe manner. This you may do through requesting copies of their Health & Safety policy. If they cannot supply such documentation you would be wise not to use them. NB: As an exhibitor you have a legal requirement to assess risks appertaining to your participation in any exhibition. These forms are intended as guidance only and completion does not absolve you from your legal responsibilities or transfer them to Swink Events LLP. IMPORTANT: BLANKET ‘NO RISKS’ OR ‘N/A’ STATEMENTS ON YOUR FORM WILL NOT BE ACCEPTED AND YOU WILL BE REQUIRED TO RESUBMITT YOUR FORM. 1 RISK ASSESSMENT FORM CONVERGENCE SUMMIT NORTH 2015 RETURN IMMEDIATELY – A blank form or ‘risks n/a’ will not be accepted To help you assess potential hazards at the event, please tick if you are planning any of the listed activities below on your stand. If you tick YES, for activity listed, work along the page, detailing who is at risk from the activity, your assessment of the risk and how the risk will be controlled. To help you, some controls measures have been suggested; however these are by no means comprehensive and are guidelines only. You must list your own comprehensive set of controls for your particular set up. If you are using one of the example control measures given, please clearly indicate so. Please refer to the notes page overleaf for additional guidance. The list of activities is not exhaustive and some blank rows have been added for your use if required. If required, please duplicate the form. TICK IF RELEVANT TO YOUR STAND ELECTRICAL ITEMS: For example:. PCs, laptops, monitors etc. YES LIST HAZARD (Note 1) List hazard for activity: For example: electrocution from faulty equipment, fire risk from overloaded power supply etc. NO WHO AT RISK? (Note 2) Tick as appropriate: Contractors Stand staff Venue staff Visitors Other:________ ASSESSEMENT OF RISK / PROBABLITY? (Note 3) Tick as appropriate: HIGH: Probable to cause major injury POSSIBLE: HOW IS THE RISK CONTROLLED? (Note 4) List your controls to minimise risk: For example: adequate power supply ordered, no daisy chaining, PAT tested equipment etc. UNLIKEY: MEDIUM: Possible to cause minor First Aid treatment REMOTE: LOW: Unlikely to cause anything CABLING TO ELECTRICAL ITEMS: YES NO For example: trip from trailing cabling Contractors Stand staff Venue staff Visitors Other:________ HIGH: Probable to cause major injury POSSIBLE: UNLIKEY: MEDIUM: Possible to cause minor First Aid treatment LOW: Unlikely to cause anything 2 REMOTE: For example: taping down all cabling, use of hazard tape etc. BOXES OF LITERATURE: For example magazines, hand out leaflets, sales forms etc. YES For example: pile of empty boxes creating trip risk NO Contractors Stand staff Venue staff Visitors Other:________ HIGH: Probable to cause major injury POSSIBLE: For example: safe storage and removal of empties UNLIKEY: MEDIUM: Possible to cause minor First Aid treatment REMOTE: LOW: Unlikely to cause anything POSTERS/GRAPHICS DISPLAY: YES For example: graphics falling, use of ladders NO Contractors Stand staff Venue staff Visitors Other:________ HIGH: Probable to cause major injury POSSIBLE: UNLIKEY: MEDIUM: Possible to cause minor First Aid treatment REMOTE: LOW: Unlikely to cause anything POP UP/SELF SUPPORTING DISPLAY: YES For example: procedure display stability, fitting NO Contractors Stand staff Venue staff Visitors Other:________ HIGH: Probable to cause major injury POSSIBLE: UNLIKEY: MEDIUM: Possible to cause minor First Aid treatment REMOTE: LOW: Unlikely to cause anything USE OF OWN LIGHTS: YES NO For example: faulty equipment causing fire risk Contractors Stand staff Venue staff Visitors Other:________ HIGH: Probable to cause major injury POSSIBLE: UNLIKEY: MEDIUM: Possible to cause minor First Aid treatment LOW: Unlikely to cause anything 3 REMOTE: For example: PAT testing, compliant with electrics rules and regulations in exhibitor manual MANUAL HANDLING HEAVY LOADS: YES Contractors Stand staff Venue staff Visitors Other:________ NO HIGH: Probable to cause major injury POSSIBLE: UNLIKEY: MEDIUM: Possible to cause minor First Aid treatment REMOTE: LOW: Unlikely to cause anything INTERACTIVE VISITOR GAME/ACTIVITY: YES Contractors Stand staff Venue staff NO HIGH: Probable to cause major injury POSSIBLE: UNLIKEY: MEDIUM: Possible to cause minor First Aid treatment Visitors Other:________ For example: Organiser has been informed, completed a separate risk assessment for activity, supervised by trained staff REMOTE: LOW: Unlikely to cause anything STAND CATERING: YES For example: food hygiene, food poisoning, alcohol consumption NO Contractors Stand staff Venue staff Visitors Other:________ HIGH: Probable to cause major injury POSSIBLE: For example: use of venue catering only, monitor alcohol consumption UNLIKEY: MEDIUM: Possible to cause minor First Aid treatment REMOTE: LOW: Unlikely to cause anything USE OF INDEPENDANT CONTRACTORS FOR STAND SET UP: YES NO For example: unsafe work practices, use of ladders Contractors Stand staff Venue staff Visitors Other:________ HIGH: Probable to cause major injury POSSIBLE: UNLIKEY: MEDIUM: Possible to cause minor First Aid treatment LOW: Unlikely to cause anything 4 REMOTE: For example: use of approved and certified contractors, ask contractors to complete risk assessment for work carried out (Note 5) Contractors Stand staff Venue staff Visitors Other:______ HIGH: Probable to cause major injury POSSIBLE: UNLIKEY: MEDIUM: Possible to cause minor First Aid treatment REMOTE: LOW: Unlikely to cause anything Contractors Stand staff Venue staff Visitors Other:______ HIGH: Probable to cause major injury POSSIBLE: UNLIKEY: MEDIUM: Possible to cause minor First Aid treatment REMOTE: LOW: Unlikely to cause anything Contractors Stand staff Venue staff Visitors Other:______ HIGH: Probable to cause major injury POSSIBLE: UNLIKEY: MEDIUM: Possible to cause minor First Aid treatment REMOTE: LOW: Unlikely to cause anything Please return form to: Nika Czoch, Swink Events LLP, 32 Kings Road, Chalfont St Giles, Bucks, HP8 4HS Tel: 0208 998 1053 Fax: 0208 181 4910 Email: [email protected] 5 OPTIONAL EXTRAS Extra display fittings and wall panels for subdivision of your stand space are available to order. Please note that the only fixing method which may be used directly on wall panels is Velcro dots and strips; no pins, staples, screws or other intrusive fixings are allowed. If a wall panel is damaged in any way, then an extra charge for replacement will be made. If you need to fix heavy objects to walls, you can do so by using a Pendant Panel fitted with a plywood infill which will accept most kinds of fixing. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 Pin board display panel Pendant mirror Sloping shelf Straight shelf Garment rail Waterfall garment rail Garment hook set Power track Lighting track on cantilever brackets Spotlights Literature rack Worktop plinth Internal partition panels Lockable door Dwarf panels Muslin ceiling Extra wall panelling Standard finish: fabric covered panels or white melamine panels (dependant on organisers’ request) for subdividing stand space, similar to those in main structures. Standard finish. Alternative finishes are available by arrangement. Note: NO FIXINGS ALLOWED to these panels: pendant display panels (see below) are available for this purpose. WP10-25 WP05-25 WP10-10 Wall panel 1m wide x 2.5m high Wall panel 0.5m wide x 2.5m high Dwarf panel 1m wide x 1m