International Surgical Congress of the Association of Surgeons of Great Britain and Ireland Halls D & H Harrogate International Centre (HIC) Harrogate 29 April - 2 May 2014 www.asgbi.org.uk Exhibitors Manual All queries regarding the Exhibition should be directed to Janet Mills. The general and technical information contained in this manual must be read in conjunction with the Exhibition Stand Application and Contract Terms and Conditions and be considered part of them. 1 CONTENTS Page 4 11 11 7 3 8 3 10 9 5 12 12 11 8 5 5 12 7 10 7 9 9 8 7 12 10 11 8 3 3 5 7 12 5 10 11 6 11 6 6 9 8 3 4 9 Return Date Access/Delivery (Directions to Dragon Road on website) APP/Congress Programme Audio Visual (SLA form on website) Banners/Hanging sign Breakdown/Collections Broadband/Wireless Internet Connection (HIC form on website) Build-up times Catering/Bar Services (Kudos Catering form on website) Compressed Air Contractor Passes (form on page 15) Delegate List Delegate Registration Editorial Entry - Congress Programme Electrical Services (Supreme Exhibitions form on website) Exhibitor Badges (form on page 13) Exhibitor Passes (form on page 14) Exhibitor Registration for Congress (form on page 17) Fascia Nameboards (Hirex form on website) Fire Precautions Floor Covering/Carpet Fork Lift (Onsite form on website) Freight Forwarding (Onsite form on website) Furniture (JMT Indisplay – link on website) Height Restrictions Hotel Accommodation (link on website) Insurance iPads for Congress Internet access/telecommunications (HIC form on website) Organisation Opening Times Parking Photographer (Richard Kelly form on website) Programme QR Codes Security/Traffic Control Social Event (form on page 16) Space Only Stand Drawings Stand Cleaning Shell Scheme Extras (Hirex form on website) Standfitting Service/Details Storage (Onsite form on website) Telecommunications (HIC form on website) Venue (see website for venue directions) Vehicle Passes (form on page 14/15) Water and Waste 2 20 March 2014 10 April 2014 20 March 2014 10 April 2014 17 April 2014 17 April 2014 17 April 2014 31 March 2014 18 April 2014 18 April 2014 17 April 2014 10 April 2014 17 April 2014 17 April 2014 31 March 2014 18 April 2014 10 April 2014 17 April 2014 VENUE The International Surgical Exhibition of the Association of Surgeons of Great Britain and Ireland will be held in Halls D and H at Harrogate International Centre (HIC), Harrogate, Tel: 01423 500500. www.harrogateinternationalcentre.co.uk ORGANISATION Janet Mills, ASGBI Exhibition Manager, will be on site in Harrogate from 08.00 hours Monday 28 April 2014. Tel: 02392 570888 BUILD UP TIMES The exhibition halls will be available to exhibitors and their contractors for stand construction/dressing as follows:Floor Space Only Stands Monday 28 April 2014 12.00-20.00 hrs Shell Scheme Stands Monday 28 April 2014 14.00-20.00 hrs All stands must be complete and ready for the exhibition opening at 09.00 hrs, Tuesday 29 April 2014. OPENING TIMES The Exhibition will be open at the following times:Tuesday 29 April 2014 Wednesday 30 April 2014 Thursday 1 May 2014 Friday 3 May 2013 09.00-17.00 08.00-16.30 08.00-16.00 08.00-14.00 18.30-19.30 Reception Hall H 17.30-18.30 Reception Hall D 17.30-18.30 Reception Hall D BREAKDOWN/COLLECTION OF EXHIBITS Breakdown of stands will commence after lunch at 14.00 hrs Friday 2 May, the official closing time. Exhibits may not be removed from stands before that time. The exhibition hall must be clear of all exhibitors, materials and standfittings by 22.00 hrs, Friday 2 May 2014. N.B. Any packages still remaining at the close of business on 2 May 2014 will be disposed of by HIC. 3 ACCESS/DELIVERY OF EXHIBITS Exhibitors and their contractors must first report to Dragon Road Vehicle Park (see map/procedure instructions on ASGBI website). Exhibitors will be required to advise their preferred time of vehicle access during the build-up period. Please complete the Order Form on page 14/15 of this guide. Traffic controllers will call vehicles to the appropriate exhibition hall as and when space allows. Early deliveries of goods to Harrogate International Centre, (HIC) cannot be made before Monday 28 April 2014. Any deliveries prior to this date must be clearly marked with the Exhibition name and date, exhibitors/company name and stand number and sent directly to:Onsite Exhibition Services Ltd The Events Suite, Bryant