UCAS Bedfordshire higher education exhibition Exhibitor manual. University of Bedfordshire, Bedford campus, Polhill Avenue, Bedford, MK41 9EA

Transcription

1 UCAS Bedfordshire higher education exhibition 2018 Exhibitor manual University of Bedfordshire, Bedford campus, Polhill Avenue, Bedford, MK41 9EA June 2018 at 09:30-14:30

2 Contents Bedfordshire UCAS Exhibition Event organisers and key contacts Page 3 Campus map Page 4 Event A-Z Page 6 UCAS Code of Conduct Page 11 assessment information Page 13 Please note that the University of Bedfordshire has multiple campuses the UCAS Exhibitionis hosted at the Bedford campus: The University of Bedfordshire Bedford campus Polhill Avenue Bedford MK41 9EA Event Organisers Thank you for supporting the Bedfordshire UCAS higher education exhibition on June The University of Bedfordshire key event contacts All day parking permit Page 27 You Said, We did... The University of Bedfordshire takes feedback for our events very seriously and it is our commitment to improve the UCAS Exhibition year on year. The following aims to show how your feedback from last year has been implemented. You Said Schools/colleges wanted longer sessions at the exhibition We Did We have amended the arrival and departure times to allow students to stay on campus for longer periods. In addition, we have also increased our overall visitor capacity so that schools/colleges can stay longer than their designated departure time if they wish. You Said That you wanted a wider range of seminars for your students to attend We Did We have increased the number of seminars from 78 to 126 and have incorporated Travel and Tourism, Paramedic Sciences and Education Studies. We Did We have introduced a larger catering marquee which will serve a wide range of options. In addition, we have introduced smoothie bars, located throughout the campus. You Said That you wanted a larger teachers and exhibitors lounge We Did We have introduced a second teachers and exhibitors lounge located next to the Sports Hall. Both lounges will serve free tea and coffee throughout the exhibition and have a wider selection of food which can be purchased. You Said You wanted more interactive demonstrations at the exhibition David Seaton Assistant Director Recruitment and Admissions david.seaton@beds.ac.uk Mobile: Stephanie Strange Student Engagement and Recruitment Manager steph.strange@beds.ac.uk Mobile: Lee Bowling Student Engagement and Recruitment Manager lee.bowling@beds.ac.uk Mobile: Amanda Hillman Customer Relationship Manager amanda.hillman@beds.ac.uk Mobile: Our team of event staff are easily recognisable (wearing red UCAS t-shirts and jackets). Each stand will have a designated staff member to offer support throughout the exhibition. You Said You wanted a wider range of catering options We Did We have introduced a new Demonstration Zone where students can experience a range of academic disciplines. Activities include psychological testing, fitness demonstrations and media workshops. 2 UCAS Higher Education Exhibition 2018 Exhibitor Guide UCAS Higher Education Exhibition 2018 Exhibitor Guide 3

3 Bedford campus map J-L T Exhibitions and subject Exhibition marquee Teachers and exhibitors lounge Sports Hall exhibition Yellow subject Red subject Orange subject Staff lounge and media centre Campus Centre and Theatre Gateway Teacher Education Centre Dance Studios and Sports facilities Library Student Accommodation The Tower Student Accommodation Student Accommodation Teachers and exhibitors quiet zone Toilets Teachers and exhibitors lounge Marquee 2 1 Registration, ticket scanning and campus tours Exhibition Coach pick-up and drop-off Student accommodation tours Student accommodation tours Coach pick-up and drop-off Yellow Demonstration zone 7 Registration, ticket scanning and student experience tours Tea and coffee Welcome Marquee Catering Student car park Taxi drop-off Campus refectory and Photo cash point booth Campus refectory Exhibitor Student and cash point parking Experience tours Pavillion & External Changing Rooms Student car park Taxi drop-off Reception & Student Information Desk Gateway Campus Centre: Theatre and D1.01 (Red ) Entertainment Band and live music marquee entertainment Theatre Campus Centre Smoothie Bar Campus shop Reception & Student Information Desk Learning Hub Theatre Campus Centre Gateway Orange Campus Learning Hub Gateway Cafe Campus Centre: Yellow Theatre D1.01 and Orange (Red ) T Exhibitor and Teachers quiet zone Exhibitor parking Costa Coffee T Teachers and exhibitors quiet zone Sports Hall Exhibition Dance Studio 2 Teachers and exhibitors lounge Sports Hall exhibition 3 4 UCAS Higher Education Exhibition 2018 Exhibitor Guide UCAS Higher Education Exhibition 2018 Exhibitor Guide 5

