2018 Exhibition Manual NCRI Cancer Conference 4-6 November Scottish Event Campus, Glasgow, UK

Transcription

1 2018 Exhibition Manual 2018 NCRI Cancer Conference 4-6 November Scottish Event Campus, Glasgow, UK

2 This manual is intended to help make your participation in the Conference as smooth as possible. The 2018 NCRI Cancer Conference will be held from 4th 6th November at the SEC, Glasgow. The exhibition build will take place on 3 rd November at 09:00 20:00 and 4 th November at 08:00 11:00. Registration will be located within the entrance of Hall 4. If you have any questions or require any further assistance please do not hesitate to contact us in advance of the Conference. CONTENTS 1. Contact details 1 2. Exhibition times, build-up & breakdown 2 3. Location & delivery Deliveries/Collection and loading details How to get there 4 4. General information 6 5. Registration 8 6. Exhibition access policy 9 7. Construction design and management regulations Structure submissions and complex stands Construction phase plan template Checklist Electrical order form Stand cleaning order form Delivery labels Risk assessment, method statement & safety declarations CONTACT DETAILS NCRI 2018 Exhibition Partners Organisation: Hampton Medical Conferences NCRI@hamptonmedical.com Tel:

3 2. EXHIBITION DATES AND OPENING TIMES An exhibition & registration service desk will be situated within the entrance of Hall 4. SATURDAY 3RD NOVEMBER START FINISH Set up (space only contractors) 09:00 20:00 Set up (all other exhibitors) 08:00 11:00 Exhibition open 15:00 21:00 Refreshment break, networking, exhibition and poster viewing 15:15 15:45 Opening reception, networking, exhibition and poster viewing 19:30 21:00 Exhibition open 08:00 17:00 Refreshment break, networking, exhibition and poster viewing 10:25 11:00 Lunch 12:30 14:00 Refreshment break, networking, exhibition and poster viewing 16:00 16:30 Conference Social Event (if pre-booked) 19:30 00:00 Exhibition open 08:00 17:00 Refreshment break, networking, exhibition and poster viewing 10:25 11:00 Lunch 12:30 14:00 Refreshment break, networking, exhibition and poster viewing 16:00 16:30 Break down (contractors and exhibitors) 17:00 22:00 SUNDAY 4TH NOVEMBER MONDAY 5TH NOVEMBER TUESDAY 6TH NOVEMBER 2

4 3. LOCATION AND DELIVERY Exhibition Venue: SEC Centre Exhibition Way Glasgow G3 8YW Tel: Website: DELIVERIES/COLLECTION AND LOADING DETAILS Please ensure that all deliveries are clearly addressed with your company name, contact name, contact number, stand number(s) and total number of items delivered. Please print the delivery label at the end of this manual and clearly attach it to any items delivered. Deliveries will only be accepted from 6am on Saturday 3 rd November. Deliveries arriving at the SEC Centre prior to the stated time and date will not be accepted. The exhibition will take place in SEC Hall 4, there are 2 vehicle entry doors at the back of Hall 4 which will be used for access. There is no loading bay at the venue therefore all vehicles must report to the SEC Gatehouse on arrival and in turn will be directed to the back of Hall 4 to unload. Please note that SEC Glasgow do not provide trolleys or pump trucks. Event Logistics and Freight Exhibitors may hand carry only what they can manage by themselves (one person) in one trip, using no equipment. Hand carried items may not come through the freight entrance. Please ensure that all packages are clearly marked with the name of a contact person, exhibiting company, address of company, the stand number and the number of items to be delivered. Agility Fairs & Events Logistics Ltd, the appointed logistics partner for the 2018 NCRI Cancer Conference and would be pleased to assist with shipping and/or storage requirements (pre and post event). Agility Fairs & Events Logistics Ltd are able to pick up and/or receive and store courier shipments up to 30 days prior to the start of the NCRI Cancer Conference, and will deliver these to the stand once manned. The handling charge for this service should be paid directly to Agility Fairs & Events Logistics Ltd Exhibitors are under no obligations to use the exhibition logistics services offered by Agility Fairs & Events Logistics Ltd. Courier charges are not included in the cost of the exhibition package. Contact details for quotation and booking: Tom Hands Agility Fairs & Events Tel: thands@agility.com Reference: 2018 NCRI Cancer Conference 3