House 61-63 Wellington Road North Stockport, Cheshire, SK4 1HS Tel: 07974 223670 Email: carol@onsitex.co.ux All deliveries for Monday 28 April should be addressed as follows:Exhibitor Name Stand Number ASGBI Exhibition Halls D or H, Harrogate International Centre (HIC) King’s Road Harrogate, HG1 5LA Exhibitors must ensure there is someone to sign for any courier deliveries made directly to the Venue. If there is no one present on the stand this day, our logistics provision (Onsite) will accept the shipment and charge an onsite handling fee based upon volume being received, Onsite will then deliver any items directly to the stand. VEHICLE PASSES All exhibitors’ and contractors’ vehicles including cars, must have a vehicle pass to allow entry to the HIC for goods delivery or collection. a) Exhibitor Vehicle Pass Please complete the relevant Order Form on page 14 of this guide and return it to the Organisers. b) Contractors Vehicle Passes Exhibitors using their own contractors for stand installation /design, should pass on the relevant Order Form on page 15 of this guide for completing and returning direct to the Organisers. All passes will be sent in advance. 4 EXHIBITOR/CONTRACTOR WORK PASSES For security purposes all personnel entering the HIC must carry a pass which must be produced on request by security officers. a) Exhibitor Work Passes Exhibitors must ensure that all personnel, including representatives attending ASGBI, whether for build-up or breakdown, are issued with a work pass. Please complete the Order Form on pages 14 of this guide. (These passes are in addition to exhibitors lapel badges which will be issued by the Organisers on site. b) Contractors Work Passes Exhibitors using their own contractors for stand installation/design should pass on the Order Form on page 15 of this guide for completion and returning direct to the Organisers. All passes will be sent in advance. EXHIBITOR BADGES Exhibitor lapel badges must be worn by all stand personnel and be worn at all times. These badges will be available for collection from the Exhibition Registration Desk on arrival and will not be sent by post to exhibitors. Your staff will need to exchange their work pass for a Lapel Badge. Please complete the Lapel Badge Order Form on page 13 of this guide. Please note that children under the age of 16 are not permitted in the exhibition hall at any time. QR CODES Each delegate will have a QR code on the back of his or her congress badge this year. Scanning the QR code will allow download of the delegate’s name, institution and contact email address. If exhibitors can ensure that their smartphones have a QR code reader App on them, it should facilitate the process of recording thIs data very simply and, we hope, prove popular with you. PARKING For satellite navigation, please use HG1 5LA. The HIC has its own 210 space dedicated underground car park and parking costs are as follows:Up to 3 hours - £4.00 Up to 6 hours - £7.50 Up to 12 hours - £11.50 24 hours - £13 A further 1,200 car parking spaces are available at the nearby Jubilee and Victoria car park. 5 STANDFITTING SERVICE/DETAILS a) Shell Scheme The appointed shell scheme contractors are:HIREX LTD., 1 Lomax Street Radcliffe Manchester, M26 1PX Tel: 0161 723 6100 Fax: 0161 723 4744 Any exhibitor requiring stand fitting services, whether it be for shell scheme or space only, should contact Hirex Ltd. direct. i. A diagram including a full description of the “Click Modular shell scheme can be found on the website. ii. Fixing to the shell walls should be carried out using Velcro tape or tabs available for sale on site. For heavy fixing, exhibitors should consult the stand contractor. Fixing with nails, screws, staples and glue etc. to the wall panels is NOT PERMITTED. Any damage must be paid for. iii. Optional extras such as panelling, doors, shelves etc. are available using the Hirex Extras Order Form on the website. b) Space Only i. Space Only exhibitors are advised that no walls or stand fittings are provided and they should make their own arrangements for stand building and decoration. There is grey carpet on the floor in Hall H. ii. A technical drawing, including all specifications, together with a risk assessment and method statement, must be submitted to Janet Mills (janetmills@btconnect.com) for approval by 17 April 2014. N.B. Please note building height restrictions on next