4 UCAS Exhibition A-Z A Accidents and near misses If you are involved in, or witness an accident or near miss while on site, please report it to the event organiser immediately on Accommodation Please find below details of hotels in the town of Bedford: Premier Inn: Priory Country Park, Barkers Lane, Bedford, MK41 9DJ (3 min drive, 18 min walk) Travelodge Bedford: Goldington Road Hotel 403 Goldington Rd Bedford MK41 0DS (2 min drive, 16 min walk) Park Inn Bedford: 2 St Mary s Street, Bedford MK42 0AR (5 min drive) The Bedford Swan Hotel: The Embankment, Bedford, MK40 1RW (5 min drive) B Build-up and breakdown Exhibitors will be able to set up from on Wednesday 27 June until You will be able to have access from on Thursday 28 June to set up. Build up times are as follows: Wednesday 27 June Thursday 28 June Friday 29 June Break down times are as follows: Friday 29 June C Car Parking Free car parking is available for exhibitors on campus please ensure you print and display your parking permit (this can be found on the last page of this guide). Catering Free tea/coffee will be available for exhibitors throughout the exhibition in the teachers and exhibitors lounges; located at the rear of the main marquee and next to the Sports Hall. Within the teachers and exhibitors lounge, there will also be a shop and lounge area for exhibitors to buy light refreshments and take a break. Neo Café: Located next to the main campus theatre in D Block Sandwiches Hot and cold beverages Assorted 9 deep pan pizza Broosters chicken and fries Gateway Café: Located in the main Gateway Building Hot and cold beverages Sandwiches Catering Marquee: Next to the demonstration zone we will be setting up four temporary catering outlets serving: Outlet 1 Sandwiches, salads, snacks Outlet 2 Burgers and veggie burgers Outlet 3 Macaroni cheese (with toppings) Outlet 4 Curry bar In addition, there are smoothie outlets around campus. Students can also purchase ice creams, crisps, drinks, boxed salads and fresh fruit from all of the catering outlets. If you are unable to leave your stand to visit the catering outlets, please inform a member of the event staff who will happily purchase some lunch on your behalf. D Deliveries Please refer to the build-up and breakdown section. Any deliveries to your stand during the UCAS event must be completed and your vehicle removed from the loading areas no later than half an hour before the exhibition opening time. The venue will not allow the UCAS event to open if vehicles are blocking fire exit routes and trolleys are not permitted on the exhibition floor during open hours in consideration of public safety. If you are expecting goods to be delivered by courier, please ensure that they are aware of the dates of the UCAS event and hall opening times. Deliveries made before on Monday 12 June 2017 will not be accepted by the venue. The venue address for couriers is: Name and Number of Stand UCAS Exhibition University of Bedfordshire Bedford campus Polhill Avenue, Bedford Bedfordshire MK41 9EA 6 UCAS Higher Education Exhibition 2018 Exhibitor Guide UCAS Higher Education Exhibition 2018 Exhibitor Guide 7