5 3.2 HOW TO GET THERE BY CAR If you are using a Sat Nav please use the postcode G3 8YW. From the North Leave the M8 at Junction 19 and join the A814 (Westbound Clydeside Expressway). Take the turnoff signposted for the Scottish Event Campus. Turn left at the traffic lights and take the first right to access the multi-storey parking. From the South Take the M40 toward the M6 toll. Continue on M6 until you reach the M74. Take the exit towards Kinning Park. Take Exit 19 and follow signs for Clydebank. Head towards Finnieston Street. Turn right onto Stobcross Road. Take the left turning towards the SEC Centre. BY RAIL Glasgow central station is accessible from every UK city including: Edinburgh, Leeds, Manchester, Birmingham and London. You can transfer from Glasgow Central Station to Exhibition Centre Railway Station. The Exhibition Centre Railway Station is just 15 minutes walk away from the SEC or a 6 minute drive away. From London it s on average a 5.30hr journey. Virgin trains provide an hourly service from London Euston to Glasgow Central Station. BY BUS The SPT 100 Riversider service runs between George Square in Glasgow city centre and the Scottish Event Campus every 30 minutes. BY AIR Glasgow Airport Glasgow Airport (GLA) serves most major international airports. It s located 8 miles west of the city. A taxi from the airport will take approximately 15 minutes. A recommended taxi service is Glasgow Taxis, bookings can be made by calling +44 (0) There will also be taxis located outside of the terminal but can also be booked by calling +44 (0) ( Airport buses run from the airport to Glasgow city centre every 10 minutes, 24 hours a day and take approximately 25 minutes. The 747 AirLink service operates via Renfrew, Braehead, Partick, Kelvingrove Art Gallery, Charing Cross and the city centre. Once in the city centre, the SEC is a five-minute taxi or short train ride from Glasgow Central station. ( The airport also has an SPT Travel Desk, located at Domestic Arrivals, where staff can provide you with details of buses and taxis. Glasgow Prestwick Airport (PIK) is 32 miles southwest of the city. It s a main base for Ryanair and serves European destinations. There are three trains per hour on weekdays and the journey to Glasgow Central Station takes around 50 minutes. The service offers 50% discount on rail travel to/from anywhere in Scotland, to receive this please show your flight confirmation to the train conductor when buying your ticket. ( Alternatively it s an easy journey to drive via the M77 or there is an early morning and late evening express bus service, the X99/X100, which takes an hour. DELEGATE DISCOUNTS ScotRail Conference Rover: 5 for up to 5 days travel ScotRail offer a special discounted train ticket for delegates travelling between the city centre and the SEC by train. The Conference Rover costs just 5 for up to 5 days travel. More information can be found here: 4

6 SEC CAR PARK CADOGAN SQUARE CAR PARK CHARING CROSS CAR PARK 5 minute walk to venue 22 minute walk to venue 25 minute walk to venue Prices: Prices: Prices: 0-1 hour hour hour hour(s) hours hours hours hours hours Hours hours hours 9.50 Height restriction: 2m 4-5 hours hours Spaces available: hours hours Height restriction: 2m Height restriction: 1.7m Spaces available: 325 Spaces available: 433 PICK UP & DROP OFF The SEC has a dedicated pick-up and drop-off point in front of the SEC Armadillo. Head towards the multi-storey car park, travel along Stobcross Road, turn left at the ground level car parks and follow the road around to the Drop off and Pick up point. Please see number 7 on the diagram below. 5