page. iii. No stand or display exposing an unfinished surface to neighbouring stands will be permitted, nor many any solid wall of more than one third of the total length of any elevation be erected on the perimeter of a stand bordering a gangway which would impede the frontage or view from or into a neighbouring stand. iv. Where stand walls, including towers, exceed 2.4 metres in height, they must be suitably clad and decorated on the reverse side to the requirements of the adjoining Exhibitor, but carry neither titles, devices, advertising matter nor exhibits where the elevation overlooks the lower stand. No part of the stand construction (including rotating signs) or any exhibits may protrude over the gangways or neighbouring stands. Any inflatables must be included in the stand plan. All lockable doors to store rooms, kitchens etc must have a vision panel in case of emergency. Doors may not open onto the gangways. 6 v. Disabled Ramps. All stands built on a platform should have a ramp incorporated into the design to meet the requirements under the Disability Discrimination Act. Ramp edges must be clearly defined with a contrasting colour or material, preferably high visibility. FASCIA NAMEBOARDS (SHELL SCHEME ONLY) Fascia nameboard requirements should be notified to the contractors, Hirex Ltd, using the Order Form on the website by 31 March 2014. FLOOR COVERING/CARPET Light blue carpet will cover the hall floor. If a colour change is required, Hirex can supply standard floor flats @ £20.00 per m2 or a raised platform at £25.00 per m2. Either will need to be ordered and paid for in advance of build-up: +44 161 723 6100. Please contact JMTIndisplay to change the carpet colour - £5.70 per m2. Tel: 01923 851580 STAND IDENTIFICATION – SPACE Exhibitors with floor space only sites are requested to ensure that their stand is clearly identified with company name and stand number placed in a prominent position. HEIGHT RESTRICTION a) Shell Scheme Stands No stand fitting, display or exhibit may exceed the shell scheme height of 2.40m. b) Space Only Stands The maximum permissible height for building is 4m in Hall H and 2.9m in Hall D. BANNERS/HANGING SIGNS Exhibitors wishing to use hanging banners or signs as part of their stand display should contact the Exhibition Organiser, Janet Mills, in the first instance – janetmills@btconnect.com or 02392 570888. PHOTOGRAPHER Exhibitors requiring the services of a photographer should complete Richard Kelly’s order form on the website. 7 ELECTRICAL SERVICES The official electrical contractors to the exhibition are:- SUPREME EXHIBITIONS LTD 10 Grange Gardens South Norwood London, SE25 6DL Tel: 0208 653 2215 Fax: 0208 653 7013 All electrical connections must be made by Supreme. Exhibitors may provide their own electrical fittings where such fittings are in the form of made-up units, complete and ready for connection to the mains supply. Exhibitors’ equipment must confirm to all current electrical and safety standards and appliances should be delivered to stands complete with 13 amp square pin plugs BS No. 1363. Exhibitors must arrange with their stand contractors for support battens if any lighting is required over the centre of stand areas. Shell scheme exhibitors should complete the Hirex Order Form for optional extras. Stand Contractors ordering Mains Only The new EVA and Health & Safety Regulations dictate that a full test certificate is required by all venues giving readings for insulation and continuity. This is normally performed by Supreme Exhibitions Ltd but must be completed by stand contractors ordering mains only. Please complete and return the Order Form for Electrical Services on the ASGBI website direct to Supreme Exhibitions by 10 April 2014. Please note there are no electrics supplied in the shell scheme package. FURNITURE The appointed furniture/carpet contractors are:JMT INDISPLAY LTD Unit A, Ventura Park, Old Parkbury Lane, Colney Street ST. ALBANS Herts, AL2 2DB Tel: 01923 851580 www.jmtindisplay.co.uk Please note there is no furniture, including tables and chairs, provided with the shell scheme package. INTERNET ACCESS/TELECOMMUNICATIONS Exhibitors requiring a telephone or Internet Access on their stand should complete the HIC Order Form on the website. 