5 E Electrical services and stand power Electricity supply cannot be guaranteed but the University of Bedfordshire will try to arrange a power supply to those exhibitors who have requested it, where possible. Use of the venue s electrical sockets is not permitted, unless authorised, and cables must not cross gangways. Where power can be supplied to exhibitors stands, it will be switched off each night, including the build-up night. Power to your stand will be switched off 30 minutes after the exhibition closes each day and will not be switched back on until the following morning. Emergency procedures Emergency Procedures The UCAS Exhibition is supported by a designated Health and Safety team who have a remit to ensure the safety and welfare of our visitors. Fire Evacuation The University of Bedfordshire is not expecting any fire alarm tests throughout the duration of the exhibition In the unlikely event of an evacuation becoming necessary, an evacuation will be led by University of Bedfordshire staff and student ambassadors. Please follow their instructions carefully and if you find you require additional help or assistance during an evacuation please ask the nearest ambassador/ member of staff. Assessment A copy of the event s risk assessment is available at the back of this guide Exhibition stands and furniture Space is strictly limited to 2mx2m of width per exhibitor (4mx2m for double stands). Please ensure that your stand does not exceed this size as large stands cannot be accommodated. A table and two chairs will be provided if requested through your UCAS booking. If you are unsure whether your institution has booked furniture, you can check by logging into your ENet account. Trolleys are not provided at the venue, so please bring your own if you need one to deliver goods to your stand. Trolleys are only permitted on the exhibition floor outside the UCAS event open hours for the safety of visitors. Event staff There will be student helpers available throughout the set up time and open times, who will be easily identifiable by their red t-shirts. They will ensure that empty boxes are cleared away, that aisles are kept tidy and will direct students and exhibitors as necessary. Please do not hesitate to ask for their assistance. However, they will not undertake any excessive lifting. F First aid First Aid facilities are available across the site, with a designated team of first aiders on hand throughout the exhibition. Should medical assistance be required, please request this from a member of staff or one of the student ambassadors. Footwear Suitable footwear must be worn on-site during build-up and breakdown. Open-toed sandals/shoes, flip-flops, and flimsy footwear are not permitted. I Insurance It is essential you take out adequate employee and public liability insurance against personal injury, damage to, or loss of exhibits, etc. While the organisers take every precaution to protect exhibitors property during an event, they are not responsible for any loss or damage. You should ensure you have adequate public and employers liability cover, in line with the booking terms and conditions. Internet Wi-Fi internet can be accessed on campus through Eduroam (if you work for a University that also supports this scheme). Please note that Wi-Fi access is not guaranteed. L Lost Property All lost property will be handed in to the registration marquee Please note that any goods/materials/deliveries or miscellaneous items left on site at the end of the exhibition will be treated as abandoned and disposed of accordingly. Please do not leave any items unattended as they will be treated as suspicious and disposed of. O Organisers Please refer to page three. P Passages and gangways Any means of ingress and egress, passageway, or gangway must remain free from obstruction, and be kept free from obstruction for the duration of the exhibition. 1. No part of any stand or exhibit is permitted to encroach on a passageway or gangway, and no door, window, or other similar facility may open outwards to project beyond the perimeter of the stand. 2. The floor around your stand shall be kept level and even, and shall not be allowed to become slippery or a source of danger. 3. Where an exhibition stand is not provided with a platform, the space shall be clearly defined, and the exhibits shall be arranged to maintain passageways and gangways of uniform width. R assessment All exhibitors, by completing their booking to attend the event, have legally agreed to implement the control measures as detailed in the generic risk assessment provided at the point of booking for exhibitors attending an event of this nature. This highlights the significant risks that exist during such an event. A copy of the risk assessment can be found at the back of this exhibitor manual. You are strongly advised to read this document, and encourage all staff attending the event with you to do the same. You may also have completed an additional risk assessment as part of your booking. Please bring a copy of this with you, and a copy to the organisers at events@ucas.ac.uk. S Smoking Please use the designated smoking area which will be clearly signposted. T Trolleys Trolleys are not provided at the venue, so please bring your own if you need one to deliver goods to your stand. Trolleys are only permitted on the exhibition floor outside event opening hours, for the safety of visitors. Please note: Some elements of this event take place outside. 8 UCAS Higher Education Exhibition 2018 Exhibitor Guide UCAS Higher Education Exhibition 2018 Exhibitor Guide 9