high WP07-25 WP02-25 Wall panel 0.75m wide x 2.5m high Wall panel 0.25m wide x 2.5m high Shelves & literature rack (Ref 3, 4 & 11 on illustration) White laminate-faced shelves fixed to walls with cantilever brackets. Can be fitted sloping at 25deg with a raised aluminium lip at the front edge; or flat with a flush front edge. The literature rack is in aluminium and acrylic. All are adjustable for height. Max. Recommended load 30 Kg. SF10-03 SS10-03 LIT01 Shelf - Flat 1m wide 0.3m deep Shelf - Sloping 1m wide 0.3m deep Literature rack 1m wide, 0.2m deep with 4no A4 sections Worktop plinth (Ref 12 on illustration) A 500mm deep white laminate-faced worktop/shelf on an aluminium plinth frame fixed to the wall. Will support substantial weights, and should be used in reference to cantilever shelves for heavy items. Special depths/heights by arrangement. WP10-05-05 Worktop 1m wide, 0.5m deep, 1m high with shelf below Pendant display panel and Mirror (Ref 1 & 2 on illustration) A framed pendant wall panel for graphics or 3-D object display. Three infill options: fabric-faced pin board for graphics and lightweight objects; fabric-faced plywood for heavier objects; and a mirror. Two fabric options: Blue or Red - please indicate on the stand fitting accessories order form. Special frame sizes and/or custom infill’s can be supplied by arrangement. PP09-09 PW09-09 PM09-09 Pin board 0.9m wide, 0.9m high Plywood 0.9m wide, 0.9m high Mirror 0.9m wide, 0.9m high PP09-12 PW09-12 PM04-12 Pin board 0.9m wide, 1.2m high Plywood 0.9m wide, 1.2m high Mirror 0.4m wide, 1.2m high Garment hanging (Ref 5, 6 & 7 on illustration) Rails, brackets and hooks for fixing to the walls. The rails project 320mm from the wall panels and can span 1 or 2 bays. The waterfall bracket fixes to any post, including the 45deg channels. The garment hook set is based on a horizontal rail which spans one bay. Default height from ground 1.500m, but can be different height by arrangement. Special rail lengths are also available if required. GR10 NB420 1m garment rail Waterfall garment rail 420mm GR10 Garment hook set – 4 hooks, 1m wide Doors & curtains for internal enclosures Where extra panels are being ordered to enclose a space within the stand, access may be provided by substituting a lockable door or a curtain for one of the 1m panels. The door is timber-veneer-faced and fitted with a lockable handle set. The standard curtain is in white, but custom fabrics can be supplied by arrangement. EXDOOR Lockable door module for 1m wide bay CUR01 Curtain set for 1m wide bay Night Sheets (Available on Request) Night sheets are supplied complete with padlocks, securing the open sides of the stands. Extra Lighting Extra lighting can be added by ordering 50W or 100W adjustable spotlights fixed to power tracks. Up to 3 lamps can be used per 1200mm track, and the tracks can be fixed either behind fascia panels, on front-to-back ceiling beams; or on cantilever brackets which hold the lamps 450mm out from wall panels. Order lamps and tracks separately to achieve the lighting you need, contact the HIC Exhibition Service Office for further details. PLEASE RETURN TO: EXHBITION SERVICES Harrogate International Centre Kings Road, Harrogate North Yorkshire HG1 5LA England Tel: +44 (0)1423 537223 Email: [email protected] STAND ORDER FORM COMPLETE AND RETURN THIS ORDER FORM TO HARROGATE 20/02/15 NO LATER COMPANY & CONTACT STAND EARLY BOOKING PRICES (BELOW) ARE AVAILABLE ONLY ON ORDERS RECEIVED STANDARD PRICES WILL APPLY TO ORDERS AFTER THIS DATE - THESE PRICES MAY BE UP TO WALL PANEL 1m wide x 2.5m high Early booking £67.20 £80.64 WALL PANEL 0.75m wide x 2.5m high £50.40 £60.48 WP05-25 WALL PANEL 0.5m wide x 2.5m high £35.28 £42.34 