8 COMPRESSED AIR/WATER AND WASTE Exhibitors wishing to use compressed air/water and waste as part of their stand display should contact the Exhibition Organiser, Janet Mills, in the first instance – janetmills@btconnect.com or 02392 570888. FORK LIFT Any exhibitor requiring the use of a forklift should contact Onsite (see next section). FREIGHT FORWARDING, LIFTING AND HANDLING The appointed freight forwarding, lifting and handling agents for the exhibition are:Onsite Exhibition Services Ltd The Events Suite, Bryant House 61-63 Wellington Road North Stockport, Cheshire, SK4 1HS Tel: 07974 223670 Email: carol@onsitex.co.ux OnSITE can provide information and advice to international and United Kingdom exhibitors regarding shipment, transportation, lifting and handling of exhibit material. They can also offer Customs Clearance and temporary Importation Bonds for overseas exhibits. A storage service is also available. Exhibitors requiring any of these services should contact OnSITE using the Order Form on the website.. STORAGE No storage space is available at Harrogate International Centre (HIC). Exhibitors are requested to make any necessary arrangements for the removal and storage of empty boxes, cartons, wrappers etc., prior to the opening of the Exhibition. It is contrary to the fire regulations to have packing materials stored on or behind stands. Storage is available through the Freight Forwarding, Lifting and Handling agents, OnSITE DAMAGE TO EXHIBITION Care should be taken to avoid damage to any structural part of the exhibition hall, including floors. Any reparation found to be necessary will be charged to the exhibitor concerned. 9 CATERING/BAR SERVICES Full catering and bar services are available at the HIC through the official caterers, Kudos Catering who have the sole rights to provide food and drink for consumption on stands and the premises. Please use the Kudos order form on the ASGBI website and return direct to:Kudos Catering (UK) Ltd Harrogate International Centre Kings Road Harrogate, North Yorkshire, HG1 5LA Tel: 01423 537334 Fax: 01423 537328 Email: hic@kudosknowhow.co.uk Coffee, tea and lunch for exhibitors working on the stand will be available free of charge each day. SECURITY/TRAFFIC CONTROL Security officers are on 24 hour duty throughout the exhibition period, including buildup and breakdown. Exhibitors are requested to ensure that all personnel wear lapel badge identification. Any exhibitor requiring extra security services should apply to the Organisers as early as possible. Traffic Control Officers will be on duty during build-up and breakdown. Exhibitors and their contractors are requested to co-operate with these officers to ensure a problem free traffic flow operation. FIRE PRECAUTIONS Flameproofed and fireproofed materials must be used for all stand construction including decorative drapes and muslin ceilings. All tanks containing Petrol and Diesel must be drained to 2 litres and all batteries disconnected. Drip traps must be provided under all vehicles. Fire points are situated throughout the exhibition hall. These points must be kept clear at all times. Exhibitors should ensure that at least two members of their staff are familiar with the use of fire extinguishers. INSURANCE Whilst we take every precaution to protect your property during the event, we are not responsible for any loss or damage. We recommend that you buy insurance cover. You are responsible for insuring against legal liability incurred in respect of bodily injury to third parties or damage to property belonging to third parties. In addition to this, you should protect your expenditures against Cancellation and Abandonment or curtailment of the event due to reasons beyond our control. 10 STAND CLEANING All stand cleaning is included in the stand rental charge and will be carried out each day prior to opening. However, exhibitors are responsible for the maintenance of their stand areas in a clean and rubbish free state during the open period of the Exhibition. N.B. Exhibitors and their agents/contractors are responsible for the complete removal of all exhibits and materials used by them in the stand construction on final departure from the exhibition hall after breakdown. Any costs incurred by the Organisers for the removal and storage of exhibits and materials left in the halls will be passed on to the exhibitor concerned. CONGRESS PROGRAMME – EDITORIAL ENTRY Our 2014 Congress will be almost completely devoid of paper. An independent developer, SpotMe, are