7 4. GENERAL INFORMATION Access Accommodation AV Business Centre Carpets Cashpoint Catering Children Cleaning Damage and Loss Demonstrations Dilapidation Electrics The exhibition will take place in SEC Hall 4, there are 2 vehicle entry doors at the back of Hall 4 which will be used for access. There is no loading bay at the venue therefore, all vehicles must report to the SEC Gatehouse on arrival and in turn will be directed to the back of Hall 4 to unload. Please note that SEC Glasgow do not provide trolleys or pump trucks. There is information about accommodation options near the venue on our website Early booking is advisable. AV for your stand can be ordered through Anchor Exhibitions Ltd via the following address: admin@anchor-exhibitions.co.uk or by calling the following number: Located in the Main Concourse the Information and Business Centre is outside of Hall 5 and is open from 9.00am-5.30pm. The Centre provides: PC use, internet access, photocopying, printing, scanning and information on local attractions. Please note that exhibitors and contractors must use NEC approved tape. Carpets are a dark aubergine colour. Any exhibitors who leave tape on the floor after the show will be subject to a dilapidation charge of at least VAT per linear metre of tape (depending on the amount of damage caused to the floor). Damaged carpet tiles will incur a fine. Additional carpet for your stand will require additional flooring and can be ordered via Anchor Exhibitions Ltd at: admin@anchor-exhibitions.co.uk / The nearest cashpoint is the bank machine within McColl s located just outside the exhibition hall. There is a 1.75 charge for the cash machine s use. There are also two free further cash machine onsite. The venue uses SEC food as their main catering supplier. To order food for your stand please send your requirements over to standcatering@sec.co.uk. For Health and Safety reasons, children aged 16 and under are not permitted in the area during build-up or break-down periods. All stands will receive complimentary waste collection and floor vacuuming. Any waste to be collected must be left at the side of the stand when the exhibition closes. If you wish to order further cleaning services there is a Stand Cleaning service. Please see the cleaning order form displayed on page 13. Neither the organisers, nor the SEC Glasgow, accept any responsibility for damage or loss of any properties introduced by the exhibitors or their agents/ contractors. Exhibitors are especially warned that the exhibits are the sole responsibility of the exhibitors to whom they belong. Exhibitors should arrange their own insurance against all risks. The strongest possible precautions against theft should be taken at all times. Exhibitors intending to use televisions or any other potentially loud appliances for stand demonstrations, or who wish to hold live demonstrations, must contact the organisers for approval at least one month prior to the show to gain written permission. You are reminded that you will be charged for causing any damage to the hall or stand area, including the floor, caused by your staff or contractors. All tape used to secure carpets must be removed at the end of the exhibition. Under no circumstances can stand construction, graphics, displays, etc. be attached to the fabric of the building. Please avoid leaning materials against painted surfaces which may scratch during the build/de-rig phase. Electricity/power requirements should be confirmed to the exhibition organiser prior to the events. Additional power will not be available once the exhibition has been built. Electrics can be ordered via: technical.services@sec.co.uk. Please see page 11 for the Electrical Ordering Form. Shell scheme package will include a 500 watt power socket as well as 2 spotlights. 6

8 Evacuation procedures Fire Precautions Fascia (Shell scheme only) Forklifts Furniture Gangways Graphics (Shell Scheme) Height Limit Internet Access, Telecommunications & Networks Lost Property Medical Emergencies Music Please make sure that all of your stand reps/contractors are familiar with these instructions: In the event that the building needs to be evacuated an announcement will be made and the house lights will all be turned on. Please familiarise yourself with the following announcement: Attention please, attention please. An emergency situation has arisen within the building. Please remain calm and follow stewards instructions; they will direct you to the nearest emergency exit, do not use the lifts In the event of an evacuation of the SEC Glasgow all delegates, exhibitors and the event organiser s staff are requested to convene either in Car Park 1 to the East or the walkway between Car Parks 7 and 5 to the West. No one is to return to the building, and should remain at the muster point until further information or official announcements have been made by the SEC Glasgow. SEC Glasgow has a comprehensive fire alarm system and firefighting equipment. Should an emergency arise you should immediately contact any member of the SEC Glasgow team, informing them of the nature and location of the fire. Please see Evacuation procedures for further information. All materials used for the interiors of stands must be thoroughly fireproofed or be noncombustible to the satisfaction of the local authority. Failure to do so may result in the removal of all offending fittings. The fascia for the shell schemes contains the stand number and company name. Text for your fascia should be confirmed to the exhibition organiser prior to the event. The text must correspond to the text displayed in the floorplan/ final programme. Forklifts (plus operators) are available for hire through the technical services department. To book, please technical.services@sec.co.uk Furniture for your stand can be ordered via Inspire Hire at: sales@inspirehire.co.uk Further details about their ordering service can be found at: Under no circumstances will exhibits, stand dressing, tables and chairs, etc be allowed to encroach into the gangways. All exhibits must be kept inside your space at all times. For graphic creation and instillation for your shell scheme stand please contact Jon at Anchor Exhibitions: jon@anchor-exhibitions.co.uk. Further information can also be found on the Anchor Exhibitions website: The height limit for all stands is 4m. This limit includes: the overall height of the stand-fitting, any branding and all raised platforms as measured from the hall floor. Exhibitors must not exceed this height as complex stands over 4m are not permitted at this event. Complimentary Wi-Fi will be available for delegates at the Conference. However, the SEC Glasgow recommends that Exhibitors who are dependent on reliable internet connections for the smooth running of demonstrations on their stand order dedicated internet connection(s). An Electrical Order form can be found on page 11. Lost property should be handed in to SEC staff. If you discover you have lost something after you have left, please call the SEC on In the event of medical assistance being required, please contact a member of the SEC team, informing them of the nature and location of the medical emergency. Exhibitors wishing to play any recorded material must obtain a licence from Phonographic Performance Limited (PPL) and Performing Rights Society (PRS). Exhibitors are solely responsible for obtaining any licence required to play music on their stand. Please be aware of the Noise Guidance below. Permission to play music must be obtained from the organisers before applying for a licence. 7