6 Hasilwood House 60 Bishopsgate London EC2N 4AW Tel: Fax: TO WHOM IT MAY CONCERN 15 th July 2017 Dear Sir/Madam THE UNIVERSITY OF BEDFORDSHIRE AND ALL ITS SUBSIDIARY COMPANIES We confirm that the above Institution is a Member of U.M. Association Limited, and that the following covers are currently in place:- 1. EMPLOYERS LIABILITY Certificate No. Y016458QBE0117A/063 Period of Cover 1 August 2017 to 31 July 2018 Limit of Indemnity Includes Cover provided by 25,000,000 any one event unlimited in the aggregate. Indemnity to Principals 2. PUBLIC AND PRODUCTS LIABILITY Certificate of Entry No. QBE Insurance (Europe) Limited and Excess Insurers. UM063/02 Period of Cover 1 August 2017 to 31 July 2018 Includes Limit Of Indemnity Cover provided by Indemnity to Principals 20,000,000 any one event and in the aggregate in respect of Products Liability and unlimited in the aggregate in respect of Public Liability. U.M. Association Limited and Excess Cover Providers led by QBE Insurance (Europe) Limited If you have any queries in respect of the above details, please do not hesitate to contact us. Yours faithfully Susan Wilkinson For U.M. Association Limited U.M. Association Limited Registered Office: Hasilwood House, 60 Bishopsgate, London, EC2N 4AW Registered in England and Wales No RISK ASSESSMENT: Bedfordshire UCAS Exhibition 28/29 June 2018 Date of Assessment: 2 March Date of Review: 2 March 2018 Activity/ SRT All staff and exhibitors will be informed of health + safety procedures which will also be in the Exhibitor Guide. Staff, Exhibitors and Students of being electrocuted. School Staff Use of Power Outlets Trip over the cables. Exhibitors Students informed of appropriate and safe behaviour around campus from their school/college SRT All staff and exhibitors will be informed of health + safety procedures which will also be in the Exhibitor Guide. Due to the excessive amounts of students in the marquee at one time, possible collision with walls may cause marquee to collapse. of Marquee Collapsing School Staff Large capacity Marquee Chelsea Hire Students 10 UCAS Higher Education Exhibition 2018 Exhibitor Guide UCAS Higher Education Exhibition 2018 Exhibitor Guide 11

7 Activity/ Coaches arriving and leaving the site. Activity/ Construction on site Visiting students disembarkin entering the Marquee of coaches arriving/leaving at the same time - risk of collision with pedestrians and other vehicles Students and staff gaining access to construction site Use of heavy vehicles and machinery Tools and equipment left out as a trip hazard Collision with vehicles arriving onto site of crush injuries as approx 4000 students could access the exhibition areas at the beginning of each session Others will be leaving at the same time to access elsewhere in main building ambassadors and visitors to campus could be hit by moving vehicles Students + Staff could be injured or cause fatality ambassadors and visiting students Ensure Health and Safety regulations are met by Marquee Suppliers and assembly team. Exhibitors and Students asked not to prop equipment/bodies against the walls of the Marquee. Ensure that all electrics are properly insured and PAT certificates are obtained for hired equipment Speed limits apply to Campus road so vehicles move slowly Coaches limited to prearranged slots on timetable for the day and schools/colleges advised of these in advance Ensure that all staff involved in directing coaches wear fluorescent jackets at all times and that this monitored by H & S staff Walkie /talkies are made available to staff to ensure that coaches are directed efficiently and effectively to minimise risk to disembarking students and teachers Additional wet weather gear/ umbrellas for staff involved should it be needed on day Clear signs for coaches to exit site Ensure any construction site is blocked off and site workers are aware of large amount of students being on campus. Appropriate signage to warn students of the dangers to be placed around outside of construction site Car Park cleared of vehicles in the drop off area prior to the event SRT SRT Constructio n Workers SRT 12 UCAS Higher Education Exhibition 2018 Exhibitor Guide UCAS Higher Education Exhibition 2018 Exhibitor Guide 13

8 Activity/ g coaches Staff giving out Convention Guides at registration desks Activity/ Students entering the Sports Gym Possible overcrowding of crush injuries as maximum of 4000 students could access the exhibition areas at the beginning of the sessions / Others will be leaving at the same time to access elsewhere in main building ambassadors and visiting students All students and staff and Exhibitors University staff to ensure that all cars are directed to new area for the day to avoid confusion Clear signs to direct coaches to drop off point UoB staff and student ambassadors in fluorescent jackets directing coaches Clear instructions sent to schools in advance Clear signs to direct students to main HE Fair facilities staff to direct students away from road Ensure that teachers /schools are aware that staff will hand out Conventions Guides to all students on arrival to the welcome marquees Direct students efficiently to main HE Fair facilities and ensure they move on as requested Ensure that PA systems are installed Schools are briefed about behaviour expected and how to get the most out of the event via pre arrival presenation Clear signs to direct students to exhibition One way system to be put in place in and out of exhibition areas Staff to direct students and keep routes moving Student ambassadors from Bedfordshire University to assist with advising students/maintaining safe routes Teachers managing their groups as they enter conference facilities SRT SRT Ambassado rs Other UoB staff and visiting teachers 14 UCAS Higher Education Exhibition 2018 Exhibitor Guide UCAS Higher Education Exhibition 2018 Exhibitor Guide 15

