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