9 Noise Power Rigging Security Security Advice Smoking/ e-cigarettes Storage Trolleys Waste The use of microphones, videos or music is permitted, but the volume must not be such as to cause any annoyance to other exhibitors. The organisers reserve the right to prohibit their use if, in the organiser s opinion, any annoyance is being caused, and remove the offending equipment and/or exhibitor from the Exhibition Hall. Permission to use performance equipment must be obtained from the organisers in writing before the exhibition opens. Please see ELECTRICS section. Rigging is available in the Exhibition Hall. If you do require rigging for your stand please contact (technical.services@sec.co.uk) and notify Hampton Medical of any arrangements made. An SEC order rigging form is available via the NCRI website: technical.services@sec. co.uk SEC Glasgow management wish to stress the importance of a CONSTANT CHECK being made of the contents of exhibitors stands and rooms by exhibitors to see that no unidentified package, case or bag has been left unattended. In case of any doubt, the article should not be handled. Inform a member of SEC Glasgow staff immediately. If security staff are satisfied that there is no evacuation necessary as the emergency has passed, then a message will be passed to the main client contact the inform exhibitors. It is everyone s duty to be vigilant at all times. Exhibitors are warned not to leave valuables unattended on their stands during the build-up, open or break-down periods. Special care should be taken of mobile phones as these can be easily misplaced or stolen. Do not leave your stand unattended at any time. No exhibits may be removed from the hall during build-up or the open days of the show without obtaining a pass out authorisation from the organisers office. Passes should be worn at all times by both exhibitors and contractors. If exhibitors or contractors wish to smoke they may do so outside of the venue in the designated smoking areas. Using e-cigarettes or vaping is not permitted inside the venue. There is no onsite storage available. Exhibitors are reminded to bring trolleys for use during the build-up and break-down of the exhibitioin. SEC Glasgow does not have any trolleys available. Please see CLEANING section. 5. REGISTRATION Registration of company representatives Registration of additional company executives Trade passes Complimentary delegate registrations are included in your purchased exhibition package the number you are entitled to is in line with the size of your stand. Please check your package for confirmation. Please register your delegates who will be manning the exhibition online with your unique exhibitor code that has been sent to you. The deadline for registration is by 17:00 on 21 October You will be sent one code for each complimentary registration you have. One code will cover three days. The complimentary registrations give full access to all scientific sessions. Registered company executives are entitled to complimentary refreshments when provided for the duration of the NCRI Cancer Conference exhibition. Confirmed exhibitors may register additional staff through the on-line registration system via the NCRI Cancer Conference website The rates for additional registrations are available online. Confirmed exhibitors have the opportunity to purchase trade passes. Trade passes are valid for one day with access to the exhibition area only. The cost for a trade pass is VAT per person per day. A code is required in order to access the rate on the registration system. Exhibitors must pre-book their trade passes by ing ncriconference@ncri.org.uk. 8