9 Activity/ Large numbers of people in the Marquee Activity/ Exhibitor and teacher refreshment s Subject lectures in Theatres of crushing and possibility of large scale emergency evacuation People carrying hot tea and coffee around the campus to the Marquee One access door to each lecture theatre so risk of overcrowding associated with large numbers of students moving in and out for popular Crowding at ambassadors and visitors ambassadors, visiting students and exhibitors ambassadors, visiting students and speakers Designated first aiders on duty throughout day SRT staff trained in first aid to required legal standard to assist if required Staff on duty who are easily identifiable (Black T-shirts for SRT) Precise allocation of space with sufficient free access around the exhibitors to allow for discussion /movement Agreed safety procedures with University H&S staff in event of Fire /bomb Designated Building Evacuation/Building Control team on site University first aiders available Fire doors in Marquee free to allow for rapid exit if required Student ambassadors and staff to monitor flow in both exhibition halls Clear signs PA system to provide clear announcements about and locations, as well as evacuation proceedures. Tables at which to consume food & drink Clear signposting for staff and exhibitors to locate refreshments Teachers advised of facilities for refreshments location Two fire doors in each theatre Staff members ot be present in each of the semianr blocks to manage evacuation and first aid requirments Radios/Walkie talkies to be issues to staff in SRT Ambassado rs Other UoB Staff working SRT Chartwells staff working SRT Academic staff delivering Ambassado rs Staff acting 16 UCAS Higher Education Exhibition 2018 Exhibitor Guide UCAS Higher Education Exhibition 2018 Exhibitor Guide 17

10 Activity/ Subject lectures in 1 st floor lecture room Activity/ Subject lectures in small lecture rooms first and second floor Stairs /and corridor entrance to Lecture Theatres as students wait for one talk to end and another to begin Students having access to the wider facilities of the university /work rooms offices and I.T. Labs Lifts for students with wheel chair access needs to first floor so risks re accessing lift etc around emergency situations Stair access to lecture Room of tripping Room takes 180 students Short flight of stairs down to access main door to lecture room so risk of tripping /chair lift on wall that a university staff member can operate to assist with wheel chair access Crowding in corridor whilst students wait for to end and then potential crush as students leave previous talk Stairs risk of Falling /tripping Lifts available so access for students with disability /issues for emergency evacuation if required Limiting numbers of Students that ambassadors, visiting students and speakers seminar blocks Area outside lecture area is spacious to students won t be crowded into a narrow corridor Student ambassadors on duty to assist University security /staff aware in advance and have locked access points to rooms that are out of bounds Clear signs highlighting room locations Each student /visitor has a copy of the Convention Guide with a detailed map of Campus Staff members ot be present in each of the semianr blocks to manage evacuation and first aid requirments Radios/Walkie talkies to be issues to staff in seminar blocks Student ambassadors available to assist Both staff and Student ambassadors clearly identifiable Staff and student ambassadors attend pre-event briefing University First Aiders available Additional staff covering corridor at beginning and end of Clear signposts to Staff monitoring the doors /stairs and corridors and lift Staff members ot be present in each of the semianr blocks to manage evacuation and first aid requirments Radios/Walkie talkies to be issues to staff in as door staff and chairs for Student Recruitmen t Team Academic staff delivering Student ambassado rs Staff acting as door staff and chairs for Student Recruitmen t Team Academic staff delivering Student ambassado rs 18 UCAS Higher Education Exhibition 2018 Exhibitor Guide UCAS Higher Education Exhibition 2018 Exhibitor Guide 19

