Exhibitor’s Manual

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