WP02-25 WALL PANEL 0.25m wide x 2.5m high £30.43 £36.51 WP10-10 DWARF WALL PANEL 1m wide x 1m high REF DESCRIPTION WP10-25 WP07-25 QTY AMOUNT £48.85 £58.62 WP10-05-05 WORKTOP 1m wide, 0.5m deep, 1m high with shelf below £86.55 £103.86 EXDOOR LOCKABLE DOOR £106.28 £127.54 CUR01 CURTAIN SET FOR 1m wide bay £60.79 £72.95 2 £12.29/m 2 HICWM WHITE MUSLIN CEILING £10.24/m HICNS NIGHT SHEET (Including Padlocks) £24.25/m £29.11/m SF10-03 SHELF FLAT 1m wide, 0.3m deep fixed at…………high from floor £37.98 £45.57 SS10-03 SHELF SLOPING 1m wide, 0.3m deep fixed at............ high from floor £37.98 £45.57 LIT-01 LITERATURE RACK 1m wide, 0.2m deep with 4 x A4 sections £56.39 £67.66 PM09-09 MIRROR £54.41 £65.29 GR10 1m GARMENT RAIL fixed at..................high from floor £38.20 £45.84 NB420 WATERFALL GARMENT RAIL 420mm £37.99 £45.57 £25.80 £30.96 £191.71 £230.10 GH10 GARMENT HOOK SET, 4 hooks, 1m wide 1mx1m Lockable Cubicle including 1 panel, 1 lockable door, 1 literature Special Offer rack (attached to shell scheme) & 1 garment hook set – saving 25% SUB TOTAL VAT TOTAL VAT will be charged at the prevailing rate ALL ITEMS ARE ON HIRE UNLESS STATED PLEASE INDICATE POSITION OF ITEMS ON GRAPH A OF RECORDS PLEASE RETURN TO: EXHBITION SERVICES Harrogate International Centre Kings Road, Harrogate North Yorkshire HG1 5LA England Tel: +44 (0)1423 537223 Email: [email protected] STAND FITTING ORDER FORM Please use graph to indicate position and heights of optional extras Scale Used. ALL ITEMS ARE ON HIRE UNLESS STATED PLEASE INDICATE POSITION OF ITEMS ON GRAPH PLEASE RETURN TO: EXHBITION SERVICES Harrogate International Centre Kings Road, Harrogate North Yorkshire HG1 5LA England Tel: +44 (0)1423 537223 Email: [email protected] COMPLETE AND RETURN THIS ORDER FORM TO HARROGATE INTERNATIONAL CENTRE NO LATER THAN 20/02/15 EXHIBITION COMPANY NAME & ADDRESS POSTCODE TELEPHONE NUMBER CONTACT NAME FAX NUMBER SIGNATURE STAND NUMBER DATE Full payment is required by 06/03/2015 If you wish to pay by either Credit or Debit Card, please tick the following box and we will contact you for the card details Credit Card Debit Card To cover processing fees Credit Card payments attract a surcharge of 1.5% which will be added to your payment Card holder contact number:............................................................................................. Enclosed is a cheque totalling £ ……………….… payable in Sterling drawn on a UK Bank made payable to Harrogate Borough Council. VAT is applicable on all services provided by Harrogate International Centre PLEASE ENCLOSE PAYMENT WITH ORDER AND RETAIN A COPY OF THIS FORM FOR YOUR RECORDS Price Date From: March 2014 T: +44 (0)1423 537334 | E: [email protected] Harrogate International Centre, Kings Road, Harrogate, North Yorkshire HG1 5LA Contact Name: Exhibition Name: Company Name: Stand Number: Invoice Address: On-show Contact: On-show Contact Number: Date of Show: Contact Number: Email Address: Breakfast: Item Breakfast Bacon Rolls (Serves 10) Price Mon Tue Wed Thurs Fri Sat Sun Total £ 36.00 £ - Breakfast Vegetarian Rolls (Serves 10) £ 29.50 £ - Savoury filled Croissants (Serves 10) £ 30.00 £ - Selection of Chefs choice Breakfast Canapés (Serves 30) £ 52.50 £ - Fresh Fruit Platter (Serves 10) £ 24.00 £ - Fresh Fruit Bowl (Serves 10) £ 15.00 £ - Sandwiches & Lunch: Item Price Mon Tue Wed Thurs Fri Sat Sun Total 8 Rounds of Assorted Sandwiches £ 26.40 £ - 8 Rounds of Assorted Vegetarian Sandwiches £ 23.60 £ - Selection of Canapés (Serves 30) £ 52.50 £ - Packed Lunch (Sold in multiples of 5) (Sandwiches, Crisps, Chocolate Bar, Mineral Water) £ 32.50 £ - 35.00 £ - 26.85 £ - British Picnic Platter £ Cold Mezza Platter (Serves 6) Selection of Bread Marinated