11 Activity/ can access the to agreed room numbers in order to avoid over crowding Congestion in corridors particularly the changeover occurs between seminar blocks Additional staff available near large lecture theatre to keep students moving Detailed programmes available for all students so know where they are going Students are pre briefed by schools/teachers about the need to be orderly and to plan their visit Staff acting as door staff and chairs for Fire Alarm Overcrowding Panic Lack of direction ambassadors and visitors Student ambassadors clearly identifyable Prior to the event identify BEC's and Fire Wardens for all buildings, and ensure all staff working are briefed in fire evacuation procedures Health & Safety Team Student Recruitmen t Team Ensure fire evacuation information signs are up to date and all staff are aware of assembly points and refuge areas. Activity/ Names of Persons involved in the Activity/ Photocopy fire info and include in exhibitor packs David Seaton- Assistant Director Recruitment & Admissions.. Signatures. 20 UCAS Higher Education Exhibition 2018 Exhibitor Guide UCAS Higher Education Exhibition 2018 Exhibitor Guide 21

12 GUIDELINES FOR COMPLETING AN ASSESSMENT The Aim of a Assessment is to identify and risks and implement suitable control measures to reduce potential harm in the workplace DEFINITIONS: HAZARD Something with the potential to cause harm. RISK The likelihood of harm being realised. 1. Identify an activity, process or operation where there is potential for injury or damage. Consider whether it is essential for the activity to continue, ie, without the hazard there is no risk. 2. Identify the within the activity, ie, using machinery, confined spaces, working at height, electricity, manual handling, lone working, exposure to hazardous substance etc. Use of the HIPA form should assist with the identification of for the work or activity that is planned and should be used to carry out a preliminary assessment. 3. Determine the risks involved and what type of incident is anticipated, eg, contact with moving/sharp equipment, asphyxiation, falls, electrocution, back injury, violence/abuse. Consider who and how many people will be affected, eg, employees, students, visitors, contractors. 4. Estimate the risk level without the benefit of any control measures. Level = likelihood x severity HIGH (12-25) MEDIUM (8-10) LOW (1-6) certain or near certain that harm will result in serious injury/damage. harm will probably occur frequently with minor injury/damage. it is unlikely that harm will be caused and the outcome would result in very minor injury/damage. 5. High and medium risk levels will require control measures to reduce the risk level to as low as is reasonably practicable. This could be achieved by for example, Guarding, Safety Procedures/Working Practices, Specialist Training, Mechanical Assistance, Substitution of hazardous substance to substance of lower risk, etc. Personal Protective Equipment should only be considered, as the last resort, if alternative control measures cannot achieve a lower risk level. 6. Re- assess the risk level with existing or new control measures in place. 7. Some additional control measures may be required to reduce the risk. Insert who these control measures will be actioned by. For clarity use an asterisk (*) to highlight those that need to be put into place before the activity or event takes place. 8. Completed assessments should be shared and discussed with all persons involved in the activity/process/operation and where possible, signed to confirm their understanding and involvement. 9. The completed assessments should also be signed by the assessor, Head of Department/Support Department or Dean and a member of the health and safety department. 10. All assessments should be reviewed, as and there is any significant change or annually whichever is sooner. 11. Generic risk assessments are acceptable where activities/processes/operations are consistent across the workplace. However, these must be adapted, as appropriate, to consider individuals and local environment. 12. There may be other risk assessments that need to be undertaken separately, For example: Manual handing COSHH (Control of Substances Hazardous to Health) New & Expectant mothers Young persons Stress And these may need other specific assessment forms to be completed. Exhibitor parking permit UCAS Bedfordshire HE exhibition 2018 Valid for parking at: Bedford campus, Polhill Avenue, MK41 9EA Date valid: June 2018 ( ) Please ensure this pass is displayed in the windscreen of your vehicle to avoid parking charges during your stay. SAFETY FIRST: The campus speed limit is 10 mph. Please observe the traffic signs and follow the one way system. 22 UCAS Higher Education Exhibition 2018 Exhibitor Guide UCAS Higher Education Exhibition 2018 Exhibitor Guide 23

13 Contact details Venue: Bedford campus Polhill Avenue Bedford Bedfordshire MK41 9EA Opening hours: Contact details before the exhibition or During the exhibition or General enquiries Event staff wearing red UCAS t-shirts, will also be available to offer help and advice if you have any queries. Thank you for registering to attend the UCAS Bedfordshire higher education exhibition on June 2018