10 Exhibitor badges All exhibitors must be registered. Badges will be available for collection on-site at the NCRI Cancer Conference registration desk within the exhibition hall Badges must be worn at all times while in the conference centre. The exhibiting company will be responsible for the actions of anyone authorised to receive a badge under the exhibiting company s name. Each representative who is issued with an exhibitor s badge must be employed by the exhibiting company or have a direct business affiliation. Only representatives who are employed by the exhibiting company and who will be working on the exhibition stand are to be registered via the online exhibitor registration link. Exhibitor badges will not be issued to registrants who should pay the registration fee or to representatives of leasing companies, financial institutions, suppliers, vendors or others who wish to gain admittance for the purpose of making contacts. 6. EXHIBITION ACCESS POLICY BUILD UP Get In/Build up (period from start of tenancy to time when doors open to the public) High-Vis jackets, safety boots or shoes or appropriate footwear and other relevant PPE to the task/activity is MANDA- TORY from the commencement of load in (build period). Hard hats are MANDATORY when overhead work or working at height is taking place. PPE is advised from the commencement of the exhibitor load-in stage until the event opens. Where exhibition contractors continue to build, a cordoned section of the hall is still subject to the above Access Policy, the Access Policy rules apply in relation to PPE. Using a MEWP will be managed via a man managed cordon system around the immediate area where works are being undertaken, in this instance PPE should be localised to this area. BREAK DOWN Get Out/Break down (period from event finishing to end of tenancy) High-Vis jackets, appropriate footwear are MANDATORY from the commencement of Get out for shell scheme and space only stands until the end of tenancy. Hard hats are MANDATORY when overhead work or working at height is taking place. From the close of the exhibition to delegates, there will be up to a one hour period for exhibitors to clear their stand of belongings before commencement of structural dismantling of stands by contractors. This period may be reduced if it is agreed that all exhibitors have left the hall. OR If the structural dismantling of stands is scheduled to begin immediately after the exhibition closes to delegates, exhibitors must wear PPE. SECURITY ROLE (PPE COMPLIANCE) For each event during build up and break down a security member of staff designated the PPE Officer is allocated to assist with enforcement and monitoring of this policy. SEC GLASGOW APPOINTED PERSON Lynne Guthrie Event Manager - Exhibitions and Conferences E: lynne.guthrie@sec.co.uk M: VIOLATIONS Violations of Health and Safety rules will be treated extremely seriously by Hampton Medical. NOISE All contractors, traders, exhibitors, displays, artists and others must inform Hampton Medical of any noise hazards likely to be created by their undertakings and the controls they are implementing to minimise such risks. 9

11 7. CONSTRUCTION DESIGN AND MANAGEMENT REGULATIONS Construction health and safety law now applies to temporary structures in events and sector specific guidance from the HSE is available at: It means that exhibitors commissioning or producing structures either on a space only stand allocation or if adding structure inside of a shell scheme allocation must appoint or take on key responsibilities for managing the project. As part of the legal requirements a Construction Phase Plan must now accompany the Build and Break Risk Assessment and Method Statement and a link to an HSE template for this can be found on page 10 of this manual. 8. STRUCTURE SUBMISSIONS AND COMPLEX STANDS Stand/ Structure Submissions Complex Stands Open Space Along with their Open Period assessments (all exhibitors to complete) those exhibitors commissioning structure should also submit the following for review by Hampton Medical: Stand/ Structure plans elevation and plan view, to a recognisable scale Build and Break Risk Assessment Build and Break method statement Construction Phase Plan Please send all design plans to Hampton Medical by: Monday 1st October 2018 Complex Structures will NOT BE PERMITTED at the NCRI Conference. A complex structure is any form of construction of any height, which may require input from a structural engineer. If a stand is not constructed from shell scheme, it is the responsibility of the stand designer to determine whether the construction is complex or not. Examples of complex structures: (NOT PERMITTED) Any structure, regardless of its height, which requires structural calculations Multi-storey stands Any part of a stand or exhibit which exceeds 4m in height Suspended structures (does not include banners) e.g. lighting rigs Sound/lighting towers Temporary tiered seating Platforms and stages over 0.6m in height and all platforms and stages for public use (not including stand floor flats and platforms) The venue reserves the right to deem a structure complex where this has not correctly been determined by the designer. ANY non-shell-scheme stand will need a visual sign-off by a structural engineer before they are permitted to open. Please note that there will be a fee for stand sign off. If you require this, please contact Hampton Medical by Monday 15th October 2018 to arrange a structural engineer sign off. 9. CONSTRUCTION PHASE PLAN TEMPLATE A new Construction Phase Plan template is available from the HSE Website, available through the following link: 10