with Olive Oil & Rosemary, Luxury Sausage Rolls, Selection of Quiches, Pickled Gherkins , Scotch Eggs, Pork Pies, Deep filled Meat Mini Pies, Selection of Cheese & Crackers, Mini Sausages, Pickled Onions, Chutneys & Pickles Cheese & Continental Meat Platters (Serves 10) £ Pastry Cakes & Treats: Item Price Mon Tue Wed Thurs Fri Sat Sun Total Large Muffin Selection (Serves 10) £ 23.00 £ - Luxury Petit Four Collection 28 peace’s £ 28.50 £ - Giant Cookie Selection (Serves 10) Afternoon Tea (Traditional Tea and Homemade Scones with Jam and Cream – Serves 10) £ 19.00 £ - £ 47.50 £ - Snacks & Nibbles: Item Price Mon Tue Wed Thurs Fri Sat Sun Total KP Salted Nuts (6 x 50g packs) £ 6.50 £ - KP Dry Roasted Nuts (6 x 50g packs) £ 6.50 £ - Kettle Crisps (6 x 40g Variety Pack) £ 5.50 £ - Page | 1 Price Date From: March 2014 Sweeties: Item Price Mon Tue Wed Thurs Fri Sat Sun Total Mini Chocolate Pack 400g £ 13.50 £ - Large Chocolate Pack 750g £ 25.00 £ - Tea & Coffee Packages: Item Price Mon Tue Wed Thurs Fri Sat Sun Total 50 Cup Tea and Coffee Package to inc: Kettle Hire. Yorkshire Teas Bags (25), Filter Coffee machine (3kw), 4 Coffee Sachets and Filters, Hot Drinks Cups (50), Plastic Teaspoons (50), Sugar (50), Milk Jiggers (50) £ 79.00 £ - 100 Cup Tea and Coffee Package to inc: Kettle Hire. Yorkshire Teas Bags (50), Filter Coffee machine (3kw), 5 Coffee Sachets and Filters, Hot Drinks Cups (100), Plastic Teaspoons (50), Sugar (50), Milk Jiggers (100) £ 105.00 £ - Hot Beverages: Item Price Mon Tue Wed Thurs Fri Sat Sun Total Additional Yorkshire Tea Bags (50) £ 6.25 £ - Herbal Tea Bags (25) £ 3.25 £ - Earl Grey Tea Bags (50) £ 6.50 £ - Additional Ground Coffee Sachet & Filter £ 4.70 £ - Instant Coffee (200g) Supplies up to 100 cups £ 9.50 £ - Additional Brown Sugar (50) £ 1.95 £ - Additional White Sugar (50) £ 1.95 £ - Sweetener Sachets (50) £ 1.95 £ - Milk Jiggers (120x 12ml) £ 8.35 £ - Fresh Milk (2Litre) £ 3.25 £ - Water: Item Price Water Tower Hire (per 3 Days) (Includes 19 L Water Carboy and 100 Plastic Cups £ Water Carboy Replacements (19L) Still Water (12x 75cl) Mon Tue Wed Thurs Fri Sat Sun Total 83.50 £ - £ 19.50 £ - £ 39.50 £ - Sparkling Water (12x 75cl) £ 39.50 £ - Still Water (24 x 500ml) £ 38.00 £ - Sparkling Water (24 x 500ml) £ 38.00 £ - Cold Beverages: Item Price Mon Tue Wed Thurs Fri Sat Sun Total House Champagne £ 39.20 £ - Sparkling Wine £ 21.65 £ - House White Wine £ 15.40 £ - House Red Wine £ 15.40 £ - Peroni Bottled Beer (330ml bottle) £ 3.50 £ - 7up (12 x 500ml) £ 19.00 £ - Diet Pepsi (12 x 500ml) £ 19.00 £ - Pepsi (12 x 500ml) £ 19.00 £ - Orange, Apple or Cranberry Juice (1 litre carton) £ 5.00 £ - Ice (1kg bag) £ 4.75 £ - Page | 2 Price Date From: March 2014 Hire: Item Price Mon Tue Wed Thurs Fri Sat Sun Total Electric Kettle Hire 3kw (per day) £ 22.00 £ - Filter Coffee Machine Hire 3kw (per day) £ £ 35.00 13.35 £ £ - £ 10.00 £ - Catering Assistant Hire (per hour, min 4 hrs per day) Ice Bucket Hire (per day) Hire Continued: Item Price Mon Tue Wed Thurs Fri Sat Sun Total Bottle Opener £ 0.75 £ - Tablecloth Hire (per table) £ 5.30 £ - Disposables: Item Price Mon Tue Wed Thurs Fri Sat Sun Total Hot Drinks Cups (50 x 12oz) £ 5.80 £ - Plastic Cups (100 x 200ml) £ 6.50 £ - Disposable Half Pint Glasses (50) £ 7.50 £ - Disposable High Ball Wine Glasses (20) £ 6.00 £ - Disposable Champagne Flutes (20) £ 8.50 £ - Disposable Stemmed Disposable Wine Glasses (50) £ 13.75 £ - Disposable Plastic Teaspoons (50) £ 3.75 £ - Small Disposable Plates (50 x 17cm) £ 8.60 £ - Paper Napkins (200) £ 7.00 £ - Refuse Sack (10) £ 4.00 £ - Wooden Stirrers (100) £ 2.00 £ - Sub Total £ - VAT @20% £ - Grand Total £ - Page | 3 Price Date From: March 2014 T: +44 (0)1423 537334 | E: [email protected] Harrogate International Centre, Kings Road, Harrogate, North Yorkshire HG1 5LA Providing your own Food & Drink at HIC Where Hospitality or Stand Catering is undertaken at HIC, the client or the client’s guests for consumption on the premises may bring no other food, wine, beer or spirits into HIC, unless the prior written consent of the company has been obtained and a concession fee agreed. Corkage – is the charge placed on wines, beers, liquor & soft drinks items brought into the venue that have been purchased elsewhere and not from the contracted hospitality & stand caterer (Kudos). This service encompasses storage, chilling, delivery and supply of appropriate disposable glassware. If you are using alcoholic beverages, Kudos will become the licensee for your event and you will be briefed on the relevant licensing legislation. Delivery of drinks must be with us 3 days before the event. There are no minimum quantities for this service. Champagne £15.00 per bottle Sparkling Wine £12.50 per bottle Wines £10.00 per bottle Spirits £30.00 per bottle Beers £1.50 per can/bottle Soft drinks £1.50 per can/bottle Water & Juice £2.00 per litre Contract buy out – stand holders To cater for yourselves with no input or involvement from Kudos you can take advantage of our ‘contract buy out’ option. In taking this option all food hygiene regulations become your responsibility. If serving alcohol by law you will need to provide a personal license holder, who will be responsible for the activities on the stand. A copy of the license will need to be provided. Kudos will not be responsible in any way for food safety or licensing regulations. Prices All prices quoted are exclusive of VAT at the current rate. - Kudos Catering (UK) Limited VAT number is 863736005 Credit card transactions will attract a 4% administration surcharge. Stand Hospitality We will happily work with you to provide a bespoke hospitality package in order for something special to be offered to your clientele. To place your order Please complete the attached order form and e-mail it to us at [email protected] no later than two weeks before the start date of your show. Upon receipt of your order, Kudos Catering (UK) Limited will issue you with an invoice for which payment is required within 7 days. As we do not operate a sale or return policy, all items ordered prior to the event will be delivered to your stand in full and invoiced in full. Subject to availability additional items can be delivered during the show. All additional items must be signed for upon delivery and paid for before the end of the show. Delivery All stand orders are free of delivery charge. Due to volume of orders received, it is not always possible to guarantee a specific time. If a specific time is required the delivery time will be approximate by one hour either side of the requested time. Equipment Hire It is the stand holder’s responsibility to return any hired equipment to the catering department. Full replacement cost will be charged for any breakages or items that are not returned to the stand order office. Terms and Conditions Kudos Catering (UK) Limited, in conjunction with the Harrogate International Centre, reserves the right to sell and provide all catering equipment and refreshments including food, wine, spirits, beers and other alcoholic and non-alcoholic beverages, consumed on the premises and reserves the right to impose a surcharge on any goods not supplied by themselves. Please sign below to confirm that you agree with the above and for Kudos to proceed with your order Signature.……………………………………………... Print Name………………………………………………….. Date…...../……./……. Page | 4
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