Exhibition policy, rules and regulations 2015
Exhibition policy, rules and regulations 2015 The Exhibition policy rules and regulations are an appendix to the Booking Form signed to book your stand for the British Dental Conference and Exhibition 2015. Full logistical and technical information will be supplied in the online Exhibitor Manual to be released in December 2014. By signing the Booking Form you are agreeing to be governed by the terms contained within this document. 1. Definitions In these regulations the term ‘Exhibition’ in all cases refers to the Trade Exhibition being held as part of the British Dental Conference and Exhibition 2015 to be held in Manchester. The term ‘Exhibitor’ includes any person, firm or corporation and its employees or agents to whom space has been allocated for the purpose of exhibiting at the Exhibition. The term ‘Sponsor’ includes any person, firm or corporation and its employees or agents that has entered into an agreement to purchase a sponsorship package from the organisers. Although elements of the event are available for sponsorship without being part of a full sponsorship package only those who have purchased either a Silver, Gold, Platinum or Diamond sponsorship can refer to themselves as sponsors of the overall event. The term ‘Organisers’ means the British Dental Association. The term ‘Premises’ refers to those portions of Manchester Central Convention Complex, which are licensed to the Organisers. The term ‘Event’ refers to the British Dental Conference and Exhibition 2015 to be held 7 – 9 May 2015 at Manchester Central Convention Complex, Manchester and includes the build-up day – 6 May 2015. 5. Audio-visual demonstrations and sound producing equipment Exhibitors using such equipment must not cause a nuisance to exhibitors on adjacent stands nor locate their equipment such that there is an obstruction in the gangways. Exhibitors creating such problems must comply with the resetting or modulation of such equipment if required to do so by the Organiser. Demonstration speakers must be located as close to the centre of the stand as possible on island sites or at the back of the stand on closed sites. The Organiser reserves the right to require fringe activities (e.g. private lunches or award ceremonies) to take place at a separate venue under BDA control or be organised by the BDA. 6. Cancellation 2. Advertising materials, circulars and promotions Literature may be distributed from stands only and must not be placed in any other areas, except by specific prior arrangement with the Organisers. Stand staff may not stand outside their stand area to distribute literature, except by specific prior arrangement with the Organisers. Prize draws and raffles will not be permitted without permission from the Organisers. The sale, distribution or use of gas filled balloons must be approved by the BDA and Manchester Central Convention Complex and must be weighted down. Exhibitors will be liable for any costs incurred by balloons being drawn into units or equipment. make every effort to notify exhibitors before the event). On the day of the event stands may be renumbered. Where companies have booked more than one stand, the stands will be combined and the lowest stand number will be used. The Organisers reserve the right to refuse any booking or prohibit any exhibit without assigning any reason for such refusal or prohibition and to change stand allocations or plans if necessary. An Exhibitor may not, except by express written permission of the Organisers, display directly or indirectly, advertise or give credit to any products other than his own or those of his named principals. An Exhibitor may not, unless by express permission of the Organisers, present a fellow exhibitors product in a negative light. Should Exhibitors be forced to cancel or reduce their promotional opportunity or stand space they should confirm in writing. Cancellations received up-to 30 days from the date of the invoice will not be charged. Cancellations received more than 30 days after the date of an exhibitors invoice - the Exhibitor is liable for 100% of the cost. The Organisers will endeavour to re-let the stand space, if they are able to do so then the exhibitor will only be liable to pay 100% of the stand deposit (40% of full stand price). Exhibitors booking their promotional opportunity or stand space after the 9 January 2015 are liable for 100% of the cost if cancellation is required. The Organisers will endeavour to re-let the stand space, if they are able to do so then the exhibitor will only be liable to pay 100% of the stand deposit (40% of full stand price). Sponsors are unable to cancel their sponsorship of any event once logos have been printed on promotional literature and in this situation will be liable for 100% of the agreed cost. 3. Animals 7. Catering arrangements Animals shall not be admitted to the exhibition except guide dogs of registered blind or deaf persons. 4. Booking stand space Applications should be made using the official form that can be found in the Promotional opportunities brochure or downloaded from the event website. This should be returned to the BDA as soon as possible. A deposit of 40% of the total stand rental is due within 30 days of the BDA receiving the booking form. If the booking is made after 9 January 2015, when full payment is required. No stand booking will be confirmed unless the deposit is paid in full. Full payment for booked stand space must be received and banked before entry to the exhibition will be permitted. No stand will be confirmed and included in any promotional literature until the Booking Form has been signed by both the Exhibitor and the Organiser and returned to the BDA. Stands will be allocated on a strictly first-come, first-served basis. Adjoining stands may be taken in combination (subject to BDA agreement and