providing the platform for the ASGBI Congress app. You will be provided with a link where you can download the app before the Congress starts. To check whether your existing device will be suitable, please follow the Apple and Android links below:Apple: https://itunes.apple.com/us/app/spotme-mobile-event-app/id739869655?mt=8 Android: https://play.google.com/store/apps/details?id=com.spotme.android&hl=en Each exhibiting company may have up to 75 words in the Exhibitors section of the Final Programme which will only be available on an iPad. Please submit copy to Janet Mills (janetmills@btconnect.com) by 20 March 2014 latest together with your logo and link to your company website. You can hire an iPad for £25 if you do not have your own device by completing the form on page 18 of this guide. The app will provide access to all the programme information, abstracts, speaker profiles and delegate list. AUDIO VISUAL Audio visual and video hire services are available direct from SLA who are looking after ASGBI AV requirements in Harrogate. Please use the SLA Order form on the ASGBI website. SOCIAL EVENT – Thursday 1st May 2014 We are holding a Yorkshire-themed social evening in the Royal Hall at Harrogate International Centre after the Reception on Thursday 1st May 2014. Exhibitors are welcome to join delegates and tables can be booked upon request so that teams can enjoy the evening together. There will be a pay-for bar for those who wish to buy drinks. Tickets are £25 per person and include a three-course meal and light entertainment. Please complete the form on page 16 of this guide to avoid disappointment. 11 HOTEL ACCOMMODATION Special rates for hotel accommodation are available through Fresh! Reservations. To book on line and review a list of hotels please see the ASGBI website. All accommodation enquiries should be directed to:Fresh! Reservations Ltd Suite 7, 1st Floor, Southgate House, St George’s Way Stevenage Herts, SG1 1HG Tel: 01438 908777 Contact: Charlotte Davies Email: hotels@freshres.co.uk Website: www.freshres.co.uk DELEGATE REGISTRATION/PROGRAMME Please see the ASGBI website for delegate registration details and an up to date programme for the 2014 International Surgical Congress. EXHIBITOR REGISTRATION FOR CONGRESS Exhibitors wishing to register for Congress should complete the form on page 17 of this guide. The special rate of £150 for a four day registration will apply. DELEGATE LIST This will be available on the SpotMe Congress app, the link for which will be sent before the Congress starts. 12 EXHIBITOR LAPEL BADGES ASGBI 2014 HIC, Harrogate 29 April - 2 May 2014 All staff working on site must wear a lapel badge once inside the exhibition. Please prepare lapel badges for the following persons TO BE COLLECTED FROM THE ORGANISERS DESK ON SITE DURING BUILD-UP. (PLEASE PRINT). (FIRST NAME) (SURNAME) (FIRST NAME) (SURNAME) ………………………………………… ………………………………………………… ………………………………………… ………………………………………………… ………………………………………… ………………………………………………… ………………………………………… ………………………………………………… ………………………………………… ………………………………………………… ………………………………………… ………………………………………………… ………………………………………… ………………………………………………… ………………………………………… ………………………………………………… ………………………………………… ………………………………………………… ………………………………………… ………………………………………………… ………………………………………… ………………………………………………… COMPANY:………………………………………….STAND NO:………………………… CONTACT:…………………………………………..TEL NO:……………………………… Please complete and return one copy of this form no later than 17 APRIL 2014 to:Janet Mills ASGBI Exhibition Manager 101 Valley Park Drive Waterlooville Hants, P08 0PS Tel: 02392 570888 Fax: 02392 570880 Email: janetmills@btconnect.com 13 EXHIBITOR VEHICLE PASSES EXHIBITOR WORK PASSES VEHICLE SCHEDULE ASGBI 2014 HIC, Harrogate 29 April - 2 May 2014 Vehicle passes are required for staff who need to deliver goods to Halls D and H on build up, Monday 28th April. COMPANY…………………………………………………………………………………… ADDRESS…………………………………………………………………………………… ………………………………………………………………………………………………… ………………………………………………………………………………………………… TEL NO:……………………………………………..STAND NUMBER…………………… ___________________________________________________________________ EXHIBITOR VEHICLE PASSES Please send us (qty) ………….. vehicle passes VEHICLE SCHEDULE We expect to arrive at Harrogate International Centre at:Approx……………………………………(Time) on….