12 10. CHECKLIST OPTIONAL CHECKLIST Organise accommodation (Glasgow Convention Bureau) Booking forms for Electrics/cleaning/furniture etc. With Anchor Exhibitions: ESSENTIAL CHECKLIST DEADLINE ASAP Advised Monday 15th October 2018 Return a copy of your Risk Assessment & Method Statement (Page 17) Monday 15th October 2018 Stand Plans Submitted (RAMS) Space Only Stands Monday 15th October 2018 Submission of Construction Phase Plan Space Only Stands. Monday 15th October ELECTRICAL ORDER FORM 11

13 11. ELECTRICAL ORDER FORM CONTINUED 12

14 12. STAND CLEANING ORDER FORM STAND CLEANING QUESTIONNAIRE Return form to: Event name: Company name: Invoice address: Event Date: Stand no: Size of stand (in meters): DATE CLEANING REQUIRED Pre-show clean Event open From: To: CLEANING REQUIREMENTS (please tick) Floor type Carpet Laminate Wood Vinyl Other (please specify) FURNISHINGS (please tick) Counter tops Plastic seats Leather seats Tables Other (please specify) STAND FABRIC (please tick) Shell scheme Glass (please specify, ie, glass tables, windows etc) Wood Other (please specify) *Special clean requirements please specify below - 13

15 13. DELIVERY LABELS DELIVERY ADDRESS: SEC Centre Exhibition Way Glasgow G3 8YW NCRI 2018 EXHIBITOR NAME: STAND NUMBER: EXHIBITION AREA: EVENT DATE: 4th 6th November 2018 QUANTITY OF ITEMS: Number of SEC Event Manager: Lynne Guthrie Please note that it is the responsibility of the client/ exhibitor to collect and return their boxes to and from the centre themselves. 14

16 14. RISK ASSESSMENT AND HEALTH AND SAFETY DECLARATIONS Please note: A risk assessment, method statement and sign off of the stand as fit for purpose will be required before the exhibition opens. High Minimum Risk High Risk Critical Risk Medium Low Risk Minimum Risk High Risk Low Low Risk Low Risk Minimum Risk Low Medium High PROBABILITY Company Name: Stand Number(s): Hazard Persons Affected Controls Risk Rating (Impact x Probability) from the matrix above I declare that my stand has no aspect of significant risk therefore I have not completed and submitted a risk assessment form Company Name: Stand Number: Signatory Name: Signature: Please Note: Only shell scheme exhibitors can declare they have assessed no significant risk Stand builders, or the person who sets up the stand, will be required, on completion of the build, to sign off the stand as safe and fit for purpose. PLEASE RETURN THIS FORM TO THE Conference Organisers at NCRI@hamptonmedical.com NO LATER THAN Monday 15th October

17 METHOD STATEMENT FORM 1. COMPANY NAME/STAND NUMBER(S): 2. RESPONSIBLE PERSON: 3. STAND DETAIL AND LOCATION: 4. ACCESS: 5. ERECTION AND TIMETABLE: 6. STABILITY: 7. LIFTING: 8. SCAFFOLDING: 9. COSHH (CONTROL OF SUBSTANCES HAZARDOUS TO HEALTH): 10. ENVIRONMENT: 11. SERVICES: 12. SAFETY FEATURES: 13. EXHIBITS: PLEASE RETURN THIS FORM TO THE Conference Organisers at NO LATER THAN Monday 15th October