availability). Notification of stand number(s) allocated will be advised as soon as possible after application. (If these change the Organisers will Delegate teas, coffees and lunches will be served throughout the venue in the catering areas as marked on the exhibition floor plan. Lunch is not included with exhibitor passes. Each exhibiting company will receive a number of refreshment vouchers which can be exchanged for tea, coffee or soft drinks in the exhibition hall. Tea and coffee is also provided free of charge in the Exhibitor Lounge. The official caterers at Manchester Central Convention Complex have the sole right to provide food and drink for consumption on stands. Except by written permission of caterers, no company or individual may bring food or drink into the exhibition hall for distribution or sale. Information will be provided in the exhibitor manual regarding organising stand catering. If you are providing catering on your stand please make yourself aware of the following regulations: Food Safety Act 1990, Food Safety Regulations 1995, Food Safety Standards for Exhibitors. 8. Dangerous exhibits/substances/machinery Exhibitors must notify the Organisers in the first instance and Manchester Central Convention Complex in writing when a potentially dangerous exhibit or working demonstration involving substances of a dangerous, explosive or objectionable nature (including x-ray machines) is being considered. The provisions of the COSHH Regulations 1989 must be recognised when substances that may be considered hazardous to health are being used. All machinery and other apparatus intended to be operated must be fitted with guards or other means of protection to the satisfaction of Manchester Central Convention Complex, the BDA and the relevant authorities. Exhibitors may not commence installation before the time nominated, unless otherwise agreed by the Organisers. All machinery/apparatus must only be operated by persons authorised by the exhibitor and shall not be left running in the absence of such a person. Appropriate risk assessment and/or method statements must be forwarded to the BDA at least 21 days prior to the event. Laser products – any person demonstrating or using laser products must: a) comply at all times with the relevant British Standard on “radiation products of laser safety” and the Installation Safety Assessment as per HSG 95 (Radiation Safety of Lasers Used For Display Purposes) for the operation of lasers at any show b) at least five weeks prior to the first day of the event submit to Manchester Central Convention Complex for approval full details of the equipment that will be used c) provide suitable fire extinguishers and warning notices addressing the public of the proposed use of lasers. 13. Infringement of ‘Exhibition policy, rules and regulations’ No delivery or service vehicle will be allowed into the exhibition hall whilst it is open to the public. Exhibits and similar materials shall only be delivered and unpacked at times when the public is not being admitted to the premises. Manchester Central Convention Complex do not permit deliveries to the premises of exhibits; stand fitting or any other materials required for the staging of an Event prior to the day of your stand build-up, which is Wednesday 6 May 2015 for the majority of exhibitors. All deliveries will need to be signed for by the storage representative of the Organisers or by Exhibitors directly. The BDA and Manchester Central Convention Complex do not accept responsibility for boxes that go missing after delivery – Exhibitors must endeavour to be on-site to accept their deliveries and ensure they are sent to the correct stand number. Deliveries of pre-booked and paid for ‘delegate bag inserts’ must be delivered to Manchester Central Convention Complex between 9am and 12 noon on Tuesday 5 May 2015. Inserts delivered after this time may not be inserted into delegate bags and no refund will be given. Please mark all deliveries clearly for the attention of the BDA Events team. 10. Entering other exhibitors’ stands Exhibitors may not enter the stands of other exhibitors (especially outside exhibition hours) except when expressly requested or permitted to do so by the stand holder. Event badges must be worn at all times. 11. Fire prevention Fitted fire extinguishers are distributed around the exhibition hall and must remain visible at all times. The Organisers must notify the relevant Licensing Authority of any chemicals or plastics to be used in displays or demonstrations and Exhibitors should send details of any they intend to use so that approval can be granted. All materials used as decorative drapes must be flame proofed. Infringement of the British Dental Association’s ‘Exhibition policy, rules and regulations’ will render the exhibitor(s) concerned liable for the removal of offending exhibits, the closure of their stand and/or the requirement that the offending activity cease and will endanger their participation in future BDA exhibitions. 