…………………………….Date) Vehicle Make:……………………………………..Type/Size……………………………………… EXHIBITOR WORK PASSES Please send us (qty) ……………… work passes Please complete and return one copy of the form no later than 17 APRIL 2014 to:Janet Mills ASGBI Exhibition Manager 101 Valley Park Drive, Waterlooville, Hants, P08 0PS Tel: 02392 570888 Fax: 02392 570880 Email: janetmills@btconnect.com 14 CONTRACTOR VEHICLE PASSES CONTRACTOR WORK PASSES VEHICLE SCHEDULE ASGBI 2014 HIC, Harrogate 29 April - 2 May 2014 Vehicle passes are required for staff who need to deliver goods to Halls D and H on build up, Monday 28th April. COMPANY…………………………………………………………………………………… ADDRESS…………………………………………………………………………………… ………………………………………………………………………………………………… ………………………………………………………………………………………………… TEL NO:……………………………………………..STAND NUMBER…………………… ___________________________________________________________________ CONTRACTOR VEHICLE PASSES Please send us (qty) ………….. vehicle passes VEHICLE SCHEDULE We expect to arrive at Harrogate International Centre at:Approx……………………………………(Time) on….…………………………….Date) Vehicle Make:……………………………………..Type/Size……………………………………… CONTRACTOR WORK PASSES Please send us (qty) ……………… work passes Please complete and return one copy of the form no later than 17 APRIL 2014 to:Janet Mills ASGBI Exhibition Manager 101 Valley Park Drive, Waterlooville, Hants, P08 0PS Tel: 02392 570888 Fax: 02392 570880 Email: janetmills@btconnect.com 15 SOCIAL ASGBI 2014 HIC, Harrogate 29 April - 2 May 2014 YORKSHIRE THEMED SOCIAL EVENING Thursday May 1st 2014 We are holding a traditional Yorkshire themed dinner and social evening at the Royal Hall at the HIC after the Reception on Thursday 1st May 2014. Exhibitors are welcome to join delegates and tables can be booked upon request so that teams can enjoy the evening together. There will be a pay-for bar for those who wish to buy additional drinks. Tickets are £25 per person for a three-course meal. We require ……. dinner tickets. Please invoice us at £25.00 per head Alternatively, please send your cheque, made out to ASGBI, to the address at the bottom of this form. ___________________________________________________________________ COMPANY…………………………………………………………………………………… CONTACT…………………………………………………………………………………… EMAIL……..………………………………………………………………………………… TEL NO:……………………………………………STAND NUMBER…………………… ___________________________________________________________________ Please complete and return one copy of this form no later than 17 APRIL 2014 to:Janet Mills ASGBI Exhibition Manager 101 Valley Park Drive, Waterlooville, Hants, P08 0PS Tel: 02392 570888 Fax: 02392 570880 Email: janetmills@btconnect.com 16 EXHIBITOR REGISTRATION FOR CONGRESS ASGBI 2014 HIC, Harrogate 29 April - 2 May 2014 Exhibiting companies wishing to register stand representatives for Congress should complete the form below. The special rate of £150 per person for four days will apply. We require ………… Exhibitor Registrations at ASGBI. Please invoice us at £150.00 per person. COMPANY:……………………………………………………….STAND NO:……………. CONTACT:…………………………………………..TEL NO:…………………………… NAME FOR BADGE:……………………………………………………………………....... ………………………………………………………………………………………………… ………………………………………………………………………………………………….. (Badges will be given out in Harrogate and not sent in advance) Please complete and return one copy of this form no later than 17 April 2014 to:- Janet Mills ASGBI Exhibition Manager 101 Valley Park Drive Waterlooville, Hants, P08 0PS Tel: 02392 570888 Fax: 02392 570880 Email: janetmills@btconnect.com 17 EXHIBITOR IPADS FOR CONGRESS ASGBI 2014 HIC, Harrogate 29 April - 2 May 2014 ASGBI is a paperless Congress this year. SpotMe, an independent developer, are providing the platform for the ASGBI Congress app which will contain the programme, abstracts, company profiles and delegate list. Exhibiting representatives who do not own iPads, can hire them for £25 per iPad for the duration of the congress. We require ………… iPads for use at ASGBI. Please invoice us at £25.00 per iPad. COMPANY:……………………………………………………….STAND NO:……………. CONTACT:…………………………………………..TEL NO:…………………………… NAME FOR iPad:……………………………………………………………………....... ………………………………………………………………………………………………… ………………………………………………………………………………………………….. (iPads can be collected in Harrogate and will not be sent in advance) Please complete and return one copy of this form no later than 17 April 2014 to:- Janet Mills ASGBI Exhibition Manager 101 Valley Park Drive Waterlooville, Hants, P08 0PS Tel: 02392 570888 Fax: 02392 570880 Email: janetmills@btconnect.com 18
© Copyright 2024