14. Installation of exhibits 9. Deliveries All exhibitors are expected to comply with all relevant legislation with a special focus on any relevant legislation relating to dentistry. They should also look to any relevant BDA advice and comply with that in word and spirit. The Organiser will endeavour to prevent any unauthorised use of the exhibition facilities by non-exhibitors. Exhibitors who believe that such activity may be taking place should bring the matter to the attention of the Organiser who will investigate and take any necessary action. Manchester Central Convention Complex will be open to Exhibitors for installation of exhibits from 08.30 on Wednesday 6 May 2015. All stands must be ready by 19.00 on Wednesday 6 May 2015 unless a time extension is agreed by the BDA. Exhibitors will be advised in good time of the delivery schedule and marshalling arrangements for transport bringing goods to the Manchester Central Convention Complex. The Organisers will endeavour to adhere to the nominated date and time for the commencement of Exhibitors’ work but will accept no responsibility for any costs, expenses or claims arising from any variation to such date and time. No load in excess of 5 tons per square metre shall be placed on the floor of the exhibition hall and no vehicle having an axle load in excess of 20 tons shall be brought into the hall. All vehicles entering the service bays must conform with the instructions given by Manchester Central Convention Complex stewards. Loading and unloading may only be carried out in designated areas clear of the public highway. Neither the BDA nor Manchester Central Convention Complex can authorise vehicles to wait or unload in contravention of local road traffic regulations. All loading/unloading vehicles should clearly display the loading/unloading passes issued. When unloading has been completed vehicles must be removed from the service yards. Those remaining shall be parked in the area designated for that purpose and as directed by Manchester Central Convention Complex staff. All private cars shall be parked as directed by Manchester Central Convention Complex staff when loading and unloading. Vehicles parked in contravention of the written or verbal instructions of the Manchester Central Convention Complex are liable to have wheel clamps applied. 15. Insurance Exhibitors are required to insure their legal liability for an indemnity of sufficient amount, depending on the nature of their exhibit, but not less than £1,000,000. Particular attention is also drawn to the need for insurance on the following: Abandonment insurance Exhibitors can see from paragraph 18 that the Organisers are not obliged to return monies paid for space in the event of cancellation or restriction of the Exhibition. 12. General conditions Stands, fixtures and similar insurance All risks on loss or damage to Exhibitors’ property, fixtures, fittings and all other property of similar nature, such as personal effects of directors, principals and employees whilst on the Premises and transit risks from Exhibitors’ premises to the Exhibition and the return journey. The Organisers will be responsible for the control of the Exhibition area. Exhibitors are responsible for the supervision of their own stands. The decision of the Organisers is final and decisive on any matters whether included in these regulations or not. In the event of unforeseen circumstances, the programme may change and the BDA reserves the right to cancel or alter the venue, programme and/or speakers. Any food items, gifts and give-aways being given out on stands should be offered in the context of the exhibition being a dental show. Public liability Liability to the Public may arise out of the Exhibitor’s activities and should be covered by insurance. 16. Legislation Products, which are subject to the UK Medicines Act or other relevant legislation, may not be exhibited unless a licence has been granted or applied for, and all packaging, advertising and display conform to such legislation. Products under licence application may only be exhibited if accompanied by a notice stating that the product is not for sale pending the granting of a licence. Exhibitors should be aware of the requirements of the Medical Devices Directive of 14 June 1993, in particular Article 4, paragraph 3, as follows: At trade fairs, exhibitions, demonstrations, etc. Member States shall not create any obstacle to the showing of devices that do not conform to the Directive, provided that a visible sign clearly indicates that such devices cannot be marked or put into service until they have been made to comply. 17. Liability Whilst the Organisers will endeavour to protect the Exhibitors’ property while on display at the Exhibition, it must be clearly understood that the management of Manchester Central Convention Complex, the Organisers and the Exhibition Contractor cannot accept liability for loss or damage sustained, occasioned from any cause whatsoever. Exhibitors will be responsible for all damage to property and for any loss or injury to persons caused by them or their agents, contractors or employees and will indemnify the Organisers against all claims and expenses arising there from. In the event of it being found necessary, for whatever reason, that the Exhibition will be postponed, abandoned or altered in any way in whole or in part, or if the Organisers find it necessary to change the dates of the Exhibition, the Organisers will not be liable for any expenditure, damage or loss incurred by the Exhibitors and will be entitled to retain such part of all monies paid by the Exhibitors as the Organisers consider necessary to cover expenses incurred in connection with the Exhibition. The Organisers will further not be liable for any loss which the Exhibitors or Exhibition Contractor may incur owing to the intervention of any authority, which prevents or restricts the use of the Premises or any part thereof in any manner whatsoever. 21. Security The standard charge for stand space in the exhibition hall is £270 per square metre and is subject to VAT at the standard rate. The subsidised charge for stand space in the exhibition hall (for companies who pre booked before 1 June 2014) is £250 per square metre and is subject to VAT at the standard rate. The balance of payment is due on or before 60 days from the date of the invoice. Cheques should be made payable to the British Dental Association. If the Exhibitor should fail to pay the balance due by the prescribed date the Organisers reserve the right to cancel the hire whilst still holding the exhibitor liable for payment of the full cost of the stand, should re-letting of the space by the Organisers not be possible. Should the Organisers be able to re-let the space, the Organisers will retain an administrative charge of 100% of the deposit. 20. Removal of exhibits / breakdown Under no circumstances must exhibits be removed from the stand until the Exhibition closes at 16.00 on Saturday 9 May 2015. Movement of any items constitutes a health and safety risk. Tge BDA regulations stipulate that exhibits and other materials shall only be delivered, moved and unpacked at times when the public is not being admitted to the premises. In addition A modular shell scheme package will be provided for all stands in the exhibition hall and will include the shell walls, a 5-foot fluorescent light fitting, a carpet, signwriting to the name panel and numbering of stands, but not power socket’s. An example depiction can be found on the online manual or can be supplied on request. If you do not require a shell scheme please contact Rebecca Hancock at r.hancock@bda.org or on 020 7563 4177 Exhibitors may not display exhibits in such a manner as to obstruct the light or impede or project over gangways or affect the displays of neighbouring stands. Gangways must at all times be left clear and free for passage. Any Exhibitor who continues to cause obstruction or nuisance after notice has been given, shall be liable to have his/her stand closed by the Organisers at the Exhibitor’s expense and risk. Shell scheme specification: White melamine faced wall panels, 2500mm with matt finished post and rail frames, throughout, 2.5m high. Fascia to each open side, 300mm deep, aluminium top and bottom rails, infill panel in a loop nylon fabric. Graphic materials may be affixed by sticky backed Velcro tabs, Blutack or similar systems. Nails and pins may not be used. 19. Payment Manchester Central Convention Complex operate a 24-hour security service for the premises. The Hall will be locked at the end of each day. However, Organisers will not accept liability for any loss or damage to exhibition stands. There will be no security within the Hall itself and any additional security for overnight would incur extra cost. 22. Shell scheme 18. Obstruction of gangways and open spaces the vehicle entry doors to the exhibition hall shall only be operated by the vehicle entry doors to the exhibition hall shall only be operated by Manchester Central Convention Complex staff and will not be opened before 16.00 on Saturday 9 May 2015. The BDA’s and exhibitors’ contractors will not be allowed entry into the exhibition hall until one hour after the close of the exhibition, i.e.: by 17.00. This rule was implemented to ensure that exhibition stand staff can break down and remove products and smaller items from their stands in a safer environment. Please ensure travel arrangements for all exhibition stand staff adhere to the build-up and break down times stipulated. BDA can accept no responsibility for missed connections due to buildup/break down schedule. Exhibitors are advised that all items attached to the stands should be removed before 19.00 on Saturday 9 May 2015. Any items remaining after 19.00 are left at the Exhibitors’ risk and may be disposed of. Exhibitors must make their own arrangements for any pick-up/courier service for their exhibits. Exhibitors are advised to remain on-site for the collection of their exhibits as the BDA and Manchester Central Convention Complex take no responsibility for pick-up of deliveries. Any special arrangements for installation or removal must be made in consultation with the Organisers. All exhibiting companies are responsible for ensuring that their exhibition staff are informed of and abide by the exhibition policy, rules and regulations. 23. Stand construction The Organisers have appointed the following contractor for all shell scheme construction, furniture hire and electrical work. Joe Manby Ltd will undertake any additional design and production work and supply furniture etc. Joe Manby Ltd Hookstone Park, Harrogate North Yorkshire, HG2 7DB Tel: +44 (0)1423 814 730 Fax: +44 (0)1423 814 760 All exhibitors wishing to build their own stand should send a copy of the proposed plans together with a copy of your risk assessment/method statement. Please send to Moira Mackintosh at: moira@select-serv.com. To comply with building regulations, stand structures with raised platforms over 600mm or over 4m (including the platform) in height will require approval of the local licensing authority. Exhibitors should therefore submit copies of a 1:100 scalable technical drawing, a structural engineers report together with stand specifications to the local licensing authority at least two months prior to the event. Please also supply copies to Moira Mackintosh at: moira@select-serv.com Health and Safety Contractor Select Services Chantry House High Street Coleshill Birmingham B46 3BP Tel: +44(0)1675 433 204 Fax: +44(0)1675 467 097 Any exhibitor wishing to construct a dual-level stand must inform the BDA prior to the event and a supplemental fee and planning permission will be required. 24. Storage Exhibitors must arrange for the removal and storage of any packing boxes. Under no circumstances must packing materials of any kind be left in the aisles, or visible on the stands. The exhibition storage will be closed from 09.00 until 16.00 on Saturday 12 April 2014. Exhibitors should not attempt to retrieve anything from storage until it reopens. 25. Sub-letting Sub-letting is not permitted. This restriction shall not prevent the exhibitor being supported by the staff of organisations for which an agency or distributorship is held. 26. Venue and dates of opening The 2015 Exhibition will be held at the Manchester Central Convention Complex, the exhibition will be open at the following times: Thursday 7 May 2015 09:30 – 19:00 Friday 8 May 2015 09.30 - 18.30 Saturday 9 May 2015 09.00 - 16.00
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